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AUGUST 16, 2003 MINUTES-RETREATMINUTES VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia 16 August 2003 Lyle Sumek, Facthtator, called to order the City Council Retreat tn the Conference Room of Economic Development, Town Center, on Saturday, August 16, 2003, at 8:30 A.M. Counctl Members Present Harry E Dtezel, Margaret L Eure, Vtce Mayor Louts R Jones, Reba S McClanan, Rtchard A Maddox, Mayor Meyera E Oberndorf, Jtm Reeve, Peter W Schmtdt, Ron A Vtllanueva. Rosemary Wtlson and James L Wood Counctl Members Absent None Ctty Staff Present James K Spore, Ctty Manager Leshe L Ltlley, Ctty Attorney Beverly 0 Hooks, Chief Deputy Ctty Clerk Clarence Warnstaff Chtef Operatmg Officer Susan Walston. Chtef of Staff Davtd Sulhvan. Chtef lnformatton Officer Dtane Roche, Asststant to the Ctty Manager -Medta and Commumcattons Jay Lynch, Vtrgtnta Beach Rescue Squad Lyle Sumek, Facthtator Jason Skog, Reporter- The Vtrgtntan-Ptlot Ctttzens Prestdent Vtrgtnta Beach Rescue Wtlham Barley Robert O'Connor Henry Ryto Rtta Sweet Maggte Zonttnt Joey Hudley Raj Islam Btll Laws Jay Lynch -2- CITY COUNCIL RETREAT Mr Sumek dtstrtbuted the summartzed responses of the City of Virginia Beach Service Values for revtew and finahzatton Mr Sumek urged these Servtce Values be formally adopted SER VICE V/IL UES SER VICE Have A "Can Do Attttude" - Look for Ways to Meet Thetr Needs Know your Customer, Ltsten to your Customer Look for Better Ways to Servtce Care About Thetr Issues Explatn Your Acttons and The Process Be Frtendly, Have a Smde RESPECT Act tn a Courteous and Pohte Manner Take An Even, Reasonable Approach Provtde a Ttmely, Prompt Response Treat Every Contact As If It Was A Councd Member Respect the Optmon of Customers Be Honest and Truthful RESPONSIVE Return Phone Calls Wtthtn 24 Hours Look for Ways To Say "Yes" Have a Postttve Attttude Act wtth a Sense of Urgency Get the Answer to Questton Answer the Phone RESPONSIBLE Take the Intttattve Be Accountable For Your Acttons Avotd Htdtng Behtnd a Rule or Bureaucrattc Process Put Your Name on the "Product" Admtt Mtstakes When They Happen RES UL TS Solve the Problem Seek and Use Feedback From Ctttzens Do It Rtght the Ftrst Ttme Prevent Problems, Act on Problems Early Thtnk of Creattve Ways to Do the ,lob Evaluate the Results August 16, 2003 -3- CITY COUNCIL RETREAT Mr Sumek &strtbuted pages 1-11 of "Virginia Beach Vision 2020" dertved from Ctty Counctl Members' comments on Frtday, August 15, 2003 Mr Sumek requested the Vtston be revtewed and revtsed Mr Sumek urged the adoptton of the Vtston VIRGINIA BEACH VISION 2020 Virginia Beach ts the Leathng Ctty tn Vtrgtnta Virginia Beach ts a Commumty wtth Dtverse, Dtsttncttve Neighborhoods, a Dtverse Local Economy and Dtverse Ltvtng Chotces Virginia Beach has Abundant Natural Resources, Ftrst Class Oceanfront and Beaches and a Vtbrant Town Center Our People Enjoy Great Schools, Places to have Fun and Cultural and Arts Opportuntttes Leading City in Virginia Acttve Leadershtp tn the Regton Strong Ftscal Posttton Postttve Image and Reputatton Strong Presence at Federal and State Levels Balanctng Needs ora Growmg Ctty wtth the Protectton of the Environment Diverse, Distinctive Neighborhoods People are Safe and Secure Range of Homes Prtce, &ze Quahty Netghborhood Infrastructure Strong Netghborhood Identtty and Prtde Preservatton of Htstory and Herttage Bhght Free Netghborhoods Diverse Local Economy Strong Mthtary Presence Resort Desttnatton for Bustnesses and Famtltes Busmesses Investtng or Retnvesttng tn Vtrgtnta Beach Prepared Workforce for Jobs tn the 21st Century World Class Retatl Stores Job Opportuntttes for Restdents August 16, 2003 -4- CITY COUNCIL RETREAT Diverse Living Choices Urban Ltvtng and Ltfestyle Rural Llvtng and Ltfestyle Resort Beach Living and Ltfestyle Suburban Ltvtng and Ltfestyle Convement Ltvtng wtth qutck Access to Amentttes and Necesstttes East of Mobthty Throughout the Ctty Streets, Mass Transtt Our Chddren Choose to Live tn Virginia Beach Abundant Natural Resources Restored Lynnhaven Rtver wtth Oysters Quahty Estuary System Open Spaces Through The Ctty Envtronmentally Senstttve Ctty Servtces Enhanced Water Quahty Opportuntttes for People to Explore Our Natural Habttat Strong Partnershtp wzth Volunteers and Enwronmental Agencies First Class Oceanfront and Beaches Approprtate 24-Hour Envtronment Thrtvtng Conventton Business Year-Round Desttnatton Improved Quahty of Retatl and Dmtng Defined Ntght Club Dtstrtct Enforcement to Assure Product quahty Healthy Resort Neighborhoods Vibrant Town Center Developed as "Vtrgtnta Beach's Downtown" - A Phystcal Icon Strong Retatl Shops - Umque, Dtsttncttve Developed as a Government Center People Gotng to Town Center to Ltve, for Bustness, for Shopptng and for ,lobs A Corporate Center Catalyst for Urban Growth Center for Performtng Arts Great Schools Graduates Prepared for Colleges or Workforce Quahty Teachers wtth a Htgh Retentton Rate 4- Year Untverstty for gtrgtnta Beach Modern School Facthttes throughout the Ctty Graduates becomtng Producttve, Responstble Parents and Adults Safe Learntng Envtronment For All Chtldren August 16, 2003 -5- CITY COUNCIL RETREAT Places to Have Fun Museums, Cultural Centers and Htstortc Places -Educattng Residents and Guests Performance Venue at the Beach Vartety of Water-Related Acttvtttes- Surfing, Swtmmtng, Boattng and Ftshtng QuahO, Sports Facthttes for Restdents and Tournaments Quahty Amphttheater Prtncess Anne Commons Athlettc Village, Open Spaces, Tratls Cultural and Arts Opportunities Expanded Martne Sctence Museum Preservatton and Education of Htstory and Herttage Vtable Amphttheater Vartety of Cultural and Arts Opportuntttes Performing Arts Theater Mr Sumekreferenced the Leaders Guide Section 5 "Strategic Plan 2003-2009 The Mayor and Ctty Counctl revtewed and revtsed Virginia Beach Goals 2009 Improved Transportation System Upgraded Waterways and Water Quality More Competitive Resort Destination for Businesses and Tourists Revitalized Neighborhoods and Commercial Areas Better Healthcare System and Services Continued Town Center Development Improved Customer Service, Service Delivery and City Services Improved City Infrastructure Growing Local Economy Transportation Actions 2003-2009 Southeastern Parkway Plan, Constructton Date, Agreement wtth Chesapeake Land Acqmsttton for Right-of- Way Kempsville-Princess Anne Intersection Solutions Fundtng, Destgn, Ctttzen Input, Ball Fteld Relocatton Norfolk Southern Right-of-Way Acqutsttton and Use Nimmo Parkway Constructton (Phase VI) Intttate Permttttng Process (Phase VII), Explore Vtrgtnta Department of Transportatton Transfer to Ctty (Phase V) Sandbridge Road Safety Improvements, Constructton, "Jones Spur" Issue Classtficatton Rosemont Area Transportation Solutions Plan, Fun&ng, Clartficatton wtth VDOT, Work Wtth State and Business Fundtng Independence Congestion Solution VDOT Holland Road Solutions Plan, Fundtng August 16, 2003 -6- CITY COUNCIL RETREAT *Counctl Lady McClanan DISCLOSED and ABSTAINED from taktngpart tn the chscusston re the Prtncess Anne/Kempsvtlle Intersectton project as her husband and she have an ownershtp tnterest tn Kempsvtlle Professtonal Center, Inc whtch owns property located at 425 South Wttchduck Road, near the tntersectton of Kempsvtlle Road and Prmcess Anne Road For clartficatton purposes, the Mayor and Cay Counctl requested the Verbattm transcrtpt of March 4, 2003, for Sandbrtdge, Ntmmo Parkway (Jones' Spur) and Mtnutes of March 11, 2003, ADOPTING Resoluttons REFERRING to the Planntng Commtsston Ordtnances to AMEND the Comprehenstve Plan pertatntng to the Master Transportation Plan and to ADD a portton of Ntmmo Parkway as well as an improved ahgnment to Sandbrtdge Road Upgraded Waterways and Water Quality Actions 2003-2009 Lynnhaven Rtver Dredgtng ProJect Spotl &te Ctty Dredgtng Pohcy Spotl &te for Lake Rudee, Lake Wesley, Stormwater Lakes, Funding Lynnhaven Stormwater Demonstratton ProJect Constructton Stormwater Outfalls Fundtng Ctty Comphance wtth Stormwater Ordinance Monttortng Lynnhaven 2007 Group Agreement, Fundtng, Coordtnatton of ProJect Oyster Herttage Program Fundtng Chesapeake Bay Regulatton Negottatton I'Vtth State Stormwater Enforcement Improvements Expanded Inspection Tratntng Dttch Matntenance Expanded Servtces (Shertff's Office) More Competitive Resort Destination for Businesses and Tourists Actions 2003-2009 Resort Area Behavtor Evaluation &tuatton, Defined Problems, Development of Plan and Spectfic Actions Ntght Club Dtstrtct Define Concept, Identtfy Sttes, Develop Plan, Dectston Old Beach Dtstrtct Create Commtttee, Adoptton Plan, Destgn Improvements and Land Acqutsttton Parktng Deck (31st StreeO Constructton Convention Center ProJect Changes, Decisions, Construction Tour Package Development Htstortc Sttes Tourtst Events for Year-Round Evaluatton, Actton Retatl Analysts and Strategy Performance Venue at the Beach Define Scope and Scale, Determtne Site BRT/Traffic Study Completton Bathhouse and Changtng Rooms Evaluatton and Future Dtrectton August 16, 2003 -7- CITY COUNCIL RETREAT Revitalized Neighborhoods and Commercial Areas Actions 2003-2009 Comprehenstve Plan Adoptton Land Banktng Pohcy Dtrectton, Land Acqutsttton Herttage Park Plan, Acqutsttton Redevelopment Action Plan Legal Optton, OveraIl Dtrectton, Action Steps, Define Authortty, Pubhc Educatton Restdenttal Parktng Ordtnance Development, Dectston, Actton Ctty Vtew Mountatn Park Vtston and Plan Htstortc Places Develop Pohcy and Education and Preservation Plan Code Enforcement, Evaluatton of Resources, Enforce Pohcy - "Zero Tolerance", Servtce Improvements Better Healthcare System and Services Actions 2003-2009 Trauma Center and Healthcare Strategy Task Force Creatton, Evaluatton Sttuattons, Development Recommendations, Determine City Actions Healthcare System Assessment Medtcal Servtces and Quahty Ftre-EMS Evaluatton Study Evaluate Servtce Dehvery System, Analyze Costs, Explore Opttons, Determtne Dtrectton Ctty Lobbytst Evaluation, Direction Hospttal Authortty Gather Background Informatton, Evaluate Opttons Continued Town Center Development Actions 2003-2009 Theater Presentatton, Dectstons, Acttons Land Acqutsttton Spectfic Parcels -Identtfy Parcels, Evaluate Purchase and Uses Town Center ProJect Phase II Completion Ctty Hall Evaluatton- Identify Stte Opttons, Determine Satelhte Services vs Full Servtces, Determtne Costs Pubhc Educatton on Town Center Develop Program (t e Transportatton Issues) Improved Customer Service, Service Delivery and City Services Actions 2003-2009 Customer Service Insttlhng the Values -Actton Plan New Ctty Revenues Identify New Revenues, Determtne Dtrectton Zoning Ordtnances and Development Regulattons and Processes Create Task Force, Evaluate Ordtnances and Regulattons and Refine Regulattons, Evaluate Processes, Review Tratmng and Eqmpment, Pursue Homeland Securtty Funding wtth State, Revtew Mandates, Ltnk to Regtonal Effort, Programs Pohce Prectnct 4 Secure Fundtng, Dectston, Complete Improvements Citizen Information Improvements, Evaluate Acttons by Departments, Handouts on City Process - How Ctttzens Work the Process Pohce Ftrtng Range Stte, Constructton Revtew Report, Select Stte, Determtne Fundtng, Intttate Constructton Government Servtces Efficiency Evaluation and Actions Complete Self- Evaluatton, Feedback from Servtce Users, Evaluate Cost of Services August 16, 2003 -8- CITY COUNCIL RETREAT Improved City Infrastructure Actions 2003-2009 Capttal ProJects Prtortty Review, Fun&ng Technology Assessment Evaluate Use, Determtne Actton Growing Local Economy Actions 2003-2009 Oceana Worktng Relations (Depends on Super Hornet Dectstons) Address Norse Issues, Retntttate Meetings to Address Citizen~Navy Concerns, Prepare for Next BRAC, Meet with New Admtral, Update AP Zones Contractor and Procurement Process Develop Database Vtrgtnta Beach Economtc Development Authortty Inform Ctty Counctl on Quarterly Basts Mtnortty Bustness Counctl Revtse Mtsston, Reorgantze Operattons Agrtcultural Bustness Define Future Goals and Markets, Acttons To Be More Proacttve, Revtew Zontng Economic Development Incentive Program Revise Gmdehnes on Ehgtble Bustnesses, Brtng tn Small Busmesses Retatl Study Completton Economtc Development Tools Identtfy Addtttonal Tools, Evaluate Opttons, Determtne Approach Workforce Preparatton Partner wtth Schools and Untverstttes The Mayor and Ctty Counctl revtewed and revtsed the Financial Actions under Section 5: Budget Process Identtfy Problems and Concerns, Improve Presentation, Revtse Schedule~Trine Frames, Clartfy Process, Brtng Up Issues or Include Issues tn Budget Debt/Borrowtng -Evaluatton and Dtrectton Real Estate Assessment Process Create Task Force, Evaluate Process and Outcomes, Process Improvement 3 Tax Rehef Dtrectton Revtew Recommendations from Task Force, Evaluate Impact on Revenue 4 Tax State Code Revision, Reports from Counctlman Harry Dtezel Use of Consultants Evaluation and Gutdehnes, Identtfy Use of Consultants, Evaluate Values, Identtfy Areas of In-House~Resources, Nottfy when Consultants are betng Constdered 6 Schools Lump Sum and Reserves -Revtew Proposal Counctl Dectston Mr Sumek requested Ctty Counctl Members rank those that are Top Priority and High Priority on the Policy Agenda. August 16, 2003 -9- CITY COUNCIL RETREAT Policy Agenda 2003-2004 Top Priority Capttal Improvement Program Projects and Fun&ng Revtew Redevelopment Actton Plan Pohce Ftrtng Range Norfolk Southern Rtght-of- Way. Acqutsttton and Use Comprehensive Plan Adoption Oceana Worktng Relattons Trauma Center High Priority "Old Beach "Dtstrtct Plan Resort Area Behavior Use of Consultants Revtew Town Center Land Acqutsttton Ntght Club District Lynnhaven Rtver Dredgtng ProJect Zontng Ordtnances and Development Regulattons and Processes Ctty Dredgtng Pohcy Major Projects Theatre Town Center Phase II Southeastern Parkway Convention Center Sandbrtdge Road 31st Street Parktng Garage BR T/Traffic Study Ctty Counctl Evaluated and Modtfied the Governance Toptcs Governance Refinements City Counctl Ltatson System Appoznted by the Mayor, reviewed annually Responstbthttes Serve as a commumcattons hnk, represent Ctty Counctl posttton and pohctes, report to City Counctl on tssues, acttvtttes, serve as a resource to Ctty staff, tncludtng provtdtng dtrectton, acttng as a soundtng board, parttctpate and work wtth Commtsston or Commtttee, and, alert Ctty Counctl of changes tn dtrectton or critical acttvtttes Gmdehnes If tn a District, Dtstrtct Representattve wtll be one of the Ltatsons, avotd getttng too tnvolved or mtcromanagtng tssues, never attend a meettng wtthout staff betng present, staff ts the negottator, not the Ctty Counctl Ltatson Types of Ltatson City Boards or Commtsstons- Task Forces, major proJects and spectfic tssues Report Ltatsons have responstbthty to report to City Council tn writing or verbally at the first meeting of each month August 16, 2003 -10- CITY COUNCIL RETREAT Work Session Brtef presentattons, all for more Mayor-Counctl &scusston Meeting with Legislative Delegation Liaisons wtll poll Legtslattve Delegation - issues, toptcs, proposed agenda for sesston Seek tnput from others on posstble Legtslattve Agenda for Ctty Meet wtth Legtslattve Delegatton- general dtscusston Draft Legtslattve Package Meettng wtth Legtslattve Delegatton to review Ctty's Legtslattve Package Work with Legtslattve Delegatton durtng session, including regular updates Request the Legislative Delegutton for a hatson on spectfic toptcs- Liaison wtll be regularly briefed by the Ctty Boards and Commissions Complete analysts by Council Members Reba McClanan and Rosemary Wtlson Public Comments/Sponsor to Speak Three mtnute hmtt to speak - May be extended at the Mayor's dtscretton Presenters wtll be encouraged to hmtt thetr presentatton to 15 mtnutes, plus rebuttal ttme Mayor and Ctty Counctl urged more pubhc tnformatton on the process Mayor and Ctty Counctl dectded not to have "general comment" sectton added to thetr agenda Speaker should clearly state name when talktng Reports from Staff: Use Executive Summary, be brtef and conctse Staff presentatton hmtted to ten (10) mtnutes When posstble, and on key tssues, Ctty Counctl would hke report ahead of ttme Citizen Forum/Town Hall Meetings If you want to have one, you can have one - tnform City Council of the date and time One Ctty Counctl Member expressed a destre to rotate meettng locattons throughout the Ctty Work on havtng a Ctttzen Summtt next year Pending List: Staff provtdes Pen&ng Ltst to Ctty Counctl on a monthly basts Abstaining Ctty Counctl must state a reason for "abstatntng" - State Law reference needs to be vahdated by the Ctty Attorney Agenda Ctty Counctl requests tnformatton of upcomtng major land use tssues Ctty wtll conttnue to work on a "paperless agenda "process Recognition Volunteers Explore a posstbte "social gathertng" for apphcant to Boards and Commtsstons Explore a recognttton event for volunteers - Boards, Commtsstons, Servtce Appointment Process Brief an apphcant, who ts betng constdered Make appotntment City Council Salaries Ratse salary state cap Mayor - $30,000, Cay Counctl - $28,000 Develop Pohcy to tndex wtth Ctty employees "up to cap" Investtgate parttctpatton tn Rettrement System City Council Staffing: Evaluate Ctty Manager's Office staffing August 16, 2003 -11- CITY COUNCIL RETREAT Food Directed to tmprove food quahty Ctty Councd Members shall select restaurants (start wtth Dtstrtct 1, rotate to other chstrtcts thtrty (30) mtnutes shall be allocated for dmner Television Programs Revtew Proposal from staff re a "Meet the Natron" type format Address tn Workshop, Investigate Nightly News Task Force Appointments - School Board Members Appoint on a "case by case" basts Crtterta financtal impact school facthttes City Council Chamber Improvements New Chatrs, screens on momtors, new buttons on votmg machme "House" Rules: Our Code of Conduct 1 Go through the Chatr, Be Recogmzed before You Speak 2 Speak to the Issue, Be Conctse, Speak to the Potnt 3 Be on Trine, Start Meettngs on Ttme 4 Be Prepared, Ask Questions Ahead of Ttme 5 Ltsten before You dudge Other 'S Comments 6 Avotd Personal Attacks 7 Be Respectful of Others -Avotd &debars and "Wandertng" durtng the meettng 8 Be Attenttve When Someone ts Speaktng 9 No Surprtses- Keep Each Other Informed of Upcomtng Items 10 Once a Dec~ston, Move to the Next Issue - Avoid Recychng City Council Protocols: Operating Guidelines Simple Information Call Ctty Manager or Ctty Manager's Office Call Department Dtrector Research on Topic Go to the Ctty Manager If the research wtll take ttme, the Ctty Manger may take the toptc to the Ctty Counctl on chrectton Outhne your expectattons, ttme frame Citizen Requests: Call Kathleen Hassen -Ctty Manger 's Office State your expectattons, destre for feedback Placing Item on Agenda Call the Mayor Brtng up toptc at prtor meettng- Ctty Councd comment State the toptc and expectatton Prowde background to Ctty Attorney tn order to prepare matertals August 16, 2003 - 12- CITY COUNCIL RETREAT Question on Agenda Item Call on urgent events Call Monday or Tuesday morntng Call Ctty Manager, Ctty Manager's Office, approprtate Department Dtrector Employee Contact: Refer person to Chatn of Command or to the Ctty Manager/Ctty Attorney Information from Staff If District matters, go to the District Representative If Pohce tssues or Ctty Counctl wtll dehberate, tnformatton goes to all Ctty Counctl members at the same ttme E-Mail: Ltst tndivtdual e-mad address E-mad should go through Ctty's address - Pubhc records The Mayor or Kathleen Hassen -Ctty Manager's Office should share response to ctttzens e-marls Dtstrtct Representattve respond to Dtstrtct e- mad Mayor responds for Cttywtde tssues Alert Ctty Manager or Ctty Attorney on key ttems Contact District Representative refer tnchvtdual to Dtstrtct Representattve Share the outcome wtth the Ctty Counctl Member who referred tt Avoid surprtses- keep everyone tnformed Alerts Fax Vtce Mayor Louts R Jones, Counctl Members Harry Dtezel, Margaret Eure and Reba McClanan Telephone Counctl Members Rosemary Wtlson, Ron A Vtllanueva and Peter W Schmtdt E-mad Counctl Members Rtchard A Maddox, Jtm Reeve and James L Wood Problem with Colleague No negattve comments about other Ctty Counctl Members Call tryout have a problem, let us resolve Spokesperson: City and City Council Mayor speaks for Ctty Ctty Manager speaks for Ctty re Operattng and Management Ctty Attorney speaks for CtS. re Legal matters Ctty Counctl Dtstrtct representattve speaks for Ctty re Pohcy Polling for Votes Must be One-on-One Avtd threesome dtscusston Executive (Closed) Sessions Reminder Keep the tnformatton tn the room August 16, 2003 - 13- AD JO URNMENT BY CONSENSUS, the Ctty Council Retreat ADJOURNED at 5 30 P M Beverly 0 Hooks, CMC Chief Deputy Ctty Clerk ~uth H~dges Smtth, MMC~ Ctty Clerk Meyera E Oberndorf Mayor City of Vtrgtnta Beach Vtrgtnta August 16, 2003