HomeMy WebLinkAboutCouncil Actions 04-01-02 WHITE
35782-040102
ROANOKE CITY CO UNCIL
REGULAR SESSION
APRIL 1, 2002
12:15 P. M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order--Roll Call.
(Council Member Harris was
absent.)
A co .mmunication from Mayor Ralph K. Smith requesting a Closed Meeting
to discuss vacancies on various authorities, boards, commissions and
committees appointed by Council, pursuant to Section 2.2-3711 (A)(1), Code
of Virginia (1950), as amended.
(Approved 6-0)
File #110-132
A communication from the City Manager requesting a Closed Meeting to
discuss acquisition of real property for public purpose, where discussion in
open meeting would adversely affect the bargaining position or negotiating
strategy of the City, pursuant to Section 2.2-3711 (A)(3), Code of Virginia
(1950), as amended.
(Approved 6-0)
File #2-104-132
A cormnunication from the City Manager requesting a Closed Meeting to
discuss disposition of public-owned property, where discussion in 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.
(Approved 6-0)
File//104-132
A communication from the City Attorney requesting a Closed Meeting to
consult with legal counsel on a matter of probable litigation, pursuant to
Section 2.2-3711 (A)(7), Code of Virginia (1950), as amended.
(Approved 6-0)
File//83-132
THE MEETING WAS DECLARED IN RECESS AT 12:17 P.M. TO BE
IMMEDIATELY RECONVENED IN ROOM 159, FOR A DISCUSSION
WITH REGARD TO ROLES AND RESPONSIBILITIES OF COUNCIL-
APPOINTED AND CERTAIN CONSTITUTIONAL OFFICERS.
THE MEETING WAS DECLARED IN RECESS AT 1:40 P.M. TO BE
IMMEDIATELY RECONVENED IN CLOSED SESSION IN THE
COUNCIL'S CONFERENCE ROOM.
2
ROANOKE CITY CO UNCIL
REGULAR SESSION
APRIL 1, 2002
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order--Roll Call. (Council Member Harris was
absent.)
The Invocation was delivered by The Reverend Jeffrey Doremus,
Minister of Leadership and Family Life, First Baptist Church.
The Pledge of Allegiance to the Flag of the United States of America
was led by Mayor Ralph K. Smith.
Welcome. Mayor Smith.
NOTICE:
Meetings of Roanoke City Council are televised live on RVTV Channel 3.
Today's meeting will be replayed on Channel 3 on Thursday, April 4, 2002, at
7:00 p.m., and Saturday, April 6, 2002, at 4:00 p.m. Council meetings are now
being offered with closed captioning for the hearing impaired.
3
ANNOUNCEMENTS:
THE PUBLIC IS ADVISED THAT MEMBERS OF COUNCIL RECEIVE
THE CITY COUNCIL AGENDA AND RELATED
COMMUNICATIONS, REPORTS, ORDINANCES AND
RESOLUTIONS, ETC., ON THE THURSDAY PRIOR TO THE
COUNCIL MEETING TO PROVIDE SUFFICIENT TIME FOR
REVIEW OF INFORMATION. CITIZENS WHO ARE INTERESTED
IN OBTAINING A COPY OF ANY ITEM LISTED ON THE AGENDA
MAY CONTACT THE CITY CLERK'S OFFICE, ROOM 456, NOEL C.
TAYLOR MUNICIPAL BUILDING, 215 CHURCH AVENUE, S. W., OR
CALL 853-2541.
THE CITY CLERK'S OFFICE NOW PROVIDES THE MAJORITY OF
THE CITY COUNCIL AGENDA ON THE INTERNET FOR VIEWING
AND RESEARCH PURPOSES. TO ACCESS AGENDA MATERIAL,
GO TO THE CITY'S HOMEPAGE AT WWW.ROANOKEGOV. COM,
CLICK ON THE ROANOKE CITY COUNCIL ICON, CLICK ON
MEETINGS AND AGENDAS, AND DOWNLOAD THE ADOBE
ACROBAT SOFTWARE TO ACCESS THE AGENDA.
ALL PERSONS WISHING TO ADDRESS COUNCIL ARE
REQUESTED TO REGISTER WITH THE STAFF ASSISTANT WHO
IS LOCATED AT THE ENTRANCE TO THE COUNCIL CHAMBER.
ON THE SAME AGENDA ITEM, ONE TO FOUR SPEAKERS WILL BE
ALLOTTED FIVE MINUTES EACH, HOWEVER, IF THERE ARE
MORE THAN FOUR SPEAKERS, EACH SPEAKER WILL BE
ALLOTTED THREE MINUTES.
ANY PERSON WHO IS INTERESTED IN SERVING ON A CITY
COUNCIL APPOINTED AUTHORITY, BOARD, COMMISSION OR
COMMITTEE IS REQUESTED TO CONTACT THE CITY CLERK'S
OFFICE AT 853-2541 TO OBTAIN AN APPLICATION.
4
2. PRESENTATIONS AND ACKNOWLEDGMENTS:
Proclamation declaring Saturday, April 6, 2002, as Tartan Day; and the month
of April 2002 as Scottish American History and Heritage Month.
File #3
Proclamation declaring April 1 - 7, 2002, as Community Development Week.
File #3-200
ge
CONSENT AGENDA
(APPROVED 6-0)
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY
COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE
WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF
DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM
THE CONSENT AGENDA AND CONSIDERED SEPARATELY.
C-1
C-2
Minutes of the regular meetings of Council held on Tuesday,
February 19, 2002, and Monday, March 4, 2002.
RECOMMENDED ACTION: Dispense with the reading thereof and
approve as recorded.
A communication from the City Manager requesting authorization to file
an application for vacating, discontinuing and closing a portion of Mason Mill
Road, N. E.
RECOMMENDED ACTION: Concur in request.
File #514
5
C-3 Minutes of the meeting of the Audit Committee held on Monday,
March 4, 2002.
RECOMMENDED ACTION: Receive and file.
File #110-300
C-4
Qualification of Stanley G. Breakell as a member of the Roanoke Public
Library Board for a term ending June 30, 2002.
RECOMMENDED ACTION: Receive and file.
File #110-323
REGULAR AGENDA
Selection of persons to be accorded the public interview for the position of
Roanoke City School Board Trustee on Thursday, April 18, 2002, commencing
at 4:30 p.m., for terms commencing July 1, 2002, and ending June 30, 2005.
Candidates are:
James P. Beatty
Robert H. Bird
Carl D. Cooper
Edward Garner
William H. Lindsey
William E. Skeen
Robert J. Sparrow
(Two vacancies)
(The number of persons to be interviewed shall not exceed three times the
number of vacancies.)
Carl D. Cooper, Edward Garner, William II. Lindsey, William E. Skeen,
and Robert J. Sparrow will be interviewed on Thursday, April 18, said
meeting to commence at 4:30 p.m. in the City Council Chamber.
File #110-467
4. PUBLIC HEARINGS: NONE.
5. PETITIONS AND COMMUNICATIONS:
ao
A communication from the Honorable Donald S. Caldwell, Roanoke
City Commonwealth Attorney, requesting acceptance of the Virginia
Exile Grant by the Department of Criminal Justice Services for calendar
years 2002 - 2003, in the amount of $174,014.00; and a communication
from the City Manager concurring in the request.
Adopted Budget Ordinance No. 35782-040102 and Resolution No.
35783-040102. (6-0.)
File #60-133-236
be
A communication from Vice-Mayor William H. Carder with regard to
a meeting of the Virginia First Cities Coalition which was held on
Thursday, March 28, 2002; and to provide an update on the local impact
of the State's 2002-2004 proposed budget.
No action.
File #60-550
6. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS: NONE.
7
ITEMS RECOMMENDED FOR ACTION:
A communication recommending acceptance of the bid submitted
by Breakell, Inc., for infrastructure improvements to the Greater
Gainsboro Redevelopment Area, Phase II, in the amount of
$496,183.93; execution of an amendment to the Street Lighting
Agreement with Appalachian Power Co., d/b/a American Electric
Power, to provide street lights and associated electrical work in
the amount of $350,000.00; and appropriation or transfer funds.
Adopted Budget Ordinance No. 35784-040102 and Ordinance
Nos. 35785-040102 and 35786-040102. (6-0.)
File #29-60-46-434
AT 2:50 P.M., THE MEETING WAS DECLARED IN RECESS
FOR CONTINUATION OF A CLOSED SESSION.
THE COUNCIL MEETING RECONVENED AT 3:20 P.M., IN
THE CITY COUNCIL CHAMBER.
°
A communication in connection with a street inventory for State
maintenance payment eligibility.
Adopted Resolution No. 35787-040102. (6-0.)
File #77-514
o
A communication recommending amendment to an agreement
between the Fifth District Employment and Training Consortium
and Family Services of Roanoke Valley to provide services for
Drug Court referrals for an additional six months beginning
January 1, 2002 - June 30, 2002.
Adopted Budget Ordinance No. 35788-040102 and Resolution
No. 35789-040102. (6-0.)
File #60-76-246
8
o
A communication recommending authorization to use competitive
negotiation as the method to secure vendors to provide services
in connection with an automated parking ticket issuance and
management system.
Adopted Resolution No. 35790-040102. (6-0.)
File #5-20
o
o
A communication recommending appropriation of funds in
connection with Solid Waste Management.
Adopted Budget Ordinance No. 35791 on first reading. (4-2,
Council Members Hudson and Wyatt voted no.)
File #60-144-472
A communication recommending amendment to Section 30-9.1,
Outdoor dining, Code of the City of Roanoke (1979), as amended,
to allow restaurants to use sidewalks and designated streets in
commercially zoned areas.
Adopted Budget Ordinance No. 35792-040102. (6-0.)
File #24-57-60-289-514-555
o
A communication recommending amendment to Chapter 20,
Motor Vehicles and Traffic., Article IV, Stopping, Standing and
Parking, Division 2, Residential Parking Permits, Code of the
City of Roanoke (1979), as amended, to establish a residential
parking permit program for residents within the Downtown
Service District.
Adopted Ordinance No. 35793-040102 and Resolution No.
35794-040102. (6-0.)
File #20-24-277-553-556
Council Member Wyatt requested that residential parking
spaces not be clustered together.
9
o
A communication from the City Manager with regard to purchase
of property from Virginia Vaughan described as Official Tax Nos.
1010409-1010411, inclusive.
Adopted Budget Ordinance No. 35795-040102. (6-0.)
File #2-60
Council Member White left the meeting.
A communication from the City Manager with regard to the
Water Pollution Control Plant Consent Order with the Virginia
Department of Environment Quality and the State Water Control
Board.
Adopted Resolution No. 35796-040102. (5-0.)
File #27
b. DIRECTOR OF FINANCE:
Financial report for the month of February 2002.
Received and filed.
File #1-10
7. REPORTS OF COMMITTEES:
A report transmitting the Roanoke Regional Airport 2002-03 proposed
Operating and Capital Purchase Budget, and proposed capital
expenditures. Jacqueline L. Shuck, Executive Director.
Adopted Resolution No. 35797-040102. (6-0.) (Resolution No.
35797-040102 was voted on out of sequence and before Mr. White
left the meeting.
File #9-60
8. UNFINISHED BUSINESS: NONE.
l0
9. INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
ao
A resolution changing the time and place of commencement of the
regular meeting of City Council on Monday, April 15, 2002.
Adopted Resolution No. 35798-040102. (5-0.)
File #132-304
10.
11.
MOTIONS AND MISCELLANEOUS BUSINESS:
ao
Inquiries and/or comments by the Mayor, Vice-Mayor and Members of
City Council.
Discussion regarding service level and costs associated with the
Solid Waste Management Program was referred to fiscal year
2002-03 budget study.
File #60-144
Vice-Mayor Carder referred to a communication from the City
Manager under date of April 1, 2002, in regard to the "Shining Star
Award"; whereupon, the City Manager requested that Council
review the details of the program, and following approval by
Council, the program will be implemented by City staff.
File #80
Council Member Wyatt requested a report on the City's paid leave
policy.
File #184
bo
Vacancies on various authorities, boards, commissions and committees
appointed by Council.
CITY MANAGER COMMENTS:
The City Manager called attention to the following meetings:
Code Enforcement Meeting, Hurt Park Elementary School, April 8th, 7:00
p.m.
Fire Station Plans, Harrison Museum of African-American Culture,
April 16th, 6:30 p.m.
Ad-Hoc Committee to study the duties and responsibilities of the Roanoke
Neighborhood Partnership Steering Committee, City Council Chamber,
April 24th, 6:30 p.m.
File #70-104-200-488
12.
HEARING OF CITIZENS UPON PUBLIC
MATTERS:
CITY COUNCIL SETS THIS TIME AS A PRIORITY FOR CITIZENS
TO BE HEARD. IT IS ALSO A TIME FOR INFORMAL DIALOGUE
BETWEEN COUNCIL MEMBERS AND CITIZENS. MATTERS
REQUIRING REFERRAL TO THE CITY MANAGER WILL BE
REFERRED IMMEDIATELY FOR ANY NECESSARY AND
APPROPRIATE RESPONSE, RECOMMENDATION OR REPORT TO
COUNCIL.
Ms. Helen E. Davis, 35 Patton Avenue, N. E., addressed Council on behalf
of Lincoln Terrace residents with regard to a previous request for screen
doors.
File #178
THE MEETING WAS DECLARED IN RECESS FOR CONTINUATION
OF THREE CLOSED SESSIONS THAT WERE PREVIOUSLY
APPROVED BY COUNCIL.
THE MEETING RECONVENED AT 6:15 P.M.
CERTIFICATION OF CLOSED SESSION. (4-0.)
Hudson left the meeting during the closed session.)
(Council Member
The following persons were appointed as members of the Parks and
Recreation Advisory Board:
Term Beginning Ending
Shay Berger One Year 04-01-02 03-31-03
Erin Garvin One Year 04-01-02 03-31-03
Jim Hale One Year 04-01-02 03-31-03
Carl Kopitzke One Year 04-01-02 03-31-03
Gerrie LaManna Two Years 04-01-02 03-31-04
Mark Lawrence Two Years 04-01-02 03-31-04
Anita Lee Two Years 04-01-02 03-31-04
DavidNixon Two Years 04-01-02 03-31-04
Brian Shepard Three Years 04-01-02 03-31-05
James Sikkema Three Years 04-01-02 03-31-05
Sherley Stuart Three Years 04-01-02 03-31-05
The Rev. David Walton Three Years 04-01-02 03-31-05
Onzlee Ware Three Years 04-01-02 03-31-05
The City residency requirement for S. James Sikkema was waived.
File #15-67-110
13
RALPH K. SMITH
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGIN1A 24011-1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
April 1,2002
The Honorable Vice-Mayor and
Members of the Roanoke City Council
Roanoke, Virginia
Dear Members of Council:
I would like to request a Closed Meeting to discuss vacancies on various authorities,
boards, commissions and committees appointed by Council, pursuant to Section 2.2-3711
(A)(1), Code of Virginia (1950), as amended.
Ralph K. Smith
Mayor
RKS:sm
N:\CKSMI~AGENDA.02\CLOSED SESSION ON VACANCIES.DOC
Office of the City Manager
March 28,2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Parks and Recreation
Advisory Board
The Parks and Recreation Comprehensive Master Plan approved by City Council
in May 2000 and the Department's Strategic Business Plan identifies the need for
a Parks and Recreation Advisory Board. This Board will make recommendations
for future improvements, be a valuable resource to the Department in setting
long-term policy issues, and assisting with marketing and fundraising campaigns.
It is recommended that this Board consist of no more than 13 members.
Nomination forms are attached for the following individuals who have expressed
a genuine interest in being considered to serve in this capacity.
Shay Berger
Erin Garvin
Jim Hale
Carl Kopitzke
Gerrie LaManna
Mark Lawrence
Anita Lee
David Nixon
Brian Shepard
James Sikkema
Sherley Stuart
Rev. David Walton
Onzlee Ware
Council is requested to appoint these individuals to serve on the Parks and
Recreation Advisory Board as part of the Mayor's closed session on Boards and
Committees.
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci,roanoke.va.us
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at ~ regular meeting of Council which
was held on the first day of April, 2002, V. SHAY BERGER was appointed as a member
of the Parks and Recreation Advisory Board for a term ending March 31,2003.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, ERIN GARVIN was appointed as a member of the
Parks and Recreation Advisory Board for a term ending March 31,2003.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
2002.
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, JIM HALE was appointed as a member of the
Parks and Recreation Advisory Board for a term ending March 31,2003.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
2002.
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, CARL H. KOPITZKE was appointed as a member
of the Parks and Recreation Advisory Board for a term ending March 31,2003.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
2002.
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, GERALDINE LAMANNA was appointed as a
member of the Parks and Recreation Advisory Board for a term ending March 31,2004.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of, April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, MARK S. LAWRENCE was appointed as a
member of the Parks and Recreation Advisory Board for a term ending March 31,2004.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of.April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, ANITA L. LEE was appointed as a member of the
Parks and Recreation Advisory Board for a term ending March 31,2004.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, DAVID NI×ON was appointed as a member of the
Parks and Recreation Advisory Board for a term ending March 31,2004.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, BRIAN M. SHEPARD was appointed as a member
of the Parks and Recreation Advisory Board for a term ending March 31,2005.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, S. JAMES SlKKEMA was appointed as a member
of the Parks and Recreation Advisory Board for a term ending March 31,2005.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at'a regular meeting of Council which
was held on the first day of April, 2002, SHERLEY E. STUART was appointed as a
member of the Parks and Recreation Advisory Board for a term ending March 31,2005.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, DAVID WALTON was appointed as a member of
the Parks and Recreation Advisory Board for a term ending March 31,2005.
2002.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
City Clerk
COMMONWEALTH OF VIRGINIA )
) To-wit:
CITY OF ROANOKE )
I, Mary F. Parker, City Clerk, and as such City Clerk of the City of Roanoke and
keeper of the records thereof, do hereby certify that at a regular meeting of Council which
was held on the first day of April, 2002, ONZLEE WARE was appointed as a member of
the Parks and Recreation Advisory Board for a term ending March 31, 2005.
Given under my hand and the Seal of the City of Roanoke this eighth day of April,
2002.
City Clerk
The Honorable Mayor and Members of Council
March 28, 2002
Page 2
It is requested that these individuals be appointed with staggered terms; i.e.,
appoint four members for one year, four members for two years, and five
members are three years. Terms should be automatically reappointed for three
years following the initial term.
Your consideration of this matter is appreciated.
Respectfully submitted,
City Manager
DLB:kaj
C~
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Wanda B. Reed, Acting Director of Parks and Recreation
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
This is to request that City Council convene a closed meeting to discuss the acquisition
of real property for a public purpose, where discussion in open meeting would adversely
affect the bargaining position or negotiating strategy of the City, pursuant to Section 2.2-
3711(A)(3), of the Code of Virginia (1950), as amended.
Sincerely,
Darlene L. Burcha"m
City Manager
DLB:ca
c.'
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb :www. cl. roanoke .va. us
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of Council:
Subject: Request for a Closed Meeting
This is to request that City Council convene a closed meeting to discuss the disposition
of publicly-owned property, where discussion in 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.
Sincerely,
City Manager
DLB:ca
C:
Mary F. Parker, City Clerk
Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24Ol1-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
WILLIAM M. HACKWORTH
ciTY ATTORNEY
CITY OF ROANOKE
OFFICE OF CITY ATTORNEY
464 MUNICIPAL BUILDING
215 CHURCH AVENUE, SW
ROANOKE, VIRGINIA 24011-1595
TELEPHONE: 540-853-2431
FAX: 540-853-1221
E-MAIL: cityatty@ci.roanoke.va.us
ELIZABETH K. DILLON
STEVEN J. TALEVI
GARY E. TEGENKAMP
DAVID L. COLLINS
CAROLYN H. FURROW
ASSISTANT CITY ATTORNEYS
April 1, 2002
The Honorable Mayor and Members
of City Council
Roanoke, Virginia
Re: Request for closed meeting
Dear Mayor Smith and Council Members:
This is to request that City Council convene a closed meeting to consult with legal
counsel on a matter of probable litigation, pursuant to §2.2-3711.A.7, Code of Virginia
(1950), as amended.
With kindest personal regards, I am
Sincerely yours,
WMH:f
William M. Hackworth
City Attorney
CC:
Darlene L. Burcham, City Manager
Mary F. Parker, City Clerk
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor, and Members of City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
Subject:
Roles and Responsibilities for
Council Appointed/Constitutional
Officers
This is to request space on Council's 12:15 agenda for one hour for a discussion on the
above referenced subject.
Respectfully submitted,
Darlene L. BurCl~am
City Manager
DLB:ca
C:
City Attorney
Director of Finance
City Clerk
r~oom 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 2401 ~-1591 (~540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
Office of the Ci~ Manager
March 28, 2002
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
Ralph K. Smith, Mayor
William H. Carder, Vice Mayor
William Bestpitch
C. Nelson Harris
W. Alvin Hudson
William White, Sr.
Linda F. Wyatt
Subject: Departmental Responsibilities of Council-Appointed and Constitutional
Officers
Dear Mayor Smith and Members of Council:
On April 1, 2002, City Council will continue its discussion on the roles, responsibilities,
and reporting relationships of the Council-appointed Officers. Because finance
responsibilities are a part of the Treasurer and Commissioner of the Revenue
functions, these two constitutional officers have also provided information. As
requested, you will find attached the following information to facilitate the
aforementioned discussion:
Information that was provided by each Council-appointed and Constitutional
Officer.
An update of the survey information from other localities. At the' time the survey
information was initially provided, information had not been received from
Norfolk and Portsmouth. It should be noted that the initial survey was done prior
to the decision that was made to use selected First Cities Coalition members.
The survey information provided is an update to include Norfolk and Portsmouth.
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke. Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. cl.roanoke.va.us
Honorable Mayor and Members of City Council
Page 2
I trust the attached information is responsive to your request.
Sincerely,
Darlene L. Burcham
City Manager
DLB/sms
C;
David C. Anderson, City Treasurer
Willard N. Claytor, Director of Real Estate Valuation
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Troy A. Harmon, Municipal Auditor
Sherman A. Holland, Commissioner of the Revenue
,/Mary F. Parker, City Clerk
CITY ATTORNEY
KEY BUSINESSES AND BUSINESS ACTIVITIES
I. Practice Preventive Law
II.
Legal Oversight - Be continually aware of legal issues affecting the
City by meeting regularly with the City Council, City Manager and
other City administrators and providing legal counsel and advice.
Education - Recommend and conduct training for City
administrators and employees as needed to reduce potential liability
of the City and to improve the provision of City services; prepare
memoranda as needed for the same purpose; and provide for
continuing legal education and professional development for staff.
Provide Legal Services
General counsel - Provide day-to-day legal counsel to City Council,
the City Manager, the School Board, the School Superintendent and
other administrators, boards, commissions and officers of the City,
and of the School Board; attend meetings, conferences, and work
sessions.
Litigation - Handle civil actions brought by or against the City, and
its officers and agencies.
Legal Opinions - Research and prepare written opinions on legal
matters in response to requests of clients.
Measures - Research relevant law and prepare ordinances and
resolutions in order to implement policy decisions of City Council.
Contracts and Legal Documents - Draft or review contracts and
other legal documents to which the City is a party.
Real Estate - Prepare deeds, examine titles, conduct closings for
acquisition and disposition of real property.
Collections - Provide legal support to City departments having
responsibility for collection of debts owed to the City, such as taxes
(real property, personal property, business, professional and
DOCUMENT5
II. Provide Legal Services
General counsel - Continue to attend regularly scheduled
meetings of administration, boards and commissions to be
able to provide on-the-spot legal counsel.
o
Litigation - Strive always to be prepared and professional
when appearing in administrative and judicial proceedings on
behalf Of clients.
o
Legal Opinions - Produce clearly understandable and timely
legal opinions for our clients.
o
Measures - Prepare measures which clearly articulate and
implement the policy decisions of City Council.
Contracts and Legal Documents - Ensure that the City's legal
documents are simple, clear and protect the City's interests.
o
Real estate - Ensure that real estate closings are conducted as
expeditiously as possible.
Collections Assist as much as possible departments
responsible for collections.
III. Advocate and Protect Interests of City
Advocate and protect the interests of the City at the State and
Federal level.
DOCUMENT5
occupational licenses, etc.), water and sewer accounts, weed and
demolition liens; and damage to City property.
III. Advocate and Protect Interests of the City
At State and Federal level, serve as contact between City's
legislative consultant and City Council and other City officials;
promote City's legislative agenda; review and keep abreast of
proposed legislation and administrative regulations and advise
affected departments and officers of the City.
LINK TO CITY COUNCIL VISION FOCUS AREA
Inasmuch as the City Attorney's office provides legal services directly to City
Council, the School Board and all operating divisions of both, the many businesses and
business activities of the office link to all aspects of City Council's Vision Statement and
the City's Comprehensive Plan.
STRATEGIC GOALS:
I. Practice Preventive Law
Legal Oversight - Encourage clients to involve our office early on
in projects, rather than at the last minute, or as an afterthought.
Education - Participate in and conduct more training programs for
clients, keep clients better informed of legal developments.
DOCUMENT5
Citation/Title
VA Code Sec. 15.2-1542, Creation of office of
authorized; appointment, salary and duties
county, city or town
Page
attorney
*19492 Va. Code Ann. § 15.2-1542
WEST'S ANNOTATED CODE OF VIRGINIA
TITLE 15.2. COUNTIES, CITIES AND TOWNS
SUBTITLE II. POWERS OF LOCAL GOVERNMENT
CHAPTER 15. LOCAL GOVERNMENT PERSONNEL, QUALIFICATION FOR
OFFICE, BONDS, DUAL OFFICE HOLDING AND CERTAIN LOCAL
GOVERNMENT OFFICERS
ARTICLE 7. OTHER OFFICERS OF LOCAL GOVERNMENTS
Current through End of 2001 Sp. Sess. !
§ 15.2-1542. Creation of office of county, city or town attorney authorized; appointment, salary and duties
A. Every county, city or town, not otherwise authorized to create the office, may create the office of county, city or town
attorney. Such attorney shall be appointed by the governing body to serve at the pleasure of the governing body. He shall serve at a
salary to be fixed by the governing body. In the event of the appointment of such attorney, the attorney for the Commonwealth for
such locality shall be relieved of any duty imposed upon him by law in civil matters of advising the governing body and all boards,
departments, agencies, officials and employees of the locality, of drafting or preparing ordinances, of defending or' bringing actions
in which the local government or any of its boards, departments or agencies, or officials or employees, thereof, shall be a party, and
in any other manner advising or representing the local government, its boards, departments, agencies, officials and employees, and
all such duties shall be performed by the local government attorney. Nothing herein, however, shall relieve such attorney for the
Commonwealth from any of the other duties imposed on him by law including those imposed by § 2.2-3126.
B. The county attomey may prosecute violations of the Uniform Statewide Building Code, the Statewide Fire Prevention
Code and all other ordinances as may be agreed upon with the attorney for the Commonwealth. Such attorney shall be accountable
to the governing body in the performance of his duties.
C. The county attorney of Montgomery, Fairfax or Prince William Counties may prosecute violations of county ordinances,
except those ordinances which regulate, in a manner similar to State statute, the operation of motor vehicles on the highway.
D. City and town attorneys, if so authorized by their local governing bodies, and with the concurrence of the attorney for the
Commonwealth for the locality, may prosecute criminal cases charging either the violation of city or town ordinances, or the
commission of misdemeanors within the city or town, notwithstanding the provisions of § 15.2-1627.
*19493
Acts 1997, c. 587, eft Dec. 1, 1997.
<General Materials (GM) - References, Annotations, or Tables>
REFERENCES
CROSS REFERENCES
Copyright (c) West Group 2001 No claim to original U.S. Govt. works
Page
VA Code Sec. 15.2-1542, Creation of office of county, city or town attorney
authorized; appointment, salary and duties
Counties, county executive form of government, appointment of county attorney authorized, see § 15.2-529.
Local government attorneys, special license plates for, see § 46.2-749.35.
Pensions, benefits, and retirement, Virginia retirement system, retirement of appointed county, city or town attorneys upon attaining age fifty, exception from
early retirement provisions, requirements, see § 51.1-155.2.
LIBRARY REFERENCES
Key Numbers
Westlaw Key Number Search: 131 k2.
Encyclopedias
56 Am. Jut. 2d, Municipal Corporations, Counties, and'Other Political Subdivisions § 232.
C.J.S. District and Prosecuting Attorneys § 3.
ANNOTATIONS
NOTES OF DECISIONS'
Powers and duties 1
1. Powers and duties
Winchester city attorney may prosecute criminal violations of city ordinances without concurrence of Commonwealth's attorney. 1999 Op. Atty. Gen.,
Nov. 12, 1999.
Copyright (c) West Group 2001 No claim to original U.S. Govt. works
§ 26. City attorney.
The city attorney shall be elected at the time, in the manner, and for the term provided
by section nine of this charter. He shall be the legal advisor of and attorney and counsel for the
city and the school board of the city and for all officers, and departments thereof, in matters
relating to their official duties. He shall prosecute all suits, actions and proceedings for and on
behalf of the city and the school board of the city, and defend all suits, actions and proceedings
against the same, and shall prepare all contracts, bonds and other instruments in writing, in
which the city or the school board of the city are interested or concerned, and shall endorse on
each his approval of the form and correctness thereof, provided that in the case of bonds to be
issued by the city, it shall be sufficient if he certify to the council his approval thereof as to form
in a separate writing, to be filed and preserved with the records of the council.
The council, the city manager, or any officer, board or commission may require the
opinion of the city attorney upon any question of law involving their respective powers and
duties.
The city attorney shall apply in the name of the city to a court of competent jurisdiction
for such injunction or injunctions as may be necessary to restrain and prevent the
misapplication of the funds of the city, or the invasion or abuse of its corporate powers, or the
usurpation of authority by any city official, or the execution or performance of any contract
made in behalf of the city in contravention of law, or which was procured by fraud or corruption.
When an obligation or contract made on behalf of the city granting a right or easement
or creating a public duty is being evaded or violated, the city attorney, when directed by
council, shall institute and prosecute such suit or suits as may be necessary to enforce the
forfeiture thereof, or the specific performance thereof, as the nature of the case may require.
In case any officer, board or commission shall fail to perform any duty required by law,
the city attorney shall apply to a court of competent jurisdiction for a writ of mandamus to
compel the performance of such duty. Whenever the city or school board shall purchase or
otherwise acquire real estate or any interest therein, unless other provision is made by the
council, the city attorney shall conduct such title examination as he deems appropriate before
the purchase price thereof shall be paid. The said city attorney shall perform such other duties
as may be required of him by ordinance or resolution of the council.
(Acts 1977, Ch. 201, § 1; Acts 1980, Ch. 71, § 1)
OFFICE OF CITY ATTORNEY
ORGANIZATIONAL CHART
I Assislanl City I ! Assistant City
Attorney Attorney
CITY COUNCIL
CITY ATTORNEY
Assistant City
Legal Secretary
Assistant City
Attorney Attorney
Assistant City
Attorney(DSS)
CITY OF ROANOKE
INTERDEPARTMENT COMMUNICATION
DATE:
TO:
FROM:
SUBJECT:
March 19, 2002
Barry L. Key, Director, Management aknd Budget
Mary F. Parker, City Clerk ~ ~'
Duties and Responsibilities of the City Clerk's Office
In response to your memorandum dated March 12, 2002, regarding a request for
information on the duties and responsibilities of the City Clerk's Office, I am pleased to
provide the following:
1. Department name:
City Clerk's Office.
2. Summary of departmental responsibilities:
*Prepare, distribute and maintain official correspondence files covering
approximately 540 major categories and approximately 13,600 official
documents; and respond to and process approximately 15,000 requests for
research annually.
*Prepare agendas, attend City Council meetings and record actions, prepare
minutes and record on official journal books; and index minutes for reference
purposes.
*Depository of minutes of Council appointed committees; attend certain
committee meetings, record actions and prepare minutes.
*Coordinate special activities as requested by City Council; and administer a
$30,000.00 Service Awards Program for City employees.
DATE: March 19, 2002
TO: Barry L. Key
Page 2
o
*Update the City Code, and sell copies of the Zoning Ordinance, and
miscellaneous photocopies to the public
*Coordinate implementation of an electronic documents program to simplify
computerization and to enhance accessibility by the public to City Council
records via the Internet.
*Maintain data on approximately 80 committees, including membership,
terms of office, term expiration dates, purpose of committees, and
nomination forms.
State Code or Constitution sections that mandate or requlate department
MFP:sm
responsibilities:
There is 'no specific reference in the Code of Virginia or the Constitution.
City Charter or City Code sections that mandate or requlate departmental
responsibilities:
Chapter 2, Administration, Article VII, City Clerk, Sections 2-151 - 2-154.
The Council shall elect a City Clerk as provided in Section 9 of the City
Charter. Section 24 of the City Charter provides that the City Clerk shall be
elected at the time, in the manner and for the term provided by Section 9 of
the City Charter and enumerates the duties and responsibilities of the City
Clerk.
Other pertinent information:
The City Clerk's Office supports the vision statement adopted by City
Council in an enthusiastic environment with knowledgeable staff by providing
courteous, efficient and timely accessibility to official public records through
the use of current office technology. Using a team oriented approach, the
Clerk's Office provides a link between City Council, citizens and other
customers.
Organizational Chart.
Attachment
CITY CLERK'S OFFICE
ORGANIZATIONAL CHART
City Clerk
I Deputy City Clerk Assistant City Clerk Assistant to the Mayor Executive Secretary
!
Administrative Secretary
(2)
Part-time Clerical
(1)
DATE:
TO:
FROM:
SUBJECT:
MEMO
OFFICE OF THE CITY MANAGER
March 18, 2002
Barry Key, Director of Management and Budget
David A. Diaz, ASsistant to the City Manager ~--~
City Manager's Office: duties and responsibilities
Mission Statement
The City Manager's Office exists to improve the quality of life for the citizens of Roanoke
and to implement the policies and vision of City Council. By providing customer-oriented
leadership and a participatory style of government, the City Manager's Office will
promptly respond to the short-term needs of the citizens while seeking their involvement
in developing the long-term goals of the community.
Key Business
Business Activities
Council Services
Recommend policies and actions to Council
Implement Council's Vision and policies
Submit and recommend a balanced budget
Prepare and coordinate council reports
Ensure Council priorities are addressed
Citizen Relations
Provide professional and responsive customer service
Respond promptly to citizen inquiries
Inform citizens of public events
Keep citizens informed and involved
Executive
Administration
Provide general management and leadership to department heads
Supervise operation of city departments
Coordinate interdepartmental efforts
Select department heads and approve department plans/budgets
Oversee enforcement of ordinances, resolutions and policies
Community
Development
Monitor implementation of Vision 2001-2020 Comprehensive Plan
Pursue city/regional economic development strategies
Promote environmental stewardship in the community
Encourage regional approaches to solving community issues/needs
Involve community in developing short/long term goals
City Code and Charter
According to Sections 2-119 thru 2-126 of the Roanoke Code, the City Manager is the
administrative head of the municipal government and chief executive officer. The City
Manager is responsible for the supervision of departments and divisions; and, has the
authority to transfer funds, execute leases and other documents. '
According to Section 20 of the City Charter, the City Manager is the administrative head
of the municipal government that serves at the pleasure of City Council. The City
Manager is responsible for the efficient administration of all offices of the City and has
the power to enforce laws and ordinances, make reports and recommendations to
Council, keep council advised of the City's financial condition, make investigations as to
city affairs and submit a budget.
Cc: Darlene L. Burcham, City Manager
I I I . I
I I
CITY OF ROANOKE
DEPARTMENT OF FINANCE
215 Church Avenue, S.W. Room 461
P.O. Box 1220
Roanoke, VA 24006-1220
Telephone: (540) 853-2821
Fax: (540) 853-2940
Date: March 18, 2002
To: Barry Key, Director of Management and Budget
From: Jesse Hall, Director of Finan~
Subject: Duties and Responsibilities
Barry, the following information is provided per your March 17, 2002 memo. For ease of use, I
have provided the information in summary form as you requested. As you know, there are many
detailed processes and procedures underlying each of the functions listed. I would be pleased to
provide additional information should you or City Council desire.
There are two departments under the Director of Finance, which we commonly refer to as the
Department of Finance and the Office of Billings and Collections. Charter section 25.1 and Code
section 2-233 through 2-240 outline the authority granted and the responsibilities and
requirements of the Director of Finance. The Director of Finance serves as Secretary/Treasurer
for the Pension Plan, Treasurer for GRTC, RVDC, HI{CCC and as Council's Commissioner for
the RVDC. A summary of the operational functions that incorporates the authority, duties and
responsibilities of the Director are listed:
Department of Finance:
Accounting
o Establish internal controls and maintain accounting records for receipt of revenue
and expenditure of funds including School Board, FDETC, HI{CCC and RVDC.
o Pays all obligations for the City and School Board
o Maintain budgetary controls via the accounting system
o Manages cash flow and coordinates with City Treasurer for investment of City's idle
cash
o Coordination of annual external audit
o Stewardship of City's fixed assets
o Oversight of purchasing cards
o Oversight of three major data processing systems--accounting, retirement, and
payroll
o Oversight of several smaller data processing systems
o Provide training to departmental users of software systems
Financial Reporting
o Monthly financial report to City Council
o Comprehensive Annual Financial Report for City and Pension Plan
o Monthly financial reports for RVDC and HRCCC
o Annual financial report for RVDC and some preparation for HRCCC annual financial
report
o Annual Comparative Cost Report to the State Auditor of Public Accounts
o Annual Bond Disclosure reports to various depositories
o Numerous financial and statistical reports to state and federal agencies
o Annual census surveY to federal government
o Annual cost allocation plan
Payroll
o Biweekly payroll for City employeesmapprbximately 2,000 full time and part time
employees
o Biweekly payroll for classified School Board employees--approximately 500
employees
o Monthly payroll for School Board Administrative staff and Teachers--approximately
2,200 employees
o Biweekly payroll for Roanoke Valley Detention Commission--approximately 70
employees
o Monthly payroll for approximately 1,450 retirees
o Payroll deduction and tax filings
Retirement
o Director of Finance serves as Secretary/Treasurer of the pension plan-responsible
for the daily administration
o Coordinates meetings of the Pension Board (appointed by City Council) and the
Investment Committee
o Coordinates with pension plan financial advisor and investment managers for
investment of the pension trust fund
o Coordinates with pension plan actuary to obtain annual actuarial report and periodic
experience study
o Administers the City's deferred compensation plan--approximately 1600
participants
Budgeting
o Prepares revenue estimates for annual budget and serves on budget committee
o Coordinates with the budget department in preparation of the Capital Improvement
Program budget
Capital Financing
o Coordinates long term financing such as bond issuance or capital leasing.
o Debt management for outstanding long term debt
Billings and Collections
Meter
O
Reading
Responsible for reading 15,000 water meters per month to generate quarterly and
monthly water/sewer billings
Utility
O
Billing
Responsible for accurately billing approximately 35,000 customers, which generates
$20,500,000 in revenue in water, sewer, and general funds
Customer service provided by answering billing questions, scheduling service
terminations,, investigations, meter repair, work orders, electronic bank drafting and
sewer exemption metering
Delinquent Tax Area
o Responsible for collection of "delinquent" personal property taxes, real estate taxes,
business licenses, and water bills
o Administers the tax sale process and DMV vehicle registration withholding program.
Includes collections for delinquent Emergency Medical Services bills
Local Tax Administration
o Responsible for administering Prepared Food and Beverage Tax (Meals Tax),
Admissions Tax, Transient Occupancy Tax, Consumer Utility Tax, Local Telephone
Surcharge (E-911) Tax, Rights of Way Use Fee, Cellular Tax, Consumption Tax,
and various franchise fees. These taxes and fees generate approximately
$24,000,000 in revenue annually
Parking Ticket Administration
o Responsible for 30,000 parking tickets annually for revenue of $320,000 including
issuance of Law Enforcement Notices and Summons to court for delinquent tickets
City Wide Accounts Receivable Billing
o This system centralizes billings from all over the city from bad checks to building
permits, from weed and demolition invoices to intergovernmental billings which total
$17,000,000 annually
Lease
O
Administration
Responsible for issuing invoices in accordance with lease terms totaling $817,000
annually
Set-Off Debt Collection
o Responsible for submitting various categories of delinquent debts including library
fines, local taxes, miscellaneous a/r, EMS, and personal property taxes for
withholding from state income tax refunds and lottery winnings
Additional Information:
Consolidation of City and School Board Accounting and Payroll Systems--these functions
were consolidated on the City's data processing system in 1981 to avoid duplication of
systems. Significant savings are realized each year due to consolidation of these
functions
Administration of Local Taxes--the administration of local taxes was transferred from the
Commissioner of the Revenue to the Finance Department in 1992 to provide better
coordination of the assessment and collection of local taxes.
Retiren-,ent Plans
Department of Finance
Organizational Chart
(See separate
organizational chart)
Office of /
illings ,ndr~
ollections I
Financial Planning
Financial Reporting
Transaction Processing
Retirement Administration
I
Deputy
Director of
Finance
City Council
I
Director of Finance
Admini~=atlve
Secretary
Admini~trator I
I~ccounta~l I Technician
215 Church Avenue, Room 461, P.O. Box 1220 · Roanoke, Virginia 24006-1220 · (540) 853-2062 Fax (540) 853-6!L~2
CITY WEB: www.ci.roanol<e.va.us/finance/retirement
Current Organizational Structure for Billings and Collections
Billings and Collections
City Council
Tax
Compliance
Technician
I
Senior Tax
Compliance
Administrator
Director of Finance
I
Deputy Director
of Finance
I
Chief,
Billings and Collections
,
Customer Service Accountant
Supervisor
Collector
Supervisor
Meter Reader
Supervisor
Meter
Reader
Technician
(1)
Meter
Readers
(3)
Customer
Service
Representative
(3)
Sr. Customer
Service
Representative
(3)
Collectors
(3)
MUNICIPAL
AUDITING
Date:
To:
From:
Subject:
M MO
March 15, 2002
Barry L. Key, Director of Management and Budget
Drew Harmon, Municipal Auditor ~
Request for Information on Duties and Responsibilities
As you requested, I have provided the information regarding the Auditing department
according to the format you suggested.
A. Department Name:
Municipal Auditing -
B. Summary of Department Responsibilities:
Municipal Auditing Key Businesses and Activities:
Auditing: Performing audits for the City and Schools to provide assurance that
financial statements are faidy presehted according to government standards and
to provide an opinion on the condition of the system of internal controls with,
recommendations for improving controls. Key activities supporting this business
are as follows:
· Performing financial audits of City and School subsystems as required by
State law.
Evaluating operations and systems based on recognized business
standards and standards of Federal, State, and Local government
authorities.
· Collaborating with management to develop solutions to control concerns,
operational concerns, and compliance issues identified during audit work.
· Reporting fairly, accurately, and timely, the results and conclusions from
audit work.
Performing follow-up audit work on outstanding concerns from prior audits
to provide management and City Council on-going status reports on
progress towards resolution of those outstanding concerns.
· Developing annual and multi-year audit plans to best allocate limited audit
service resources to those areas with the greatest need.
Consulting: Providing advice and education regarding the management of risks,
development of controls, and compliance with laws and regulations as requested
by management. Key activities supporting this business are as follows:
Requested Information April 1, 2002 Council Meeting Page 2
· Performing objective research and analyses on performance, financial, and
operational data for management.
· Advising city and school management about trends and changes affecting the
control environments in which governments and schools operate.
State Code or Constitution Sections that Mandate or Regulate Department
Responsibilities:
Code of Virginia § 15.2-2511 Audit of local government records, etc.; Auditor of
Public Accounts; audit of shortages.
The City Sheriff's accounting records fall under this section and the
Municipal Auditor performs this audit to save the Sheriff from having to
pay an outside CPA firm to perform this service.
Code of Virginia §22.1 and 22.1-17; Board of Education Regulations 8VAC20-
240-40. Audits; monthly and annual reports.
School activity funds (internal accounts) shall be audited at least once a
year by a duly qualified accountant or accounting firm approved by the
local school board and a copy of the audit report shall be filed in the
office of the division superintendent. Monthly reports of such funds shall
be prepared and filed in the principal's office, and annual reports shall be
filed in the office of the principal or division superintendent. The cost of
such an audit is a proper charge against the school operating fund or
school activity funds.
3. Code of Virginia § 2.1-166 Reimbursement of Part of Expenses of Such Audit.
Every locality, the accounts and records of whose officials or agencies
are audited in pursuance of § 2.1-165, shall reimburse the
Commonwealth to the extent of one-half of the expense connected
therewith, the same to be paid into the state treasury on the presentation
by the Auditor of Public Accounts of a bill therefore. All such sums so
repaid shall be placed by the Comptroller to the credit of the current
appropriation made to the Auditor of Public Accounts and may be used
by the latter for the purpose of carrying out the provisions of §2.1-165.
In an effort to save the City money, the Municipal Auditor entered into an
agreement on August 21, 1986 with the Auditor of Public Accounts. The
agreement is as follows:
The City Auditor shall provide the qualified audit staff necessary to
perform one-half of the audit hours of the audit of the Clerk of the
Circuit Court of the City of Roanoke.
2. The APA agrees not to bill the City of Roanoke for fifty percent of
their audit costs associated with performing the audit.
Requested Information April 1, 2002 Council Meeting Page 3
3. The scheduling of the audit engagement will be determined by the
APA.
The APA District Audit Supervisor will contact the City Auditors to
inform them when the audit will be performed. The APA will give
the City Auditors as much notice as possible.
In the event your department (Municipal Auditing) is not able to
provide the audit staff necessary to perform the audit engagement
as noted in item 1 above then, in accordance with § 2.1-166 of the
Code of Virginia (1950), as amended, this Office will bill the City of
Roanoke for one-half of the costs connected with performing the
audit.
6. It is estimated that the cost to the City of Roanoke would be in the
neighborhood of $10,000 - $12,000.
Another audit we perform annually is the police cash funds audit that is
required under the provisions for accreditation issued by the Commission
on Accreditation for Law Enforcement Agencies (CALEA). We provide
approximately 240 hours of audit work annually to satisfy this requirement
and report the results of the audit directly to the City Council Audit
Committee.
D=
City Charter or Code Sections that Mandate or Regulate Department
Responsibilities:
§ 25.2. Municipal Auditor
The municipal auditor shall be elected by the council at the time, in the manner and for
the term provided by § 9 of this Charter; provided, however, that the term of the
municipal auditor first elected hereunder, if elected prior to the first day of September,
nineteen hundred seventy-four, shall expire on the last day of September, nineteen
hundred seventy-four, or at such time thereafter as his successor shall have been
elected and qualified.
(a) The municipal auditor shall have such qualifications as the council shall from time
to time establish.
(b) It shall be his duty to examine and audit all accounts, books and records of the city
that reflect transactions involving financial activities of the city, including those for
which the city has a responsibility as an agent, custodian or trustee, said audit to
be made in a timely manner or as prescribed by ordinance.
(c) It shall be his duty to work closely with the director of finance in promulgation of
systems and procedures employed in the accounting for revenue received and
expenditures made by the city.
(d) When so directed by the council, it shall be his duty to see to implementation of
and to supervise all systems recommended to be established by independent
public accountants making audits for city functions.
Requested Information April 1, 2002 Council Meeting Page 4
(e) It shall be his duty to report to the council within sixty days after the close of the
fiscal year a summary of the activities of his office during the preceding fiscal year.
It shall be his duty to report to the council in writing within sixty days after the
completion of an examination of any department, agency or activity of the city, a
summary of all findings resulting from his examination. A copy of each audit report
shall be submitted to the council, the city manager and to the department, agency
or office audited.
(f) It shall be his duty to report immediately in writing to the city manager and to the
council any unauthorized, illegal or irregular act or practice he discovers affecting
or involving public funds or the financial affairs of the city.
(g) In the performance of his aforesaid duties, he shall have access at any and all
times to all books, records and accounts of each department, office, officer,
employee or agency of the city subject to examination or audit by him.
(h) Subject to the provisions of § 9 of this charter, he shall have power to appoint such
assistants and employees as the council shall authorize and appropriate funds to
provide for.
(i) The municipal auditor shall devote his full time and effort to post-audit
examinations and reporting and shall receive only such compensation as may be
fixed for the position by ordinance of the council. He shall not serve in any capacity
on any administrative board, commission, district, or agency of the city, county, or
the State nor shall he have a material direct or indirect financial or other economic
or personal interest in the transactions of any officer, department, board,
commission, district, or other organization for which he is responsible to audit or
cause to be audited. He shall not be directly responsible for the collection of any
money belonging to the Commonwealth of Virginia, the city of Roanoke, or other
political subdivisions of the State or the city, nor shall he be directly responsible for
the handling or custody of state or local public funds. Neither he nor any member
of his staff shall engage in or be associated with any partisan political activity or
hold any other public office.
He shall neither conduct nor supervise an audit or post-audit of any office, department,
program or activity of the city of Roanoke for which he was responsible or in which he
may have participated or been employed during any preceding two years. The council
shall provide otherwise for any necessary audit or post-audit of any such office,
department, program and activity falling within the proscription of this provision.
The council shall assign to him no administrative or other duties, except such as may
be incidental to the objectives and functions of post-auditing or such as do not act to
impair the independence of his audits.
(Acts 1974, Ch. 149, § 1 )
E. Other Pertinent Information:
There are a variety of organizational models used for govemment internal audit
functions. In some cases the general public elects the auditor, in some cases the
public's elected officials appoint the auditor, and in some cases the Chief Executive
Officer or the Chief Financial Officer hires the auditor. The model used greatly
influences the nature of the work performed by the auditor. I have always believed the
Requested Information April 1, 2002 Council Meeting Page 5
model used by the City of Roanoke is the superior model for the reasons I've noted
below:
In the City of Roanoke, our department audits the offices of the Sheriff, the
Treasurer, the Commissioner of the Revenue, and the Clerk of the Court on a
regular basis. I believe these elected officials trust the work performed by our
department in part because of our legislated and demonstrated political neutrality.
The same is true of our work for appointed officers. Because our department is
independent of all the appointed officers and their areas of responsibility, I believe
cooperation is enhanced and recommendations are given more credence.
The perception of objectivity and independence is essential for an auditor to be
effective. The public and employees are sensitive to the reporting relationships of
auditors and those they audit. The credibility of our public reports rest on the fact
that our department is independent of those who we audit and report on.
Audits often deal with sensitive subjects that effect city operations across the
organization and across lines of authority. Our positioning as one of Council's
appointed offices has ensured that the Auditing department has the authority to
respond appropriately to concerns wherever they arise within the organization.
F. Department Organizational Chart
Municipal
Auditor
Administrative
Assistant
Assistant
Municipal
Auditor (Vacant)
Audit Staff: 4 FTEs
(Any combination of staff, senior, and EDP
Auditors)
DocumentFrame Page 1 of 1
ARTICLE Xll. MUNICIPAL AUDITOR*
*Charter reference(s)--Municipal auditor generally, § 25.2.
Sec. 2-249. Election; term of office.
As provided in sections 8 and 9 of the Charter, the council shall elect a municipal auditor for a term of
two (2) years from the first day of October in the year of such election.
(Code 1956, Tit. II, Ch. 8.2, § 1)
Sec. 2-250. Assistants and clerical help.
The municipal auditor is authorized and empowered to appoint such assistant municipal auditors and
such clerical help as may be necessary, within the limitation of {he funds provided for such purpose by
the council. Any of the duties of the municipal auditor may be performed by an assistant municipal
auditor.
(Code 1956, Tit. II, Ch. 8.2, § 4)
Charter reference(s)-Authodty of council to provide for appointment of one or more assistants to
municipal auditor, § 23.
Sec. 2-251. General duties.
The duties of the municipal auditor shall be as defined and set out in section 25.2 of the Charter.
(Code 1956, Tit. II, Ch. 8.2, § 2)
Secs. 2-252-2-262. Reserved.
http://., ./om_isapi.dll?infobase= 11474.nfo&record= { 4CB } &softpage_-newtestDocumentFrarn 3/16/2002
INTEROFFICE MEMORANDUM
To:
CC:
From:
Date:
Subject:
Barry Key, Director of Management & Budget
W. N. Claytor
~4arcb Ill, 2002
Request for information on Duties and Responsibilities
The Office of Real Estate Valuation (real estate assessor's office) is the
city department responsible for appraising all real property at 100% of
market value each year. The appraisals are used to calculate the annual
real estate tax bill for each property owner in the city. The assessor's office
also keeps track of ownership changes, maintains maps of parcel
boundaries, updates descriptions of building and property characteristics,
keeps track of individuals and properties eligible for exemptions and other
forms of property tax relief, and, most importantly, analyzes trends in sales
prices, construction costs, and rents to estimate the value of all assessable
property. This mission is accomplished very economically -- less than
1/10th the cost of hiring a private appraiser to appraise your property).
The assessor of real estate, (known as the director of real estate valuation
in Roanoke), is appointed by Roanoke City Council under the provisions of
title 58.1-3275 Code of Virginia and Section 32-37 Roanoke Code. Mr.
Claytor has been certified as a qualified professional assessor by the
Commonwealth of Virginia Department of Taxation.
FFIO~ THE DESK OF...
W. N. C, LAYTOR
DIRECTOR
REAL ESTATE VALUATION
215 CHURCH AVENUE aw. ROOM 250
ROANOKE, VIRGINIA 24011
(540) 853-2771
Fax: (540) 853-2796
Barry Key, Director of Management & Budget
March 18, 2002
Page 2
Key Businesses and Activities
Estimate the market value and equity of assessments on all real
property and perform market value appraisals related to mechanical,
plumbing, electrical, and building permits.
· Conduct field inspections on residential, commercial and
real properties
industrial
· Conduct hearinqs/assessment appeals with property owners and the
Board of Equalization.
Administer preferential assessment pro.qrams, including the
Agricultural Land Use program and the Exemption on Certain
Rehabilitated Real Property.
· Update property cheracteristics, ownership, legal description and
transfer information on all real property.
Provide responses tO inquires from citizens, attorneys, lending
institutions, fee appraisers and real estate agents requesting real
estate related service and information.
Relevant leaislation which governs the operations of the assessor's office
are:
Constitution of Virginia
Article X Taxation and Finance
Sections I - 4 & 6
State Code Title 58.1 Chapter 32 Real Property Tax
Sections 58.1-3200 to 58.1-3389.
REAL ESTATE VALUATION
JANUARY 1,2001
' ACCO~jNT TEcHNICr~N ~
I. Department Name:
City Treasurer
II. Summary of Departmental Responsibilities:
· Central Point of Collection for all City Revenue:
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
Real Estate Taxes (Mail bills and collect)
Personal Property Taxes and City Decals (mail bills and collect)
Business Licenses
Water Utility Bills
City Wide accounts receivable
Parking Tickets
Sale of Dog Licenses
Transient Room. Admission Taxes, E-911
Receipts from State Set-Off Dept Program
Sale of Cigarette Stamps to wholesale dealers
Meals Tax, Utility Tax, and Mobile Telecom Tax
· Investment of City Funds (other than bond proceeds)
B.
C.
D.
E.
Repurchase Agreement
Commercial Paper
Local Government investment pool of Commonwealth
First Union "Advantage" Account
First Union Money Management Account
· Collect, process, and deposit state taxes:
Ao
Estimate income tax
State Income Tax
The key businesses and business activities outlined in the Treasurer's Business Plan
and FY2002-2003 Budget were as follows:
· Revenue Collection - Provides the point of entry of all collections into the City's
Revenue Collection System.
· Cash Management - Provides guidelines and support for securing bids from
banking institutions, and securities dealers, investing the City's idle cash per the
City Investment Policy, and ensuring the safekeeping of City Funds held by the
City Treasurer.
· State Tax Collection - Provide collection, accountability and transmission of
estimated income and state income tax for the Commonwealth of Virginia.
III.
State Code or Constitution Sections that mandate or require departmental
responsibilities:
· Election and terms of constitutional officers - Title 24.2-217. Provides for
qualified voters to elect a sheriff, an attorney for the Commonwealth, a
Treasurer, and a Commissioner of the Revenue for terms of four years.
· Code of Virginia, Chapter 31, local officers, Article 2, Treasurers, Section 58.1-
3123 through 58.1-3172.1, defines the role of the Treasurer.
· Code of Virginia, ^rtiCle 2, Collection by Treasurers. Title 58.1-3910 through
58.1-3971 of Article 4. These sections deal with the powers of the Treasurer to
collect taxes.
IV.
City Charter or Code Sections that mandate or requlate departmental
responsibilities.
· City Charter, Section 37, City Treasurer, describes duties of City Treasurer;
Section 18, Election prescribes for the Election of Constitutional Officers.
(Copies attached).
· Code of the City of Roanoke, Chapter 32, taxation, Section 32.1 through 32-297
defines various forms of taxes, charges and fees of the City. The Treasurer is
included in each section that addresses the collection.
V, Other Pertinent Information:
While the nature of this request is unclear, it is my belief after being a public
servant for 32 years, that the system of checks and balances now in place
provides our citizens a level of confidence they expect. While no system is
perfect efficiency must also demand accountability. As City Treasurer, efficiency
is a priority with the first priority being accountability.
VI. Organizational Chart- City Treasurer's Office:
Attached.
ORGANIZATIONAL CHART
Roanoke City Treasurer's Office
January, 2002
CITY TREASURER
David C. Anderson
CHIEF DEPUTY TREASURER
R. Richard Hale, Jr.
ACCOUNT
TECHNICIAN
P. Overstreet
TREASURER
CLERK III
E. Whorley
P. Williams
EXECUTIVE
SECRETARY
G. Shepherd
TREASURER
CLERK II
E. Patterson
A. Hale
T. Meador
TREASURER
CLERK I
Vacant
S. Smith
T. Austin
JUNIOR
ACCOUNTANT
d. Jones
T. Heavner
Citation/Title
VA Code Sec. 24.2-217,
*31403 Va. Code Ann. § 24.2-217
Election and terms of constitutional officers
WEST'S ANNOTATED CODE OF VIRGINIA
TITLE 24.2. ELECTIONS
CHAPTER 2. FEDERAL, COMMONWEALTH, AND LOCAL OFFICERS
ARTICLE 5. CONSTITUTIONAL AND LOCAL OFFICERS
Page 1
Current through End of 2001 Sp. Sess. I
§ 24.2-217. Election and terms of constitutional officers
The qualified voters of each county shall elect a sheriff, an attorney for the Commonwealth, a treasurer, and a commissioner
of the revenue at the general election in-November 1995, and every four years thereafter unless a county has adopted an optional
form of government which provides that the office be abolished or a county's charter so provides. The qualified voters of each city,
unless its charter provides otherwise, shall elect a sheriff, an attorney for the Commonwealth, a treasurer, and a commissioner of the
revenue at the general election in November 1997, and every four years thereafter. All shall hold office for a term of four years
beginning the January 1 next succeeding their election.
The qualified voters of the several counties shall elect a clerk of the circuit court of the county at the general election in
November 1999, and every eight years thereafter. The qualified voters of each city having a circuit court shall elect a clerk of the
circuit court at the November 1995, general election and every eight years thereafter. They shall hold office for a term of eight
years beginning the January 1 next succeeding their election.
If a county and city share any of the offices to which this section applies, the qualified voters of the city shall cast their votes
for that office according to the schedule set forth above for counties.
Acts 1993, c. 641, eft. Dec. 1, 1993.
<General Materials (GM) - References, Annotations, or Tables>
REFERENCES
CROSS REFERENCES
Bonds taken by courts and officers, see § 49-13.
Consolidation of localities, constitutional officers, see § 15.2-3534.
Election, powers, and duties of county or city officers, see Const. Art. 7,§ 4.
Transition of towns to cities, election and terms of city officers, see § 15.2-3820.
Transition of towns to cities, qualification of officers, see § 15.2-3821.
Key Numbers
Westlaw Key Number Searches:
Encyclopedias
*31404 LIBRARY REFERENCES
104k62; 104k65; 353k2; 353k5.
Copyright (c) West Group 2001 No claim to original U.S. Govt. works
VA-STAT-ANN - VA CONST Art. 7, Sec. 4, County and city officers
............ Excerpt from page 679 follows ............
VA Const. Art. 7, § 4
WEST'S ANNOTATED CODE OF VIRGINIA
CONSTITUTION OF VIRGINIA [1971]
ARTICLE VII. LOCAL GOVERNMENT
Current through End of 2001 Sp. Sess. I
§ 4. County and city officers
There shall be elected by the qualified voters of each county and city a treasurer, a sheriff,
an attorney for the Commonwealth, a clerk, who shall be clerk of the court in the office of which
deeds are recorded, and a commissioner of revenue. The duties and compensation of such officers
shall be prescribed by general law or special act.
Regular elections for such officers shall be held on Tuesday after the first Monday in
November. Such officers shall take office on the first day of the following January unless
otherwise provided by law and shall hold their respective offices for the term of four years,
except that the clerk shall hold office for eight years.
The General Assembly may provide for county or city officers or methods of their selection,
including permission for two or more units of government to share the officers required by this
section, without regard to the provisions of this section, either (1) by general law to become
effective in any county or city when submitted to the qualified voters thereof in an election held
for such purpose and approved by a majority of those voting thereon in each such county or city, or
(2) by special act upon the request, made after such an election, of each county or city affected.
No such law shall reduce the term of any person holding an office at the time the election is held.
A county or city not required to have or to elect such officers prior to the effective date of
this Constitution shall not be so required by this section.
The General Assembly may provide by general law or special act for additional officers and for
the terms of their office.
REFERENCES
Copyright (c) West Group 2001 No claim to original U.S. Govt. works
CHARTER § 38
of the city nor shall any obligation for the expenditure of money
be incurred except pursuant to the appropriations made by the
council.
§ 37. City treasurer.
The city treasurer shall be elected at the time, in the manner
and for the term provided in section eighteen of this charter. He
shall give bond in such sum as the council may prescribe with
surety to be approved by the council, conditioned for the faithful
discharge of his official duties in relation to the revenue of the
city, and of such other official duties as may be imposed upon him
by this charter and the ordinances of the city. He shall collect and
receive all city taxes, levies, assessments, license taxes, rents,
school funds, fees and all other revenues 'or moneys accruing to
the city, except such as council shall by ordinance make it the
duty of some other officer or persons to collect, and for that
purpose shall be vested with any and all powers which are now or
may hereafter be vested in such city treasurer as collector of State
taxes. He shall be the custodian of all public money of the city, and
all other money coming into his hands as city treasurer. The city
treasurer shall keep and preserve such moneys in such banks or
trust companies as may be determined by ordinance or by the
provisions of any law applicable thereto, and may permit securi-
ties pledged by the depositories of city funds to be held in custody
by the Federal Reserve Bank of Richmond, Virginia, in accor-
dance with any operating circular or circulars of such bank. He
shall perform such other duties, have such powers and be liable to
such penalties as are now or may hereafter be prescribed by law
or ordinance. For such services the city treasurer shall receive
such compensation as the council may from time to time prescribe
by ordinance in conformity with general law.
(Acts 1956, Ex. Sess., Ch. 3, § 1)
§ 38. Commissioner of revenue.
The commissioner of the revenue shall be elected at the time,
in the manner and for the term provided in section eighteen of
this charter. He shall give bond in such sum as the council may by
ordinance prescribe, with surety to be approved by the council,
conditioned for the faithful performance of all his duties under
Supp. No. 39 47
~,~,~, ~,~u ~la~ receive the mgnest number o! votes at sucl~
election, shall be declared elected to the council, and the
candidate receiving the highest number of votes for the
office of mayor shall be declared elected mayor.
In any such election each elector shall be entitled to vote
for as many persons as there are vacancies to be filled, and
no more; and no elector shall in such elections cast more
than one vote for the same person. (Acts 1962, Ch. 442, § 1)
§ 18. Election [and terms for Commonwealth's attor-
ney, commissioner of revenue, city treasurer,
city sheriff and circuit court clerk].
The attorney for the Commonwealth, commissioner of
revenue, city treasurer and city sheriff elected at the general
election held in November of nineteen hundred seventy-
three, shall hold office until their respective terms expire;
thereafter, there shall be elected by the qualified voters of
said city, on the Tuesday after the first Monday in
November, nineteen hundred seventy-seven and quadrenni-
ally thereafter, the following officers: one attorney for the
Commonwealth, one commissioner of revenue, one city
treasurer, and one city sheriff, who shall hold their offices
CHARTER ~ 20
elected and qualified. The clerk of the Hustings Court of the
City of Roanoke elected at the general election held in
November of nineteen hundred sixty-nine, shall hereafter be
and be known as the Clerk of the Circuit Court of the City
of Roanoke, and he shall hold office until the term
prescribed for such clerks by the General Assembly of
Virginia shall expire; thereafter, there shall be elected by the
qualified voters of said city on the Tuesday after the first
Monday in November, nineteen hundred seventy-nine, and
every eight years thereafter, one clerk of the Circuit Court of
the City of Roanoke, who shall be clerk of all courts of
record in this city, whose term shall begin and end as is
now, or may hereafter be prescribed by the General
Assembly of Virginia. (Acts 1972, Ch. 625, § 1; Acts 1974,
Ch. 149, § 1)
§ 19. General provisions relating to elections; how
elections conducted.
All elections provided for in this charter, except as
otherwise provided herein, shall be conducted, and the result
canvassed and cer.tified by the regular election officials
provided for by the general election laws of the state and all
such elections shall be governed by the general electi°n
laws. (Acts 1956, Ch. 393, § 1; Acts 1970, Ch. 207, § 1)
§ 20. The city manage~ appointment, qualifications,
et cetera.
The city manager shall be the administrative head of the
municipal government. He shall be ch~en by the council
without regard to his political beliefs and 8olely upon the
basis of his executive and administrative qualifications. The
choice shall not be limited to inhabitants of the city or
State. He shall be appointed for an indefinite period ~nd
shall hold office during the pleasure of the council. He ~
receive such compensation as shall be provided by the
council by ordinance. He shall be bonded as the council my
Barry Key To: Sherman Stovall
i iiiii?!~ii::iiiiii -:0311812002 11:35 AM
i CC:
Subject: Response to memo dated March 12, 2002
Here's Sherman Holland's response.
Barry L. Key
Director of Management and Budget
215 Church Avenue Suite 354
Roanoke, VA 24011
Phone: 540.853.6806
Fax: 540.853.2773
Emaih Barry_Key~ci.roanoke.va.us
..... Forwarded by Barry Key/Employees/City_of_Roanoke on 03/18/2002 11:34 AM .....
Sherman Holland 'Fo: barry_key@ci.roanoke.va.us
03/18/2002 10:26 AM
CC:
Subject: Response to memo dated March 12, 2002
The primary key businesses and business activities of the Commissioner of the Revenue office are
as follows:
Business personal property taxation
Personal property taxation
Business license taxation
Real Estate tax billing
Virginia State Income taxation
The duties and responsibilities of the Commissioner of the Revenue are many and varied, but
defined and mandated throughout the Code of Virginia. In summary, the Commissioner of the
Revenue is the chief tax assessing officer and administer of all assessments for personal property
taxation (business and individual), business license tax, real estate billing, Virginia State Income
taxation, and other local taxes. In other words, the members of City Council are responsible for
establishing the various local tax rates through the Roanoke City Code in accordance to the Code of
Virginia, and the Commissioner is responsible for administering & assessing the local taxes as
mandated by the Code of Virginia.
Commissioner of Revenue
Organizational Chart
Commissioner of Revenue
Sherman A. Holland
I
Business License/BPPIState Income Tax
Audit Team
Chief Deputy ]
Greg S. Emerson
Personal Property/Real Estate
Team
I
Business License
Inspector/Auditor
Patrick Woods
I
Acct Technician
Jeffrey Washington
Tax Compliance Auditor
Melissa Dales
Tax Compliance Auditor
Eva Miller
I
Deputy Tax
Tax Clerk I
Jeall Cox '
Deputy Tax
Tax Clerk !
Deena Fisher
Sharon Chuang
Compliance Auditor
Jud~' Jeter '
I
Deputy Tax
Tax Clerk II
Sarah Brown
Sharon Carrington
Shelby Cundiff
Darlene Pierce
Accl Teclmician
Jill Eppedy
'l'eri Mor~ is
Council Appointed Officer Survey
Survey Questions Alexandria Charlottesville Fairfax Newport News Norfolk
~ Officers:
City Manager
City Clerk
City Attorney
:)irector of Finance X
Director of Real Estate Valuation X
Municipal Auditor
FY 014)2 Bud et & Staffln FT
3ity Manager
City Clerk
City Attorney
)irector of Finance
Director of Real Estate Valuation
Municipal Auditor
e o
Budget Function
Finance Function
Bud,,]et FTE
$1,642,481 15
~'. 321,904 3
$1,339,873 15
Separate
;Budget FTE
$894,337 11
$6,703,739 86
Budget FTE
Budget FTE
$726,816 9$321,618 3
$127,010 I + 5 ;160,804 2
Council $ 296,405 N/A
$832,688 12
k385,509 6
Separate
Budget FTE
Portsmouth Richmond
° 1.5
;832,688 12
Pa~t of CM budget -
not segregated
Combined
Budget FTE
~514,191 7
combined)
)oes not include real
estate and outside
audit - under Finance
X X X X
X X X X
X X X X
Budget FTE
$1.041,424 12
$302,883 5
$1,220,750 15
Separate
Budget FTE
~03,246 6
$1,047,174 19
Attorney's office has 2 FTE
X
3udget FTE
$1,049,289
$1,119,372
$2,301,148
$1,118,552
~- 382,543
14
21
32
21
Separate
Budget FTE
$__663,458 13
$2,167,394 40
At one time the
Budget function was
combined with the
~unded fr__~____~_ Social Senes,
in order to receive state
funding. These positions are Finance function
supervised by the CA, but the
cost nor position is included in
the dept. amount. The Budget
Dept. has I additional FTE
assistant funded from separate
fund, but not included above.
Budget FTE
$814,576 10
$252,776 5
;930,454 12
$686,433 11
Separate
Budget FTE
* 3
24
Total budget
Budget FTE
Salem
X X
X X X
X X X
Budget FTE
Virginia Beach
X
Budget FTE
$875,952 8 ~458,897 4 $1,603,325 14
$1,462,930 18 $48,651 1 ~69,081 7
$1,751,623 29 hourly rate $3,048,355 44
$1,910,532 33
$__5570,306 7
Separate
Budget FTE
;747,522 8
$7,040,629 115.5
The Budget function is
Combined
;2,138,570 34
Separate
Budget FTE Budget FTE
$410,109 12 $1,360,944 19
combined)
Amount shown for
City Clerk represents
actual salary only,
for the Financ~e a sepa..~rate function in
and Budget Offices the Dept. of Budget &
is $1,620,348. Strategic Planning.
)cos not include
hinges or cost of
operating the dept
$__10,121,822 62
Office of the Mayor
CITY OF ROANOKE
1'0 i:lama iOn
WHEI~&
~EJ~,
the citizens of the City of Roanoke are proud to join with the Scottish
Society of the Virginia Highlands in recognizing the unique history
and contributions of Scottish Americans to this country, along with
such distinguished Virginians of Scottish descent as Patrick Henry,
James Monroe and Woodrow Wilson; and
the Declaration of Arbroath, the Scottish Declaration of
Independence(after which this country's Declaration of lndependence
was modeled), was signed on April 6, 1320; and
WHE~, on March 21, 1998, the United States passed a bill establishing April
6 as National Tartan Day; and
WH£R:F.d~, the citizens of the City of Roanoke are encouraged to recognize the
achievements of Scottish Americans in the fields of science,
technology, medicine, government, literature and visual and
performing arts; and
WI-I~, Scottish Americans are commended for their ongoing contributions
to our great country.
NO~r, THEREFORE, I, Ralph IC Smith, Mayor of the City of Roanoke, Virginia,
urge all citizens to join in this celebration, and do hereby proclaim Saturday,
April 6, 2002, throughout this great All-America City, as
TAR TAN DA Y
and, do hereby further proclaim April 2002 as
SCOTTISH AMERICAN HISTORY AND HERITAGE MONTH.
Given under our hands and the Seal of the City of Roanoke this first day of April in
the year two thousand and two. , , , . ~
ATTEST:
Mary F. Parker Ralph K Smith
'~ Mayor
City Clerk -
GI"i'¥ OF ROANOKE
WItEREAS,
the Community Development Block Grant (CDBG) program has
operated since 1975 to provide local governments with the resources
required to meet the needs of persons o flow- and moderate-income,
and CDBG funds are used by thousands of neighborhood-based, non-
profit organizations through the nation to address pressing
neighborhood and human service needs; and
the Community Development Block Grant program has had a
significant impact on the local economy through job creation and
retention, physical redevelopment and improved local tax bases; and
WIIE~,
the City of Roanoke and other local governments have clearly
demonstrated the capacity to administer and to customize the CDBG
program to identify, prioritize and resolve pressing local problems,
such as affordable housing, neighborhood and human service needs,
job creation and retention, and physical redevelopment.
NOW, THEREFORE, I, Ralph K. Smith, Mayor of the City of Roanoke, Virginia,
urge all citizens to join in recognizing the Community Development Block
Grant program and the important role it plays in our community, and do
hereby proclaim April 1 - 7, 2002, throughout this great All-America City,
as
COMMUNITY DEVELOPMENT WEEK.
Given under our hands and the Seal of the City of Roanoke this first day of April in
the year two thousand and two.
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
428
C-1
REGULAR WEEKLY SESSION ..... ROANOKE CITY COUNCIL
February 19, 2002
The Council of the City of Roanoke met in regular session on Tuesday,
February 19, 2002, at 2:00 p.m., the regular meeting hour, in the City Council
Chamber, fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W.,
City of Roanoke, Virginia, with Mayor Ralph K. Smith presiding, pursuant to
Chapter 2, Administration, Article II, City Council, Section 2-15, Rules of Procedure,
Rule 1, Regular Meetings, Code of the City of Roanoke (1979), as amended.
PRESENT: Council Members William H. Carder, William White, Sr., W. Alvin
Hudson, Jr., William D. Bestpitch, C. Nelson Harris, Linda F. Wyatt and Mayor
Ralph K. Smith .................................................................................................. 7.
ABSENT:None ...................................................................................... 0.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, CityAttorney; Jesse A. Hall, Director of Finance; and Mary F. Parker, City
Clerk.
The meeting was opened with a prayer by Father Peter E. Papanikolaou, Holy
Trinity Greek Orthodox Church.
The Pledge of Allegiance to the Flag of the United States of America was led
by Mayor Smith.
PRESENTATIONS AND ACKNOWLEDGEMENTS:
ACTS OF ACKNOWLEDGEMENT-SISTER CITIES: The Mayor welcomed the
Youth Chinese Opera. He advised that the troupe recently honored engagements in
Denver and Chicago and will perform on Thursday, February 21, 2002, in Shaftman
Performance Hall at the City's Jefferson Center. He stated that the fact that this
group of young people have chosen to come to Roanoke speaks a great deal about
Roanoke's Sister Cities Program, and expressed appreciation to Pearl Fu, Chair,
Lijang Sister City Committee, for her assistance in bringing the troupe to the City of
Roanoke.
On behalf of the Members of Council, the Mayor presented each member of
the troupe with an Honorary Citizen Certificate and presented Chen, Jung Hsing,
Principal, National Taiwan Junior College of Performing Arts, with a gold star which
is symbolic of the Star on Mill Mountain.
429
PROCLAMATIONS-HABITAT FOR HUMANITY: The Mayor presented a
proclamation declaring March 1- 2, 2002, as Habitat for Humanity Days in the City
of Roanoke.
CONSENT AGENDA
The Mayor advised that all matters listed under the Consent Agenda were
considered to be routine by the Members of Council and would be enacted by one
motion in the form, or forms, listed on the Consent Agenda, and if discussion was
desired, that item would be removed from the Consent Agenda and considered
separately. He called specific attention to a communication from the City Manager
requesting a Closed Meeting to discuss a matter of disposition of publicly held real
property, pursuant to Section 2.1-344 (A)(3), Code of Virginia (1950) as amended.
Ms. Wyatt moved that Consent Agenda Item C-3 with regard to the
qualification of Ralph K. Smith as a Commissioner of the Hotel Roanoke Conference
Center Commission and Dolores Y. Johns as a member of the Blue Ridge Behavioral
Healthcare Board of Directors, be removed from the Consent Agenda for separate
discussion. The motion was seconded by Mr. Bestpitch and adopted.
MINUTES: Minutes of the regular meetings of Council held on Monday,
December 17, 2002; Monday, January 7, 2002; and an extract of the regular meeting
held on Tuesday, January 22, 2002, were before the body.
Ms. Wyatt moved that Council dispense with the reading of the minutes and
that the minutes be approved as recorded. The motion was seconded by Mr.
Bestpitch and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................ 7.
NAYS: None ......................................................................................... 0.
CITY MANAGER-CITY COUNCIL: A communication from the City Manager
requesting that Council convene in a Closed Meeting to discuss a matter with regard
to acquisition of real property for public purpose, where discussion in open meeting
would adversely affect the bargaining position or negotiating strategy of the City,
pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended, was before
the body.
430
Ms. Wyatt moved that Council concur in the request of the City Manager to
convene in a Closed Meeting to discuss a matter with regard to acquisition of real
property for public purpose, where discussion in open meeting would adversely
affect the bargaining position or negotiating strategy of the City, pursuant to Section
2.2-3711 (A)(3), Code of Virginia (1950), as amended. The motion was seconded by
Mr. Bestpitch and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................ 7.
NAYS: None ......................................................................................... 0.
REGULAR AGENDA
HOTEL ROANOKE CONFERENCE CENTER-BLUE
HEALTHCARE-OATHS OF OFFICE-COMMITTEES: The
qualification were before Council:
RIDGE BEHAVIORAL
following reports of
Ralph K. Smith as a member of the Hotel Roanoke
Conference Center Commission, to fill the unexpired term
of James D. Grisso, resigned, commencing February 1,
2002, and ending April 12, 2004; and
Dolores Y. Johns as a member of the Blue Ridge
Behavioral Healthcare, Board of Directors, for a term
ending December 31, 2004.
Ms. Wyatt moved that the reports of qualification be tabled. The motion was
seconded by Mr. Bestpitch and adopted, Mayor Smith voted no.
PUBLIC HEARINGS: None.
PETITIONS AND COMMUNICATIONS:
BUDGET-YOUTH-WEST END CENTER-GRANTS: Kaye Hale, Executive
Director, West End Center for Youth, advised that the West End Center is grateful for
the City's past support; however, she addressed revisions to the Community
Development Block Grant (CDBG) policy awards by the City of Roanoke and the
affect on local human service organizations.
431
She stated that competition for and acquisition of funds by local non-profit
organizations are areas of concern; most private community based organizations
such as the West End Center receive only small amounts (five to ten per cent) of
public funds, with little or no State or Federal support; and community-based
organizations have no additional affiliation, therefore, it is difficult to compete for
dollars on the national level, which makes it even more crucial that they at least
maintain the level of municipal support they currently receive.
She stated that currently there are two pools of municipal funding that human
service agencies can apply for; i.e.: CDBG and Consolidated Human Services; from
this point forward, CDBG will fund only seed programs or new programs; a large
amount of funding applied for by the West End Center is seed money, therefore,
where would the West End Center acquire funds to continue those operating
programs that have a proven track record without having to create programs to
chase the funding steam. She further stated that 90 per cent of West End Center
funding comes from private local sources; replacing the $27,000.00 that the West
End Center receives from CDBG funds will be a huge undertaking; and many
organizations have taken steps backward in view of the national crisis and the
downturn in the economy.
Ms. Hale requested that Council consider the possibility of increasing the
amount of dollars substantially through the Consolidated Human Services Grant, or
creating another revenue stream to keep municipal funding at or greater than current
levels for local organizations with a proven track record.
Dr. Cheri W. Hartman, Director of Teen Outreach, Family Service of Roanoke
Valley, advised that child care has recently been prioritized by the City of Roanoke
in its Human Resources Grant application process. She inquired as to how well the
City can fund this priority, not just in relation to other Human Services demands, but
in the context of the General Fund budget; whereupon, she requested that Council
carefully re-evaluate how much of the City's overall budget is available for meeting
the needs of children.
She advised that recently the City took a stand to strictly enforce the seed
money intentions of CDBG funds and the City is trying to be faithful to the intent of
CDBG allocations; however, this approach can undermine ongoing, effective
programs that are currently in place to assist Roanoke's children. She stated that
any time the "wheel is reinvented", or time is allowed for something new to be
created, precious resources will be wasted and Roanoke's children will be
sacrificed. She further stated that the City of Roanoke needs an alternate resource
to support ongoing, effective, long lasting children's programs if CDBG funds are
not intended to be a source of support for vitally needed long term efforts that
benefit Roanoke's children.
432
Dr. Hartman pointed out that several after school programs currently depend
on CDBG monies, such as Hurt Park Magic Place and the West End Center. She
inquired as to what will happen when this seed money is withheld from these
various after school programs, and advised that the result will be fewer children will
be served unless an alternative means of funding is provided for families who
cannot afford fees for child care.
Mr. Bestpitch advised that he supports the changes to CDBG policy which
were a positive step in the right direction. However, he noted that both speakers
have identified an important issue that if CDBG funds are dedicated for certain uses,
money should be identified in the General Fund budget to increase the Human
Services budget so that the City can do its part in terms of ongoing operational
support for these types of programs. He encouraged the City Manager, as Council
prepares to meet in fiscal year 2002-03 budget study, to review the amount of
support that has been provided in the past from CDBG funds to such organizations
to determine the dollar amount increase which will be necessary in the Human
Services budget to insure that ongoing support is available to cultural and human
service agencies.
Ms. Wyatt concurred in the remarks of Mr. Bestpitch; whereupon, Council
Members Bestpitch and Wyatt requested that the City Manager provide Council with
the following information at its Financial Planning Session to be held on Friday,
March 8, 2002:
The amount of funds provided by the City through Community
Development Block Grant funds for certain programs that have a
demonstrated history of success; i.e.: the West End Center, the
Presbyterian Center, Hurt Park Magic Place, TOP Program, etc.,
compared with the amount of funds that will be needed to increase the
human services budget to insure ongoing support of such programs.
How much would the admissions tax have to be increased, city-wide,
for all venues, excluding City operated facilities, in order to generate
additional revenues for human and cultural service organizations?
Mr. White advised that three things could happen; i.e.: increase a tax, re-
engineer or reallocate funds, or cut a program. He stated that the appropriate action
would be to refer the questions to fiscal year 2002-03 budget study for discussion;
whereupon, he moved that the matter be referred to fiscal year 2002-03 budget study.
The motion was seconded by Mr. Hudson.
433
Ms. Wyatt requested a point of clarification and advised that she and Mr.
Bestpitch previously requested that the Council be provided with the above
referenced information at its March 8 Financial Planning Session and inquired if Mr.
White would consider including the request in his motion.
Mr. White advised that traditionally, financial planning has encompassed long
term types of financial and capital needs, as opposed to operating issues which are
discussed during budget study sessions. However, he stated that he would not be
opposed to receiving the information requested by Council Members Bestpitch and
Wyatt at the March 8 Financial Planning Session.
The motion was revised to provide that the matter will be referred to the
Council's March 8, 2002 Financial Planning Session and to fiscal year 2002-03
budget study for discussion, and unanimously adopted.
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS: None.
ITEMS RECOMMENDED FOR ACTION:
ARMORY/STADIUM-ROANOKE CIVIC CENTER-CONSULTANTS REPORTS:
The City Manager submitted a communication advising that at its meeting on
August 6, 2001, Council adopted a resolution authorizing design and construction
of a new stadium/amphitheater to be constructed at a site across from the Roanoke
Civic Center, at a total project cost of $18 million, which will primarily be funded
through the sale of $16.2 million of Series 2002 General Obligation Public
Improvement Bonds; in October 2001, a Request for Proposals to solicit
professional architectural and engineering design services was publicly advertised,
and the City received qualification proposals from seven design teams; and a seven-
member selection committee composed of four Roanoke citizens: (Jim Burks,
Calvin Johnson, Maryellen Goodlatte, and Brian Shepard), a member of the City
School Administration Office (Richard Kelley, Assistant Superintendent for
Operations) and two City-staff (Jim Evans, Director of Civic Facilities, and Phil
Schirmer, City Engineer) short-listed the following consultants and subconsultants
for interviews:
HKS Inc. (HKS Sport) and SFCS Inc.
Moseley Harris & McClintock and HOK Sport
Rosser, International, Inc./Hayes Seay Mattern & Mattern, Inc.
Spectrum Design and Heery International, Inc.
434
It was further advised that following interviews, Rosser International, Inc., was
selected as best qualified to provide the required services for the proposed project;
and, in addition to all normal architectural/engineering design and construction
phase services, the services will include a traffic planning study of major roads and
intersections in the vicinity of the stadium-amphitheater and the Civic Center,
provision of an operations consultant, acoustical design, food service and graphics
design services for a lump sum fee of $1,250,000.00.
The City Manager recommended that she be authorized to execute a contract
for consultant services with Rosser International, Inc., in the amount of
$1,250,000.00, said contract to be approved as to form by the City Attorney.
Mr. Bestpitch offered the following resolution:
(#35750-021902) A RESOLUTION authorizing a contract with Rosser
International, Inc., for architectural/engineering design and construction phase
services, which will include a traffic planning study of major roads and intersections
in the vicinity of the stadium-amphitheater and Civic Center, provision of an
operations consultant, acoustical design, food service and graphics design services
and related work for the Stadium-Amphitheater Complex Project.
(For full text of Resolution, see Resolution Book No. 65, page 427.)
Mr. Bestpitch moved the adoption of Resolution No. 35750-021902. The
motion was seconded by Mr. Carder.
Mr. Hudson requested that the City Manager identify all consultants that
submitted proposals including fee information; whereupon, the City Manager
explained that the process is not an issue of Iow bid or procurement of goods and
services where the lowest responsible bidder is selected, but a professional
services contract in which the fee is negotiable. Although such information is not
routinely provided to the Council, she advised that it is available and will be
forthcoming.
Vice-Mayor Carder advised that the selection of Rosser International, Inc., was
an open process through a committee that was appointed by the City Manager, and
the committee recommended Rosser International, Inc., as the firm to design
architectural/engineering and construction phase services for the
stadium/amphitheater complex.
435
The City Attorney was requested to respond to the process that was followed
in recommending the selection of Rosser International; whereupon, he advised that
the process, known as competitive negotiation, is required by the Virginia Public
Procurement Act and the City Procurement Ordinance.
He stated that professional services are not put out for bids for a dollar
amount, the idea being that since they are professional services, a request for
proposals is prepared listing qualifications and various criteria for proposers to
submit for evaluation by a committee charged with that responsibility. He explained
that the request for proposals must set out the criteria by which the proposals are
to be evaluated and states that cost is not to be a part of the proposal, cost is not
addressed until respondents are short listed and ranked, and the City is required
to open negotiations with the top ranked proposers and reach a dollar figure for a
contract within the amount of funds previously authorized by the City. He further
stated that only if the parties are unable to work out a contract that is satisfactory
to the governing body through negotiation does the process proceed to the next
ranked proposer which is the usual practice followed by the City.
The Mayor stated that he could not support the motion because it appears that
all City contracts regarding the civic center and stadium/amphitheater project have
been awarded to Rosser International. He added that he was less than impressed
with the presentations Rosser International provided on the various concepts for
Victory Stadium, therefore, he lost confidence in the firm. He advised that he was
not making accusations as to any improprieties, he understands the selection
process and the fact that the City is not required to go to public bid, however, there
is a perception that the same firm always seems to be the best firm, and there is a
perception that the "old boy network" is in place. In the future, he suggested that
when considerable sums of taxpayers' money is to be spent, the City should engage
in a more open process to avoid the perception that the City sends all of its civic
center and stadium/amphitheater business to the same firm.
Mr. Bestpitch advised that all Members of Council had more than 18 months
to be involved in the process, because it was known prior to July 1, 2000, that the
issue of a stadium/amphitheater for the City of Roanoke had been on the docket for
quite some time. He explained that the various proposals presented by Rosser
International to Council in the past in regard to designs for the potential
stadium/amphitheater have been in response to requests by Members of Council
who offered various suggestions, therefore, Rosser International responded with
specific proposals. He stated that to suggest at this point that Roanoke's citizens
would be better served, or that the City's budget would be better served by
engaging the services of a consultant who is not familiar with the background or did
not participate in previous discussions, would be a poor way to conduct City
business.
436
The City Manager clarified that inasmuch as there was concern regarding bias,
the process was more open than has typically been the case and a number of
citizens were invited to participate in the selection process, which out numbered the
number of professional staff on both the City side and the School Board side. She
stated that the School Board participated in the selection process because the
stadium will be a large part of its plans for public education, therefore, the City
administration tried to be as open as possible throughout the process and to involve
community input by persons who are not recipients of presentations on various
models. She explained that when the short list was created of four firms, each of the
four firms was given one hour to make a presentation to the panel that included all
of their ideas regarding the stadium/amphitheater at a defined general site which
enabled the panel to assess their creativity and approach to solving the issue.
Resolution No.35750-021902 was adopted by the following vote:
AYES: Council Members Carder, White, Bestpitch, Harris and Wyatt ............. 5.
NAYS: Council Member Hudson and Mayor Smith ....................................... -2.
TRAFFIC-STREET LIGHTS-BUDGET-SIGNALS AND ALARMS-EQUIPMENT-
STREETS AND ALLEYS: The City Manager submitted a communication advising that
the intersection of Williamson Road and Hildebrand Road was identified in the 1997
bond referendum as a location for which traffic signalization would be implemented;
design has been completed and the project has been bid with The Richardson-
Wayland Electrical Corporation submitting the Iow bid, in the amount of $47,844.00,
and 60 consecutive calendar days for construction; funding in the amount of
$52,600.00 is needed for the project and additional funds that exceed the contract
amount will be used for miscellaneous project expenses, including advertising,
prints, test services, minor variations in bid quantities and unforeseen project
expenses.
The City Manager recommended that Council accept the bid of The
Richardson-Wayland Electrical Corporation, in the amount of $47,844.00, with 60
consecutive calendar days of contract time; and authorize the Director of Finance
to transfer $52,600.00 from Public Improvement Bonds - Series 1999, Account No.
008-052-9709-9191, to a new account to be entitled, Signalization of Williamson
Road/Hildebrand Road; and reject all other bids receiVed by the City.
Mr. White offered the following emergency budget ordinance:
437
(#35751-021902) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 Capital Projects Fund Appropriations, and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 428.)
Mr. White moved the adoption of Ordinance No. 35751-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ........................................................................................... 7.
NAYS: None ............................................................................................ -0.
Mr. White offered the following ordinance:
(#35752-021902) AN ORDINANCE accepting the bid of The Richardson-
Wayland Electrical Corporation for the signalization of Williamson Road and
Hildebrand Road, upon certain terms and conditions, and awarding a contract
therefor; authorizing the proper City officials to execute the requisite contract for
such work; rejecting all other bids made to the City for the work; and dispensing
with the second reading of this ordinance.
(For full text of Ordinance, see Ordinance Book No. 65, page 429.)
Mr. White moved the adoption of Ordinance No. 35752-021902. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith .............................................................................................. -7.
NAYS: None .......................................................................................... -0.
BUDGET-FIRE DEPARTMENT-EMERGENCY MEDICAL SERVICES-
EQUIPMENT-CMERP: The City Manager submitted a communication advising that
the Capital Maintenance and Equipment Replacement Program (CMERP) has
identified the need to replace one 1500 GPM fire engine with water tower for the Fire-
EMS Department; whereupon, the City Manager recommended that Council
appropriate Retained Earnings, in the amount of $429,767.00, to Account No. 017-
440-2642-9010, and accept the bid of Kovatch Mobile Equipment Corporation, at a
total cost of $429,767.00; and reject all other bids received by the City.
438
Mr. Harris offered the following emergency budget ordinance:
(#35753-021902) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 Fleet Management Fund Appropriations, and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 430.)
Mr. Harris moved the adoption of Ordinance No. 35753-021902. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ............................................................................................ -0.
Mr. Harris offered the following resolution:
(#35754-021902) A RESOLUTION accepting the bid of Kovatch Mobile
Equipment Corporation for the purchase of one new fire 1500 GPM fire engine with
water tower, upon certain terms and conditions; and rejecting all other bids made
for such item.
(For full text of Resolution, see Resolution Book No. 65, page 431.)
Mr. Harris moved the adoption of Resolution No. 35754-021902. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ............................................................................................. 0.
POLICE DEPARTMENT-DEPARTMENT OF TECHNOLOGY: The City Manager
submitted a communication advising that the City wishes to enter into a contractual
agreement with a provider of Virginia State Certified Incident Based Reporting
software and software services for the following:
A client based Incident Based Reporting system to be run on
Panasonic CF-28 computers in the City's Police Patrol vehicles.
439
Develop or assist in the development of both front and backend
interfaces to the IBR client application.
Assist in the implementation of the system and create utilities
that further the functionality of the system.
It was further advised that although the sealed bid method of procurement
would normally be used, it is not practicable or fiscally advantageous to the public
in procuring the above services; and the experience, qualifications, and references
of firms that can provide the above listed services are of equal, if not greater,
importance than the cost.
It was pointed out that the Code of the City of Roanoke (1979) as ame~.ded,
provides, as an alternate method of procurement to using the bid process, a process
identified as "competitive negotiation;" prior approval by Council is necessary
before the alternate method may be used and this method will allow for negotiations
with two or more providers to determine the best qualified at the most competitive
price or rate.
The City Manager recommended that Council authorize the use of competitive
negotiation as the method to secure vendors to provide appropriate services.
Mr. Carder offered the following resolution:
(#35755-021902) A RESOLUTION designating the procurement method known
as competitive negotiation, rather than the procurement method known as
competitive sealed bidding, to be used for the procurement of Virginia State Certified
Incident Based Reporting software and software services; and documenting the
basis for this determination.
(For full text of Resolution, see Resolution Book No. 65, page 432.)
Mr. Carder moved the adoption of Resolution No. 35755-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ......................................................................................... -0.
440
POLICE DEPARTMENT-BUDGET-GRANTS: The City Manager submitted a
communication advising that the Virginia Department of Criminal Justice Services
(DCJS) provides grant funding for programs and activities which increase the
apprehension, prosecution, and adjudication of persons committing violent crimes
against women; the program, "Virginia Services, Training, Officers, Prosecution"
(VSTOP), Violence Against Women, has funded the establishment of a Domestic
Violence Unit within the Roanoke Police Department since 1999; on December 17,
2001, DCJS awarded the Police Department $27,003.00 to employ a full time, non-
sworn, Domestic Violence Specialist, thereby allowing continuation of the Domestic
Violence Unit in calendar year 2002; the required City in-kind match ($21,915.00)will
be met through salary paid to current Police Department personnel; the required
cash match of $7,116.00 will be met through Federal Asset Forfeiture Funds,
Account No. 035-640-3304 ($5,441.00) and the Police Department Budget, Account
Nos. 001-640-3112-2030 ($1,012.00) and 001-640-3112-2044 ($663.00); the Domestic
Violence Unit collects and interprets relevant domestic violence offense data which
allows proactive case intervention and cultivation of the cooperative working
relationships with clients and service/adjudication agencies; and the program
produces more equitable victim-offender criminal justice dispositions related to
domestic violence offenses.
The City Manager recommended that Council accept the V-STOP grant of
$27,003.00, and authorize execution of grant agreements related to said grant;
appropriate $34,119.00 (State Funds plus local cash match) to V-STOP grant
program accounts to be established by the Director of Finance; and transfer local
match funding of $1,675.00 from Police Department operating accounts to the Grant
Account; establish a revenue estimate of $27,003.00 and a local match estimate of
$7,116.00 in Grant Fund revenue accounts, with the in-kind portion to be tracked
but not appropriated.
Mr. Hudson offered the following emergency budget ordinance:
(#35756-021902) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 General and Grant Funds Appropriations, and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 433.)
Mr. Hudson moved the adoption of Ordinance No. 35756-021902. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith .............................................................................................. -7.
NAYS: None ........................................................................................... -0.
441
Mr. Carder offered the following resolution:
(#35757-021902) A RESOLUTION accepting the Virginia Services, Training,
Officers, Prosecution (VSTOP) Violence Against Women Grant offer made to the City
by the Virginia Department of Criminal Justice Services and authorizing execution
of any required documentation on behalf of the City.
(For full text of Resolution, see Resolution Book No. 65, page 434.)
Mr. Carder moved the adoption of Resolution No. 35757-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt,
and Mayor Smith ............................................................................................... 7.
NAYS: None ........................................................................................... -0.
Ms. Wyatt requested that the City Manager provide a more in-depth report on
the V-STOP Grant.
STREET LIGHTS-AMERICAN ELECTRIC POWER-STREETS AND ALLEYS: The
City Manager submitted a communication advising that the rates that Appalachian
Power Company (sometimes d/b/a American Electric Power) ("APCo") charges to the
City of Roanoke for electric service are favorable governmental rates established by
contract; historically, the City of Roanoke has participated with other local
governments through the Virginia Municipal League (VML) and the Virginia
Association of Counties (VACo) in sponsoring a Steering Committee to negotiate
governmental electric power rate contracts every three years; in the past, these
contracts have included all three components of retail electric service; i.e.:
generation, transmission, and distribution; and Roanoke's current electric rate
contract with APCo expires on June 30, 2002, and the street lighting contract expires
on December 31, 2002.
It was further advised that ordinarily, a new local government contract for the
time period after June 30, 2002, would be negotiated and presented to Council for
approval; however, in 1999, the General Assembly adopted the Virginia Electric
Utility Restructuring Act ("Act") which theoretically granted customers a choice as
to the provider of the generation element of their electric service; under the Act, the
other two components of service, transmission and distribution, will continue to be
provided by APCo under the existing rate procedure; due, in part, to a proceeding
in the Federal Energy Regulation Commission resulting from APCo's attempt to
restructure its generating capacity and price computations under the Act, a Steering
442
Committee has negotiated a settlement agreement dated December 18, 2001,
whereby APCo has agreed to provide public authorities with the following three
options: (1) terminate the current contracts on June 30, 2002, (2) extend the
contracts at scheduled rates to December 31, 2003, pursuant to an offer dated
February 12, 2001, or (3) extend the current contracts through June 30, 2007, at rates
contained in APCo's unbundled Standard Rate Schedules, or any successor or
replacement schedules then on file and approved by the Virginia State Corporation
Commission (SCC) and extend street light service at rates in effect July 1, 2000, but
subject to changes in the fuel factor; and provided that Option (3) is conditioned
upon the governmental unit so electing and notifying APCo of its election within 90
days of December 18, 2001, that it has chosen APCo to provide generation service
through June 30, 2007, that it will not choose a different supplier prior to such date,
and it will not request the SCC to determine rates and provisions for default service
different from that provided under its contract, as amended by Option (3). It was
noted that the settlement agreement dated December 18, 2001, is subject to certain
conditions, including approval by the SCC, and in the event these conditions are not
met, the agreement would terminate and expire as of December 31, 2003.
It was advised that currently available information suggests that during the
period of July 1, 2002, through June 30, 2007, there will be no open market
competition for APCo in the City's service area and there will be no other source
practicably available to supply electricity service and delivery thereof and to supply
street lighting service for the entire needs of the City of Roanoke at established rates
for such service as negotiated by the Steering Committee; according to the Steering
Committee, APCo's generation rate structure is one of the lowest in the country; in
a January 10, 2002, memorandum to members of the Steering Committee from
counsel, it was noted that APCo has conducted a pilot program whereby APCo's
retail customers could select an alternative service provider for generation service,
however, no customer switched to an alternative provider during the entire time of
the program; in addition, a January 18, 2002, report by GDS Associates, Inc., a
consultant retained by the Steering Committee to evaluate the reasonableness of
APCo's settlement proposal, concluded that competitive retail market prices
available to public authorities for the generation component of electric service are
likely to be at least 50 per cent higher than the charges for comparable service under
the proposed settlement agreement; and in addition, the Steering Committee has
informed public authorities that market prices for electricity in the next five to seven
years are likely to be extremely volatile which will make budgeting extremely
difficult.
443
It was stated that the Steering Committee has recommended that all
jurisdictions in the APCo service area elect option (3) to extend contracts from
June 30, 2002, through June 30, 2007, including street light contracts, at the rates
and subject to conditions as set forth in the settlement agreement; and in
accordance with terms of the proposed settlement, a governing body electing option
(3) must do so by resolution or ordinance and notify APCo through the Steering
Committee's counsel no later than March 18, 2002.
The City Manager recommended that Council authorize the following:
Determine that APCo is the only source practicably available to provide
the electric rate and street lighting services set forth above;
Accept the offer of APCo to extend its current contract for electric
service on a bundled basis from July 1, 2002 through June 30, 2007, as
set forth in the settlement agreement, and as agreed to and
recommended by the Steering Committee, and also to extend the City's
street lighting contract through June 30, 2007;
Agree that in accordance with the conditions in APCo's offer that
Council has chosen APCo to provide generation service through
June 30, 2007, Council will not choose a different supplier prior to
such date, and Council will not request the State Corporation
Commission to determine rates and provisions for default service
different from that provided in the contracts, as amended and extended
as set forth above;
Authorize the City Manager to execute and deliver on behalf of the City
all documents, in a form approved by the City Attorney, and take such
further action as shall be deemed appropriate or necessary to carry out
the foregoing actions;
Direct the City Clerk to notify APCo of the aforesaid election and
agreement by transmitting a copy to counsel for the Committee,
Howard W. Dobbins, 1021 East Cary Street, P. O. Box 1320, Richmond,
Virginia, who is authorized to deliver same to APCo.
Mr. White offered the following resolution:
444
(#35758-021902) A RESOLUTION determining that Appalachian Power
Company (sometimes d/b/a American Electric Power) is the only source practicably
available to provide electric service at established rates to the City and for providing
street lighting service to the City for the period from July 1, 2002, through June 30,
2007, and authorizing an extension of the City's current contracts for such services,
upon certain terms and conditions.
(For full text of Resolution, see Resolution Book No. 65, page 436.)
Mr. White moved the adoption of Resolution No. 35758-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ......................................................................................... 0.
As requested by a Member of Council, the City Manager addressed the matter
of replacement of street lights. She advised that under the existing contract, AEP
clearly has responsibility for street light maintenance, which it views as a contract
issue, therefore, AEP has been diligent in keeping the City informed as to progress.
CITY CLERK:
COMMITTEES-SCHOOLS: The City Clerk submitted a written report advising
that on June 30, 2002, the three-year terms of office of Charles W. Day and Brian J.
Wishneff as Trustees of the Roanoke City School Board will expire; Mr. Day is
ineligible to serve another term inasmuch as he has served three consecutive three-
year terms of office; and pursuant to Chapter 9, Education., of the Code of the City
of Roanoke (1979), as amended, establishing a procedure for the election of School
Trustees, Council must hold certain meetings and take certain actions during the
months of March, April and May to conform with the selection process; therefore,
she requested the concurrence of Council in establishing the following dates:
On Monday, March 18 at 2:00 p.m., or as soon thereafter as the matter
may be heard, Council as a Committee of the Whole, will review and
consider all candidates for the position of School Trustee. At such
meeting, Council shall review all applications filed for the position and
Council may elect to interview candidates for such positions.
445
On Monday, April 1 at 2:00 p.m., or as soon thereafter as the matter may
be heard, Council will, by public vote, select from the field of
candidates, those candidates to be accorded the formal interview and
all other candidates will be eliminated from the School Trustee
selection process. The number of candidates to be granted the
interview shall not exceed three times the number of positions available
on the Roanoke City School Board, should there be so many
candidates.
On Monday, April 15 at 7:00 p.m., or as soon thereafter as the matter
may be heard, Council will hold a public hearing to receive the views of
citizens.
On Thursday, April 18 at 4:30 p.m., Council will hold a meeting for the
purpose of conducting a public interview of candidates for the position
of School Trustee.
On Monday, May 6 at 2:00 p.m., or as soon thereafter as the matter may
be heard, Council will hold an election to fill the two vacancies for
terms commencing July 1, 2002, and ending June 30, 2005.
Mr. Carder moved that Council concur in the above referenced dates. The
motion was seconded by Mr. Bestpitch and unanimously adopted.
DIRECTOR OF FINANCE:
BUDGET-HOUSING/AUTHORITY-GRANTS: The Director of Finance submitted
a written report advising that by agreement with the City of Roanoke, the Roanoke
Redevelopment and Housing Authority administers a large segment of the City's
Community Development Block Grant program; the Housing Authority receives
program income during the course of its administration of various projects through
the sale of land and the receipt of loan repayments from project area residents; the
Housing Authority is required to transfer program income to the City of Roanoke
and the City is required to use the income for eligible community development
activities; the Housing Authority has made payments to the City in the amount of
$83,830.00 from May 16, 2001, to January 31, 2002, in excess of revenue estimates
previously adopted; and of this amount, $29,600.00 resulted from parking lot rental
and $54,230.00 from various loan repayment programs.
446
It was further advised that the City of Roanoke has received the following
miscellaneous program income, which amounts represent the difference between
what was actually received and the amount that was previously adopted, based on
repayment estimates:
$44,620.00 from Hotel Roanoke, L.L.C. for loan repayment and interest
on the $6,000,000.00 Section 108 loan from the U. S. Department of
Housing and Urban Development. During FY02, Hotel Roanoke made
payment totaling $65,320.00;
$1,022.00 in various loan repayments and $5,646.00 in demolition
revenue; and
$70,008.00 from the Williamson Road Parking Garage, which was constructed
in part using CDBG funds.
The Director of Finance recommended that Council appropriate $206,116.00
in unanticipated CDBG program income as follows:
Unprogrammed CDBG - Other - FY01
Unprogrammed CDBG - RRHA - FY01
Unprogrammed CDBG - Section 108
Loan Repayment - FY02
Unprogrammed CDBG - Other - FY02
Unprogrammed CDBG - RRHA - FY02
(035-G01-0140-5189)
(035-G01-0140-5197)
(035-G02-0240-5188)
(035-G02-0240-5189)
(035-G02-0240-5197)
$ 6,668.00
7,265.00
44,620.00
70,998.00
76,565.00
The Director of Finance noted that the Housing Authority also administers a
segment of the City's HOME program, with assistance provided by the Housing
Authority predominantly in the form of Iow- or no-interest active and deferred loans
to eligible homeowners and homebuyers; loan repayments constitute program
income to the City's HOME program; and as of January 31, 2002, loan repayments
received in excess of the budget estimate equal $21,535.00.
The Director of Finance recommended that Council appropriate $21,535.00 in
unanticipated HOME program income as follows:
Unprogrammed HOME - FY02
Unprogrammed HOME - FY02
(035-090 -5324-5320)
(035-090-5323-5320)
$19,634.00
1,901.00
Mr. Harris offered the following emergency budget ordinance:
447
(#35759-021902) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 Grant Fund Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 439.)
Mr. Harris moved the adoption of Ordinance No. 35759-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ............................................................................................ -0.
REPORTS OF COMMITTEES:
BUDGET-SCHOOLS: A communication from the Roanoke City School Board
requesting that Council approve the following appropriations, was before the body.
$210,695.00 from the Capital Maintenance and Equipment Replacement
Fund to provide funds for music instrument replacement,
administrative technology equipment, replacement of school buses,
facility maintenance equipment, the relocation of modular
units,physical education equipment, and handicap access.
$1,500.00 for the Special Education Assistive Technology program to
provide funds for the purchase of equipment and software to assist
students with disabilities. This continuing program will be reimbursed
100 per cent by Federal funds.
$20,188.00 for the Special Education Capacity Building (Sliver) program
to provide funds to assist the division in providing direct services and
in making systemic change to improve results for children with
disabilities. This continuing program will be reimbursed 100 per cent
by Federal funds.
$2,608.00 for the Jobs for Virginia Graduates program to serve at least
25 economically disadvantaged students, providing classroom training
and work experience to assist the students to prepare for high school
graduation or to sit for the General Education Development (GED)
examination. This continuing program is funded from Federal funds.
448
$7,500.00 for the Expanded GED Testing Services program to establish
a satellite GED test center at the Virginia Employment Commission and
expand the testing services in the Roanoke City testing area. This
continuing program will be reimbursed 100 per cent by State funds.
$1,274.00 for the Advanced Placement (AP) Test program to reimburse
part or all of the cost of fees for the 2002 AP test for Iow-income
students who take the test. This is a new State funded grant.
The Director of Finance recommended that Council concur in the request of
the School Board.
Mr. Bestpitch offered the following emergency budget ordinance:
(#35760-021902) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 General and School Funds Appropriations, and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 442.)
Mr. Bestpitch moved the adoption of Ordinance No. 35760-021902. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members Carder, White, Hudson, Bestpitch, Harris, Wyatt
and Mayor Smith ............................................................................................... 7.
NAYS: None ........................................................................................... -0.
UNFINISHED BUSINESS: None.
INTRODUCTION
RESOLUTIONS: None.
AND CONSIDERATION OF ORDINANCES AND
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MAYOR AND MEMBERS OF
COUNCIL:
449
REFUSE COLLECTION: Council Member White addressed the issue of litter
in the City of Roanoke. He advised that in his travels throughout the City, the litter
problem is again surfacing and requested that the City Manager review the City's
efforts to control litter. He stated that he has been an advocate of involving citizens
in the City's efforts to address the litter situation by developing a comprehensive
program to involve young people, senior citizens, and visitors to the community;
whereupon, he encouraged the City Manager to review efforts to bring forth a
partnership.
REFUSE COLLECTION: Mr. Hudson followed up on Mr. White's earlier
comments regarding litter, and referred to the Mud Lick Road neighborhood which
had excessive amounts of litter on the street during the early part of the preceding
week. He suggested that the City Manager encourage refuse collection employees
to be more careful when emptying refuse containers.
The City Manager explained that there was a major wind event last week which
created a considerable amount of litter, staff was asked to pick up debris which
caused a delay in the refuse collection schedule, and whenever there is a major wind
event, litter problems will occur.
WATER RESOURCES: Council Member Wyatt called attention to water that
was flowing down her street early this morning that had frozen over night.
Specifically, during this period of water conservation, she inquired about
establishing a water hot line which would enable citizens to report water
issues/concerns, and encouraged refuse collection and public safety personnel to
report water situations as they are observed during the course of their work day.
The City Manager advised that such calls are taken on the City's E-911 number
and the City's central exchange, 853-2000, which number rolls over to the Dispatch
Center after hours for emergency calls. Therefore, she expressed concern with
regard to adding another number for citizens to remember. She explained that
stand-by crews are available to address emergency situations after regular work
hours.
CIVIC CENTER-CITY CHARTER-LEGISLATION-COUNCIL: Council Member
Bestpitch referred to comments made by the Mayor in his Commentary which
appeared in The Roanoke Times on February 11,2002, regarding the importance of
opening debate in serving the best interests of Roanoke's citizens. In that spirit, he
advised that he was extremely troubled by much of the remainder of the
Commentary, specifically in reference to those City Charter amendments that
Council requested its delegation to the General Assembly to introduce. He noted
that the Mayor stated that Council wished to enact a law that would supercede state
law; however, Mr. Bestpitch advised that no member of Council believes that Council
45O
was trying to do that or could do that. In reference to the issue of carrying
concealed weapons, he explained that Council was not trying to do anything
because City Council has had that authority for quite some time. He referred to
Section 2, Subsection 18 of the City Charter, which addresses the ability of Council
to regulate or prohibit various dangerous materials and activities, the ability to
regulate or prohibit the use of candles and lights in barns, stables and other
buildings, the making of bon fires and the carrying of concealed weapons.
Therefore, he noted that it was a clear mis-representation of the facts to suggest to
the public that Council wanted to enact a law in regard to concealed weapons.
As background information, Mr. Bestpitch explained that a City Charter Bill
was introduced at the General Assembly last year in which Council was not trying
to make any change to the above referenced section of the City Charter, a call was
received at the last minute from the patron's office advising that Council needed to
make a decision right away about deleting the concealed weapon power or pull the
bill, and since Council had not had any opportunity to discuss the issue, the
decision was made to request that the bill be pulled for discussion during the
coming year. He further explained that Council requested that the City Charter Bill
be reintroduced at the 2002 Session of the General Assembly. He advised that the
majority of Council felt that since the State sees fits to give localities few enough
powers, it would not set a good precedent for the City to voluntarily request that one
of its powers be taken away. He stated that apparently that was not a good enough
decision for the Mayor, therefore, he took steps to insure that the entire Charter bill
would be killed. He added that another surprise was the Mayor's comments that the
City's legislative package contained two particular items that he was adamantly
against, when on February 4 the Mayor stated in public session of the Council that
he had not engaged in conversation with anyone in Richmond regarding the
admissions tax issue, but he did have conversation with members of the General
Assembly regarding the City Charter Bill. Seven days later, Mr. Bestpitch advised
that he was surprised to read in the Mayor's Commentary that there were two items
he was adamantly against: (1) the admissions tax, and (2) the City Charter
amendments. He stated that the Mayor is correct about the importance of open
debate and that which is in the best interest of Roanoke's citizens.
Therefore, in that spirit, Mr. Bestpitch moved that effective immediately, all
open meetings of the Roanoke City Council held in the City Council Chamber will be
televised in their entirety, including the Hearing of Citizens Upon Public Matters
section of the agenda. The motion was seconded by Mr. Harris.
451
Mr. White advised that he supports the motion, but the remarks leading up to
the motion were inappropriate. He stated that the incidents regarding the defeat of
the admissions tax and the City Charter bill could be better addressed by speaking
with the Mayor privately.
Mr. Hudson stated that he, too supports the motion; however, disagreements
with the Mayor should be addressed in private.
The motion offered by Mr. Bestpitch, seconded by Mr. Harris, was adopted,
Mayor Smith voted no.
Vice-Mayor Carder advised that public input was being stifled by not televising
the City Council meeting in its entirety. He called attention to the level of input that
an item receives by Council Members, citizens, community organizations and boards
and commissions before the item is addressed or acted upon at a City Council
meeting. He noted that the City recently completed a comprehensive plan process
that was one of the most open and inclusive processes in the history of the City of
Roanoke; whereupon, he commended the Council, the City Manager and staff on
their efforts to be as inclusive as possible by soliciting the input of citizens well in
advance of City Council meetings. He stated that it is hoped that the input Council
Members receive at City Council meetings represent only a small portion of the input
received by Council before an informed decision is made at a City Council meeting.
The Mayor advised that he would like to address two issues: i.e.: the Council
procedure and his Commentary in The Roanoke Times on February 11 as referenced
by Council Member Bestpitch. He stated that during a Council retreat, the facilitator
suggested that those persons who are grandstanding are quite often grandstanding
to be on television and if that portion of the Council meeting was not televised, there
would be less grandstanding, therefore, Council chose to accept the facilitator's
advice. He stated that some of the highest paid department managers employed by
the City; i.e.:, the City Manager, City Attorney, Director of Finance and City Clerk are
required to sit through the grandstanding and the amount of time that they are
required to spend in City Council meetings takes away from the time they can devote
to the duties of their respective offices. He stated that the new procedure has
resulted in enhanced dialogue between Council Members and citizens, and the news
media continues to cover City Council meetings, even when RVTV coverage of the
meeting has ended.
With regard to those statements made by Council Member Bestpitch, the
Mayor encouraged all citizens to read the Commentary in its entirety and judge for
themselves if mis-statements were made. He stated that the door to the Mayor's
Office is always open to any person who has a concern.
452
WATER RESOURCES: As a water conservation tip, the Mayor encouraged
citizens to repair leaking water faucets and toilet flush tanks.
CITY MANAGER COMMENTS: None.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Mayor advised that City
Council sets this time as a priority for citizens to be heard. It is also a time for
informal dialogue between Council Members and citizens. Matters requiring referral
to the City Manager will be referred immediately for response, recommendation or
report to council.
FIRE DEPARTMENT: Ms. Helen E. Davis, 35 Patton Avenue, N. E., advised that
many citizens appearing before Council are not grandstanding, but addressing
issues that they consider to be pertinent to their neighborhoods.
She requested clarification with regard to the closing of fire stations, and
referred to a statement made by Fire Chief James Grigsby that the Fire/EMS
department will become more efficient and more cost effective by closing Fire/EMS
Station No. 12 and constructing three strategically located stations, which goal
would be accomplished by consolidating Fire/EMS Station Nos. 1 and 3 into a flag
ship station that will also house Fire/EMS administrative offices. She advised that
Fire/EMS Station Nos. 5 and 9 are to be consolidated into a multi-purpose facility and
a new Fire/EMS Station 10 is to be constructed off Airport Road; the Fire Chief also
states that Fire Station Nos. 3, 5 and 9 will be closed and three stations in northwest
Roanoke will be strategically located. She stated that No. 12 Fire Station on Salem
Turnpike is closed, Fire Station No. 1 in downtown Roanoke will be turned into a
fire/rescue museum, Fire Station Nos. 5 and 9 will be razed and the plan calls for
construction of a new fire/ems station at Williamson Road. She advised that the
statement of the Fire Chief is misleading when he says that three new fire stations
will be constructed in northwest Roanoke, especially in view of the three stations
that will be closed in predominantly minority communities. She stated that fire
stations are serious matters, and the City's founding fathers knew what they were
doing when they constructed fire stations in these locations. She advised that the
Fire Chief has stated that he met with 20 neighborhood groups; however, there are
three neighborhood organizations in her community and no meetings were held in
the Gainsboro area. She expressed concern with regard to the number of buildings
that are razed by the City of Roanoke in the predominantly black community.
453
WATER RESOURCES: Mr. Donald W. Hussey, 1612 Shamrock Road, N. W.,
presented information with regard to water conservation, and offered the following
suggestions:
"Make creating and saving water sources the City's first priority.
Do what it takes to clean up Crystal Spring and do it immediately. This
has been put off far too long.
Drill new wells at Carvins Cove to get the water that has seeped into the
ground.
Pipe in water from river sources for manufacturing uses not needing
purified water from Carvins Cove and Spring Hollow.
Strongly enforce anti-pollution laws for rivers and streams; impose
heavy fines on polluters and force them to clean up the pollution
immediately.
Seek out ideas for water conservation from other localities in drought
situations.
Check out well-digging businesses for possible new water sites they
may have encountered.
Get the public sector involved in water conservation through school
projects, brain-storming meetings, newspaper articles with
suggestions by readers, etc.
Discontinue camping, hiking, hunting and fishing in the surrounding
woods while in this severe drought. Cigarettes and campfires in dry
woods are a no - no. Out of doom activities can be put on hold. We do
not need to use our scarce water supply to put out fires. River water
should be used whenever possible to put out fires in our woods.
If necessary, put a limit on household water use, according to family
size. If the limit is exceeded, impose a fine.
Apply for disaster relief, if possible, from the United States government
to help develop new sources of water."
Mr. Hussey also presented information on urban water conservation tips,
home water saving tips, and finding and fixing leaks.
454
WATER RESOURCES- FIRE DEPARTMENT: The City Manager advised that it
is important that all citizens be mindful of water usage, as well as inappropriate use
of water through leaking faucets, etc. She encouraged City staff and citizells to
report water leakage, regardless of the magnitude.
In response to Ms. Davis' previous remarks, the City Manager advised that it
was her understanding that Ms. Davis was present at many of the meetings held by
Fire Chief Grigsby on the fire station issue; however, given the concerns of Ms.
Davis, she will ask the Fire Chief to schedule a meeting in the Gainsboro area.
At 4:15 p.m., the Mayor declared the meeting in recess for one closed session.
At 4:50 p.m., the meeting reconvened in the City Council Chamber, with Mayor
Smith presiding, and Council Member White, Hudson and Wyatt in attendance.
COUNCIL: With respect to the Closed Meeting just concluded, MrWhite moved
that each Member of City Council certify to the best of his or her knowledge that: (1)
only public business matters lawfully exempted from open meeting requirements
under the Virginia Freedom of Information Act; and (2) only such public business
matters as were identified in any motion bywhich any Closed Meeting was convened
were heard, discussed or considered by City Council. The motion was seconded by
Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, and Mayor Smith ................ -4.
NAYS: None ......................................................................................... -0.
(Council Members Carder, Bestpitch and Harris were not present when the vote was
recorded.)
At 4:55, the Mayor declared the meeting in recess to be reconvened at
5:00 p.m., in the Emergency Operations Center Conference Room, Room 159, for a
joint meeting of City Council and the City Planning Commission.
The Council meeting reconvened at 5:00 p.m., for a joint meeting of Council
and the City Planning Commission in Room 159, Emergency Operations Center
Conference Room, with Mayor Ralph K. Smith and Planning Commission Chair,
Robert B. Manetta, presiding.
COUNCIL MEMBERS PRESENT: William D. Bestpitch, William H. Carder,
C. Nelson Harris, W. Alvin Hudson, Jr., William White, Sr., Linda F. Wyatt and Mayor
Ralph K. Smith .................................................................................................. 7.
455
CITY PLANNING COMMISSION MEMBERS PRESENT: Gilbert E. Butler, Jr.,
S. Wayne Campbell, D. Kent Chrisman, Alfred T. Dowe, Jr., Melvin L. Hill, Richard A.
Rife and Chairman Robert B. Manetta .................................................................. 7.
Following dinner, the business session convened at 5:20 p.m.
ANNUAL REPORTS-PLANNING-ZONING: Chairman Manetta presented the
Annual Report of the City Planning Commission for the year 2001, advising that the
Commission officially met 15 times to consider the following items:
27 requests to rezone property or amend proffered conditions;
Ten street and/or alley closure requests;
Seven amendments to the City's Zoning Ordinance;
Three public facility naming requests (1 bridge and 2 parks);
One comprehensive development plan review for the Roanoke Academy for
Math and Science;
Two reviews of public facilities for conformity with the Comprehensive Plan
(South Jefferson Redevelopment Plan and Roanoke Academy for Math and
Science); and
One amendment to the Comprehensive Plan (Melrose-Rugby Neighborhood
Plan).
Mr. Manetta further advised that the major effort of the Planning Commission
and staff last year centered around adoption of a new City Comprehensive Plan,
Vision 2001-2020; and development of the Plan was a primary work effort for the
Commission and Planning staff, which included over 50 evening meetings,
numerous reviews and revisions of the document, coordination of six task teams,
a 44-member Citizens Advisory Committee, and several presentations to other
boards, civic groups and City Council.
He stated that neighborhood plans were initiated for Peters Creek North,
Belmont-Fallon, Gainsboro, Old Southwest, Southern Hills, Melrose-Rugby, and
Downtown (Outlook Roanoke Update); two of the plans have been completed and
adopted, with the remaining plans near completion for a public hearing and
adoption by the Planning Commission; and, in addition to the plan, a major
amendment of the City's Zoning Ordinance to include a new zoning
district-Institutional Planned Unit Development District (INPUD) was recommended
by the Planning Commission and adopted by City Council.
Mr. Manetta further stated that the Planning Commission met with City Council
to review and recommend the South Jefferson Redevelopment Plan, one of the
City's newest economic development initiatives with the Roanoke Redevelopment
and Housing Authority; the Planning Commission's major goal for 2002 is
implementation of the Comprehensive Plan through the revision of the City's Zoning
456
Ordinance, which was adopted in 1987; the Planning Commission's Ordinance and
Names Committee will be active in the review of the new ordinance, as well as a
citizen committee; and in addition to the Zoning Ordinance, the Commission will
also be involved in the adoption of several neighborhood plans during 2002 and will
continue to monitor progress in implementing initiatives and strategies set forth in
Vision 2001-2020.
The Chairman pointed out that Planning Commission members are particularly
interested in pursuing initiatives relating to new housing development, village
centers, redevelopment of underutilized commercial and industrial areas, and
integration of city design principles for new development; and the Commission held
a total of 12 regular and three special meetings during 2001.
Following presentation of the report, the Mayor called upon Members of
Council for comments; whereupon, Council Member Harris referred his remarks to
the City Manager with the request that staff be careful when phrasing words in
supporting documents that are forwarded to Council for consideration. He
referenced a request for a historic designation for the Grandin Road area, whereby
the Comprehensive Plan was cited and quoted. He stated that business owners in
the area were confused and inquired as to whether or not the application was
supporting a historic district similar to Old Southwest, or the downtown area which
is a zoning overlay. He added that he assured Grandin Road property owners that
the City was simply supporting the Grandin Road application for recognition of
historic structures.
In summary, Mr. Harris reiterated that inconsistent language can sometimes
create misunderstandings and therefore language should be clear and concise.
Council Member Harris raised a question with regard to what action Council
was being requested to take at its 7:00 p.m. session relative to the Outlook Roanoke
Plan. He inquired if Council was being asked to adopt the Outlook Roanoke Plan
as an addendum to the Comprehensive Plan, and thereafter, endorse each
recommendation in the Plan, or if there was a way to formally receive the Plan as a
planning document, and at a later date, review and consider each item individually.
He mentioned that Members of Council had expressed concern regarding three
items in the Outlook Roanoke Plan and asked if staff could clarify the issues
surrounding those items.
457
The City Manager stated that she viewed the Outlook Roanoke Plan as a
planning document for staff to proceed with defining the cost and implementation
schedule for specific elements to be developed and submitted to Council for
approval. She stated that adoption of the Plan, or elements thereof by Council,
would direct staff to begin additional work.
The City Attorney advised that adoption of the Plan would provide a legal
status, however, if there are concerns with regard to certain portions of the Plan,
Council may want to approve the Plan in principle only.
Council Member Wyatt expressed concern with regard to three issues
contained in the Outlook Roanoke Plan; i.e.: extension of Bullitt Avenue through
Elmwood Park, the location of the Main Library, and the opening of the
Pedestrian/Vehicular Bridge. She asked if the Outlook Roanoke Plan could be
received as a guideline, or if the document could be adopted minus the three issues
in question.
Vice-Mayor Carder expressed frustration concerning adoption of the Plan since
Council has held only two work sessions, and the City Planning Commission
unanimously recommended adoption of the Plan.
Council Member Bestpitch stated that it was important that Council not make
a decision regarding the extension of Bullitt Avenue through Elmwood Park without,
at the same time, making a decision concerning the Main Library. He further stated
that Council may not proceed with both projects at the same time, but at least if a
decision to extend Bullitt Avenue is made, it is within the context of a larger plan that
says the Library will be relocated out of Elmwood Park and that a location has been
identified.
Mayor Smith commented that the Outlook Roanoke Plan was delivered with
good intentions, and suggested that it be received as a guideline. He stated that he
was in favor of the Plan as proposed and would abide by the wishes of Council.
Council Member Harris expressed appreciation for the indepth discussion
during the work session. He clarified that he did not have any objection to voting for
the Outlook Roanoke Plan, with the understanding that those items above mentioned
would be brought to Council for funding and/or approval at a later date.
The City Manager pointed out that the matter could be referred back to the City
Planning Commission, or Council could take no action at its 7:00 p.m. session, and
schedule further work sessions to discuss the three issues of concern.
458
Mr. Hudson expressed concern that if the three items (Bullitt Avenue, the Main
Library and the Pedestrian/Vehicular Bridge) were left in the Plan and it was changed
at a later date, the credibility of Council would be lost; therefore, the Outlook
Roanoke Plan should be referred back to the City Planning Commission for further
study, or to fiscal year 2002-2003 budget study.
Vice-Mayor Carder suggested that Council receive public input at its 7:00 p.m.,
public hearing and take no action, with the intent to receive additional input on the
three issues of concern.
There being no further discussion, it was the consensus of Council to receive
public comment at the 7:00 p.m. Council session, to receive additional input on the
above referenced three issues, and to vote on the Outlook Roanoke Plan at a later
date.
ZONING: The Chairman advised that revisions to the current Zoning Ordinance
are underway, a consultant has been selected; and the importance of adopting a new
ordinance to address issues set forth in the amended Comprehensive Plan.
Council MemberWyatt requested that Council receive periodic briefings on the
status of the Zoning Ordinance process.
The City Manager stressed the importance of input by the Members of Council
to the City Planning Commission with regard to issues that need to be addressed.
There being no further business, the Mayor declared the Council meeting in
recess at 6:35 p.m., to be reconvened at 7:00 p.m., in the City Council Chamber.
On Tuesday, February 19, 2002, at 7:00 p.m., the Roanoke City Council
reconvened in regular session in the City Council Chamber, fourth floor, Noel C.
Taylor Municipal Building, 215 Church Avenue, S. W., City of Roanoke, with the
following Council Members in attendance, Mayor Smith presiding.
PRESENT: Council Members William H. Carder, W. Alvin Hudson, Jr.,
William D. Bestpitch, C. Nelson Harris, Linda F. Wyatt and Mayor Ralph K. Smith .... 6.
ABSENT:Council Member William White, Sr. - ............................................. 1.
459
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker, City
Clerk.
The reconvened meeting was opened with a prayer by Council Member
C. Nelson Harris.
The Pledge of Allegiance to the Flag of the United States of America was led
by Mayor Smith.
PUBLIC HEARINGS:
COMMUNITY PLANNING: Pursuant to action by Council, the City Clerk having
advertised a public hearing for Tuesday, February 19, 2002, at 7:00 p.m., or as soon
thereafter as the matter may be heard, to consider an amendment of Vision 2001-
2020, the adopted Comprehensive Plan for the City of Roanoke, Virginia, dated
August 20, 2001, to include the Outlook Roanoke Update, an updated development
plan for downtown Roanoke, the matter was before the body.
Legal advertisement of the public hearing was published in The Roanoke
Times on Thursday, February 14, 2002, and in The Roanoke Tribune on Thursday,
February 14, 2002.
Mr. Bestpitch offered the following resolution:
"A RESOLUTION amending Vision 2001-2020, the City's adopted
comprehensive plan, to include Outlook Roanoke Update as an element of the
comprehensive plan."
Mr. Bestpitch moved the adoption of the resolution. The motion was
seconded by Mr. Carder.
Robert B. Manetta, Chair, City Planning Commission, advised that the purpose
of the Outlook Roanoke Plan is to provide a framework for prioritizing and
coordinating development programs and planning activities in the downtown area;
and the Plan identified several priorities that are categorized into five initiative areas
and opportunities:
Elmwood Park Initiative (park enhancement, library alternatives, new
development opportunities).
460
Church Avenue Initiative (Jefferson and Church development
opportunities, Williamson and Church development opportunities,
Church Avenue development opportunities.)
E-Town Initiative (Warehouse Row, Campbell Avenue and other
development opportunities).
Market Initiative (City Market area development opportunities).
Jefferson Center Initiative (Jefferson Center area development
opportunities).
He advised that the Plan recommends implementation of these development
initiatives when two or more individual components are ready to move forward; and
the Plan also identifies market strategies for economic development, residential
development and retail/entertainment; the economic development strategy
recommends marketing the variety of amenities in the downtown; the residential
strategy recommends the targeting of market-rate housing in the downtown through
adaptive re-use of existing buildings and new construction; and the
retail/entertainment strategy encourages the expansion of specialty retail and dining
opportunities.
He noted that the Outlook Roanoke Plan further recommends infrastructure
and traffic improvements designed to encourage connectivity within the downtown
and beyond to adjacent neighborhoods as well as the region (i.e. greenways); and
Vision 2001 - 2020 Comprehensive Plan recommends that the City adopt
neighborhood plans for all neighborhoods, with the downtown area considered to
be one of the City's neighborhoods.
The City Planning Commission recommended that Council amend Vision
2001-2020, the City's Adopted Comprehensive Plan, to include the Outlook Roanoke
Update, as an element of the Plan.
The Mayor inquired if there were persons present who would like to address
Council in connection with the matter; whereupon, Steven Lemon, 2505 Cornwallis
Avenue, S. E., Chair, Economic Development Committee and Treasurer of Downtown
Roanoke, Inc., advised that Downtown Roanoke, Inc., has been an integral part of
the planning process for creation of the Outlook Roanoke Update, and expressed
appreciation to all persons who were involved in the process. He stated that the
Board of Directors of Downtown Roanoke, Inc., adopted a resolution in support of
the final plan document and encourages favorable consideration by Council of the
Outlook Roanoke Update.
461
Mr. E. Duane Howard, 508 Walnut Avenue, S. W., requested that Council
consider the issue of Bullitt Avenue extension and that Council hold a public hearing
on the matter.
Barbara N. Duerk, 2607 Rosalind Avenue, S. W., Co-Chair, Dr. Martin Luther
King Jr. Memorial Selection Committee, advised that a recommendation of the
committee was submitted to the City Manager which included Justice Square and
Freedom Walk and it is hoped that these recommendations will take place in a
portion of Elmwood Park. She advised that the Mill Mountain Greenway, which
extends from the City Market area toward Mill Mountain, is proposed to go through
Elmwood Park and it was the vision of the Dr. Martin Luther King Jr. Committee that
Freedom Walk would highlight the significant events of Roanoke's civil rights era.
She advised that the Justice Park recommendation has been refined and Justice
Park can be located at an appropriate location in the City. She stated that the City
of Roanoke is and should be open for business, but Roanoke is no longer a farmer's
market economy, because its economy is local, national and international, and
Roanoke should be perceived as a City that is inclusive of all people of all races,
religions and creed.
There being no further speakers, Mr. Harris advised that Council engaged in
considerable discussion regarding the matter at its 5:00 p.m. joint session with the
City Planning Commission. He called attention to a number of significant issues
contained in the Outlook Roanoke Update in which Council Members requested
specific work sessions, some of which involve significant budgetary implications.
Therefore, he stated that its 5:00 p.m. session, it was the consensus of Council to
receive the Outlook Roanoke Plan, and engage in future work sessions and budget
review. ( See pages ? And ?)
Mr. Harris offered a substitute motion that action on the above referenced
resolution be tabled. The motion was seconded by Mr. Hudson and unanimously
adopted.
The Mayor declared the public hearing closed.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Mayor advised that City
Council sets this time as a priority for citizens to be heard. It is also a time for
informal dialogue between Council Members and citizens. Matters requiring referral
to the City Manager will be referred immediately for response, recommendation or
report to Council.
462
COMPLAINTS: Mr. Robert Gravely, 1617 Hanover Avenue, N. W., expressed
concern with regard to the overall condition of the City of Roanoke; i.e.: the City's
vision does not include disadvantaged and minority citizens, the City supports the
affluent and outside business interests, and the City of Roanoke supports
downtown Roanoke as opposed to other parts of the City.
COMPLAINTS- CITY COUNCIL: Mr. E. Duane Howard, 508 Walnut Avenue,
S. W., spoke with regard to the action taken by Council at its 2:00 p.m. session in
regard to reinstating RVTV coverage of the City Council meeting in its entirety. He
stated that citizens will continue to lobby City Council to reinstate citizen comments
under the Petitions and Communications section of the Council agenda.
There being no further business, the Mayor declared the meeting adjourned
at 7:25 p.m.
APPROVED
ATTEST:
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
C-1
REGULAR WEEKLY SESSION ..... ROANOKE CITY COUNCIL
March 4, 2002
The Council of the City of Roanoke met in regular session on Monday,
March 4, 2002, at 12:15 p.m., the regular meeting hour, in the City Council Chamber,
fourth floor, Noel C. Taylor Municipal Building, 215 Church Avenue, S. W., City of
Roanoke, Virginia, with Mayor Ralph K. Smith presiding, pursuant to Chapter 2,
Administration, Article II, City Council, Section 2-15, Rules of Procedure, Rule 1,
Regular Meetin~ls, Code of the City of Roanoke (1979), as amended.
PRESENT: Council Members C. Nelson Harris, William D. Bestpitch, William H.
Carder and Mayor Ralph K. Smith ....................................................................... -4.
ABSENT: Council Members W. Alvin Hudson, Jr., William White, Sr.,
Linda F. Wyatt ................................................................................................... 3.
OFFICERS PRESENT: Elizabeth K. Dillon, Assistant City Attorney; and
Mary F. Parker, City Clerk.
COMMITTEES-COUNCIL: A communication from Mayor Ralph K. Smith
requesting that Council convene in a Closed Meeting to discuss personnel matters
relating to vacancies on various authorities, boards, commissions and committees
appointed by the Council, pursuant to Section 2.2-3711(A)(1), Code of Virginia (1950),
as amended, was before the body.
Mr. Carder moved that Council concur in the request of the Mayor to convene
in a Closed Meeting to discuss personnel matters relating to vacancies on various
authorities, boards, commissions and committees appointed by the Council,
pursuant to Section 2.2-3711 (A)(1), Code of Virginia (1950), as amended. The motion
was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Harris, Bestpitch, Carder and Mayor Smith ............ -4.
NAYS: None ............................................................................................ -0.
(Council Members Hudson, White and Wyatt were absent.)
PURCHASE/SALE OF PROPERTY-CITY MANAGER-COUNCIL: A
communication from the City Manager requesting that Council convene in a Closed
Meeting to discuss a matter with regard to disposition of publicly-owned property,
pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950), as amended, was before
the body.
Mr. Carder moved that Council concur in the request of the City Manager to
convene in a Closed Meeting to discuss a matter with regard to disposition of
publicly-owned property, pursuant to Section 2.2-3711 (A)(3), Code of Virginia (1950),
as amended. The motion was seconded by Mr. Harris and adopted by the following
vote:
AYES: Council Members Harris, Bestpitch, Carder and Mayor Smith ............ -4.
NAYS: None ............................................................................................. 0.
(Council Members Hudson, White and Wyatt were absent.)
PURCHASE/SALE OF PROPERTY-CITY MANAGER-COUNCIL: A
communication from the City Manager requesting that Council convene in a Closed
Meeting to discuss a matter with regard to disposition of publicly-owned property,
where discussion in 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, was before the body.
Mr. Carder moved that Council concur in the request of the City Manager to
convene in a Closed Meeting to discuss a matter with regard to disposition of
publicly-owned property, where discussion in 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. The motion was
seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Harris, Bestpitch, Carder and Mayor Smith ............ -4.
NAYS: None ............................................................................................. 0.
(Council Members Hudson, White and Wyatt were absent.)
CITY MANAGER-ECONOMIC DEVELOPMENT-COUNCIL: A communication
from the City Manager requesting that Council convene in a Closed Meeting to
discuss a matter with regard to expansion of an existing business where no
previous announcement of the interest of the business in expanding its facilities in
the City have been made, pursuant to Section 2.2-3711 (A)(5), Code of Virginia (1950),
as amended, was before the body.
Mr. Carder moved that Council concur in the request of the City Manager to
convene in a Closed Meeting to discuss a matter with regard to expansion of an
existing business where no previous announcement of the interest of the business
in expanding its facilities in the City have been made, pursuant to Section 2.2-3711
(A)(5), Code of Virginia (1950), as amended. The motion was seconded by Mr. Harris
and adopted by the following vote:
AYES: Council Members Harris, Bestpitch, Carder and Mayor Smith ............ -4.
NAYS: None ............................................................................................ -0.
(Council Members Hudson, White and Wyatt were absent.)
At 12:17 p.m., the Mayor declared the meeting in recess to be immediately
reconvened in Room 159, Noel C. Taylor Municipal Building, for a briefing on the
"Unity Fountain."
At 12:25 p.m., the Council meeting reconvened in Room 159, with all Members
of the Council in attendance except Ms. Wyatt, Mayor Smith presiding.
In addition to the Assistant City Attorney and the City Clerk, the City Manager
and Director of Finance were present.
UNITY SCULPTURE: The City Manager introduced a briefing on the "Unity
Sculpture", a proposal submitted by the National Conference for Community and
Justice, Roanoke Chapter (NCC J). She advised that NCCJ is interested in placing
a sculpture at the far end of First Union Plaza on City owned property; however,
before engaging in fund raising efforts, the NCCJ would like the endorsement of
Council regarding a specific location prior to approaching potential donors.
The following is background information on the proposed sculpture.
Roanoke sculptor, Judith R. Damon, has been interested in using art to
promote better understanding between different cultures as a pathway
to world peace. She feels strongly that children will lead the way to
peace, since they are instinctively "color blind" and accepting of other
children on a non-judgmental basis.
In May 1996, Ms. Damon conceived the idea of a sculpture that would
celebrate world peace and international understanding by depicting
children from different countries and continents joining hands and
dancing around a world globe. The idea became a three dimensional
reality as she created a small model which she kept on display in her
studio at the original Studios on The Square.
In 1999, an American who was living in Germany and serving on the
Board of Directors of a new International School in the Czeck Republic,
visited Ms. Damon's studio and identified the sculpture as a piece of art
that could serve as a center piece for the new campus they were about
to construct, thus, the Townshend School named the sculpture "World
Embracing", and decided against a solid globe in lieu of an open
armillary globe.
The artist arranged to work in a vacant store at Towers Shopping
Center where Roanokers were allowed to observe her work, and some
of the most frequently heard comments as people viewed the sculpture
being created had to do with expressions of regret that the sculpture
was not going to be installed in the Roanoke area.
In the fall of 2001, a Roanoke native, Nancy Eitner, approached sculptor
Damon to inquire if it was possible to have a copy of the bronze
sculpture made for Roanoke and offered her service to coordinate fund-
raising. It was at this point that the National Conference for Community
and Justice was asked to be official sponsors of the project. The NCCJ
views the sculpture as its permanent gift to the City, symbolizing the
unity in diversity that NCCJ has worked to promote in the Roanoke
Valley, and, in that spirit, the NCCJ renamed the work the 'Unity
Fountain", with the goal to use the dedication of the fountain as the
center piece of the 2003 "Local Colors" Celebration.
In seeking a proper location for the "Unity Sculpture", it is felt that with
the City's approval, a position at the far end of the area now known as
"First Union Plaza" would be ideal for several reasons. The grassy plot
adjacent to the Market area is the site of many local events, which
would provide numerous people with the opportunity to see the
sculpture and to receive its "message". The location is just outside the
building housing the entrance to the overhead walkway to The Hotel
Roanoke. As such, it is far enough out of the way so as not to interfere
with any activity in the plaza, but is in a perfect position to serve as a
"welcome" to visitors coming downtown from the hotel. The site is
adjacent to the new rail walk and would be across the street from the
proposed new IMAX Theater. The sculpture would become a unique
"photo opportunity" for visitors and locals alike.
It is believed that the "Unity Sculpture" will serve as a beautiful,
inspiring and lasting enhancement to the City of Roanoke for
generations to come and if the "Unity Sculpture" is approved, the most
appropriate name for its location would be, "Unity Plaza", thus tying
into the purpose of the sculpture while eliminating the present
commercial reference.
4
The National Conference for Community and Justice requests that
Council approve the gift of the "Unity Sculpture" to the City of Roanoke,
to be located as indicated in a diagram filed with the City. No request
for funds is made of the City of Roanoke, since all funds required to
have the sculpture cast, shipped and installed will be raised privately.
Wanda B. Reed, Acting Director, Department of Parks and Recreation, advised
that when the request of the NCCJ to place the sculpture in the First Union Plaza
was first reviewed, there was a concern with regard to the" Dog Mouth" fountain
which is located in the same general area and has been a part of downtown Roanoke
for a number of years. She stated that the original design was to be a fountain that
was later changed to a sculpture which will be a gift to the City of Roanoke at no
cost to the City.
Pearl Fu, Multi-Cultural Program Specialist, NCCJ, spoke in support of the
sculpture. She called attention to discussions with Roanoke Valley Sister Cities
officials, Robert Roth, President, and David K. Lisk, Executive Director, who advised
that there will be no conflict between the "Unity Sculpture" and the "Sister Cities
Sculpture".
Discussion centered around the following topics:
The Architectural Review Board and the Roanoke Arts Commission
would have to review the proposal and it is anticipated that both
reviews could occur within the next 30 days.
The proximity of the proposed second First Union Tower to the
proposed "Unity Sculpture".
The City Manager should review the proposed site, along with other
potential sites throughout the City, to determine if the First Union Plaza
is the most appropriate location.
Coordination of timing with other projects such as the Dr. Martin Luther
King, Jr. Memorial and other pending City projects.
Citizen input should be sought on both design and location of the
"Unity Sculpture".
The City Manager advised that a review by the Architectural Review Board and
the Roanoke Arts Commission could bring forth other potential sites, and it is
anticipated that a report will be submitted to Council within the next 30-45 days.
At 12:55 p.m., the Mayor declared the meeting in recess to be immediately
reconvened in Closed Session in the City Council's Conference Room, located
adjacent to the City Council Chamber.
At 1:50 p.m., the meeting reconvened in the City Council Chamber, with Mayor
Smith presiding and all Members of the Council in attendance, except Ms. Wyatt.
COUNCIL: With respect to the Closed Meeting just concluded, Mr. Bestpitch
moved that each Member of City Council certify to the best of his or her knowledge
that: (1) only public business matters lawfully exempted from open meeting
requirements under the Virginia Freedom of Information Act; and (2) only such
public business matters as were identified in any motion by which any Closed
Meeting was convened were heard, discussed or considered by City Council. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder and
Mayor Smith ...................................................................................................... 5.
NAYS: None ........................................................................................... -0.
(Council Member White was not present when the vote was recorded.) (Council
Member Wyatt was absent.)
OATHS OF OFFICE-HOTEL ROANOKE CONFERENCE CENTER COMMISSION-
COMMITTEES-BLUE RIDGE BEHAVIOR HEALTHCARE: Council at its meeting on
Tuesday, February 19, 2002, having tabled reports of qualification of Ralph K. Smith
as a member of the Hotel Roanoke Conference Center Commission to fill'the
unexpired term of James D. Grisso, resigned, commencing February 1, 2002, and
ending April 12, 2004; and Delores Y. Johns as a member of the Blue Ridge
Behavioral Healthcare, Board of Directors, for a term ending December 31, 2004,
Mr. Harris moved that the reports of qualifications be removed from the table. The
motion was seconded by Mr. Bestpitch and adopted.
Mr. Harris moved that Council approve the appointment of Ralph K. Smith as
a Commissioner of the Hotel Roanoke Conference Center Commission for a term
ending April 12, 2004; and the reappointment of Dolores Y. Johns as a member of
the Blue Ridge Behavioral Healthcare, Board of Directors, for a term ending
December 31, 2004. The motion was seconded by Mr. Carder and adopted.
OATHS OF OFFICE-LIBRARIES: The Mayor advised that there is a vacancy on
the Roanoke Public Library Board created by the resignation of Eugene Wirt, Jr., for
a term ending June 30, 2002, and called for nominations to fill the vacancy.
Vice-Mayor Carder placed in nomination the name of Stanley G. Breakell.
There being no further nominations, Mr. Breakell was appointed as a member
of the Roanoke Public Library Board to fill the unexpired term of Eugene Wirt, Jr.,
resigned, ending June 30, 2002, by the following vote:
FOR MR. BREAKELL: Council Members Hudson, Harris, Bestpitch, Carder,
White and Mayor Smith .................................................................................... -6.
(Council Member Wyatt was absent.)
At 1:55 p.m., the Mayor declared the meeting in recess to be reconvened at
2:00 p.m., in the City Council Chamber.
At 2:00 p.m., on Monday, March 4, 2002, the regular meeting of City Council
reconvened in the Roanoke City Council Chamber, fourth floor, Noel C. Taylor
Municipal Building, 215 Church Avenue, S. W., City of Roanoke, with the following
Council Members in attendance, Mayor Smith presiding.
PRESENT: Council Members W. Alvin Hudson, Jr., C. Nelson Harris,
William D. Bestpitch, William H. Carder, William White, Sr. and Mayor
Ralph K. Smith .................................................................................................. 6.
ABSENT: Council Member Linda F. Wyatt ................................................... 1.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; Elizabeth K. Dillon,
Assistant City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker, City
Clerk.
The reconvened meeting was opened with a prayer by The Reverend Tupper
Garden, Pastor, Raleigh Court Presbyterian Church.
The Pledge of Allegiance to the Flag of the United States of America was led
by Mayor Smith.
PRESENTATIONS AND ACKNOWLEDGEMENTS:
PROCLAMATIONS: The Mayor presented a proclamation declaring the month
of March 2002 as National Nutrition Month.
CONSENT AGENDA
7
The Mayor advised that all matters listed under the Consent Agenda were
considered to be routine by the Members of Council and would be enacted by one
motion in the form, or forms, listed on the Consent Agenda, and if discussion was
desired, that item would be removed from the Consent Agenda and considered
separately.
MINUTES: Minutes of the regular meeting of Council held on Tuesday,
January 22, 2002, were before the body.
Mr. Bestpitch moved that Council dispense with the reading of the minutes
and that the minutes be approved as recorded. The motion was seconded by Mr.
Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White,
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................ -0.
(Council Member Wyatt was absent.)
PURCHASE/SALE OF PROPERTY: A communication from the City Manager
advising that the City of Roanoke owns property located on Nelms Lane, N. E.,
identified as Official Tax No. 7400500; an adjacent property owner has contacted the
City regarding the purchase of the property; it has been determined that there is no
real benefit in City ownership of the parcel of land; and in correspondence dated
February 11,2002, the adjacent property owner has offered to purchase the property
for $500.00 which is the current assessed value, was before Council.
The City Manager recommended that Council authorize scheduling and
advertisement of a public hearing to consider the transfer of said property.
Mr. Bestpitch moved that Council concur in the request of the City Manager.
The motion was seconded by Mr. Carder and adopted by the following vote.
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White,
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................ -0.
(Council Member Wyatt was absent.)
(A public hearing was advertised for Monday, March 18, 2002, at 7:00 p.m., or as
soon thereafter as the matter may be heard.)
ZONING-ARMORY/STADIUM: A communication from the City Manager
advising that in May 2001, Council authorized the City Manager to acquire property
across Orange Avenue from the Roanoke Civic Center for the new multi-purpose
stadium/amphitheatre; properties for the facility have been acquired, with the
exception of one parcel of land on which discussions are continuing (Official Tax
No. 3070319); an architect has been selected and the City is proceeding with design
and development of the complex, was before Council.
It was further advised that current zoning of most of the subject properties is
LM, Light Manufacturing District, which does not provide for a stadium/amphitheatre
facility; a few parcels of land are zoned C-2, General Commercial District, which
could permit a stadium facility; therefore, rezoning of the property to C-3, Central
Business District, is recommended; and the existing Civic Center, a companion
facility, is zoned C-3 and will provide additional parking for the new facility.
It was explained that the City's Comprehensive Plan, Vision 2001-2020,
recommends that Roanoke develop, maintain and manage recreation facilities that
enhance the City and the region's quality of life; and the plan also recommends the
redevelopment of underutilized industrial sites and continued investment in the
downtown to serve the region's central business district with opportunities for
downtown living, office space, retail and cultural and entertainment attractions.
The City Manager recommended that she be authorized to file a petition to
rezone property described as Official Tax Nos. 3070301-3070310, inclusive,
3070313-3070316, inclusive, 2041816 and 2041817, from LM, Light Manufacturing
District, to C-3, Central Business District, and Official Tax No. 3070501 and 3070318
from C-2, General Commercial District, to C-3, Central Business District, with said
rezoning petition to include Official Tax No. 3070319, now under negotiation,
pending agreement and signature of the property owners.
Mr. Bestpitch moved that Council concur in recommendation of the City
Manager. The motion was second by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White,
and Mayor Smith ............................................................................................... 6.
NAYS: None ........................................................................................... -0.
(Council Member Wyatt was absent.)
(See page 19.)
AIRPORT-OATHS OF OFFICE-COMMITTEES-TOWING CONTRACT: The
following reports of qualification were before Council:
Harold F. Wallick as a member of the Towing Advisory Board to fill the
unexpired term of Sergeant C. A. Karr, resigned, ending June 30, 2003;
and;
Claude N. Smith as a member of the Roanoke Regional Airport
Commission for a term ending March 9, 2006.
Mr. Bestpitch moved that the reports of qualification be received and filed.
The motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White,
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................. 0.
(Council Member Wyatt was absent.)
REGULAR AGENDA
PUBLIC HEARINGS: None.
PETITIONS AND COMMUNICATIONS:
BUDGET-YOUTH: Council Member Harris presented a communication
transmitting information on the Roanoke Adolescent Health Partnership (RAHP) and
its services to youth. He advised that the Partnership provides an excellent and
needed program in the community and called attention to difficulties that the
program faces with regard to funding. He noted that as the program has neared the
end of its funding cycles for grants, money to support the program has dramatically
decreased; with the decreased income, the Partnership has had to decrease direct
care hours; for the current school year, clinic service hours have been reduced from
28 hours at each school site to 16 hours at Patrick Henry High School, 20 hours at
William Fleming High School and Ruffner Middle School and from 20 to eight hours
at Hurt Park Elementary School. He noted that this reduction in staff and direct care
hours comes when the demand for those services has not been reduced; and in
short, clinics continue to see the same amount of students compressed into less
time with less staff.
Mr. Harris presented a needs package that was prepared by the RAHP that
could be used by Council and staff during budget study deliberations. He noted that
the Partnership has presented various options ranging from $25,000.00 to
$55,000.00; their request is primarily for a funded position to seek grant and other
funding mechanisms, as well as to establish the relationship necessary to conduct
third-party billing when appropriate. He stated that realistically, part-time nurses and
clerks cannot be expected to find the time necessary to do the work when managing
a full-time caseload, and it is believed that the clinics can be put on more solid fiscal
footing if a third party billing system is established.
Mr. Harris moved that the matter be referred to fiscal year 2002-03 budget
study. The motion was seconded by Mr. Bestpitch and adopted.
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS: None.
ITEMS RECOMMENDED FOR ACTION:
INDUSTRIES-ECONOMIC DEVELOPMENT-RAIL SERVICE-HOUSING/
AUTHORITY-INDUSTRIES-RIVERSIDE CENTER: The City Manager submitted a
communication advising that WHPT Co., Inc., a business currently located in the
South Jefferson Redevelopment Area (SJRA), is being relocated due to the
redevelopment plan; WHPT requires rail siding and has found a site in the City of
Roanoke, which site needs upgrades to the rail line that will cost in excess of
$135,000.00; WHPT has approached the City of Roanoke to apply, on its behalf, to
the Virginia Department of Rail and Public Transportation Railroad Industrial Access
Program for funds to help defer a portion of the cost; the application must be filed
by the City for the industry and must be accompanied by a resolution from the local
governing authority in support of the application; and the City will not incur any
monetary obligation to provide any part of the funds.
It was further advised that redeveloping the South Jefferson area into the
Riverside Centre for Research and Technology is a priority of the City of Roanoke,
and must be preceded by the relocation of several businesses in the area; and it is
in the best interest of the City to keep WHPT and other displaced businesses from
the South Jefferson Redevelopment area in the City of Roanoke.
The City Manager recommended that she be authorized to file an application,
or other documents, with the Virginia Department of Rail and Public Transportation
for the Railroad Industrial Access Program for WHPT Co., Inc., to assist the company
in obtaining $60,000.00 in Program funds and to state the City's support for WHPT
receiving such Program funds from the state.
]!
Mr. Carder offered the following resolution:
(#35761-030402) A RESOLUTION authorizing the City Manager to file an
application or other documents with the Virginia Department of Rail and Public
Transportation forWHPT Co., Inc., for $60,000.00 in Industrial Access Railroad Track
Funds and to state the City's support for WHPT receiving such funds.
(For full text of Resolution, see Resolution Book No. 65, page 446.)
Mr. Carder moved the adoption of Resolution No. 35761-030402. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White,
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................ -0.
(Council Member Wyatt was absent)
BUDGET-GRANTS: The City Manager submitted a communication advising
that the concept of a formal grantsmanship program to enhance the level of grant
funding received by the City of Roanoke has been considered and evaluated for the
past several months; currently, City departments apply for special purpose grants
on an as needed basis; and because of limited internal capacity, efforts to research
and aggressively seek grant funding opportunities are restricted.
It was further advised that a Request for Proposals for the provision of grant
writing services was publicly advertised; proposals were received from six firms,
with four proposals being compliant with the specifications outlined in the Request
for Proposals, which were ranked and interviewed by an internal evaluation
committee; and Randall Funding and Development, Inc., ranked first and is the only
firm offering a guarantee to secure $1 million in grant funding, provided that the
company is authorized to pursue and apply for $3.5 million in funding opportunities.
It was further advised that scope of services to be provided by Randall
Funding and Development, Inc., includes development of a strategic grant funding
plan based on a funding needs analysis, grant funding research, and grant proposal
development; a contract term of two years has been agreed upon, at a cost of
$25,000.00 retainer fee and $4,000.00 per month, with no additional out-of-pocket
expenses; and total funding required for the services is $73,000.00 for the first year
and $48,000.00 for the second year.
The City Manager explained that in these difficult economic times, it is
important to take steps that may enhance the City's available financial resources;
there are many areas within the Vision 2001 - Comprehensive Plan that could benefit
from grant opportunities that Randall Funding and Development, Inc., would apply
for; current projects, such as the Southeast Pilot project, could also be a beneficiary
of the services; public safety grant funding may be available due to the President's
homeland security initiative; and a funding commitment of $121,000.00 for this
service guarantees the receipt of at least $1,000,000.00 in grant funding, for a net
gain of $879,000.00 in two years.
The City Manager recommended that she be authorized to enter into an
agreement with Randall Funding and Development, Inc., in a form approved by the
City Attorney, for grant writing services; and that Council authorize the transfer of
$121,000.00 from Account No. 001-250-9110-1125 to an account to be established by
the Director of Finance in the Capital Projects Fund.
Mr. Carder offered the following emergency budget ordinance:
(#35762-030402) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 General and Capital Projects Fund Appropriations, and providing for
an emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 447.)
Mr. Carder moved the adoption of Ordinance No. 35762-030402. The motion
was seconded by Mr. Harris.
Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E., inquired as to what type of grant
funding that will be requested by the City. She stated that neighborhoods are in
peril; the Harrison Museum of African-American Culture has requested additional
funds from the City of Roanoke, and the City Manager was requested by the Harrison
Museum Board of Directors to assign a City employee to the Harrison Museum for
a short time to assist the organization in pursuing grant opportunities; however,
both requests were denied. She advised that State funds have been decreased and
funding is limited, but before the City Manager's recommendation is approved,
citizens should know what type of grant funding will be requested because it is
possible that funds being sought and received could be contrary to the City's
neighborhoods.
Ordinance No. 35762-030402 was adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................. -0
(Council Member Wyatt was absent.)
Mr. Carder offered the following resolution:
(#35763-030402) A RESOLUTION authorizing execution of a contract with
Randall Funding and Development Inc., for grant writing services in order to
enhance the level of grant revenue received by the City, upon certain terms and
conditions.
(For full text of Resolution, see Resolution Book No. 65, page 449.)
Mr. Carder moved the adoption of Resolution No. 35763-030402. The motion
was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................. 0.
(Council Member Wyatt was absent.)
PURCHASE/SALE OF PROPERTY-BUDGET-STREETS AND ALLEYS-TRAFFIC-
SIGNALS AND ALARMS: The City Manager submitted a communication advising
that the proposed realignment and signalization of Riverland Road/Mt. Pleasant
Boulevard and Bennington Street will require the acquisition of property rights;
design of the project to improve the intersection is sufficiently complete to identify
the property rights necessary for construction of the improvements; authorization
is needed to move forward with procurement of title work, appraisals, and document
preparation related to acquisition of the necessary property rights; and estimated
expenses related to acquisition of property are not expected to exceed $50,000.00
which is available in the Roadway Safety Improvement Program capital project,
Account No. 008-052-9606.
In conjunction with the City Attorney, the .City Manager recommended
authorization to acquire all necessary property rights, said property rights may be
acquired by negotiation or eminent domain, and may include fee simple, permanent
easements, permanent access easements, temporary construction easements,
14
rights-of-way, licenses or permits, etc., subject to a satisfactory environmental site
inspection; and that Council approve the transfer of $50,000.00 from Account No.
008-052-9606 to an account to be established by the Director of Finance entitled,
"Riverland Road/Mt. Pleasant Boulevard/Bennington Street Intersection
Improvements Project ".
Mr. Carder offered the following emergency budget ordinance:
(#35764-030402) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 Capital Projects Fund Appropriations, and providing for an
emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 449.)
Mr. Carder moved the adoption of Ordinance No. 35764-030402, The motion
was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................ -0.
(Council Member Wyatt was absent.)
Mr. Carder offered the following ordinance:
(#35765-030402) AN ORDINANCE providing for the acquisition of certain
property rights needed by the City for the Riverland Road/Mt. Pleasant
Boulevard/Bennington Street Intersection Improvements Project; setting a limit on
the consideration to be offered by the City; providing for the City's acquisition of
such property rights by condemnation, under certain circumstances; and dispensing
with the second reading of this ordinance by title.
(For full text of Ordinance, see Ordinance Book No. 65, page 451.)
Mr. Carder moved the adoption of Ordinance No. 35765-030402. The motion
was seconded by Mr. Harris and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................. 0.
(Council Member Wyatt was absent.)
FINANCIAL REPORTS: The Director of Finance submitted the Financial Report
for the City of Roanoke for the month of January 2002.
There being no questions and without objection by Council, the Mayor advised
that the financial report would be received and filed.
BUDGET-BONDS/BOND ISSUES-ROANOKE CIVIC CENTER: The Director of
Finance submitted a written report advising that the City's 2002 General Obligation
Public Improvement Bonds of $56,245,000.00 have been issued, with proceeds
available for appropriation; and several projects have been established and funded
from the 2002 General Obligation Bonds in advance of issuance, totaling
$12,699,700.00.
The Director of Finance presented an ordinance which will transfer
$830,000.00 to the Civic Center Fund that was originally transferred to the Capital
Projects Fund from the General Fund; the change is made in conjunction with a
change made by Council action on January 22, 2002, whereby the amount of bonds
issued for the Civic Center project was decreased $830,000.00 and the amount of
bonds issued for the Stadium project was increased $830,000.00, which change was
made to ensure that all bonds were issued as tax exempt bonds, providing the
lowest total interest expense to the City.
It was explained that funding of $2.5 million for the Shenandoah Parking
Garage was originally appropriated in the Capital Projects Fund; a proposed budget
ordinance will also shift this project to the Transportation Fund where the City's
parking garages are recorded; and funding from both the Series 2002 Bonds and
General Revenues are being transferred.
Mr. White offered the following emergency ordinance:
(#35766-030402) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 General, Water, Civic Center, Transportation, Capital Project and
School Capital Project Funds Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 452.)
Mr. White moved the adoption of Ordinance No. 35766-030402. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................ 0.
(Council Member Wyatt was absent.)
REPORTS OF COMMITTEES: None.
UNFINISHED BUSINESS: None.
INTRODUCTION
RESOLUTIONS: None.
AND CONSIDERATION OF ORDINANCES AND
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES/OR COMMENTS BY THE MAYOR AND MEMBERS OF COUNCIL:
FIRST CITIES COALITION:
Mr. Carder offered the following resolution:
(#35767-030402) A RESOLUTION highlighting the inadequacies of funds
currently received from the Commonwealth of Virginia and supporting the Virginia
First Cities Coalition plan of action to address a better financial structure between
the State and local government.
(For full text of Resolution, see Resolution Book No. 65, page 456.)
Mr. Carder moved the adoption of Resolution No. 35767-030402. The motion
was seconded by Mr. Bestpitch.
Vice-Mayor Carder, one of the City's representatives to the Virginia First
Cities Coalition, advised that Council was briefed on February 19, 2002, on certain
initiatives of the First Cities Coalition; whereupon, he reviewed the following
pertinent paragraphs contained in the above referenced resolution:
1. The Council endorses the efforts of the Virginia First Cities
Coalition to cause the state to work collaboratively with the cities to
adopt and implement comprehensive structural changes to the
intergovernmental relationship and most immediately provide adequate
funding for education and transportation and authorizes the City
Manager to take such actions as are necessary to support this effort.
2. That the work plan of the Coalition be endorsed. The actions will
include:
Work with the Governor and his administration to
develop an urban strategy that responds to the
urban needs of cities by redesigning the state-local
relationship to balance service responsibilities with
]7
revenue capacity, and change the tax structure and
other revenue controls to recognize new economic
opportunities for the state and localities;
Work with the Governor and General Assembly to
provide adequate State funds to cities for education
and transportation programs;
Support state legislation that provides the needed
local flexibility in the generation of additional
revenue for regional transportation improvements
and the use of VDOT funds for proper maintenance
of urban streets in parity with those in non-urban
areas;
Implement strategies of public outreach to enhance
the public's understanding of the under funding and
obtain support for immediate action for reform; and
Examine and pursue other appropriate means, up to
and including the study of the feasibility of legal
redress, if necessary, to seek and obtain adequate
funding from the State.
The City Manager, who is also a City of Roanoke representative to the Virginia
First Cities Coalition, advised that she attended an administrative meeting of the
First Cities Coalition approximately ten days ago and it was the consensus of the
organization to request the governing bodies of each of the member localities to
formally adopt a resolution in support of the above referenced items since it is
believed that the outcome of the State's budget will not improve the circumstances
of localities but will, in fact, cause circumstances that will need to be addressed in
the upcoming budget. She stated that adoption of the resolution by member
jurisdictions of the First Cities Coalition will begin to show the strength of localities
and identify the need for the Governor and the General Assembly to look more
seriously at urban issues. She encouraged adoption of the resolution and advised
that there will be another meeting of the First Cities Coalition on March 28, 2002, at
which time initiatives, if any, that should be taken prior to the veto session of the
General Assembly will be identified.
Resolution No. 35767-030402 was adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder, White and
Mayor Smith .................................................................................................... 6.
NAYS: None ............................................................................................. 0.
(Council Member Wyatt was absent.)
CITY COUNCIL-CITY EMPLOYEES: Council Member Hudson requested that
newly hired City of Roanoke department directors be formally introduced at a City
Council meeting.
CITY COUNCIL: Council Member Bestpitch moved that citizens wishing to
address Council under Item 12, Hearing of Citizens Upon Public Matters, may advise
the City Clerk prior to 5:00 p.m., on Tuesday before any regularly scheduled Council
meeting, which is the deadline for receipt of agenda items, and their names and
topics for discussion will appear on the printed City Council agenda; any citizen who
has not advised the City Clerk prior to the agenda deadline of their request to speak
will continue to be heard under item 12 by registering with the City Clerk prior to
arriving at the item on the agenda, which is the current practice of Council. The
motion was seconded by Mr. Harris and adopted.
CITY MANAGER COMMENTS: None.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Mayor advised that City
Council sets this time as a priority for citizens to be heard; it is also a time for
informal dialogue between Council Members and citizens; and matters requiring
referral to the City Manager will be referred immediately for any necessary and
appropriate response, recommendation or report to Council.
ZONING-ARMORY/STADIUM: Ms. Evelyn D. Bethel, 35 Patton Avenue, N. E.,
addressed Consent Agenda Item No. C-3 with regard to a recommendation by the
City Manager to file a petition to rezone property acquired for the
stadium/amphitheater facility, which is to be located on the north side of Orange
Avenue, N. E. She inquired if a public hearing has been held to receive citizen input
on the location of the proposed stadium/amphitheater facility.
Vice-Mayor Carder advised that the procedure for rezoning property involves
a public hearing by the City Planning Commission and a public hearing by City
Council and citizens may appear before both the Planning Commission and the
Council to express their views.
At 2:45 p.m., the Mayor declared the meeting in recess for three Closed
Sessions.
At 3:40 p.m., the meeting reconvened in the City Council Chamber, with all
Members of the Council in attendance except Ms. Wyatt, Mayor Smith presiding.
COUNCIL: With respect to the Closed Meeting just concluded, Mr. Bestpitch
moved that each Member of City Council certify to the best of his or her knowledge
that: (1) only public business matters lawfully exempted from open meeting
requirements under the Virginia Freedom of Information Act; and (2) only such
public business matters as were identified in any motion by which any Closed
Meeting was convened were heard, discussed or considered by City Council. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Harris, Bestpitch, Carder
and Mayor Smith ............................................................................................... 6.
NAYS: None ............................................................................................. 0.
(Council Member White was out of the Council Chamber when the vote was
recorded.) (Council Member Wyatt was absent.)
There being no further business, at 3:42 p.m., the Mayor declared the meeting
in recess to be reconvened on Friday, March 8, 2002, at 8:30 a.m., in the Buck
Mountain Room, Hotel Roanoke Conference Center, 106 Shenandoah Avenue, N. W.,
City of Roanoke, at which time Council will conduct its Financial Planning Session.
The regular meeting of Roanoke City Council reconvened on Friday, March 8,
2002, at 8:30 a.m., in the Buck Mountain Room, Hotel Roanoke Conference Center,
106 Shenandoah Avenue, N. W., Roanoke, Virginia, with Mayor Ralph K. Smith
presiding.
COUNCIL MEMBERS PRESENT: W. Alvin Hudson, Jr., C. Nelson Harris,
William D. Bestpitch, William H. Carder, William White, Sr., Linda F. Wyatt and Mayor
Ralph K. Smith .................................................................................................. 7.
ABSENT:None ....................................................................................... ~.
OTHERS PRESENT: Darlene L. Burcham, City Manager; Elizabeth K. Dillon,
Assistant CityAttorney; Jesse A. Hall, Director of Finance; Mary F. Parker, City Clerk;
School Trustees: Charles W. Day, Marsha W. Ellison, Gloria P. Manns,
Melinda J. Payne, (arrived at 1'1:25 a.m.); E. Wayne Harris, Superintendent;
Richard L. Kelley, Superintendent for Operations; Willard N. Claytor, Director of Real
Estate Valuation; Troy A. Harmon, Municipal Auditor; George C. Snead, Jr., Assistant
City Manager for Operations; Rolanda A. Johnson, Assistant City Manager for
Community Development; Ann H. Shawver, Manager of Accounting Services;
Barry L. Key, Director of Management and Budget; Sherman M. Stovall, Planning and
Support Services Superintendent; Alicia F. Stone, Budget Administrator;
Michael T. McEvoy, Director of Utilities; Stephen S. Shirley, Wastewater Manager;
Phillip C. Schirmer, City Engineer; Frank E. Baratta, Budget Team Leader; and
David A. Diaz, Assistant to the City Manager.
BUDGET: The City Manager welcomed School Trustees to the meeting and
advised that this is the first time that City Council and the School Board have
participated in a Financial Planning Session. She explained that the Financial
Planning Session provides Council with an opportunity to review long term and
short term budget needs of the City, and the School Board was invited in order to
gain a better understanding of the future challenges facing City Council. She
advised that the session will provide a building block as staff prepares for fiscal year
2002-03 budget study, and expressed appreciation to all attendees for taking time
out of their schedules to participate in the day-long meeting.
The Director of Finance advised that timing for the Financial Planning Session
is appropriate because the City of Roanoke just completed one of the largest capital
bond financings in the history of the City, and a difficult budget year is anticipated.
He presented each Member of Council with copy of the City of Roanoke Revenue
Compendium which lists a majority of City revenues with a ten year history.
Mr. Bestpitch advised that it will be necessary for him to leave the meeting at
approximately 11:30 a.m., to attend an out of the city training seminar.
The first item of business was a review of the following projects identified to
be included in the Capital Improvements Program:
Art Museum/IMAX Theater
Bridge Renovation Program - Walnut Avenue
Building Repairs and Renovations
Civic Center Improvement - Phase I
Crystal Spring Filter Plant
Curb, Gutter and Sidewalk Program
High School Renovation - Patrick Henry
Neighborhood Storm Drains
Parks Master Plan - Phase II
Passenger Station
Police Building - Phase II
Railside Linear Walk - Phase V
Riverside Center for Research and Technology
Roanoke Academy for Math and Science
Roanoke River Greenway
Stadium/Amphitheater
YMCA Aquatic Center
It was advised that the following actions have been taken by Council:
City Council Budqet Study for fiscal year 2002:
Increased the Cigarette Tax to provide $5.0 million in bond funding for
curb, gutter and sidewalk projects.
Approved a water rate restructuring plan to provide $5.445 million in
bond funding for the Crystal Spring Filter Plant.
Approved a financing strategy that increased bond financing for the
stadium/amphitheater project to $16.2 million.
Approved a $117 million update to the Capital Improvement Program
resulting in a five year $384 million program requiring bond financing
of $56,245,000.00 in fiscal year 2002 and $36,870,000.00 at a future date.
Authorized $700,000.00 in additional local cash funding for the Roanoke
Academy for Math and Science project.
A chart was reviewed showing fiscal year 2002-06 Capital Improvement
Program expenditure percentage by major category; i.e.: storm water management -
15 per cent, streets, sidewalks and bridges - 20 per cent, schools - 16 per cent, civic
facilities - 6 per cent, parks - 5 per cent, water - 2 per cent, economic development -
14 per cent, buildings - 4 per cent, and sewer - 18 per cent.
Capital Improvement Program Expenditures and Bond Requirements include.:
Buildings
Economic Development
Shenandoah Parking Garage
Riverside Center for Research and
Technology
Parks
Schools
Roanoke Academy for Math
and Science
$15.6M
54.2M
2,500,000.00
12,000,000.00
19.2M
59.9M
4,600,000.00
Stormwater Management
Roanoke River Flood
Reduction
58.2M
7,500,000.00
Streets, Sidewalks & Bridges
Curb, Gutter and Sidewalk
77.8M
5,000,000.00
Civic Facilities Fund
Civic Center
Stadium/Amphitheater
Sewer Fund
Water Fund
Crystal Spring Filtration Plant
21.7M
2,170,000.00
17,030,000.00
69.8M
7.7M
5,445,000.00
TOTAL $ 384.0M
It was noted that funding for debt service on financing $56,245,000.00 on
bonds will be provided by:
$735,000.00 increase in cigarette taxes, $700,000.00 of utility tax
revenues dedicated to the Roanoke River Flood Reduction project,
designation of $570,000.00 of general revenues in each of the past two
fiscal years toward debt service on future bonds; increased civic center
revenues resulting from NBDL and SFX events, increased
Transportation Fund revenues resulting from parking fees from
Shenandoah Parking Garage and increased Water Fund revenues
resulting from water rate restructuring.
There was discussion with regard to the future financing plan for the
$36,870,000.00 General Obligation Bond issue for the next phase of ClP:
Art Museum/IMAX Theater
High School Facility Improvements
Neighborhood Storm Drain Program
New Police Building - Phase II
Parks Master Plan - Phase II
$ 3.7M
17.5M
2.0M
6.67M
7.0M
Funding for next bond issue to come from General Fund revenue growth reserved
each fiscal year for future debt service.
It was noted that the $36.9 million bond issue is anticipated to occur in early
calendar year 2004.
With regard to the City's bond ratings and bond issuance, it was advised that
a team of City staff met with three bond rating agencies in November 2001 to discuss
Roanoke's financial status; all three rating agencies retained the City's AA bond
rating; and a total of $56.245 million in bonds were sold.
$44.245 million in general obligation funds at 4.5 per cent
$12 million in qualified redevelopment bonds at 4.75 per cent
Discussion ensued regarding new capital projects under consideration by
Council:
Civic Center - Phase II
Fire-EMS Strategic Plan
*New Station #1 (Consolidate Stations #1 and #3
*New Station in Melrose Avenue area
(Consolidate Stations #5 and #9)
*New Station in northern Williamson Road area
(Relocate residential component of Airport Station)
$ 14,941,020.00
7,310,000.00
TOTAL
$ 22,251,020.00
Requests received for additional capital projects include:
Boys and Girls Clubs of Roanoke Valley, Inc.
*Donation of property plus 30 per cent of
construction cost
$ 1,650,000.00
Building Condition Assessment Program - Years 1 - 4
Connector Road from Ordway Drive to Frontage Road
Dumas Phase II Expansion Project
Percent for Art
Roanoke Redevelopment & Housing Authority - Low
and Middle Income Housing in Washington Park
Stormwater Management Projects - Years 1 - 5
Water Pollution Control Plant (City Share)
2,040,000.00
695,000.00
500,000.00
192,701.00
497,500.00
11,000,000.00
17,500,000.00
There was discussion in regard to the above referenced funding requests in
which it was noted that such requests should be screened by City staff prior to
presentation to Council based on certain established criteria. The City Manager
explained that the items represent a public list of all proposals received by the City,
she is prepared to make a recommendation to Council at the appropriate time on
those projects that should be included in the capital budget for next year, and
Council is requested to provide input relative to acceptable project(s), timing, etc.
She explained that Council was not being requested to approve the list at this time,
but she felt an obligation to advise Council of those requests that have been
received by the City to date.
Following discussion, it was the consensus of Council that establishment of
criteria for organizations submitting funding requests should be the topic of a future
Council work session.
The following capital Proiect funding options were reviewed:
Civic Center - Phase II
Total project cost - $14.9 million
Amount to be financed - $14.3 million
Annual debt service cost - $1,192,264.00
Possible funding sources:
*Additional Revenue from Operations
*5 per cent Capital Improvements Fee
'1.5 per cent increase in Admissions Tax
$482,012.00
346,685.00
363,567.00
(6.5 per cent tax rate city-wide - all new revenue would be allocated to
fund debt service for this project)
Council Member Bestpitch requested information on the total amount of
admissions taxes collected for civic center events, non-profit cultural events, and
other entertainment venues such as movie theaters, etc.
There was discussion in regard to capital project funding options for civic
center improvements; whereupon, some Members of Council requested more
information prior to voting on the proposed options. Another Member of Council
spoke to increasing civic center rental fees, or increasing the price of ticketed
events in lieu of raising the admissions tax.
The City Manager advised that the proposed increase in the admissions tax
at the civic center, only, was intended to place a fee on ticketed events; promoters
have indicated their thresholds in terms of what they are willing to pay and there is
a concern as to when promoters will choose to take their business to other
entertainment venues. She advised that City staff is of the opinion that users of the
civic center facility should pay for improvements, and suggested that Council
consider requesting the 2003 Session of the Virginia General Assembly to approve
the same Admissions Tax bill that was defeated at the 2002 Session of the General
Assembly.
Other capital project funding options discussed:
Fire-EMS Strategic Plan
*Project expenditure plan for the three new stations under
development - $7.3 million
*Cash funding of $800,000.00 available in CIP*New nationwide EMS fee schedule approved by Medicare
would generate additional revenue, if adopted by Council,
to help fund capital costs (Report to Council planned for
March 18)
Percent for Art
*Cost for current projects suggested by Percent for Art Committee
Civic Center- Phase I $ 34,850.00
Crystal Spring Filter Plant 57,851.00
Roanoke Academy for Math and Science 100,000.00
*Funding source - Capital Fund interest earnings
*Future projects recommended by Committee
Police Building - Phase II
Neighborhood Storm Drain Program
$ 42,500.00
20,000.00
There was discussion with regard to the intent of the Percent for the Arts
Program; whereupon, the City Manager advised that since adoption of Resolution
No. 33077-081996 by Council on August 19, 1996, there have been no allocations
under the Capital Improvements Program for this purpose. She noted that the
Roanoke Arts Commission has recently been energized on the issue and therefore,
brought the matter forward. She advised that clarification will be provided for
Council before any action is taken pursuant to the program.
A presentation was made on debt service and debt policy. Planned debt
issuance includes:
$36.9 million General Obligation bonds for the next phase of the CIP.
$20.5 million in Literary Loans/VPSA Bonds for Patrick Henry High
School renovations.
$14.3 million General Obligation bonds for Civic Center renovation.
$9.6 million VPSA/Literary Loans for Elementary School Improvements.
$40 million in General Obligation Bonds and Literary Loans/VPSA
Bonds for William Fleming High School.
Capital Leases.
Future Bond Issuance and Associated Financing Plan -$36,870,000.00 General
Obligation Bonds:
.$36,870,000.00 General Obligation Bond issue by fiscal year 2004 for next
phase of ClP:
Art Museum/IMAX Theater
High School Facility Improvements
Neighborhood Storm Drain Program
New Police Building - Phase II
Parks Master Plan - Phase II
3.7M
17.5M
2.0M
6.67M
7.0M
Funding for next bond issue to come from General Fund revenue
growth reserved each fiscal year for future debt service.
Future Bond Issuance and Associated Financing Plan - Patrick Henry
High School:
$20.5 million in VPSA Bonds or Literary Loans will also be issued
for the Patrick Henry Project between fiscal year 2005 and 2006
$7.5 million in Literary Loans expected in fiscal year 2005
$13.0 million in VPSA Bonds anticipated in fiscal year 2006
Funding for these bonds/loans will be provided by the Schools.
Mr. White inquired about the relationship of City and School funding of debt
service during the time that Patrick Henry and William Fleming High Schools were
constructed.
Future Bond Issuance and Potential Financing Plan -$'14.3 million Civic,
Center Bonds:
$14,300,000.00 General Obligation Bond Issue in fiscal year 2003
for Civic Center Renovations.
27
Funding for debt service on this bond issue would come from the followin[I
sources:
1.5 per cent increase in the Admissions Tax rate city-wide.
5 per cent Capital Improvements fee added to ticket prices for
events at Civic Facilities.
Net additional revenues from operations.
Future Bond Issuance and Associated Financinq Plan - Elementary School
Renovations:
Literary Loans or VPSA Bonds of $4.8 million in each of fiscal
years 2005 and 2006 for elementary school renovations which
are to be paid by the Schools.
Future Bond Issuance and Associated Financing Plan - $40.0 Million William
Fleming Renovation:
Debt totaling $40 million will be issued beginning in fiscal year
2007 pertaining to the renovation of William Fleming High
School.
Assumptions for planning purposes are as follows:
*$20.0 million to be issued as fiscal year 2007 general
obligation bonds and paid by the City.
*$7.5 million Literary Fund Loans issued in fiscal year 2007 and
paid by the schools.
*$12.5 million in VPSA bonds also in fiscal year 2007 paid
by the Schools.
Future Issuance of Capital Leases:
Capital leases are considered tax supported debt of the City and are
typically funded by the General Fund.
Anticipated future capital leases are as follow,~:
*2002 Capital Equipment Lease - $1,157,500.00 total lease
requiring estimated annual debt service of $254,000.00 beginning
in fiscal year 2003.
*2003 Capital Equipment Lease - additional lease funding for
equipment and technology will be considered when developing
the fiscal year 2003 CMERP program subject to debt service
affordability in fiscal year 2004.
Assumptions on Debt and Funding of Debt Service:
*Historically, the City has funded debt service on General
Obligation Bonds, whether for City or School projects.
*The Schools have traditionally funded debt service on VPSA
Bonds and Literary Fund Loans.
*In analyzing tax burden, all such debt is considered tax
supported debt of Roanoke due to vesting of taxing authority in
the City.
*Generally, debt of Proprietary Funds (Water, Sewer, Civic
Center, Parking) is considered self-supporting and excluded
from debt burden calculations.
*General Obligation and Virginia Public School Authority bonds
were amortized using level principal and an interest rate of 6 per
cent.
*Literary Loans were amortized at an interest rate of 4 per cent.
*All debt amortized over 20 years except capital leases. These
have 3 to 5 year amortizations.
*Transfer to debt service is currently $12.7 million. It grows to
$18.1 million in fiscal year 2003 based on funds already allocated
for debt service.
*Assumed increase in transfer to debt service is an additional
$570,000.00 per year in fiscal year 2006, plus funding required for
capital leases.
Charts were reviewed regarding current and future General Fund debt service,
future General Fund debt service and planned transfer to debt service fund, General
Fund debt - current and future (City or school projects); School debt - current and
future (City or School projects); and future City and School debt service.
The following Debt Policies were reviewed:
*Non-proprietary general obligation debt service will not exceed 10 per
cent of General Fund expenditures.
*New bonded debt will not exceed 5 per cent of the assessed value of
real estate.
Net bonded debt is general obligation debt for the City and
School Board, exclusive of Proprietary Fund debt and the
amount available in the Debt Service Fund.
*Net debt per capita will not exceed $2,000.00.
At this point (11:35 a.m.), Council Member Bestpitch left the meeting.
There was discussion as to whether or not the $2,000.00 net debt per capita
will be adjusted due to inflation; whereupon, the City Manager advised that a
recommendation will be presented to Council during fiscal year 2002-03 budget
study.
Calculations were provided on the ratio of debt service to General and School
Fund expenditures (10 per cent); and ratio of net bonded debt to assessed value of
real estate (5 per cent); Net bonded debt per capita ($2,000.00) and Debt statistics
of certain urban cities.
Mr. White requested copy of the debt service policy of the following urban
cities: Hampton, Lynchburg, Newport News, Norfolk, Portsmouth and Richmond.
Following discussion, itwas the consensus of Council that those jurisdictions
participating in the Virginia First Cities Coalition will be used for future
comparison/benchmarking purposes by the City of Roanoke.
At 12:00 noon, the Mayor declared the meeting in recess for lunch.
(Council Member White left the meeting.)
3O
The meeting reconvened at 1:10 p.m., in the Buck Mountain Room at the Hotel
Roanoke Conference Center, with Mayor Smith presiding, and all Members of the
Council in attendance, with the exception of Council Members Bestpitch and White.
Staff of the Office of Management and Budget presented information on
management of financial resources through strategic planning, including Roanoke's
Vision, focus areas and strategic issues, Roanoke Vision Progress report,
Comprehensive Plan -Vision 2001, organizational restructuring, annual Citizen
survey, departmental Strategic Business Plans and Financial Planning Sessions;
and business planning, including the annual budget, monthly and annual financial
reporting, Capital Improvement Program, Capital Maintenance and Equipment
Replacement Program, financial policies, including Debt Policy and Debt, and Fee
and Revenue Compendiums.
Office of Management and Budget staff also reviewed the following budget
document and budget process benchmarking efforts:
*Benchmarking with best practices
National Advisory Council on State and Local Budgeting assesses the
budget process as to how well it helps to establish broad goals to
guide government decision-making, develop approaches to achieve
goals, develop a budget consistent with approaches to achieve goals
and evaluate performance and make budgetary adjustments.
Government Financial Officers Association evaluates the budget
document as a communications device, financial plan, operations guide
and policy document.
Information was provided on the fiscal year 2001 revenue performance
compared to the fiscal year 2002 adopted budget.
Status of the General Fund as of January 31, 2002, is as follows:
*Revenues have increased 2.2 per cent compared to fiscal year 2001
Increase of 4.6 per cent in real estate taxes leads revenue
growth, Sales tax down 3 per cent, cigarette and transient
increased due to rate changes. Cell phone, admissions
taxes also up.
Permit rate changes and new fees have generated
increased revenues from construction-related fees.
3!
Revenues from Commonwealth have increased 2 per cent
since fiscal year 2001.
*Expenditures have increased 8.7 per cent compared to fiscal year
2001.
Largest factor is the single appropriation of CMERP
funding designated for capital expenditures during
September to simplify the administrative process
previously done incrementally during the fiscal year.
Salary increases (3.5 per cent), technology costs and
community development expenditures also contributed to
the increase.
General Fund budget Issues for fiscal year 2002:
*Reduction in state aid to localities due to revenue
shortfall for Commonwealth of Virginia.
*$2.0 million in expenditures are being held
administratively in fiscal year 2002 to offset a reduction in
state aid.
*Most significant reduction in state aid in current budget
bills affects HB 599 Funds $252,000.00-353,000.00
reduction.
Impact of economic slowdown on local taxes.
*Continuing public/private investment may help to mitigate
this situation.
There was discussion with regard to HB 599 in which some Members of
Council were of the opinion that the citizens of Roanoke should be advised that by
decreasing funds to localities, the Commonwealth of Virginia is, in fact, cutting jobs
and Standards of Learning dollars, etc.
There was a review of current economic trends which include a weak or
fragile economy at the national, state and local levels: the recession has ended with
a 2 to 3 per cent economic growth predicted, consumer spending has held up
through the recession, business spending is down dramatically, there is a weak job
market, and the states' poor fiscal conditions; Iow interest rates, with favorable rates
for debt issuance, prime rate at 4.75 per cent (36 year Iow), Iow mortgage rates
sustaining housing market, Enron effect-credit tightening for companies, volatile
stock markets; and regional competition/regional cooperation through shopping
centers and superstores, industrial/research parks, and economic pressure for
regional cooperation.
A comparison was presented showing that the City of Roanoke leads all
Virginia MSA's in 2000 per capita taxable sales at $11,978.00; a list of MSA largest
private employers, with Carilion Health System ranking first with 6,236 employees;
a 1999 Roanoke City per capita income compared to certain other Virginia cities in
which the City of Roanoke ranked second at $25,600.00.
Charts were reviewed demonstrating fiscal year 2003 General Fund revenues,
fiscal year 2003 local tax revenues; General Fund revenues for fiscal year 2003 in the
categories of real estate tax, personal property tax, sales tax, utility tax, BPOL, meals
tax, intergovernmental and all other, showing an average 5 year growth totaling 4.4
per cent, a fiscal year 2003 projected total of $192,792,476.00, a fiscal year 2003
projected dollar growth totaling $1,446,379.00 and a fiscal year 2003 projected
percentage growth totaling .76 per cent.
The most significant state aid reductions for fiscal year 2003 are:
ABC/Wine Tax, Recordation Tax, Rental
Car Tax and Rolling Stock Tax
Constitutional Officers Expense
Reimbursement
Library Aid
HB 599 Law Enforcement Assistance
VJCCCA Funding
$ 175,000.00
907,000.00
18,000.00
335,000.00
240,000.00
TOTAL REDUCTIONS POSSIBLE
$1,675,000.00
Potential revenue initiatives were presented, i.e.: real estate, utility consumer,
cigarette, transient room, admissions, meals, E-911, motor vehicle decal, cable
television utility, and short term rental; and comparative local tax rates of the City
of Roanoke and other urban Virginia localities in the categories of real estate,
personal property and transient room, meals, admissions, phone E-911, vehicle
decal, cable television franchise and cable television utility, short term rental, and
cigarette.
Priority funding items for fiscal year 2003 are:
*Personal Services
$ 1.9M
33
*Operating Expenditures
*Capital Expenses/Debt Service
*Transfer to Roanoke City Schools
0.8M
0.8M
1.0M
TOTAL ANTICIPATED EXPENDITURES
LESS ESTIMATE REVENUES
Balancing Figure
$ 4.5M
1.4M
($3.1M)
It was noted that in anticipation of loss of revenue by the state, each City of
Roanoke department was requested to decrease their budget by five per cent.
New funding requests for fiscal year 2003 are:
*Blue Ridge Technical Academy - $100,000.00
per year for three years
$300,000.00
*Center in the Square - Increase in annual
funding from $200,000.00 to $218,000.00,
plus one time request of $250,000.00
268,000.00
*Conflict Resolution Center -Annually recurring
budget for mediation service for Roanoke's
courts due to state budget reductions
53,4OO.OO
*New Century Venture Center - Annually
recurring budget of $100,000.00
100,000.00
*Roanoke Adolescent Health Partnership -
Annually recurring funding in the
range of $25,000.00 - $55,000.00
25,000.00-50,000.00
*Science Museum of Western Virginia -
Underwrite cost of current loan on
Megadome theater for term of loan in
exchange for naming rights - $210,000.00
and underwrite educational staff salaries in
non-specified amount
210,000.00
Status of the School budqet is as follows:
Total Revenue Increase - $ 1,648,428.00
34
- Local Revenue -
- State Revenue -
- Other Sources -
$ 905,377.00
486,192.00
256,859.00
Highlights
- Average employee raise of 2.75 per cent
-Operating reductions total $639,000.00 (10.3 FTE)
Total of $218,000.00 allocated to budget priorities
- Assumption of local cost of Round Hill Montessori aides
- Enhanced retirement benefits for transportation employees
- Implementation of site-based Leadership Development Program
Unfunded Priorities - $325,000.00
- Improvement of employee salaries
Those items that were referred to the Financial Planning Session include a
request for information regarding funding for cultural organizations, a request for
information regarding funding for human services agencies, and discussion of
division of responsibilities among various departments and reporting relationships.
The City Manager advised that in view of time constraints and the absence of
two Council Members, it is anticipated that discussion of division of responsibilities
among various departments and reporting relationships will be discussed at the
Monday, April 1 City Council meeting.
Figures were provided with regard to the admissions tax in certain other
Virginia cities, the highest being 10 per cent in Chesapeake, Hampton, Norfolk,
Portsmouth and Suffolk, and the City of Roanoke at 5 per cent.
General Fund budgets for the following cultural and human services
agencies for fiscal year 2002 are as follows:
-Cultural Services
* 17 organizations receive funding ranging
from $1,875.00 to $85,000.00
$ 283,443.00
-Human Services
* 36 organizations receive funding ranging
from $1,000.00 to $45,800.00
474,769.00
TOTAL
$ 758,212.00
HUD budget for Human Services
*17 organizations receive funding ranging
from $9,000.00 to $43,000.00
357,369.00
*7 out of the 17 organizations have been funded
more than 5 years (6 to 10 year range) - total
annual cost for these agencies is $165,000.00
Impact of new HUD policy
*Programs funded for fiscal year 2003 eligible for
at most 2 more years of funding in reducing
amounts
*$25,000.00 minimum funding level
Admissions Tax increase options include:
1.5 per cent increase in Admissions Tax rate has been recommended
to fund Civic Center - Phase II project.
Each additional 0.5 per cent increase in Admissions Tax rate city-wide
would generate $82,000.00 in additional revenue.
50+per cent of additional tax revenue is estimated to be paid by non-
city residents because of the regional draw of the types of events for
which the tax would be collected.
Non-profit primarily cultural agencies collected over $122,000.00 in
Admissions Tax in fiscal year 200~ at the 5 per cent tax rate.
0.5 per cent increase in Admissions Tax rate -- 11 per cent increase in
funding for Cultural and Human Services Committees.
Distribution of Additional Admissions Tax Revenue:
*Roanoke City Code Section 2-271(g) charges the Roanoke Arts
Commission with the duty to review requests for funding from private
cultural agencies, advise Council as to the merits of each request,
recommend funding allocations, and monitor results.
*Roanoke City Code Section 2-301(b) charges the Human Services
Committee with the duty to review requests for funding from private
social service agencies, advise Council as to the merits of each
request, recommend funding allocations and monitor results.
*Additional revenue from Admissions Tax rate increase could be
allocated to cultural and human services agencies by the Roanoke Arts
Commission and Human Services Committee.
*Staff can review the methodology used by these funding entities in
allocating funds for the fiscal year 2004 funding cycle - the same time
the new HUD funding policy begins to take effect.
The City Manager requested direction from Council as whether there is a need
to increase funding for cultural and human services agencies beyond that which has
been the traditional increase. She requested the opportunity to submit a
recommendation to Council during fiscal year 2002-03 budget study.
Prior to taking any action on increasing the Admissions Tax, Council Member
Harris requested a five-year history on ticket fees charged by cultural organizations.
In regard to those cultural organizations that are facing significant state
funding budget cuts, as a ball park figure, Ms. Wyatt discussed the feasibility of the
City providing one-half of the shortfall and the cultural agency providing the other
one-half.
The City Manager requested direction from Council in regard to funding for
human services agencies; whereupon, a suggestion was offered to review the
funding level under the new HUD policy allocations, compared with the current
funding level, with an eye toward incrementally funding the organizations in 2004 in
conjunction with established funding criteria.
The City Manager advised that Council has not officially adopted a capital
budget to fund $14.9 million in civic center improvements, and the City's proposed
fiscal year 2002-03 budget will include a Capital Improvements Program budget to
provide for civic center improvements through the following funding sources: a 1.5
per cent admissions tax increase, capital maintenance replacement fees which can
be implemented by the Roanoke Civic Center Commission, and retained earnings
from operations which can be addressed internally.
37
There was discussion with regard to decreased funding by the State for
Constitutional Officers; whereupon, the City Manager advised that at present, the
City is out of budget by $3.1 million; each City department was requested to submit
a budget with a 5 per cent reduction, and if every departmental budget with the 5 per
cent reduction were acceptable, the City's budget would still be out of balance by
$1.4 million, the City is challenged in fiscal year 2003 as to whether or not it will be
able to provide a pay increase for City employees; and it is expected that there will
be an even greater reduction in employees in fiscal year 2003 than in fiscal year
2002. She advised that information on State budget cuts should be available by
March 15 and will be promptly forwarded to Council.
Mr. Hudson expressed concern with regard to the spending practice of some
City department managers who purchase unnecessary items at the end of the fiscal
year because there may be excess funds in their departmental budget. He stated
that those purchases that cannot be justified should be denied.
A question was raised in regard to the $80,000.00 per month for the
Department of Social Services to occupy the former Sears building; whereupon, the
City Manager advised that the lease was drafted so as to provide that if State funding
is not available, the City will not be bound by terms of the lease. Additionally, she
advised that in the latter part of 2001, restrictions were placed on spending by City
departments in anticipation of funding difficulties, and the City is now in a total
hiring freeze in order to save money.
There being no further business, the Mayor declared the meeting adjourned
at 3:00 p.m.
APPROVED
ATTEST:
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Application for Vacating,
Discontinuing and Closing a
Portion of Mason Mill Road, N.E.
Section 30-14, Code of the City of Roanoke (1979), as amended, provides that streets
and alleys in the city may be altered or vacated on motion of the City Council or on
application of any person, in accordance with Section 15.1-364, Code of Virginia. This
is to request that the City Manager be authorized to file an application with the City
Clerk on the above matter for Council's consideration.
City Manager
DLB/SEF
c:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Sarah E. Fitton, Engineering Coordinator
Room 364 Municipal South 215 Church Avenue, S.W, Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci. roanoke.va.us
MINUTES OF ROANOKE CITY AUDIT COMMITTEE
MARCH 4, 2002
1. CALL TO ORDER:
The meeting of the Roanoke City Audit Committee was called to order at 11:00 a.m.
on Monday, March 4, 2002, with Chairman, William White, Sr., presiding.
The roll was called by Mrs. Powers
Audit Committee
Members Present:
William White, Sr., Chairman
Mayor Ralph K. Smith
William H. Carder
C. Nelson Harris
W. Alvin Hudson
Others Present:
William Bestpitch, Council Member
Mike Tuck, Senior Auditor
Darlene L. Burcham, City Manager
George C. Snead, Jr., Assistant City Manager for Operations
Elizabeth Dillon, Assistant City Attorney
Jesse A. Hall, Director of Finance
George McMillan, City Sheriff
Arthur B. Crush, i11, Clerk of Circuit Court
James Brubaker, Chief Deputy Sheriff- Major
Ann Shawver, Manager Accounting Services
Pamela C. Mosdell, Senior Auditor
Kevin A. Nicholson, Senior Auditor
Brian M. Garber, Auditor
Evelyn W. Powers, Administrative Assistant
Todd Jackson, Roanoke Times Reporter
2. FINANCIAL RELATED AUDITS:
Sheriff Canteen and Jail Inmate Funds
APA Clerk of Circuit Court
Mr. White ordered that the financial related audits be received and filed. There were no
objections to the order. Mr. White recognized Mr. Tuck for comments.
Mr. Tuck briefed the Committee on the Sheriff Canteen and Jail Inmate Funds audit
report. Mr. White made a suggestion to change ~Sales to Inmates" to "Sales to Inmates
- Commission" on the Financial Statements. He believes this is more accurate since
the Shedff receives a commission from the sales to the inmates. He also stated that a
listing of expenditures in excess of $5,000 in the future would be informative.
Audit Committee Minutes Page
Mr. Nicholson bdefed the Committee on the APA Clerk of Circuit Court audit. There
were no questions or comments.
3. PERFORMANCE AUDITS:
B.
C.
D.
E.
F.
Fire-EMS
AIIright Parking
Solid Waste Management
Critical Data Applications
City Leases
Planning and Zoning
Mr. White ordered that the performance audits be received and filed. There were no
objections to the order. Mr. White recognized Mr. Tuck for comments. Mr. Tuck
recognized each auditor who performed each of the performance audits. Mr. Garber
briefed the Committee on the Fire-EMS audit. There were no questions. Mr. White said
that he appreciated the cooperation from the Fire department in working with the audit
department to make these improvements. The City Manager said that this type of work
is a direct benefit of the audit function to identify and help management implement
immediate changes.
Mr. Tuck briefed the Committee on the AIIright Parking audit report. There were no
questions. Mr. White commented that he was glad to see this type of audit work
performed because it assured the City that we are getting what we are suppose to. The
City Manager commented that she had asked the auditor to perform this audit due to
the current contract with AIIdght expiring in July 2002. She said that this audit would be
beneficial to City management in re-negotiating the next contract and how best to
structure the next RFP.
Mr. Nicholson briefed the Committee on the Solid Waste Management audit report.
There were no questions. Mr. White commented that he was in agreement with the
recornmendations in the audit and said this is a pro-active type approach.
Mre. Mosdell bdefed the Committee on the Cdtical Data Applications audit report.
There were no questions. Mr. White asked if these applications were City developed
applications. Mre. Mosdell said that they were City developed applications.
Mr. Nicholson briefed the Committee on the City Leases audit report. Mr. Hards
commented that he was glad to see a much better plan regarding City Leases. Mr.
White inquired about whether the audit considered the performance aspects of the
agreements. Mr. Nicholson said the audit was an identification type where we limited
our review of leases to real property involving structures. The City Manager reported
that she has assigned the Economic Development department with the responsibility of
handling City leases. She also said that the City is taking an aggressive approach as to
Audit Committee Minutes Page
the management of City leases. The City is now looking at what we need and what we
do not need and declaring property as surplus if we do not need it.
Mr. Garber briefed the Committee on the Planning and Zoning audit report. Mr. Carder
asked what triggers are in place to ensure that proper conditions initiate the checks and
balances before building permits and business licenses are issued. The City Manager
said that the City cannot hold up a business license if the business completes the
application and pays the fee. Mr. Carder asked how the Meeting House obtained a
Certificate of Occupancy before all the conditions were met. The City Manager said that
the Meeting House was not given a Certificate of Occupancy, however, they opened
without one. The City Manager said that the City's only recourse was to take the
business to court. She asked Elizabeth Dillon, Assistant City Attorney to comment on
getting a business license. Mrs. Dillon said that under the Code, as long as a business
pays and meets the requirements, they could obtain a business license. Under the
current situation, the Certificate of Occupancy and the Business License is not
connected together. After much discussion from the Committee, Mr. Carder suggested
that this situation be referred to the Legislative Committee. Mr. White asked Elizabeth
Dillon to comment. Mrs. Dillon said that the Legislative Committee could look at the
avenues currently in place and avenues the Committee would like to pursue.
4. SPECIAL INVESTIGATION:
A. Payroll
Mr. White ordered that the Payroll audit be received and filed. There were no objections
to the order. Mr. Tuck briefed the Committee on the Payroll audit report. Mr. Tuck said
that the compensatory time disbursement did not violate any State or local laws. There
were no questions. Mr. Hall said that in the future, any payments would be made in
accordance with the POP. Mr. Bestpitch commented that POP #25 clearly states that
compensatory time must be approved in advance and that POP #18 does not state that
overtime should be approved in advance. Mr. Bestpitch said that POP #18 and #25
should both state advance approval to avoid any misinterpretation. The City Manager
reported to the Committee that the two POP's have already been revised and will be
presented to the Personnel and Employment Practices Commission (PEPC) in
approximately 30 days. Mr. Carder said that City management should be careful as not
to hamstring management so much to pre-approve everything because you will have to
live with the new procedure. Mr, Carder said that overtime and compensatory time is
not bad because it gets you through your peaks and valleys.
UNFINISHED BUSINESS:
A. Update on Audit Department's Website
Audit Committee Minutes Page 4
Mr. Tuck briefed the Committee on the department Website. Today's audit reports will
be placed on the departments Website by Fdday, March 8, 2002. We will also be
posting Roanoke City Public School audit reports to the Website after they are
presented to the School Board Audit Committee. All City and School audit reports
issued after January 1, 2001, will be posted to the Website. The School Board will be
adding a link from their Website to the Municipal Auditing Website in the near future.
6. NEW BUSINESS:
There was no new business to come before the Committee.
7. ADJOURNMENT:
There being no further business, the meeting was adjourned at 11:35 a.m.
William White, Sr., Chairman
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: ¢lerk@¢i.roanoke.va.us
April 3, 2002
File #110-323
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Wlodzimierz A. Zaryczny, Secretary
Roanoke Public Library Board
Roanoke, Virginia
Dear Mr. Zaryczny:
This is to advise you that Stanley G. Breakell has qualified as a member of the Roanoke
Public Library Board for a term ending June 30, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Stanley G. Breakell, do solemnly swear (or affirm) that I will support the
Constitution of the United States of America and the Constitution of the Commonwealth
of Virginia, and that I will faithfully and impartially discharge and perform all the duties
incumbent upon me as a member of the Roanoke Public Library Board for a term ending
June 30, 2002.
Subscribed and sworn to before me this/Y day of
ARTHUR B. CRUSH, III, CLERK
N:\CKMH1L&genda.02LMarch 4, 2002 correspondence.wpd
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va, us
April 3, 2002
File #60-133-236
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
The Honorable Donald S. Caldwell
Commonwealth's Attorney
Roanoke, Virginia
Dear Mr. Caldwell:
I am enclosing copy of Resolution No. 35783-040102 accepting the Virginia Exile Grant
offer made to the City by the Department of Criminal Justice Services, in the amount of
$174,014.00, with a local cash match of $17,401.00.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Dadene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The ist day of Apr±l, 2002.
No. 35783-040102.
A RESOLUTION accepting the Virginia Exile Grant offer made to the City by the
Department of Criminal Justice Services and authorizing execution of any required
documentation on behalf of the City.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The City of Roanoke does hereby accept the offer made to the City by the
Department of Criminal Justice Services of the Virginia Exile grant in the amount of $174,014.00,
the grant requires a cash match of $17,401.00, such grant being more particularly described in the
letter of the City Manager, dated April 1, 2002, upon all the terms, provisions and conditions
relating to the receipt of such funds.
2. The City Manager and the City Clerk, are hereby authorized to execute, seal and
attest, respectively, the grant agreement and all necessary documents required to accept the grant,
including any documents providing for indemnification by the City that may be required for the
City's acceptance of this grant, all such documents to 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 by the Department of Criminal Justice in connection with the City's acceptance
of this grant.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #60-133-326
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35782-040102 amending and reordaining certain
seCtions of the 2001-02 General and Grant Funds Appropriations, providing for
appropriation of $174,014.00, with a local cash match of $17,401.00, in connection with
acceptance of the Virginia Exile Grant by the Department of Criminal Justice Services for
calendar years 2002-03.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
The Honorable Donald S. Caldwell, Commonwealth's Attorney
Darlene L. Burcham, City Manager
Barry L. Key, Director, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of April, 2002.
No. 35782-040102.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002 General
and Grant Funds Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that certain
sections of the 2001-2002 General and Grant Funds Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
Gene.~.~ Fund
Appropriations
Nondepartmental
Transfer to Grant Fund (1) ...............................
Contingency (2) .......................................
Grant Fun.____~d
71,601,871
71,096,567
377,577
Appropriations
Judicial Administration
DCJ$ Exile Grant CY 2002 (3-14) .........................
Revenues
887,467
174,014
Judicial Administration
DCJS Exile Grant CY 2002 (15-16) ........................
1 ) Transfer to
Grant Fund
2) Contingency
3) Regular Employee
Salaries
4) City- Retirement
5) ICMA Match
(001-250-9310-9535)
(001-300-9410-2199)
(035-150-5142-1002)
(035-150-5142-1105)
(035-150-5142-1116)
$ 17,401
(17,401)
116,317
7,024
1,690
887,467
174,014
6) FICA
7) Medical Insurance
8) Dental Insurance
9) Life Insurance
10) Disability Insurance
11 ) Advertising
12) Administrative
Supplies
13) Mileage
14) Other Rental
15) State Grant
16) Local Match
(035-150-5142-1120)
(035-150-5142-1125)
(035-150-5142-1126)
(035-150-5142-1130)
(035-150-5142-1131)
(035-150-5142-2015)
(035-150-5142-2030)
(035-150-5142-2046)
(035-150-5142-3075)
(035-150-5142-5143)
(035-150-5142-5144)
8,598
5,736
4O3
886
310
10,000
2,400
8,650
12,000
156,613
17,401
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effect from its passage.
ATTEST:
City Clerk.
DONALD S. CALDWELL
COMMONWEALTH'S ATTORNEY
GoH ONWEALTH' OF ViRG NiA'
CITY OF ROANOKE
OFFICE OF THE COMMONWEALTH'S ATTORNEY
315 CHURCH AVENUE
ROANOKE, VIRGINIA 2401 6
April 1,2002
AREA CODE 540 TEL. NO. 853-2626
FAX 853-1201
Honorable, Mayor Ralph Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Virginia Exile Grant
Background:
The Department of Criminal Justice Services (DCJS) has awarded the City of Roanoke a grant in the amount
of $174,014 for the calendar years 2002/2003. The Grant for VI RGIN IA EX IL E in 2002/2003 will continue to
provide the City of Roanoke with additional funding resources to maintain the Commonwealth's emphasis on
prosecuting the violent gun carriers in the City. The EXILE Grant relates to the state laws, enacted in 1999,
which set minimum mandatory sentences for convicted felons who possess guns, individuals who possess
guns while possessing drugs, and people who bring guns on to school property with the intent to use them.
The City of Roanoke would use the funds to target those who illegally possess and use firearms and to
reduce the number of violent firearms crimes in the City of Roanoke. This goal will be achieved through a
unified effort of city, state, and federal prosecutors and law enforcement agencies.
VIRGINIA EXILE funding will continue at least through 2003. Re-application for funding will be required
before December 31,2003.
VIRGINIA EXILE in the City of Roanoke would continue to fund an experienced prosecutor to oversee
charges that arise from the Virginia EXILE legislation. Additionally, funding was also approved to hire an
Administrative Assistant to assist the Exile Prosecutor. Funding will also be applied to office materials,
equipment, and a public awareness campaign.
Honorable Mayor and Members of Council
April 1,2002
Page #2
Considerations:
The grant requires a cash match. To implement the VIRGINIA EXILE campaign in the City of Roanoke in
2002/2003, the City would provide local match funds of $17,401.00 from account number 001-300-1210-
2041.
Recommended Action(s):
Adopt a resolution accepting the 2002/2003 DCJS funds and authorizing the City Manager to execute the
requisite Grant Agreement, Funding Approval, and any other forms required by DCJS on behalf of the City in
order to accept such funds, said Agreement and forms to be approved as to form by the City Attorney.
Appropriate $174,014.00 as shown in attachment 1 to accounts in the Grant Fund established by the Director
of Finance and in accordance with State grant requirements and establish a grant fund revenue estimate.
Transfer funding in the amount of $17,401.00, from Office of Communications (001-300-1210-2041) to
Transfer to Grant Fund (001-250-9310-9535).
Respectfully submitted,
Roanoke City Commonwealth Attorney
DSC:msh
Attachment
pc: Honorable Darlene Burcham, City Manager
Honorable William Hackworth, City Attorney
Honorable Jess Hall, Director of Finance
1002
1105
1115
1120
1125
1126
1130
1131
2015
2030
2046
3075
Attachment 1
Progr~unAccounts
Regular Employee Salaries
ICMA - Retirement
ICMA - Match
FICA
Medical Insurance
Dental Insurance
Life Insurance
Disability Insurance
Advertising
Administrative Supplies
Local Mileage
Other Rental
TOTAL
$116,317
$ 7, 024
$ 1,690
$ 8,598
$ 5,736
$ 403
$ 886
$ 310
$ lO,OOO
$ 2,400
$ 8,650
$ 12,000
$174,014
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Virginia Exile Grant
I concur with the recommendation from Donald S. Caldwell, Commonwealth's Attorney, for
the City of Roanoke, with respect to the subject referenced above and recommend that
City Council accept the funding for the Virginia Exile Grant.
City Manager
DLB:ca
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
RALPH K. SMITH
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
April 1,2002
Council Members:
William D. Bestpitch
William H. Carder
C. Nelson Harris
W. Alvin Hudson, Jr.
William White, Sr.
Linda F. Wyatt
The Honorable Mayor and Members of
the Roanoke City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
As a part of the City Council meeting on Monday, April 1, 2002, I would like to provide
the Members of Council with a status report on a meeting of the Virginia First Cities
Coalition which was held on Thursday, March 28, in Richmond, Virginia. As a part of
the report, I would also'like to provide an update on the local impact of the State's 2002-
2004 proposed budget.
With kindest regards, I am
Sincerely,
William H. Carder
Vice-Mayor
WHC:sm
First C~ties Coalition Update
First Cities Coalition/~embers
:::::::::::::::::::::::::::::::::::::::::::
Charlottesville
Danville
Freder~cksbur~
Hampton
..... ,~:,~: ~' Hopewell ,t' Lynchbur8
~ Newport News
Norfolk
Petersbur8
PorLsmouth
Richmond
Roanoke
Staunton
Winchester
Overview Of
First Cities Coalition
:::::::::::::::::::::::::::: i ::~:
:::::::::::::::::::::::::::::::::::::::::::
· Back round of Member Cities:
· Older
· Urban
· Land-locked
· F~scally Stressed
· Prior~ties:
· State should provide stron~ ~ncent~ves for c~ty
redevelopment and reinvestment
· State should rebalance service responsibilities
and fundin~ resources to cities
· State should develop an urban policy
How the State Budget
Was Balanced
Bud et Shortfall of $2.4 Billion
State Agency Cuts and
Fee Increases- $890/~
One-Time Revenues
And Transfers - $700/~
Higher Ed. Cuts- $290M
Local Govt. Cuts - $ 525/~
Local Impact of State Cuts
· Fundin8 Reduction of
$1.3 Million
· ABC/Wine Tax
· HB 599
· Constitutional Officers
· Juvenile Justice and
Office on Youth
· Equates to 33
full-time positions
Local Strategies and Options
· Increase taxes
and fees
· Eliminate or
reduce services
· Eliminate positions
Services
~venue
What is Needed
· New Tax Structure
· New Urban Policy
· Revised Funding Formula
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
April 3, 2002
File #29-46-60-434
Darlene L. Burcham
City,Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35786-040102 authorizing the City Manager to
execute any necessary documents or agreements in connection with the Street Lighting
Agreement between the City and Appalachian Power Company, d/b/a American Electric
Power, dated July 1, 1995, in order for AEP to provide appropriate street lights and
associated electrical work for Phase II of Infrastructure Improvements to the Greater
Gainsboro Redevelopment Area Project.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Charles A. Price, Jr., Chair, Roanoke Neighborhood Development Corporation,
1509 Lafayette Boulevard, N. W., Roanoke, Virginia 24017
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Philip C. Schirmer, City Engineer
Margaret T. Munton, Budget Analyst
H:XAgenda.02XApril 1,2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGI]XIIA
The 1st day of Apr±l, 2002.
lqo. 35786-060102.
AN ORDINANCE authorizing the City Manager to execute any necessary documents or
agreements in connection with the Street Lighting Agreement between the City and Appalachian
Power Company, dPo/a American Electric Power (AEP), dated July 1, 1995, in order for AEP to
provide the appropriate street lights and associated electrical work for Phase II of the Infrastructure
Improvements to the Greater Gainsboro Redevelopment Area Project; and providing for an
emergency.
BE IT ORDAINED by the Council of the City of Roanoke as follows:
·
1. The City Manager is authorized to execute any necessary documents or agreements, in
a form approved by the City Attorney, in connection with the Street Lighting Agreement betwe~ the
City and AEP dated July 1, 1995, in order for AEP to provide the appropriate street lights and
associated electrical work for Phase II of the Infrastructure Improvements to the Greater Gainsboro
Redevelopment Area Project, in an amount not to exceed $350,000, as is more fully set forth in the
City Manager's letter to this Council dated April 1, 2002.
2. In order to provide for the usual daily operation of the municipal government, an
emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: ¢lerk@¢i.roanoke.va. us
April 3, 2002
File #29-46-60-434
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Stanley G. Breakell, President
Breakell, Inc.
P. O. Box 6414
Roanoke, Virginia 24017
Dear, Mr. Breakell'
I am enclosing copy of Ordinance No. 35785-040102 accepting the bid of Breakell, Inc.,
for construction of improvements, including water, sanitary sewer, storm drainage, curb
and sidewalk, paving, landscaping and associated work within the Greater Gainsboro
Redevelopment Area, in connection with Phase II of Infrastructure Improvements io the
Greater Gainsboro Redevelopment Area Project, in the amount of $496,183.93; and
rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Charles A. Price, Jr., Chair, Roanoke Neighborhood Development Corporation,
1509 Lafayette Boulevard, N. W., Roanoke, Virginia 24017
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Philip C. Schirmer, City Engineer
Margaret T. Munton, Budget Analyst
N:\CKMHlL&genda.02~pril 1, 2002 correspondence (rough)wpd.wpd -- '
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 2401 !-!536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
April 3, 2002
File #29-46-60-434
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Allegheny Construction Company
S. C. Rossi & Company
E. C. Pace Company
Ladies and Gentlemen:
I am enclosing copy of Ordinance No. 35785-040102 accepting the bid of Breakell, Inc.,
for construction of improvements, including water, sanitary sewer, storm drainage, curb
and sidewalk, paving, landscaping and associated work within the Greater Gainsboro
Redevelopment Area, in connection with Phase II of Infrastructure Improvements to the
Greater Gainsboro Redevelopment Area Project, in the amount of $496,183.93; and
rejecting all other bids received by the City.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
project.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
N:\CKMHl~Agenda.02~April 1,2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of Apr±l, 2002.
No. 35785-0t40102.
AN ORDINANCE accepting the bid of Breakell, Inc. for the construction of improvements,
including water, sanitary sewer, storm drainage, curb and sidewalk, paving, landscaping and
associated work, within the Greater Gainsboro Redevelopment Area in connection with Phase II of
the Infrastructure Improvements to the Greater Gainsboro Redevelopment Area Project, upon certain
terms and conditions and awarding a contract therefor; authorizing the proper City officials to execute
the requisite contract for such work; rejecting all other bids made to the City for the work; and
providing for an emergency.
·
BE IT ORDAINED by the Council of the City of Roanoke as follows:
1. The bid of Breakell, Inc. in the amount of $496,183.93 for the constructi, on of
improvements, including water, sanitary sewer, storm drainage, curb and sidewalk, paving,
landscaping and associated work, within the Greater Gainsboro Redevelopment Area in connection
with Phase II of the Infrastructure Improvements to the Greater Gainsboro Redevelopment Area
Project, as is more particularly set forth in the City Manager's Letter dated April 1, 2002, to this
Council, such bid being in full compliance with the City's plans and specifications made therefor and
as provided in the contract documents offered the bidder, which bid is on file in the Purchasing
Division, be and is hereby ACCEPTED.
2. The City Manager and the City Clerk are hereby authorized, on bebalf of the City, to
execute and attest, respectively, the requisite contract with the successful bidder, based on its
proposal made therefor and the City's specifications made therefor, the contract to be in such form
I:\Clerk~ell gninsboro 302.doc
is approved by the City Attorney, and the cost of the work to be paid for out of funds heretofore or
simultaneously appropriated by Council.
3. Any and all other bids made to the City for the above work are hereby REJECTED, and
the City Clerk is directed to notify each such bidder and to express to each the City's appreciation for
such bid.
4. In order to provide for the usual daily operation of the municipal government, an
emergency is deemed to exist, and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
l:\Clerk~bre~.eH gainsboro 302.doc
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #29-46-60-434
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35784-040102 amending and reordaining certain
sections of the 2001-02 Capital Projects Fund Appropriations, in connection with
acceptance of a bid submitted by Breakell, Inc., for construction of improvements, including
water, sanitary sewer, storm drainage, curb and sidewalk, paving, landscaping and
associated work within the Greater Gainsboro Redevelopment Area, in connection with
Phase II of Infrastructure Improvements to the Greater Gainsboro Redevelopment Area
Project.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Darlene L. Burcham, City Manager
Philip C. Schirmer, City Engineer
Margaret T. Munton, Budget Analyst
Barry L. Key, Director, Office of Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of April, 2002.
No. 35784-040102.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002
Capital Projects Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 2001-2002 Capital Projects Fund Appropriations, be, and the same
are hereby, amended and reordained to read as follows, in part:
Al~)repriation~
Economic Development $
Precision Technology (1) ..................................
General Government
Environmental Issues (2) .................................. $
Greater Gainsboro Infrastructure (3-4) .......................
Parks, Recreation and Cultural $
Gainsboro Library (5) .....................................
Streets and Bridges $
50/50 Curb, Gutter, Sidewalk (6) ............................
Williamson Road Improvements (7) .........................
Peters Creek Road Street Light (8) ..........................
Capital Improvement Reserve $
Capital Improvement Reserve (9) ...........................
1 ) Appropriated from
General Revenue
2) Appropriated from
General Revenue
3) Appropriated from
Bond Funds
Series 1999
4) Appropriated from
General Revenue
(008-310-9685-9003)
(008-052-9670-9003)
(008-410-9625-9001 )
(008-410-9625-9003)
$ (21,485)
(25,000) -
4,307
144,594
24,193,640
88',515
15,434,031
1,990,816
1,858,700
10,953,741
181,075
24,410,066
10,000
463,693
40,000
23,186,139
375,391
5) Appropriated from
General Revenue
6) Appropriated from
General Revenue
7) Appropriated from
Bond Funds
Series 1999
8) Appropriated from
General Revenue
9) Buildings and
Structures
(008-052-9626-9003) $ (
(008-052-9635-9003) (
(008-052-9716-9001 ) (
(008-530-9771-9003) (
(008-052-9575-9173) (
12,000)
40,000)
4,307)
20,000)
26,109)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage..
ATTEST:
City Clerk.
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
'Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Contract Award
Infrastructure Improvements to the
Greater Gainsboro Redevelopment
Area, Phase II
Bid No. 01-12-01
The Phase II project consists of the construction of improvements including water, sanitary
sewer, storm drainage, curb and sidewalk, paving, landscaping and associated work withih
the Greater Gainsboro Redevelopment Area.
Per Council's request, the plans were provided to Mr. Charles Price, representative of the
Roanoke Neighborhood Development Corporation (RNDC), on Thursday, March 21, 2002.
Mr. Price has provided only minor comments back to the City. These minor comments will be
addressed by increasing the number of trees and providing additional sidewalk to the contract
during the construction.
After proper advertisement, four bids were received on Tuesday, January 8, 2002, with
Breakell, Inc., 2314 Patterson Avenue, S.W., Roanoke, Virginia 24016, submitting the Iow
bid in the amount of $496,183.93. (See attached bid tabulation.) The construction time was
specified as 120 consecutive calendar days.
The City and Appalachian Power Company d/b/a American Electric Power AEP have a
Street L~ htin A reement dated J · ' ( )
_, ..... ..~gJ,_ g ~g ..... uly.1, 1995., c. oncern!ng the provision by AEP to the City of
~tfue[ ,g_n[s ana assoc~atea e~emrica~ current tor the lights. In accordance with the Street
Lighting Agreement and negotiations with AEP, AEP will provide the appropriate street lights
and electrical work for Phase II of the Greater Gainsboro Infrastructure Improvements for
$350,000.
The infrastructure improvement project is being constructed in three hases. The whole
project, including the estimated costs for Phaselll, remain within the aoPo~pted capital project
budget of $3,42-6,282. Proposed funding from available balances in several ca ital project
accounts is being used to fund AEP improvements which are ineligible for CDB~ funds due
to wage rate restrictions.
Funding in the amount of $895,802 is needed for the project. The additional funds that
exceed the contract amount will be used for lighting and electrical costs as well as
miscellaneous project expenses including advertising, prints, test services, minor variations in
bid quantities and. unforeseen project expenses. Funding in the amount of $895,802 is
available as follows:
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
Honorable Mayor and Members of Council
pril 1, 2002
age 2
$ 4,901
131,659
399,281
211,060
12,000
25,000
21,485
20,000
40,000
4,3O7
26,109
035-G00-0030-5286
035-G01-0130-5286
035-G02-0230-5286
008-410-9625
008-052-9626
008-052~9670
008-310-9685
008-530-9771
008-052-9635
008-052-9716
008-052-9575-9173
Community Development Block Grant (CDBG)
Community Development Block Grant (CDBG)
Community Development Block Grant (CDBG)
Greater Gainsboro Infrastructure
Gainsboro Library
Environmental Issues
Precision Technology
Peters Creek Road Street Light
50/50 Curb, Gutter, Sidewall~
Williamson Road Improvements
Capital Reserve - Buildings
Recommended Action:
Accept the above bid and authorize the City Manager to execute a contract for the above
work with Breakell, Inc., in the amount of $496,183.93, with 120 consecutive calendar days of
contract time, and reject all other bids.
Appropriate or transfer funding in the amount of $148,901 as detailed above to Capital
Projects Fund account 008-410-9625, Greater Gainsboro Infrastructure. CDBG funds in the
amount of $535,841 have been appropriated to the proper accounts for a total of $895,802.
Authorize the City Manager to execute any necessary documents or agreements in
connection with the StreetLighting Agreement dated July_ 1, 1995, with A palachian Power
Company d/b/a American Electric Power (AEP) in order for AEP to provi~Pe~ the a propriate
street lights and associated electrical work for Phase II of the Greater ~ainsboro
Infrastructure Improvements for $350,000.
ubmitted,
Darlene ~~
City Manager
DLB/JGB/bls
Attachment
C;
Ma.ry F. Parker, City Clerk
Wilham M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Philip C. Schirmer, City Engineer
Margaret T. Munton, Budget Analyst
#CM02-00036
TABULATION OF BIDS
INFRASTRUCTURE IMPROVEMENTS TO THE
GREATER GAINSBORO REDEVELOPMENT AREA
PHASE II
BID NO. 01-'12-01
Bids were opened by Robert L. White, Manager, Purchasing Department, on Tuesday,
January 8, 2002, at 2:00 p.m.
BIDDER AMOUNT
Breakell, Inc. $ 496,183.93
Allegheny Construction Company $ 551,264.50
S.C. Rossi & Company $ 563,000.00
E.C. Pace Company $ 654,947.00
Estimated Cost: $474,885.00
Office of the City Engineer
Roanoke, Virginia
April 1, 2002
Mar 2S 02 10:33a Paine Const BO4 821 2227
p.2
ROANOKE NEIGHBORHOOD DEVELOPMENT CORPORATION
1509 Lafayette Boulevard, NW
Roanoke, Virginia 24017
(540) 362-5165
March 25, 2002
Philip Schirmer,
City of Roanoke, Engineer Dept.
215 Church Avenue, SW.
Roanoke, Va. 24011-1591
Subject: Henry Street Phase 2 Infrastructure
Dear Mr. Schirmer:
We have reviewed the drawings for the phase 2 Infrastructure and have the following comments:
1. Mr. Bruce has stated that the new portion of concrete walk shown extending north from the
Ebony Club wi, be omitted from this phase and included in phase 3.
2. On sheet C108 there is a parking sign which will create reserved parking on a portion of the
north side of Loudon Ave. We discussed having handicap spaces also along the street in
addition to the standard parking. The handicap spaces would be for the Crewe Suite and
Dumas Hotel building.
3. On sheet C101 there is new pavement occurring in front of the Crewe Suite; Would funds be
saved if pavement was rePlaced at new utility lines only and the removal of abandon pipe line
be done in phase 3? The new asphalt pavement in front of the Crewe Suite will be
demolished dudng the development of phase 3 and replaced with concrete pattern pavement.
4. We would ~ike to discuss the placement of the trees at the northwest side of Center Ave. and
the ~ack of trees on the East side of Henry St. at the Ebony Club and Depot Dinner.
RNDC would like thank you and your staff for this opportunity to submit these comments.
Your support of RNDC's program is appreciated.
Chai~n-a~ ........... ~
Cc; Vemice Law
Darlene Burcham
City Council Members
John Baker
Thomas Mckeon
~m~ 2~ 02 10:33a Paine Const 804 821 222? p. 1
PA YNE CONSTRUCTION COMPANY
403 CLARKS ROAD P.O. BOX 599 RUSTBURG, VA 24588
TELEPHONE: (434) 821-2200
FAX: (434) 821-2227
· FAX TO: ROANOKE CITY CLERKS OFFICE
· FAX#: 540-853-1145
· COMPANY: ROANOKE CITY
· DATE: March 26, 2002
' REGARDING: ROANOKE NEIGHBORHOOD DEVELOPMENT
CORPORATION
· REMARKS: PLEASE GIVE A COPY OF THIS TO THE CITY
COUNCIL MEMBERS. THANK YOU.
· RESPONSE#:
· FAXED BY: CHARLES PRICE, JR./ks
· NUMBER OF PAGES FOLLOWING THIS PAGE: 1
The information contained in the facsimile message is privileges and confidential information intended only
for the use of the individual o1' entity named above. If the reader of this message is not the intended
recipient, you are hereby notified that any dissemination, distribution, or copying of this communication is
strictly prohibited. If you have received this communication in error, please Immediately notify us by
telephone, end return the original message to us at the above ad~Iress via the United States Postal Service.
Thank you.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #77-514
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35787-040102 authorizing the City Manager to
submit a street inventory for State maintenance payment eligibility to the Virginia
Department of Transportation (VDOT), upon forms prescribed by VDOT, for approval by
the Commonwealth Transportation Board, in order to ensure the City's eligibility for State
maintenance funds.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Jesse A. Hall, Director of Finance
Robert K. Bengtson, Director, Public Works
Kenneth H. King, Manager, Streets and Traffic
H:~Agenda.02XApril l, 2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of Apr±l, 2002.
No. 35787-040102.
A RESOLUTION authorizing the City Manager to submit a street inventory for State
maintenance payment eligibility to the Virginia Department of Transportation (VDOT), upon
forms prescribed by VDOT for approval by the Commonwealth Transportation Board, in
order to ensure the City's eligibility for State maintenance funds.
WHEREAS, the Code of Virginia (1950), as amended, establishes eligibility criteria
forJocalities for receiving funds from VDOT for street maintenance purposes; and
WHEREAS, inventory additions are required to be submitted to VDOT in order to be
eligible for payment.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke that the
City Manager is authorized to submit inventory additions to VDOT for approval by the
Commonwealth Transportation Board in order to ensure the City's eligibility for State street
maintenance funds, as set forth in the City Manager's report dated April l, 2002, and its
attachment.
ATTEST:
City Clerk.
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable W. Alvin Hudson, Council Member
Honorable William D. Bestpitch, Council Member
Honorable William White, Sr., Council Member
Honorable C. Nelson Harris, Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of Council:
Subject:
Street Inventory for State
Maintenance Payment Eligibility
Background:
Section 33.1 - 41.1 of the Code of Virginia establishes the eligibility criteria of localities
for receiving funds from the Virginia Department of Transportation (VDOT) for street
maintenance. It specifies two functional classifications of roadways (Principal/Minor
Arterials and Collector/Locals) and establishes a base payment rate per lane mile for
each classification or roadway. These rates are adjusted annually by VDOT based
upon a statewide maintenance index of unit costs for labor, equipment and materials
used by VDOT on roads and bridges.
City eligibility for fiscal year 2001-2002 is approximately $8,773,218 in street
maintenance payments from VDOT. These funds are used for eligible maintenance
expenditures that the City incurs for streets, sidewalks, curb and gutter, traffic signals
bridges, signs and pavement markings.
Considerations:
City staff has found that the attached list of streets should be submitted to VDOT to
enable their eligibility for payment in the next fiscal year. Approval of these additions to
the street inventory is expected to increase the street maintenance payments to the City
by approximately $11,564 at current year payment rates.
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci. roanoke.va,us
Honorable Mayor and Members of Council
April 1, 2002
Page 2
Recommended Action:
City Council authorize the City Manager to submit the attached list of streets to the
Virginia Department of Transportation for approval by the Commonwealth
Transportation Board to enable State Maintenance Payment eligibility.
Respectfully,
Darlene L. Burcham
City Manager
DLB/KHK/gpe
Attachment
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Robert K. Bengtson, P.E., Director of Public Works
CM02~00053
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #60-76-246
Stephanie M. M:::. ;n
Deputy City CIc
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35789-040102 authorizing the City Manager, or the
City Council's appointee to the Policy Board of the Fifth District Employment and Training
Consortium, to execute an amendment extending an existing agreement by an additional
six months with Family Services of Roanoke Valley.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc~
Bobby L. Clark, Acting Administrator, Fifth District Employment and Training
Consortium, 108 North Jefferson Street, Roanoke, Virginia 24016
Jesse A. Hall, Director of Finance
Rolanda A. Johnson, Assistant City Manager for Community Development
Glenn D. Radcliffe, Director, Human Services
H:Latgenda.02~April 1, 2002 correspondence (rough)wpd.wpd - '
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #60-76-246
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35788-040102 amending and reordaining certain
sections of the 2001-02 Consortium Fund Appropriations, providing for appropriation of
$5,625.00, in connection with an agreement between the Fifth District Employment and
Training Consortium and Family Services of Roanoke Valley to provide services for Drug
Court referrals for an additional six months beginning January 1,2002 - June 30, 2002.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
Darlene L. Burcham, City Manager
Rolanda A. Johnson, Assistant City Manager for Community Development
Glenn D. Radcliffe, Director, Human Services
Barry L. Key, Director, Office of Management and Budget
HSAgenda.02XApril 2002 correspondence (rou$ '~d.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of April, 2002.
No. 35788-040102.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002
Consortium Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 2001-2002 Consortium Fund Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
Appropriations
Fifth District Employment & Training Consortium $ 3,702,872
Drug Court Placement (1-6). 5,625
Revenues
Fifth District Employment & Training Consortium $ 3,702,872
Drug Court Placement (7) ................................... 5,625
1) Wages (034-633-2195-8350) $ 2,500
2) Fringes (034-633-2195-8351) 625
3) Communication (034-633-2195-8353) 500
4) Supplies (034-633-2195-8355) 500
5) Miscellaneous (034-633-2195-8360) 500
6) Support Services (034-633-2195-8461) 1,000
7) Drug Court Placement (034-633-2195-2195) 5,625
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effect from its passage.
ATTEST:
City Clerk.
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Funding for Fifth District
Employment and Training
Consortium from Family Services of
Roanoke Valley
Background:
The Fifth District Employment and Training Consortium (FDETC) administers the federally
funded Workforce Investment Act (WIA) for the region, which encompasses the counties
of Alleghany, Botetourt, Craig, Franklin and Roanoke as well as the cities of Covington,
Roanoke, and Salem. WIA funding is for two primary client populations:
· dislocated workers who have been laid off from employment through no fault of
their own, and
· economically disadvantaged individuals as determined by household income
guidelines set up by the U.S. Department of Labor.
The City of Roanoke is the grant recipient and fiscal agent for FDETC funding, thus, City
Council must appropriate the funding for all grants and other monies the FDETC receives.
An agreement between the Fifth District Employment and Training Consortium
(FDETC) and Family Services of Roanoke Valley dated January 2001, to provide
services for Drug Court referrals is being amended as follows: The agreement is
extended for an additional period of six months beginning January 1, 2002 and
continuing through June 30, 2002. During this period the Agency (Family Services
of Roanoke Valley) agrees to continue to pay the Service Provider (FDETC) a fixed
sum of $937.50 per month. This rate is based on an expected average of 45
offenders served per year. All other provisions of the Agreement, dated January 1,
Room 364 Municipal South 215 Church Avenue, S,W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci .roanoke.va .us
Honorable Mayor and Members of Council
April 1, 2002
Page 2
2001 and amended July 1, 2001, shall remain in effect. The additional funding will
be $5,625.00.
Considerations:
· Program Operations - Existing activities will continue and planned programs will be
implemented.
· Funding - Funds are available from the Grantor agency and other sources as
indicated, at no additional cost to the City.
Recommendations:
Authorize the City Manager, or City Council's appointee to the Policy Board of the Fifth
District Employment and Training Consortium, to execute the agreement and any
necessary amendments thereto with Family Services of Roanoke Valley.
Appropriate the FDETC's funding totaling $5,625 and increase the revenue estimate by
$5,625 in accounts to be established in the Consortium fund by the Director of Finance.
I~espectfully submitted,
Darlene L. B'~rcham
City Manager
DLB:tem
c: Rolanda Johnson, Assistant City Manager for Community Development
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director of Management and Budget
Glenn D. Radcliffe, Director of Human Services
#CM02-00048
Her ]3 02 ]0=42s F~;th O~str~=~ Consortium 540-767-6~35
p.?
The AGREE~J/NT dated the first of January, 2001 by and between
Fifth District Employment and Training Consorctu~, hereinafter
called the Service Provider, and Fa=dly Service of Roanoke
valley, 360 Campbcll Ave., Roanoke, Vlrgir~a 24Q17, hereinafter
called the agency, is heathy AMENDRD as folio/es:
~ The A~R~T ie extehded for an additional period of six
~o~lths beginning January 1, 2002 and continuing through June
30, 2002. During this period the Agency agrees to continue
to pay the Service Provider a f/xed sum of $937.50 per
~onth. This rate is based on an expected average of 45
offenders served per year.
/
· All r provisions of the AG~ dated the ~irst of January,
200t and amended July 1, 2001 shall remain in effect.
IN WITNESS WHeReOF, the parties hereto have executed this
Amendment effective January 1, 2002.
Fifth Dlstr~c~ Employment and Tra/n~ng Consortium
The ~ dated the fSrat oE Janua~f, 2001 b~ and between
FA£th Dtmtrlct ]il~l~t and T~atnincj ~~cAum, hereinafter
called the Service Provider, and Family Service of Roano~
Valle]f, 360 ~11 Ave., Roanoke, V~Z~Li& 24017, hereina£ter
called tb~ Agency, Am heathy AMRNDRD aa £ollowo:
~ For the t~riod Januar~ 1, 2001 through ~me 30,
2001, t~ ~~ a~, to ~y ~ Semite ~i~r ~
f~, for t~ ~rZo~e of this Contract t~ ~ o~ $2s0.00 for
each off~ ,e~, ~ to a ~xi~ o~ $22,000.00 per ~.
~~ on ~ 1, 2001, ~ cont~nu~ ~~ C~
of the ~ntra~ ~ri~, t~ ~en~ a~ee to pay the
P~r a f~ s~ of $937.50 ~r ~n~. ~is rate is bao~ on
~ e~c=~ a~ra~e of 45 off--ers ee~ per ~.
All o~er provisions o£ the A~ENT dated the Eir~t o£ January,
2001 ~11 remain in ef£ect.
IN WITNESS WHB~.~OF, the par~iee hereto have executed this
Amendment e£fechlve July 1, 2001.
~ar 13 O~ lO:~Oa -~iFth Dis~ric~ Consortium -540-?G?-6~35
CONTRACT
THIS AGREEMENT made the first of January, 2001 by and between
Fifth District Employment and Training Consortium, hereinafter
called the Service Provider, andFamily Service of Roanoke
Valley, 3208 Hershb~r~er Road, N.W., Roanoke, Virginia 24017,
hereinafter called the agency.
WITlqESSETH, that the Service Provider and the Agency for the
consideration hereinafter named agree as follows:
~ The Service Provider agrees to provide all
materials and labor to perform all work described in the
"Memorandum of Understanding,,, dated January 1, 2001, and shall
do all required by this Contract Forth, Terms and Conditions, and
the Memorandum of Understanding. The Service Provider and the
Agency agree that the Documents listed above form the Contract
and that said Documents are as fully a part of this Contract as
if hereto attached or herein repeated.
~ The Service Provider agrees that work Under this
Contract shall be conducted in keeping with the schedule
contained in the Memorandum of Understanding.
A~ The Service Provider shall submit a written report
describing services provided and an evaluation of the effective-
ness of the program upon completion of the contractual agreement.
~ The Agency"agrees to pay the Service Provider in
current funds for the performance of this Contract the sum of
$250.00 for each offender served, up to a m~ximum of $22,00~.00
per year.
~ Payment shall be made to the Service Provider as
soon as practicable after receipt of an invoice and narrative
report for services rendered, such payments not to be made more
than once every 30 days.
A~]~T~LF.~_~_ The Agency reserves the right to cancel and
terminate any resulting Contract, in part or in whole, without
penalty, upon 60 days written notice to the Service Provider.
Any Contract cancellation notice shall not relieve the Service
Provider of the Obligation to deliver and/or perform, on all
outstanding orders issued prior to the effective cancellation
date.
AR?TO~ 7. The Service Provider and ~heAgenc¥ ~or themselves,
~he~ successors, execu~or~, adm/n~a~o~, and
a~r~ ~o ~hs £~ ~e~£ormauace o£ ~h~ covenan~ her~n
~ During the performance of th/~ ¢ontra~t, the
Service Provider agrees as follows:
The Service Provider will not d~scriminate
against any en~loyee or a~licant for eu~loyment
because of race, religion, color, sex or national
origin ~s a bona fideo~c~aCional
reasonably necessar~ to the n~rmal operation of
the Service Provider. The Service Provider
agrees to post in con~iououe plaoem , av&ilable
to employees and applicants for employment,
notices settin~ forth the provision~ of this
nond/scrimination clause.
b
The Service Provider, in all solXcitation or
advertisements £or employees placed by or in
behalf of the Provider, will s~ate th~ such
Provider ~s an ~qu~X o~porUuniCy employer.
No=ices, advertisements and solicitat~on~ placed
in accordance with fedsral law, rule or regula~ion
shall be deemed sufficient for the ~ur~ose of
IN WITNESS HH~OF, ~he parches hereto hav~ executed this
A~ree~ent on the da~ and~ar flr~t above w~4tten.
Title: E~e, cut~ve ~ ,
13 O~ 10:41a -~i~h Dis~i~ Consortium -540-?G~-6135
p.4
MEMORANDUM OF UNDERSTANDING
-This Memorandum of Understanding made the First of January 2001
between Fifth District Employment and Training consortium,
hereinafter called the Service Provider, and Family Service of
Roanoke Valley, hereinafter called the Agency, sets forth the
understanding between the parties for the provisions of services
as described.
1. Scope of Services
The Service Provider agrees to provide all labor to provide
Employment Readiness instruction and job placement assistance to
approximately 80 referrals from Drug Court during the 12 month
period from January to December 2001. There is no guarantee of
any minimum number of such referrals.
2. Description of Services
-Employment Readiness instruction will be made available for
individuals or groups as appropriate based on the frequency
number of referrals. This activity will involve classroom
instruction or tutoring, individual assessment, testing and
counseling. Participants will be provided the tools to be
successful in their job search and attainment of employment.
'Goal Setting Job Seeking Resources
Communication Skills Identification
Virginia View Application Tip~
Resume Development VEC Registration
Labor Market Information Job Identification
Job Search Process Interviewing
Maintaining Employment Effective Telephone
Employer Expectations'
Individual Assessment
Career Aptitude Placement Survey (CAPS) -(if needed)
Referrals in need of education and training n:ecessary to obtain
employment will be provided this service if .~A. eligibility is
determined and funds are available.
13 OE IO:41a Fi~th District Conso~tAum -540-?G?-G135 -p.S
Page 2
Drug Court
-Job Placement Assistance will be provided by the Service
Provider's coordinator as well as their job development team.
The Service Provider has been successful in meeting job placement
~oal~, which reflect the high quality of employemt placement
activities conducted by the FDETC over the past twenty-five
years. The Service provider will accept individual referrals for
Job Placement Assistance. Individuals will be assessed and
referred to ~he most appropriate employer(s). The FDETC projects
that at a minimum 50% of all referrals will be employed within 45
days after the date of referral.
supportive Service needs of the participants will be addressed by
the ~ervice Provider. These include transportation, food,
clothing, shelter, medical etc. or items necessary to obtain and
retain employment. Bus tickets will be provided for participants
to travel to job interviews.
3. Service Provider Experience:
In its capacity as ~F/2% service deliverer, the FDETC has twenty-
five year's experience in areas such as eligibility determina-
tion; assessment of educational level, skills and aptitudes, case
management, including the development and implementation of
individualized action plans, brokering of cost effective training
opportunities matched to local labor market needs, job search
skills, (including resume development and interviewing),
supervised employment placement, program monitoring and
evaluation ae well as job development and placement.
.;
Cost:
The costs associated with the provision of the above described
services are as follows:
~$250.00 per ~arti¢ipant, inclusive of all costs for
Employment Readiness, Job Search Assistance and Support
Services. It is understood that a participant who has been
previously served may be referred to the provider again for
additional placement assistance, and that this would
constitute an additional untt of service for statistical
purposes and for billing and payment.
Page 3
Drug Court
5. Cost Distribution
The costs described in item 4 will be remitted as follows:
The Service Provider will bill the Agency for services and
expenses listed above at the end of each month, commencing
January 1, 2001 and ending December 31, 2001. The invoices
will be submitted to the agency monthly, which will in turn
include those expenses in one combined invoice for all
supportive services and submit the comb/ned invoice to Drug
Court staff for payment. The agency will pay the Service
Provider's invoic~ following receipt of funds from Drug
Court.
6. Schedule/Timetable
It is expected that services will be rendered in keeping with a
schedule developed and agreed upon by both parties.
7. Evaluation Criteria
Program will be evaluated by tracking referrals, Job placements,
hourly rate and provision of supportive service.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #5-20
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35790-040102 designating the procurement method
known as competitive negotiation, rather than the procurement method known as
competitive sealed bidding, to be used for the procurement of Parking Ticket Issuance and
Management system and software services.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
H:XAgenda.02~April 1,2002 correspondence (rough)wpd.wpd
Jesse A. Hall, Director of Finance
Joe D. Slone, Director, Department of Technology
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Barry L. Key, Director, Management and Budget
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of April, 2002.
No. 35790-040102.
A RESOLUTION designating the procurement method known as competitive
negotiation, rather than the procurement method known as competitive sealed bidding, to
be used for the procurement of Parking Ticket Issuance and Management system and
sot'v0vare services; and documenting the basis for this determination.
WHEREAS,
following:
·
·
the City seeks to procure proposals from vendors to provide the
A client based Parking Management System capable of recording all identified
data elements relative to our current Parking Management requirements.
· Hardware identified as required for remote citation data collection, validation, arid
automated uploading
Develop or assist in the development of both front and backend interfaces to our
current Cash Register Payment Processing system.
· Parking Permit functionality based on standard needs assessment.
· Open-ended data query process which allows the user to easily address all
reporting needs.
· Assist in the implementation of this system and create utilities that further the
functionality of this system; and,
WHEREAS, this Council finds that the use of the procurement method of
competitive negotiation for the above mentioned services will allow for consideration of
the factors of experience, qualifications, references, customer responsiveness, manpower
allocation, financial management and quality of reports as related to the vendor and
sot'nvare design, platform, functionality, reliability and adaptability to interface which are
of equal, if not greater, importance than the cost.
H:Wleasures~Parldng Ticket Iss4Jance and Mgmt System BCR.doc
WHEREAS, City Council is of the opinion that such services should be procured
by competitive negotiation rather than competitive sealed bidding.
THEREFORE, BE IT RESOLVED by this Council of the City of Roanoke as
follows:
1. Pursuant to Section 23.1-4 (e), Code of the City of Roanoke, (1979), as
amended, this Council finds that the procurement method known as competitive sealed
bidding is not practicable and/or is not fiscally advantageous to the public for the reasons
set forth above for the procurement of Parking Ticket Issuance and Management system
and software services.
2.
negotiation
City Council directs that the procurement method known as competitive
shall be used for the procurement of Parking Ticket Issuance and
Management system and software services, as more fully set forth in the City Manager's
Letter to this Council dated April 1, 2002.
3. This Resolution documents the basis for City Council's determination.
ATTEST:
City Clerk
H:Wleasures~Parking Ticke~ Issuance and Mgmt System BCR.doc
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable
Honorable
Honorable
Honorable
Honorable
William D. Bestpitch, Council Member
C. Nelson Harris, Council Member
W. Alvin Hudson, Jr., Council Member
William White, Sr., Council Member
Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Competitive Negotiation
For Services
Background:
The City desires the opportunity to consider entering into a contractual agreement with
a provider of an Automated Parking Ticket Issuance and Management System
containing the following primary features:
· A client based Parking Management System capable of recording all identified
data elements relative to our current Parking Management Application.
· Hardware identified as required for remote citation data collection, validation, and
automated uploading.
· Develop or assistance in the development of both front and backend interfaces'to
our current Cash Register Payment Processing system.
· Parking Permit functionality based on standard needs assessment.
· Open-ended data query process, which allows the user to easily address all
reporting needs.
Although the sealed bid method of procurement would normally be used, it is not
practicable or fiscally advantageous to the public in procuring the above services. The
experience, qualifications, and references of firms that can provide the above listed
services are of equal, if not greater, importance than the cost. Issues of experience in
the development of a complete Parking Management solution, quality of reports,
reputation of the software developer, and pricing advantages are of vast importance in
the areas of services for the Police Department, Billings and Collections, and
Department of Technology. Additional issues, other than price, for the software design,
platform, functionality, reliability, and adaptability to interfaces must be taken into
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
The Honorable Mayor and Members of Council
April 1, 2002
Page 2
account. The procurement of this system and software services must include a means
to evaluate the quality of services to be provided in areas such as customer
responsiveness, manpower allocation and financial management. Therefore, the
process of competitive negotiation using the request for proposal has been identified as
the best method for procurement of these services.
Considerations:
The Code of the City of Roanoke provides, as an alternate method of procurement to
using the bid process, a process identified as "competitive negotiation." Prior approval
by Council is necessary before the alternate method may be used. See City Code
Section 23.1-4 (e). This method will allow for negotiations with two (2) or more
providers to determine the best qualified at the most competitive price or rate.
Recommended Action:
City Council authorize the use of competitive negotiation as the method to secure
vendors to provide appropriate services as identified in this letter.
Respectfully submitted,
Darlene L.~ m~~~j~J'
City Manager
DLB: js
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director of OMB
Joe D. Slone, Director of Technology
Robert L. White, Purchasing Manager
#CM02-00056
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #24-57-60-289-514-555
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35792-040102 amending, reordaining, and renaming
§30-9.1, Sidewalk obstructions, Article 1, In general, Chapter 30, Streets and Sidewalks,
of the Code of the City of Roanoke (1979), as amended, to provide for an outdoor dining
permit program to be implemented within the City of Roanoke, and directing amendment
of the Fee Compendium.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1, 2002, and will be in full force and
effect ten days following the date of adoption.
Mary F. Parker, CMC
City C~erk
MFP:mh
Attachment
pc: The Honorable Richard C. Pattisall, Chief Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of
Virginia
H:~Agenda.02',April l, 2002 correspondence (rough)wpd.wpd ~ '
Darlene L. Burcham
April 3, 2002
Page 2
pc:
The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia
The Honorable Jonathan M. Apgar, Judge, Twenty-Third Judicial Circuit of Virginia
The Honorable Julian H. Raney, Jr., Chief Judge, General District Court
The Honorable George W. Harris, Jr., Judge, General District Court
The Honorable Vincent A. Lilley, Judge, General District Court
The Honorable William D. Broadhurst, Judge, General District Court
The Honorable Jacqueline F. Ward Talevi, Judge, General District Court
The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations
District Court
The Honorable Joseph M. Clarke, II, Judge, Juvenile and Domestic Relations
District Court
The Honorable Philip Trompeter, Judge, Juvenile and Domestic Relations District
Court
The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations District
Court
Sheila N. Hartman, Assistant City Clerk, (For transmittal by electronic mail to
Municipal Code Corporation)
Raymond F. Leven, Public Defender, 210 First Street, S. W., Roanoke, Virginia
24011
Ronald S. Albright, Clerk, General District Court
David C. Wells, Clerk, Juvenile and Domestic Relations District Court
Peggy B. Stewart, Office of the Magistrate
Michael R. Meise, Law Librarian
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Assistant City Manager for Operations
Robert K. Bengtson, Director, Public Works
Elizabeth A. Neu, Director of Economic Development
A. L. Gaskins, Chief of Police
Judy Evans, Acting President, Downtown Roanoke, Inc., 310 1st Street, S. W.,
Roanoke, Virginia 24011
H:~Agenda.02~pdl l, 2002 correspondence (rough)wpd.wpd - ~
1N THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of April, 2002.
No. 35792-040102.
AN ORDINANCE amending, reordaining, and renaming §30-9.1, Sidewalk
obstructions, Article 1, In general, Chapter 30, Streets and Sidewalks, of the Code of the City
of Roanoke (1979), as amended, to provide for an outdoor dining permit program to be
implemented within the City of Roanoke, and directing amendment of the Fee Compendium;
and dispensing with the second reading by title of this ordinance.
BE IT ORDAINED by the Council of the City of Roanoke, as follows:
· 1. Section 30-9.1, Sidewalk obstructions, Article 1, In general, Chapter 30, Streets
and Sidewalks, of the Code of the City of Roanoke (1979), as amended, is hereby amended
and reordained to read and provide as follows:
§30-9.1. Outdoor dining.
The city manager shall be authorized to issue permits to authorize
placement of easily movable items, such as tables, chairs, planters, trash
receptacles, barriers and chains, and other related items, upon designated
portions of the public sidewalks, right-of-way that has been closed to vehicular
traffic by City Council during the applicable hours, and public property in any
area of the city for the purpose of permitting the area to be used by the
permittee for outdoor dining. Such permits may be issued on the following
terms and conditions:
(1) Such permits may be issued only to such persons or entities
which own or lease property in the City of Roanoke and which are licensed by
the Virginia Department of Health to serve food on or from such owned or
leased property. Such owned or leased property shall be referred to in this
section as the permittee's premises.
(2) Such permits shall be revocable with or without cause in the
discretion of the city manager. Upon revocation of a permit and notice~to the
03/20/02
permittee, the city manager shall be authorized to remove any items previously
permitted to be placed in the public right-of-way or on public property and
dispose of the same.
(3) The issuance of such permits shall be conditioned upon the
permittee's agreement to indemnify and hold harmless the city, its officers,
employees and agents, from all claims, demands, damages, actions, causes of
action, or any fine or penalty, or suits of any kind whatsoever, either at law or
in equity, including any claim for court costs or attorney fees, for theft, damage
to property, injury to person, or death, arising out of the construction,
maintenance, use, operation or removal, of any items permitted in the public
right-of-way or on public property, or out of the conducting of outdoor dining
activities in the public right-of-way or on public property.
(4) The issuance of such permits shall be conditioned upon the
permittee's maintaining general public liability insurance, naming the city, its
officers, employees and agents, as additional named insureds with respect to
the construction, maintenance, use, operation, or removal of any items, such
as tables, chairs, planters, trash receptacles, barriers and chains, and other
related items, or the conducting of outdoor dining activities, in the public right-
of-way or on public property, in the amount of not less than one million dollars
($1,000,000.00), and filing with the city's risk manager a current certificate of
insurance, demonstrating continued compliance with this subsection. Such
insurance shall not be cancelled without thirty (30) days written notice to the
city.
(5) The issuance of such permits shall be conditioned upon the
permittee's complying with all applicable rules, regulations, ordinances, laws
or statutes, including those regulations promulgated or enforced by the
Virginia Alcoholic Beverage Control Board and the Virginia Board of Health.
(6) The permit issued pursuant to this section shall not be
transferable.
(7) Application for all of such permits for the purpose of permitting
an area to be used by a permittee for outdoor dining shall be made on forms
provided by the city.
(8) The city manager may promulgate additional terms or conditions
applicable to any or all of such permits issued for the purpose of permitting an
area to be used by the permittee for outdoor dining which are not inconsistent
03/20/02
with the provisions in this section. Violation of any of such terms or
conditions may result in revocation of a permit.
(9) The application fee and any annual permit fee for any permit
issued for the purpose of permitting an area to be used by a permittee for
outdoor dining pursuant to this section shall be in such amounts as are
prescribed, from time to time, by the City Council and published in the City's
fee compendium. Such fees shall be in addition to any other applicable fees
required by this Code, or other applicable law, ordinance, rule or regulation.
(10) Upon the issuance of any permit under this section, the city
manager shall specifically designate the portion or portions of the public
sidewalks, right-of-way that has been closed .to vehicular traffic by City
Council during the applicable hours, or public property upon which easily
removable items, such as tables~ chairs, planters, trash receptacles, barriers and
chains, or other related items, may be placed. Such a designated area or areas
shall be in close proximity to the permittee's premises. If the designated area
or areas do not adjoin the permittee's premises, the permittee must obtain the
written consent of the owner or lessee of any private property which the
designated area or areas adjoin.
(11) Nothing contained in this section shall be construed to relieve
any permittee from liability for any negligence or recklessness with respect to
the placement or maintenance of easily removable items, such as tables, chairs,
planters, trash receptacles, barriers and chains, and related items, or any other
exercise of the privileges authorized by such permit.
(12) The decision of whether to grant an outdoor dining permit shall
be exclusively that of the city manager. In deciding whether to issue an
outdoor dining permit, the city manager shall consider whether the permittee,
by conducting outdoor dining, will promote the general welfare and economy
of the City, whether the permittee has complied with all of the requirements
of this section and any regulations promulgated by the city manager, and
whether the activity will unreasonably interfere with the flow of pedestrians
or motor vehicles or otherwise present a hazard or threat to the general public
health, safety and welfare.
2. The Fee Compendium of the City, maintained by the Director of Finance and
authorized and approved by the City Council by Resolution No. 32412-032795, adopted
March 27, 1995, effective as of that date, as amended, shall be amended to include an
03/20/02 3
application fee of $75.00, and annual permit fees as follows: $6.50 per square foot of space
permitted by the City Manager for calendar year 2002, $7.00 per square foot of space
permitted by the City Manager for calendar year 2003, and $8.00 per square foot of space
permitted by the City Manager for calendar year 2004, as set forth in the letter dated
March 18, 2002, from the City Manager to this Council.
3. Pursuant to §12 of the City Charter, the second reading of this ordinance by
title is hereby dispensed with.
ATTEST:
City Clerk.
03/20/02 4
Office of the City Manager
April 1, 2002
The Honorable Ralph K. Smith, Mayor
The Honorable William Carder, Vice-Mayor
The Honorable William Bestpitch, Council Member
The Honorable Nelson Harris, Council Member
The Honorable Alvin Hudson, Council Member
The Honorable William White, Council Member
The Honorable Linda Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Outdoor Dining. Amendment of
Section 30-9.1 of the Code of the
City of Roanoke (1979), as
amended.
Background:
A committee, made up of city staff, business leaders and DRI staff, reviewed and made
recommendations to amend Section 30-9.1 of the City Code to allow restaurants to use
the sidewalks, designated streets, and other public property in Roanoke's commercially
zoned areas. Current section 30-9.1 of the City Code permits such activities in only the
C-3 Central Business District. After the amendment, and implementation of a new
Permit Application, restaurants will be allowed to use portions of sidewalks throughout
the City, specially designated streets, and other public property for outdoor dining
purposes. The committee evaluated and addressed many issues and regulations
surrounding outdoor dining, including ADA compliance, zoning, ABC, health
department, pedestrian safety, policing, trash collection, and traffic. Such issues will be
addressed in regulations promulgated by the City Manager, and the amended
Ordinance will include establishing new fees to be included in the Fee Compendium.
These fees may need to be modified in the future to address increased or decreased
expenditures in the operation of the areas.
The Board of Downtown Roanoke, Inc. (DRI) voted to approve the Outdoor Dining
Ordinance changes and the regulations outlined in the application on March 12, 2002.
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roanoke.va.us
Honorable Mayor and Members of Council
April 1, 2002
Page 2
Recommendations:
City Council adopt the ordinance amending Section 30-9.1, of the Code of the City of
Roanoke (1979), as amended, and amend the Fee Compendium.
Respectfully submitted,
~)arlene L. Burdha)m
City Manager
DLB:sks
c: Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Steven J. Talevi, City Attorney
Mary F. Parker, City Clerk
George C. Snead, Assistant City Manager
Robert K. Bengtson, Director of Public Works
Elizabeth Neu, Director of Economic Development
Judy Evans, Acting President, DRI
CM02-00055
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #20-24-277-553-556
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35794-040102 establishing a program providing for
free parking for certain downtown residents in certain City-owned or City-controlled parking
garages as recommended by the City Manager's letter and attachment dated April 1,2002.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Judy Evans, Acting President, Downtown Roanoke, Inc., 310 1st Street, S. W.,
Roanoke, Virginia 24011
Jesse A. Hall, Director of Finance
Robert K. Bengtson, Director, Public Works
Deborah J. Moses, Parking Coordinator, Economic Development
H:LAgenda.02XApril 1,2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of Apr±i, 2002.
No. 35794-060102.
A RESOLUTION establishing a program providing for free parking for certain
downtown residents in certain City-owned or City-controlled parking garages as
recommended by the City Manager's letter and attachment, dated April l, 2002.
WHEREAS, this Council seeks to encourage persons living downtown; and
WHEREAS, the provision of adequate parking in the downtown area is critical to the
success of City Council's goal of encouraging downtown housing;
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. City Council approves and hereby establishes the program to provide certain
downtown residents free parking in certain City-owned or City-controlled parking garages,
the details of which are set forth in the City Manager's letter and attachment, dated April l,
2002.
2. This program shall take effect upon the adoption of this resolution and shall be
effective for one year with the option to renew the program for two additional one year terms
at the discretion of the City Manager.
ATTEST:
City Clerk.
'~: \PAR~.HG DO~IiTO~I~ ~ESY. D~qTS ~$.DOC~a~'king Downtown R~s£d~nts
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #20-24-277-553-556
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Ordinance No. 35793-040102 amending Section 20-77 through and
including 20-80 of Division 2 Residential Parkinq Permits, of Article IV, Stopping, Standing
and Parking, Chapter 20, Motor Vehicles and Traffic, Code of the City of Roanoke (1979),
as amended, amending the City's residential parking permit system; and amending the
City's Fee Compendium to establish certain fees for such permits.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
The Honorable Richard C. Pattisall, Chief Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Diane McQ. Strickland, Judge, Twenty-Third Judicial Circuit of
Virginia
H:XAgenda.02~.pril 1, 2002 correspondence (rough)wpd.wpd
Darlene L. Burcham
April 3, 2002
Page 2
pc~
The Honorable Clifford R. Weckstein, Judge, Twenty-Third Judicial Circuit of
Virginia
The Honorable Robert P. Doherty, Judge, Twenty-Third Judicial Circuit of Virginia
The Honorable Jonathan M. Apgar, Judge, Twenty-Third Judicial Circuit of Virginia
The Honorable Julian H. Raney, Jr., Chief Judge, General District Court
The Honorable George W. Harris, Jr., Judge, General District Court
The Honorable Vincent A. Lilley, Judge, General District Court
The Honorable William D. Broadhurst, Judge, General District Court
The Honorable Jacqueline F. Ward Talevi, Judge, General District Court
The Honorable John B. Ferguson, Chief Judge, Juvenile and Domestic Relations
District Court
The Honorable Jose'ph M. Clarke, II, Judge, Juvenile and Domestic Relations
District Court
The Honorable'Philip Trompeter, Judge, Juvenile and Domestic Relations District
Court
The Honorable Joseph P. Bounds, Judge, Juvenile and Domestic Relations District
Court
Sheila N. Hartman, Assistant City Clerk, (For transmittal by electronic mail to
Municipal Code Corporation)
Judy Evans, Acting President, Downtown Roanoke, Inc., 310 1st Street, S. W.,
Roanoke, Virginia 24011
Raymond F. Leven, Public Defender, 210 First Street, S. W., Roanoke, Virginia
24011
Ronald S. Albright, Clerk, General District Court
David C. Wells, Clerk, Juvenile and Domestic Relations District Court
Peggy B. Stewart, Office of the Magistrate
Michael R. Meise, Law Librarian
Jesse A. Hall, Director of Finance
Robert K. Bengtson, Director, Public Works
George C. Snead, Jr., Assistant City Manager for Operations
A. L. Gaskins, Chief of Police
H:~Agenda.02~April 1, 2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The ist day of Apr±l, 2002.
I%. 35793-0/40102.
AN ORDINANCE amending Section 20-77 through and including 20-80 of Division 2
Residential Parking Permits, of Article IV, Stopping. Standing and Parking, Chapter 20, Motor
Vehicles and Traffic, Code of the City of Roanoke (1979), as amended, amending the City's
residential parking permit system; amending the City's fee compendium to establish certain fees for
such permits; and providing for an emergency.
BE IT ORDAINED by the Council of the City of Roanoke that:
1. Section 20-77 through and including 20-80 of Division 2 Residential Parking Permits,
of Article IV, Stopping. Standing and Parkinff_, Chapter 20, Motor Vehicles and Traffic, Code of the
City of Roanoke (1979), as amended, is amended to read and provide as follows:
Article IV. Stopping Standing and Parking
DIVISION 2: RESIDENTIAL PARKING PERMITS
§20-77.
Residential Parking Permit Policy.
This division is adopted in order to manage traffic on public streets within residential
areas and within the Downtown Service District; to reduce hazardous traffic
conditions caused by the use of such streets for vehicular parking; to protect
residential, areas fi.om unreasonable noise and disturbance; to provide residents
reasonable access to their residences; to protect and preserve the peace, tranquility,
convenience and character of residential neighborhoods located in close proximity to
commercial areas of the city, and to provide downtown residents with reasonable
access to parking within the Downtown Service District (DSD).
§20-78. Definitions
Parkingpermit area shall mean a block, road, street, or other area within the city in which the
general parking of vehicles is restricted but vehicles properly displaying a valid permit or
visitors pass are exempted from the posted restriction.
Downtown Service District (DSD) has the boundaries of the downtown service district as set
out in Section 32-102.2 of this Code.
§20-79.
Designation & Revocation of Parking Permit Areas
(a)
The city manager may designate, by written directive, parking permit areas within the
city. Prior to making such designation, the city manager may call for a parking study
and shall conduct a community meeting(s) at which interested parties may be heard on
the proposal to designate the subject area as a parking permit area. At least seven
days prior to the meeting, public notice shall be published in a newspaper of general
circulation in the city. The city manager may also use any other means of notification
deemed appropriate. Within thirty (30) days after completion of the last community
meeting, the city manager, based upon the considerations set forth in 20-77, shall
approve or disapprove the designation of the area as a parking permit area and, if
approved, establish the subject parking regulation thereatter. In the case of the
Downtown Service District (DSD) a public meeting and notification thereof is not
required; however, the City Manager shall seek community input through various
means such as recommendations from Downtown Roanoke Inc. (DP-d). After the
receipt of community input regarding potential designation of an area, within the DSD
as a parking permit area, the City Manager may establish the subject parking
regulation.
(b) The city manager may revoke the designation of the parking permit area at anytime.
(c)
The authority granted herein shall be in addition to, and may be exercised in
conjunction with, any other authority the city manager may have to regulate the times
and conditions of motor vehicle parking.
§20-80.
Permits Generally
(a)
Following the designation of a residential permit parking area by the city
manager, the city treasurer shall issue annual residential parking permits for
the area so designated. Each adult resident within the DSD will be allowed
one application. Permit parking areas outside the DSD will be limited to one
application from each household.
(b)
An applicant for a permit shall present his or her motor vehicle registration(s)
and operator's license indicating residence in the designated permit area. No
(c)
(d)
(e)
(0
(h)
permit shall be issued if the residential address displayed on the vehicle
registration(s) or the operator's license is other than in the designated area.
Upon application and payment of the prescribed fee, one (1) permit shall be
issued for each motor vehicle registration presented, not to exceed one (1)
permit per adult resident within the DSD or a maximum of four (4) permits
per household outside the DSD. Each applicant fi.om areas outside the
Downtown Service District (DSD) shall also be issued two (2) complimentary
visitor's passes per household. Visitor passes will not be issued for residents
within the DSD.
Permits shall be displayed on the left rear bumper of the resident's vehicle.
Visitor passes shall be displayed in the left rear window.
Permits issued pursuant to this section shah not be transferable, except as
provided in §20-83, and may be revoked by the city treasurer in the event the
treasurer determines that the owner of the permit no longer resides in the
designated area. Upon written notification of such revocation, the holder of
the permit shall surrender such permit to the city treasurer.
Replacement permits and passes shall be issued for lost, damaged or stolen
permits or passes (where applicable) upon proof of such loss, damage or theft.
Damaged permits or passes must be produced as proof under this section.
Verification of loss or theft by a police incident report shah be sufficient proof
of loss or theft of any such permit or pass under this section.
One time "Special Event" parking requiting multiple parking spaces may be
authorized upon application and approval of the city manager.
Participation in this program and possession of a residential parking permit
shah in no way guarantee an individual the availability of a parking space
within their block nor shall it exempt vehicles fi.om posted or statutory
parking restrictions unless explicitly posted within the designated area.
2. The Fee Compendium of the City, maintained by the Director of Finance and
authorized and approved by the City Council by Resolution No. 32412-032795, adopted March 27,
1995, effective as of that date, shah be amended so the annual permit fee of five dollars ($5.00)
applies to each residential unit within the DSD for a maximum of one (1) permit per adult resident
within the residential unit in the DSD.
3. In order to provide for the usual operation of the municipal government, an emergency
is deemed to exist and this ordinance shall be in full force and effect upon its passage.
ATTEST:
City Clerk.
H:'~l~asureakl)owmown Rezid~tia! Pattcing Permit Ordinaace.doc
Office of the City Manager
April 1, 2001
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable W. Alvin Hudson, Council Member
Honorable William D. Bestpitch, Council Member
Honorable William White, Sr., Council Member
Honorable C. Nelson Harris, Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject: Downtown Residential Parking
Background:
In 1998, representatives from Downtown Roanoke, Incorporated (DRI) and City of
Roanoke staff met with Downtown housing developers regarding the need for
Downtown residential parking. Developers identified such parking as being critical to
the success of Downtown living. This led to a strategy by which Downtown residents
would be able to park for free in City-owned parking garages. City Council approved
this strategy on July 6, 1998 for a period of three years. As of July 2001, 18 residents
were making use of this parking provision. Since that time, staff and DRI have been
evaluating that parking strategy in conjunction with other measures to further improve
Downtown residential parking.
Also, at Council's October 18, 2001 meeting, Council adopted an ordinance that
provided certain Roanoke neighborhoods with a process by which it is now possible to
create parking permit areas to allow greater access to residents to on-street parking
near their homes. To date, no applications have been made under this process. At that
Council meeting, staff indicated that those regulations were not designed to address
residential parking in the Downtown area.
In seeking input from Downtown residents, staff learned that these residents recognize
that they do not have, nor are they likely to ever have, the benefit of a guaranteed
parking space at their front doorstep that many residents in neighborhoods now enjoy.
However, they believe there is a need to provide some parking benefits that would
serve as an incentive for moving to and staying Downtown. Likewise, developers of
Downtown residences continue to seek some assurances that more opportunities for
residents to park downtown are available. This is important to developers as it helps in
securing financing for their residential projects.
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci.roano ke.va.us
Mayor and Members of Council
April 1, 2002
Page 2
Residents identified four (4) issues that are important to their decision to move into and
remain in Downtown:
Increase the availability of parking or loading zones, especially between the
hours of 6AM and 6PM. This is viewed as particularly desirable for unloading
items such as groceries in close proximity to their residences.
2. Allow unrestricted parking in timed parking spaces for nights and weekends.
3. Continue to allow free parking in City-owned parking garages for Downtown
residences.
4. Provide for an enhanced feeling of security along the walking paths between
residences and parking areas, as well as in the parking garages themselves.
In response to these issues, staff advised the residents that permit parking for areas
could be established in strategically placed locations for the use of residents that
purchase a permit. While existing timed parking restrictions would remain in effect at
those locations for use by vehicles without a permit (such as in 15 minute, 30 minute or
1 hour parking zones), the permitted vehicle would have the convenience of parking for
a longer period of time (at any time of day) in any permit-parking zone as designated by
the City Manager. As an example, if a permitted vehicle were allowed to park for two
hours in any parking zone between 6 AM and 6 PM, extending permit parking to the
Downtown area could effectively allow a Downtown resident to park from 4 PM in the
afternoon to 8 AM the following morning without having to move his vehicle. This
program includes a $5 fee per residential unit and a limit of one (1) permit per licensed
adult resident.
Staff also advised the residents that the previous free parking program for residents in
Downtown parking garages could be reestablished. This provides residents with the
option of 24-hour, uninterrupted parking, when the convenience of on-street parking is
not necessary. Provisions for this program are listed on the attachment. There will also
be a need to continue to provide appropriate safety measures in these garages as well
as along the walking paths to and from residences.
Reaction to these proposals has been generally supportive. There continue to be
business owners and residents that would advocate either extreme on this issue, that is,
those that desire no designated on-street parking for residents due to the impact on
business and there are those who believe that on-street parking should be made
available at certain locations without restriction, allowing 24~hour resident parking at all
times.
Mayor and Members of Council
April 1, 2002
Page 3
Recommended Action:
City Council adopt the resolution reestablishing the program to provide residents within
the Downtown Service District free parking in certain City-owned or City-controlled
parking garages and authorize the amendment of the City Code, Division 2, Residential
Parking Permits, within ^rticle IV, Stopping, Standing and Parking, of Chapter 20, Motor
Vehicles and Traffic, to include the Downtown Service District as an eligible
neighborhood in the residential parking permit program; and amend the City's fee
compendium to provide for the permit fees.
Sincerely,
City Manager
DLB/RKB/gpe
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse ^. Hall, Director of Finance
Robert K. Bengtson, P.E., Director of Public Works
CM02-00054
Provisions for Residential Parking in Certain
City-owned or City-controlled Parking Garages
Attachment
· Residents of Downtown shall be permitted to park for no charge in certain
City-owned or City-controlled parking garages (the one nearest their
housing) at any time. This would be limited to up to two (2) vehicles per
residential unit, based upon the number of occupants (if only one resident,
then only one vehicle). The garages to which the program applies shall be
Church Avenue, Century Station, Market Square, First Union Tower, and
Williamson Road.
Vehicles shall be required to display a current City Of Roanoke parking tag
that would be issued by the manager of the parking garage and renewed
every year.
A resident of Downtown is defined as someone who is living in the area
defined as the Downtown Service District south of the railroad tracks and
who can show proof of residency through a rental agreement, property tax
bill, current utility bill, or current telephone bill that shows a physical
residential address within such area. The resident must also possess a
current vehicle registration with such vehicle registered in the name of the
resident.
· Parking is subject to availability in these garages.
· The manager of the parking garage will enforce parking usage in the City-
owned or City-controlled parking garages.
· Downtown Roanoke, Inc., will certify that parking applicants meet the
resident criteria.
· Parking tags will be revoked if found on vehicle other than those of the
Downtown resident.
· The City of Roanoke will not dismiss parking tickets issued to vehicles with
expired parking tags.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #20-24-277-553-556
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City 'Manager
Roanoke, Virginia
Dear Ms. Burcham:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
April 1, 2002, Council Member Wyatt requested'that residential parking spaces in
downtown Roanoke not be clustered together.
Mary F. Parker, CMC
City Clerk
MFP:mh
H:L&genda.02LApril 1,2002 correspondence (rough)wpd.wpd
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #2-60
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Jesse A. Hall
Director of Finance
Roanoke, Virginia
Dear Mr. Hall:
I am attaching copy of Ordinance No. 35795-040102 amending and reordaining certain
sections of the 2001-02 Transportation Fund Appropriations, providing for appropriation
of $205,000.00, with regard to purchase of property from Virginia Vaughan, described as
Official Tax Nos. 1010409-1010411, inclusive.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Darlene L. Burcham, City Manager
Barry L. Key, Director, Management and Budget
Elizabeth A. Neu, Director of Economic Development
H:~Agenda.02XApril 1,2002 correspondence (rough)wpd.wpd ~,
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 1st day of April, 2002.
No. 35795-040102.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002
Transportation Fund Appropriations, and providing for an emergency.
WHEREAS, for the usual daily operation of the Municipal Government of the City
of Roanoke, an emergency is declared to exist.
THEREFORE, BE IT ORDAINED by the Council of the City of Roanoke that
certain sections of the 2001-2002 Transportation Fund Appropriations, be, and the same
are hereby, amended and reordained to read as follows, in part:
ADDreDriations
Capital Outlay $ 205,000
Salem Avenue Parking Lot (1) ................................ 205,000
Retained Earnings
Retained Earnings - Available for Appropriation (2) ................. $ 11,768
1 ) Appropriated from
General Revenue
2) Retained Earnings -
Available for
Appropriation
(007-430-8252-9003) $ 205,000
(007-3348) (205,000)
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall
be in effect from its passage.
ATTEST:
City Clerk.
Office of the City Manager
April 1, 2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable W. Alvin Hudson, Council Member
Honorable William D. Bestpitch, Council Member
Honorable William White, Sr., Council Member
Honorable C. Nelson Harris, Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Purchase of Property Tax Map
Parcel Nos. 1010409, 1010410,
and 1010411
On March 18, 2002, Council approved the purchase of the above three parcels of real estate.
The owner of these three parcels, Virginia Vaughan, represented by First Union Managed
Properties, has offered the City first option to purchase this property (see attachments) for the
appraised value of $205,000. Funding for the purchase of the parcels is available in
Transportation Fund retained earnings and needs to be appropriated at this time.
Recommended Action:
Appropriate funding of $205,000 from retained earnings of the Transportation Fund to an
account to be established by the Director of Finance.
Respectfully submitted,
City Manager
DLB:clw
c: Jesse A. Hall, Director of Finance
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
Barry L. Key, Director of Management and Budget
Elizabeth A. Neu, Director of Economic Development
#CM02-00062
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci,roanoke.va.us
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #27
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35796-040102 authorizing and directing the City
Manager to execute for and on behalf of the City, a Consent Order with the Commonwealth
of Virginia State Water Control Board and the Department of Environmental Quality
resolving certain issues regarding the City's Regional Water Pollution Control Plant.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc: Jesse A. Hall, Director of Finance
George C. Snead, Jr., Assistant City Manager for Operations
Michael T. McEvoy, Director of Utilities
Stephen S. Shirley, Wastewater Manager
Stewart A. Lassiter, P. E., Finkbeiner, Pettis & Strout, Inc., 380 Cleveland Place,
Virginia Beach, Virginia 23462
N:\CKMHl~Agenda.02~April 1, 2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of Apr±l, 2002.
No. 35796-040102.
A RESOLUTION authorizing and directing the City Manager to execute for and on behalf of the
City a Consent Order with the Commonwealth of Virginia State Water Control Board and the
Department of Environmental Quality (DEQ) resolving certain issues regarding the City's Regional
Water Pollution Control Plant, upon certain terms and conditions; and authorizing the City Manager to
take such further action and to execute and provide such further documents as may be necessary to
comply with or implement the provisions of such Consent Order.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
·
1. The City Manager is hereby authorized and directed to execute for and on behalf of the
City a Consent Order with the Commonwealth of Virginia State Water Control Board and the
Department of Environmental Quality resolving certain issues regarding the City's Regional Water
Pollution Control Plant, upon certain terms and conditions, with the form of the Consent Order to be
approved by the City Attorney, all as set forth in the City Manager's letter to this Council dated April 1,
2002.
2. The Consent Order shall contain terms and conditions substantially similar to those set
forth in the draf~ Consent Order attached to the above mentioned City Manager's letter.
3. The City Manager is further authorized to take such further action and to execute and
provide such further documents as may be necessary to comply with and implement the provisions of
such Consent Order, including, but not limited to any necessary contracts or agreements with third
parties to complete the projects mentioned in the Consent Order and further to take such action as
may be necessary and appropriate and to enter into such additional necessary contracts or agreements
with third parties in order to implement and complete the items as called for by such Consent Order.
4. By adopting this Resolution, City Council hereby expresses its intent to fund, either
through prior, simultaneous, or future appropriations, the funds required for complying with the terms
of the Consent Order.
ATTEST:
City Clerk.
H:X_Measures~xm~t order water polluntio~ co. roi plant 2002.doe
Office of the City Manager
April 1,2002
Honorable Ralph K. Smith, Mayor
Honorable William H. Carder, Vice Mayor
Honorable William D. Bestpitch, Council Member
Honorable C. Nelson Harris, Council Member
Honorable W. Alvin Hudson, Jr., Council Member
Honorable William White, Sr., Council Member
Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
Subject:
Water Pollution Control
Plant Consent Order with
the Virginia Department of
Environmental Quality and
the State Water Control
Board
The Virginia Department of Environmental Quality (DEQ) is requesting that the
City of Roanoke enter into a Consent Order (a draft is attached) to resolve certain
permit issues and exceedences regarding the operation of the City's Re.gional
Water Pollution Control Plant. The Consent Order contains dates for submission
of reports and requirements to complete infrastructure improvements. The
Consent Order provides regulato .ry relief with regard to certain requirements until
the existing WPC plant permit expires in February 2004.
Negotiations to develop the Consent Order included representatives of the City's
partnering jurisdictions as well staff from the City and DEQ. Representatives of
the partnering jurisdictions are familiar with the impacts to their systems that the
Consent Order will generate.
Recommended Action:
Authorize the City Manager to execute a Consent Order on behalf of the City with
the State Water Quality Control Board and the Department of Environmental
Quality that will contain terms and conditions substantially similar to the draft
Consent Order attached to this letter.
Room 364 Municipal South 215 Church Avenue, S,W. Roanoke, Virginia 24011-1591 (540) 853-2333 FAX (540) 853-1138
CityWeb:www. ci,roanoke.va.us
The Honorable Mayor and Members of Council
April 1,2002
Page 2
Authorize the City Manager to take such further action and execute and provide
further documents as may be necessary to comply with and implement the
Consent Order, including necessary contracts or agreements with third parties, to
complete the projects mentioned in the Consent Order. Funding required for these
projects will be made under separate requests.
uarlene L. ~urcnam
City Manager
DLB/MTM
C;
Mary F. Parker, City Clerk
Vvilliam M. Hackworth, City Attorney
Jesse Hall, Director of Finance
George Snead, Assistant City Manager for Operations
Mike McEvoy, Director of Utilities
Scott Shirley, VVPC Plant Manager
Stewart Lassiter, FPS Engineers (Partner Jurisdictions Representative)
March 21, 2002 DEQ Draft
STATE WATER CONTROL BOARD ENFORCEMENT ACTION
SPECIAL ORDER BY CONSENT
ISSUED TO
THE CITY OF ROANOKE
FOR
THE ROANOKE REGIONAL WATER POLLUTION CONTROL PLANT
(VPDES Permit No. VA0025020)
SECTION A: Purpose
This is a Consent Special Order issued under the authority of Va. Code §62.1-44.15(8a) by the
State Water Control Board to the City of Roanoke for the purpose of resolving certain alleged
violations of State Water Control Law and the Regulations.
SECTION B: Definitions
Unless the context clearly indicates otherwise, the following words and terms have the meaning
assigned to them below:
1. "Va. Code" means the Code of Virginia (1950), as amended.
2. "Board" means the State Water Control Board, a permanent citizens' board of the
Commonwealth of Virginia as described in Va. Code §§ 62.1-44.7 and 10.1-1184.
3. "Department" or "DEQ" means the Department of Environmental Quality, an agency of the
Commonwealth of Virginia as described in Va. Code § 10.1-1183.
4. "Director" means the Director of the Department of Environmental Quality.
5. "Order" means this document, also known as a Consent Special Order.
6. "Plant" means the Roanoke Regional Water Pollution Control Plant, which operates under
VPDES Permit No. VA0025020.
Page 2 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
7. "WCRO" means the West Central Regional Office of DEQ, located in Roanoke, Virginia.
8. "Permit" means VPDES Permit No.VA0025020, which was reissued to the City of Roanoke
to operate the Roanoke Regional Water Pollution Control Plant on February 18, 1999.
9. "Regulations" means the Permit Regulation, 9 VAC 25-31-10 et seq.
10. "City" means the City of Roanoke, Virginia.
11. "Inflow and Infiltration" or "I&I" means non-sewage waters entering the sanitary sewer
system.
12. "VDH" or "Health Department" means the Virginia Department of Health.
13. "Bypass", as defined at 9 VAC 25-31-10, means the intentional diversion of waste streams
from any portion of a treatment facility.
14. "Overflow" means a discharge of wastewater from a sanitary sewer collection or transmission
system.
SECTION C: Department's Findings of Fact and Conclusions of Law
On August 10, 1992, the City entered into a consent special order C1992 Order") with the
Board. The 1992 Order included provisions for I&I reduction. On April 30, 1997, the 1992
Order was amended ("1997 Amendment"). The 1997 Amendment included interim effluent
limitations and a facility upgrade schedule for the Plant. The facility upgrade was intended to
increase the capacity of the Plant from 35 million gallons per day ("MGD") to 62 MGD. On
December 10, 1999, the Board issued another order ("1999 Order") that superceded the
requirements of the 1992 Order and the 1997 Amendment. The 1999 Order extended the
deadlines for completion of the facility upgrade and I&I reduction projects required under the
1997 Amendment. The Plant upgrade and expansion completion deadline under the 1999
Order was February 15, 2000. The I&I reduction project completion deadline under the 1999
Order was May 1, 2000.
2. Although upgrades to the Plant were completed as of the deadline in the 1999 Order, the
upgrades did not result in the expected increase in capacity.
The Plant bypassed via outfall 003 on July 24-27, 2000, July 30, 2000, September 1 and 19,
2000, March 22, 2001, March 30, 2001, May 22-25, 2001, August 2 and 24, 2001, and March
,2002.
4. On August 31, 2000, VDH and DEQ issued a Certificate to Operate ("CTO") for operation of
Page 3 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
the Plant as a 42-MGD facility. In early 2001, the City performed a capacity evaluation of
the Plant. The results of that evaluation are reported in a document dated May 7, 2001
prepared by Ronald E. Benson, Ph.D, P.E., titled Capacity Evaluation Study City of Roanoke
Water Pollution Control Plant. That study indicated that under ideal conditions the Plant
may be able to treat 52 MGD.
o
On October 27, 2000, the Department issued Notice of Violation ("NOV") No. 00-10-
WCRO-020 to the City. Violations alleged by the NOV included overflows, bypasses, and
effluent limit violations. On July 19, 2001, the Department issued NOV No. W2001-07-
WCRO-006 to the City. Violations alleged by the NOV included overflows, bypasses, and
effluent limit violations. On November 20, 2001, the Department issued NOV No. W2001-
1 I-W-0006. Violations alleged by the NOV included bypasses.
6. This Order addresses issues related to alleged bypasses and alleged effluent limits violations
at the Plant.
SECTION D: Agreement and Order
Accordingly, the State Water Control Board, by virtue of the authority granted it in {}62.1-
44.15(8a), orders the City, and the City agrees to perform the actions described in Appendix A of
this Order. The Board and the City understand and agree that the purpose of the activities
required under Appendix A of this Order is to prevent bypass discharges except as provided in
Part II.U of the Permit and at 9 VAC 25-31-190.M and that improvements planned by the City
under Appendix A shall be designed to prevent unauthorized bypasses. Such improvements shall
include increases in both treatment and equalization capacities. The Board and the City
understand and agree that the interim limits specified in Appendix B of this Order and the
authorization for bypasses as specified in Paragraph 1 of Appendix A of this Order expire no
later than February 18, 2004.
SECTION E: Administrative Provisions
1. The Board may modify, rewrite, or amend the Order with the consent of the City, for good
cause shown by the City, or on its own motion after notice and oppommity to be heard.
This Order only addresses and resolves those alleged violations relating to bypasses and
effluent limit violations specifically identified herein, including those addressed in NOV No.
00-10-WCRO-020, NOV No. W2001-07-WCRO-006, and NOV No. W2001-1 I-W-0006.
This Order shall not preclude the Board or the Director from taking any action authorized by
law, including but not limited to: (a) taking any action authorized by law regarding any
additional, subsequent, or subsequently discovered violations; (b) seeking subsequent
remediation of the facility as may be authorized by law; or (c) taking subsequent action to
Page 4 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
enforce this Order. This Order shall not preclude appropriate enforcement actions by other
federal, state, or local regulatory authorities for matters not addressed herein.
o
For purposes of this Order and subsequent actions with respect to this Order, the City admits
the jurisdictional allegations in this Order, but does not admit the factual allegations or legal
conclusions contained herein. The Department and the City agree that the actions undertaken
by the City in accordance with this consent order do not constitute an admission of any
liability by the City. The City does not admit, and retains the right to controvert in any
subsequent proceedings other than proceedings to implement or enforce this Order, the
validity of the Statement of Facts or Determinations contained in Section C of this Order.
The City declares it has received fair and due process under the Administrative Process Act,
Va. Code §§ 9-6.14:1 et seq. and it waives the right to any hearing or other administrative
proceeding authorized or required by law or regulation, and to any judicial review of any
issue of fact or law contained herein. Nothing shall be construed as a waiver of the right to
any administrative proceeding for, or to judicial review of, any action taken by the Board or
the Director to enforce this Order.
o
Failure by the City to comply with any of the terms of this Order shall constitute a violation
of an order of the Board. Nothing herein shall waive the initiation of appropriate
enforcement actions or the issuance of additional orders as appropriate by the Board or the
Director as a result of such violations. Nothing herein shall affect appropriate enforcement
actions by any other federal, state, or local regulatory authority.
6. If any provision of this Order is found to be unenforceable for any reason, the remainder of
the Order shall remain in full force and effect.
The City shall be responsible for failure to comply with any of the terms and conditions of
this Order unless compliance is made impossible by earthquake, flood, other acts of God,
war, strike, or such other occurrence. The City shall show that such circumstances were
beyond its control and not due to a lack of good faith or diligence on its part. The City shall
notify the WCRO Regional Director in writing when circumstances are anticipated to occur,
are occurring, or have occurred that may delay compliance or cause noncompliance with any
requirement of this Order. Such notice shall set forth: (a) the reasons for the delay or
noncompliance; (b) the projected duration of any such delay or noncompliance; (c) the
measures taken and to be taken to prevent or minimize such delay or noncompliance; and (d)
the timetable by which such measures will be implemented and the date full compliance will
be achieved. Failure to so notify the WCRO Regional Director within forty-eight hours of
learning of any condition above, which the parties intend to assert will result in the
impossibility of compliance, shall constitute a waiver of any claim of inability to comply with
a requirement of this Order.
Page 5 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
8. This Order is binding on the parties hereto, their successors in interest, designees and assigns,
jointly and severally.
This Order shall become effective upon execution by both the Director or his designee and
the City. Notwithstanding the foregoing, the City agrees to be bound by any compliance date
that precedes the effective date of this Order.
10. This Order shall continue in effect until either: a) the City petitions the Director or his
designee to terminate the Order after it has completed all of the requirements of the Order
and the Director or his designee approves the termination of this order, or b) the Director or
Board terminates the Order in his or its sole discretion upon 30 days written notice to the
City. Termination of this Order, or any obligation imposed in this Order, shall not operate to
relieve the City from its obligation to comply with any statute, regulation, permit condition,
other order, certificate, certification, standard, or requirement otherwise applicable.
11. By its signature below, the City voluntarily agrees to the issuance of this Order.
And it is so ORDERED this day of
.,2002.
Robert G. Bumley, Director
Department of Environmental Quality
Commonwealth of Virginia
City/County of
The foregoing instrument was acknowledged before me this
by ., who is
day of
Department of Environmental Quality, on behalf of said Department.
,2002,
of the
My commission expires:
Notary Public
Page 6 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
The City of Roanoke voluntarily agrees to the issuance of this Order.
By:
Date:
Commonwealth of Virginia
City/County of
The foregoing instrument was acknowledged before me this
by , who is
City of Roanoke, on behalf of said City.
day of
,2002,
of the
My commission expires:
Notary Public
Page 7 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
APPENDIX A
1. The following conditions are applicable to bypass discharges from PS003 at the Plant:
ao
A bypass discharge occurring before February 18, 2004, when the estimated
average daily influent flow for the previous 72 hours was less than or equal to 42
MGD, shall be deemed a violation of this Order, except as provided in Part II.U of
the Permit and at 9 VAC 25-31-190.M.
bo
Not later than May 1, 2002, the City shall submit to DEQ for review and approval
a plan for monitoring plant operations preceding, during, and subsequent to
bypasses. Upon written approval of that plan by DEQ, the City shall comply with
the approved plan. In addition, the City shall perform measurements of fecal
coliform and the kilograms ofBODs, TKN, TP, and TSS discharged via outfall
003. Such measurements shall be grab samples only but shall conform to analysis
requirements contained in the Permit. The City is only required to collect one
sample of each parameter per day per event. The City shall have 10 days after the
last day of bypass to submit the data from this sampling and the information
required by the bypass-monitoring plan. The Department agrees that any such data
collected by the City under the terms of this Paragraph shall not be included in the
regular monthly operating reports sent to the Department but shall be sent under a
separate cover letter. The City is not required to continue sampling of Outfall 003
after February 18, 2004.
2. Effluent limitations in effect at outfall 001 for the term of this Order are as follows:
a°
The City shall comply with the effluent limitations specified in the Permit when
the estimated average daily influent flow in a given month is less than or equal to
42 MGD.
b. The City shall comply with the effluent limitations specified in Appendix B of
this Order when the estimated average daily influent flow in a given month is
greater than 42 MGD.
The following actions shall be completed with respect to disinfection of bypasses from
outfall 003:
ao
bo
Not later than April 1, 2002, the City shall submit for review and approval a plan
describing bypass disinfection.
Within 60 days of issuance of a Certificate to Construct ("CTC") by VDH for
bypass disinfection, the City shall complete construction of the disinfection
Page 8 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
method.
Co
Within 5 days of completion of construction, the City shall submit a written
completion notice and Certificate to Operate ("CTO") issuance request to VDH
and DEQ.
Upon issuance of the CTO by VDH for the disinfection method, the City shall
disinfect any bypass discharged via outfall 003 by that method.
The following actions shall be completed with respect to measures intended to increase
both treatment and equalization capacities of the Plant:
ao
Not later than April 1, 2002, the City shall submit for review and approval a
capacity and equalization improvement measures Preliminary Engineering Report
("PER").
bo
Not later than March 15, 2003, the City shall submit for review and approval draft
(90% complete) plans for capacity and equalization improvement measures
Co
Not later than May 1, 2003, the City shall submit for review and approval final
Plans and Specifications ("P&S") for capacity and equalization improvement
measures.
do
The City may submit a request for amendment to this Order after a CTC has been
issued by VDH for the capacity and equalization improvement measures.
eo
Not later than September 1, 2003, the City shall commence construction of
capacity and equalization improvement measures. If a CTC has not been issued
by VDH by June 1, 2003, then the City may request an extension from the
Department of the commencement of construction deadline. The extension
requested by the City may consist of the addition of one calendar day to the
September 1, 2003 deadline to commence construction of capacity and
equalization measures for each calendar day past June 1, 2002 until the actual date
the CTC is issued.
o
By July 1, 2002, the City shall submit a written report that: i) identifies the location of
each flow metering device in its sewage collection system, ii) identifies flow meters with
upper capacity limits insufficient to accurately record high flow, and iii) designates
locations within its collection system to install flow meters to measure flow within the
City's collection system.
o
By October 1, 2002, the City shall install flow meters in its sewage collection system that
are capable of accurately recording normal and expected high flows at the locations
Page 9 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
identified in its report required under Paragraph 5 above.
By October 1, 2002, the City shall upgrade all flow metering devices in the sewage
collection system so that the flow meters are capable of accurately recording normal and
expected high flows entering the City's collection system from the City of Salem, the
Town of Vinton, and the Counties of Roanoke and Botetourt.
The City shall submit a letter reporting progress on compliance with items required herein
on January 10, April 10, July 10, and October 10 of each year. The last quarterly progress
report will be due on January 10, 2004.
All items required to be submitted by this Order shall be submitted concurrently to VDH
and to the West Central Regional Office of DEQ.
Page 11 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
APPENDIX B
Bo
INTERIM EFFLUENT LIMITATIONS AND MONITORING REQUIREMENTS
As specified at Appendix A, Paragraph 2 herein, during the period beginning with the effective date of this Order and lasting until such time as either a CTO for a 62
MGD facility is issued, the Permit is modified or reissued with new final limits, or February 18, 2004, whichever comes first, the permittee is authorized to discharge
fxom outfall serial number 001. The City shall comply with the effluent limitations specified in the Permit when average daily influent flows in a given month are less
than or equal to 42 MGD. The City shall comply with the effluent limitations specified below when average daily influent flow in a given month is greater than 42
MGD.
Such discharges shall be limited and monitored by the permittee as specified below:
DISCHARGE LIMITATIONS
EFFLUENT CHARACTERISTICS_ Monthly Average Weekly Average Minimum
Flow, (MGD)a) NL NA NA
pH (Standard Units) NA NA 6.5
BOD~ 5.0 mgtl 7.5 mg/INA NL
Total Suspended Solids 2.5 mg/l 5.0 rog/INA NL
Fecal Coliform (Nil 00 mi) 200* NA NA
Dissolved Oxygen (mg/1) NA NA 6.0
Total Phosphorus 0.2 mg/I 0.3 mg/lNA
Cyanide, Total (as CN) 8.1 [tg/1 10.0 [tg/l NA
Total Kjeldabl Nitrogen (April - Sept.) 2.0 mg/l 3.0 mg/INA NL
Total Kjeldahl Nitrogen (Oct. - March) 4.0 mg/l 5.0 rog/INA NL
Nickel, Total Recoverable 29.6 gg/1 36.4 p.g/I NA
Chromium, Hexavalent 7.7 gg/l 9.5 pg/l NA
Mercury, Total Recoverable 0.014 !agtl 0.018 gg/I NA
Selenium, Total Recoverable 5.1 Ixgtl 6.2 !agtl NA
Total Residual Chlorine (TRC)3 3.1 gg/l 3.9 ggtl NA
NL
Maximum
NL
9.0
l/Day
l/Day
NL
NL
I/Day
NL
l/Day
l/Day
NL
NL
NL
NL
NL
MONITORING RF~UIREMENTS
Freauenc~
Continuous
1/Day
24 HC
24 HC
l/Day
l/Day
2D/Month
24 HC
24 HC
2D/Month
2D/Month
2D/Month
2D/Month
1/Day
Grab
Grab
24 HC
Grab
24 HC
Grab
24 HC
24 HC
Grab
Page 12 of 12
Special Order by Consent
City of Roanoke - Roanoke Regional Water Pollution Control Plant
T/I/R = Totalizing, Indicating, Recording; NA = Not applicable; NL = No Limitation, monitoring required; 24 HC = 24 hour composite
* Geometric Mean
3.
4.
5.
6.
The design flow of this treatment facility is 42 MGD.
See Part I.B of the Permit for additional TRC limitations and monitoring requirements.
See Part I.C of the Permit for Quantification Levels and Reporting requirements for metals, cyanide, and TRC.
See Part I.G.5 of the Permit for additional monitoring requirements.
There shall be no discharge of floating solids or visible foam in other than trace amounts.
April 1,2002
CITY OF ROANOKE
DEPARTMENT OF FINANCE
P.O. Box 1220
215 CHURCH AVE., SW
ROANOKE, VA 24006
Telephone: (540) 853-2821
Fax: (540) 853-6241
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
The Honorable
Ralph K. Smith, Mayor
William H. Carder, Vice Mayor
William O. Bestpitch, Council Member
C. Nelson Harris, Council Member
W. Alvin Hudson, Jr., Council Member
William White, Sr., Council Member
Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
SUBJECT: February Financial Report
This financial report covers the first eight months of the 2001-2002 fiscal year. The following
narrative discusses revenues and expenditures to date.
REVENUE
General Fund revenues reflect an increase of 1.55% or $1,394,000 compared to FY01.
Variances in specific categories of revenues are as follows:
General Property Taxes decreased 2.39% or $659,000. The first installment of real estate
tax, the largest tax collected by the City, was due on October 5 and the second installment will
be due April 5th. Real estate tax revenues through the end of February have declined due to
the earlier receipt of revenue in the prior fiscal year. This category is anticipated to meet
targeted revenue estimates as the second installment is fully collected. Personal property
taxes, the second largest tax, are due May 31st.
Other Local Taxes increased 0.90% or $295,000. Sales tax declined 1.91% or $205,000 from
the prior year, a reflection of the economic decline experienced in recent months. This tax is
expected to improve as we close the fiscal year, yet continue to under perform our budgeted
estimate. Gas utility tax decreased due to a mild fall and winter. Cigarette and transient room
tax rate increases have generated additional revenues, but the revenue growth has not been
commensurate to the tax rate increases. The increased cigarette tax revenue will be dedicated
to debt service for the series 2002 bonds. The increased transient room tax revenues are
being used to fund an additional contribution to the Roanoke Valley Convention and Visitors
Bureau. Cellular phone utility tax is also up due to the increasing number of subscribers, and
The Honorable Mayor
And Members of City Council
April 1,2002
Page 2
prepared food and beverage taxes are up approximately 3%. Business license tax (BPOL)
was due March 1. Based on revenue received to date, this tax will perform at approximately
the same level as FY01. While no growth is anticipated, it is notable that revenue didn't
decline due to the recession of 2001.
Permits, Fees and Licenses are up $116,000 or 20.87% due to increases in rates charged
for building, electrical and plumbing inspections as well as the establishment of new
construction-related fees.
Fines and Forfeitures rose 27.15% or $153,000. General District Court fines increased 19%,
and revenues from parking tickets rose almost 50% as compared to the prior year.
Civilianizing of the ticketing function combined with an increase in parking fines has led to an
increase in parking ticket revenues.
Grants-In-Aid Commonwealth increased $1,227,000 or 5.21%. Revenues from the State for
the Comprehensive Services Act (CSA) have risen on a year-to-date basis, and Foster Care
revenues are also up. Reimbursement from the State for street construction and maintenance,
which is based on the number of lane miles of state highway maintained by the City, is up from
the prior year. Jail block grant revenues are up due to an increased number of state inmates
housed at the City Jail. Revenue from the State to operate the E-911 wireless system is new
this year, as is the corresponding cost center in the Public Safety expenditure category. These
increases are partially offset by a decline in reimbursements received from the State
Compensation Board for shared expenses of the Sheriff and Commonwealth Attorney due to a
timing difference.
Miscellaneous Revenue is up $114,000 or 78.95%. This growth is the result of the transfer of
$105,000 to the General Fund from the Transportation Fund and an increase in miscellaneous
revenue, less a decrease in proceeds from the sale of surplus property. The Transportation
Fund is providing funding to the General Fund in FY02 to partially fund the subsidy to the
Greater Roanoke Transit Company (GRTC). In prior years, that subsidy was paid through the
Transportation Fund.
EXPENDITURES AND ENCUMBRANCES
General fund expenditures and encumbrances have increased 6.07% or $7,827,000 since
FY01. Variances in individual expenditure categories are discussed as follows:
Public Safety expenditures increased 5.44% or $1,621,000. Salary costs of the labor-
intensive Police and Fire departments increased, as budgeted. Charges from the Department
of Technology to the Police Department increased. Workers' compensation expenses also
rose in the Public Safety category, and these often fluctuate from year to year based on the
The Honorable Mayor
And Members of City Council
April 1,2002
Page 3
given claims of a particular year. The E-911 Wireless cost center is new in FY02 as are the
revenues from the State to conduct this function. Communications (E-911 and Radio Shop)
expenditures increased due to increased personal services charges and due to the scheduled
payment of the City's portion of the annual maintenance agreement for the regional radio
system.
Health and Welfare expenditures rose $1,839,000 or 12.11%. Expenditures under the
Comprehensive Services Act increased. Salary and client assistance costs in the Social
Services department are up. A timing difference in the payment of the Health Department
subsidy also contributed to this increase.
Community Development expenditures increased 20.33% or $553,000 due to the inclusion of
the Neighborhood Partnership department as part of the General Fund. This department was
included in the Grant Fund in prior years. Memberships and Affiliations expenditures
increased due to increased contributions to the Roanoke Valley Convention and Visitors
Bureau.
Nondepartmental expenditures increased 42.25% or $3,109,000. These expenditures have
risen sharply on a year-to-date basis due to improved administrative procedures of
establishing and funding of CMERP projects and equipment purchases with one City Council
report. By appropriating the entire CMERP funding at the beginning of the fiscal year, these
transfers likewise all occur at the beginning of the year, rather than throughout the year as in
the past. Transfers to the Capital Projects, Technology and Fleet Funds were significantly
impacted by this change in policy. The transfer of the GRTC subsidy, which was previously
paid through the Transportation Fund, also contributed to the increase in this category.
I would be pleased to answer questions City Council may have regarding the monthly financial
statements.
JAH/tht
Attachments
Director o7 Finance
CITY OF ROANOKE, VIRGINIA
SUMMARY OF CITY MANAGER TRANSFERS
AND AVAILABLE CONTINGENCY
FEBRUARY 28, 2002
Transfer
Number Date
General Fund:
CMT-1863 07/30/2001
CMT-532 08/09/2001
CMT-533 08/0912001
CMT-1176 08/28/2001
CMT-1177 08/31/2001
CMT-536 10/04/2001
CMT-1195 10/04/2001
CMT-544 11/20/2001
CMT-1214 12/12/2001
CMT-548 12/13/2001
CMT-550 01/16/2002
CMT-1230 01/17/2002
CMT-554 01/31/2002
CMT-556 02/08/2002
CMT-558 02/08/2002
CMT-561 02/08/2002
CMT-562 02/22/2002
From To
Donation to Brain Injury Association
Tipping Fees
Tipping Fees
Deficit in State and Local Hospitalization
Reimbursements
Fees Due to Downtown Roanoke Inc
Related to Farmer's Market
Consultant Payment for Health Care
Renewal
Adoption Incentive Funds
Feasibility Study Related to Proposed Art
Center
Contribution to Greater Raleigh Court Civic
League
RRHA Property Reimbursement
Fund Professional Fees Needed for Year
Additional Advertising Due to Increase in IFBs
and RFPs
Furnishings in Court and Jury Rooms
Transfer Housing and Neighborhood Services
Coordinator Position
Transfer Executive Secretary Position
Transfer Project Specialist Position
Supplement Operating Expenses
Jail
Solid Waste Management
Solid Waste Management
Human Services Support
Contingency*
Residual Fringe Benefits
Income Maintenance
Residual Fringe Benefits
Pay Raise/Supplemental
Budget
Juvenile and Domestic
Relations Court Services
Residual Fringe Benefits
General Services
Jail
City Manager
Planning and Code
Enforcement
Housing and Neighborhood
Services
Management and Budget
Amount
Membership and Affiliations $ 5,000
Engineering 568
Building Maintenance 2,270
Hospitalization Program 995
Memberships and Affiliations 15,856
Human Resources 13,000
Social Services-Services 15,089
City Manager 75,000
Memberships and Affiliations 25,000
Housing and Neighborhood
Services 53,700
City Attorney 20,000
Purchasing 5,000
Circuit Court Judges 55,000
Housing and Neighborhood
Services 38,255
Housing and Neighborhood
Services 22,036
Director of Public Works
42,958
Director of Public Works 2,000
Total General Fund $ 391,727
Ca_oital Projects Fund:
CMT-1180 09/0512001 Additional Project Expenses
CMT-1244 0211412002 Preston Tennis Court RenovatJons
CMT-564 02/20/2002 Construction Cost of Fire-EMS Regional
Training Center
Available Conflnoency
Balance of Contingency at July 1,2001
*Contingency Appropriations From Above
Contingency Appropriations Through Budget Ordinances:
BO 35515 0812012001 Drug Prosecutor
BO 35544 09/04/2001 Zoning Inspector Positions
Available Contingency at January 31, 2002
Broadway Street Bddge First Street Bridge
Special Park Project Grants Athletic Court Improvements
Fire EMS Facility Regional Fire EMS Training
Improvement Program Center
Total Capital Projects Fund
Contingency
Contingency
Transfer to Grant Fund
Transfer to Grant Fund
$ 23,550
522
8,800
$ 32,872
$ 500,000
(15,856)
(8,170)
(80,996)
$ 394,978
CITY OF ROANOKE, VIRGINIA
GENERAL FUND
STATEMENT OF REVENUE
Revenue Source
General Property Taxes
Other Local Taxes
Permits, Fees and Licenses
Fines and Forfeitures
Revenue from Use of Money and Property
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Miscellaneous Revenue
Internal Services
Total
Year to Date for the Period
July I - Feb 28 July I - Feb 28 Percentage
2000-2001 2001-2002 of Change
$27,569,552 $26,910,499 (2.39)
32,848,972 33,144,208 0.90
556,867 673,080 20.87
562,516 715,222 27.15
648,842 628,519 (3.13)
23,544,871 24,771,683 5.21
17,180 17,179 (0.01)
2,445,941 2,557,457 4.56
144,710 258,965 78.95
1,391,851 1,448,238 4.05
$89,731,303 $91,125,051 1.55
%
%
%
%
%
%
%
%
%
%
%
Current Fiscal Year
Revised
Revenue
Estimates
$77,105,366
58,016,878
957,150
1,014,600
1,118,330
46,402,072
34,300
3,888,997
560,236
2,330,692
$191,428,621
Percent of
Revenue
Estimate
Received
34.90%
57.13%
70.32%
70.49%
56.20%
53.38%
50.08%
65.76%
46.22%
62.14%
47.60%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
General Government
Judicial Administration
Public Safety
Public Works
Health and Welfare
Parks, Recreation and
Cultural
Community Development
Transfer to Debt Service
Fund
Transfer to School Fund
Nondepartmental
Total
Year to Date for the Period
Current Fiscal Year
July I - Feb 28 July 1 - Feb 28 Percentage Unencumbered Revised
2000-2001 2001-2002 of Change Balance Appropriations
$7,957,283 2.44 %
3,881,980 2.97 %
31,400,207 5.44 %
17,512,129 3.82 %
17,028,826 12.11%
3,412,274 4.49 %
3,273,672 20.33 %
11,253,451 (4.34) %
30,685,339 0.40 %
10,468,719 42.25 %
$136,873,880 6.07 %
$7,767,986
3,769,86,4
29,779,293
16,867,866
15,189,732
3,265,655
2,720,471
11,763,841
30,562,221
7,359,546
$129,046,476
$4,797,851
2,463,295
15,235,541
7,384,869
10,349,650
1,343,067
1,845,952
1,013,448
15,329,223
2,894,260
$62,657,166
$12,755,134
6,345,275
46,635,748
24,896,998
27,378,476
4,755,341
5,119,634
12,266,899
46,014,562
13,362,979
$199,531,046
Percent of
Budget
Obligated
62.38%
61.18%
67.33%
70.34%
62.20%
71.76%
63.94%
91.74%
66.69%
78.34%
68.60%
CITY OF ROANOKE, VIRGINIA
SCHOOL FUND STATEMENT OF REVENUE
Revenue Source
State Sales Tax
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Government
Charges for Services
Transfer from General Fund
Special Purpose Grants
Total
Year to Date for the Period
July I - Feb 28 July I - Feb 28 Percentage
2000-2001 2001-2002 of Change
$5,350,556 $5,367,803 0.32 %
26,500,493 24,721,199 (6.71) %
60,665 53,707 (11.47) %
898,100 1,066,240 18.72 %
30,562,221 30,685,339 0.40 %
5,469,523 5,144,330 (5.95) %
$68,841,668 $67,038,618 (2.62) %
Current Fiscal Year
Percent of
Revised Revenue
Revenue Estimate
Estimates Received
$9,492,986 56.54 %
41,656,787 59.34 %
115,390 46.54 %
1,971,820 54.07 %
46,014,562 66.69 %
9,752,261 NA
$109,003,806 61.50 %
SCHOOL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Instruction
General Support
Transportation
Operation and
Maintenance of Plant
Facilities
Other Uses of Funds
Special Purpose Grants
Total
Year to Date for the Period
July I - Feb 28
2000-2001
$46,990,983
2,543,082
2,294,074
6,383,118
2,032,612
5,697,765
8,877,472
$74,819,106
July I - Feb 28
2001-2002
$46,279,762
2,238,062
2,450,728
6,224,423
1,532,819
5,816,531
9,752,261
$74,294,586
Current Fiscal Year
Percentage Unencumbered Revised
of Change Balance Appropriations
(1.51)% $28,373,687 $74,653,449
(11.99) % 1,605,097 3,843,159
6.83 % 1,437,118 3,887,846
Percent of
Budget
Obligated
61.99 %
58.23 %
63.04 %
(2.49) % 4,132,042
(24.59) % 98,231
2.08 % 790,970
9.85 %
(0.70) % $36,437,145
10,356,465
1,631,050
6,607,501
9,752,261
$110,731,731
60.10 %
93.98 %
88.03 %
NA
67.09 %
CITY OF ROANOKE, VIRGINIA
SCHOOL FOOD SERVICE FUND STATEMENT OF REVENUE
Year to Date for the Period
Current Fiscal Year
Percent of
Revised Revenue
July I - Feb 28 July I - Feb 28 Percentage Revenue Estimate
Revenue Source 2000-2001 2001-2002 of Change Estimates Received
Grants-in-Aid Commonwealth $280,002 $84,483 (69.83) % $84,464 100.02 %
Grants-in-Aid Federal Government 1,047,797 1,348,980 28.74 % 2,891,594 46.65 %
Charges for Services 810,304 955,959 17.98 % 1,545,256 61.86 %
Total $2,138,103 $2,389,422 11.75 % $4,521,314 52.85 %
SCHOOL FOOD SERVICE FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Year to Date for the Period
Current Fiscal Year
July I - Feb 28 July I - Feb 28 Percentage Unencumbered Revised
~ 2000-2001 2001-2002 of Change Balance Appropriations
Food Services $2,767,790 $2,857,413 3.24 % $1,688,596 $4,546,009
Facilities % 16,978 16,978
Total $2,767,790 $2,857,413 3.24 % $1,705,574 $4,562,987
Percent of
Budget
Obligated
62.86 %
- %
62.62 %
4
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF FEBRUARY 28, 2002
Expenditures Unexpended Outstanding Unobligated
Budget To Date Balance Encumbrances Balance
General Government $15,210,230 $13,170,852 $2,039,378 $194,266 $1,845,112
Flood Reduction 14,332,065 8,231,262 6,100,603 204,727 5,896,076
Economic Development 24,259,525 18,396,477 5,863,048 395,468 5,467,580
Community Development 5,528,143 2,905,108 2,623,035 885,732 1,737,303
Public Safety 8,252,126 7,144,220 1,107,906 268,191 839,715
Recreation 10,965,741 5,572,863 5,392,878 676,659 4,716,219
Streets and Bridges 24,474,373 20,663,224 3,811,149 920,824 2,890,325
Storm Drains 2,689,631 1,299,220 1,390,411 502,364 888,047
Traffic Engi needng 5,445,380 3,857,1 64 1,588,196 167,372 1,420,824
Capital Improvement Reserve (3,173,821 ) (3,173,821 ) (3,173,821 )
Total _ $107,~983,393 $81,240,410 $26,742,983 $4,215,603 $22,527,380
CITY OF ROANOKE, VIRGINIA
SCHOOL CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF FEBRUARY 28, 2002
Elementary Schools Renovation
Middle Schools Renovation
High Schools Renovation
Interest Expense
Capital Improvement Reserve
Total
Budget
$12,884,240
2,751,455
3,500,000
262,929
1,051,271
Expenditures Unexpended Outstanding Unobligated
To Date Balance Encumbrances Balance
$12,336,072 $548,168 $401,491 $146,677
2,727,162 24,293 24,293
3,353,670 146,330 89,154 57,176
258,924 4,005 4,005
1,051,271 1,051,271
$20,449,895 $18,675,828 $1,774,067 $490,645_ $1,283,422
5
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
COMPARATIVE STATEMENT OF REVENUES
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Interest Revenue:
Interest on Bond Proceeds
Interest on SunTrust Lease
Interest on Idle Working Capital
Total Interest Revenue
Multi Year Revenues:
Intergovernmental Revenue:
Federal Government:
FEMA- Regional Mitigation Project
Commonwealth:
VDES - Garden City Mitigation Project
Virginia Transportation Museum - ISTEA
VDES- 1998 Regional Mitigation
Passenger Station Enhancement - TEA-21
Total Intergovernmental Revenue
Revenue from Third Parties:
Verizon - Brambleton Avenue Signals
Victory Stadium - Private Donations
First Union Job Grant Repayment
Times-World Corporation - Land Sale
Trigon Insurance - Land Sale
Mill Mountain Visitors Center - Private Donations
Bill and Melinda Gates Foundation
Westview Terrace - Land Sale
Total Revenue from Third Parties
Other Revenue:
Transfers from General Fund
Transfers from Water Fund
Transfers from Sewage Fund
Transfers from Management Services Fund
General Obligation Bond Proceeds - Series 2002
Total Other Revenue
Total
FY 2002
$379,557
11,013
344,502
735,072
19,223
10,143
16,176
66,935
45,542
44,400
3,100
100
47,600
5,147,517
375,000
41,530,000
47,052,517
$47,880,731
FY 2001
$1,124,714
777,896
1,902,610
239,409
2,018
18,368
3,733
263,528
36,055
7
10,000
137,445
125,110
308,617
3,295,758
2,900
12,600
100,000
3,411,258
$5,886,013
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
Commercial Sales
Domestic Sales
Industrial Sales
Town of Vinton
City of Salem
County of Botetourt
County of Bedford
Customer Services
Charges for Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Rent
Sale of Land
Miscellaneous Revenue
Interest and Fiscal Charges
Transfer to Capital Projects Fund
Net Nonoperating Expenses
Net Income
FY 2002
$3,031,756
2,569,723
494,353
20,000
20,452
156,865
14,664
453,680
1,761,204
8,522,697
2,876,032
2,998,924
1,116,362
6,991,318
1,531,379
147,673
50,726
375,000
41,217
(690,152)
(375,000)
(450,536)
$1,080,843
FY 2001
$2,581,390
2,369,610
170,468
12,135
20,941
151,277
9,363
274,411
2,256,472
7,846,067
2,734,690
2,821,678
1,113,439
6,669,807
1,176,260
295,909
43,923
5,392
(751,038)
(2,900)
(408,714)
$767,546
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
Sewage Charges - City
Sewage Charges - Roanoke County
Sewage Charges - Vinton
Sewage Charges - Salem
Sewage Charges - Botetourt County
Customer Services
Interfund Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Interest on Investments
Interest and Fiscal Charges
Capital Contributions - Other Jurisdictions
Miscellaneous Revenue
Transfer to Capital Projects Fund
Net Nonoperating Expenses
Net Income
FY 2002
$4,921 785
513 274
146 965
559 402
98 367
142 813
91 128
6,473,734
1,441,428
4,172,766
901,504
6,515,698
(41,964)
126,278
(506,384)
834,870
91
454,855
$412,891
FY 2001
$4,891,761
598,531
163,708
620,081
98,752
171,979
125,367
6,670,179
1,282,181
3,778,048
781,854
5,842,083
828,096
272,769
(516,358)
(12,600)
(256,189)
$571,907
8
CITY OF ROANOKE, VIRGINIA
CiViC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
Rentals
Event Expenses
Display Advertising
Admissions Tax
Electrical Fees
Novelty Fees
Facility Surcharge
Facility Fees
Charge Card Fees
Commissions
Catering/Concessions
Other
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Loss
Nonoperating Revenues
Transfer from General Fund
Transfer from Capital Projects Fund
Interest on Investments
Miscellaneous
Total Nonoperating Revenues
Net Loss
FY 2002
299 509
163 921
75 200
108 965
12 991
14 388
108 356
35,140
3,165
665,232
13,258
1,500,125
1,295,275
1,287,127
329,984
2,912,386
(1,412,261)
726,843
385,000
20,517
2,388
1,134,748
($277,513)
FY 2001
$276,467
95,313
56,000
85,737
21,714
21,991
84,116
449,549
15,511
1,106,398
908,416
1,317,803
293,685
2,519,904
(1,413,506)
878,703
43,679
1,448
923,830
($489,676)
CITY OF ROANOKE, VIRGINIA
TRANSPORTATION FUND
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
Century Station Parking Garage
Williamson Road Parking Garage
Market Square Parking Garage
Church Avenue Parking Garage
Tower Parking Garage
VVilliamson Road Surface Parking Lot
Gainsboro Parking Garage
Norfolk Avenue Surface Lot
Gainsboro Surface Lot
Total Operating Revenues
Operating Expenses
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income
Nonoperating Revenues (Expenses)
Transfer From General Fund
Interest on Investments
Interest and Fiscal Charges
Operating Subsidy for GRTC
Transfer to GRTC - Capital
Transfer to GRTC - Shuttle Service
Transfer to General Fund
Miscellaneous
Net Nonoperating Expenses
Net Income
FY 2002
$258 809
293 509
143 718
306 014
240 542
81 575
I 930
7 791
5 454
1,339,342
545,171
360,661
905,832
433,510
32,000
17,420
(313,039)
(104,918)
1,535
(367,002)
$66,508
FY 2001
$235,268
287,209
138,203
302,940
270,246
45,892
1,279,758
539,282
359,164
898,446
381,312
761,358
16,865
(347,832)
(637,637)
(49,000)
(65,000)
9,911
(311,335)
$69,977
10
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
FY 2002 FY 2001
CONFERENCE
COMMISSION(I) CENTER(2)
TOTAL
Conference Center
Total Operating Revenues
$ $ 1,842,384 $ 1,842,384 $ 2,028,614
1,842,384 1,842,384 2,028,614
Operating Expenses
Personal Services
Fees for Professional Services
Administrative Expenses
Conference Center
Total Operating Expenses
30,829 30,829 57,826
47,528 47,528 21,917
36,451 36,451 1,049
1,676,731 1,676,731 1,689,809
114,808 1,676,731 1,791,539 1,770,601
(114,808) 165,653 50,845 258,013
Net Operating Income (Loss)
Nonoperating Revenues (Expenses)
Contributions from City of Roanoke
Contributions from Virginia Tech
HRCCC Settlement Proceeds
Construction Repairs
Interest on Investments
Rent, Taxes, Insurance, and Other
131,250 131,250 175,000
131,250 131,250 175,000
8,000,000
(57,428) (57,428) (909,409)
77,850 77,850 118,648
(20,942) (20,942) (46,968)
282,922 (20,942) 261,980 7,512,271
168,114 144,711 312,825 7,770,284
303,061 92,081 395,142 366,900
Net Nonoperating Revenues (Expenses)
Net Income Before Depreciation
Depreciation Expense/Replacement Reserve
Net Income (Loss) $ (134,947) $ 52,630 $ (82,317) $ 7,403,384
Notes to Financial Statement:
(1) The column entitled "Commission" represents Commission activity in the City's financial records.
(2) The column entitled "Conference Center" represents actual revenue and expenses of the Conference Center, as
provided by Doubletree Management.
11
CITY OF ROANOKE, VIRGINIA
INTERNAL SERVICE FUNDS
COMPARATIVE INCOME STATEMENT
FOR THE 8 MONTHS ENDING FEBRUARY 28, 2002
Operating Revenues
Charges for Services
Total Operating Revenues
Operating Expenses
Personal Services
Operating Expenses
Depreciation
Total Operating Expenses
Operating Income (Loss)
Nonoperating Revenues (Expenses)
Interest Revenue
Interest Expense
Transfers To Other Funds
Loss on Disposal of Fixed Assets
Transfers From Other Funds
Other Revenue
Net Nonoperating Revenues
Net Income (Loss)
TOTALS
Department
of Materials Fleet Risk
Technology Control Management Management FY 2002 FY 2001
$2,793,510 $1,016,186 $2,398,600 $6,451,111 $12,659,407 $10,705,561
2,793,510 1,016,186 2,398,600 6,451,111 12,659,407 10,705,561
1,465,974 46,272 874,636 115,915 2,502,797 2,417,453
860,131 1,016,119 622,906 7,055,265 9,554,421 7,433,438
338,351 1,318,356 - 1,656,707 1,499,975
2,664,456 1,062,391 2,815,898 7,171,180 13,713,925 11,350,866
129,064 (46,205) (417,298) (720,069) (1,054,$18) (645,305)
95,627 4,026 23,751 217,653 341,057 672,209
(1 O, 181 ) - (34,704) (44,885)
(41,350) - (41,350) (104,000)
- - (44,034) (44,034)
2,552,247 - 573,639 250,000 3,375,886 1,451,205
10,184 - 10,184
2,606,527 4,026 518,652 467,653 3,596,858 2,019,414
$2,735,581 ($42,179) $10t,354 ($252,416) $2,542,340 $1,374,109
12
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED FEBRUARY 28, 2002
TO THE DIRECTOR OF FINANCE:
GENERAL STATEMENT OF ACCOUNTABILITY OF THE CITY TREASURER OF THE CITY OF ROANOKE, VIRGINIA FOR
THE FUNDS OF SAID CITY FOR THE MONTH ENDED FEBRUARY 28, 2002.
BALANCE AT
FUND JAN 31, 2002 RECEIPTS
BALANCE AT BALANCE AT
DISBURSEMENT~ FEB 28, 2002 FEB 28, 2001
GENERAL
WATER
S EWAG E
CiViC CENTER
TRANSPORTATION
CAPITAL PROJECTS
CONFERENCE CENTER
RKE VALLEY DETENTION COMM
DEBT SERVICE
DEPT OF TECHNOLOGY
MATERIALS CONTROL
MANAGEMENT SERVICES
FLEET MANAGEMENT
PAYROLL
RISK MANAGEMENT
PENSION
SCHOOL FUND
SCHOOL CAPITAL PROJECTS
SCHOOL FOOD SERVICE
FDETC
GRANT
($12,148,294.41) $14,531,984.91 $19,893,683.88 ($17,509,993.38) ($10,798,155.35)
6,426,866.93 6,048,109.86 188,114.48 12,286,862.31 7,107,442.77
6,697,669.88 1,880,153.43 1,489,302.20 7,088,521.11 6,833,924.22
1,003,886.01 2,696,337.09 517,050.02 3,183,173.08 981,404.65
330,817.62 2,154,999.55 188,422.56 2,297,394.61 338,090.48
28,037,240.69 41,721,242.02 1,398,849.55 68,359,633.16 41,370,22285
4,092,732.65 148,885.56 12,955.77 4,228,662.44 8,21 O, 899.24
2,471,233.72 241,548.08 386,440.81 2,326,340.99 3,151,381.51 i
10,571,224.09 3,668,068.76 54,102.96 14,185,189.89 10,705,778.131
6,072,040.77 80,323.39 223,827.00 5,928,537.16 5,033,087.451
278,106.44 73,124.14 80,373.56 270,857.02 161,931.28
0.00 0.00 0.00 0.00 168,041.07
1,185,031.68 67,329.31 79,829.95 1,172,531.04 1,126,609.97!
(14,797,992.81) 17,864,012.61 14,500,652.44 (11,434,632.64) (10,516,567.63)i
11,597,283.29 834,370.20 764,144.85 11,667,508.64 11,472,325.731
(268,933.12) 2,351,081.79 1,298,987.12 783,161.55 1,033,219.941
7,487,500.59 5,114,970.36 6,477,533.30 6,124,937.65 7,657,914.42 i
2,439,071.80 4,605,558.93 298,172.41 6,746,458.32 2,415,041.581
107,531.62 153,656.74 348,164.11 (86,975.75) 451,569.25 !
185,804.07 20,631.34 177,583.17 28,852.24 19,994.42 '
940,815.92 160,234.68 398,064.16 _ 702,986.44 1,0.97,_85_8.73 !
$62,709,637.43 $104,416,622.75 $48,776,254.30 $118,350,005.88 $88,022,014.71 i
TOTAL
CERTIFICATE
I HEREBY CERTIFY THAT THE FOREGOING IS A TRUE STATEMENT OF MY ACCOUNTABILITY TO THE CITY OF ROANOKE,
VIRGINIA, FOR THE FUNDS OF THE VARIOUS ACCOUNTS THEREOF FOR THE MONTH ENDED FEBRUARY 28, 2002.
THAT SAID FOREGOING:
CASH:
CASH IN HAND
CASH IN BANK
INVESTMENTS ACQUIRED FROM COMPETITIVE PROPOSALS:
COMMERCIAL HIGH PERFORMANCE MONEY MARKET
COMMERCIAL PAPER
LOCAL GOVERNMENT INVESTMENT POOL
MONEY MANAGEMENT ACCOUNT
REPURCHASE AGREEMENTS
STATE NON-ARBITRAGE PROGRAM (U.S. SECURITIES, COMMERCIAL PAPER)
VIRGINIA AIM PROGRAM (U. S. SECURITIES)
TOTAL
$9,594.30
2,277,852.16
9,563,381.50
13,182,704.78
20,176,468.33
10,085,628.47
5,000,000.00
447,753.33
57,606,623.01
$118,350,005.88
DATE: MARCH 11, 2002
DAVID C. AN-- ERSON, TF EASUR-ER
13
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE 8 MONTHS ENDED FEBRUARY 28, 2002
Additions:
Employer Contributions
Investment Income
Net Appreciation (Depreciation) in Fair Value of Investments
Interest and Dividend Income
Total Investment Income (Loss)
Less Investment Expense
Net Investment Income (Loss)
Total Additions (Deductions)
FY 2002
$2,592,219
(12,111,429)
2,326,814
(9,784,615)
34,477
(9,819,092)
(7,226,873)
FY 2001
$2,530,235
(18,460,691)
4,812,473
(13,648,218)
272,218
(13,920,436)
(11,390,201)
Deductions
Benefits Paid to Participants
Administrative Expenses
Total Deductions
N~lncrease (Decrease)
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance February 28
$9,817,623
285,163
10,102,786
(17,329,659)
326,337,980
$309,008,321
$8,572,986
280,313
8,853,299
(20,243,500)
350,929,145
$330,685,645
14
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
FEBRUARY 28, 2002
Assets
Cash
Investments, at Fair Value
Due from Other Funds
Other Assets
Total Assets
Liabilities and Fund Balance
Liabilities:
Due to Other Funds
Accounts Payable
Total Liabilities
Fund Balance:
Fund Balance, July 1
Net Gain (Loss) - Year to Date
Total Fund Balance
Total Liabilities and Fund Balance
FY 2002
$782,215
309,470,837
2,073
5,434
$310,260,559
$1,246,020
6,218
1,252,238
326,337,980
(17,329,659)
309,008,321
$310,260,559
FY 2001
$1,033,220
330,751,245
1,749
5,097
$331,791,311
$1,104,521
1,145
1,105,666
350,929,145
(20,243,500)
330,685,645
$331,791,311
15
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanokc.va.us
April 3, 2002
File #9-60
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Jacqueline L. Shuck, Executive Director
Roanoke Regional Airport Commission
5202 Aviation Drive,
Roanoke, Virginia 24012-1148
Dea~ Ms. Shuck:
I am enclosing copy of Resolution No. 35797-040102 approving the Roanoke Regional
Airport Commission's 2002-2003 proposed operating and capital budget, upon certain
terms and conditions.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, April 1,2002.
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Mary H. 'Allen, Clerk, Roanoke County, P. O. Box 29800,
24018-O798
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
Roanoke, Virginia
H:~Agenda.02~.pril l, 2002 correspondence (rough)wpd.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of April, 2002.
No. 35797-040102.
Roanoke Regional Airport
and capital budget upon
A RESOLUTION approving the
Commission's 2002-2003 proposed operating
certain terms and conditions.
BE IT RESOLV. ED by the Council oi: the City of Roanoke that in
accordance with-the requirements of the Roanoke Regional Airport
C~ommission Act, as amended by the General Assembly of Virginia, Chapter
385, 1996 Acts of Assembly, and the Roanoke Regional Airport
Commission Contract dated January 28, 1987, as amended by First
Amendment, dated December 6, 1996, the City of Roanoke hereby approves
the Airport Commission's 2002-2003 proposed operating and capital budget,
as well as a separate listing of certain proposed capital expenditures, as more
particularly set forth in a report from the Commission to this Council, dated
March 13, 2002.
ATTEST:
City Clerk.
H:'a'-rracbud0203.1 .doc
Roanoke Regional Airport Commission
5202 Aviation Drive
Roanoke, Virginia 24012-1148
(540) 362-1999
FAX (540) 563-4838
March 13, 2002
Honorable Mayor and Members
Roanoke City Council
215 Church Avenue, SW
Roanoke, Virginia 24011
Re:
Roanoke Regional Airport Commission Fiscal Year 2002-
2003 Budget and Proposed Capital Expenditures
Dear Mayor Smith and Members of Council:
In accordance with the requirements of the Roanoke Regional Airport Commission
Contract dated January 28, 1987, as amended, the Roanoke Regional Airport Commission is
hereby submitting its Fiscal Year 2002-2003 Operating Budget (Attachment I) for approval. This
Budget was adopted by the Commission at its meeting on March 13, 2002. We are also providing
a separate listing of Capital Expenditures which are expected to exceed $100,000 in cost and are
intended to benefit five or more future accounting periods (Attachment II).
You will note that no deficit is anticipated in either the Operating Budget, or for the
Capital Expenditures; therefore, no additional appropriations are being requested or anticipated
from the City or the County of Roanoke. Formal approval of the Operating Budget and the
Capital Expenditure List by resolution of each of the participating political subdivisions would be
appreciated.
I would be pleased to respond to any questions or comments that you may have with regard
to this matter. On behalf of the Commission, thank you very much for your assistance and
cooperation.
Enclosures
Very truly yours,
Jacqueline L. Shuck
Executive Director
CC;
Chairman and Members, Roanoke Regional Airport Commission
Mark Allan Williams, General Counsel, Roanoke Regional
William Hackworth, Roanoke City Attorney
Mary F. Parker, Clerk, Roanoke City Council
Conm'~ \2002 city c ountybudg et. ltr
Airport
Commission
"ATTACHMENT I"
ROANOKE REGIONAL AIRPORT COMMISSION
FOR YEAR 2002-2003 BUDGET
MyFiles~Budget\Budget 2002-2003
2001-2002 Budgeted 2002-2003 Budgeted
EXPENSE BUDGET Expenditures Expenditures
1. Operations and Maintenance Expenses
A. Salaries, Wages and Benefits $2,416,869 $2,657,070
B. Operating Expenditures 2,508,365 2,574,095
C. Other Maintenance Projects 133,900 0
Total Operations and Maintenance 5,059,134 5,231,165
2. Non-Operating Expenses
A. Interest 248,557 234,086
B. Debt Service 345,814 335,000
Total Non-Operating 594,371 569,086
3. Capital Expenses
A. Capital Projects and Purchases 157,500 98,400
B. Multi -Year Projects 308,130 151,880
Total Capital Expenses 465,630 250,280
Total Budgeted Expenditures $6,119,135 $6,050,531
2001-2002 Projected 2002-2003 Projected
REVENUE PROJECTIONS Revenues Revenues
1. Operating Revenues
A. Airfield $1,109,042 $1,275,400
B. General Aviation 181,950 230,318
C. Terminal Related 4,396,317 4,035,426
D. Other Revenues 262,385 245,786
Total Projected Operating Revenues 5,949,694 5,786,930
2. Non-Operating Revenues
A. Interest from Debt Service 53,315 40,000
B. Interest on Investments 540,000 425,000
Total Projected Non-Operating Revenues 593,315 465,000
Total Projected Revenue $6,543,009 $6,251,930
ATTACHMENT H
Proposed Capital Expenditures
(For projects expected to exceed $100,000 in
cost and intended to benefit five or more accounting periods)
Projects
A. Construct Pad and Access Road for ARFF Fire Simulator:
1. Description:
Construct a concrete pad and access to it for the conduct of
training sessions by the Airport Rescue and Fire Fighters,
especially with the state owned ARFF Fire Simulator.
2. Justification:
Members of the Airport Rescue and Fire Fighting Unit are
required by federal regulation to participate in a live fire
drill at least once per year. The Fire Simulator purchased
by the state and made available to all commercial service
airports at least twice per year requires a concrete pad to
support it and the heat of the propane fire. Currently planes
are displaced to make way for the Simulator and the
required training. Firefighters from Roanoke City and
County, as well as other jurisdiction also participate in
training when the Simulator is located at the airport.
Estimated Cost:
$ 300,000
B. Construct Portion of Perimeter Road (Phase I):
1. Description: Construct interior perimeter road west of Runway 33.
2. Justification:
Concerns regarding conflicts between aircraft and vehicles,
as well as an increased need for inspections for security
purposes, require that an interior perimeter road be built.
This is now considered to be a priority project by the FAA.
The first section of this road can easily be included in the
Runway 33 rehabilitation project scheduled for the spring of
2003.
Estimated Cost: $1,350,000
Attachment II
Page Two
Co
Purchase 3 Glycol Recovery Units:
1. Description: Purchase three units capable of sweeping up glycol used to
deice aircraft.
2. Justification:
The Commission's storm water pollution prevention plan
and state permit require that it eliminate sources of storm
water contamination. These units will be used by the
passenger and cargo airlines to recover the glycol used to
deice aircraft, especially when such deicing occurs during
dry weather.
Estimated Cost:
$ 300,000
II.
Funding Sources
Federal AIP Grant Funds
State Aviation Grant Funds
Commission Funds
$1,755,000
195,000
-0-
Estimated Total Projects Funding
$1,950,000
csp/comm/2002 March Meeting\2002budgetattachII.frm
RESOLUTION OF THE ROANOKE REGIONAL AIRPORT COMMISSION
Adopted this 13th day of March 2002
No. 06-031302
A RESOLUTION approving and adopting the Commission's Operating and Capital
Purchase Budget for fiscal year 2002-2003.
BE IT RESOLVED by the Roanoke Regional Airport Commission that the fiscal year
2002-2003 Operating and Capital Purchase Budget for the Commission as set forth in the
report and accompanying attachment by the Executive Director dated March 13, 2002, is
hereby approved;
BE IT FINALLY RESOLVED that the Executive Director is authorized on behalf of
the Commission to submit the fiscal year 2002-2003 Operating and Capital Purchase Budget,
as well as a list of Proposed Capital Expenditures, to the Roanoke City Council and the
Roanoke County Board of Supervisors for approval pursuant to the contract between the
Commission, Roanoke City and Roanoke County dated January 281 1987, as amended.
ATTEST:
VOTE:
AYES:
NAYS:
ABSENT:
Macfarlane, Smith, Turner, Whittaker
None
Milliron
MARY H. ALLEN, CMC
CLERK TO THE BOARD
Email: mallen @co.roanoke.va.us
P.O. BOX 29800
5204 BERNARD E~4F~.07~
ROANOKE, VIRGINIA 15 P 1:38
(540) 772-2005
FAX (540) 772-2193
April 10, 2002
BRENDA J. HOLTON, CMC
DEPUTY CLERK
Email: bholton @ co. roanoke,va.us
Ms. Jacqueline L. Shuck
Executive Director
Roanoke Regional Airport
5202 Aviation Drive
Roanoke, VA 24012-1148
Dear Ms. Shuck:
Attached is a copy of Resolution 040902-2 approving the Roanoke Regional Airport
Commission Budget for FY 2002-2003. This resolution was adopted by the Board of
Supervisors at their meeting on Tuesday, April 9, 2002.
If you need further information, please do not hesitate to contact me.
Sincerely,
Brenda J. Holton, CMC, Deputy Clerk
Roanoke County Board of Supervisors
Attachment
cc: Diane D. Hyatt, Chief Financial Officer
Paul M. Mahoney, County Attorney
Arthur Whittaker, Chairman, Roanoke Regional Airport Commission
Mary F. Parker, Clerk, Roanoke City Council
Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission
AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE
COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION
CENTER, TUESDAY, APRIL 9, 2002
RESOLUTION 040902-2 APPROVING THE ROANOKE REGIONAL
AIRPORT COMMISSION BUDGET FOR FY 2002-2003, UPON CERTAIN
TERMS AND CONDITIONS
WHEREAS, Section 24.B of the Roanoke Regional Airport Commission Act and
Section 17.(a) of the contract between the City of Roanoke, Roanoke County, and the
Roanoke Regional Airport Commission provide that the Commission shall prepare and
submit its operating budget for the forthcoming fiscal year to the Board of Supervisors of
the County and City Council of the City; and
WHEREAS, by report dated March 13, 2002, a copy of which is on file in the office
of the Clerk to the Board, the Executive Director of the Roanoke Regional Airport
Commission has submitted a request that the County approve the FY 2002-2003 budget
of the Roanoke Regional Airport Commission.
THEREFORE, BE IT RESOLVED by the Board of Supervisors of Roanoke County,
Virginia that the FY 2002-2003 budget and proposed capital expenditures for the Roanoke
Regional Airport Commission as set forth in the March 13, 2002, report of the Commission
Executive Director, a copy of which is incorporated by reference herein, is hereby
APPROVED, and the County Administrator and the Clerk are authorized to execute and
attest, respectively, on behalf of the County, any documentation, in form approved by the
County Attorney, necessary to evidence said approval.
On motion of Supervisor Minnix to adopt the resolution, and carried by the following
recorded vote:
AYES: Supervisors Flora, McNamara, Minnix, Nickens, Church
NAYS:
None
CC:
A COPY TESTE:
Brenda J. Holtc~, CMC
Deputy Clerk to the Board of Supervisors
File
Jacqueline L. Shuck, Executive Director, Roanoke Regional Airport
Diane D. Hyatt, Chief Financial Officer
Paul M. Mahoney, County Attorney
Arthur Whittaker, Chairman, Roanoke Regional Airport Commission
Mary F. Parker, Clerk, Roanoke City Council
Mark Allan Williams, General Counsel, Roanoke Regional Airport Commission
2
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 1st day of Apr±l, 2002.
No. 35798-060102.
A RESOLUTION changing the time and place of commencement of the regular
meeting of City Council on Monday, April 15, 2002.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The meeting of City Council regularly scheduled to be held at 2:00 p.m. on
Monday, April 15, 2002, in City Council Chambers at 215 Church Avenue, S. W., is hereby
rescheduled to commence at 12:00 Noon, Monday, April 15, 2002, in the Exhibit Hall of the
·
Roanoke Civic Center, 710 Williamson Road, N. W. in the City of Roanoke, for the purpose
of recognizing participants in Student Government Day, with such meeting to be adjourned
after lunch and reconvened in order for the remainder of the meeting be conducted at 2:00
p.m. on the same date in City Council Chambers at 215 Church Avenue, S. W.
2. Resolution No. 35454-070201, adopted July 2, 2001, is hereby amended to the
extent it is inconsistent with this resolution.
3. The City Clerk is directed to cause a copy of this resolution to be posted
adjacent to the doors of the Council Chambers and inserted in a newspaper having general
circulation in thc City at least seven days prior to April 15, 2002.
ATTEST:
City Clerk.
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
April 3, 2002
File #60-144
Stephanie M. Moon
Deputy City Clerk
Sheila N. Hartman
Assistant City Clerk
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
April 1, 2002, the matter of service level and costs associated with the Solid Waste
Management Program was referred to fiscal year 2002-03 budget study.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc:
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
Robert K. Bengtson, Director, Public Works
H:XAgenda.02XApril I, 2002 correspondence (rough)wpd.wpd