SEPTEMBER 6, 2011 MINUTESCITY OF VIRGINIA BEACI-I
"COMMUNITY FOR A LIFETIME"
CITY COUNCIL
MAYOR WII,/,/AM D. SESSOMS, JR., At-Large
VICE MAYOR LOUIS R. JONES, Bayside -District 4
GLENN R. DAMS, Rose Haii -District 3
WILLIAM R. DeSTEPH, At-Large
HA/UtY E. DIEZEL, Kempsviiie -District 2
ROBERT M. DYER, Centerviiie -District
BARBARA M HENLEY, Princess Anne -District 7
PRIsSCOTT N. SHF,RROD, At-Large
JOHN E UHR/N, Beach -District 6
ROSEMARY WILSON, At-Large
JAMES L. WOOD, Lynnhaven -District S
CITY COUNCIL
SPECIAL FORMAL SESSION
CTIY MANAGER - J.9Mh'S K. SPORE
Cl7Y A7%'ORNEY -MARK S7%I,ES
C%/Y ASSESSOR - Jl:R,4L,D BANAGAN
CI lY AUDIT OR - LYNDON S. RF.M/AS
C/TY CLI:'RK -RUTH HODGF.S FRASF.R, MMC
6 SEPTEMBER 2011
I. SPECIAL FORMAL SESSION -City Council Chamber -
A. CALL TO ORDER -Mayor William D. Sessoms, Jr.
1. READING OF THE MAYOR'S CALL FOR FORMAL SESSION
B. ROLL CALL OF CITY COUNCIL
C. DECLARATION OF A LOCAL EMERGENCY DURING HURRICANE IRENE
James K. Spore, City Manager
C/TYHALL BUILDWG
2401 COURTHOUSE DR/VE
VIRGIN/A BEACH, VIRGINIA 23456-8005
PHONE. (757) 385-4303
FAX (757) 385-5669
E- MA/L: Ctycncl@vbgov. com
4:00 PM
II. ADJOURNMENT to the Conference Room for BRIEFINGS
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MINUTES
VIRGINIA BEACH CITY COUNCIL
Virginia Beach, Virginia
September 6, 2011
Mayor William D. Sessoms, Jr. called to order the SPECL4L FORMAL Session of the VIRGINIA BEACH
CITY COUNCIL in the City Council Chamber, Ciry Hall, on Tuesday, September 6, 2011, at 4:00 P. M.
Council Members Present:
Glenn R. Davis, William R. "Bill " DeSteph, Harry E. Diezel, Robert M.
Dyer, Louis R. Jones, Mayor William D. Sessoms, Jr., Prescott
Sherrod, John E. Uhrin and Rosemary Wilson
Council Members Absent:
Barbara M. Henley
James L. Wood (Dut ofthe Cowltry ou Uacatron)
September 6, 2011
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~~F O UR NAS~ON~
WILLIAM D. SESSOMS, JR.
MAYOR
City of Virgiriia Beach
VBgOV.COl71
August 29, 2011
THE HONORABLE MEMBERS OF CITY COUNCIL
MUNICIPAL CENTER
BUILDING 1
2401 COURTHOUSE DRIVE
VIRGINIA BEACH, VA 23456-9000
(757)385-4581
FAX (757) 385-5699
wsessoms @ vbgov.com
In accordance with the Virginia Beach City Code Section 2-21, and by the authority vested in me as
Manor of the Ciry of Virginia Beach, 1 hereby call for a SPECIAL FORMAL SESSION of the VIRGINIA
BEACH CITY COUNCIL in the City Council Chamber, Tuesday September 6, 2011, at 4:00 PM. for the
following purpose:
Confirm the City Manager's Declaration of Local Emergency
during Hurricane IRENE (August 26-28, 2011)
after which to adjourn, to the regularly scheduled WORKSHOP in the City Council Conference Room.
Jr.
cc: Mayor and Members of City Council
James K Spore, City Manager
Mark D. Stiles, City Attorney
Lyndon S. Remias, City Auditor
Ruth Hodges Fraser, MMC, City Clerk
Cindy Curtis, Deputy City Manager
Robert S. Herbert, Deputy City Manager
David L. Hansen, Deputy City Manager
Catheryn Whitesell, Director of Management Services
Mary Hancock, Media and Communications Administrator
Matt Cernigliaro, Director of Multimedia Services
ITEM # 61203
Upon motion by Vice Mayor Jones, seconded by Councilman DeSteph, City Council ADOPTED, AS
RE I~ISED:
An Ordinance CONFIRMING the DECLARATION OF A LOCAL
EMERGENCY due to Hurricane Irene
*Paragraph has been added (Lines 29-35) re Chesapeake Beach.
"That the City Manager, or his designee, is hereby authorized and directed to make an ongoing determination
of ~~hich properties in the area West ofJoyce Avenue and East of the Joint Expeditionary Base Little Creek-
Fort Story are in imminent danger from erosion and storm damage due to severe wave action or storm surge
sustained as the result of Hurricane Irene, such that the properties determined to have sustained such damage
shall be exempt from the requirements of the Coastal Primary Sand Dune Ordinance pursuant to Section 1602
(k) of the City Zoning Ordinance. "
Voting: 9-0
Cot.mcil Members Voting Aye:
Glenn R. Davis, William R. "Bill "DeSteph, Harry E. Diezel, Robert M.
Dyer, Louis R. Jones, Mayor William D. Sessoms, Jr., Prescott Sherrod,
John E. Uhrin and Rosemary Wilson
Coa~ncil Members Voting Nay:
None
Council Members Absent.'
Barbara M. Henley
James L. Wood /Out ol'[he Cou~iUy oli U~c~t~o»)
September 6, 2011
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CITY OF VIRGINIA BEACH
AGENDA ITEM
ITEM: An Ordinance Confirming the Declaration of a Local Emergency Due to
Hurricane Irene
MEETING DATE: September 6, 2011
^ Background: Virginia Code § 44-146.21 authorizes the local director of
emergency services to declare the existence of a local emergency. City Code § 2-411
provides that the City Manager is the City's Director of Emergency Management. On
August 26, 2011, the City Manager issued a declaration of local emergency in light of
the imminent threat of Hurricane Irene. The declaration was effective at 8:00 a.m. on
August 26, 2011 and concluded at 12:00 p.m. on August 28, 2011. The City Manager's
declaration authorized City agencies to take all reasonable actions necessary to protect
the health and safety of Virginia Beach citizens from the damaging effects of Hurricane
Irene.
In addition, the ordinance authorizes and directs the City Manager to make an
ongoing determination of which properties in the Chesapeake Beach area are in
imminent danger from erosion and storm damage due to severe wave action or storm
surge sustained during Hurricane Irene. Under City Zoning Ordinance Section 1602(k),
such properties would not be required to obtain Coastal Primary Sand Dune permits
from the Wetlands Board to construct protective bulkheads.
^ Considerations: Virginia Code § 44-146.21 requires that the City Council
confirm the declaration of local emergency within 14 days of the declaration.
^ Public Information: This ordinance will be advertised in the same manner as
other Council agenda items.
^ Attachments: Ordinance and Declaration of Local Emergency
Recommended Action: Approval
City Manage . ~.., , ~_
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AN ORDINANCE CONFIRMING THE DECLARATION OF A
LOCAL EMERGENCY DUE TO HURRICANE IRENE
WHEREAS, Virginia Code § 44-146.21 authorizes the local director of
emergency management to declare the existence of a local emergency, subject to
confirmation by the governing body;
WHEREAS, in conformity with the Commonwealth of Virginia Emergency
Services and Disaster Law of 2000 (Virginia Code § 44-146.13 et seq.), City Council, by
adoption of §§ 2-411 through 2-413 of the City Code, created the Office of Emergency
Management and appointed the City Manager as the Director of Emergency
Management; and
WHEREAS, in response to the imminent threat of damage posed by Hurricane
Irene, the City Manager, as the Director of Emergency Management, issued a
Declaration of Local Emergency on August 26, 2011, effective at 8:00 a.m.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF VIRGINIA BEACH, VIRGINIA:
That, pursuant to Virginia Code § 44-146.21, the City Council hereby confirms
the Declaration of Local Emergency issued by the City Manager on August 26, 2011, a
copy of which is attached hereto and incorporated by reference, and hereby ends the
declared emergency, effective August 28, 2011 at 12:00 p.m.
BE IT FURTHER ORDAINED BY THE CITY COUNCIL OF THE CITY OF
VIRGINIA BEACH, VIRGINIA:
That the City Manager or his designee is hereby authorized and directed to make
an ongoing determination of which properties in the area west of Joyce Avenue and
east of the Joint Expeditionary Base Little Creek-Fort Story are in imminent danger from
erosion and storm damage due to severe wave action or storm surge sustained as the
result of Hurricane Irene, such that the properties determined to have sustained such
damage shall be exempt from the requirements of the Coastal Primary Sand Dune
Ordinance pursuant to Section 1602 (k) of the City Zoning Ordinance.
Adopted by the Council of the City of Virginia Beach on the 6th day of
SP_Yl ~'oml~„r, 2011.
APPROVED AS TO CONTENT:
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ity anager's O
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September 2, 2011
APPROVED AS TO LEGAL
SUFFICIENCY:
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City Attorney's Office
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V$gov.com
OFFICE OF THE CITY MANAGER MUNICIPAL CENTER
(757) 385-4242 BUILDING 1, ROOM 234
FAX !7571427-5626 2401 COURTHOUSE DRIVE
VIRGINIA BEACH, VA 23456-9001
DECLARATION OF LOCAL EMERGENCY
I, the undersigned, as City Manager and Director of Emergency Management for the City
of Virginia Beach, find the imminent threat of hurricane force winds, causing coastal flooding
and the very real possibility of tornadoes and power outages, and the loss or interruption of vital
City services posed by Hurricane Irene to be of sufficient severity and magnitude to warrant
coordinated local government action to prevent or alleviate any potential damage, loss, hardship
or suffering. Therefore, pursuant to Code of Virginia § 44-146.21, as amended, I hereby declare
the existence of a Local Emergency in the City of Virginia Beach beginning Friday, August 26,
2011 at 8:00 a.m.
In accordance with this Declaration, the Office of Emergency Management and all other
appropriate City agencies are hereby vested with, and authorized to carry out, all powers, duties
and functions prescribed by State a local laws, rules, regulations and plans as may be necessary
to adequately and appropriately respond to said Local Emergency.
i
J es Spore, City Manager &
Dir of Emergency Management
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(Date)
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Item V-K.
ADJOURNMENT
ITEM # 61204
Mayor William D. Sessoms, Jr. DECLARED the City Council Special Session ADJOURNED at 4:04 P.M.
D
Beverly O. Hooks, CMC
Chief Deputy City Clerk
uth Hodges Smith, MMC
City Clerk
Cit}~ of Virginia Beach
Virginia
William D. Sessoms, Jr.
Mayor
September 6, 2011
Item V-K.
ADJOURNMENT
ITEM # 61204
Mayor William D. Sessoms, Jr. DECLARED the City Council Special Session ADJOURNED at 4:04 P.M.
~--- --E/-- -~ J`_~LJ
Beverly O. Hooks, CMC
Chief Deputy City Clerk
uth Hodges Smith, MMC
City Clerk
City of Virginia Beach
Virginia
William D. Sessoms, Jr.
Mayor
September 6, 2011
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MINUTES
CITY COUNCIL WORKSHOP
VIRGINIA BEACH CITY COUNCIL
Virginia Beach, Virginia
Mayor William D. Sessoms, Jr. called to order the CITY COUNCIL WORKSHOP City Council Conference
Room, Tuesday, September 6, 2011, at 4:05 P.M.
Mayor Sessoms expressed appreciation to the residents and hard working City employees, who left the comfort
of their homes and families to serve the public during Hurricane Irene. Before, during and after the storm, he
saw hundreds of City employees at their best. The outstanding public safety officers -Police, Fire and EMS
personnel were on the streets keeping residents and visitors safe. Mayor Sessoms expressed appreciation to
the State colleagues -including Virginia Beach's own Terrie Suit, State Secretary of Veterans Affairs and
Homeland Security, for coordinating the emergency response throughout the Commonwealth. Mayor Sessoms
expressed a special thanks to Governor McDonnell who visited the City's Emergency Operations Center.
Mayor Sessoms thanked the City's private partners: Operation Blessing, the American Red Cross, and
Dominion Virginia Power.
Said correspondence is hereby made a part of the record.
Council Members Present.•
Glenn R. Davis, Harry E. Diezel, William R. "Bill " DeSteph, Robert
M. Dyer, Barbara M. Henley, Louis R. Jones, Mayor William D.
Sessoms, Jr., Prescott Sherrod, John E. Uhrin and Rosemary Wilson
Council Members Absent:
James L. Wood /()ul o/~tlie Country otl Ua~aliol!/
September 6, 2011
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CITY COUNCIL'S BRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
4:12 P.M.
Lyndon Remias, City Auditor, advised on September 10, 2010, City Council ADOPTED:
Resolution Directing the CityAuditor to Conduct an Audit of the Virginia
Beach Procurement Card Program
September 6, 2011
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CITY COUNCIL'S BRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
September 6, 2011
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CITY CO UNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
September 6, 2011
• There are 409 active ProCard holders. Top ten Departments
are listed below:
After conducting our review of each department and applicable
divisions, our findings and recommendation(s) were summarized in a
memorandum to the Department/Office Director with a copy to the
Comptroller's Division, ProCard Program Manager(s) and City Manager
or Deputy City Manager.
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
i
September 6, 2011
Non c mplia rice wiCh umber of mbar of mbar of Nom! Amou nc
Pro Card Procad urea: Tra nsacCions Ca rd holders O~pa rrm~nfs
Non compliance with Number of Number of Number of Total
ProCard Procedures: Transactions Cardholders Departments Dollar
Value
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
Finding 2: Systemic Findings
• Program Managers are assigned the responsibility to review and approve ProCard transactions
prior to payment. However, the ProCard Manager may not necessarily know if ProCard
transactions are legitimate or reasonable
• Program Manager may not have the expert;'se or be in a position to evaluate appropriateness of
purchases
• Program Manager may not be in same physical location as the cardholder
September 6, 2011
Non compliance with Number of Number of Number of Total
Pro Card Procedures: Transactions cardholders Departments Douar
vawe
Non compliance with City Number of Number of Number of Total Dollar
Policy: Transactions Cardholders Departments Value
Non compliance with City Number of Number of Number of Total Dollar
Policy Tra nsartions C".a rdlinlders Departments Value
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
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Purchases for meals or lodging made with ProCard and also claimed and paid on Travel
Reimbursement Voucher ("double -dipping').
September 6, 2011
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
292, 71
None 1 to 5 ! 6 to 10 More than 10
1.1 Ensure audit recommendations specified in issued
Department memos are fully implemented
2.1 Require immediate supervisor of cardholder to review & sign
off on transactions log & billing statement. Update the Internal
Control Procedures to reflect specific arrangements
2.2 Develop a process to ensure expenses paid utilizing the
ProCard are not also claimed on Travel Reimbursement Voucher
September 6, 2011
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
3.1 Review all active ProCards with minimal usage an determine
if there is a need for the ProCard to remain active
3.2 Ensure a process is developed for accountability and control
of ProCard deactivation of employees and former employees
3.3 Ensure all data fields in the Bank of America Works database
are consistently entered and the data entered is correct
September 6, 2011
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
AMOUNT
$64,861.43
$40,055.57
$33,804.05
$33,264.96
$32,631.07
DEPARTMENT TITLE AND CLASS CODE
Economic Development Director (50.
Fire Department Master Firefighter (1605)
Public Utilities
Parks And Recreation
Parks And Recreation
Administrative Assistant
(0195)
Account Clerk III (0015)
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Storekeeperll(02i5)
A number of the City's procurement cardholders are heavy users of the City's procurement card due to
their job responsibilities and departmental needs.
In Audit's opinion, except where noted, internal controls are in place and operating as intended to ensure
ProCard expenditures are proper. However, we did note that internal controls could be enhanced
through the implementation of our Audit recommendations.
The Merchant Category Code (MCC) is a four-digit number
assigned to a business by MasterCard or VISA when the business
first starts accepting one of these cards as a form of payment.
September 6, 2011
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
AMOUNT DEPARTMENT!' TITLE AND CLASS CODE
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$64,861.43 Eco~no~m~i~cwDelvelopment Director (5070)
~d.7 iT.7iTi~~ ~I--il - ~ • u ~~ ' , I • • I r
$40,055.57 Fire Department Master Firefighter (1605)
Administrative Assistant
$33,804.05 Public Utilities (0195)
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$33,264.96 Parks And Recreation Account Clerk III (0015)
$32,631.07 Parks And Recreation Storekeeper II (0210
Report dated September 1, 2011; `Audit of Citywide Procurement Cards" is hereby made a part of the
record.
September 6, 2011
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CITY COUNCIL'SBRIEFING
AUDIT OF PROCUREMENT CARD PROGRAM
• In our opinion, except where noted internal controls are in place and operating as intended to ensure
ProCard expenditures are proper. However, we did note that internal controls could be enhanced
through the implementation of our audit recommendations.
Acknowledgments
• MLT (Management Leadership Team)
• Departments
• Finance
- Patti Phillips
- Bill Davis
- Donna Vaughan
- Cindy Villalpando
Patricia Phillips, Director ofFinance, advised the City has 409 Procurement Cards. Each card has a limit of
$S, 000 per month or/and $2500 per transaction. In times of emergency, this limit may be increased i. e. the
FEMA team Approval has to be from either Purchasing or the Comptroller. The Director has to request a
card for an individual in their department and agree to monitor the use of the card. The cardholder has to
sign an affidavit and agree to monitor the use of the card. The cardholder has to sign a statement that he will
abide by the purchasing card manual.
September 6, 2011
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CITY MA NAGER`S BRIEFING
CITIZEN SATISFACTION SURVEY
4:47P.M.
Catheryn Whitesell, Director -Management Services, referenced the Citizen Satisfaction Survey. The First
Survey was in 1995. (5) Surveys have been accomplished, which the City has tried to standardize every two
(2) years.
~~ Saln~~le site =; ~()0 zaa.~zclc~n~lly-~elec.lecl hc~useh<~lcls
2009 Respondents
• Median # of years lived in Virginia Beach 20.0 yrs.
who are homeowners 71.0%
• % who are renters 29.0%
• % who have childxen in household 38.0%
• % who are registered voters 83.8%'
September 6, 2011
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CITY MANAGER `S BRIEFING
CITIZEN SATISFACTION SURVEY
,.
• Participants arc asked to tale their satisfaction with Z ily
services & characteristics:
• Very Satisfied, Satisfied, Dissatisfied, or Very Dissatisfied
v: Mru1y localities dcl"ine "excellence" a5 sui 80~~0 (or,lu~;her}..level
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September 6, 2011
Citizen Satisfaction with the
City Continues to Grow
Percent ol~ A-espondeuts sa~lw rate Virguiia 13eacli as a good place to live
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CITY MANAGER `S BRIEFING
CITIZEN SATISFACTION SUR VEY
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Major 2009 Findings
J~LO% were satisf ed with the appca~'ance of the City
97.~19'o uclier~cd ~'irtinia 13e~ich is a good place to li~~e
~1SCL1SS10n
September 6, 2011
• We base included a copy of the 2009 questionn<ure in last
I'rida5~'s Packet
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CI T Y MANA GER `S BRIEFING
CITIZEN SATISFACTION SUR VEY
v Galls Mack to Residents - Septcinber ~,~ ' to ()cCobcr ~l.
September 6, 2011
Timeline
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CITY MANA GER `S BRIEFING
LITTLE ISLAND PARK PARKING and ACCESS PLAN
4:57 P.M.
Dave Hansen, Deputy City Manager, and Brian Solis, Design and Development Administrator -Parks and
Recreation, presented information re the Little Island Park Parking and Access Plan and Rosemont Forest
Drainage
September 6, 2011
_99_
CITY MANAGER `S BRIEFING
LITTLE ISLAND PARK PARKING acid ACCESS PLAN
September 6, 2011
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CITY MANAGER `S BRIEFING
LITTLE ISLAND PARK PARKING and ACCESS PLAN
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,~ "` ~'-Ff~t=LfE 9,53 ~... `.i4!i:_L' ~.PAI:,IdE.._.iFp~L.~F,~l ~'.it iS~'.s~fi~~.~~~ d't`f "#T 'ta ry~ -
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~°?mss!~ti.'aM•.RC..,-8.~,~?x%~~'_~'.~~'i~~6':. ~ ,. .~F-s--iu~ AGi Cs=tip'-~_r-g,c ~ ~ ...~-rt... psi -
Renovation of Existing Parking Lot By-Pass Lane, 128 New Spaces 244 New spaces,
and Check-in Booth Bath House #3, and Relocated beach
1 I"I'[ I C ISI ~~5> PARk V tR( Il14 f5f ~(H l 1 maintenance and Sand Sta9mg area =
...... -_- cr:i~~ io kip-ov,~i i~invsii~a~
September 6, 2011
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CITY MANAGER `S BRIEFING
LITTLE ISLAND PARK PARKING and ACCESS PLAN
September 6, 2011
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CITY MANAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
5:22 P.M.
David Hansen, Deputy City Manager, presented information re the Rosemont Forest Drainage project
performance, and introduced Phillip Roehrs, Chief of Water Resources -City of Virginia Beach, and Jeff
Waller, Managing Project Engineer and thirty (30) year veteran of the City. During the Hurricane, he visited
the Pump Station approximately all day Thursday, Friday, Saturday and Sunday mornings at 6: 00 A. M. He
invested a tremendous amount of his professional talent to make sure this Pump Station worked. Mr. Roehrs
advised they want to celebrate the City Council's success. Their vision helped fund this project to assist in
solving the problem. A chart depicting eighteen (18) homes that flooded are hereby made a part of the record.
The "light blue " on the chart is the open water that stands all the time. This indicates the FEMA 100-Year
Flood Plain. Unfortunately, these properties are in hazards way. There was an issue during construction and
these homes were accidently built too low, which caused the problem.
Bridle Creek Blvd. During
Tropical Storm Ernesto
September 6, 2011
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CITY MANA GER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
September 6, 2011
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CITY MA NAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
September 6, 2011
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CITY MANAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
~a
September 6, 2011
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CITY MA NAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
September 6, 2011
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CITY MANAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
Pum p
Indian Station Rosemont
Stumpy River Rd. ~ Forest ~
Lake Pond
-~ _
Elev. 7.0
S(uice Gate F- Iev'-'S~o
September 6, 2011
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CITY MANAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
Ernesto
2006
• Rainfall = 9.9"
• Maximum Stumpy
Lake Elevation = 8.9'
• Maximum Pond
Elevation = 8.9'
Irene
2011
• Rainfall = 9.0"
• Maximum Stumpy
Lake Elevation =8.7'
September 6, 2011
• Maximum Pond
Elevation = 6.8'
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CITY MANAGER `S BRIEFING
ROSEMONT FOREST STORMWATER PUMP STATION
September 6, 2011
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ADJOURNMENT
Mayor William D. Sessoms, Jr. DECLARED the City Council Meeting ADJOURNED at 5:35 P.M.
-- ---~ :_~~o~ /~ -------
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Beverly O. Hooks, CMC
Chief Deputy City Clerk
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Ruth Hodges Fraser, MMC
City Clerk
September 6, 2011