MAY 18, 2010 WORKSHOP MINUTESCITY OF VIRGINIA BEACH
"COMMUNITY FOR A LIFETIME"
CITY COUNCIL
MAYOR WILLIAM D. SESSOMS, JR., At -Large
VICE MAYOR LOUIS R. JONES, Bayside - District 4
RITA SWEET BELLITTO, At -Large
GLENN R. DAVIS, Rose Hall - District 3
WILLIAM R. DeSTEPH, At -Large
HARRY E. DIEZEL, Kempsville - District 2
ROBERT M. DYER„ Centerville - District I
BARBARA M. HENLEY, Princess Anne - District 7
JOHN E. UHRIN, Beach - District 6
ROSEMARY WILSON, At -Large
JAMES L. WOOD, Lynnhaven -District 5
CITY COUNCIL APPOINTEES
CITY MANAGER - JAMES K. SPORE
CITY A77ORNEY - MARK D. STILES
CITY ASSESSOR - JERALD BANAGAN
CITY AUDITOR - LYNDON S. REMIAS
CITY CLERK - RUTH HODGES FRASER, MMC
CITY HALL BUILDING
2401 COURTHOUSE DRIVE
VIRGINIA BEACH, VIRGINIA 23456-8005
PHONE:(757) 385-4303
FAX (757) 385-5669
E-MAIL: ctycncl@vbgov.com
CITY COUNCIL WORKSHOP AGENDA
18 MAY 2010
I. CITY MANAGER'S BRIEFINGS
- Conference Room -
A. FY 2010 GENERAL ASSEMBLY BUDGET
Reimbursement for Constitutional Officers
Patti Phillips, Director — Finance Department
B. PLANNING ITEMS PENDING
Jack Whitney, Director — Planning
II. CITY COUNCIL
Discussion - COMMUNITY SUSTAINABILITY
4:00 PM
-1 -
MINUTES
VIRGINIA BEACH CITY COUNCIL
Virginia Beach, Virginia
May 18, 2010
Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL WORKSHOP for the City Manager's
Briefing in the City Council Conference Room, re FY2010 GENERAL ASSEMBLY BUDGET, on Tuesday,
May 18, 2010, at 4:00 P.M.
Council Members Present:
Rita Sweet Bellitto, Glenn R. Davis, William R. "Bill" DeSteph, Harry
E. Diezel, Robert M. Dyer, Barbara M. Henley, Vice Mayor Louis R.
Jones, Mayor William D. Sessoms, Jr. John E. Uhrin, Rosemary Wilson
and James L. Wood
Council Members Absent.
None
May 18, 2010
-2 -
CITY MANAGER'S BRIEFING
FY 2010 GENERAL ASSEMBLY BUDGET
4:00 P.M.
Mr. Spore advised they would be talking about the Budget Execution for the current year and it is a great
example of the bipartisan nature of the State government and its relationship with the Constitutional Officers
and Local Government.
Patricia Phillips, Director — Finance Department: FY 2010 General Assembly Budget Actions Affecting
Local Reimbursements for Constitutional Officers: Mrs. Phillips said the discussion would consist of
material received in the last thirty (30) days from the General Assembly affecting FY 2010.
The reductions for the Constitutional Officers, sent from the Compensation Board, will be explained as well as
a few recommendations on how to deal with the reductions. The recommendations of March 15, 2010 were
approved in the Budget by the General Assembly on April 19, 2010, and we were just informed they are
official.
Mrs. Phillips began a PowerPoint presentation, which is appended.
After the presentation, Mr. Wood asked if the Constitutional Officers have City employee positions. Mrs.
Phillips said they do and the furloughs do not affect the City positions. The dollars are strictly for the State -
funded positions in those offices only.
Mrs. Phillips explained the Budget for FY 2010 would end somewhere in the $3.3 -$3.5 -Million Fund Balance.
She noted the FY 2011 Budget is built on using $3.3 -Million of the Fund Balance.
The Sheriff's Special Revenue Fund Balance: June 30, 2009, the fund balance was $4.9 -Million. From the
Budget perspective, $1.2 -Million would be used.
In FY 2011 it is very possible the Sheriff will be close to zero dollars and the Budget will need to be watched
closely. Therefore, it is recommended a General Fund supplement for the Sheriff. Mrs. Phillips further noted
if the $247, 000 is provided, the Sheriff will be somewhere in the $300,000-500,000 range at FY 2011.
Catherine R. Whitesell, Director - Management Services, said the Sheriff in the 2011 Budget, would try to get
prisoners from other localities that are overcrowded and charge those localities. This is not taken into
account in the Sheriff's 2011 Budget. If the Sheriff is able to go this route, this will reduce his use of Fund
Balance.
David L. Hansen, Deputy City Manager, noted if City Council supports this, it is predicted a bare minimum of
Fund Balance for the Sheriff will be $250, 000 upwards without his initiatives to gain revenue through
outsourcing prisoner caretaking. This will reduce the Reserve for Contingencies to about $350, 000. The
Sheriff is content with this arrangement and supports Staff's recommendation. He understands how difficult
these cuts are by the Compensation Board and he will need City Council's support for FY2011.
Councilman Wood asked about the Compensation Board 's cut offifty (50) deputies.
Mr. Hansen said the Sheriff stated in his Briefing he neededfifty-five (55) more positions. Thirty-three (33) of
these positions are manpower studied that says the Sheriff should have thirty-three (33) more Comp Board
positions to do the job that he is currently tasked to do. The Comp Board, nor the City, has funded these
thirty-three (33) positions. Therefore, the thirty-three (33) of the fifty-five (55) positions are not supported.
The Sheriff has twenty-two (22) vacant positions that are Comp Board supported and the City will provide the
annual supplement.
May 18, 2010
-3 -
CITY MANAGER'S BRIEFING
FY 2010 GENERAL ASSEMBLY BUDGET
(continued)
Councilman DeSteph asked how much it costs to feed a prisoner, how many meals are they served a day
and what is required by State law? Mrs. Phillips noted, from a chart of the Compensation Board, the
Virginia Beach City Jail total expenditure for food is $71.19 per inmate per day. The food service is
$2.79 per day, which is probably the direct cost of the food and there may be additional costs for those
serving the food.
Councilman Davis asked what the legal difference is between Virginia Beach and the State with regards to
the maintenance we need to provide and is the State legally or in any way obligated for any of this money
or is it just a hand shake you do this and we may give you money?
Councilman Davis asked if the City is reimbursed for inmate services. Mrs. Whitesell said there is some
obligation in the State Code for them to reimburse the City but practice is diverted from that and it is
subject to the annual State appropriation.
Council Lady Henley asked if the City is using money from the Reserve for Contingency and if the Fund
would be reduced to $365, 000? Mrs. Henley then asked if the June Primary had been deducted and Mr.
Spore said it had.
Councilman Davis asked about a Resolution to put the State on notice. Mayor Sessoms said he felt the
best way to resolve this is to contact the General Assembly Representative, and work with them to let them
know the impact the City is having.
May 18, 2010
FY10 General Assembly
Budget Actions Affecting
Local Reimbursements
for Constitutional
Officers
5/18/2010
1
State FY10 Reductions
► First informed of recommendations:
March 15, 2010
► Final information: April 19, 2010 after
General Assembly approved budget
State FY 10 Reductions
in Reimbursements for
Constitutional Officers
These costs will negatively impact current
fiscal year in the following areas:
1. One -day's pay funding reduction (furlough)
2. Discontinued reimbursement for retirement
and group life insurance costs - 4th Quarter
3. Per diem funding shortfall for the Correction
Center reimbursement - 4th Quarter
5/18/2010
2
1. Furlough
► All positions funded by the Compensation
Board will have a reduction of 1 /249th in the
salary reimbursement to the City.
► State employees have a specified date for the
furlough of May 28; however, Constitutional
Officers and their employees are not required to
take a specified date or to take a furlough at all.
► The locality should make the decision as to the
furlough day for these employees or if the
locality is willing to accept this cost since it will
not be reimbursed.
2. Discontinued
Reimbursement for VRS
Costs for Three Months
► For FY 2010, the legislature eliminated three
months of reimbursement of the employer's
share of retirement and group life insurance
premiums.
► Legislature reinstated reimbursements for FY
2011 and 2012.
5/18/2010
3
3. Fourth Quarter Per Diem
Payment Shortfall
Because of funding reductions as well as
increases in the state inmate population, the
Compensation Board will prorate the
remaining funds across all jail facilities for
the fourth quarter of FY 2010.
► $8 to $4 per day for local responsible inmates
► $14 to $12 per day for state responsible inmates
FY1 0 General Assembly
Budget Actions
Sheriffs Office
VRS Ret & Furlough
Group Life Day Per Diem Total
$207,210 $58,000 $647,712 $912,922
General Fund:
Commissioner of the Revenue $10,640 $2,500 $13,140
Commonwealth Attorney 36,147 9,200 45,347
Clerk of the Court 15,980 1,500 17,480
Treasurer's Office 11,056 2,600 13,656
$73,823 $15,800 $89,623
Total All Offices $281,033 $73,800 $647,712 $1,002,545
5/18/2010
4
Impact of State Reductions
on Constitutional Offices
(in millions)
COR CA CC TRO Sheriffs
FY 10 Budgeted Total Costs $3.84 $7.31 $2.53 $4.97 $35.91
Less State Reimbursements ($0.68) * ($2.49) * ($1.61) * ($0.75) * ($19.38) **
Other Reimbursements (0.13) (122)
City's Share of Costs $3.04 $4.82 $0.92 $4.23 $15.31
4th Quarter Reductions $0.01 $0.05 $0.02 $0.01 $0.91
Adjusted Citys Share of Costs $3.05 $4.87 $0.94 $4.24 $16.22
* Reflects total reductions of $712,723 in 1st quarter
" Reflects reductions of $935,384 in 1st quarter
Impact of State Reductions
on Sheriff's Fund Balance
(in millions)
e at lune 30, 2009
Current fiscal .Year Net Results
Projected balance`
ane
0, 20 10
Fiscal Year 2010
$4.9'
4.1
.3
5/18/2010
5
Recommendations
ffice
Recommendation
2. Sheriff's Office
• Transfer VRS and furlough
costs from General Fund Reserve
for Contingencies ($265,210)
• Loss of per diem to be
absorbed from Sheriff's Fund
($647,712)
► Request Council to approve transfer requests
on May 25, 2010.
5/18/2010
6
-4 -
PLANNING ITEMS PENDING
4:20 P.M.
Jack Whitney, Director of Planning, detailed the Planning Items to be heard by the City Council in August
2010. Detailed items are hereby made a part of these proceedings.
June 8, 2010
DML Design
New Life Presbyterian Church
Urban X -Change II, Inc.
Tommie C. Herring
Virginia Beach City Public Schools
Nimmo United Methodist Church
June 22, 2010
Rory Cliff and Michele M. Carter
New Oak Grove Baptist Church
May 18, 2010
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-5 -
CITY MANAGER'S BRIEFING
COMMUNITY SUSTAINABILITY
4:37P.M.
City Manager Spore advisedhe had given everyone a list of some of the things that had been accomplished
to try and respond to make the Budget process more sustainable and perhaps more effective.
Councilman Dyer said he felt it may be in the best interest, in terms of what is going on, if they were to at
least initiate some discussion now because of some of the economic terms he didn't think they would be
looking at any kind of xanadu any time soon. It was in the newspaper recently about Defense Secretary
Gates wanting to downsize the Military significantly which could have a profound impact on the City.
Councilman Dyer further stated his entire intent was to improve the process with some of the challenges
he foresees the City facing and making that sustainable. In working with the Blue Ribbon Task Force,
there were no better dedicated professionals as well as Catherine Whitesell and her staff. The concern is
not so much that the City is well managed where a lot of people want to come to live. Councilman Dyer's
concern is that what is going on in the future is going to affect our ability to be sustainable. The thought
is to come up with some strategies and forethought. He felt we can anticipate what is coming but part of
the problem is that we can anticipate what is coming and there will be a lot of changes on the State and
Federal level that would adversely impact the City and then we will have to be ready to react quickly as it
comes up rather than wait for the Budget cycle.
Governor Robert "Bob" McDonnell has an initiative to reduce the cost of government by ten (10) percent
over four (4) years to make it more efficient. Councilman Dyer felt there would be a need to downsize all
three (3) branches of government as the money would not be there as it had been in the past. While we
are remarkably an efficient government, he felt we will be challenged in the future.
Vice Mayor Jones and Jim Spore attended a Republican Breakfast where Republican Howell mentioned
that $1 -Billion of additional Medicaid money is needed. Delegate Howell said this money would be
coming out of public safety and education. Eventually all the challenges of the federal, state and local
level are going to cascade down upon us.
Councilman Dyer respectfully submitted advantage is being taken of the Process Improvement Steering
Committee and engaging in discussions. He suggested talking with Mr. Spore and bringing forth a task
force very similar to what Governor McDonnell is doing and work in conjunction with him. Councilman
Dyer spoke with Delegates Villanueva and Iaquinto about the possibility of this being done in a
constructive way. The future is going to be unchartered. Unknown waters will be tough. The public
needs to be informed that the City is working on the problem. By bringing the right people together and
having a constructive task force would be beneficial. The public will have to modify their expectations
about government operations if we are going to use the term "lean out ".
Councilman Wood asked what would be done with the Kellam High School property and the old Linkhorn
Elementary School property, which is very valuable and extremely underutilized. He advised the Clerk of
the Court is an income producer and does not have any support from the State and her staff is underpaid.
Councilman Wood noted that Philip Shucet of Hampton Roads Transit (HRT) used DASHBOARD, a
Microsoft power point, and wondered if this could be used to show the budget process, various projects,
citizen satisfaction and other endless possibilities.
May 18, 2010
-6 -
CITY MANAGER'S BRIEFING
COMMUNITY SUSTAINABILITY
(continued)
Council Lady Henley was concerned about the "budget drivers " for FY 2011 and felt City Council needs
to be kept abreast of how everything is moving forward during the next year. She is concerned with things
that may be beyond City Council's control such as those coming down from the State and Federal
governments. She is also concerned about the number of people hired with stimulus money both in the
City and Schools and asked if these are situations that can be maintained?
Mr. Spore suggested reviewing policies already in effect that may have gone by the wayside. Mrs. Henley
and Mr. Uhrin agreed.
Councilman Davis said he liked the DASHBOARD power point and it had been used in his Company.
Mayor Sessoms noted we have been going year-to-year because of budget times. We had a policy that we
would have the best paid employees in the Region and asked Mr. Spore if that was not still the policy. Mr.
Spore replied it was not the operative policy any more. Mayor Sessoms said as we go through the
Sustainability Program we need to look at whether or not we want to have the best paid employees in the
Region and there needs to be discussions on this. Where does the City want to be ten (10) or twenty (20)
years from now? He asked if things needed twenty (20) years ago are needed now.
Councilman DeSteph felt it was more about asking hard questions and making sure we are doing the right
thing. Does the Animal Shelter need to cost $275 per square foot when a Class A office space could be
built at $125 or $150 per square foot? Is the right cost of an Elementary School $22 -Million and a High
School a $100 -Million? Do all the buildings need to be lead -certified and what is the short/long term
benefit? Why is the Homeless Shelter costing $4 -Million and our Animal Control facility cost $11 -
Million? Where do we want to be in the future and what's the right thing to do? Do we really need to
replace exercise equipment in the Recreation Centers every three (3) to five (5) years or could the
replacement wait seven (7) to ten (10) years?
Mayor Sessoms asked Mr. Spore for insights on where to go.
Mr. Spore thought an update from the Blue Ribbon Task Force with an inventory and setting up a process
to review all the financial policies already in place as to where and what they are and are they still what
City Council would be a good approach. The implementation of the DASHBOARD power point will be
researched.
Councilman Dyer thought restarting the Blue Ribbon Task Force might be difficult but recommended
going forward with another task force.
Councilman DeSteph stated one of the recommendations of Councilman Dyer was to have more joint
Working Sessions with the School Board and General Assembly to help head off some of the upcoming
challenges and problems. Councilman DeSteph felt Work Sessions could be held to work out some of the
issues which would save a lot in the end.
May 18, 2010
- 7 -
Mayor William D. Sessoms, Jr. DECLARED the City Council meeting ADJOURNED at 5:18 P.M.
Gloria S. Winkler, MMC
Senior Deputy City Clerk
th Hodges Fraser, MMC
City Clerk
May 18, 2010