HomeMy WebLinkAboutCouncil Actions 05-06-02ROANOKE CITY CO UNCIL
REGULAR SESSION
CARDER
35823-050602
MAY 6, 2002
12:15 P. M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order--Roll Call. (All present)
A communication 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 7-0)
File #110-132
A communication from the City Manager requesting a Closed Meeting to
discuss 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 2.2-371 l(A)(3), Code of Virginia
(1950), as amended.
(Approved 7-0)
File #110-104-166
THE MEETING WAS DECLARED IN RECESS FOR ONE CLOSED
SESSION. FOLLOWING THE CLOSED SESSION, COUNCIL
RECONVENED IN ROOM 159 FOR A BRIEFING ON THE CITY OF
ROANOKE PENSION PLAN
AT 1:58 P.M., THE MEETING WAS DECLARED IN RECESS TO BE
RECONVENED AT 2:00 P.M. IN THE CITY COUNCIL CHAMBER.
2
ROANOKE CITY CO UNCIL
REGULAR SESSION
MAY 6, 2002
2:00 P.M.
CITY COUNCIL CHAMBER
AGENDA FOR THE COUNCIL
Call to Order--Roll Call. (All present)
The Invocation was delivered by The Reverend Edward T. Burton,
Pastor, Sweet Union 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, May 9, 2002, at
7:00 p.m., and Saturday, May 11,2002, 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:
A resolution memorializing the late Willis M. "Wick" Anderson, a former
Mayor of the City of Roanoke.
Adopted Resolution No. 35824-050602. (7-0.)
File #80-110-178-367
Proclamation declaring the week of May 12 - 18, 2002 as National Historic
Preservation Week.
File #216
Proclamation declahng
Appreciation Week.
File #80
the week of May 12 - 18, 2002 as Business
Proclamation declaring the week of May 5 - 11, 2002 as National Tourism
Week.
File #336
Proclamation declaring the month of May 2002 as Early Intervention Month.
File #304
0
CONSENT AGENDA
C-1
(APPROVED 7-0)
ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE
CONSIDERED TO BE ROUTINE BY THE MEMBERS OF CITY
COUNCIL AND WILL BE ENACTED BY ONE MOTION. THERE
WILL BE NO SEPARATE DISCUSSION OF THE ITEMS. IF
DISCUSSION IS DESIRED, THE ITEM WILL BE REMOVED FROM
THE CONSENT AGENDA AND CONSIDERED SEPARATELY.
Minutes of the regular meeting of City Council held on Monday,
April 1, 2002.
RECOMMENDED ACTION: Dispense with the reading thereof and
approve as recorded.
5
C-2
A communication from the City Manager requesting that Council
schedule a public hearing for Monday, May 20, 2002, at 7:00 p.m., in
connection with granting easements across City-owned property located
between Wasena Park and 13th Street, S. W., to Appalachian Power Co., d/b/a
American Electric Power, for the purpose of relocating and reconstructing
existing electrical transmission and distribution lines, and to vacate existing
easements in connection with the Roanoke River Flood Reduction Project.
RECOMMENDED ACTION: Concur in request.
File #2-28-29-67-237-268-433
C-3
Qualification of Erin Garvin for a term ending March 31, 2003; Anita L.
Lee for a term ending March 31, 2004; David Walton and Onzlee Ware for
terms ending March 31, 2005, as members of the Parks and Recreation
Advisory Board.
RECOMMENDED ACTION: Receive and file.
File #15-67-110
REGULAR AGENDA
Appointment of two Trustees to the Roanoke City School Board for three year
terms of office commencing July 1, 2002 and ending June 30, 2005.
Applicants are:
Carl D. Cooper
Edward Garner
William H. Lindsey
William E. Skeen
Robert J. Sparrow
William E. Skeen and Robert J. Sparrow were appointed as Trustees of
the Roanoke City School Board for the above referenced term of office.
File #110-467
4. PUBLIC HEARINGS: NONE.
6
5. PETITIONS AND COMMUNICATIONS:
me
Request of Roanoke Festival in the Park to discuss Festival in the Park
2002 events. Stuart Israel, Executive Director, Spokesperson.
(10 minutes)
Received and filed.
File//67-352
6. REPORTS OF OFFICERS:
a. CITY MANAGER:
BRIEFINGS:
V-STOP Grant. (15 minutes)
Received and filed.
File//236
ITEMS RECOMMENDED FOR ACTION:
A communication recommending execution of a one-year
agreement with Automated Mailing Systems, Inc., for provision
of postage metering, bar coding and presort services, at
approximately $19,150.00 per year, with the option to renew for
four additional one-year periods; and rejecting all other bids
received by the City.
Adopted Resolution No. 35825-050602. (6-1, Council Member
Wyatt voted no.)
File #557
A communication with regard to the engagement of consulting
services to update the City's Zoning Ordinance.
Adopted Resolution No. 35826-050602. (7-0.)
File #51-405
7
o
A communication recommending acceptance of the bid submitted
by Super Lawn Truck, Inc., for purchase of three new landscape
maintenance cab/chassis and bodies, in the amount of
$164,738.49; and rejecting all other bids received by the City.
Adopted Resolution No. 35827-050602. (7-0.)
File #67-144-472
A communication recommending appropriation of $349,790.00
for completion of Phases I and II, Wireless E-911 Services, for
fiscal year 2001-02.
Adopted Budget Ordinance No. 35828-050602. (7-0.)
File #60-291-383
A communication recommending acceptance of a Friesian horse
for the Mounted Patrol Unit.
Adopted Resolution No. 35829-050602. (7-0.)
File #5-54
A communication recommending authorization to use competitive
negotiation as the method to secure vendors to operate an
indoor/outdoor coffee shop on the lower level of the Main
Library, adjacent to Bullitt Avenue.
Adopted Resolution No. 35830-050602. (7-0.)
File #323-555
A communication recommending acceptance of two grants from
the Library of Virginia to fund a training program for middle and
high school age students to assist library patrons on the use of
computers at the Main Library and branch libraries, in the amount
of $5,000.00,. creation of a library website, in the amount of
$5,000.00; and appropriation of funds.
Adopted Budget Ordinance No. 35831-050602 and Resolution
No. 35832-050602. (7-0.)
File #236-262-323-467
b. DIRECTOR OF FINANCE:
Financial report for the month of March 2002.
Received and filed.
File #1-10
7. REPORTS OF COMMITTEES:
go
A communication from the Roanoke Valley Cable Television
Committee transmitting the Roanoke Valley Cable Television annual
budget for fiscal year 2002-03, totaling $267,885.00, with the City's
contribution totaling $147,337.00. W. Alvin Hudson, Jr., City Council
Representative to the Roanoke Valley Cable Television Committee.
Adopted Resolution No. 35833-050602. (7-0.)
File #10-60-109-110-448
A communication from the Roanoke City School Board requesting
appropriation of $104,255.00 from the Capital Maintenance and
Equipment Replacement Fund; and a report of the Director of Finance
recommending that Council concur in the request. Richard L. Kelley,
Assistant Superintendent for Operations, Roanoke City Public Schools.
Adopted Budget Ordinance No. 35834-050602. (7-0.)
File #60-467
8. UNFINISHED BUSINESS: NONE.
e
INTRODUCTION AND CONSIDERATION OF
ORDINANCES AND RESOLUTIONS:
Ordinance No. 35818, on second reading, amending, repealing or
replacing proffered conditions authorized by Ordinance No. 32294-
121994 presently binding upon Official Tax No. 2761409 and rezoning
Official Tax No. 2761409 from RS-3, Residential Single Family, Low
Density District, to C-2, General Commercial District; and rezoning
Official Tax No. 2761421 from RS-3, Residential Single-Family, Low
Density District, to C-2, General Commercial District, subject to certain
conditions proffered by the petitioner.
The matter was tabled until the regular meeting of Council on
Monday, May 20, 2002, at 2:00 p.m. Council Members White and
Bestpitch voted no.
File #51
bo
A resolution establishing the date of a Special Meeting of the Council
of the City of Roanoke on May 13, 2002, at 2:00 p.m., in the City
Council Chamber.
Adopted Resolution No. 35823-050602. (7-0.)
File #60-132
10. MOTIONS AND MISCELLANEOUS BUSINESS:
ao
Inquiries and/or comments by the Mayor, Vice-Mayor and Members of
City Council.
Council approved implementation of the "Shining Stars Recognition
Program."
File #80
Vacancies on various authorities, boards, commissions and committees
appointed by Council.
11. CITY MANAGER COMMENTS:
l0
The City Manager encouraged citizens of the Roanoke Valley to take
advantage of the many cultural activities/festivities offered by the City of
Roanoke. She advised that Council is in the middle of the fiscal year
2002-03 budget process, budget study sessions will be held on May 9 and
10, and the budget is scheduled to be adopted by Council on May 13 at
2:00 p.m. She further advised that later in the day, Council will receive a
briefing on revenues/revenue adjustments and asked that citizens be
mindful of budget concerns as the City prepares for fiscal years 2002-03
and 2003-04.
File #60-87
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. Pat Gordon, 3204 Christian Avenue, N. E., addressed Council with
regard to cruising on Williamson Road and Winsloe Avenue, N. W.
The matter was referred to the City Manager for report to Council within
30 days.
File #20-66-514
The meeting was declared in recess at 4:00 p.m., to be immediately
reconvened in Room 159, for a briefing with regard to Fiscal Year 2002
revenues, with potential changes to proposed Fiscal Year 2003.
File #60
The meeting was declared in recess at 5:15 p.m., and Council reconvened
in Closed Session in the Council's Conference Room.
Council Member White left the meeting.
CERTIFICATION OF CLOSED SESSION. (6-0)
Darlene L. Burcham, City Manager, was appointed as a member of the
Hotel Roanoke Conference Center Commission, for a term ending
April 12, 2006.
File #15-110-247
Sherman A. Holland and James H. Smith were reappointed as members
of the Youth Services Citizen Board for terms ending May 31, 2005.
File #15-110-304
Beverly T. Fitzpatrick, Jr., was appointed as a member of the Roanoke
Redevelopment and Housing Authority, to fill the expired term of
Willis M. Anderson, deceased, term ending August 31, 2002.
File #15-110-178
The following persons were nominated to serve on Virginia Municipal
League Policy Committees:
Environmental Quality
Finance
General Laws
Human Development and Education
Transportation
File #17-110
Mayor Ralph K. Smith
Jesse A. Hall
William M. Hackworth
Linda F. Wyatt
Vice-Mayor William H.
Carder
The meeting was declared in recess, to be reconvened at 8:30 a.m., on
Thursday, May 9, 2002, in Room 159, Noel C. Taylor Municipal Building,
for fiscal year 2002-03 budget study.
RALPH K. SMITH
Mayor
CITY OF ROANOKE
OFFICE OF THE MAYOR
215 CHURCH AVENUE, S.W., ROOM 452
ROANOKE, VIRGINIA 24011-1594
TELEPHONE: (540) 853-2444
FAX: (540) 853-1145
May 6, 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
May 6, 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 .^.3, Code of Virginia (1950), as amended.
Sincerely,
Darlene L. Burcham
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. ci. roanoke.va.us
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of I~lay, 2002.
bio. 35824-050602.
A RESOLUTION memorializing the late Willis M. "Wick" Anderson, a former mayor of
the City of Roanoke.
WHEREAS, the members of Council learned with sorrow of the passing of Mr. Anderson
on Tuesday, April 23, 2002; and
WHEREAS, Mr. Anderson was a graduate of Roanoke College and of the School of Law
at Washington and Lee University; and
WHEREAS, Mr. Anderson served in the U.S. Army JAG Corps for two years and, upon
returning to Roanoke, began his profession as a local attorney; and
WHEREAS, Mr. Anderson was employed as General Counsel for Shenandoah Life
Insurance Company for 25 years; and
WHEREAS, Mr. Anderson was elected to City Council in 1958 at age 29; served as the
youngest mayor of the City of Roanoke from 1960 to 1962; and, during his service, was involved
with projects such as improvements to Roanoke's airport, the opening of a new juvenile
detention home, and construction of the Roanoke Civic Center; and
WHEREAS, Mr. Anderson was first elected to the Virginia House of Delegates in 1963
and served for four terms, during which time he sponsored legislation to help create Virginia
Western Community College; and
WHEREAS, Mr. Anderson served for eight years on the State Board of Elections; and
WHEREAS, Mr. Anderson was a past president of both the Roanoke Symphony Society
and Kiwanis Club of Roanoke; and
WHEREAS, Mr. Anderson was an organizing director of Mill Mountain Theatre, and
served on its board for 25 years; and
WHEREAS, Mr. Anderson was a board member at various times for every organization
in Center in the Square; and
WHEREAS, for the past nine years, Mr. Anderson chaired the Board of Commissioners
of the Roanoke Redevelopment and Housing Authority; and
WHEREAS, at the time of his death, Mr. Anderson was a trustee of Greater Roanoke
Valley Development Foundation and a director of Virginia's Explore Park.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. City Council adopts this resolution as a means of recording its deepest
regret and sorrow at the passing of Willis M. "Wick" Anderson, and extends
to his family its sincerest condolences.
2. The City Clerk is directed to forward an attested copy of this resolution to
Mr. Anderson's cousin, Gerry Keister, of Roanoke, Virginia.
ATTEST:
City Clerk
UO lam
~WHEREAS,
historic preservation is an effective tool for managing growth,
revitalizing neighborhoods, fostering local pride and maintaining
community character while enhancing livability; and
WHEREAS,
historic preservation is relevant for communities across the nation,
both urban and rural, and for Americans of all ages, all walks of life
and all ethnic backgrounds; and
WHEREAS,
it is important to celebrate the role of history in our lives and the
contributions made by dedicated individuals in helping to preserve
the tangible aspects of the heritage that shape us as residents of the
City of Roanoke and the Commonwealth of Virginia; and
WHERF2tS,
"Preserving the Spirit of Place" is the theme of National Historic
Preservation Week 2002, co-sponsored by the Virginia Department
of Historic Resources, the Roanoke Valley Preservation Foundation
and the National Trust for Historic Preservation.
NOW, THEREFORE, L Ralph IC Smith, Mayor of the City of Roanoke, Virginia,
encourage the citizens of the City of Roanoke to join with citizens across the
Commonwealth of Virginia in recognizing and participating in this special
observance, and do hereby proclaim May 12-18, 2002, throughout this great
All-America City, as
NATIONAL HISTORIC PRESER VA TION WEEK.
Given under our hands and the Seal of the City of Roanoke this sixth day of May in
the year two thousand and two.
ATTEST:
Mary F. Parker
City Clerk
Ralph IC Smith
Mayor
WHEREAS, the City of Roanoke is pleased to have a thriving base of business and
industry to support the local economy; and
WHE~S, these businesses provide essential employment opportunities for the
citizens of the Roanoke Valley; and
WHEREAS, these businesses provide local revenues frorn which the entire local
citizenry benefit; and
WHEREAS,
· these businesses also make significant contributions in the community
to promote educational opportunities for children and a variety of
activities which improve the quality of life of the area; and
the City of Roanoke businesses are recognized, appreciated and
exemplify this year's theme, "Tradition & Innovation: Powering
Virginia."
NOW, THEREFORE, L Ralph lC Smith, Mayor of the City of Roanoke, Virginia,
do. hereby proclaim the week of May 12 - 18, 2002, throughout this great
All-America City, as
BUSINESS APPRECIATION WEEK.
Given under our hands and the Seal of the City of Roanoke this sixth day of May in
the year two thousand and two.
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
WttEREAS,
the travel and tourism industry supports the vital interests of the City
of Roanoke and the Roanoke Valley by contributing to employment,
economic prosperity, international trade, peace, understanding and
goodwill; and
WHEREAS,
travel and tourism ranks as an important industry in the City of
Roanoke in terms of revenue generated by contributing
$235,896,000. O0 in spending by travelers, $ 74, 216, 000. O0 in payroll
and $7,396,000. O0 in local taxes; and
WHEREAS,
travel and tourism has become a $1 million per day industry in the
Roanoke Valley, with a total yearly amount of $365,975,000.00
generate& and
WHEREAS,
as people throughout the worm become more aware of the
outstanding cultural, recreational and natural resources available
in the City of Roanoke and the Roanoke Valley, travel and tourism
will become an increasingly important aspect in the lives of all
citizens; and
~ERF_~S,
given these laudable contributions to the economic, social and
cultural well being of the citizens of the City of Roanoke, it is fitting
that the importance of travel and tourism be recognized.
NO W, THEREFORE, I, Ralph It Smith, Mayor of the City of Roanoke, Virginia,
urge all citffens to observe and participate in appropriate ceremonies and
activities, and do hereby proclaim the week of May 5 - I 1, 2002, throughout
this great All-America City, as
NATIONAL TOURISM WEEK.
ATFEST:
Gi;'en under our hands and the Seal of the City of Roanoke this sixth day of May in
the year two thousand and two.
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
WHE~&
the Commonwealth of Virginia remains fully committed to the design
and implementation of an interagency, community-based, family-
centered system of early intervention services for all eligible children
and their families, recognizing that children are our most precious
resource and represent the future hopes for the Commonwealth of
Virginia and the nation; and
WHEREAS,
it is recognized that early intervention services reduce the number of
children that will later require more costly special education
services, and the amount and intensity of services needed later in life
by children with disabilities; and
WHEREAS,
the Commonwealth of Virginia currently assures the availability of
evaluation and assessment, the development of an Individualized
Family Service Plan (IFSP), and the provision of service
coordination to all eligible infants and toddlers and their families, at
no cost to the family; and
WHEREAS,
WHE~,
last year, over 6,000 infants and toddlers in Virginia received
services for developmental delays or disabling conditions, with 261
living in the Roanoke Valley; and
the Infant and Toddler Connection of the Roanoke Valley is dedicated
to coordinating early intervention services for infants and toddlers in
the Counties of Roanoke, Botetourt, and Craig, and the Cities of
Roanoke and Salem.
NOW, THEREFORE, I, Ralph K. Smith, Mayor of the City of Roanoke, Virginia,
in order to inform the public of early intervention services available to
infants and toddlers with developmental delays and disabilities and to also
recognize the dedicated and talented individuals who coordinate and provide
these services, do hereby proclaim May, 2002, throughout this great
All-America City, as
EARL Y INTER VENTION MONTH.
Given under our hands and the Seal of the City of Roanoke this sixth day of May in
the year two thousand and two.
Mary F. Parker ,'~' Ralph K. Smith
City Clerk ~ Mayor
ATTEST:
C-1
REGULAR WEEKLY SESSION ..... ROANOKE CITY COUNCIL
April 1, 2002
12:15 p.m.
The Council of the City of Roanoke met in regular session on Monday,
April 1, 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,
Recjular Meetin~ls, Code of. the City of Roanoke (1979), as amended.
PRESENT: Council Members William White, Sr., W. Alvin Hudson, Jr., Linda F.
Wyatt, William D. Bestpitch, William H. Carder and Mayor Ralph K. Smith ............ 6.
ABSENT: Council Member C. Nelson Harris ................................................ 1.
OFFICERS PRESENT: Darlene L. Burcham, City Manager; William M.
Hackworth, City Attorney; Jesse A. Hall, Director of Finance; and Mary F. Parker,
City Clerk.
COMMITTEES-CITY COUNCIL: A communication from Mayor Ralph K. Smith
requesting that Council convene in 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, was before
the body.
Mr. Carder moved that Council concur in the request of the Mayor to convene
in 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. The motion was seconded by
Mr. Bestpitch and adopted by the following vote:
AYES: Council Members Hudson, Wyatt, White, Carder, Bestpitch
and Mayor Smith ........................................................................................... 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
PURCHASE/SALE OF PROPERTY-CITY MANAGER-CITY COUNCIL: 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, was before
the body.
Mr. Hudson moved that Council concur in the request of the City Manager to
convene in 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. The motion was seconded by Mr. Carder and
adopted by the following vote:
AYES: Council Members Hudson, Wyatt, White, Carder, Bestpitch
and Mayor Smith ............................................................................................. -6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
CITY MANAGER-CITY COUNCIL: A communication from the City Manager
requesting that Council convene 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, 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 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 Hudson, Wyatt, White, Carder, Bestpitch
and Mayor Smith .................................................................................. -6.
NAYS: None .................................................................................. -0.
(Council Member Harris was absent.)
CITY ATTORNEY-CITY COUNCIL: A communication from the City Attorney
requesting that Council convene in 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, was before the body.
2
Mr. Carder moved that Council concur in the request of the City Attorney to
convene in 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.
The motion was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder and
Mayor Smith .................................................................................................. 6.
NAYS: None ......................................................................................... -0.
(Council Member Harris was 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 South.
At 12:25 p.m., the Council meeting reconvened in Room 159, Emergency
Operations Center Conference Room, for discussion regarding the roles and
responsibilities of Council-Appointed and certain Constitutional Officers.
CITY CHARTER-CITY MANAGER-DIRECTOR OF FINANCE-CITY ATTORNEY-
CITY CLERK-MUNICIPAL AUDITOR-REAL ESTATE VALUATION-CITY TREASURER-
COMMISSIONER OF REVENUE: The City Manager called attention to a previous
discussion by Council regarding City Charter amendments at its November 19, 2001
Council meeting, in connection with reporting responsibilities of the Director of
Finance, at which time it was suggested that the matter be referred to the Council's
Financial Planning Session for further discussion, along with discussion regarding
the roles and responsibilities of other Council-Appointed Officers. At that time, she
advised that City staff was requested to conduct a survey of other cities in the
Commonwealth of Virginia in regard to reporting responsibilities of
Council-Appointed positions, budgets, and Offices of Management and Budget. As
City staffwas preparing for the Financial Planning Session in March, 2002, she noted
that a memorandum was sent to Council suggesting that the topic did not fall into
the category of items typically discussed at a Financial Planning Session, and
Council was requested to defer discussion until another date; therefore, the matter
was currently before Council for discussion.
The City Manager explained that a request was made that the two
Constitutional Offices having financial-related responsibilities, the City Treasurer
and the Commissioner of the Revenue, also be included in the study in regard to
financial reporting; and appropriate Constitutional Office's and each Council-
Appointed Officer were requested to provide information regarding their respective
duties and responsibilities, along with a departmental organization chart. She stated
that no specific action is requested of the Council today; however, discussion will
provide Council with an opportunity to ask questions and to gain a better
understanding of the various roles and responsibilities of Council-Appointed and
certain Constitutional Officers.
Mr. White advised that the majority of Council is not interested in changing the
reporting relationships or responsibilities of Council-Appointed Officers at this time.
From his discussions with the majority of Council Members, he stated that it is
believed that such discussions are more of a detraction to transacting City business
and proposed, after today, that there be no further discussion of the matter until
there is a majority of Council that is in favor of enacting changes. He added that if
Council Members would like more information on duties and responsibilities of
Constitutional Officers, they may confer directly with the appropriate Constitutional
Officer.
Mr. Hudson advised that he did not understand how Constitutional Offices
were brought into the discussion, since Constitutional Officers are elected by the
citizens of the City of Roanoke.
The Mayor advised that the session could be used as a learning experience
in order for Council to ask questions and to gain a better understanding of the roles
and responsibilities of Council-Appointed Officers and Constitutional Officers, and
he would like to call upon the Council-Appointed Officers and Constitutional Officers
in attendance for remarks.
Vice-Mayor Carder advised that he initially brought the matter forth for
discussion on behalf of himself and certain members of the business community
because of the appearance of redundancy in financial reporting and to achieve the
necessary efficiencies in conducting City business. However, he stated that if the
majority of Council is not in favor of enacting changes, the matter could be
addressed by a future Council.
The Mayor called upon the City Attorney for remarks; whereupon,
Mr. Hackworth advised that the roles and responsibilities of the City Attorney's
Office are clearly defined by the Roanoke City Code and the City Charter. He stated
that a challenge of the City Attorney's Office is in regard to representing the different
clients - School Board, City Manager, School Superintendent, Municipal Auditor,
etc.; another major challenge is the specialized nature of legal matters and it is
difficult to be an expert in all areas of law, therefore, it is sometimes necessary to
seek outside legal counsel in specialized areas. He referred to the different financial
responsibilities of the Director of Finance, the City Treasurer and the Commissioner
of the Revenue, although the responsibilities appear to be divided properly; and
noted that some localities have held referendas affording citizens the opportunity
to vote on the question of retaining or abolishing Constitutional Offices, many of
which have not been successful. He stated that the current financial reporting
arrangement appears to work, and there are not a lot of turf issues; however, from
a public perspective, the current arrangement could be confusing.
4
The City Treasurer advised that the system of checks and balances currently
in place is healthy for a number of reasons because without such checks and
balances, the City could set itself up for potential problems. He called attention to
an excellent working relationship between the City Treasurer's Office, the Municipal
Auditor and the Director of Finance; however, the City of Roanoke, as an
organization, needs to improve technology thereby enabling those offices with
financial reporting responsibilities to better communicate with each other. He
advised that the real estate computer program, which is over 20 years old, is in need
of improvements and should provide a way to enable the Office of City Treasurer,
Commissioner of the Revenue, and Director of Real Estate Valuation to communicate
with each other on the same property. He stated that staff of the three offices should
work more closely with each other and there is a turf problem to a certain degree.
There was discussion in regard to a centralized billing/collection system for
all real estate taxes, personal property taxes, vehicle decals, and water/sewer
utilities, etc.; and the feasibility of monthly billing for water/sewer utilities and real
estate taxes.
The City Manager called attention to major technology needs of the City of
Roanoke, not only in the area of real estate, but the overall financial and payroll
systems, and the need for enhancements to the City's computer main frame and
capabilities. She stated that a number of efficiencies are needed which will involve
a major expenditure by the City.
A suggestion was made that Council-Appointed Officers/Constitutional
Officers be invited to submit recommendations for improving efficiencies in their
respective departments, while continuing to maintain their individual turfs.
The Mayor suggested that cost estimates and demonstrations be provided to
Council during fiscal year 2002-03 budget study with regard to technology
enhancements to the real estate tax computer program.
The Director of Real Estate Valuation advised that the City's real property
evaluation/tax system is fragmented, and the Office of Real Estate Valuation recently
purchased a new real estate appraisal system which will be housed in the
Commissioner of Revenue's Office since the two offices share numerous processes
and in order to create a common data base. He stated that it is important that the
offices work together and to use technology for greater efficiencies in operation and
cooperation. He added that his office works well with the Offices of Commissioner
of the Revenue and City Treasurer; however, current processes are cumbersome
and hinder the transaction of business.
5
There was further discussion as to whether the City has the capability of
researching the status of all bills owed to the City by a citizen via one computer
application as opposed to researching multiple locations, thereby offering a method
to interface systems.
The City Clerk advised that the Department of Technology has done an
outstanding job in working with the City Clerk's Office with regard to implementing
new computer programs that were recently initiated in the Clerk's Office.
The Municipal Auditor called attention to improvements in technology;
however, it will take time for the City of Roanoke to come on line. He stated that all
Council-Appointed and Constitutional Officers are conscious of doing the best job
possible for the citizens of Roanoke.
The Mayor spoke in support of future meetings of Council-Appointed and
Constitutional Officers to engage in dialogue on City government efficiencies.
Without objection by Council, he advised that he would like to initiate future
meetings involving Council-Appointed Officers and all Constitutional Officers to
discuss their ideas for efficiencies.
There being no further discussion, the Mayor declared the meeting in recess
at 1:40 p.m., to be reconvened at 2:00 p.m., in the City Council Chamber. He advised
that Council would immediately convene in Closed Session in the City Council's
Conference Room.
At 2:00 p.m., 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 William White, Sr., W. Alvin Hudson, Jr., Linda F.
Wyatt, William D. Bestpitch, William H. Carder and Mayor Ralph K. Smith ............ 6.
ABSENT: Council Member C. Nelson Harris ............................................... 1.
The reconvened meeting was opened with a prayer 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 Smith.
6
PRESENTATIONS AND ACKNOWLEDGEMENTS:
PROCLAMATIONS: The Mayor presented a proclamation declaring Saturday,
April 6, 2002, as Tartan Day; and the month of April 2002 as Scottish American
History and Heritage Month.
PROCLAMATIONS-COMMUNITY PLANNING: The Mayor presented a
proclamation declaring April 1 - 7, 2002, as Community Development Week.
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.
MINUTES: Minutes of the regular meetings of Council held on Tuesday,
February 19, 2002, and Monday, March 4, 2002, were before the body.
Mr. Hudson moved that the reading of the minutes be dispensed with and that
the minutes be approved as recorded. The motion was seconded by Mr. Carder and
adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder and Mayor
Smith .......................................................................................................... 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
STREETS AND ALLEYS: A communication from the City Manager advising that
Section 30-14, Code of the City of Roanoke (1979), as amended, provides that streets
and alleys in the City of Roanoke may be altered or vacated on motion of Council,
or on application of any person, in accordance with Section 15.1-364, Code of
Virginia (1950), as amended; whereupon, she requested that she be authorized to file
an application with the City Clerk to vacate, discontinue and close a portion of
Mason Mill Road, N. E., was before the body.
Mr. Hudson 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 White, Hudson, Wyatt, Bestpitch, Carder and Mayor
Smith ........................................................................................................... 6.
NAYS: None ........................................................................................ -0.
(Council Member Harris was absent.)
7
COMMITTEES-AUDIT COMMITTEE: Minutes of the meeting of the Audit
Committee held on Monday, March 4, 2002, were before Council.
The following matters were discussed by the Audit Committee:
Sheriff Canteen and Jail Inmate Funds
APA Clerk of Circuit Court
Performance Audits pertaining to Fire/EMS, Alright
Parking, Solid Waste Management
Critical Data Applications, City Leases and Planning and
Zoning
Special Investigation regarding payroll
Update on the Audit Department's Website
Mr. Hudson moved that the minutes of the Audit Committee be received and
filed. The motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder and Mayor
Smith .......................................................................................................... 6.
NAYS: None .................................................................................. -0.
(Council Member Harris was absent.)
COMMITTEES-LIBRARIES: A report of qualification of Stanley G. Breakell as
a member of the Roanoke Public Library Board for a term ending June 30, 2002, was
before Council.
Mr. Hudson moved that the report of qualification be received and filed. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder and Mayor
Smith .......................................................................................................... -6.
NAYS: None ....................................................................................... 0.
(Council Member Harris was absent.)
REGULAR AGENDA
SCHOOLS: On June 30, 2002, the terms of office of Charles W. Day
and Brian J. Wishneff as Trustees of the Roanoke City School Board will expire; and
the following persons applied for the vacancies prior to the deadline on Friday,
March 8, 2002:
8
James P. Beatty
Robert H. Bird
Carl D. Cooper
Edward Garner
William H. Lindsey
William E. Skeen
Robert J. Sparrow
Pursuant to Chapter 9, Education, Section 9-20, Selection of Candidates for
Public Interview, Code of the City of Roanoke (1979), as amended, on or before
April 20 of each year, Council must select those persons to be accorded the public
interview for the position of Roanoke City School Board Trustee; whereupon, the
matter was before the body.
The selection process provides that the number of applicants to the afforded
the interview shall not exceed three times the number of vacancies on the School
Board, should there be so many applicants.
Mr. White moved that the following persons be afforded the public interview
on Thursday, April 18, 2002, said interviews to commence at 4:30 p.m., in the City
Council Chamber:
Carl D. Cooper
Edward Garner
William Lindsey
William E. Skeen
Robert J. Sparrow
The motion was seconded by Mr. Hudson and adopted.
PUBLIC HEARINGS: None.
PETITIONS AND COMMUNICATIONS:
BUDGET-COMMONWEALTH'S ATTORNEY-GRANTS: A communication from
the Commonwealth's Attorney advising that the Department of Criminal Justice
Services (DCJS) has awarded the City of Roanoke a grant in the amount of
$174,014.00 for the calendar years 2002-2003; the Grant for VIRGINIA EXILE in
2002-2003 will continue to provide the City of Roanoke with additional funding
resources to maintain the Commonwealth's emphasis on prosecuting violent gun
carriers in the City; and the EXILE Grant relates to 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
onto school property with the intent to use them, was before Council.
9
It was further advised that the City of Roanoke would use the funds to target
those persons who illegally possess and use firearms and to reduce the number of
violent firearms crimes in the City of Roanoke, which goal will be achieved through
a unified effort of City, State, and Federal prosecutors and law enforcement
agencies; and VIRGINIA EXILE funding will continue at least through 2003, and re-
application for funding will be required before December 31, 2003.
It was explained that VIRGINIA EXILE in the City of Roanoke would continue
to fund an experienced prosecutor to oversee charges that arise from Virginia EXILE
legislation; additionally, funding was 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; the grant requires a cash match; and
in order to implement the VIRGINIA EXILE campaign in the City of Roanoke for fiscal
year 2002-2003, the City would need to provide local matching funds in the amount
of $17,401.00 from Account No. 001-300-1210-2041.
The Commonwealth's Attorney recommended that Council adopt a resolution
accepting 2002-2003 DCJS funds and authorize 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 to accounts in the
Grant Fund to be established by the Director of Finance and in accordance with
State grant requirements and establish a grant fund revenue estimate; and transfer
funds in the amount of $17,401.00 from Office of Communications, Account No.
001;300-1210-2041, to Transfer to Grant Fund, Account No. 001-250-9310-9535.
The City Manager submitted a communication concurring in the
recommendation of the Commonwealth's Attorney.
Mr. Hudson offered the following emergency budget ordinance:
(#35782-040102) 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 483.)
Mr. Hudson moved the adoption of Ordinance No. 35782-040102. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None .......................................................................................... 0.
(Council Member Harris was absent.)
10
Mr. Carder offered the following resolution:
(#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.
(For full text of Resolution, see Resolution Book No. 65, page 485.)
Mr. Carder moved the adoption of Resolution No. 35783-040102. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................. -6.
NAYS: None ........................................................................................ -0.
(Council Member Harris was absent.)
BUDGET-FIRST CITIES COALITION: Vice-Mayor Carder advised that the
following Virginia cities make up the First Cities Coalition: Charlottesville, Danville,
Fredricksburg, Hampton, Hopewell, Lynchburg, Newport News, Norfolk, Petersburg,
Portsmouth, Richmond, Roanoke, Staunton and Winchester. He further advised that
all of the above referenced cities have similarities in terms of aging infrastructure,
inequities in State funding, reimbursement of funds for streets, Standards of Quality,
etc., and are landlocked and fiscally stressed. He stated that the priorities of the
First Cities Coalition are that the State should provide strong incentives for cities
through redevelopment and reinvestment (example: if the same types of incentives
that were offered for new development by Roanoke County were available to the City
of Roanoke, the City could save millions of dollars in connection with the South
Jefferson Redevelopment Plan, therefore, the State should look at the re-use of
urban areas as an incentive); the State should re-balance service necessities and
funding resources to cities; and the State should develop an urban policy.
The City Manager advised that the City of Roanoke was one of the original
charter members of the First Cities Coalition, and several years ago the City was
energized over redevelopment issues and the belief that older urban communities
were not receiving fair treatment, particularly by the General Assembly regarding
how to deal with some of the common problems of urban areas. She stated that the
number of cities participating in the First Cities Coalition has increased to 14, with
the possibility of adding a 15th city, and it is becoming more obvious that the older
urban communities need to pool their resources. She advised that the Policy
Committee of the First Cities Coalition which involved elected officials met in
January, and supported the following four initiatives: (1) unanimously agreed to
11
support legislation that involved increased revenues for legislation and
transportation, (2) agreed to engage in an active pursuit in educating citizens about
where the decisions are being made (i.e. the General Assembly), (3) requested a
speCial session of the General Assembly to look at tax restructuring in terms of
service priorities and funding resources, and (4) to review the idea of pursuing all
possible remedies and options, including legal remedies.
Vice-Mayor Carder advised that a press conference was held last week by the
First Cities Coalition in Richmond, Virginia, to respond to the proposed State budget
cuts and the sense of urgency experienced by localities in regard to budget issues.
The City Manager explained that the State budget is facing a $2.4 billion
shortfall, which shortfall was addressed as follows:
Local government cuts $ 525M
Higher education cuts - $ 290M
State agency cuts and tax increase - $ 890M
One time revenues and transfers - $ 700M
The Vice-Mayor advised that the State's budget applies to not only the year
2002, but years 2003 and 2004 and there is a strong sense of urgency for the General
Assembly to reconvene in September to address funding inequities. He called
attention to an organization known as the Northern Virginia Round Table which
consists of approximately 100 of the most senior executives of businesses
throughout northern Virginia representing technology companies, retail, financial
institutions, professional service firms, etc., and at a recent meeting it was stated
that the Commonwealth of Virginia cannot meet its responsibilities to provide critical
and necessary State services for the overall public good of its citizens, and the
Northern Virginia Round Table believes that there is an urgency that something
needs to be done.
Taking the cuts to the local level, the City Manager advised that the funding
reduction to the City of Roanoke is approximately $1.3 million in alcoholic beverage/
wine tax, House Bill 599 law enforcement funding, funding for Constitutional Officers
and a significant reduction in funding of the Juvenile Justice and Office on Youth
programs. She added that this $1.3 million equates to 33 full time positions in the
City of Roanoke organization.
Vice-Mayor Carder called attention to State legislation which exempts the
Commonwealth of Virginia from law suits by Constitutional Officers in connection
with budget cuts; however, that same legislation does not exempt cities from law
suits.
12
The City Manager reviewed local options and strategies: i.e.: increased taxes
and/or increased fees, eliminate or modify service delivery, or eliminate positions.
She advised that it has been her goal as City Manager, if positions need to be
eliminated, to hold harmless those individuals serving in the positions and transfer
those employees to other positions within City government. She stated that a new
approach to tax structuring as related to localities is needed, along with a revised
funding formula.
Until Council receives the proposed fiscal year 2002-03 City budget, Mr. White
advised that Council is not in a position to discuss the budget because to do so is
placing the City's position and strategy in front of the proposed budget. In addition,
he called attention to past State funding difficulties in which the City worked with its
delegation to the General Assembly to address funding inequities, and asked that
the City not come on so strong that the good relationships of the past are potentially
destroyed.
Mr. Bestpitch expressed concern with regard to tax restructuring throughout
the entire Commonwealth of Virginia, and advised that the real issue is whether or
not the citizens of the Commonwealth are going to demand that the tax system be
structured so as to fund the Standards of Quality, to provide funds for public safety,
and to deliver the type of services that citizens have come to expect throughout the
entire Commonwealth of Virginia. He explained that citizens must be made to
understand that if these issues are to be addressed, citizens of the Commonwealth
of Virginia and the City of Roanoke must let their voices be heard in Richmond by
insisting that a new tax structure be implemented, and the City Manager and the
Vice-Mayor are trying to impress upon Council and the citizens of the City of
Roanoke that the focus of attention should be on the issue of tax restructuring for
the entire state.
In summary, the City Manager referred to these issues that the First Cities
Coalition addressed at its meeting on March 28, 2002; i.e.: a new tax structure that
provides net new revenue to localities for education, transportation, public safety
and other issues; and a new urban policy that does not treat urban communities to
a disadvantage as is presently the case because of the level of service that urban
communities provide. She explained that these are not quick fixes, but in some
instances, have been periodically studied for the last 15 - 20 years, more than
enough studies are currently on the table, and legislative action is required.
Ms. Wyatt advised that no citizen wants to pay more taxes; however, the
Commonwealth of Virginia ranks about 12th in the United States in per capita income
and 46th in overall tax burden; therefore, in order to have the services that citizens
want, they must be willing to pay the price. She stated that the reality is that the
Commonwealth of Virginia does not have the wherewithal to make up the gap that
has continually grown and we, as a community and a state, must come to grips
insofar as paying our fair share for the services we want.
13
REPORTS OF OFFICERS:
CITY MANAGER:
BRIEFINGS: None.
ITEMS RECOMMENDED FOR ACTION:
APPALACHIAN POWER COMPANY-BUDGET-STREET LIGHTS-RNDC: The City
Manager submitted a communication advising that Phase II of infrastructure
improvements to the Greater Gainsboro Redevelopment Area consists of
construction of improvements including water, sanitary sewer, storm drainage, curb
and sidewalk, paving, landscaping and associated work within the Greater
Gainsboro Redevelopment Area; and pursuant to Council's request, plans were
provided to Charles Price,~ representing the Roanoke Neighborhood Development
Corporation (RNDC), on Thursday, March 21,2002, who provided minor comments
which will be addressed by increasing the number of trees and providing additional
sidewalk to the contract during construction.
It was further advised that after proper advertisement, four bids were received
on Tuesday, January 8, 2002, with Breakell, Inc., submitting the Iow bid in the
amount of $496,183.93 and a construction time of 120 consecutive calendar days;
the City and Appalachian Power Company, dlb/a American Electric Power (AEP),
have entered into a Street Lighting Agreement dated July 1, 1995, concerning the
provision by AEP to the City of street lights and associated electrical current for the
lights; and 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 $350,000.00.
It was explained that the infrastructure improvement project is being
constructed in three phases; the entire project, including estimated costs for Phase
III, remain within the adopted capital project budget of $3,426,282.00; proposed
funding from available balances in several capital project accounts is being used to
fund AEP improvements which are ineligible for CDBG funds due to wage rate
restrictions; funding in the amount of $895,802.00 is needed for the project;
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; and funding in the amount of $895,802.00 is available in CDBG accounts,
Greater Gainsboro Infrastructure, Gainsboro Library, Environmental Issues,
Precision Technology, Peters Creek Road Street Light, 50/50 Curb, Gutter, Sidewalk,
Williamson Road Improvements, and Capital Reserve-Buildings.
14
The City Manager recommended that Council accept the bid of Breakell, Inc.,
in the amount of $496,183.93, with 120 consecutive calendar days of contract time;
reject all other bids received by the City; appropriate or transfer funds in the amount
of $148,901.00 to Capital Projects Fund, Account No.008-410-9625, Greater
Gainsboro Infrastructure; CDBG funds in the amount of $535,841.00 have been
appropriated to the proper accounts, fora total of $895,802.00; and authorize the City
Manager to execute the necessary documents or agreements in connection with the
Street Lighting Agreement dated July 1, 1995, with Appalachian Power Company, in
order for AEP to provide appropriate street lights and associated electrical work for
Phase II of the Greater Gainsboro Infrastructure Improvements in the amount of
$350,000.00.
Mr. Carder offered the following emergency budget ordinance:
(#35784-040102) 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 486.)
Mr. Carder moved the adoption of Ordinance No. 35784-040102. The motion
was seconded by Ms. Wyatt and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ........................................................................................ -0.
(Council Member Harris was absent.)
Ms. Wyatt offered the following emergency ordinance:
(#35785-040102) 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.
(For full text of Ordinance, see Ordinance Book No. 65, page 488.)
15
Ms. Wyatt moved the adoption of Ordinance No. 35785-040102. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
Ms. Wyatt offered the following emergency ordinance:
(#35786-040102) 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, dlbla 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.
(For full text of Ordinance, see Ordinance Book No. 65, page 489.)
Ms. Wyatt moved the adoption of Ordinance No. 35786-040102. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ........................................................................................ -0.
(Council Member Harris was absent.)
At 2:50 p.m., the meeting was declared in recess for continuation of a Closed
Session which was previously approved by Council.
At 3:20 p.m., the Council meeting reconvened in the City Council Chamber.
STATE HIGHWAYS-STREETS AND ALLEYS: The City Manager submitted a
communication advising that Section 33.1 - 41.1, Code of Virginia 1950, as amended,
establishes eligibility criteria of localities for receiving funds from the Virginia
Department of Transportation (VDOT) for street maintenance; State Code also
specifies two functional classifications of roadways (Principal/Minor Arterials and
16
Collector/Locals) and establishes a base payment rate per lane mile for each
classification or roadway; and 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.
It was further advised that City eligibility for fiscal year 2001-2002 is
approximately $8,773,218.00 in street maintenance payments from VDOT, which
funds are used for eligible maintenance expenditures that the City incurs for streets,
sidewalks, curb and gutter, traffic signals, bridges, signs and pavement markings;
City staff has developed a list of streets to be submitted to VDOT to enable eligibility
payment in the next fiscal year; and approval of additions to the street inventory is
expected to increase street maintenance payments to the City by approximately
$11,564.00 at current year payment rates.
The City Manager recommended that she be authorized to submit a list of
streets to the Virginia Department of Transportation for approval by the
Commonwealth Transportation Board to enable State Maintenance Payment
eligibility.
Mr. Bestpitch offered the following resolution:
(#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.
(For full text of Resolution, see Resolution Book No. 65, page 490.)
Mr. Bestpitch moved the adoption of Resolution No. 35787-040102. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
BUDGET-DRUGS/SUBSTANCE ABUSE-FDETC: The City Manager submitted
a communication advising that 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; and WIA funding is for two primary client populations:
17
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 established by the U. S. Department of Labor.
It was further advised that the City of Roanoke is the grant recipient and fiscal
agent for FDETC funding, and Council must appropriate funding for all grants and
other monies received by the Consortium.
Itwas explained that an agreement between the Fifth District Employment and
Training Consortium (FDETC) and Family Service 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 1,2001, and amended July 1,2001, shall remain in effect.
The additional funding will be $5,625.00.
The City Manager recommended that she, or Council's appointee to the Policy
Board of the Fifth District Employment and Training Consortium, be authorized to
execute the agreement and any necessary amendments thereto with Family Service
of Roanoke Valley; and that Council appropriate FDETC funding totaling $5,625.00
and increase the revenue estimate by $5,625.00 in accounts to be established in the
Consortium Fund by the Director of Finance.
Mr. Bestpitch offered the following emergency budget ordinance:
(#35788-040102) AN ORDINANCE to amend and reordain certain sections of
the 2001-2002 Consortium Fund Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 491.)
Mr. Bestpitch moved the adoption of Ordinance No. 35788-040102. The motion
was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
18
Mr. Bestpitch offered the following resolution:
(#35789-040102) A RESOLUTION 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 Service of Roanoke Valley.
(For full text of Resolution, see Resolution Book No. 65, page 492.)
Mr. Bestpitch moved the adoption of Resolution No. 35789-040102. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith .......................... , ................................................................. 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
POLICE DEPARTMENT-TRAFFIC-PROCUREMENT CODE: The City Manager
submitted a communication advising that the City of Roanoke wishes to enter into
a contractual agreement with a provider of an Automated Parking Ticket Issuance
and Management System, which will contain the following primary features:
A client based Parking Management System capable of recording
all identified data elements relative to the City's 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 the City's 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.
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 described services; the experience, qualifications, and
references of firms that can provide the above listed services are of equal, if not
19
greater, importance than the cost; issues of experience in 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 account; and
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 the services.
It was explained that the Code of the City of Roanoke (1979), as amended,
provides, as an alternate method of procurement to using the bid process, a process
identified as "competitive negotiation;" and approval by Council is necessary before
the alternate method may be used, which 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. White offered the following resolution:
(#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 software services; and documenting the
basis for this determination.
(For full text of Resolution, see Resolution Book No. 65, page 493.)
Mr. White moved the adoption of Resolution No. 35790-040102. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
20
BUDGET-REFUSE COLLECTION-EQUIPMENT: The City Manager submitted a
communication advising that it has been nine months since the reengineering of
solid waste collection programs was completed; in the months that followed last
summer's difficult transition period, City staff have done a good job of meeting their
goals; and arrival of the spring season is expected to bring a growing volume of
trash which will create greater demands on a collection system that continues to
experience challenges due to the condition of the aging solid waste fleet of trucks.
It was further advised that Council's approval of last year's Capital
Maintenance and Equipment Replacement Program (CMERP) included nine solid
waste trucks; to date, Council has approved the lease-purchase of seven of these
units, with delivery expected to occur between now and the end of July; bids were
recently received for the remaining two trucks; breakdowns of existing trucks and
the unreliable nature of the aging fleet has prompted staff to rent several trucks at
a cost projected to reach $119,000.00 bythe end of the fiscal year, the cost of which
had not been budgeted; rented trucks will be returned as new trucks are placed into
service, which has caused expenditures in excess of the Solid Waste Division's
budget; and there are several other trucks in the solid waste fleet for which
replacement will be sought in the next CMERP.
It was noted that trash volumes are also on the increase; after the
October, 2000 conversion from the former bulk and brush collection system to the
new weekly collection system, quantities immediately began to increase, which
volumes did not level off as anticipated; trash collected by solid waste crews is
averaging nine per cent more than in last fiscal year; which is likewise causing
tipping fee expenditures to exceed that which was budgeted for the current fiscal
year; and this increase does not include recyclables that are collected in amounts
far greater than the previous year; consequently, while the recyclables are
generating savings in the form of cost avoidance, the total waste stream is creating
costs estimated to reach $239,965.00 in excess of that which was originally
budgeted.
The City Manager advised that there were a number of locations identified
where trash collection would change from the alley to curbside; as changes were
implemented, many citizens complained that the change to curbside collection
created a hardship for a variety of reasons; staff re-evaluated those situations and
then reinstated portions of more than 50 alleys for alley collection, which resulted
in the need for additional alley crews to be reinstated; the popularity of the recycling
program also caused the need for one additional crew on Thursdays, and the
number of Physically Challenged customers grew to a volume that also required an
additional crew; additional crews were supplemented by temporary labor services,
charges for which are expected to total $334,147.00, funding for which was likewise
not budgeted; and an additional $4,439.00 was expended for advertising and
publicity of changes to solid waste programs.
21
It was explained that historically, the Solid Waste Management budget has
required supplemental funding near the end of the fiscal year due to the uncertainty
of trash volumes and other related expenditures; in recent years, it has not been
uncommon for the figure to be in the range of $330,000.00; following last summer's
transition period, Council was informed that solid waste costs were expected to
remain within budget by virtue of cost avoidance in the recycling and leaf collection
programs, as well as the use of lapse money for overtime expenditures used during
the transition period; and at this time, given vehicle rental charges, increased
tipping fees, and use of temporary labor, expenditures will exceed available funds
within the budget by a projected total of $697,471.00.
The City Manager noted that $497,471.00 has been identified for appropriation
into Solid Waste Management, Account No. 001-530-4210; an additional transfer
closer to the end of the fiscal year will need to be brought to Council if financial
projections for expenditures in excess of the current budget remain accurate;
whereupon, the City Manager recommended that Council authorize appropriation
of $400,000.00 from Juvenile Detention Services, Account No. 001-121-2130-2008 and
$97,471.00 from Unappropriated CMERP, Account No. 001-3323, to the following line
items in Solid Waste Management.
001-530-4210-1060
001-530-4210-2010
001-530-4210-2015
Contract Labor
Fees for Professional Services
Advertising
Total
$181,793.00
$311,239.00
$ 4,439.OO
$497,471.00
Mr. Carder offered the following emergency budget ordinance:
(#35791) AN ORDINANCE to amend and reordain certain sections of the
2001-2002 General Fund Appropriations, and providing for an emergency.
Mr. Carder moved the adoption of Ordinance No. 35791-040102. The motion
was seconded by Mr. Bestpitch.
Mr. Hudson expressed concern with regard to the appropriation of additional
funds, and advised that since revisions to the City's solid waste disposal program
were initiated in July 2001, the City has spent thousands of dollars to make the
program work. He stated that at the last Council meeting, a lease purchase
arrangement was approved with Koch Financial Services to lease additional
equipment for refuse collection; and today Council is being requested to approve
another $500,000.00 for solid waste disposal. He called attention to discussions
regarding employee lay offs, City department managers have been instructed to
reduce their budgets by five per cent, and yet the City can afford to spend thousands
of dollars on a new solid waste program. He inquired as to the amount of funds
22
already expended by the City since July 1, 2001, on the new solid waste disposal
program, and advised that the City of Roanoke is not living within its means, other
large City projects should be addressed, and there is a perception that large sums
of money are being allocated to the solid waste disposal program just to prove that
it can be successful. He stated that he could not support the request for additional
funds because the City has a responsibility to live within its means, especially in
view of current difficult economic times.
Ms. Wyatt concurred in the remarks of Council Member Hudson, and added
that it is difficult to be supportive of the revised solid waste disposal program and
the addition of staff in the solid waste division, when other City departments have
been instructed to cut back on positions. Additionally, she stated that the solid
waste division is currently $697,471.00 over budget in one year which has not been
accounted for. She expressed concern with regard to the possibility of removing
DARE officers from the schools, yet the City administration can recommend
additional staff to collect refuse. For the above reason, she stated that she cannot
support the City Manager's recommendation for additional funds in the solid waste
management division.
In explanation, the City Manager advised that over the last four to five years,
the City has averaged an additional appropriation to the solid waste division at this
time of the year in the amount of approximately $330,000.00 per yearwhich has been
caused by the inability to evaluate volumes of refuse. She stated that there are
unprecedented volumes of trash and recyclables a result of the new program; and
solid waste activities, including recycling, collection of white goods, bulk trash, leaf
and limb removal collection and the traditional solid waste volumes have increased.
She added that based upon current volumes and current expenditures, before year
end it is estimated that the shortfall could be as high as $697,000.00; however, a
lesser appropriation is requested at this time in anticipation that volumes will drop
off. She also explained that service was reinstated in 50 alleys as the new program
unfolded and those adjustments influenced the number of crews and the frequency
of collection.
There was discussion as to what would happen if additional funds are not
appropriated by Council; whereupon, the City Manager advised that expenditures
will occur unless the City stops collecting refuse or lays off employees. She stated
that in overall ranking, after public safety and education, the next most important
function performed by the City is solid waste collection and removal; and some
citizens do not like the new system of trash collection, but the majority of citizens
believe that Roanoke now has a cleaner community. She reiterated that it is not
unusual at this time of the year to make adjustments within individual departmental
budgets based upon estimates versus real experience; and expenses could be
curtailed for the balance of the fiscal year, although that is not a desired alternative.
23
Vice-Mayor Carder advised that the additional appropriation appears to be
justified based upon information provided by the City Manager in regard to bulk
trash collection, the new recycling program and adjustments to alley collection. He
spoke in support of discussing ways to address the need for additional funds in
solid waste disposal during fiscal year 2002-03 budget study.
The Mayor suggested that procedures be reviewed to insure that department
managers are knowledgeable with regard to projecting actual/estimated costs within
their departments and the value of new equipment as opposed to repairing and/or
maintaining older equipment. He stated that controls are needed for the future, and
he will support the City Manager's request so as not to disrupt City operations.
Mr. White advised that the solid waste management program has been
successful in cleaning up the City of Roanoke; however, the cost factor needs to be
studied to insure that the true cost of operating the department is identified. He
inquired as to the future impact of the nine new refuse collection vehicles.
The City Manager advised that the City is paying a significant amount of funds
for the rental of trucks and manpower inasmuch as vehicles are leased from a
private entity. She explained that used equipment was purchased when the City
initiated the toter system; numerous maintenance problems have occurred, some
of which may be due to the equipment, or the manner in which equipment is
repaired. She stated that it is anticipated that there will be a significant reduction
in over time and maintenance of vehicles, along with other cost savings as a result
of no longer leasing trucks and manpower.
In view of current economic times, Ms. Wyatt questioned whether the City of
Roanoke can afford to provide the refuse collection service at the same level.
Mr. Carder withdrew the motion to adopt the ordinance as an emergency
measure and Mr. Bestpitch withdrew his second to the motion.
Mr. Carder moved that the following ordinance be placed upon its first
reading:
(#35791) AN ORDINANCE to amend and review certain sections of the
2001-2002 General Fund Appropriations.
The motion was seconded by Mr. Bestpitch.
During further discussion of the matter, the City Manager advised that for
some time the City has been supplementing the solid waste budget at this time of
the year in excess of $300,000.00; therefore, the proposed 2002-03 fiscal year
budget, will include certain adjustments. Secondly, she advised that the fiscal year
24
2002-03 recommended budget for the City of Roanoke will be presented to Council
on Monday, April 15, and as a part of budget study discussions, it would be
appropriate for Council to review proposed modifications to the program, effective
July 1,2002. She explained that administrative expenses have been held back as a
measure to insure that the City leaves the current fiscal year in sound financial
condition as it prepares for fiscal year 2002-03; therefore, the City is in a position
this year to identify funds to complete the year within its current level of service.
She stated that the City has created an expectation in its citizens that it will provide
a service by collecting certain articles on certain days of the week and there may be
a misunderstanding at this point if a change is enforced without providing citizens
with an opportunity for input. She added that a significant amount of the money has
already been spent which indicates that the budget adjustment is necessary; and
if Council would like a report on how to curtail expenses between April 15 and
June 30, she will be prepared to make a recommendation to Council at its meeting
on Monday, April 15, 2002..
In addition to the residential refuse collection service, it was noted that the
City provides commercial service for solid waste pickup; whereupon, the City
Manager advised that collection takes place two times per week in commercial
areas, and collection occurs seven days a week in the Central Business District in
downtown Roanoke at no additional charge, with the exception of those businesses
that currently exceed the comparable to ten toters per week. She further advised
that a recommendation for proposed adjustments will be included in the fisca[year
2002- 03 budget inasmuch as this is an area where there is a significant discrepancy.
Ordinance No. 35791, on its first reading, was adopted by the following vote:
AYES: Council Members White, Bestpitch, Carder and Mayor Smith
NAYS: Council Members Hudson and Wyatt
(Council Member Harris was absent.)
CiTY CODE.SIDEWALK/CURB AND GUTTER.BUDGET-FEE COMPENDIUM-
STREETS AND ALLEYS-OUTDOOR DINING: The City Manager submitted a
communication advising that a committee, composed of City staff, business
leaders and Downtown Roanoke Inc. staff, reviewed and submitted
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; and following amendment and
implementation of a new Permit Application, restaurants will be allowed to use
portions of sidewalks throughout the City of Roanoke, specially designated streets
and other public property for outdoor dining purposes; the committee evaluated and
25
addressed many issues and regulations surrounding outdoor dining, including ADA
compliance, zoning, Alcoholic Beverage Control laws, health department issues,
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,
which fees may need to be modified in the future to address increased or decreased
expenditures in operation of the areas.
The City Manager further advised that the Board of Directors of Downtown
Roanoke, Inc., .(.DRI) voted to approve Outdoor Dining ordinance changes and
regulations on nnarcn 12, 2002.
The City Manager recommended that Council adopt an ordinance amending
Section 30-9.1, Code of the Ci.ty of Roanoke (1979), as amended, and amend the
City's Fee Compendium accord,ngly.
Mr. Carder offered the following ordinance:
(#35792-040102) AN ORDINANCE amending, reordaining, and renaming
§30-9.1, Sidewalk obstruction, 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.
(For full text of Ordinance, see Ordinance Book No. 65, page 495.)
Mr. Carder moved the adoption of Ordinance No. 35792-040102. The motion
was seconded by Mr. Bestpitch.
The Mayor urged that the Farmer's Market be protected. He stated that if there
is competition for selling time, a mediator should be engaged to insure that both
sides are represented (farmers and restauranteurs), because both are important
components to the City Market area. He asked that the City of Roanoke not lose the
flavor of the Farmer's Market in its efforts to provide outdoor dining.
Ordinance No. 35792-040102 was adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ........................................................................................... 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent)
26
TRAFFIC-CITY CODE-DOWNTOWN ROANOKE, INCORPORATED-PARKING
FACILITIES-RESIDENTIAL PARKING: The City Manager submitted a communication
advising that in 1998, representatives of Downtown Roanoke, Inc., (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, which led to a strategy by which downtown
residents would be able to park free of charge in City-owned parking garages;
Council approved the strategy on July 6, 1998, for a period of three years; as of
July 2001, 18 residents were using the parking provision; and since that time, City
staff and DRI have been evaluating parking strategy in conjunction with other
measures to further improve downtown residential parking.
It was further advised that at Council's October 18, 2001 meeting, an
ordinance was adopted 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 the process; and on October 18, City staff indicated that
those regulations were not designed to address residential parking in the downtown
area.
It was explained that in seeking input from downtown residents, City staff
learned that 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; however,
they do believe that there is a need to provide some parking benefits that would
serve as an incentive for moving to and remaining in 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 an incentive to securing financing for residential projects; and
residents identified the following issues that are important to their decision to move
into and remain in downtown Roanoke:
Increase the availability of parking or loading zones, especially
between the hours of 6:00 a.m. and 6:00 p.m. This is viewed as
particularly desirable for unloading items such as groceries in
close proximity to their residences.
Allow unrestricted parking in timed parking spaces for nights
and weekends.
Continue to allow free parking in City-owned parking garages for
downtown residences.
Provide for an enhanced feeling of security along the walking
paths between residences and parking areas, as well as in the
parking garages themselves.
27
In response to these issues, it was noted that City staff advised the residents
that permit parking for areas could be established in strategically placed locations
for use by residents purchasing 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 one 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; and the program
includes a $5.00 fee per residential unit and a limit of one permit per licensed adult
resident.
The City Manager advised that City staff also advised residents that the
previous free parking program for residents in downtown parking garages could be
reestablished, which provides residents with the option of 24-hour, uninterrupted
parking, when the convenience of on-street parking is not necessary; and there will
also be a need to continue to provide appropriate safety measures in the parking
garages, as well as along the walking paths to and from residences; and reaction to
the proposals has been generally supportive.
The City Manager recommended that Council adopt a resolution
reestablishing a program to provide residents within the Downtown Service District
with free parking in certain City-owned or City-controlled parking garages and
authorize amendment to Division 2, Residential Parking Permits, Article IV, Stopping,
Standing and Parking, Chapter 20, Motor Vehicles and Traffic, Code of the City of
Roanoke (1979), as amended, 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 permit fees.
Mr. Carder offered the following emergency ordinance:
(#35793-040102) 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.
(For full text of Ordinance, see Ordinance Book No. 65, page 500.)
Mr. Carder moved the adoption of Ordinance No. 35793-040102. The motion
was seconded by Mr. Bestpitch.
Mr. Hudson referred to a communication from the owner of Fallon Florist
located on Church Avenue, S. W., who expressed concern that enactment of the
residential parking program will create a hardship on her business; whereupon, the
City Manager advised that three businesses in the downtown area have cited
28
concerns in regard to the proposed ordinance. She explained that the concerns of
Fallon Florist relate to tenants parking in the time limited spaces during the hours
that the florist is open for business, and a concern that the loading zone area will be
used by tenants for short trips to and from their apartments. She advised that the
Director of Public Works will meet with the owner of Fallon Florist to address her
concerns.
Vice-Mayor Carder called attention to overwhelming business support for the
residential parking initiative in downtown Roanoke, and encouraged that City staff
work with the owner of Fallon Florist and others to address concerns. He stated that
the program is a compromise overwhat Downtown Roanoke, Inc., initially requested
which was unlimited parking as is the case in many cities after business hours.
Ms. Wyatt suggested that residential parking be interspersed with business
parking so as not to have a large block of spaces designated solely for residential
parking; whereupon, the City Manager advised that the suggestion will be reviewed.
Ordinance No 35793-040102 was adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ................. --6.
NAYS: None
(Council Member Harris was absent.)
Mr. Carder offered the following resolution:
(#35794-040102) 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 1, 2002.
(For full text of Resolution, see Resolution Book No. 65, page 505.)
Mr. Carder moved the adoption of Resolution No. 35794-040102. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members White, Hudson Wyatt, Bestpitch, Carder
and Mayor Smith ............................................................................................ 6.
NAYS: None ......................................................................................... 0.
(Council Member Harris was absent.)
29
BUDGET-PURCHASE/SALE OF PROPERTY: The City Manager submitted a
communication advising that on March 18, 2002, Council approved the purchase of
three parcels of real estate described as Official Tax Nos. 1010409-1010411,
inclusive, from Virginia Vaughan, represented by First Union Managed Properties;
the City of Roanoke was offered first option to purchase the property for the
appraised value of $205,000.00; and funding is available in Transportation Fund
retained earnings and needs to be appropriated by Council.
The City Manager recommended that Council appropriate $205,000.00 from
retained earnings in the Transportation Fund to an account to be established by the
Director of Finance.
Mr. Carder offered the following emergency budget ordinance:
(#35795-040102) AN ,ORDINANCE to amend and reordain certain sections of
the 2001-2002 Transportation Fund Appropriations, and providing for an emergency.
(For full text of Ordinance, see Ordinance Book No. 65, page 506.)
Mr. Carder moved the adoption of Ordinance No. 35795-040102. The motion
was seconded by Mr. Bestpitch and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, carder
and Mayor Smith 6.
NAYS: None 0.
(Council Member Harris was absent.)
(Council Member White left the meeting.)
SEWERS AND STORM DRAINS: The City Manager submitted a communication
advising that the Virginia Department of Environmental Quality (DEQ) is requesting
that the City of Roanoke enter into a Consent Order to resolve certain permit issues
and exceedences regarding the operation of the City's Regional Water Pollution
Control Plant; the Consent Order contains dates for submission of reports and
requirements to complete infrastructure improvements, and provides regulatory
relief with regard to certain requirements until the existing Water Pollution Control
Plant permit expires in February 2004.
The City Manager further advised that negotiations to develop the Consent
Order included representatives of the City's partnering jurisdictions, as well as staff
from the City and DEQ; and representatives of partnering jurisdictions are familiar
with impacts to their systems that the Consent Order will generate.
30
The City Manager recommended that Council authorize execution of a
Consent Order on behalf of the City with the State Water Control Board and the
Department of Environmental Quality; that the City Manager be authorized 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; and funds required for the projects will be submitted under separate
requests.
Ms. Wyatt offered the following resolution:
(#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.
(For full text of Resolution, see Resolution Book No. 65, page 507.)
Ms. Wyatt moved the adoption of Resolution No. 35796-040102. The motion
was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ..................................................................................... 5.
NAYS: None 0.
(Council Members White and Harris were absent.)
DIRECTOR OF FINANCE:
AUDITS/FINANCIAL REPORTS: The Director of Finance submitted the
Financial Report for the City of Roanoke for the month of February 2002.
Thers being no questions and without objection by Council, the Mayor advised
that the financial report would be received and filed.
REPORTS OF COMMITTEES:
AIRPORT-BUDGET: Jacqueline L. Shuck, Executive Director, Roanoke
Regional Airport, presented the proposed 2002-03 fiscal year budget of the Roanoke
Regional Airport, which was adopted by the Airport Commission at its meeting on
March 13, 2002. She advised that the proposed budget is in line with revenues,
31
budgeted expenditures are $5.9 million, although they were expected to be
$6.1 million, and total revenues are currently projected at $6 million, rather than
$6.5 million as previously projected. She explained that nationwide, the number of
passengers using air service has decreased dramatically, and the month of February
showed a 14 per cent decline in passengers, which appears to the national average.
She advised that those who claim to be experts in the airline industry project that it
will probably be 2004 before the numbers approach where they were in August 2001
prior to the World Trade Center disaster. She stated that the proposed budget is
conservative, with no raises proposed for airport employees; however, it is hoped
as revenues come in during the next three months, that the Airport budget will
accommodate a minimal employee raise. She advised that additional security-re~ated
employees are included in the budget, some of which were added immediately after
the September 11 World Trade Center disaster, other employees are contractors
who were working at the airport, and since a number of security measures appear
to be permanent, those employees will be retained as additional staff. She stated
that very little is included for equipment purchases or capital funding in the coming
year, although a robust capital program is included in terms of the second runway,
relocation of a taxiway, and redevelopment in the general aviation area, most of
which will be funded by Federal grants to be matched by State grants.
Mr. Bestpitch offered the following resolution:
(#35797-040102) A RESOLUTION approving the Roanoke Regional Airport
Commission's 2002-2003 proposed operating and capital budget, upon certain terms
and conditions.
(For full text of Resolution, see Resolution Book No. 65, page 508.)
Mr. Bestpitch moved the adoption of Resolution No. 35797-040102. The
motion was seconded by Mr. Carder and adopted by the following vote:
AYES: Council Members White, Hudson, Wyatt, Bestpitch, Carder
and Mayor Smith ................ -6.
NAYS: None 0.
(The abovereferenced measure was voted on out of sequence and before Council
Member White left the meeting.) (Council Member Harris was absent.)
UNFINISHED BUSINESS: None.
32
INTRODUCTION
RESOLUTIONS:
AND CONSIDERATION OF ORDINANCES AND
CITY COUNCIL-YOUTH: Mr. Bestpitch offered the following resolution
changing the time and place of commencement of the regular meeting of City
Council on Monday, April 15, 2002, from 2:00 p.m., to 12:00 noon in the Exhibit Hall
of the Roanoke Civic Center, for the purpose of recognizing participants in Student
Government Day, with the 2:00 p.m. session of Council to convene in the City
Council Chamber.
Mr. Bestpitch offered the following resolution:
(#35798-040102) A RESOLUTION changing the time and place of
commencement of the regular meeting of City Council on Monday, April 15, 2002.
(For full text of Resolution, see Resolution Book No. 65, page 509.)
Mr. Bestpitch moved the adoption of Resolution No. 35798-040102. The
motion was seconded by Mr. Hudson and adopted by the following vote:
AYES: Council
and Mayor Smith.
Members Hudson Wyatt, Bestpitch, Carder
'5,
NAYS: None
(Council Members White and Harris were absent.)
MOTIONS AND MISCELLANEOUS BUSINESS:
INQUIRIES AND/OR COMMENTS BY THE MAYOR AND MEMBERS OF
COUNCIL:
BUDGET-REFUSE COLLECTION: At the request of Council Member White,
who had to leave the meeting prior to adjournment, Mr. Hudson requested that the
matter of service levels and costs associated with the Solid Waste Management
Program be referred to fiscal year 2002-03 budget study for further discussion.
ACTS OF ACKNOWLEDGEMENT: Vice-Mayor Carder referred to a
communication from the City Manager under date of April 1, 2002, in regard to the
"Shining Star" recognition program; whereupon, the City Manager requested that
Council review details of the program, and without objection by Council, the
program will be implemented by City staff.
33
CITY EMPLOYEES: Council Member Wyatt requested a report on the City's
personal leave policy. She called attention to reports that on the first day of
personal leave, some City employees advise that they have been placed on family
leave; whereupon, she requested a clarification.
CITY MANAGER COMMENTS:
FIRE DEPARTMENT-CITY MANAGER-COMMUNITY PLANNING-ROANOKE
NEIGHBORHOOD PARTNERSHIP: The City Manager called attention to the following
meetings:
April 8, 2002, 7:00 p.m., Hurt Park Elementary School - Code
Enforcement meeting;
April 16, 2002, 6:30 p,m., Harrison Museum of Africa-American Culture -
Fire Station Plans; and
April 24, 2002, 6:30 p.m., Council Chamber, Ad-Hoc Committee to study
the duties and responsibilities of the Roanoke Neighborhood
Partnership Steering Committee.
HEARING OF CITIZENS UPON PUBLIC MATTERS: The Mayor advised that
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.
HOUSING/AUTHORITY: Ms. Helen E. Davis, 35 Patton Avenue, N. E., spoke
on behalf of residents of the Lincoln Terrace housing development in connection
with a previous request for screen doors on housing units. She advised that staff
representing the Roanoke Redevelopment and Housing Authority recently advised
Lincoln Terrace residents that there will be no front screen doors, only back screen
doors, with the following stipulations: a resident must be 62 years of age or older
and must order the back screen door by request only. She stated that millions of
dollars of Federal funds are being spent on the Lincoln Terrace project and screen
doors are a necessity for health and safety reasons; all residents of Lincoln Terrace
should have screen doors for both the front and back of their housing unit; and
accountability is necessary. She explained that when the matter was last discussed
by Council, it was referred to the City Manager for resolution.
At 5:10 p.m., the Mayor declared the meeting in recess for continuation of
three Closed Sessions that were previously approved by Council.
34
At 6:15 p.m., the meeting reconvened in the City Council Chamber, with all
Members of the Council in attendance, except Council Members Harris, White and
Hudson, Mayor Smith presiding.
COUNCIL: With respect to the Closed Meeting just concluded, Ms. Wyatt
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 Wyatt, Bestpitch, Carder and Mayor Smith ............. -4.
NAYS: None .0.
(Council Members White, Hudson and Harris were absent.)
OATHS OF OFFICE-PARKS AND RECREATION-COMMITTEES: The Mayor
called attention to a communication from the City Manager advising that the Parks
and Recreation Comprehensive Master Plan approved by Council in May, 2000, and
the Parks and Recreation Department Strategic Business Plan identifies the need for
a Parks and Recreation Advisory Board, which will be charged with' the
responsibility of making recommendations for future park improvements, to serve
as a valuable resource to the Department of Parks and Recreation in setting long-
term policy issues, and to assist with marketing and fund raising campaigns. He
further advised that it is proposed that the Advisory Board will consist of no more
than 13 members, with initial terms to be staggered, as follows: four members to be
appointed for one year terms, four members to be appointed for two year terms, and
five members to be appointed for three year terms, with reappointment to be for
three years following completion of the initial term of office.
The Mayor opened the floor for nominations; whereupon, Mr. Carder placed
in nomination the names of V. Shay Berger, Erin Garvin, James Hale,
Carl H. Kopitzke, Geraldine LaManna, Mark S. Lawrence, Anita L. Lee, David Nixon,
Brian M. Shepard, S. James Sikkema, Sherley E. Stuart, The Reverend David Walton,
and Onzlee Ware.
There being no further nominations, Ms. Berger, Ms. Garvin, Mr. Hale, and
Mr. Kopitzke were appointed for terms of one year, each, ending March 31, 2003;
Ms. LaManna, Mr. Lawrence, Ms. Lee, and Mr. Nixon were appointed for terms of two
years, each, ending March 31, 2004; and Mr. Shepard, Mr. Sikkema, Mr. Stuart,
Reverend Walton and Mr. Ware were appointed for terms of three years, each,
ending March 31, 2005, by the following vote:
35
FOR MS. BERGER, MS. GARVlN, MR. HALE, MR. KOPITZKE, MS. LAMANNA,
MR. LAWRENCE, MS. LEE, MR. NIXON, MR. SHEPARD, MR. SIKKEMA, MR. STUART,
REVEREND WALTON AND MR. WARE: Council Members Wyatt, Bestpitch, Carder
and Mayor Smith .......................................................................................... -4.
(Council Members Harris, Hudson and White were absent.)
Inasmuch as Mr. Sikkema is not a resident of the City of Roanoke, Mr. Carder
moved that the City residency requirement be waived in this instance. The motion
was seconded by Ms. Wyatt and adopted.
There being no further business, the Mayor declared the meeting adjourned
at 6:20 p.m.
APPROVED
ATTEST:
Mary F. Parker
City Clerk
Ralph K. Smith
Mayor
36
Office of the City Manager
May 6, 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:
Roanoke River Flood Reduction Project
Easements for the Relocation of AEP
Transmission and Distribution Lines
Pursuant to the requirements of the Virginia Code, the City of Roanoke is required to hold a public
hearing on the proposed conveyance of property rights. This is to request that a public hearing be
advertised on the above matter for Council's regular meeting to be held on Monday, May 20, 2002.
A full report will be included in the May 20, 2002, agenda material for your consideration.
Respectfully submitted,
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
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
May 8, 2002
File #110-323
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Steven C. Buschor, Director
Parks and Recreation
Roanoke, Virginia
Dear Mr. Buschor:
This is to advise you that the following persons have qualified as members of the Parks
and Recreation Advisory Board: Erin Garvin for a term ending March 31, 2003,
Anita L. Lee for a term ending March 31, 2004, and David Walton and Onzlee Ware for
terms ending March 31,2005.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc: Stephanie M. Moon, Deputy City Clerk
H:~Agenda.02LMay 6, 2002 correspondence.wpd
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Erin Garvin, 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 Parks and Recreation Advisory Board for a term ending
March 31,2003, according to the best of my ability.
Subscribed and sworn to before me this
day of
2002.
A~TI-I~R B. CRUSH, III, CLERK
, DEPUTY CLERK
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Anita L. Lee, 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 Parks and Recreation Advisory Board for a term ending
March 31,2004, according to the best of my ability.
7~
Subscribed and sworn to before me this//¢ day of ~-~ 2002
ARTHUR B. CRUSH, III, CLERK
CLERK
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, David Walton, 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 Parks and Recreation Advisory Board for a term ending
March 31,2005, according to the best of my ability.
Subscribed and sworn to before me this __ day of
2002.
ARTHUR B. CRUSH, III, CLERK
BY
, DEPUTY CLERK
Oath or Affirmation of Office
Commonwealth of Virginia, City of Roanoke, to-wit:
I, Onzlee Ware, 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 Parks and Recreation Advisory Board for a term ending
March 31,2005, according to the be~/~bility.
/{
Subscribed and sworn to before me thist/b~''
__ day
2OO2.
ARTHUR B. CRUSH, III, CLERK
DEPUTY CLERK
COMMONWEALTH OF VIRGINIA
CITY OF ROANOKE
)
) To-wit:
)
I, Mary F. Parker, City Clerk, and as such City Clerk of the Council 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 6th day of May, 2002, WILLIAM E. SKEEN was appointed
as a Trustee of the Roanokb City School Board for a term of three years, commencing
July 1,2002, and ending June 30, 2005.
Given under my hand and the Seal of the City of Roanoke this 10th day of
May, 2002.
City Clerk
COMMONWEALTH OF VIRGINIA
CITY OF ROANOKE
)
) To-wit:
)
I, Mary F. Parker, City Clerk, and as such City Clerk of the Council 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 6th day of May, 2002, ROBERT J. SPARROW was
appointed as a Trustee of (he Roanoke City School Board for a term of three years,
commencing July 1,2002, and ending June 30, 2005.
Given under my hand and the Seal of the City of Roanoke this 10th day of
May, 2002.
City Clerk
Office of the City Manager
May 6, 2002
The Honorable Mayor
and Members City Council
Roanoke, Virginia
Dear Mayor and Members of Council:
I would like to sponsor a request from Festival in the Park to discuss this year's event at
the regular meeting of City Council on Monday, May 6, 2002.
DLB:ca
Sir~erely,
Darlene L. BUr~ccham
City Manager
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
ROANOKE
Smart Israel,
Executive Director
Board of Directors 2001-02
Robin Boggs, President
Bank of America
Eileen Guerry, Past-President
Roanoke City Schools
Cathy Rucker, President-Elect
Allstate Insurance Co.
Debbie McClure, Secretary
Drummond American
Kathy Sink, Treasurer
Trigon Blue Cross Blue Shield
Aneta Adamaszek
The Orris Co.
Maria Anderson
Hillary Baker
Roanoke City Schools
Sheri Bernath
GE Industrial Systems
Margaret Boyes, APR
United Way of Roanoke Valley
Sara Brooks
Comfort Rest
A. XY~ "Skip" Brown
Edward Jones
Cliff Demars
Janice Gillespie
Legacy Ventures
Steve Guardipee
M Hayes & Assoc.
Karen Moore
Angela Ciafardini-Pratt
Action Personnel, Inc.
Matthew Reames
Roanoke City Schools
Sharon smamons
Harris Office Furniture
Natasha Vance
Hayes, Seay, Martern & Mattern
Lawanna Walsh
Cadlion Health Systems
Carol Williams
Administrative Assistant
April 29, 2002
Members of City Council
City of Roanoke
215 West Church Avenue, Room 456
Roanoke, VA 24011
Honorable Members of City Council:
Festival season in the Festival City is about ready to swing into full gear! All the
many details for Roanoke Festival in the Park are being finalized as it's just
around the comer. I respectfully request a few minutes on the agenda of your May
6th meeting to discuss Festival in the Park 2002. Our organization sincerely
appreciates the support provided by the City of Roanoke and would like to share a
few of the finer points of this year's event with you. I look forward to seeing you
on May 6.
Sincerely,
Stuart Israel
Executive Director
P. O. Box 8276
Roanoke, VA 24014
' 7--"7"
· 540-342-2640
· festival~rev, net
July 11, 2002
City Clerk
City of Roanoke, Virginia
Municipal Building
Church Avenue
Roanoke, VA 24011
RE: ROANOKE FESTIVAL IN THE PARK ACCOUNTING RELATED TO
VICTORY STADIUM EVENT HELD ON MAY 25, 2002
Ladies and Gentlemen:
Attached is the final statement setting forth the receipts, expenses, and net revenues from
the usage of Victory Stadium for the 2002 Festival in the Park. This information is being
provided to you in accordance with the agreement between the City of Roanoke and
Roanoke Festival in the Park.
Please contact me at 853-5037 if you have any questions.
Sincerely,
Kathy L. Sink, Treasurer
Copy to: Smart Israel, Executive Director
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Troy A. Harmon, Municipal Auditor
POST OFFICE BOX 8276 · ROANOKE, VIRGINIA 24014 · 540-342-2640
Roanoke Festival in The Park
Victory Stadium
Profit/Loss - 2002
Final report
Ilncome: 1
Beer
Wine
Hard Lemonade
Pepsi
Buttons
T-Shirts
Cotton Candy
Sno-Cones
Popcorn
Vendor Booth Fees
Vendor Sales Commission
Band T-Shirt Commission
Total Income
Entertainers
Stage Canopy and Costs
Stage Equipment
Volunteers
Beer
Pepsi
Wine
Hard Lemonade
Cups
T-Shirts
Police
Security
Buses
ABC Permit
Wristbands
Sales Tax
Admissions Tax
Meals Tax
Publicity
Fireworks permit
Fireworks
Tents
Total Expenses
Profit/(Loss)
I 25-May-02 [
$ 29,781.00
$ 542.00
$ 2,412.00
$ 3,134.00
$ 11,768.00
$ 443.00
$
$
$ 569.00
$ 2,500.00
$ 896.00
$ 1,933.00
$ 53,978.00
30,325.00
1,500.00
5,228.00
1,500.00
9,827.73
1,567.00
135.50
795.96
221.50
2,634.73
3,239.40
475.00
45.00
200.00
57.59
588.40
358.69
1,000.00
407.00
$ 60,106.50
$ (6,128.50)
P. O. BOX 8276
ROANOKE, VA 24014
Stuart Israel,
Executive Director
Board of Directors
Cath Rucker, President
Allstate Insurance Co.
Robin Boggs, Past-Prealdent
Bank of America
A.W, "Skip" Brown, President Elect
Edward Jones
Debbie McClure, Secretary
United Way ~ Roanokee Valley
June 19, 2003
Ms. Sheila Hartman
City Clerk's Office
Municipal Building - 4~ floor
215 Church Ave.
Roanoke, VA 24011
Dear Sheila:
Thanks for speaking with me today regarding Roanoke Festival in the Park. Per your
instructions, this letter will advise the Clerk's office that we will not be presenting to
the City of Roanoke, an accounting of the receipts, expenses, and net revenue for the
Victory Stadium event. The Victory Stadium facility was not used this year due to
the wet grounds. The concert was moved and held at the Roanoke Civic Center on
May 23, 2003.
Should you need any other information from us, please do not hesitate to let us know.
Again, thanks for your guidance.
Sincerely,
Carol R. Williams
cc: Scott Clarke, Treasurer
Stuart Israel, Executive Director
(P) 540-342*2640
(F)540-342-7981
info @ roanokeli~stival.org
www.roanokefestival.org
Office of the City Manager
May 6, 2002
Honorable Ralph K. Smith, Mayor, and Members of City Council
Roanoke, Virginia
Dear Mayor Smith and Members of Council:
Subject: V-STOP Briefing
This is to request space on Council's regular agenda for a briefing on the above referenced
subject.
Respectfully submitted,
City Manager
DLB:ca
c: City Attorney
Director of Finance
City Clerk
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
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
May 8, 2002
File #557
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Deke Summers, President
Automated Mailing Services: Inc.
P. O. Box 12246
Roanoke, Virginia 24024
Dear Mr. Summers:
I am enclosing copy of Resolution No. 35825-050602 accepting the bid of Automated
Mailing Systems, Inc., for outbound postage service, in the amount of approximately
$19,150.00, with the option to renew for four additional one year periods; 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, May 6, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc;
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
H:~Agenda.02XMay 6, 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
May 8, 2002
File #557
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Jerly D. Rowe, Account Executive
Presort Express
308 Crowell Lane
Lynchburg, Virginia 24502
Dear Mr. Rowe:
I am enclosing copy of Resolution No. 35825-050602 accepting the bid of Automated
Mailing Systems, Inc., for outbound postage service, in the amount of approximately
$19,150.00, with the option to renew for four additional one year periods; 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, May 6, 2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
service.
Enclosure
Sincerely,
Mary F. Parker, CMC
City Clerk
H:XAgenda.02hMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6th day of May, 2002.
No. 35825-050602.
A RESOLUTION accepting the bid of Automated Mailing Systems, Inc., made to the
City for providing outbound postage service, upon certain terms and conditions, and awarding a
contract therefor; authorizing the proper City officials to execute the requisite contract for such
services; and rejecting all other bids made to the City.
BE IT RESOLVED by this Council of the City of Roanoke that:
1. The bid submitted by Automated Mailing Systems, Inc., to provide outbound
postage service at approximately $19,150.00 per year, with the option to renew for four (4)
additional one (1) year periods as set forth in the City Manager's letter to Council dated May 6,
2002, such bid being in full compliance with the City's specifications made therefor, is hereby
ACCEPTED.
2. The City Manager and City Clerk are hereby authorized, on behalf of the City, to
execute and attest, respectively, the requisite contract with the successful bidder, based on its bid
made therefor and the City's specifications made therefor, said contract to be in such form as is
approved by the City Attorney.
3. Any and all other bids made to the City for the aforesaid procurement 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.
ATTEST:
City Clerk
I:\Clerk~automated presort mail service 2002.doc
Office of the City Manager
May 6, 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:
Outbound Postage Service
Bid # 02-03-18
Background:
In an effort to provide postage services in the most cost efficient manner
possible, specifications were developed and, along with an Invitation for Bid,
were sent to seven (7) postal processing firms. The bid was publicly advertised in
accordance with Chapter 23.1 of the Code of the City of Roanoke.
Considerations:
The lowest responsible bidder meeting specifications was Automated Mailing
Systems, Inc., Roanoke, VA. Based on the bid per piece of mail processed at
$.025, plus a one percent additional fee for front funding actual postage cost paid
by the vendor, the annual cost of the contract would be approximately
$19,150.00.
Funding for payment of the contract is available in individual department/division
postage account (#2160).
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 Mayorand Members of Council
May 6,2002
Page 2
Recommended Action:
Authorize the City Manager to award the bid and enter into a one-year
agreement, with the option to renew for four (4) additional one (1) year periods,
with Automated Mailing Systems, Inc., for the provision of postage metering, bar
coding and presort services at the contract price of $.025 per piece of mail
processed plus a one percent additional fee for front funding actual postage cost
paid by the vendor, or approximately $19,150.00 per year, and reject all other
bids.
R~spectfully submitted,
Darlene L. Burcham
City Manager
DLB: bdf
Attachment
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
George C. Snead, Acting Director of General Services
Robert L. White, Manager, Purchasing
CM02-00074
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m., April 8, 2002
For
Outbound Postage Service
Bid Number 02-03-18
BIDS
Postage
Processing Front-Funding TOTAL
Vendor Fee Charge BID
Automated Mailing $16,250.00 $2,900.00 $19,150.00
Presort Express 11,700.00 8,700.00 20,400.00
Note 1'
Qualifying Pieces
Non-qualifying Pieces
Total Pieces Processed
585,000
65,000
650,000
Note 2: Fee for vendor to front-fund City's actual postage costs
Automated Mailing $0.01
Presort Express $0.03
Note 3:
Front-funding charges based on actual postage of $290,000 annually. Large special mailings
to be front-funded.
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
May 8, 2002
File #51-405
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
S. Mark White, Attorney
Freilich, Leiyner & Carlisle
4435 Main Street
Kansas City, Missouri 64111-1858
Michael J. Lauer, Prinicipal
Planning Works, L.L.C.
8826 Santa Fe Drive
Suite 303
Overland Park, Kansas 66212
Craig S. Lewis, Principal
The Lawrence Group
P. O. Box 1836
Davidson, NoAh Carolina 28036
Gentlemen:
I am enclosing copy of Resolution No. 35826-050602 accepting the proposal of Freilich,
Leitner and Carlisle, with the firms of Planning Works, LLC, and The Lawrence Group
Architects of North Carolina, Inc.,as subconsultants, for professional assistance in updating
the City of Roanoke Zoning Ordinance, in the amount of $99,974.00; 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, May 6, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Wanda B. Reed, Acting Director, Planning, Building and Development
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
H:~Agenda.02xMay 6, 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
May 8,2002
File #51-405
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Christopher J. Duerksen, Principal
Clarion Associates
1700 Broadway, Suite 400
Denver, Colorado 80290
Thomas J. Comitta, President
Thomas Comitta Associates, Inc.
18 West Chestnut Street
West Chester, Pennsylvania 19380-2630
Gentlemen:
I am enclosing copy of Resolution No. 35826-050602 accepting the proposal of Freilich,
Leitner and Carlisle, with the firms of Planning Works, LLC, and The Lawrence Group
Architects of North Carolina, Inc.,as subconsultants, for professional assistance in updating
the City of Roanoke Zoning Ordinance, in the amount of $99,974.00; 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, May 6, 2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
service.
MFP:mh
Enclosure
Sincerely,
Mary F. Parker, CMC
City Clerk
H:L&genda.02hVIay 6, 2002 correspondencc.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of May, 2002.
No. 35826-050602.
A RESOLUTION accepting the proposal of Freilich, Leitner and Carlisle, with the firms of
Planning Works, LLC, and The Lawrence Group Architects of North Carolina, Inc., as
subconsultants, for professional assistance in updating the City of Roanoke's zoning ordinance, upon
certain terms and conditions, and awarding a contract therefore; authorizing the proper City officials
to execute the requisite contract for such work; and rejecting all other proposals made to the City for
the work.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The proposal of Freilich, Leitner and Carlisle, with the firms of Planning Works,
LLC, and The Lawrence Group Architects of North Carolina, Inc., as subconsultants, in the total
amount of $99,974.00 for the provision of professional assistance in updating the City of Roanoke's
zoning ordinance, as is more particularly set forth in the City Manager's letter dated May 6, 2002, to
this Council, such proposal being in full compliance with the City's Request for Proposals made
therefore, which proposal is on file in the Office of Planning and Code Enforcement, be and is
hereby ACCEPTED.
2. The City Manager or an Assistant City Manager and the City Clerk are hereby
authorized on behalf of the City to execute and attest, respectively, the requisite contract with
Freilich, Leitner and Carlisle, with the firms of Planning Works, LLC, and The Lawrence Group
Architects of North Carolina, Inc., as subconsultants, based on its proposal made therefore and the
H:\ORDINANCES\0-PROPOSAL-ZONINGORDINANCE052002.DOC
City's specifications made therefore, said contract to be in such form as is approved by the City
Attorney, and the cost of said work to be paid for out of funds heretofore or simultaneously
appropriated by Council.
3. Any and all other proposals made to the City for the aforesaid services are hereby
REJECTED, and the City Clerk is directed to notify each such bidder and to express the City's
appreciation for such proposal.
ATTEST:
City Clerk.
H:\ORD[NANCES\0-PROPOSAL-ZONINGORDINANCE0$2002.DOC
Office of the City Manager
May 6, 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:
Consultant Contract for New
Zoning Ordinance
Background:
According to section 15.2-2285 of the Code of Virginia, "the planning commission
of each locality may, and at the direction of the governing body shall, prepare a
proposed zoning ordinance including a map or maps showing the division of the
territory into districts and a text setting forth the regulations applying in each
district."
The last major revision of the zoning ordinance was in 1987. In 2001, City Council
adopted a new Comprehensive Plan, Vision 2001-2020. Revisions to the zoning
ordinance are needed to provide the development and land use tools to implement
the plan's recommendations.
Development of the new zoning ordinance will include a comprehensive review of
the existing zoning ordinance, consideration of future goals for the City as
established in Vision 2001-2020, coordination of public participation processes,
and development of new land use regulations that encourage quality development
and traditional development patterns that comprise a significant part of the City.
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
May 6, 2002
Page 2
Considerations:
With approval of the September 4, 2001, Council Report #CM01-00204, "Capital
Maintenance and Equipment Replacement Reserve for FY 2002", budget
ordinance 35556 appropriated $100,000 for funding to provide for professional
assistance to update the Zoning Ordinance. As such, funding in the amount of
$99,974 is available in account #008-610-9901-9132 (Updating Zoning
Ordinance).
A team of city staff and a representative of the Board of Zoning Appeals and the
Planning Commission met to discuss the new ordinance and to hire a planning
consulting firm. A Request for Proposal was advertised and notices were sent to
national firms known to have an expertise in this area. Five written proposals were
received and three firms were selected for interviews by the team. The proposal
chosen is the venture of the qualified firm of Freilich, Leitner and Carlisle
("Consultant"). The firms of Planning Works, LLC, and The Lawrence Group will
serve as subconsultants.
A scope of services has been negotiated and consists of the following three
phases to be completed in an estimated 15-month timeframe:
Phase I - Reconnaissance (June, 2002 - September, 2002)
General orientation, data compilation, Reconnaissance Report, and Annotated
Code Outline.
Phase II - Ordinance Draft (October, 2002 - May, 2003)
Drafting of Zoning Ordinance document and document review.
Phase III- Adoption (June, 2003- August, 2003)
Planning Commission public hearing and recommendations; City Council public
hearing and recommendations; and incorporation of final revisions into Zoning
Ordinance as approved and adopted by City Council.
The negotiated cost of the project is $99,974 and includes a camera-ready original
for the City, including a digital writeable copy containing properly formatted text
and all graphic illustrations contained in the Ordinance.
In developing the new zoning ordinance, it is expected that meetings will be
scheduled with City Council to discuss zoning issues of special interest. It is also
expected that there will be frequent briefings with City Council on this very
important project.
Honorable Mayor and Members of Council
May 6, 2002
Page 3
Recommended Actions:
City Council accept the proposal of Freilich, Leitner & Carlisle ("Consultant"), with
Planning Works, LLC, and The Lawrence Group as subconsultants, and authorize
the City Manager to execute an agreement with the Consultant, approved as to
form by the City Attorney, for planning services.
Respectfully submitted,
Darlene Burc~
City Manager
DLB:ns
Attachment
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Evelyn S. Lander, Director, Planning Building and Development
#CM02-00075
CITY OF ROANOKE, VIRGINIA
DRAFT CONTRACT FOR CONSULTANT SERVICES
PROPOSALNO.
This Agreement, made at Roanoke, Virginia, dated ,2002 ("Contract"), by
and between the City of Roanoke, Virginia (hereinafter referred to as "City"), and
Freilich, Leitner & Carlisle, a Missouri corporation (hereinafter referred to as
"Consultant").
WITNESSETH:
NOW THEREFORE, for and in consideration of the benefits which will accrue to the
parties hereto by virtue of this Contract and the respective covenants contained herein,
IT IS MUTUALLY COVENANTED AND AGREED AS FOLLOWS:
SECTION 1: PROJECT
The term Project as used in this Contract refers to all services performed and expenses
incurred in connection with the creation, publication and presentation of a new zoning
ordinance for the City ("Ordinance").
The purpose of the Project shall be to develop the Ordinance which meets the City's
needs and is consistent with the Code of Virginia (1950), as amended. The Ordinance
shall facilitate implementation of Vision 2001-2020, the City's adoptedComprehensive
Plan, be enforceable, and incorporate principles and standards that address the unique
planning demands of the City of Roanoke.
SECTION 2: CONSULTANT SERVICES
A. SCOPE OF SERVICES
Consultant shall provide the professional services for the ordedy development
and adoption of the Ordinance as set forth in Attachment A.
B. PROJECT DELIVERABLES
The Consultant agrees to deliver to the City all Project documents as
detailed in Attachment A, with those documents becoming the property of
the City. The City hereby authorizes the Consultant to reproduce and
Project: Contract for Consultant Services
distribute such documents for purposes of presentations, requests for
proposals, and for use in other ordinances.
It is further agreed by the Parties hereto that all graphics, photographs,
survey notes, meeting notes, workshop notes, sketches, basic charts,
analyses, studies, maps, and other documentation compiled or created in
connection with this Contract shall be made available to the City without
restriction or limitation on their use at no additional cost to the City.
PERSONNEL
The Consultant may retain Michael Lauer ("Lauer") of Planning Works,
LLC, Craig Lewis ("Lewis") of The Lawrence Group, and/or David Walters
("Walters") of The Lawrence Group, or any or all of them, to perform under
this Contract. The services of the Consultant, and the services of Lauer,
Lewis, and Walters, shall be billed as set forth in Section 3, Consultant
Fees, and Section 4, Payment for Consultant Services.
2. The Consultant hereby designates assignments for this Project as follows:
Principal in Charge/Project Manager:
Project Assistant:
Project Assistant:
Urban Design/Graphics:
Urban Design/Graphics:
Mark White, Freilich, Leitner &
Cadisle
Tyson Smith, Freilich, Leitner &
Cadisle
Michael Lauer, Planning Works,
LLC
Craig Lewis, The Lawrence
Group
David Walters, The Lawrence
Group
Where circumstances require substitution for any of the above listed
personnel assignments, the Consultant shall so advise the City in writing.
The substitute shall be of the same or greater level of expertise and
experience as the personnel being replaced. The City reserves the right
to accept or reject any initial or substituted Project personnel. The
Consultant's Project Manager shall not be reassigned or replaced during
the term of the Contract without the express written approval of the City.
SECTION 3: CONSULTANT FEES
The Consultant and City agree as follows:
A. All work under this Contract shall be paid for on a lump sum basis. The lump
sum fee shall be determined on the basis of man-hours and associated cost for '
Project: Contract for Consultant Services
Co
all work tasks required, as well as Project Administration costs and Expenses, as
detailed in the table in Section 3C. The Consultant agrees that the lump sum fee
is full and complete compensation for the completed Project, contract documents,
and all reimbursable expenses incurred and services rendered by the Consultant,
without condition or limitation. Reimbursable expenses include, but are not
necessarily limited to, long-distance telephone, copying and report reproduction,
travel, special postage, overnight delivery and word processing.
The lump sum for each work task and for Project Administration shall not exceed
the budgeted amounts as shown in the table in Section 3C. Should the actual
cost for any line item be less than the amount budgeted for that line item, the
savings may be applied to another line item as agreed to by the Parties. In no
event, however, may the total amount for the Project exceed $99,974.00.
The lump sum fee for,the Project will be paid, within thirty (30) days after invoice
upon completion of each task, as set forth in column (G) of the table below,
subject to approval by the City of the Consultant's services.
(A) (B) (C) (D) (E) (F) (G) Completion of task - Hours Fees % Total Project Adminis-tration Expenses
Subtotal Phase I: Reconnaissance Task 1.1 General Orientation
6959,98012%$13452,073512,187Task 1.2 Data Compilation3255,6007%$7551,16356,838Task 1.3
Reconnaissance Report4556,9458%$9351,44358,481Task 1.4 Annotated Outline
3254,6846%$63597355,720 Phase Ih Ordinance Draft Task 2.1 Draft Document~
260534,23542%546057,111 541,806Task 2.2 Document Review90$12,42515%$16752,581 $15,173
Phase II1: Adoption Task 3.1: Planning Commission hearings1652,8003%$38558253,419Task
3.2: City Council hearings1652,8003%$38558253,419 Task 3.3: Final document 20 $2,400 3% $32 $499
$81,869 Project Administration $1,100 Expenses $17,005 Total $99,974
$2,931
$99,974
D.
Consultant shall bill the City monthly for fees and expenses. The City shall render payment to Consultant
pursuant to such invoice within thirty (30) days following receipt of the invoice, if the conditions in Section
have been satisfied. Consultant shall have the fight to cease work and terminate this Contract in the event
of either non-payment of any invoice or City's failure to pay any invoice by the 45th day after receipt by
the City, if the City has approved and accepted the Consultant's services or goods provided in connection
with unpaid invoice.
Eo
All work under this Contract shall not exceed a total cost of $99,974 as outlined in the table in Section 3C
above. The Consultant agrees that the $99,974 is full and complete compensation for all fees and expenses
incurred by the Consultant in performance of all tasks connected with completing this Project.
Fo
Work shall not begin on any phase of the Project without express written
authorization from the City. The City and the Consultant agree that the City has the right to terminate, with
or without cause, the Consultant's services at any time and the City may cancel this Contract at any time
with or without cause and without incurring any liability, damages, or cost to the Consultant, except as set
forth in Section 7D.
SECTION 4: PAYMENT FOR CONSULTANT SERVICES
Payments will be made only to Consultant. The Consultant shall submit a request for payment not more than once
each month. The payment requested shall be in proportion to the services completed by Project phase and approved
Project: Contract for Consultant Services
by the City. The City shall have the f'mal decision with respect to the proportion of the Project completed. A
written progress report detailing work completed, identified problems, and remaining work shall accompany each
request for payment.
SECTION 5: TERM OF CONTRACT
The term of this Contract shall be from June 1, 2002, to August 31, 2003.
SECTION 6: SPECIAL CONDITIONS
It is agreed by the Parties hereto that the Consultant shall proceed to furnish
professional services on any phase of the Project under the terms provided in this Contract only after a
Notice to Proceed with the next phase has been given to the Consultant in writing by the City.
Each party binds itself, its principals, successors, and assigns to perform all
covenants and provisions of this Contract. Except as above noted, neither the City nor the Consultant shall
assign or transfer its interest in this Contract without the written consent of the other Party hereto, which
consent shall not be unreasonably withheld.
Co
The term of this Contract will be completed upon final approval and acceptance of the completed Project
by the City within the period of time set forth in Section 5 of this Contract. However, nothing contained
herein shall be construed to establish a period of limitation with respect to any obligation which the
Consultant might have under the Contract or the law of Virginia, including liability for errors and
omissions.
Consultant agrees that the work and services (which shall include, but not be limited to, all plans, code
provisions, graphics, and reports) Consultant provides for the City pursuant to this Contract will comply
with all applicable federal, state, and local laws, codes, and regulations that are in effect as of the date of
the Contract. Furthermore, Consultant shall, in a timely manner, inform in writing the City, during the term
of the Contract and until completion of the Consultant's services, about changes or modifications of all
such laws, codes, or regulations that may affect or require modification or changes to any part of the
Project so that the City will be able to determine if changes or modifications should be made to the Project
before completion.
The Consultant agrees that the City shall have access to any books, documents,
papers, and records of the Consultant which are pertinent to this Project for the purpose of making an audit,
examinations, excerpts, or transcriptions.
The Consultant shall, at its sole expense, obtain and maintain during the life of this Contract the insurance
policies required by this Section. Any required insurance policies shall be effective prior to the beginning
of any work or other performance by the Consultant under this Contract. The following policies and
coverage are required:
Commercial General Liability. Commercial General Liability Insurance shall insure against all
claims, loss, cost, damage, expense or liability from loss of life or damage or injury to persons or
property arising out of the Consultant's performance under this Contract. Coverage shall be
written on an "occurrence" basis with a one million dollars and no cents ($1,000,000.00)
minimum limit, and such coverage shall include products/completed operations, personal injury
and advertising injury, and bodily injury.
Workers' Compensation and Employer's Liability. Workers' Compensation insurance covering
Consultant's statutory obligation under the laws of the Commonwealth of Virginia and
Project: Contract for Consultant Services
Employer's Liability insurance shall be maintained for all its employees engaged in work under
this Contract. Minimum limits of liability for Employer's Liability shall be one hundred thousand
dollars and no cents ($100,000.00) bodily injury by accident each occurrence; five hundred
thousand dollars and no cents ($500,000.00) bodily injury by disease (policy limit); and one
hundred thousand dollars and no cents ($100,000.00) bodily injury by disease (each employee).
With respect to Workers' Compensation coverage, the Consultant's insurance company shall
waive rights of subrogation against the City, its officers, employees, agents, and volunteers.
Automobile Liability. The minimum limits of liability for Automobile Liability Insurance shall be
one million dollars and no cents ($1,000,000.00) bodily injury and property damage combined
single limit applicable to owned, non-owned, or hired vehicles used in the performance of any
work under this Contract.
Professional Liability. Minimum limits of insurance coverage for Professional Liability shall be
one million dollars and no cents ($1,000,000.00).
Umbrella Coverage. The insurance coverages and amounts set forth in subsections 1, 2, and 3 of
this Section may be met by an umbrella liability policy following the form of the underlying
primaxy coverage. Should an umbrella liability insurance coverage policy be used, such coverage
shall be accompanied by a certificate of endorsement stating that it applies to the specific policy
numbers indicated for the insurance providing the coverages required by subsections 1, 2, and 3 of
this Section, and it is further agreed that such statement shall be made a part of the certificate of
insurance furnished by the Consultant to the City.
Evidence of Insurance. The policies of insurance shall be purchased from a reputable insurer
licensed to do business in Virginia and maintained for the life of the Contract by the Consultant.
In addition, the following insurance requirements shall be met:
a)
Consultant shall furnish the City at the time of execution of this Contract a certificate or
certificates of insurance showing the insurer, type of insurance, policy number, policy
term, and limits.
b)
The required certificate or certificates of insurance shall contain substantially the
following statement: 'Whe insurance covered by this certificate shall not be canceled or
materially altered, except after thirty (30) days written notice has been received by the
Risk Management Officer and the Director of Planning Building and Development for
the City of Roanoke."
c)
The required certificate or certificates of insurance shall name the City of Roanoke, its
officers, agents, volunteers and employees as additional insureds except with regard to
professional liability, workers' compensation and employer's liability coverages.
Workers' Compensation and Employer's Liability coverages shall contain a waiver of
subrogation in favor of the City. Additional insured and waiver endorsements shall be
received by the City Risk Management Officer from the insurer within thirty (30) days of
the beginning of this Contract.
d)
Where waiver of subrogation is required with respect to any policy of insurance required
under this Section, .such waiver shall be specified on the certificate of insurance.
The Consultant agrees to and shall indemnify and hold harmless the City and its
officers, agents, volunteers, and employees against any and all liability, losses, damages, claims, causes of
action, suits of any nature, cost, and expenses, including reasonable attorney's fees, resulting from or
arising out of Consultant's or its agent's, subcontractor's and/or subconsultant's negligent activities or
omissions on or near any of the City's property or easements involved ia this Project or arising out of or
Project: Contract for Consultant Services
resulting from Consultant's negligence in providing any of the services under this Contract, including,
without limitation, frees and penalties, violations of federal, state, or local laws, or regulations promulgated
thereunder, or any personal injury, wrongful death, or property damage claims of any type.
SECTION 7: SPECIAL PROVISIONS
If any of the services furnished under this Contract by the Consultant are furnished by obtaining such
services outside the Consultant's organization, the Consultant shall be solely responsible for all costs and
expenses in connection with obtaining any such services.
The City shall make available to the Consultant all reasonable technical data that is in the City's
possession, including maps, surveys, property descriptions, public records, ordinances, and other
information requested by the Consultant and relating to his work. The City shall designate, in writing to
the Consultant, the name of the City's Project Manager for the Project.
The City shall pay for publishing costs for advertisements of notices and public
hearings.
The City by seven days written notice may terminate this Contract, with or without cause, in whole or in
part at any time. Upon receipt of such notice, the Consultant shall immediately discontinue all services
affected (unless the notice directs otherwise), and deliver to the City all data, drawings, drafts, reports,
summaries, and such other information and materials as may have been created or accumulated by the
Consultant in performing this Contract whether completed or in process. In the event of termination by the
City under this clause, the City shall be responsible for all services provided up to the date of termination
which were provided in accordance with the terms of this Contract.
By virtue of entering into this Contract the Consultant submits itself to a court of
competent jurisdiction in the City of Roanoke, Virginia, and further agrees that this Contract is controlled
by the laws of the Commonwealth of Virginia and that all claims, disputes, and other matters shall only be
decided by such a court according to the laws of the Commonwealth of Virginia.
The Consultant shall be fully responsible to the City for all acts and omissions of all agents and
subconsultants performing or furnishing any of the work just as the Consultant is responsible for its own
acts and omissions.
G. During the performance of this Contract, the Consultant agrees as follows:
The Consultant will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there is a bona fide
occupational qualification reasonably necessary to the normal operation of the Consultant. The
Consultant agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause.
The Consultant in all solicitations or advertisements for employees placed by or on behalf of the
Consultant will state that the Consultant is an equal oppommity employer.
The Consultant will include the provisions of the foregoing subsections G (1) and (2) in every
subcontract or purchase order over ten thousand dollars and no cents ($10,000.00) so that the
provisions will be binding upon each subconsultant or vendor.
H. Consultant agrees that the City's waiver or failure to enforce or require performance of any term or
condition of this Contract or the City's waiver of any particular breach of this Contract by the Consultant
Project: Contract for Consultant Services
extends to that instance only. Such waiver of failure is not and shall not be a waiver of any of the terms of
conditions of this Contract or a waiver of any other breaches of the Contract by the Consultant and does not
bar the City from requiring the Consultant to comply with all the terms and conditions of the Contract and
does not bar the City from asserting any and all rights and/or remedies it has or might have against the
Consultant under this Contract or by law.
If any provision of this Contract, or the application of any provision hereof to a
particular entity or circumstance, shall be held to be invalid or unenforceable by a court of competent
jurisdiction, the remaining provisions of the Contract shall not be affected and all other terms and
conditions of the Contract shall be valid and enforceable to the fullest extent permitted by law.
During the performance of this Contract, the Consultant agrees to:
(a) Provide a drug-free workplace for the Consultant's employees;
(b) Post m coflspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the Consultant's
workplace and specifying the actions that will be taken against employees for violations of such
prohibition;
(c) State in all solicitations or advertisements for employees placed by or on behalf of the
Consultant that the Consultant maintains a drag-free workplace; and
(d) Include the provisions of the foregoing clauses in every subcontract or purchase order of
over ten thousand dollars and no cents ($10,000.00), so that the provisions will be binding upon
each subconsultant or vendor.
For the purposes of this subsection, "drug-free workplace" means a site for the performance of
work done in connection with a specific contract awarded to a consultant in accordance with this
Contract, the employees of whom are prohibited from engaging in the unlawful manufacture, sale,
distribution, dispensation, possession or use of any controlled substance or marijuana during the
performance of the Contract.
Pursuant to §2.2-4343.1 of the Code of Virginia (1950), as amended, the City of
Roanoke does not discriminate against faith-based organi?ations.
This Contract constitutes the entire agreement between the Consultant and the City and may be amended
only by written instrument signed by both the Consultant and the City.
Notice: Any notice, request, or demand given or required to be given under this
Contract shall, except as otherwise expressly provided herein, be in writing and shall be deemed duly given
only if delivered personally or sent by certified mail, return receipt requested to the addresses stated below.
To the City:
cc:
City Manager
Room 364, Noel C. Taylor Municipal Building
215 Church Avenue, S. W.
Roanoke, Vinginia 24011
Director of Planning Building and Development
Project: Contract for Consultant Services
To the Consultant:
Room 166, Noel C. Taylor Municipal Building
215 Church Avenue, S. W.
Roanoke, Virginia 24011
Mr. S. Mark White
Freilich, Leitner & Carlisle
1150 One Mare Plaza
4435 Main Street
Kansas City, Missouri 64111-1858
IN WITNESS WHEREOF, the parties hereto have affixed their hand and seals.
ATTEST:
Freilich, Leitner & Carlisle
By¸
S. Mark White, Principal
ATTEST:
CITY OF ROANOKE, VIRGINIA
Project: Contract for Consultant Services
By
Darlene L. Burcham, City Manager
Approved as to form:
Appropriation and Funds Required
for this Contract Certified:
City Attorney
Director of Finance
Account No. 008-610-9901-9132
Approved as to Execution:
City Attorney
ATTACHMENT A
1. CONSULTANT TRIPS:
The Consultant shall travel to Roanoke to conduct and participate in meetings, interviews, workshops, briefings, and
presentations as scheduled by the City. Ten (I0) trips are anticipated for this Project. A "trip" shall not be limited
to one (1) day but shall include the following, in order to complete required work tasks: two full days and one
evening meeting, or two evening meetings and one full day. The City and the Consultant may adjust the timing of
trips as may be necessitated by the work program and as mutually agreed upon by the City and the Consultant.
2. PROJECT PHASES AND WORK TASKS:
PHASE I: RECONNAISSANCE
[estimated four-month timeframe]
Phase I is the definition of issues, policies, opportunities and problems relating to growth and development within
the City of Roanoke. The objectives of this phase shall be to:
· Develop a common understanding of the scope of the Zoning Ordinance and the process for its
Project: Contract for Consultant Services
revision;
· Compile a database of existing written documentation concerning land use regulation within the
City of Roanoke;
· Compile community input from all stakeholders with a vested interest in land development and
Roanoke's growth;
· Develop community support by encouraging stakeholder participation and input; and
· Solicit public input on policies relating to nco-traditional principles, supplemental uses,
performance standards and provision of public infrastructure.
Phase I Work Tasks:
1.1 General Orientation [to be completed within one (1) month from date of execution of Contract]
A. Consultant:
(i.)
Tours Roanoke to become more familiar with City and gain a sense of
what is in .the community;
(ii.)
Meets with key City staffwho are most directly involved in the zoning
process for an initial discussion of the existing zoning ordinance and
land use issues in Roanoke;
(iii.)
Conducts initial workshops with various groups of citizens and City
staff employees ("focus group") to begin identifying issues,
opportunities and problems relating to growth and development in
Roanoke; and
(iv.)
Conducts a presentation for the general public to explain the process
and scope for developing the Ordinance (an overall brief'rog about
where the City of Roanoke is currently and where the City would like
to go with its zoning regulations).
Consultant reviews and references pertinent documentation, including
existing zoning and subdivision regulations, related ordinances and regulations, administrative
policies, Vision 2001-2020 Comprehensive Plan, Virginia and federal legislation relevant to
planning and zoning issues, and any other related documents.
1.2 Data Compilation [to be completed within two (2) months from date of execution of Contract]
Consultant prepares questionnaire and agenda for distribution to members of focus
groups in advance of workshops.
Consultant conducts workshop for each focus group with discussion including but not
limited to the development approval process, zoning and subdivision requirements,
administrative procedures, existing regulatory deficiencies, suggested changes, the
conversion from current zoning districts to new zoning districts, if any, and
implementation procedures. Consultant leads discussion and is responsible for taking
notes and preparing a summary of workshop input and discussion.
Co
Consultant conducts in-depth interviews with City staff involved in the development process to
identify regulations that are effective, ineffective, or confusing, as well as to provide input on
Comprehensive Plan policies.
D. Consultant identifies alternative approaches to address concerns with existing regulations and
Project: Contract for Consultant Services
1.3
1.4
prepares work program to address them m the ordinance.
During this analysis phase, Consultant evaluates legal options relative to
implementation and legal strategies. Consultant may confer with Office of the
City Attorney to present and propose legal options.
Consultant evaluates techniques that might be applied to development and
administration of new Ordinance, with pros and cons of each alternative
presented in simple charts or graphics enabling staff and stakeholders to
evaluate appropriateness.
Reconnaissance Report [estimated one-month timeframe]
Consultant prepares a Reconnaissance Report that summarizes the
findings of the initial workshops and status of the work program. The Reconnaissance Report establishes
direction for the new Ordinance and identifies major concerns and key decisions obtained from interviews
and workshops as well as iss,ues requiting further discussion and input.
During this work task, Consultant delivers one (1) reproducible copy of imtial
Reconnaissance Report to City for distribution and comment to those stakeholders
determined by City.
To complete this work task, Consultant revises Reconnaissance Report, based on
comments, and provides one (1) reproducible copy of final report to the City for public
distribution. Report refines scope and direction of new Zoning Ordinance.
Annotated Outline [estimated one-month timeframe]
Based on input on the Reconnaissance Report, Consultant prepares an
annotated outline of the proposed Ordinance. The Outline shall give the structure for the
ordinance and compare and consolidate the processes, procedures, standards, language and
definitions of the various code provisions. It shall also identify new or modification of existing
provisions. Some of the sections to be addressed shall include, but are not limited to:
· Urban Design and "Use Patterns", including establishment of design templates
for new development
Procedures, Administration and Definitions, including
o Application, notice, hearing and review procedures
o Document submission requirements
o Approval criteria
o Recow,nended changes to existing procedures and provisions
o General format and examples of definition section
· Zoning Districts/Uses, including evaluations of existing zoning districts and
permitted use versus performance standards
· Standards and Required Improvements, including development of design
standards and criteria for adjacency, screening and buffering.
Consultant shall provide the City with one (1) reproducible copy of the Annotated Code
Outline during this phase.
Project: Contract for Consultant Services
Consultant conducts meetings with key City staffto discuss existing
procedural and substantive requirements and to identify provisions that work well and those that
are inadequate in order to provide detailed direction on specific ordinance provisions.
Consultant conducts City staff and Zoning Ordinance Committee workshops, which Zoning
Ordinance Committee shall consist of representatives of the various focus groups, to focus on
policy issues in order to develop an overall regulatory framework. The Consultant leads
discussion and is responsible for taking notes and preparing a summary of workshop input and
discussion.
PHASE I1: ORDINANCE DRAFT
[estimated eight-month timeframe]
Phase II is the process of drafting the new Ordinance and its subsequent review and revision in preparation for
presenting the proposed Ordinance for public hearing and adoption.
The intent is to develop an Ordinance~t reflects community values, is appropriate for Roanoke, is consistent with
Vision 2001-2020, the City's adopted Comprehensive Plan, accommodates different types of development
concepts while maintaining flexibility in administration, and is consistent with the Code of Virgima and federal
principles. The intent of the review process is to encourage stakeholder support of the document.
The objectives of Phase II are to:
· Draft a well-organized Ordinance that reflects the City's needs, values, and resources;
· Draft an Ordinance that encourages stakeholder support; and
· Draft an Ordinance that provides for multiple approaches and options to land use management
and development.
Phase II Work Tasks:
2.1 Draft Document (estimated four-month timeframe)
Consultant prepares drafts for the Ordinance, including graphics. Although the
Ordinance shall include use of graphics to illustrate zoning concepts, the text of the
ordinance shall be able to stand alone in terms of being legally defensible. The draft
Ordinance will include:
Applications/Procedures: administrative checklists for project review,
forms, flowcharts for administrative processing, and "hyperlinks" for
purposes of website posting.
o Administration and Definitions: administrative provisions and
definition sectiom
o
Zoning Districts: zoning districts, including clear purpose statements
and easy-to-read matrices showing permitted uses, special exception
uses, and accessory uses.
o
Development Standards: City's minimum development standards and
guidelines for development, incorporating existing development
standards as well as alternative approaches to development identified
during the work program. Standards will reflect existing development
trends and practices identified by staff and stakeholders.
Project: Contract for Consultant Services
2.2
Consultant submits one (1) reproducible copy of initially drafted sections of Ordinance to
City for staff and Zoning Ordinance Committee comment at intervals during the
four-month drafting process. This process allows for comment and further revision
during the drafting process.
· Consultant drafts clear purpose statements for provisions in order to include findings of
fact and make the ordinance legally defensible.
· Consultant meets with City Attorney's Office to discuss any legal concerns raised in the
drafting of the specific provisions of the ordinance.
· Consultant submits one (1) reproducible copy of completed draft of Zoning Ordinance to
City for review.
· Consultant drafts a strategy for transition to the new zoning ordinance.
Document Review [estimated four-month timeframe]
A. Consultant presents draft Ordinance to Planning Staff and other City Staff and stakeholders.
· Consultant conducts meeting with City Staffto facilitate conaaent on the draft
Ordinance.
· Consultant conducts meeting with Zoning Ordinance Committee to facilitate
comment on the draft Ordinance.
· Consultant, in cooperation with City Staff, conducts public comment session
on the draft Ordinance.
Consultant revises draft Ordinance based on the outcome of
meetings with City Staff and the Zoning Ordinance Coaanittee as well as the public comment
sessions.
Consultant submits one (1) reproducible copy of revised proposed Ordinance for public hearings
before the Planning Commission and City Council.
PHASE []: ADOPTION
[estimated three-month timeframe]
Phase III is the presentation of the proposed Ordinance to the Planning Commission and City Council for approval
and adoption.
The intent is to present the proposed Ordinance at public hearings before the Planning Comaiission and City
Council, to incorporate final revisions, to approve and adopt a new Ordinance, and to provide the adopted Ordinance
in a format suitable for copying and distribution.
The objectives of Phase [] are to enable the City of Roanoke to adopt an Ordinance that:
· Provides for current approaches to development
· Meets the unique needs of the City of Roanoke
· Is consistent with Vision 2001-2020, the City's Comprehensive Plan
· Is easy to understand
· Recognizes the community's and developer's best interest
· Is fair and legally defensible
Project: Contract for Consultant Services
Phase III Work Tasks:
3.1 Planning Commission Public Hearings/Recommendations [estimated one-month timeframe]
Consultant presents proposed Ordinance at public heating(s) before the Planning Commission.
Consultant incorporates revisions recommended by Planning Commission into draf~ Ordinance to
be presented to City Council.
3.2 City Council Public Hearings/Recommendations [estimated one-month timeframe]
Consultant presents proposed Ordinance as recommended by
Planning Commission at public hearing(s) before City Council.
3.3 Final Document [estimated one-month timeframe]
Consultant incorporates final revisions as approved and adopted by City Council into the
ordinance.
Consultant prepares and delivers to City a camera-ready original of the adopted Ordinance for the
City as well as a digital writeable copy containing properly formatted text and all graphic
illustrations contained in the Ordinance. The Ordinance shall be suitable for conversion to HTML
format and PDF format for posting on the Intemet.
Consultant provides the City with a reproducible CD containing the Reconnaissance Report, the
Final Ordinance, and all images (including drawings, photographs, and video clips) produced
during the Project. The CD may be reproduced and distributed by the City.
Project: Contract for Consultant Services
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
May 8, 2002
File #67-144-472
STEPHANIE M. MOON
Deputy City Clerk
SHE1LA N. HARTMAN
Assistant Deputy City Clerk
Luther C. Bass, Operations Manager
Super Lawn Truck, Inc.
P. O. Box 446
Roanoke, Virginia 31005
Dear Mr. Bass:
I am enclosing copy of Resolution No. 35827-050602 accepting the bid of Super Lawn
Truck, Inc., for the purchase of three new landscape maintenance cab/chassis and bodies,
in the amount of $164,738.46; 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, May 6, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
pc:
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Robed K. Bengtson, Director, Public Works
George C. Snead, Jr., Acting Director, General Services
Robed L. White, Manager, Purchasing
H%~-genda.02LMay 6, 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 2401 I- 1536
Telephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
May 8, 2002
File #67-144-472
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Wayne E. Williams, Customer Account Manager
Magic City Ford
809 Williamson Road, N. E.
Roanoke, Virginia 24016
Dear Mr. Williams:
I am enclosing copy of Resolution No. 35827-050602 accepting the bid of Super Lawn
Truck, Inc., for the purchase of three new landscape maintenance cab/chassis and bodies,
in the amount of $164,738.46; 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, May 6, 2002.
On behalf of the City of Roanoke, thank you for submitting your bid on the abovedescribed
vehicular equipment.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosure
H:XAgenda.02kMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of May, 2002.
No. 35827-050602.
A RESOLUTION accepting the bid of Super Lawn Truck, Inc., for the purchase of three (3)
new landscape maintenance cab/chassis and bodies, upon certain terms and conditions; and
rejecting all other bids made for such items.
BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The bid submitted by Super Lawn Truck, Inc., to furnish three (3) new landscape
maintenance cab/chassis and bodies at a total cost of $164,738.49, as set forth in the City
Manager's letter to Council dated May 6, 2002, is hereby ACCEPTED.
2. The City's Manager of Supply Management is hereby authorized to issue the
requisite purchase orders for the purchase of such equipment, and the City Manager is authorized
to execute, for and on behalf of the City, any required purchase agreements with respect to the
aforesaid equipment, such documents to be in form approved by the City Attorney.
3. Any and all other bids made to the City for the aforesaid items 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.
ATTEST:
City Clerk.
O-PURCHASE OF REFUSE TRKS
Office of the City Manager
May 6, 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:
Purchase of Landscape
Maintenance Trucks
Bid # 02-03-27
Background:
Capital Maintenance and Equipment Replacement Program (cMERP) has
identified the need to replace three (3) trucks for the Transportation Division of
the Public Works Department.
Specifications were developed and, along with an Invitation for Bid, were sent to
eleven (11) providers. The bid was publicly advertised in accordance with
Chapter 23.1 of the Code of the City of Roanoke.
Considerations:
The lowest bid for three (3) landscape maintenance cab/chassis and bodies was
submitted by Super Lawn Truck, Inc., Bonaire, GA. This bid met all specifications
at a price of $54,912.83 per unit.
Funding is available from the Lease of Vehicle Account #017-440-9852-9015.
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
May 6, 2002
Page 2
Recommended Action:
Award the bid for three (3) landscape maintenance trucks to Super Lawn Truck,
Inc. at a total cost of $164,738.49 and reject all other bids.
ubmitted,
Darlene L. B~
City Manager
DLB: bdf
Attachment
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Robert K. Bengtson, Director of Public Works
Robert L. White, Manager, Purchasing
CM02-00079
Bid Tabulation
Bids were received, publicly opened and read at 2:00 p.m., April 12, 2002
For
Landscape Maintenance Trucks
Bid Number 02-03-27
QTY DESCRIPTION VENDOR VENDOR
Super Lawn Truck, Inc. Magic City Motors
3 ea Cab/chassis $31,464.00 ea* $42,162.00 ea
3 ea Landscape $23,448.83 ea* No bid
Maintenance Bodies
* Indicates Recommendation
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #60-291-383
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. 35828-050602 amending and reordaining certain
sections of the 2001-02 General and Department of Technology Funds Appropriations,
providing for appropriation of $349,790.00, in connection with completion of Phases I and
II, Wireless E-911 Services for fiscal year 2001-02, for funding upgrades to software and
hardware and E-911 Telephone Bill funding.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
Darlene L. Burcham, City Manager
Barry L. Key, Director, Management and Budget
Joe D. Slone, Director, Department of Technology
Ronald L. Wade, E-911 Center Superintendent
HSAgenda.02hMay 6, 2002 correspondencc.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6th day of May, 2002.
No. 35828-050602.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002
General and Department of Technology 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 Department of Technology Funds
Appropriations, be, and the same are hereby, amended and reordained to read as follows,
in part:
General Fund
Appropriations
Public Safety $ 46,912,023
Communications - E-911 (1) ................................ 2,230,157
Revenues
Other Categorical Aid $ 16,442,192
E-911 Wireless (2) ....................................... 276,418
Department of Technolo.qv Fund
Appropriations
Capital Outlay $
E-911 Upgrades to Software and Hardware (3) .................
Revenues
Nonoperating $
Virginia State E-911 Services Board (4) .......................
11,796,604
305,790
2,932,082
305,790
1 ) Telephone
2) E-911 Wireless
3) Other Equipment
4) Virginia State E-911
Services Board
(001-430-4130-2020)
(001-110-1234-0654)
(013-430-9870-9015)
(013-110-1234-1266)
44,00O
44,000
305,790
3O5,790
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
May 6, 2002
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Ralph K. Smith, Mayor
William H. Carder, Vice Mayor
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:
Wireless E911 Funding
Background:
The State of Virginia mandated that localities take responsibility for answering wireless E911
calls instead of routing them and having them answered by the State Police. The Virginia
State Wireless E911 Services Board provides funding to the localities for staffing and
equipment to provide this service. The State currently collects seventy-five (75) cents per
month for each wireless telephone user to fund localities for the expenses for these services.
On December 12, 2001, the Virginia State Wireless E911 Services Board awarded the City of
Roanoke an additional $349,790 to complete Phases I and II for fiscal year 2001/2002.
Wireless Phase II, which provides the location of the caller, is scheduled for implementation
October 1, 2002. There is no requirement for matching funds.
Recommended Action:
Appropriate $44,000 to E911 Center 001-430-4130-2020 for E911 Telephone Bill funding.
Appropriate $305,790 to an account to be established by the Director of Finance for funding
upgrades to software and hardware.
City Manager
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Management and Budget
Joe D. Slone, Director of Technology
Ronnie Wade, E911 Center Superintendent
Room 364 Municipal South 215Church Avenue, S.W. Roanoke, Virginia 24011-1591
CityWeb:www. ci .roanoke.va .us
#CM02-00083
(540) 853-2333 FAX (540) 853-1138
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #5-54
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. 35829-050602 accepting donation of a Friesian
horse for use by the City's Mounted Patrol Unit of the Police Department, and expressing
appreciation for such donation.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Rolanda A. Johnson, Assistant City Manager for Community Development
A. L. Gaskins, Chief of Police
H:XAgenda.02hMay 6, 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
May13,2002
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Ms. Diane Dominguez
5226 South West Ludlum Street
Palm City, Florida 34990
Dear Ms. Dominquez:
I am enclosing copy of Resolution No. 35829-050602 accepting your donation ofa Friesian
horse for use by the City of Roanoke Mounted Patrol Unit of the Police Department.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
On behalf of the Mayor, Members of City Council and citizens of the City of Roanoke,
I would like to express sincere appreciation for your generous donation.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
HSAgenda.02~4ay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of May, 2002.
No. 35829-050602.
A RESOLUTION accepting the donation of a Friesian horse for use by the City's
Mounted Patrol Unit of the Police Department, and expressing appreciation for such
donation.
WHEREAS, Diane Dominguez of Palm City, Florida, has generously offered to
donate a Friesian horse, the same being a 3-year old gelding, which horse is said to be
suitable for use by the City's Mounted Patrol Unit of the Police Department; and
WHEREAS, it is the recommendation of the City Manager that City Council
accept the horse for use by the City's Mounted Patrol Unit of the Police Department in
accordance with the provisions of §2-263, Code of the City of Roanoke (1979), as
amended, which provides that git~s valued in excess of $5,000 be accepted by resolution
of City Council.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as
follows:
City's
recommendation contained in the City Manager's letter to City Council dated May 6,
2002.
2.
the City of Roanoke to Ms. Dominguez for her generous offer to the City.
1. This Council hereby accepts the donation of a Friesian horse for use by the
Mounted Patrol Unit of the Police Department, in accordance with the
This Council wishes to express its appreciation and that of the citizens of
H:~leasures~friesian horse 2002.doc ~L
3. The City Clerk is directed to transmit a copy of this resolution to Diane
Dominguez, Palm City, Florida, expressing the City's appreciation of this donation.
ATTEST:
City Clerk.
H:LMe, asuresX/'ricsian horse 2002.doc 2
Office of the City Manager
May 6, 2002
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Ralph K. Smith, Mayor
William H. Carder, Vice-Mayor
William D. Bestpitch, Council Member
C. Nelson Harris, Council Member
W. Alvin Hudson, Council Member
William White, Sr., Council Member
Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of Council:
Subject: Donation of Police Horse
Background:
The Roanoke City Police Department's Mounted Patrol Unit was formed in 1993. The
Mounted Patrol Unit has relied on numerous donations to maintain its operations. In July
of 2000, Ms. Diane Dominguez of Palm City, Florida donated two Friesian horses to the
program. Both of these horses have been trained and are utilized by the Unit. Ms.
Dominguez has offered to donate another Friesian horse to the Mounted Patrol Unit. The
horse is a three-year old gelding, docile, and suitable for police training. The horse is
valued at $30,000. Obtaining this horse would allow the retirement of one of the Unit's
older mounts.
City Code Section 2-263 requires Council action to approve acceptance of gifts exceeding
$5,000 in value.
Recommended Action:
Authorize acceptance of this Friesian horse from Ms. Diane Dominguez of Palm City,
Florida.
City Manager
DLB/ALG/wa
c: Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
A. L. Gaskins, Police
Room 364 Municipal South 215 Church Avenue, S.W. Roanoke, Virginia 24011-1591
CityWeb:www. ci.roanoke.va.us
#CM02-00072
(540) 853-2333 FAX (5a0) 853-1138
CITY OF ROANOKE
INTERDEPARTMENTAL COMMUNICA~I{I~N
DATE: June 22, 2005
TO:
I~OM:
Timothy R. Spencer, Assistant City Attorney
SUBJECT: Mounted Patrol Horse - Nitro
Attached for inclusion in the City's permanent files are Transfer of
Ownership and Release documems for Mounted Patrol Horse - Nitro. Nitro was donated
to the City and accepted by Resolution No. 35829-050602. I would appreciate it if the
attached papers could be placed with that resolution so that there will an accurate history of
Nitro's service to the City.
Thank you for your cooperation in this regard. Please contact me if you
have any questions.
TRS/Isc
Attachment
TRANSFER OF OWNERSHIP AND RELEASE
WHEREAS, a mounted patrol horse named Nitro was donated to the City of Roanoke to
serve in the City's Mounted Police Patrol Division;
WHEREAS, Nitro can no longer serve as a mounted patrol horse in the City's Mounted
Police Patrol Division because Nitro is blind in one eye and lame;
WHEREAS, a licensed veterinarian experience in valuing horses has placed Nitro's value
at five hundred and No/100 Dollars ($500);
WHEREAS, neither the original donor of Nitro nor any non-profit organizations have
been willing to accept Nitro in his current lame condition;
WHEREAS, the City believes that it is in the best interest of the City to place humanely
Nitro with an individual willing to accept and board Nitro in his current lame condition; and
WHEREAS, Officer C. E. Curry is willing to accept Nitro in his current condition and is
further willing to release the City from any and all liability that may result from the transfer of
ownership of Nitro.
THEREFORE, the City of Roanoke, Virginia hereby gives and conveys ownership of the
City of Roanoke's mounted patrol horse named Nitro to Officer C. E. Curry.
In exchange C. E. Curry agrees to take full responsibility and accepts any and all liability
for the care and custody of Nitro. C. E. Curry agrees that she will not resell Nitro to a third party
for profit. C. E. Curry also releases and forever discharges the City of Roanoke, Virginia and its
officers, employees and agents, and the heirs, executors, administrators and assigns of such
officers, employees, and agents from any and all claims, demands, damages, actions, causes of
action, or suits of any kind or nature whatsoever, and particularly on account of all injuries,
known and unknown, both to person and property, which have resulted or may in the future
develop fi-om incidents or circumstances relating to the above mentioned horse Nitro.
THE UNDERSIGNED HEREBY DECLARES THAT THE ABOVE TERMS HAVE
BEEN COMPLETELY READ AND ARE FULLY UNDERSTOOD AND VOLUNTARILY
ACCEPTED FOR THE EXPRESS PURPOSE OF PRECLUDING FOREVER ANY CLAIMS
ARISING OUT OF THE CARE AND CUSTODY OF NITRO.
THIS IS A RELEASE. PLEASE READ CAREFULLY BEFORE SIGNING!
The undersigned hereby accepts the above release.
IN WITNESS WHEREOF, I have hereunto set my hand and seal this ] ~7T~(ay of
2005.
COMMONWEALTH OF VIRGINIA
C E. c~,ay - /
CITY OF ROANOKE
Sworn to before me this }~hday of ~ b4t~aA~ , 2005.
0
Notary Public
MY commission expires: i(~xr~ ~[; ,-~D~ el
?ROM .'
Walnut Grove * 290 Boners Run Road
Shawsvilb, Virginia 24162
040) 268-s359
Dear Jones:
L Lee Hudson, a pro~e~ional horseperson of thirty years experience,
es~ the value of Nitro, an eleven year old ~ geidbg as he is
today, after rmc~t complications and in~ir~es, at ~ as a pasture
Hudson
Vinton Veterinary Hospital
1309 E. Washington Avenue / Vinton Virginia 24179 / (540) 342-7821 / www. vin!oto2~_oh~p, com
Il, ri?D- o ~'CO ,
ROANOKE
FOLICE
ROANOKE POUCE DEPARTMENT
OFFICE OF THE OPERATIONS
MAJOR
309 Third Street SW
Roanoke, Virginia 24011
PH: 540.853~203
FAX:540J~53.5399
MEMORANDUM
DATE.
TO:
FROM:
SUBJECT:
January 26, 2005
Tim Spencer, Assistant City Attorney
J. E. I~-~*fOperations Major
Nitro (PD Mounted Unit)
Attached are the medical records for Nitro that you requested. I
have been informed that the value of Nitro is approximately $500
however I do not yet have that in writing, although it is supposed to
be forthcoming soon.
According to the veterinarian, Nitro does have a degenerative eye
condition that has not responded to treatment and will ultimately
result in blindness.
ROANOKE
DATE:
TO:
FROM:
SUBJECT:
OFFICE OF THE CHIEF OF POLICE
309 Third Street, S. W.
Roanoke, Virginia 24011
www. roanokegov.com/police
November 19, 2004
Dawn Hope, Department of Finance
PH: 540.853.2203
FAX: 540.853.5399
L
A. L. Gaskin~/~ief of Police
Retirement of City Asset - Mounted Patrol Horse "Nitro"
Per your instructions, this memorandum will serve to document the retirement of a City
asset - specifically, one of our mounted patrol horses, "Nitro", which has developed an
uncorrectable vision problem and is slightly lame, and is thus unfit for Police work and
may be unsafe to ride.
Nitro was donated to the City on May 10, 2002, by a lady in Florida who raises horses,
so there was no financial investment by the City in the purchase. We have contacted
two agencies that we thought may have interest or possibly know someone with an
interest in accepting this horse with his disability. We have received no interest in an
adoption from them; however, Mounted Patrol Officer C. E. Curry is willing to take the
horse to her farm where she has adequate area and shelter for it.
Tim Spencer of the City Attorney's office has drawn a letter of release for her to sign,
which absolves the City of any liability regarding the horse. It is the Department's
intention to release the horse to Officer Curry as soon as possible.
ALG/BSL:mds
c: Rolanda B. Russell, ACM for Community Development
,~-i/~m Spencer, City Attorney's Office
Major B. S. Lugar, Services Division
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #323-555
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 Resolution No. 35830-050602 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 an operator of coffee shop
services for the City's Main Library.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Wlodek A. Zaryczny, Director, Libraries
H:~Agenda.02XMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6Ch day of May, 2002.
No. 35830-050602.
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 an operator of coffee shop services for the Main Library; and
documenting the basis for this determination.
WHEREAS, the City seeks to procure proposals from vendors to establish, operate and
maintain a coffee shop in the Main Library, off Bullitt Avenue, with both indoor and outdoor
areas.
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, and references which are of equal, if not greater, importance than the
cost.
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 a vendor to establish, operate and maintain a coffee shop at the Main Library.
H:~Ieasures\eomp nego libary cafe. doe ~L
2. City Council directs that the procurement method known as competitive
negotiation shall be used for the procurement of coffee shop services, as more fully set forth in
the City Manager' s Letter to this Council dated May 6, 2002.
3. This Resolution documents the basis for City Council's determination.
ATTEST:
City Clerk
H:Wleasures\comp nego libary cafe.doc 2
Office of the City Manager
May 6, 2002
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Honorable
Ralph K. Smith, Mayor
William H. Carder, Vice Mayor
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
Background:
Roanoke Public Libraries desires the opportunity to enter into a contractual
agreement with an individual or restaurant corporation to operate a coffee shop
in the lower level of the Main Library, off Bullitt Avenue, with both indoor and
outdoor areas. The vendor will be required to
· make any needed renovations, including furnishings, to the existing space
to make it suitable for a coffee shop;
· be responsible for maintenance, repairs, and upkeep;
· pay minimal rent and/or small percentage of profits to the library system;
· adhere to all other conditions specified in the contract.
Virginia Code Section 63.1-155 requires that the Department for the Blind and
Visually Impaired have first priority in assuming the operation of such a facility in
a public building. If they choose not to exercise this option, we will send out the
Request for Proposals.
·
Considerations:
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 service.
The experience, qualifications, and references of individuals and/or corporations
that can provide the above listed service are of primary importance. The highest
quality of service (food, pricing, operations, and environment) is desired for
library customers, in order to have a successful operation. Therefore, the
process of competitive negotiation using the request for proposal has been
identified as the best method for procurement of these services.
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
May 6, 2002
Page 2
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. ~
City Manager
DLB:meg
C:
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director of Management and Budget
Wlodek Zaryczny, Director of Libraries
Robert L. White, Purchasing Manager
#CM02-00077
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
May 8, 2002
File #60-236-262-323-467
Darlene L. Burcham
City Manager
Roanoke, Virginia
Dear Ms. Burcham:
I am attaching copy of Resolution No. 35832-050602 accepting a Library PC Navigators
Grant, in the amount of $5,000.00, for a training program for middle and high school age
students to assist library patrons on the use of computers at the Main Library and branch
libraries, and a Library Website Grant, in the amount of $5,000.00, for the creation of a
library website, from the Library of Virginia.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Attachment
pc:
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Office of Management and Budget
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Wlodek A. Zaryczny, Director, Libraries
H:~genda.02hMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of May, 2002.
No. 35832-050602.
A RESOLUTION accepting a Library PC Navigators Grant and a Library Website Grant
from the Library of Virginia.
BE IT RESOLVED by the Council of the City of Roanoke that:
1. The City hereby'accepts a Library PC Navigators Grant in the amount of $5,000.00,
from the Library of Virginia, to be used to fund a program to train middle and high school age
students to assist library patrons in using computers in the Main Library and library branches, as
more particularly set forth in the May 6, 2002, report of the City Manager to this Council.
2. The City hereby accepts a Library Website Grant in the amount of $5,000.00, from
the Library of Virginia, to be used to enable the creation of a library website, as more particularly set
forth in the May 6, 2002, report of the City Manager to this Council.
3. The City Manager is authorized to execute any and all requisite documents, including
any documents providing for indemnification by the City as are required for the City's acceptance of
these grants, upon form approved by the City Attorney, and to furnish such additional information as
may be required in connection with the City's acceptance of this grant.
ATTEST:
City Clerk.
H:\RESOLUTIONS~,4~'RANT.LIBRARY050602.DOC
CITY OF ROANOI
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #60-236-262-323-467
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. 35831-050602 amending and reordaining certain
sections of the 2001-02 Grant Fund AppropriatiOns, in connection with two grants received
by the City from the Library of Virginia, providing for appropriations of $5,000.00 for a
training program for middle and high school age students to assist library patrons on the
use of computers at the Main Library and branch libraries, and $5,000.00 for the creation
of a library website.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
MFP:mh
Mary F. Parker, CMC
City Clerk
Attachment
pc: Darlene L. Burcham, City Manager
Barry L. Key, Director, Office of Management and Budget
George C. Snead, Jr., Acting Director, General Services
Robert L. White, Manager, Purchasing
Wlodek A. Zaryczny, Director, Libraries
H:L&genda.02LMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6th day of May, 2002.
No. 35831-050602.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002 Grant
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 Grant Fund Appropriations, be, and the same are
hereby, amended and reordained to read as follows, in part:
Apr~ror~riations
Parks, Recreation and Cultural $ 33;000
Navigator Student Computer Training (1) .......................... 5,000
Wow We're on the Web (2) ..................................... 5,000
Revenues
Parks, Recreation and Cultural $ 33,000
Navigator Student Computer Training (3) .......................... 5,000
Wow We're on the Web (4) ..................................... 5,000
1 ) Fees for Professional
Services
2) Fees for Professional
Services
3) Navigator Student
Computer Training
4) Wow We're
on the Web
(035-650-9741-201 O)
(035-650-9742-201 O)
(035-110-9741-9741 )
(035-110-9742-9742)
5,000
5,000
5,000
5,000
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
May 6, 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:
Library PC Navigators
Grant and Library Website
Grant
Background:
In the fall of 2001, Roanoke Public Libraries applied to the Library of Virginia for a
grant that would fund a program for middle and high school age students to be
trained to assist library patrons in using computers in the Main Library and the
library branches. A grant in the amount of $5,000 was awarded.
In the fall of 2001, Roanoke Public Libraries applied to the Library of Virginia for
an additional grant that would enable the creation of a library website. ^ grant for
$5,000 was awarded. '
Considerations:
The PC Navigators grant will help the library meet the diverse needs of patrons
whose computer skills and knowledge vary widely. It will help the teen
participants to: reinforce computer skills required by the Virginia Standards of
Learning, learn to provide meaningful service to others, and develop
interpersonal skills. The grant provides funding for small stipends for the
program participants.
The library website grant will enable the library to broaden its customer reach by .
offering online information on the different library departments and their services,
including circulation (new acquisitions and material reviews), reference (links to
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
May 6, 2002
Page 2
online research databases and reference question email), the Virginia Room, the
Afro-Lee Americana Collection, library programs, Friends of the Library, and
other updates. Additional links on the website would include lifelong learning
opportunities, pertinent local information, cultural events, and other aspects
relating to the uniqueness of the Roanoke Valley. A web site will also serve as a
marketing tool, positioning the library as a state of the art facility.
Recommended Action:
City Council accept these two grants from the Library of Virginia and appropriate
funding from each to revenue and expenditure accounts to be established in the
Grant Fund.
D a r~ ~,,,,,,-~v,~...~-,.,/
city Manager
DLB:meg
C.'
Mary F. Parker, City Clerk
William M. Hackworth, City Attorney
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Management & Budget
Robert L. White, Purchasing Manager
Wlodek Zaryczny, Director of Libraries
#CM02-00078
May 6, 2002
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
The Honorable Ralph K. Smith, Mayor
The Honorable William H. Carder, Vice Mayor
The Honorable William D. Bestpitch, Council Member
The Honorable C. Nelson Harris, Council Member
The Honorable W. Alvin Hudson, Jr., Council Member
The Honorable William White, Sr., Council Member
The Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
SUBJECT:
March Financial Report
This financial report covers the first nine months of the,2001-2002 fiscal year. The following narrative
discusses revenues and expenditures to date.
REVENUE
General Fund revenues reflect an increase of 3.50% or $4,015,000 compared to FY01. Variances in specific
categories of revenues are as follows:
General Property Taxes increased 4.80% or $1,950,000. The first installment of real estate tax, the largest
tax collected by the City, was due on October 5th and the second installment was due April 5th. Real estate
tax revenues through the end of March have increased 4.17%, and this category is anticipated to exceed
targeted revenue estimates as the second installment is fully collected. Delinquent collections of real estate
tax have also grown, reflective of concerted efforts by the Office of Billings and Collections to collect past due
amounts. The tax sales held by the City in recent years have also positively impacted collections of
delinquent real estate revenues. Personal property taxes, the second largest tax, are due May 31St. The tax
levy has been prepared, and it reflects a decline of approximately 4% compared to the prior year. The
decline in the personal property tax is attributed to lower assessments for vehicles, business personal
property and machinery and tools. The status of this tax will continue to be closely monitored as we
approach the due date in May.
Other Local Taxes increased 1.56% or $643,000. Sales tax declined 2.56% or $308,000 from the prior year,
a reflection of the economic decline experienced in recent months. This tax is expected to under perform our
budgeted estimate by approximately 3% or $530,000. 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
by the increased cigarette tax 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 prepared food
and beverage taxes are up approximately 3.6%. Business license tax (BPOL) was due March 1. This tax will
perform at approximately the same level as FY01 which will produce revenue slightly greater than the FY02
budget.
Honorable Mayor and Members
Roanoke City Council
May 6, 2002
Page 2
Permits, Fees and Licenses are up $125,000 or 19.92% 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 35.96% or $220,000. General District Court fines are up, and revenues from
parking tickets rose approximately 58% 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.
Revenue from Use of Money and Property decreased $45,000 or 6.37%. Significantly lower short term
interest rates cause this decline. Timing differences in the receipt of rental income from the State for
Municipal North (Social Services) has caused rental revenue to drop as of March.
Miscellaneous Revenue is up $118,000 or 74.83%. 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. 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. A decrease in the proceeds from sale of surplus property partially offsets these increases.
EXPENDITURES AND ENCUMBRANCES
General fund expenditures and encumbrances have increased 5.83% or $8,337,000 since FY01. Variances
in individual expenditure categories are discussed as follows:
Public Safety expenditures increased 5.30% or $1,763,000. 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 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 the scheduled
payment of the City's portion of the annual maintenance agreement for the regional radio system.
Health and Welfare expenditures rose $1,125,000 or 6.25%. Salary and client assistance costs in the Social
Services department are up, as are expenditures under the Comprehensive Services Act.
Community Development expenditures increased 13.21% or $429,000 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 44.93% or $3,310,000. 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 of Finance
CITY OF ROANOKE, VIRGINIA
SUMMARY OF CITY MANAGER TRANSFERS
AND AVAILABLE CONTINGENCY
MARCH 31, 2002
Transfer
Number
General Fund:
Date
CMT-1863 07/30/01
CMT-532 08/09/01
CMT-533 08/09/01
CMT-1176 08/28/01
CMT-1177 08/31/01
CMT-536 10/04/01
CMT-1195 10/04/01
CMT-544 11/20/01
CMT-1214 12/12/01
C MT-548 12/13/01
CMT-550 01/16/02
CMT-1230 01/17/02
CMT-554 01/31/02
CMT-556 02/08/02
CMT~558 02/08/02
CMT-561 02/08/02
CMT-562 02/22/02
CMT-568 03/19/02
CMT-570 03/19~02
CMT-572 03/25/02
Explanation From
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
Funding for 22 Transferred Employees
City Share of Electdc Se~ce
Negotiations with AEP
Strategic Business Planning
Consultant
Jail
Solid Waste Management
Solid Waste Management
Human Services Support
Contingency*
Residual Fringe Benefits
Income Maintenance
Residual Fdnge 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 Neighbor-
hood Se~ces
Management and Budget
Parks
Building Maintenance
Outreach Detention
T.~o 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
Streets and Traffic 50,595
Memberships and Affiliations 44,750
Human Se~ces Support 9,313
Total General Fund $496,385
Capital Projects Fund:
CMT-1180 09/05/01
C MT- 1244 02/14/02
CMT-564 02/20/02
Additional Project Expenses
Preston Tennis Court Renovations
Construction Cost of Fire-EMS
Regional Training Center
Available Contingency
Balance of Contingency at July 1, 2001
*Contingency Appropriations From Above
Contingency Appropriations Through Budget Ordinances:
BO 35515 08/20/01 Drug Prosecutor
BO 35544 09/04/01 Zoning Inspector Positions
Available Contingency at March 31, 2002
Broadway Street Bddge
Special Park Project
Grants
Fire EMS Facility
Improvement Program
Contingency
Contingency
First Street Bridge $ 23,550
Athletic Court Improvements 522
Regional Fire EMS Training
Center 8,800
Total Capital Projects Fund
Transfer to Grant Fund
Transfer to Grant Fund
$ 32,872
$500,000
(15,856)
(8,170)
(80,996)
$:~94,978
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 Pmpe~'y
Grants-in-Aid Commonwealth
Grants-in-Aid Federal Govemment
Charges for Services
Miscellaneous Revenue
Internal Services
Total
Year to Date for the Period
July I - Mar 31 July I - Mar 31
2000-2001 2001-2002
$ 40,617,979 $ 42,568,393
41,109,695 41,752,489
629,412 754,820
612,312 832,523
704,244 659,404
26,516,571 27,348,819
17,180 17,179
2,725,716 2,846,778
157,394 275,168
1,479,086 1,529,279
$ 114~509~589 $ 118~684~85.~_2
Percentage
of Change
4.80
1.56
19.92
-6.37
3.14
-0.01
4.44
74.83
3.39
Current Fiscal Year
Percent of
Revised Revenue
Revenue Estimate
Estimates Received
77,105,366 55.21%
58,016,878 71.97%
957,150 78.68%
1,014,600 82.95%
1,118,330 58.96%
48,402,072 58.94%
54,300 50.08%
3,688,997 73.20%
560,236 49.12%
2,330,692 65.61%
3.50 % ~; 191~428~621 61.95%
STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
General Government
Judicial Adminisbafion
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
July I - Mar 31
2000-2001
8,672,390
4,215,546
33,231,383
18,497,827
18,007,609
July I - Mar 31 Percentage Unencumbered
2001-2002 of Chan~le Balance
$ 8,847,163 2.02 % $ 3,208,677
4,352,795 3.26 % 2,076,564
34,994,134 5.30 % 11,873,689
19,268,060 4.15 % 5,595,952
19,132,785 6.25 % 8,223,528
3,646,275
3,243,554
3,724,996 2.16 % 1,231,773
3,672,130 13.21% 1,598,130
11,763,841
34,350,055
7,367,541
$ 142,996,021
12,147,503 3.26 % 119,396
34,517,645 0.49 % 11,496,917
10,677,810 44.93 % 2,773,169
$ 161,333,021 5.83 % $ 48,198,025
Current Fiscal Year
Percent of
Revised Budget
Appropriations Obligated
$ 12,055,840 73.38%
6,429,359 67.70%
46,868,023 74.67%
24,862,942 77.49%
27,356,313 69.94%
4,956,769 75.15%
5,270,260 69.68%
12,268,899 99.03%
46,014,562 75.01
13,450,979 79.38%
$ 199;531 r046 75.94%
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 Sewices
Transfer from General Fund
Special Purpose Grants
Total
Year to Date for the Period
Current Fiscal Year
Percent of
Revised Revenue
July 1 - Mar 31 July 1 - Mar 31 Percentage Revenue Estimate
2000-2001 2001-2002 of Change Estimates Received
$ 5,943,364 $ 5,930,563 -0.22 % $
29,996,013 28,135,943 -6.20 %
78,788 73,687 -6.47 %
955,336 1,232,842 29.05 %
34,350,055 34,517,645 0.49 %
7,180,783 6,794,945 -5.37 %
$ 78~504,339 $ 76,685~645 -2.32 % $
9,492,986
41,656,787
115,390
1,971,820
46,014,562
10,529,069
109,780,6t4
62.47 %
67.54 %
63.86 %
62.52 %
75.01 %
NA
69.85 %
SCHOOL FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
Instruction
General Support
Transportation
Operation and
Maintenance of Plant
Facilities
O~her Uses of Funds
Special Purpose Grants
Total
Year to Date for the Period
Current Fiscal Year
July I - Mar 31 July 1 - Mar 31 Percentage Unencumbered Revised
2000-2001 2001-2002 of Change Balance Appropriations
-1.75 % $ 21,905,310 $ 74,653,449
-12.27 % 1,346,911 3,843,159
7.44 % 1,068,097 3,887,846
-2.92 % 3,336,163 10,356,465
-19.17 % (12,368) 1,631,050
7.40 % 486,746 6,607,501
6.08 % 10,529,069
-0.79 % $ 28,130,851 $ t 1t,508f639
$ 53,686,383 $ 52,746,139
2,845,346 2,496,246
2,624,417 2,819,749
7,231,493 7,020,282
2,033,304 1,643,448
5,699,265 6,120,753
9,625,489 10,529,069
$ 94,045,697 $ 83f377~668
Percent of
Budget
70.68 %
94.95 %
72.53 %
67.79 %
100.76 %
62.63 %
NA
74.77
CITY OF ROANOKE, VIRGINIA
SCHOOL FOOD SERVICE FUND STATEMENT OF REVENUE
Year to Date for the Period
Current Fiscal Year
Revised
July I - Mar 31 July I - Mar 31 Percentage Revenue
Revenue Source 2000-2001 2001-2002 of Change Estimates
Grants-in-Aid Commonwealth $ 85,762 $ 84,483 -1.49 °,6 $ 84,464
Grants-in-Aid Federal Govemment 1,830,773 2,001,844 9.34 % 2,891,594
Charges for Services 1,028,286 1,105,768 7.54 % 1,545,256
Total $ 2~944~821 $ 3~102~000 8.40 %
Percent of
Revenue
Estimate
Received
100.02
~9.23
71.56
70.60
SCHOOL FOOD SERVICE FUND STATEMENT OF EXPENDITURES AND ENCUMBRANCES
Expenditures
Food Services
Facilities
Total
Year to Date for the Period
July I - Mar 31
2000-2001
$ 3,218,146
$ 3~218r146
Current Fiscal Year
Percent of
July I - Mar 31 Percentage Unencumbered Revised Budget
2001-2002 of Chan~le Balance Appropriations Obli~,lated
$ 3,289,464 2.22 % $ 1,273,523 $ 4,562,967 72.09 %
- % 16,978 16,978 %
$ 3r209~464 2.22 % $ 1~290r501 $ 4r$79~965 71.82 %
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MARCH 31, 2002
General Government
Flood Reduction
Economic Development
Community Development
Public Safety
Recreation
Streets and Bddges
Storm Drains
Traffic Engineering
Nondepartmental
Capital Improvement Reserve
Total
Expenditures Unexpended
Budget To Date Balance
$ 12,722,622 $ 10,838,348 $ 1,884,274
14,332,065 8,353,573 5,978,492
24,259,525 18,736,966 5,522,559
6,016,143 3,153,130 2,863,013
8,252,126 7,158,190 1,093,936
26,890,741 5,789,810 21,100,931
25,363,304 20,744,616 4,618,688
2,689,631 1,347,243 1,342,388
5,445,380 3,898,438 1,546,942
410,000 410,000
23,212,248 23,212,248
$ 69,163,471
Outstanding
Encumbrances
$ 145 787
239 924
304 708
712 709
266 051
553 363
863 933
640 983
176 193
$ 149,593,785 $ 80,430,314 $ 3,903,651
Unobligated
Balance
$ 1,738,487
5,738,568
5,217,851
2,150,304
827,885
20,547,568
3,754,755
701,405
1,370,749
23,212,248
$ 65,259,82O
CITY OF ROANOKE, VIRGINIA
SCHOOL CAPITAL PROJECTS FUND
STATEMENT OF EXPENDITURES, ENCUMBRANCES, AND
UNENCUMBERED APPROPRIATIONS SUMMARY AS OF MARCH 31, 2002
Elementary Schools Renovation
Middle Schools Renovation
High Schools Renovation
Interest Expense
Capital Improvement Reserve
Total
Expenditures Unexpended Outstanding Unobligated
Budget To Date Balance Encumbrances Balance
$ 17,484,240 $ 12,362,063 $ 5,122,177 $ 398,682 $ 4,723,495
2,751,455 2,725,893 25,562 - 25,562
3,500,000 3,403,170 96,830 39,653 57,177
262,929 257,955 4,974 - 4,974
1,051,271 1,051,271 - 1,051,271
$ 25,049,895 $ 18,749,081 $ 6,300,814 $ 438,335 $ 5,862,479
5
CITY OF ROANOKE, VIRGINIA
CAPITAL PROJECTS FUND
COMPARATIVE STATEMENT OF REVENUES
FOR THE 9 MONTHS ENDING MARCH 31, 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 - Garden City
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
Mill Mountain Visitors Center - Private Donations
Victory Stadium - Private Donations
First Union Penalty Payment
First Union Job Grant Repayment
Times-World Corporation - Land Sale
Trigon Insurance - Land Sale
Bill and Melinda Gates Foundation
Westview Terrace - Land Sale
Roanoke Times Air Rights Lease
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
$ 485,011
11,278
370,732
867,021
19,223
10,143
16,176
118,989
164,531
44,400
3,100
lO0
8,500
56,100
4,438,517
375,000
41,530,000
46,343,517
$ 47,431,169
$1,124,714
1,851
777,896
1,904,461
2,018
239,409
18,368
3,733
263,528
36,055
10,000
7
34,OO0
137,445
125,110
342,617
3,295,758
2,900
12,600
100,000
3,411,258
$ 5,921,864
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 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
$ 3,388,970
2,873,559
541,949
21,690
22,863
174,295
15,929
488,280
1,916,521
9,444,056
3,192,673
3,394,738
1,258,973
7,846,384
1,597,672
157,491
56,515
375,000
41,641
(776,298)
(375,000)
(520,651)
$1,077,021
FY 2001
$ 2,914,382
2,665,255
194 232
13 068
23 758
170 412
9 687
330 393
2,524 083
8,845,270
3,033,632
3,134,825
1,256,323
7,424,780
1,420,490
327,538
49,565
7,527
(844,918)
(2,900)
(463,188)
$ 957,302
7
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 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
Capital Contributions - Other Jurisdictions
Miscellaneous Revenue
Interest and Fiscal Charges
Transfer to Capital Projects Fund
Net Nonoperating Revenues (Expenses)
Net Income
FY2002
$ 5,464,238
571,661
165136
618 229
111 665
166 942
130 933
7,228,804
1,594,742
4,385,371
1,029,579
7,009,692
219,112
134,128
930,095
91
(569,682)
494,632
$ 713,744
FY2001
$ 5,459,985
667,386
181,493
687,191
109,143
187,469
132,972
7,425,639
1,428,050
4,200,312
882,021
6,510,383
915,256
302,149
(580,903)
(12,600)
(291,354)
$ 623,9O2
8
CITY OF ROANOKE, VIRGINIA
CiViC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 2002
Operating Revenues
Rentals
Event Expenses
Display Advertising
Admissions Tax
Electrical Fees
Novelty Fees
Facility Surcharge
Facility Fees
Charge Card Fees
Parking 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 - Operating
Transfer from General Fund - Nonoperating
Transfer from General Fund - Victory Stadium
Transfer from Capital Projects Fund
Interest on Investments
Miscellaneous
Total Nonoperating Revenues
Net Income (Loss)
FY2002
$ 374 208
201 177
75 200
132 159
12 991
27 146
177 524
37,128
5,373
887,447
13,857
1,944,210
1,485,238
1,465,791
218,131
3,169,160
(1,224,950)
712,565
830,000
102,278
385,000
21,989
2,425
2,054,257
$ 829,307
FY 2001
$ 336,192
106,343
56,000
108,282
22,439
34,511
117,084
8,959
802,571
45,633
1,638,014
1,003,507
1,519,880
331,795
2,855,182
(1,217,168)
878,703
50,880
1,482
931,065
$ (286,103)
9
CITY OF ROANOKE, VIRGINIA
WATER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 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
$ 3,388,970
2,873,559
541,949
21,690
22,863
174,295
15,929
488,280
1,916,521
9,444,056
3,192,673
3,394,738
1,258,973
7,846,384
1,597,672
157,491
56,515
375,000
41,641
(776,298)
(375,000)
(520,651 )
$ 1,077,021
FY 2001
$ 2,914,382
2,665 255
194 232
13 068
23 758
170 412
9 687
330 393
2,524,083
8,845,270
3,033,632
3,134,825
1,256,323
7,424,780
1,420,490
327,538
49,565
7,527
(844,918)
(2,900)
(463,188)
$ 957,302
7
CITY OF ROANOKE, VIRGINIA
SEWAGE TREATMENT FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 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
Capital Contributions - Other Jurisdictions
Miscellaneous Revenue
Interest and Fiscal Charges
Transfer to Capital Projects Fund
Net Nonoperating Revenues (Expenses)
Net Income
FY2002
$ 5,464,238
571,661
165,136
618,229
111,665
166,942
130,933
7,228,804
1,594,742
4,385,371
1,029,579
7,OO9,692
219,112
134,128
930,095
91
(569,682)
494,632
$ 713,744
FY2001
$ 5,459,985
667,386
181,493
687,191
109,143
187,469
132,972
7,425,639
1,428,050
4,200,312
882,021
6,510,383
915,256
302,149
(580,903)
(12,600)
(291,354)
$ 623,902
8
CITY OF ROANOKE, VIRGINIA
CiViC CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 2002
Operating Revenues
Rentals
Event Expenses
Display Advertising
Admissions Tax
Electrical Fees
Novelty Fees
Facility Surcharge
Facility Fees
Charge Card Fees
Parking 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 - Operating
Transfer from General Fund - Nonoperating
Transfer from General Fund - Victo~j Stadium
Transfer from Capital Projects Fund
Interest on Investments
Miscellaneous
Total Nonoperating Revenues
Net Income (Loss)
FY2002
$ 374,208
201,177
75,200
132,159
12,991
27,146
177,524
37,128
5,373
887,447
13,857
1,944,210
1,485,238
1,465,791
218,131
3,169,160
(1,224,95o)
712,565
830,000
102,278
385,000
21,989
2,425
2,054,257
$ 829,307
FY2001
336,192
106,343
56,000
108,282
22,439
34,511
117,084
8,959
802,571
45,633
1,638,014
1,003,507
1,519,880
331,795
2,855,182
(1,217,168)
878,703
50,880
1,482
931,065
$ (286,103)
9
CITY OF ROANOKE, VIRGINIA
TRANSPORTATION FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 2002
Operating Revenues
Century Station Parking Garage
Williamson Road Parking Garage
Market Square Parking Garage
Church Avenue Parking Garage
Tower Parking Garage
Williamson 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 (Loss)
FY 2002
290,572
330,280
161,716
346,417
267,774
87,134
3,599
12,847
7,832
1,508,171
682,710
406,682
1,089,392
418,779
32,000
21,292
(372,842)
(104,918)
1,684
(422,784)
$ (4,005)
FY2001
$ 266 452
323 929
156 523
342 242
304 221
51 553
1,444,920
606,026
434,211
1,040,237
404,683
761,358
19,074
(391,311)
(637,637)
(49,000)
(65,000)
10,147
(352,369)
$ 52,314
10
CITY OF ROANOKE, VIRGINIA
HOTEL ROANOKE CONFERENCE CENTER FUND
COMPARATIVE INCOME STATEMENT
FOR THE 9 MONTHS ENDING MARCH 31, 2002
FY 2002
COMMISSION (1)
CONFERENCE
CENTER (2)
TOTAL
FY 2001
Operating Revenues
Conference Center
Total Operating Revenues
$ $ 2,142,950 $
2,142,950
2,142,950 $
2,142,950
2,158,838
2,158,838
Operating Expenses
Personal Services
Fees for Professional Services
Administrative Expenses
Conference Center
Total Operating Expenses
34,985
56,810
36,705
128,500
(128,500)
1,891,114
1,891,114
251,836
34,985
56,810
36,705
1,891,114
2,019,614
123,336
68,315
29,217
1,095
1,906,198
2,004,825
154,013
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
(57,428)
82,523
175,000
175,000
8,000,000
(3,166,070)
177,591
(141,199)
Net Nonoperating Revenues (Expenses)
131,250
131,250
(57,428)
82,523
(99,828) (99,828)
287,595 (99,828) 187,767
5,220,322
Net Income Before Depreciation
159,095 152,008 311,103 5,374,335
Depreciation Expense/Replacement Reserve
(340,943) (107,100) (448,043) (449,262)
Net Income (Loss) $ (181,848) $ 44r908 $ (136r940) $
4~925~073
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 9 MONTHS ENDING MARCH 31, 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)
TOTALS
Department
of Materials Fleet Risk
Technology Control Management Management FY 2002 FY 2001
$ 3,145,230 $ 1,051,428 $ 3,118,249 $ 7.408,298 $14,723,205 $ 12,070,586
3,145,230 1.061.428 3.118.249 7,488,298 14.723.206 12,070,586
1,628,737 51.453 968,478 127,686 2,776,364 2,673,197
1,016.982 1.091,680 783.970 8.007.716 10,903,348 7,478,788
381,296 1,506,080 - 1,887,378 1,690,346
3,027,017 1,143,143 3,258,528 8,135,482 15,564,090 11,842,331
118,213 (91,715) (148,279) (727,104) (040,865) 228,265
Interest Revenue 101.913 4,347 25,009 230,836 362.105 752,623
Interest Expense (11,453) (39,042) (50,4g5)
Transfers To Other Funds (41,350) (41,350) (104,000)
Loss on Disposal of Fixed Assets (44,034) (44,034) (153.103)
Transfers From Other Funds 2,552,247 573,639 250,003 3,375,886 1,451
Other Revenue 10.183 10,183 -
Net Nonopereting Revenues 2,611,540 4,347 015,572 480,836 3,612,295 1,946,725
Net Income (Loss) $ 2,729,753 $ (87,368) $ 375,293 $ (246,268) $ 2,771~410 $ 2,174,980
12
CITY OF ROANOKE, VIRGINIA
CITY TREASURER'S OFFICE
GENERAL STATEMENT OF ACCOUNTABILITY
FOR THE MONTH ENDED MARCH 31, 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 MARCH 31, 2002.
BALANCE AT BALANCE AT BALANCE AT
FUND FEB 28, 2002 RECEIPTS DISBURSEMENTS MAR 31, 2002 MAR 31, 2001
GENERAL ($17,509,993.38) $27,191,360.26 $13,910,819.31 ($4,229,452.43) ($2,869,163.97;
WATER 12,286,862.31 469,921.66 614,183.79 12,142,600.18 7,260,206.44
SEWAGE 7,088,521.11 1,903,898.17 1,657,090.45 7,335,328.83 7,053,769.92
CIVIC CENTER 3,183,173.08 446,136.33 436,395.56 3,192,913.85 1,171,081.97
TRANSPORTATION 2,297,394.61 725,935.96 181,978.69 2,841,351.88 414,423.04
CAPITAL PROJECTS 68,359,633.16 70,838.60 1,940,653.73 66,489,818.03 39,595,509.86
CONFERENCE CENTER 4,228,662.44 4,814.62 21,279.64 4,212,197.42 6,891,929.08
RKE VALLEY DETENTION COMM 2,326,340.99 226,347.48 245,859.49 2,306,828.98 2,765,223.88
DEBT SERVICE 14,185,189.89 18,771.71 901,111.88 13,302,849.72 12,675,381.65
DEPT OF TECHNOLOGY 5,928,537.16 292,721.34 417,327.73 5,803,930.77 5,048,473.11
MATERIALS CONTROL 270,857.02 64,534.19 29,575.51 305,815.70 128,130.20
MANAGEMENT SERVICES 0.00 0.00 0.00 0.00 171,926.24
FLEET MANAGEMENT 1,172,531.04 77,957.95 397,010.90 853,478.09 868,887.32
PAYROLL (11,434,632.64) 14,635,415.19 16,937,175.60 (13,736,393.05) (13,317,628.03)
RISK MANAGEMENT 11,667,508.64 946,714.19 675,962.55 11,938,260.28 11,454,328.73
PENSION 783,161.55 2,479,876.11 1,250,769.02 2,012,268.64 119,250.10
SCHOOL FUND 6,124,937.65 5,889,442.52 5,624,691.99 6,389,688.18 7,331,020.27
SCHOOL CAPITAL PROJECTS 6,746,458.32 207,463.22 56,367.70 6,897,553.84 1,831,503.59
SCHOOL FOOD SERVICE (86,975.75) 801,556.15 469,649.91 244,930.49 776,061.20
F D ETC 28,852.24 124, 341.16 129,762.00 23,431.40 (6,871.66)
G RANT 702,986.44 571,589.28 604,322.76 670,252.96 1,239,794.47
TOTAL
$118,350,005.88 $57,149,636.09 $46,501,988.21 $128~997~653.76 $90 603,237.41
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 MARCH 31, 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
VIRGINIA AIM PROGRAM (U. S. SECURITIES)
TOTAL
$55,624.85
2,377,211.02
7,863,381.50
16,874,768.29
24,109,436.92
10,110,608.17
10,000,000.00
57,606,623.01
$128~997,653.76
DATE: APRIL 15, 2002
DAVID C. ANDERSON, TREASURER
13
CITY OF ROANOKE PENSION PLAN
STATEMENT OF CHANGES IN PLAN NET ASSETS
FOR THE 9 MONTHS ENDED MARCH 31, 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
$ 3,072,170 $
(4,717,758)
2,644,428
(2,073,330)
51,775
(2,125,105)
$ 947,065
FY 2001
2,873,100
(31,557,454)
5,167,529
(26,389,925)
448,306
(26,838,231)
$ (23,965,131)
Deductions
Benet-ffs Paid to Participants
Administrative Expenses
Total Deductions
Net Increase (Decrease)
Net Assets Held in Trust for Pension Benefits:
Fund Balance July 1
Fund Balance March 31
$ 11,126,897
305,237
11,432,134
(10,485,069)
326,337,980
$315~852~911
$ 9,687,065
283,278
9,970,343
(33,935,474)
350,929,145
$316~993~671
14
CITY OF ROANOKE PENSION PLAN
BALANCE SHEET
MARCH 31, 2002
Assets
FY 2002
FY 2001
Cash
Investments, at Fair Value
Due from Other Funds
Other Assets
Total Assets
$ 1,978,980
315,180,828
1,590
5,434
$ 317~166~832
$ 118,152
317,983,790
1,749
5,097
$ 318~108~788
Liabilities and Fund Balance
Liabilities:
Due to Other Funds
Accounts Payable
Total Liabilities
$ 1,269,734
44,187
1,313,921
$ 1,114,694
423
1,115,117
Fund Balance:
Fund Balance, July 1
Net Gain (Loss) - Year to Date
Total Fund Balance
Total Liabilities and Fund Balance
326,337,980
(10,485,069)
315,852,911
$ 317~166~832
350,929,145
(33,935,474)
316,993,671
$ 318~108~788
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.roanoke.va.us
May 8, 2002
File #10-60-109-110-448
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Elaine Simpson, Station Manager
Roanoke Valley Regional Cable Television
541 Luck Avenue, S. W., Suite 145
Roanoke, Virginia 24016
Dear Ms. Simpson:
I am enclosing copy of Resolution No. 35833-050602 approving the recommendation of
the Roanoke Valley Regional Cable Television Committee to approve the annual operating
budget for Fiscal Year 2002-03 for operation of the regional government and educational
access station, Roanoke Valley Television (RVTV, Channel 3), and for the City of Roanoke
to provide its prorata share of partial funding, in the amount of $147,337.00.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
MFP:mh
Sincerely,
Mary F. Parker, CMC
City Clerk
Enclosure
pc: Carolyn S. Ross, Town Clerk, Town of Vinton, 311 South Pollard Street, Vinton,
Virginia 24179-2531
Mary H. Allen, Clerk to th'e Board of Supervisors, Roanoke County, P. O. Box
29800, Roanoke, Virginia 24018-0798
Catherine McCollough, Vice President, Cox Communications, 5400 Fallowater
Lane, S. W., Roanoke, Virginia 24014
Darlene L. Burcham, City Manager
Jesse A. Hall, Director of Finance
Barry L. Key, Director, Management and Budget
Gary E. Tegenkamp, Assistant City Attorney
Christopher L. Slone, Public Information Officer
H:~Agenda 02hMay 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6th day of May, 2002.
No. 35833-050602.
A RESOLUTION approving the recommendation of the Roanoke Valley Regional Cable
Television Committee to approve the annual operating budget for Fiscal Year 2002-2003 for the
operation of the regional government and educational access station, Roanoke Valley Television
(RVTV, Channel 3), and for the City to provide partial funding.
WHEREAS, the Roandke Valley Regional Cable Television Committee (Committee) has
reviewed and approved the annual budget for the Fiscal Year 2002-2003 for the operation of RVTV
and has requested that the City of Roanoke approve that budget; and
WHEREAS, the Committee is comprised of representatives from the City of Roanoke,
Roanoke County, and the Town of Vinton and these jurisdictions have agreed to provide funding for
the purposes for which the Committee was created, including the support of the operation of a
regional government and educational access station, RVTV; and
WHEREAS, such jurisdictions have agreed to provide funding as provided for in the
agreement creating the Committee and the Committee has recommended that the City of Roanoke
provide partial funding to RVTV in the amount of $147,337.00, which is within the limits provided
for in the agreement; and
WHEREAS this Council desires to approve the recommendation of the Committee and
provide partial funding as requested by the Committee.
THEREFORE, BE IT RESOLVED by the Council of the City of Roanoke as follows:
1. The annual budget for Fiscal Year 2002-2003 for the operation of the regional
government and regional educational access station, RVTV, as set forth in a letter to this Council
dated May 6, 2002, is hereby approved.
2. The amount of $147,337.00 will be provided by the City of Roanoke as its prorata
share for the annual operational budget for RVTV for the Fiscal Year 2002-2003 as requested in the
letter to this Council dated May 6, 2002.
ATTEST:
City Clerk.
H:X.Measures'a'vtv budget 2002 2003.doc
RALPH K. SMITH
Mayor
CITY OF ROANOKE
CITY COUNCIL
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
Telephone: (540) 853-254]
Fax: (540) 853-1145
May 6, 2002
The Honorable Ralph K. Smith, Mayor,
And Members of City Council
Roanoke, Virginia
Council Members:
William D. Bestpitch
William H. Carder
C. Nelson Harris
W. Alvin Hudson, Jr.
William White, Sr.
Linda F. Wyatt
Dear Mayor Smith and Members of City Council:
Subject: 2002-03 RVTV Budget
The City of Roanoke, the County of Roanoke, and the Town of Vinton jointly
operate Roanoke Valley Television (RVTV). The initial equipment and facilities
for the television station were funded through a $480,000 capital grant from Cox
Communications. The station is located at the Jefferson Center and currently
employs five full-time staff members. The staff produces videos and shows for
the local governments and school systems and cablecasts them, along with
government meetings, on Cox Communications' Channel 3.
On June 8, 1992, City Council approved the Roanoke Regional Cable Television
Agreement, which requires that the RVTV Operating Budget be approved by the
governing bodies of the city, the county, and the town. Funding for the Operating
Budget is shared by the three governments, based on the annual proportion of
Cox subscribers located in each jurisdiction.
During 2001, RVTV produced 4 videos, 12 Inside Roanoke shows, 7 Roanoke
Talk shows, 14 Spotlight on City Schools shows, 24 City Council meetings, and 7
special meetings for the City of Roanoke.
The Roanoke Regional Cable Television Committee approved the attached
RVTV Operating Budget for Fiscal Year 2002-03 at its April meeting. This budget
amounts to $267,885.00 and is a 0.99 percent decrease from the current year's
budget of $269,616.00.
Cox Communications paid a 5 percent franchise fee to the local governments in
2001, which amounted to $1,718,936.00. The local governments have
traditionally agreed to allocate up to 20 percent of the franchise fees collected to
the RVTV Operating Budget. For the coming year, that amount would be
$343,787.00. RVTV's requested budget of $267,885.00 is $75,902.00 less than
that amount.
Cox calculates the percentage of subscribers in each locality (as of December
31,2001) as follows:
Locality Subscribers Percentage (%)
City of Roanoke 32,332 55
Roanoke County 23,214 40
Town of Vinton 2,727 5
Based on these figures, each Iocality's contribution to the Operating Budget
would be as follows:
Locality
City of Roanoke
Roanoke County
Town of Vinton
Contribution
$147,337.00
$107,154.00
$13,394.00
On behalf of the city's representatives to the Roanoke Valley Cable Television
Committee, and as City Council's representative to that committee, I am pleased
to recommend that City Council approve the proposed RVTV budget for Fiscal
Year 2002-03 in the amount of $267,885.00, with the city's contribution totaling
$147,337.00.
Sincerely,
W. Alvin Hudson
Roanoke City Council Member
WAH:cls
Attachment
CC;
Darlene L. Burcham, City Manager
Jesse Hall, Director of Finance
William Hackworth, City Attorney
Mary F. Parker, City Clerk
Barry Key, Director of Management and Budget
Elaine Simpson, Station Manager, RVTV
Catherine McCollough, VP and GM, Cox Communications
Gary Tegenkamp, Assistant City Attorney
Chris Slone, Public Information Officer
2002 - 2003
Budget
Proposal
RVTV 2001 Productions
Edited Videos
Title
Accent Excellence - Show Open
Arnold R. Burton - Recruitment
Arnold R. Burton - Center For Engineering
(5) Camp Roanoke PSAs
Fee For Ambulance Transport
DARE Camp Music Video
Employee Appreciation
(Parks & Recreation)
Employee Orientation
Explore Park Open House PSA
Fire/EMS Citizen Appreciation Day PSA
(3) Focus On Crime Prevention
House Numbers PSA
(2) Library Links
New Solid Waste/Recycling
Patriotic Music Video
(4) Patriotic RVTV Station I.D.s
Rescue Challenge
(2) Roanoke Adolescent Health Partnership PSA
(6) RVTV Station I.D.s
Safe Driving PSA
Client
County Schools
County Schools
County Schools
County of Roanoke
County of Roanoke
City of Roanoke
City of Roanoke
County of Roanoke
County of Roanoke
City of Roanoke
County of Roanoke
City of Roanoke
City of Roanoke
City of Roanoke
City of Roanoke
City/County
City of Roanoke
City Schools
City/County
County Schools
Length
:30
13:30
6:30
:30 each
8:30
12:00
15:00
19:00
:30
:30
6:30 each
:30
22:00
20:00
1:45
: 10 each
13:00
:30 each
: 10 each
:30
Title
School Convocation Video
School Within A School
Spotlight On City Schools PSA
Spring Hollow Reservoir
Valleyfest PSA
Vinton Student Government Day
(2) Water Conservation PSAs
RVTV 2001 Productions
Edited Videos
Client Length
City Schools 9:00
County Schools 7:00
City Schools :30
Roanoke County 8:40
Roanoke County :30
Town of Vinton 10:00
:30 each
City of Roanoke
Total
12
12
14
11
7
2
2001 Shows
Title
Inside Roanoke
Roanoke County Today
Spotlight On City Schools
Accent Excellence
Roanoke Talk
Roanoke County
Business Partners
Roanoke County Connections
Client
City of Roanoke
Roanoke County
Roanoke City Schools
Roanoke County Schools
City of Roanoke
County of Roanoke
County of Roanoke
Time
28:50 each
26:50 each
25:00 each
25:00 each
29:00 each
29:00 each
29:00
Total Productions City of Roanoke Roanoke County Town of Vinton
103 53 49 1
Percentage 51% 48% 1%
Totals
24
23
1
1
1
1
1
1
1
1
3
Video Productions
Meetings
Shows
Average Hours of
Programming Per Month
2001 Meetings
Meetings
City Council Meetings
Board of Supervisors Meetings
Roanoke City Schools - School Board Interviews
City Council Budget Meeting (Civic Center)
Board of Supervisors Meeting (Evening, March 13)
Neighborhood Partnership Meeting
Roanoke Valley Law Enforcement Memorial Service
Roanoke County Studem Government Day
State of' the County Address
Roanoke County Investiture Ceremony
Roanoke City Schools - School Feasibility Study
RVTV Productions 2000 &2001
2000 2001 Increase/Decrease
39 44 +5 (13%)
55 58 +3 (5%)
39 59 +20 (51%)
252 280 +28 (11%)
RVTV Proposed 2002 - 2003 Budget
2001-2002 Budget
Proposed
Remaining
Balance
1010
2100
2200
2202
2300
2310
2400
3013
3202
3204
3209
3305
3530
3610
5210
5230
5235
5236
5305
5308
5410
5420
5501
5504
5520
5540
5801
6010
6013
6014
6080
6091
6202
Regular
FICA (Employer Contribution)
Retirement - VRS
Deferred Comp Match
Group Health Insurance
Group Dental Insurance
Life Insurance - VSRS
Professional Services - Other
(Closed Captioning, Dubbing etc.)
Repairs (Office Equipment)
Repairs Vehicles (By Garage)
Repairs (Other Equipment)
Maintenance Service Contracts
Printed Forms
Advertising
Postage
Telephone
Cellular Phones
Pager Services
Motor Vehicle Insurance
General Liability Insurance
Lease/Rent of Equipment
Lease/Rent of Buildings
Travel (Mileage)
Travel (Convention & Conf.)
Dinner Meetings & Luncheons
Training & Education
Dues & Association Membership
Office Supplies - General
Small Equipment & Supplies
Video Supplies
Gas, Oil & Grease
Tires, Tubes Parts
Subscriptions (Internet)
138,924.00(+2.5%) 142,397.00 45,423.95
10,628.00 10,893.00 3,810.03
15,087.00 10,680.00 5,825.56
480.00 720.00 160.00
19,299.00(+13%) 21,808.00 5,182.04
828.00 946.00 334.24
1,111.00 1,282.00 368.92
25,000.00 25,000.00 10,355.49
%
Expended
Total
67.30
64.15
61.39
66.67
73.15
59.63
66.79
58.58
250.00 100.00 250.00 .00
300.00 300.00 60.97 79.68
2,000.00 2,000.00 1,922.95 3.85
720.00 720.00 487.96 32.23
250.00 .00 250.00 .00
500.00 .00 500.00 .00
250.00 200.00 149.79 40.08
5,650.00 5,000.00 2,910.77 48.48
350.00 350.00 219.88 37.18
288.00 288.00 133.86 53.52
1,400.00 1,300.00 1,400.00 .00
2,121.00 2,121.00 2,121.00 .00
800.00 800.00 383.50 52.06
29,880.00 29,880.00 9,960.08 66.67
200.00 200.00 176.28 11.86
1,000.00 200.00 1,000.00 .00
500.00 150.00 297.69 40.46
500.00 200.00 500.00 .00
700.00 350.00 40.04 94.28
1,500.00 1,100.00 829.38 44.71
2,500.00 2,500.00 1,007.38 59.71
5,000.00 5,000.00 2,281.72 54.37
800.00 600.00 586.11 26.74
300.00 300.00 183.76 38.75
500.00 500.00 176.80 64.64
$269,616.00
$267,885.00 $99,290.15
Decrease from last year: $1,731.00 or -.99%
* Year to Date Expenditures
For the 08 Month Period Ended 02/28/02
63.17
1010
2100
2200
2202
2300
2310
2400
3013
3202
3204
3209
3305
3530
3610
5210
5230
5235
5236
5305
5308
5410
5420
5501
5504
5520
5540
5801
6010
6013
6014
6080
6091
6202
RVTV Proposed 2002-2003 Budget
2001-2002 Budget
Proposed
Regular
FICA (Employer Contribution)
Retirement - VRS
Deferred Comp Match
Group Health Insurance
Group Dental Insurance
Life Insurance - VSRS
Professional Services - Other
(Closed Captioning, Dubbing etc.)
Repairs (Office Equipment)
Repairs Vehicles (By Garage)
Repairs (Other Equipment)
Maintenance Service Contracts
Printed Forms
Advertising
Postage
Telephone
Car Phones
Pager Service
Motor Vehicle Insurance
General Liability Insurance
Lease/Rent of Equipment
Lease/Rent of Buildings
Travel (Mileage)
Travel (Convention & Conf.)
Dinner Meetings & Luncheons
Training & Education
Dues & Association Membership
Office Supplies - General
Small Equipment & Supplies
Video Supplies
Gas, Oil & Grease
Tires, Tubes Parts
Subscriptions (Intemet)
138,924.00(+2.5%) 142,397.00
10,628.00 10,893.00
15,087.00 10,680.00
480.00 720.00
19,299.00(+13%) 21,808.00
828.00 946.00
1,111.00 1,282.00
25,000.00 25,000.00
250.00 100.00
300.00 300.00
2,000.00 2,000.00
720.00 720.00
250.00 0
500.00 0
250.00 200.00
5,650.00 5,000.00
350.00 350.00
288.00 288.00
1,400.00 1,300.00
2,121.00 2,121.00
800.00 800.00
29,880.00 29,880.00
200.00 200.00
1,000.00 200.00
500.00 150.00
500.00 200.00
700.00 350.00
1,500.00 1,100.00
2,500.00 2,500.00
5,000.00 5,000.00
800.00 600.00
300.00 300.00
500.00 500.00
Total:
$269,616.00
$267,885.00
Decrease from last year: $1,731.00 or -.99%
RVTV Financial Report
Current Account Balances as of Feb. 27, 2002
213200
213300
213500
(Operating Budget) ................................................................. $99,432.18
(Cox Cable Capital Grant) ...................................................... $130,434.63
(RVTV Year-End Rollover Account) .................................... $143,929.32
Account 213500 (RVTV Year-End Rollover) represents the unused fimds from the Operating Budget since 1991.
RVTV does not lose these funds at the end of the fiscal year, rather they are rolled over into this savings account
which will be used for capital purchases after the Capital Grant from Cox is depleted.
Cox Communications 2001 Franchise Fees
Cox Communications paid a 5% franchise fee to the local governments in 2001which totaled $1,718,936.00 The
local governments have informally agreed to allocate up to 20% of the franchise fees collected to the RVTV
Operating Budget. For the coming year, that amount would be $343,787.00. RVTV is requesting a budget of
$267,885.00 which is $75,902.00 less than that amount.
Cox calculates the percentage of subscribers (December 31, 2001) in each locality as follows:
Locality Subscribers Percentage
City 32,332 55%
County 23,214 40%
Vinton 2,727 5%
Based on those figures, each locality's contribution to an Operating Budget of $267,885.00
would be as follows:
2001 - 2002 Budget 2002 - 2003 Budget
City $148,289 $147,337
County $107,846 $107,154
Vinton $13,481 $13,394
TOWN OF VINTON
311 So. Pollard Street
VINTON, VIRGINIA 24179-2531
PHONE (540) 983-0607
FAX (54O) 983-062f
April 19, 2001
RECEIVED
CITY CLERFS OFFICE
Carolyn S. Ross
'02
Ms. Elaine Simpson, Station Manager
Roanoke Valley Regional Cable Television
541 Luck Avenue, S.W., Suite 145
Roanoke, VA 24016
Re: RVTV 2002/2003 Operating Budget
Dear Ms. Simpson:
Please be advised that the Vinton Town Council, at their regular meeting of May
8, 2002, approved the FY 2002/2003 Roanoke Valley Cable Television operating
budget in the amount of $267,885.00, for operation of the regional cable access
Channel 3, and for the Town's proportionate share of funding in the amount of
$13,394.00.
Advise if you have questions or need additional information.
Sincerely,
Carolyn S. Ross
Admin. Asst./Town Clerk
csr
pc:
Mary F. Parker, Clerk, Roanoke City Council
Brenda J. Holton, Deputy Clerk, Roanoke County Board of Supervisors
Kim D. Burgess, Finance Director/Treasurer
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #60-467
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. 35834-050602 amending and reordaining certain
sections of the 2001-02 General and School Funds Appropriations, providing for
appropriation of $104,255.00 from the Capital Maintenance and Equipment Replacement
Fund for the purchase of instructional technology requests, replacement of a transportation
fuel truck, equipment and improvements, and facility improvements at Woodrow Wilson
Middle School.
The abovereferenced measure was adopted by the Council of the City of Roanoke at a
regular meeting which was held on Monday, May 6, 2002.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Attachment
pc:
Sherman P. Lea, Chair, Roanoke City School Board, 1638 Lonna Drive, N. W.
Roanoke, Virginia 24019
Dr. E. Wayne Harris, Superintendent, Roanoke City Public.Schools
Cindy H. Lee, Clerk, Roanoke City School Board
Darlene L. Burcham, City Manager
H:La, genda.02~May 6, 2002 correspondence.wpd
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA
The 6th day of May, 2002.
No. 35834-050602.
AN ORDINANCE to amend and reordain certain sections of the 2001-2002
General and School 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 School Funds Appropriations, be, and the
same are hereby, amended and reordained to read as follows, in part:
General Fund
Appropriations
Nondepartmental $ 72,862,475
Transfer to School Fund (1) ................................ 46,118,817
Fund Balance
Reserved for CMERP - Schools (2) ............................ $ 683,055
SchoolFund
Appropriations
Operations
Facilities (3-7) ...........................................
$ 24,026,676
1,735,305
Revenues
Nonoperating (8) ........................................... $
1 ) Transfer to
School Fund
2) Reserved for
CMERP - Schools
(001-250-9310-9530)
(001-3324)
104,255
(104,255)
46,118,817
3) Replacement -
Machinery and
Equipment
4) Additional - Motor
Vehicles and
Equipment
5) Additional - Machinery
and Equipment
6) Additional -Other
Capital Outlays
7) Additional - Other
Capital Outlays
8) Transfer from
General Fund
(030-065-6006-6318-0801)
(030-065-6006-6676-0824)
(030-065-6006-6681-0821)
(030-065-6006-6682-0829)
(030-065-6006-6896-0829)
(030-060-6000-1037)
$ 24,670
6,000
56,305
5,000
12,280
104,255
BE IT FURTHER ORDAINED that, an emergency existing, this Ordinance shall be
in effect from its passage.
ATTEST:
City Clerk.
fRoanoke
Sherman P. Lea, Chairman
Ruth C. Willson, Vice Chairman
Charles W. Day
Marsha W. Ellison
Gloria P. Manns
Melinda J. Payne
Brian J. Wishneff
E. Wayne Harris, Ed.D., Superintendent
Cindy H. Lee, Clerk of the Board
City School Board P.O. Box 13145, Roanoke, Virginia 24031 · 540-853-2381 · Fax: 540-853-2951
Hay 6, 2002
The Honorable Ralph K. Smith, Mayor
and Members of Roanoke City Council
Roanoke, VA 24011
Dear Members of Council:
The School Board respectfully requests City Council to approve the
following appropriation which was approved at its April 16 meeting.
$104,255.00 from the Capital Maintenance and Equipment Replacement
Fund. The monies will be used for the purchase of instructional
technology requests, the replacement of a transportation fuel truck, for
facility maintenance requirements, for elementary physical education
equipment and improvements, and for facility improvements at
Woodrow Wilson Middle School.
The Board appreciates the approval of this request.
Sincerely,
Cindy H. Lee, Clerk
re
CC:
Hr. Sherman P. Lea
Dr. E. Wayne Harris
Hr. Richard L. Kelley
Hr. Kenneth F. Mundy
Hr. William L. Hurray
Mrs. Darlene L. Burcham
Mr. William M. Hackworth
Mr. Jesse A. Hall
Mrs. Ann H. Shawver (with accounting
details)
Preparing Students for Success
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
May 6, 2002
The Honorable Ralph K. Smith, Mayor
The Honorable William H. Carder, Vice Mayor
The Honorable William D. Bestpitch, Council Member
The Honorable C. Nelson Harris, Council Member
The Honorable W. Alvin Hudson, Jr., Council Member
The Honorable William White, Sr., Council Member
The Honorable Linda F. Wyatt, Council Member
Dear Mayor Smith and Members of City Council:
We have reviewed the attached request from the School Board to appropriate $104,255
from their Capital Maintenance and Equipment Replacement Program. The monies will
be used to purchase instructional technology, replacement of a transportation fuel truck,
facility maintenance, elementary physical education equipment and improvements, and
facility improvements at Woodrow Wilson Middle School.
We recommend that you concur with this request of the School Board.
Sincerely,
Jesse A. Hall
Director of Finance
JAH/SD/pac
Attachment
C:
Darlene L. Burcham, City Manager
William M. Hackworth, City Attorney
Mary F. Parker, City Clerk
E. Wayne Harris, Superintendent of City Schools
IN THE COUNCIL OF THE CITY OF ROANOKE, VIRGINIA,
The 6th day of May, 2002.
No. 35823-050602.
A RESOLUTION establishing the date of a Special Meeting of the Council of the Ci~
of Roanoke.
BE IT RESOLVED'by the Council of the City of Roanoke as follows:
1. A Special Meeting of City Council shall be held on May 13, 2002, at 2:00 p.m.,
in Council Chambers, Municipal Building, 215 Church Avenue, S. W., Roanoke, Virginia,
for the purpose off
· adopting the proposed annual budget for the City of Roanoke for Fiscal
Year 2002-2003
· adopting the annual update to the HUD consolidated plan
· adopting a pay plan ordinance
· adopting ordinance establishing annual salaries of Council-appointed
officers
· endorsing an update to the Capital Improvements Program
· adopting ordinances setting an assessment for courtroom security and
jail processing fees
· adopting an ordinance increasing the City's admissions tax
· adopting an ordinance increasing certain zoning and subdivision fees
· adopting an ordinance providing for collection by the City of certain
administrative costs associated with collections pursuant to the Setoff
Debt Collection Act
· adopting an ordinance changing the time of commencement of
calculating interest on delinquent real estate taxes
· adopting an ordinance providing for collection by the City of certain
administrative costs assessed delinquent taxpayers pursuant to §58.1-
3958, Code of Virginia
· adopting ordinances eliminating certain discounts for merchants who
collect taxes on prepared food and beverages and the sale of cigarettes
· adoption of resolutions amending the City's Fee Compendium to raise
boat rental and user fees at Carvins Cove, erosion and sediment control
fees, solid waste management commercial collection fees, certain Fire-
EMS fees, and sign permit fees
· adoption of an ordinance granting a cost-of-living allowance increase
for City retirees
· adoption of an ordinance increasing and adjusting certain parking ticket
fines.
2. The City Clerk is hereby directed to take whatever steps are deemed necessary
to notify the public of the time and place of such Special Meeting.
ATTEST:
City Clerk.
x,\lilAfVltll\r-ipmc. OS~302.vl)d
CITY OF ROANOKE
Office of the City Clerk
Mary F. Parker, CMC
City Clerk
May 8, 2002
File #20-66-514
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,
May 6, 2002, Ms. Pat Gordon, 3204 Christian Avenue, N. W., addressed Council with
regard to cruising on Williamson Road, Winsloe Avenue and Trinkle Avenue.
The matter was referred to the City Manager for report to Council within 30 days.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
pc:
Ms. Pat Gordon, 3204 Christian Avenue, N. W., Roanoke, Virginia 24012
H:".4.genda.02XMay 6, 2002 correspondence.wpd
PETITION
This petitiion is to draw attention of City Council and Law Enforcement
to the cruising thru the neighborhoods surrounding Williamson Road.
This particular one is against the crusing thru Winsole Ave after
11:30 P.M. This is done mostly on Friday and Saturday nights, but with
Summer coming up there will be nights thru the week. The noise coming
from these vehicles is very very loud, by the exhaust systems and from the
stereo systems. We are asking the City Council to get the Police Dept.
to enforce the noise ordinance by patrolling thru these neighborhoods and
giving tickets in hopes of stopping this weekly event.
NAME ADDRESS
NAME
ADDRESS
NAME
ADDRESS
PETITION
This petitiion is to draw attention of City Council and Law Enforcement
to the cruising thru the neighborhoods surrounding Williamson Road.
This particular one is against the crusing thru Winsole Ave after
11:30 P.M. This is done mostly on Friday and Saturday nights, but with
Summer coming up there will be nights thru the week. The noise coming
from these vehicles is very very loud, by the exhaust systems and from the
stereo systems. We are asking the City Council to get the Police Dept.
to enforce the noise ordinance by patrolling thru these neighborhoods and
giving tickets in hopes of stopping this weekly event.
ADDRESS
NAME
ADDRESS
NAME
ADDRESS
MARY F. PARKER, CMC
City Clerk
CITY OF ROANOKE
OFFICE OF CITY CLERK
215 Church Avenue, S.W., Room 456
Roanoke, Virginia 24011-1536
lelephone: (540) 853-2541
Fax: (540) 853-1145
E-mail: clerk@ci.roanoke.va.us
May 10, 2002
File #15-110-247
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy 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,
May 6, 2002, you were appointed as a member of the Hotel Roanoke Conference Center
Commission, for a term ending April 12, 2006.
Enclosed you will find a Certificate of your appointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were
appointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also enclosing
copy of the Virginia Freedom of Information Act.
H:~Agenda.02Wlay 0, 2002 correspondence.wpd
Darlene L. Burcham
May10,2002
Page 2
On behalf of the Mayor and Members of City Council, I would like to express appreciation
for your willingness to serve the City of Roanoke as a member of the Hotel Roanoke
Conference Center Commission.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosures
pc:
Raymond D. Smoot, Secretary, Hotel Roanoke Conference Center Commission
Stephanie M. Moon, Deputy City Clerk
H:~Agenda.02~VIay 6, 2002 correspondence.wpd
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 sixth day o'f May, 2002, DARLENE L. BURCHAM was appointed as a
member of the Hotel' Roanoke Conference Center Commission, for a term ending
April 12, 2006.
Given under my hand and the Seal of the City of Roanoke this thirteenth day of
May, 2002.
City Clerk
H:~Agenda.02~lay 6, 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
May 10, 2002
File #15-110-304
STEPHANIE M. MOON
Deputy City Clerk
SHEILA N. HARTMAN
Assistant Deputy City Clerk
Sherman A. Holland
Office of the Commissioner Of the Revenue
Roanoke, Virginia
Dear Mr. Holland:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
May 6, 2002, you were reappointed as a member of the Youth Services Citizen Board, for
a term ending May 31, 2005.
Enclosed you will find a Certificate of your reappointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were
reappointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also enclosing
copy of the Virginia Freedom of Information Act.
H:~A. genda.02~Vlay 6, 2002 correspondence.wpd
Sherman A. Holland
May10,2002
Page 2
On behalf of the Mayor and Members of City Council, I would like to express appreciation
for your willingness to serve the City of Roanoke as a member of the Youth Services
Citizen Board.
MFP:mh
Enclosures
pc:
Sincerely,
Mary F. Parker, CMC
City Clerk
Marion A. Vaughn-Howard, Secretary, Youth Services Citizen Board
Stephanie M. Moon, Deputy City Clerk
HSAgenda.02XMay 6, 2002 correspondence.wpd
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 sixth day of' May, 2002, SHERMAN A. HOLLAND was reappointed as a
member of the Youth Services Citizen Board, for a term ending May 31,2005.
Given under my hand and the Seal of the City of Roanoke this thirteenth day of
May, 2002.
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: clerk@ci.roanoke.va.us
May 10, 2002
File #15-110-304
STEPHANIE M. MOON
Deputy City Clerk
SHE1LA N. HARTMAN
Assistant Deputy City Clerk
Mr. James H. Smith
1818 Orange Avenue, N. W.
Roanoke, Virginia 24017
Dear Mr. Smith:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
May 6, 2002, you were reappointed as a member of the Youth Services Citizen Board, for
a term ending May 31, 2005.
Enclosed you will find a Certificate of your reappointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were
reappointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also enclosing
copy of the Virginia Freedom of Information Act.
H:~Agenda.02XaMay 6, 2002 correspondence.wpd
Mr. James H. Smith
May 10, 2002
Page 2
On behalf of the Mayor and Members of City Council, I would like to express appreciation
for your willingness to serve the City of Roanoke as a member of the Youth Services
Citizen Board.
Sincerely,
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosures
pc:
Marion A. Vaughn-Howard, Secretary, Youth Services Citizen Board
Stephanie M. Moon, Deputy City Clerk
H:'xAgenda.02LMay 6, 2002 correspondence.wpd
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 sixth day of May, 2002, JAMES H. SMITH was reappointed as a member
of the Youth Services Citizen Board, for a term ending May 31, 2005.
Given under my hand and the Seal of the City of Roanoke this thirteenth day of
May, 2002.
City Clerk
,
CITY OF ROANOKE
OFFICE OF CITY CLERK
\lAKY F. PARKER. CMC
City Clerk
:! 15 l"hun:h ..\\"l.:'nuc:. S \l.,,'.. ROllm -t5IJ
Roanoke. Virgmia 2·W 11-1536
Teleph~lnc: (:i.1O, R:í.ì-25-11
Fa.\": (5-1!)) K:"~·11" 5
E-mail: c1crk,pci.roan0ke.\'a us
STEPIIA:<rriIE 1\1. 'lOON
Dt'put) City l "lcek
SIIErI..-\ '\J. II:\RTU.\~
"\ssi~[~lIlt Dcpul~ Cit) Cke"
May 1 0, 2002
File #15-110-178
Mr. Beverly T. Fitzpatrick, Jr:
10 27th Street, S. E.
Roanoke, Virginia 24014
Dear Mr. Fitzpatrick:
At a regular meeting of the Council of the City of Roanoke which was held on Monday,
May 6, 2002, you were appointed as a member of the Roanoke Redevelopment and
Housing Authority, to fill the unexpired term of Willis M. Anderson, deceased, ending
August 31, 2002.
Enclosed you will find a Certificate of your appointment and an Oath or Affirmation
of Office which may be administered by the Clerk of the Circuit Court of the City of
Roanoke, located on the third floor of the Roanoke City Courts Facility, 315 Church
Avenue, S. W.
Please return one copy of the Oath of Office to Room 456 in the Noel C. Taylor Municipal
Building, 215 Church Avenue, S. W., prior to serving in the capacity to which you were
appointed.
Pursuant to Section 2.2-3702, Code of Virginia (1950), as amended, I am also enclosing
copy of the Virginia Freedom of Information Act.
Pursuant to Sections 2.2-3114 and 2.2-3115, Code of Virginia (1950), as amended, I am
required to furnish the members of the Roanoke Redevelopment and Housing Authority
with a Financial Disclosure Form. State Code provisions further provide that all disclosures
must be filed and maintained as a matter of public record for a period of five years in the
Office of the Clerk of the governing body. Please complete and return the enclosed form
prior to assuming the duties of your office.
1I:\Agenda.û2 \-fay 6. ~()02 corrcspondc:nl.:c......pd
,
Mr. Beverly T. Fitzpatrick, Jr.
May 10, 2002
Page 2
On behalf of the Mayor and Members of City Council, I would like to express appreciation
for your willingness to serve the City of Roanoke as a member of the Roanoke
Redevelopment and Housing Authority.
~e~ j.p~
Mary F. Parker, CMC
City Clerk
MFP:mh
Enclosures
pc: John P. Baker, Executive Director, Roanoke Redevelopment and Housing Authority,
2624 Salem Turnpike, N. W., Roanoke, Virginia 24017
Stephanie M. Moon, Deputy City Clerk
I [·\'·\genda.02 ,!\ofay 6. :!(J02 COITcspulldcnl.:c.wpJ
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 sixth day of May, 2002, BEVERLY T. FITZPATRICK, JR., was appointed
as a member of the ROanoke Redevelopment and Housing Authority, to fill the unexpired
term of Willis M. Anderson, deceased, ending August 31,2002.
Given under my hand and the Seal of the City of Roanoke this thirteenth day of
May, 2002.
City Clerk
H:k'~genda.02XaMay 6, 2002 correspondence.wpd