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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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