OCTOBER 18, 2011 MINUTESCITY OF VIRGINIA BEACH
"COMMUNITY FOR A LIFETIME"
CITY COUNCIL
MAYOR WILLIAM D. SESSOMS, JR., At-Large
V/CE MAYOR LOU/S R. JONES, Bayside -District 4
GLENN R. UAVIS, Rose Hal! -District 3
WILL/AM R. DeSTEPH, At-Large
HARRY E. DIEZEL, Kempsville -District 2
ROBERT M DYER, Centerville -District I
BARBARA M. HEN/,EY, Princess Anne -District 7
PRESC07T N. SHERROD, At-large
JOHN E. UHRIN, Beach -District 6
ROSEMARY WILSON, At-Large
JAMES L. WOOD, Lynnhaven -District 5
CITY COUNCIL APPOINTEES
C/TY MANAGER - .LAMES K. SPORE
CITY ATTORNEY - MARK D. STILES
CITY ASSESSOR - JF,RALD D. BANAGAN
C/1Y AUDITOR - LYNDON S REMIAS
CITY CLERK - X UTH HOIX;ES ERASER, MMC
C/TY HALL BUILDING
2401 COURTHOUSE DRIVE
VIRGINIA BEACH, VIRC/NIA 23456-8005
PHONE: (757) 385-4303
FAX (757) 385-5669
E- MA/L: ctycncl@vbgov.com
CITY COUNCIL WORKSHOP AGENDA
18 OCTOBER 2011
I. CITY COUNCIL/SCHOOL BOARD JOINT MEETING -Building 19 -
A. HEALTH CARE
Linda Matkins, Director of Benefits
II. CITY MANAGER'S BRIEFINGS -Conference Room -
A. 2018 and BEYOND STUDY
Robert B. Gardner, Senior Vice President - SCS Engineers
B. LASKIN ROAD GATEWAY and NIMMO project
Dave Hansen, Deputy City Manager
3:00 PM
4:00 PM
C. PLANNING ITEMS PENDING
Jack Whitney, Director -Planning
-1-
MINUTES
VIRGINIA BEACH CITY COUNCIL
Virginia Beach, Virginia
October 18, 2011
Vice Mayor Louis R. Jones, called to order the CITY COUNCIL/SCHOOL BOARD JOINT
WORKSHOP re HEALTH CARE UPDATE in the Conference Room of Building 19, Tuesday, October
18, 2011, at 3:00 P.M.
Council Members Present.•
Glenn R. Davis,
Robert M. Dyer,
Prescott Sherrod,
Wood
Council Members Absent:
William R. "Bill " DeSteph, Harry E. Diezel,
Barbara M. Henley, Vice Mayor Louis R. Jones,
John E. Uhrin, Rosemary Wilson and James L.
Mayor William D. Sessoms, Jr.
School Board Members Present:
[In Germany, re Economic Development
Vice Chairman William J. Brunke, IV, Todd C. Davidson, Emma L.
"EM" Davis, Chairman Daniel D. Edwards, Dorothy M. Holtz,
Brent N. McKenzie, Ashley K McLeod and Sam Reid
School Board Members Absent:
Patrick S. Salyer, Sandra Smith-Jones and Carolyn D. Weems
October 18, 2011
-2-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
3: 00 P.M.
Farrell E. Hanzaker, School Chief Financial Officer, advised the presentation will be a "tag-team"
presentation. Linda Matkins, Director of Benefits, and Leslie Darden, Wellness Program Specialist, will
focus on this particidar section, Cindy Curtis -Deputy City Manager, will close the presentation with the
Direction on Implementation of the Wellness Advantage Program. The Agenda consists of the
following:
nda
A e
c.~ Health Care Trend
~~ Health Care. Fund Balance
~~~ c~~ Wellness Initiative Proposal
c~, Direction on Implemeiitatianof "WellnessAdvan a ;e"
Health Plan Claims Cost Trend
Historical and Forecasted
VA BEACH
HSTOPoCAL AHD PROJECTED TOTAL INCLRRED CLAIMS PEPM
_-1-~~.. ____1--_._.-r---r-----1-----_1 { ~.._
i 3 ~ ~ ( iQ.Q7. trend
x-.~a ~, 8.8°m vend
i 1
se?p 1 - - ',
C ! ~ i t ~ I ~ ~ 1~ ~~ I'~ ~
1 ri_
°sz~~ ~ ~ ,, ~. I .'~ ~p ~ I ?O10
I ;' .,,, I I g ~ I I --
,hk, ~+ 1 I I I I I !
<,..
I I i I I I I ~ i
e~,. ..q. ,~ ~~~...~ ..~ ~-~ ~. .,-
'9ased on date thtnugh Jw+e 2471 _. _. ____ ...
October 18, 2011
-3-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
Farrell E. Hanzaker, Chief Financial Officer- Virginia Beach Schools, advised in 2007 a negative 2.5%
trend was experienced, and in 2008 and 2009, a flow 4% trend in both years. The School's trend was
well below the national average which was over 6%. Plan design changes in these years contributed to a
lower than expected trend, and therefore, built the Health Care Fund Balance to over $30-Million by
June 30, 2009.
A strategic decision was made not to increase employee premium contributions or change the Plan
Design in 2010, 2011, and 2012 due in large part to the lack of salary increases; however, the medical
tread cost did continue to rise by 9.1 % in 2010, projected at 8% in 2011 and projected at 10% in 2012.
Schools have, and will, use fund balance reserves to cover the deficit in these years. At a time when
employees were held harmless by not changing the Plan Design or increasing premiums. The majority of
large employers nationally have consistently increased employee premiums, deductibles, co pays and
coinsurances.
Health Care Fund Balance_
$32.5 $30.7 $30..2
'~
"~, ~;~,
$30 j
$25 !`
~ $ZO I.
$12.0
~ $15
. r.,
$io
,~ 'G
-$17.3
$5 ~ - _ _. _.. - .. .......... ..___._.._.
$0 ~---- -- ---- -- -
~
-$10 N N N N
-$15 ( _- --- __ __ __ _ _ _ - --
. 'f
A commitment was made to maintain the equivalent of at least one month of claims, currently between $9-
Million and $10-Million in the Health Care fund, as agreed to previously by the City and School Board.
Additionally, GASB 45 payments of approximately $8-Million, combined both City and Schools, are paid
to the Health Care Fund. Therefore, absent any Plan changes or premium increases, the Schools would
have a shortfall in liability of $17-Million in 2013. The City is headed towards a Health Fund Deficit and
there will be significant changes to Health Care Reform that will further increase costs to employers irZ
2014.
It is necessary to implement a Health Care Strategy to help offset these increases. In addition to the Plan
changes and changes to the contribution structure, there needs to be aggressive initiatives put in place to
improve the health of the employees and in an effort to bend the health care trend line downward. 20% of
the employees generate about 80% of the cost. Leslie Darden presented a proposal for a wellness
initiative expected to change health care behaviors, and increase workplace productivity and slow the
health care cost trend.
October 18, 2011
-4-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
Mr. Hanzaker requested a Joint Meeting of City Council and the School Board in early Spring of next
year to further discuss options in health care strategy for 2013. He introduced Leslie Darden.
Health Care Landscape
cat Health Fund Deficit
c~ New Health Reform Changes
ca3 Health Plan Strategy
cis Wellness Initiatives
t~ Contribution Strategy
c~ Plan Offerings/Plan Design Changes
Leslie Darden, Wellness Program Specialist, advised the concept of this proposal is not too much
different from the wellness programs offered today. Incentive-based wellness programs have been used
for a long time and continue to be successful.
. e ~`
:. _. ,~
Improve Employee & Retiree Health.
Opportunity Reduce excess costs associated with low
productivity, absenteeism, disability and
worker's compensation.
Engage employees to maintain
Potential healthy lifestyles, ultimately resulting in
improved health and reduced cost for
employees and the employer.
October 18, 2011
-5-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
~~
__
Ameta-review of 56 published studies of worksite health promotion
programs shows on average a:
27°l, reduction in sick leave absenteeism
26% reduction in healthcare costs
32% reduction in workers' compensation and
disability management claims costs
$5,81-to-$1 savings-to-cost ratio
October 18, 2011
2003 2007 2010 2011 Estimated
for 2012
-6-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
,,~
Aniericaii Hurt
Assc>c.i~tivn
Learn and Li+ae
1
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ACHIEVE(VIENT
J'-;,~~m,a!~~ A111eT1C1I1 H2aI't ASSOClat1011 cmwsani!~SO~~ro.ca
~x!~ _ pi f'a~en, Inc. City W SautllTiekf, 4.11- Parks
. ___....
~~, h r P„ar~ ~~:~~' 2009. 0 2010 0 2011 r~!,` ~ w~4~«;~ earn.
v ...~.-h,.s.r -,~+ . ~ ccs ofwe"'~'Na",rpr,. c1
"`ea!POmT
VITkS Inn ~ v ~ is~::e i:are :.teary Gomieb SYeen 8 Harn1
N.`aNace VJeI[1i 8 VYk, =}gham Int. C~ & CgmpIiYSHef, Palm @e
W:N~M.'1rt DiSintwucn ~.;.enler, iM.~G2t " P ~ rmlrve
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1998 0 2004 0 2011 ~
VBCH
The City and Schools have been recognized as aFit-Friendly Company three (3) years in a row. This
past May, the Virginia Business Coalition On Health awarded the 2011 Wellness in the Workplace
Award. This recognition and success is wonderful, but still more people can be reached. What
is missing is participation.
October 18, 2011
-~-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
The FIT Program was designed to encourage employees to be more physically active on a regular basis.
The goal is to work out thirty-six (36) or more times within asix-month period. To date, as of June 30,
2012, there are 2,289 participants in the FIT Program.
~~
2289 (13°/a)
participants enrolled in FIT program
1262 (55%}
of those met the 36 visit requirementfor Jan-Jun11,
ca~Physically active employees cost
$25C1 less per year in health costs.
ra~If we engage 25 % (4,250) of our
employees/retirees, we could save
over $1-Million annually.
October 18, 2011
-8-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
A $50 subsidy is offered to assist in the payment of membership to Weight Watchers.
.'~ ~~ Y .~
5~0 (3%}
Requested program. subsidy
C}nly 194 (1010}
Used their subsidy in 2010
Obesity adds an estimated
$2,800 annually in medical expenses.
National Obesity Trends
About one-third of U.S. adults (33.8%} are obese.
Nnfiorui? v"« m~~rr of Ea~~ratui~ (ttsner~L
October 18, 2011
-9-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
~' It
c~ More than 70% of smokers want to quit, but few are
able to without help.
c~ Estimated 3570 (21 %) CVB/ VBCPS smokers.
70 % of that is 2499.
c~ Opportunity to save $13,632,045
Over $13 -1Vlillion annually
October 18, 2011
-10-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
n
45%
39%
40% 36%
35% ~~
30% _
z
zs% i C3nly 50% are
20%
i4°i° 15°i° Compliant
~s%
~o% 6°i°
s% ~ 3
o% - - _ _ _
Congestive Heart Failure Coronary Heart Disease Diabetes
City of Virginia Beach r Virginia Beach Public Schools
~a~t~s i~~ase ~na~et
olianc~ a~1 ~c~s~ avc~d.~ne~~
Low compliance
(<2o°i°)
High compliance
(>80 %)
_ _ ___
$15,186 $1,312 ' $16,498
55 °`o
$6,377 $2,510 $8,886
3®%
__
October 18, 2011
-11-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
Y`
2010 claims data shows
2,000 (12"/0) diabetics on plan.
Low Compliant Diabetics Hi hg Compliant Diabetics...
''2,00 * $16,498 = $32,966,00 2,000 * $8,886 = $17,772,000
$33 Million $18 Million
Opportunity to save up to $15 Million annually,
not including cost avoidance from ER and f or
hospital admissions.
An estimated 25% of Americans
with diabetes are unaware
that they have the disease.
4,250 possible undiagnosed
employees/ retirees.
duierican 1)iaG-Etcs dssociaNm: - _'tll t
October 18, 2011
-12-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
~° l s
94$ (6°Io) screened in 2010
Overweight 557 (59%)
~ ~ ~ ~ ~~ ~'
High. Blood Pressure 310 (33%)
Tobacco User 48 (5%)
At Risk,#or Diabetes 403 (43°/a)
Low compliance
(<20%)
__
High compliance
(>80%)
$9,849 $1,067 $10,916
26
$4,780 $1,972 $6,52,
16%
More than 75% of employers' health care costs and productivity losses are attributed to
employee lifestyle choices.
October 18, 2011
13-
CITY COUNCIL/SCHOOL BOARD JOINT MEETING
HEALTH CARE UPDATE
Ylzvsically Poor Si~~oker
lnacti~~e~ I~'~utriEio71
ToL~acco
~rol Laser
Direct vs Iandirect Cost
October 18, 2011
-14-
CITY MANAGER `S BRIEFING
HEALTH CARE UPDATE
_ __
caz50% Participation Rate
c~ Discover 79«lo more employees at high risk for
health conditions than you would at 30%.
ca270°!o Participation Rate
c~ Discover 167°lo more employees at high risk for
health conditions than you would at 30%.
F>txct~rinf frr 15-et7rrc<c - ~rr~•st t7iaXrrnl ir:~
1 .
.The Welltress A~z'trtrue will assist employees in reaching.
their healthy lifestyle goals.
Program tools include:
c~ Personal certified health coach
c~ Stress-less MP3 downloads
.`• c~ Cardio and strength exercise planners
` c~z Meal/nutrition planner
~~ ~ c :Over 40 fitness and wellness trackers
°+/ ~ c:~ Wellness Library
c.~ Online Wellness Courses
Health coaches rwill direct employees to current
tlTellness and Disease Management programs:
October 18, 2011
-15-
CITY MANAGER `S BRIEFING
HEALTH CARE UPDATE
October 2011 -March 2012 Implement communication strategy
April-October 2012 '' Host onsite health screenings
November 2012 'Complete data entry
December 2012 o List of Wellness Advantage Plus
members file and W&P talking
points sent to health coaching
vendor
o Send all members participation card
January -December 2013 o Health coaching reminders
o Track employee compliance
o Remove wellness incentives for non-
compliant employees
The Wellness Advantage is going to take us to the next level and put us in better financial situation.
Review
cap Projected Trend
<~ Calendar Year 2012 -10 ~~
c~ No changes in premiums and plan design
c~ Health Fund Balance.
cry3 Fiscal Year 2013 -Projected deficit <$17.27M>
c~ Wellness Advantage
r~z Improve Employee Health
ca Increase Workplace Productivity
r~ Improve Financial Status
October 18, 2011
-16-
CITY MANAGER `S BRIEFING
HEALTH CARE UPDATE
City Council RECESSED to the City Manager Briefings Session in the City Council Conference Room,
at 4: 00 P.M.
October 18, 2011
-17-
MINUTES
VIRGINIA BEACH CITY COUNCIL
Virginia Beach, Virginia
October 18, 2011
Vice Mayor Louis R. Jones, called to order the CITY MANAGER'S BRIEFING re SOLID WASTE
MANAGEMENT STUDY 2018 AND BEYOND in the City Council Conference Room, of City Hall
Building I, Tuesday, October 18, 2011, at 4:10 P.M.
Council Members Present:
Glenn R. Davis,
Robert M. Dyer,
Prescott Sherrod,
Wood
Council Members Absent:
William R. "Bill " DeSteph, Harry E. Diezel,
Barbara M. Henley, Vice Mayor Louis R. Jones,
John E. Uhrin, Rosemary Wilson and James L.
Mayor William D. Sessoms, Jr. [In Germany, re Economic Development)
October 18, 2011
-18-
CITY MANAGER `S BRIEFING
2018 AND BEYOND STUDY
4:1 S P.M.
The City Manager introduced Robert Gardner, Senior Vice President -SCS Engineers, to present an
executive overview of the Solid Waste Management Study 2018 and Beyond. The information provided
will be utilized when considering the City's options going forward. The City Manager advised, through a
competitive process, the City was fortunate enough to select SCS Engineers to perform the study.
Robert B. Gardner, Senior Vice President of SCS Engineers, advised he delivered similar presentations to
surrounding cities which were adapted to each specific municipality. The Study involved meeting with
communities, updating waste flow data, re-evaluating alternatives, developing future scenarios,
preparing a new model and developing conclusions and recommendations.
Recommendations include establishing a future Regional Authority, governance, system funding, waste-
to-energy plant, regional landfill, host fee considerations, yard waste management, recycling and an
implementation schedule. A complete copy of the final report is available on the Hampton Roads
Planning District Commission (HRPDC) website for viewing. The Scope of the study includes:
• Meet with member communities
• Update historical and projected waste flows
• Re-evaluate institutional alternatives
• Develop and evaluate future scenarios
• Prepare new pro forma model
• Develop conclusions and recommendations
Scenarios Evaluated
• Basis for scenarios
• Eastern and Western options
• Special considerations
- City of Portsmouth (Proximity to WTE Facility)
- City of Virginia Beach (VB LF No. 2, Closure
Costs)
- City of Suffolk (Host fee)
- Commercial waste
- Market assumptions
-Integrated solid waste management hierarchy
October 18, 2011
-19-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Waste Management Hierarchy
Source Reduction
0
Reuse
Recycling and Composting
Resource Recovery
-~
Incineration
Disposal
Transfer Station Waste to Energy Energy
_T__~-~____~~ _ . -
,~ ' ~
~ ~ ~. rr
::
~~"-~'---~ --= - ~ ~ Wheelabraror Technoloyres Inc.
1 Residential/ Landfill
Commercial I~~~~'~~
! ~;,'~l.
i ~~
Energy
~ Organics Processing
~~„~ ~.~
~`
System Scenarios
October 18, 2011
-20-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Cooperation Scenarios
• Status quo
• Western communities operate own transfer
stations and contract haul waste to WM's
Waverly Landfill
• Eastern communities either stay with SPSA
or self perform all transfer and disposal
operations, with or without WTE
• SPSA
- Landfill + Transfer Operations
-Transfer Operations Only
- Landfill Operations Only
Transfer Scenarios
• Ownership Models
-SPSA owns and operates
- Each member community owns and operates
- Privatization of transfer stations/transportation
October 18, 2011
-21 -
CITY MANAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Complexity
~.~
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V.w~--~..~~ UYn.+~e.W NwwpKxwl
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srena,a.
~Vran..gi.
Few" Cabr~i,o
fMrs~cU6
Putting this all together, a combination of scenarios was developed labeled A through G. The A
scenarios essentially take a look at continuing the current configuration, which includes the private
operation of the Waste To Energy (WTE) Facility, the public operation of the transfer station and
landfill (A.1), and a twist of transferring the ownership and operation of the transfer stations to the
member communities (A.2). The B Scenarios assume that the landfill closes. Three scenarios are
considered to illustrate a couple of points. B.1 assumes that SPSA would continue to operate the
transfer stations and ship waste to an out-of-region landfill. Scenarios B.2 essentially assumes SPSA
does not exist anymore and the member communities take over the transfer operations and dispose at
an out-of-region landfill. Scenario B.3 is an interesting one. It is similar to 8.2, except it assumes the
City of Virginia Beach will expand its landfill to handle all the waste it generates.
System NPVAnalysis Scenarios
A Series (Use existing systems, LF, and WTE)
B Series (ORLF, Regional LF closed)
C Series (Regional LF) (E/W split)
D Series (Regional LF Closed, Muni TSs)
E Series (New WTE in VB) (E/W split)
F.1 Suffolk operates Regional LFfor own municipal solid waste disposal
G.1 Similar to A.2, except Portsmouth does not participate in SPSA.
Scenario F looked at the costs of operating the landfill if it were to be purchased and used by only one of
the municipalities, in this case, Suffolk. I'll note here that this study did not include a valuation of the
landfill; therefore, the cost to purchase the landfill would have to be added to the NPV costs presented in
the analysis.
October 18, 2011
-22-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Scenario G, is similar to Scenario A.1, with the exception that it is assumed Portsmouth would no longer
participate in SPSA and would deliver its waste directly to the Wheelabrator WTE facility within its
jurisdiction and negotiate a disposal agreement separately. So, there are many moving parts to the
analysis. We have attempted to model these moving parts, which includes where waste goes, who
operates the transfer stations and landfills, what the future market conditions may look like, and the
capacity of the various landfill assets in the region. The model for this is very complex, but it can become
a useful tool for the future in the region.
System N PV Analysis Scenarios
• A Series (Use existing systems, LF, and
WTE)
• B Series (ORLF, Regional LF closed)
• C Series (Regional LF) (E/W split)
• D Series (Regional LF Closed, Muni TSs)
• E Series (New WTE in VB) (E/W split)
Pro Forma Analysis
• Many variables, assumptions, and moving
parts
• Allocation of municipality costs for solid
waste services
- Full cost accounting based on budgets
- Allocation of disposal and transfer costs for all
scenarios
• With SPSA
• Without SPSA
October 18, 2011
- 23 -
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
5PSA 2012 Projected system
Costs By Function
511,4
09'0
^ Disposal
Recycling
.Transfer
^ Transfer-Fleet
It Support
Reserves
Virginia Beach - SPSA 2012 Projected System
Costs By Function
1,900 ,
^ Disposal
^ Recycling
Transfer Station
^ Transfer Fleet
^ Support
Reserves
October 18, 2011
{d dQS xQ7 Qy 1,500,000, 39`0
7~~ ~~ q~ 244,100, 3%
-24-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Virginia Beach - SPSA 2016 Projected System
Costs By Function
6,90f
^ Disposal
^ Recycling
^ Transfer Station
^ Transfer Fleet
^ Support
Reserves
• Future landfrll needs and capacity
Regional LF Capacity
Scenario
--)t-A.1
October I8, 2011
ry~,y'LryoyA ti~16 ry0,y4 ry~,y0 ry0.1'Lryo~a ti~ryb ryo,~0 ~o„~O ry~,~'L ry~~ ryQn~O ry0„~4 ti~ v~tiry eP'rypp,o
Fiscal Year End v
-25-
CITYMANAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Regional LF Capacity
Regional LF - EOY Remaining Site Life Curve
a,soo,ooo
4,000,000
3,500,000
3,000,000
h 2,500,000
c
0
~ z,ooo,ooo
l,soo,ooo
l,ooo,ooo
soo,ooo
Scenario
-~-c.z
Regional LF Capacity
Regional LF - EOY Remaining Site Life Curve
a,soo,ooo
a,ooo,ooo
3,500,000
3,000,000
H 2,500,000
c
0
~ z,ooo,ooo
1,500,000
1,000,000
500,000
icenario
--YF- B.1
October 18, 2011
p'ti1' 0'ra otib Otis oti~ p'L7' ~'La p'L~D ~'L~ p'h~ O~ti 03p 0~6 ~'~~ D~ O~~ d' OY'
ti ti ti ti ti ti ti ti ry ti ti ti ti ry ti ti ti ti
Fiscal Year End
p'ti1' OSa o.Y~o 01~ ~'L~ ~'L1' p'La Otib Oti4 p3~ 031' 0^p' ~3~0 O~~ tl' Oary 0~ D~
ti ti ti ti ti ti ti ti ti ti ti ry ti ti ti ti ti ti
Fiscal Year End
-26-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Key Findings
• Future landfill needs and capacity
• WTE, Regional LF, Transfer Stations
(Status Quo)
Yearly SW System Cost
Scenario0.l-AIISPSALF/TS,WTE Projection
Municipality: Virginia Beach
8(
7U __. _.- -_. _ __.. _..
8 ~_ __
C °V
d
m ~ so .f-___._.~_ _._ _ _ _.__..__._._.._.____ _ _....._ ~_._.____, i, -.... ~ - qN Recycling
c ~ ~~ ~~ ,~ ~ i ~` ^ Transfer
~ c ao }--__._._______._ -~.,- r~~ t ° I~ r ~ ~ collection
E ao :" S` W a ~ ~ ~ ^ Disposal
3 ~ i ~ ~ ^ Support
°y zo -
d
~O 10
a
0
pN 1"! pd N 1pp0 1~ ptlo T g N N pN N N N N N
N N N N N N N N N N N N N N N N N
Fiscal Year
October 18, 2011
-27-
CITY MA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Summary NPV Results
..
N
d
A~
T
d
d
Y
Z
27
Key Findings
• Benefits of WTE (Waste to Energy)
- Reduce disposal quantities and volumes
- Renewable energy resource producing electricity
and steam
- Reduce dependence on fossil fuels
- Facilities and systems in place
- Major upgrades made to facility
- Revenue offsets
October 18, 2011
-28-
CITYMA NAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
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Out-of-Region Disposal
(B Scenarios)
......__....
......__ _ .............
October 18, 2011
-29-
CITY MANAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
Recommendations
• Future Regional Authority
• Governance
• System funding
• WTE
• Regional Landfill
• Host fee considerations
• Yard waste management
• Recycling
• Implementation schedule
Key Findings
• Significance of ash disposal
• Transfer station operation and ownership
• Role of private sector
- Collection
- Disposal
- Recycling
• Yard waste management
• Projected tip fees
30
October 18, 2011
-30-
CITYMANAGER `S BRIEFING
2018 AND BEYOND STUDY
(Continued)
..
Daliiwrotions by msrober Ctctaber 201 Y-December 31, 2014 The sooner this dsdsion Fs made d+s
communFtias on whNMr so pursuer btttar wNh rasped so SPSA staff
a rnoprwtive oppronch retsntian au9 kte vloblllty of SPSA
O Ot10/1f between tqw Ond 201$.
Nsgotata with Wheelobralor on Jamxsry 1012•Novernber 2014 Tlds would a$ow issues drat hove
terms ntsd conditions for axanding arhen daring the 4titlal arm of the
contrwct. c4ntrad to bt addressed; however,
the firwndal arms would ~.ely be
dlffarem (aithar h)gMr a bwerj
d e+xl on ~vket cor+dhions.
Option: SPSA decision en December 31, 2014
exanding ,tarviw agreement with
1rVhaelnbrator. Deumbar 31,1010
Option: Sf SA CoMinuas Operating lam,ary 201$
the Tromhr Station ondlor landfill:
Negotlme new user and support lonuary 201 d -August 2011
ogreements between SPSA and
manbtr communit{as.
Jt4mbef Berard actiats On !KW Sepamber - QeCembef 2017
ine Ond tV Ott O reenMnh
Option: Member Communities Own Jo~wary 1018
arsd O raa and Transfer Stations
Euabtith legal bask for sate o! Jorxtory 1011 - Dettmk»r 20T 4
asap.
tJe adore sak rise !snorer 201 S -December 2016
Effect sole std facilities ord Jonuory 2017 - December 1017
ui nt
Hire staff std train scoff, and July - December 2017
asrobiksh operation aid
malmenance s slams
Estoblbh inter-bcol O reemems lanuar 2017 - December 2017
Esioblhhrolas lam+or 201$
Schedule
• Final report submitted -October 10, 2011
• Regional meetings -October/November
2011
• Other deliberations - To Be Determined
October 18, 2011
-31-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
S: 00 P.M.
Deputy City Manager Dave Hansen presented the Recommendations for Funding Transfer, focusing on
the Nimmo V and Laskin Road Gateway projects. Prior to an award being made, all project funds must
be available, according to the City and State Agreement.
Highway Construction Costs Increase
PB Highway Construction Cost Index
As published in Roads Bddges Magaane, September 2011
200 - -
~ Variance
180 - ~pg Highway Construction Cost Index '',
160 -~~-CPI
140 -
120 ~. .~ ~ .. ~... ~. __ ..~-
100
80 July 2002 = 100.
60
Data through August, 2011
40
20
0
-20
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Nimmo Parkway Phase V
Current Project Funding
State $ 3,705,475
Federal $12,024,333
City ATD $ 42,151,119
Citv FY13 $ 5.907,097
$ 63,788,024
Total Project Cost
ROW $ 4,678,400
PUA $ 3,108,620
cation Bid O enin : Se tember 28th Construction 5 54,620.000
$ 62,407,020
i Construction cost of $54.6M includes: $44.SM base
bid, $4.SM CEI costs by VDOT, $4.SM contingency, $820K
for street lighting and landscaping
- Approximately $1.4M as yet uncommitted
Y PUA bid opening at the end of October
October 18, 2011
-32-
CITYMANAGER'S BRIEFING
LASKINROAD GATEWAYand NIMMO PROJECT
(Continued)
The $5.9-Million in the FY13 Budget needs to be applied to the FY12 Budget to execute this agreement to
ensure that VDOT signs the contract and moves forward with the award. With City Council approval,
$10.9 Million has been appropriated for Centerville Turnpike Interim Improvements scheduled for FY14
and moved into the FY12 Budget due to the full allocation of funds for the Centerville project not being
needed in the current year.
Recommendation for Funding Transfer
Execution of City/State Agreement requires that all the project
funds be available before the award can be made.
Nimmo Phase V has $5.9M in the FY13 CIP but needs it
programmed into FY12 in order to execute agreement.
r Centerville Turnpike Interim Improvements has $10.9M
appropriated in FY12 but does not need all funds this year because
construction is scheduled for early FY14.
a Recommend transferring $5.9M from Centerville to Nimmo in
FY12 & returning the $5.9M to Centerville in the FY13 CIP.
^ Nimmo construction contract awarded in FY12
^ Centerville schedule remains unaffected (Adv in July 3013)
March 1, 2011 Budget Brief to City Council
Laskin Road Gateway -CIP 2-143
• Component of the Resort Area SGA Plan
• Improvements along segments of Laskin Road, 32"a Street, Holly Road,
and Arctic Avenue
• City managed project
• Phases 1 and 2 complete
• Phase 3 under construction, scheduled for completion December 2011
• Phase 4 at 60% ~~ , "~'~:ii...:~-,. ~ .;~~" _ , , ~ ~ ~ - _ ~r
~
design const ~ ~ ~~
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h
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- I '"C
Total Project Cost: ~
' ~ ~~ -~ u" ~~.,,
-
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r
y~q
October 18, 2011
- 33 -
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
The recommendation is to transfer $5.9-Million from Centerville to Nimmo in FY12 and return same to
Centerville in the FY13 Budget. That allows the City to sign the agreement, Nimmo construction to be
awarded in FY12 before December, maintains the Centerville schedule and allows the City to advertise in
July 2013.
The Laskin Road Gateway Phases I and II are complete, Phase III is on track for completion in
December 2011. Phase IV is sixty percent (60%) complete in design and is scheduled to commence
construction in late 2011 and be completed by March of 2013. The project cost is $33.2 Million. Staff
recommends transferring funds available from the Roadways Program to Phase IV
Phase I
`~
F~~~ f ~ -f '~ ~ r~i-~
. .~
Expended P rnjrctea' Total
2000 Design S 378,749 $ 660,146 $ 0 S 660,146 281.397)
3000 SiteAcquisition $ 0 $ 0 $ 0. $ 0 -. $ 0'
4000 Private Utility $ 660,000 $ 281,326 $ 0 $ 281,326 $ 378,674
Adjustments
`5000 Construction ' $ 2,677;900 $ 8,719,349 S 0 $ 8,719,349 (> S.C-al,d4u, ':
Subtotal $9,660,820 $0 $9, 660,820 ($5,944,171)
9000 Contingency $320,000. $ 120,000
Total $ 3,836,649 ($5,824,171)
Phase I - Ur~dergrour~d Utilities
Utility Ductbank
i ~- _~ . ,t~~- -
~.,, ~,
~~ .~~ ~
'~
~'~` .~
~.
_.. __.~ I
Groundwater
Treatment
. ~~ _
..+~
` =''~ Road Reconstruction'
'~° .. - . _
October 18, 2011
-34-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Phase II -Traffic Improvements to Holly Road & 32"d Street
New Traffic
New Traffic Signal at 32na
Signal at 32"a Street and
Street and Pacific Ave.
Holly Rd Add Dual
Left Turn
Lanes
Signal Pole
Foundation
Construction
Widening of Holly Road/Add Dual Lefts on Laskin Rd
__ ,
Phase II
2000 Design
3000 Site Acquisition
4000 Private Utility
Adjustments
5000 Construction
9000 Contingency
Total
$ 141,992
$0
$0
$ 400,000
Subtotal
$ 60,000
$ 601,992
Expended Projected
$ 200,424 $ 0
$ 35,500 $ 0
$2,129 $0
$ 514,419 $ 0
$ 752, 471 $ 0
Tota~
$ 200,424 {$ 58,432)
$ 35,500 ($ 35,500)
$ 2,129 ($2;129}
$ 514,419 ($ 114,419)
$ 752,472 ($ 210,480)
S 60,000
($ 150,480)
u
October 18, 2011
-35-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Phase III
Expended Projected Total
2000 Design $ 768,166 $ 1,141,083 $ 0 $ 1,141,083 f$ 372,917
3000 Site Acquisition $ 0 $ 1,832,514 $ 0 $ 1,832,514 l$ 1,832,514)
4000 Private Utility $ 700,000 $ 599,543 $ 0 $ 599,543 $ 100,457
Adjustments
5000 Construction $ 5,140,000 $ 3,828,499 $ 0 $ 3,828,499 $ 1,311,501
Subtotal $ 7,401,639 $ 0 $ 7,401,639 ($ 793,473)
9000 Contingency $500,000 $ 500-~
Total $ 7,108,166 ($ 293,4:73)
Phase III -Laskin Road Streetscape
Removal of Angled Parking
~l ~!
Four New Brick Paver
Intersections
Placement of Structural Soil to Add Wide, Decorative
Enhance Tree and Shrub Growth Sidewalks and Trees
r
,~ ,~ s. ~ r
~~
Underground Utilities/Acquire Add LED Pedestrian and Street
Utility Easements Lighting 1'
October 18, 2011
-36-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Phase IV -Modern Roundabout Construction
Phase IV Timeline
y 15 July design complete
y 17 July advertised Phase IV
`y 25 July final engineer's construction estimate
- 15 Sept bid opening
y 28 Sept received final design costs
`r 3 Oct reed final Dominion Power relocation costs
y 3 Oct completed Roadway Program review
y 6 Oct briefed City Manager
~ 18 Oct workshop briefing to City Council
- 25 Oct public hearing & transfer ordinance vote
October 18, 2011
-37-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Phase IV
Expended Projected Total
2000 Design $ 611,093 $ 818,830 $ 521,416 $ 1,340,246 ($ 729,153)
3000 Site Acquisition $ 7,250,000 $ 6,591,792 $ 1,200,000 $ 7,791,792 ($ 541,792)
4000 Private Utility $ 950,000 $ 332,596 $ 500,000 $ 832,596 $ 117,404
Adjustments
SODO Construction $ 7,550,000 $ 1,377,382 $ 9,800,000 $ 11,177,382 ($ 3,627,382)
Subtotal $ 9,120,600 $12,021,416 $ 21,142,016 ($ 4,7&0,923)
9000 Contingency $ 508,450 $ 1,000,000 $ 1,000,000 ($ 491,550)
Total $ 16,869,543 $ 9,120,600 $13,021,416 $ 22,142,016 {$ 5,272,473).
Phase III and IV Scope Increase
- Papa John's Acquisition
- Pinewood Bridge
- Extended Box Culvert
- Park and Bulkhead
- Laskin Road East
- Private Utility Relocation
$1.4-Million
$1.2-Million
$1.2-Million
$1.0 Million
$2.3-Million
$0. S-Million
Laskin Gateway Funding Summary
Original Engineer Estimate
Total Current Appropriations
Current Funds Available (as of 10/03/2011)
$ 28,416,350
$ 33,200,000
$ 6,264,469
Current Cost to Complete Project
Projected Costs to Complete Project
Funding Needed to Award"Phase 4
$ 13,021,416
$39,956,947
$ 6,756,947
October 18, 2011
-38-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Funding Options for
Laskin Gateway Phase 4
- Reduce scope of Phase IV:
^ Bulkhead: $900K of the $1M park renovation.
^ Road Revitalization East of Roundabout : $1.8M of $2.3M
r Not fund or defer funding
Y Staff recommendation =Transfer "Funds Available"
from Roadways Program to Phase IV. Requires:
^ Lynnhaven Pkwy/International Pkwy Project -DEFERRED
^ First Colonial Rd/Virginia Beach Blvd Project -DEFERRED
^ Various Cost Participation CIP -COMMITS All
Fully Funded Laskin Gateway Scope
Design $ 3.34M (8.4%)
Site Acquisition $ 9.66M (24.1%)
Private Utility Adjustment $ 1.72M (4.3%)
Construction $24.24M (60.7%)
Contingency 1.OM (2.5%)
$39.96M
Dud bank $ 5,575,670
Water/Sewer $ 4,110,849
Stormwater $ 3,017,018
Roadway $ 10,188,577
Streetscape/Lighting $ 1,347,534
October 18, 2011
-39-
CITYMANAGER'S BRIEFING
LASKIN ROAD GATEWAY and NIMMO PROJECT
(Continued)
Summary
Request City Council approval to schedule public hearings
and bring forth transfer ordinances on October 25th for:
y Transfer of $5.9-Million to Nimmo Parkway Phase V from
Centerville Turnpike Interim Improvements
^ This swaps funding between the two projects so that Nimmo
can be awarded in FV12 and Centerville can be awarded in FV13
• Centerville project funding to be restored in FY13 budget
^ This keeps both projects on schedule
^ Neither project is underfunded
Transfer of $6.67-Million to Laskin Gateway from the
recommended roadway programs and projects funds
available as presented/amended in workshop
October 18, 2011
-40-
PLANNING ITEMS PENDING
5:49 P.M.
Jack Whitney, Director -Planning, detailed the Planning items to be heard by City Council on November 1 and
November 22, 2011. Detailed items are hereby made a part of these proceedings:
November 1, 2011
The Oceanfront Inn
November 22, 2011
Michael D. Sifen, Inc.
Sean and Julie Cushing
Mother Seton House
Mary L. Kaufman
Caring Transition
Annecy, LLC
CVB -Sections 2100 and 2102
S. L. Nusbaum Realty Company
October 18, 2011
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-41 -
ADJOURNMENT
Vice Mayor Louis R. Jones DECLARED the City Council Workshop ADJOURNED at 6:30 P.M.
A ~ ~r/Od61~
------JG~Y'i%cr(c -------------- -----------------
Beverly O. Hooks, CMC
Chief Deputy City Clerk
uth Hodges Fraser, MMC
City Clerk
October 18, 2011