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MAY 20, 2014 WORKSHOP MINUTESCITY OF VIRGINIA BEACH "COMMUNITY FOR A LIFETIME" CITY COUNCIL MAYOR W/LL/AM D. SGSSOMS, JR., At-Lnrge V/CE MAYOR LOUIS R. JONES, Bayside - Distr•ict 4 ROBERT M. DYER. Centeivi[!e - District 1 BARBARA M. HENLEY, Princess Arote - Dish•ict 7 SHANNON DS KANE, Rose Hnll - Dish-ict 3 BRAD MARTW, At-Lm ge JOHN D. MOSS, At-La•ge AMELIA N. ROSS-HAMMOND, Kempsvi[le - Dish-ict 2 JOHN E. UHRIN. Bench - District 6 ROSEMARY W/LSON, At-Lnrge JAMES L. WOOD, Lvnnhaven -Dish-ict 5 CITY COUNCIL APPOINTEES C/TY MANAGER - JAMES K. SPORE CITY ATTORNEY - MARK D. STILES CITYASSESSOR - JERALD D. BANACAN ClTYAUD/TOR - LYNDONS. REMIAS CIT}' CLERK - RUTH HODGES FRASER, MMC ClTYHALL BUILDING 2401 COURTHOUSEDWVE VIRGINIA BEACH, VIRGINIA 23456-8005 PHONE: (757) 385-4303 FAX (757) 385-5669 E-MAIL: crycncl@vbgov.com CITY COUNCIL WORKSHOP AGENDA 20 MAY 2014 L CITY MANAGER'S BRIEFINGS - Conference Room - 4:00 PM A. LYNNHAVEN ACRES NEIGHBORHOOD SPECIAL SERVICES DISTRICT (SSD) DREDGING David Hansen, Deputy City Manager B. THALIA STATION CONVERSION TO EMERGENCY MEDICAL SERVICES David Hansen, Deputy City Manager C. SPOT BLIGHT AT 3105 NEWBERN LANE Andrew Friedman, Director - Housing and Neighborhood Preservation D. PLANNING ITEMS PENDING Jack Whitney, Director - Planning ?SO ^+ , ?;'"? ?GF Ot;R kAt\??+F VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia May 20, 2014 Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL'S WORKSHOP in the Ciry Council Cofiference Room, Tuesday, May 20, 2014, at 4: 00 P.M. Council Members Present: Robert M. Dyer, Barbara M. Henley, Vice Mayor Louis R. Jones, Shannon DS Kane, Brad Martin, John D. Moss, Mayor William D. Sessoms, Jr., John E. Uhrin and Rosemary Wilson Council Members Absent: Amelia N. Ross-Hammond James L. Wood May 20, 2014 CITY MANA GER'S BRIEFING L YNNHA VENACRES NEIGHBORHOOD SPECIAL SER VICE DISTRICT (SSD) DREDGING 4: DO P.M. Mayor Sessoms introduced and welcomed David Hansen, Deputy City Manager. Mr. Hansen expressed appreciation to City Council for their continued support of these projects: May 20, 2014 CITY MANA GER'S BRIEFING L YNNHA VEN A CRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) These projects have three (3) dredging cycles; however, dredging does not begin for approximately three (3) years after approval: May 20, 2014 CITY MANA GER'S BRIEFING L YNNHA VEN A CRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) The first six (6) listed have Ordinances adopted by City Council, the next four (4) are in the petition phase, 11 through 22 have shown interest in the program and the last three (3) failed to meet the criteria, except for Baycliff as they withdrew. May 20, 2014 CITY MANAGER'S BRIEFING L YNNHA VEN A CRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) Below is a map of the SSD Projects: Neighborhood SSD Program ' Status (412a12ou?.) , . ' ._ TRtlWffi?' . DqCU6E7RAN5FE0. . ? WITCHDUCK ??R??N. 1N1Y?1? _~_ HEBDPNCOVE ?? WITCUVUCI( f t5ti}`bla2tA7]6H ? ''? ?rvtNR ? ? K1 4 VE ? • .. pNC1PO5ED ' ? ... DBEUGE'{R.?NSYPN - . ': ? ET???,??pp?,????? TNNHAVENAC 5 ?? Sf.4T10N ? ' ?. ? Leeend. ?: ?. DMMA Y' , 'fItA1.U?TRANSfER ? SGp Ord- EviaFli.had . ? ?bTAT10N \ ? ?- InterenlPhase . ? ? .4• - Fn%IntemiNn[nchievcd ? ` ? - IJizpovlArcalT-fec-SOtion . • This project has eighteen (18) potential participants: May 20, 2014 CITY MANA GER'S BRIEFING L YNNHA VENACRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) May 20, 2014 CITY MANAGER'S BRIEFING L YNNHA VENACRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) The project includes eighteen (18) properties and will result in a 65.4 Cent per $100 increase: May 20, 2014 CITY MANAGER'S BRIEFING L YNNHA VENACRES NEIGHBORHOOD SPECIAL SERVICE DISTRICT (SSD) DREDGING (Continued) Below are the Staff recofnmendations: Mayor Sessoms thanked Mr. Hansen and the City Staff for their work on this project. May 20, 2014 CITY MANAGER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCYMEDICAL SERVICES 4:09 P.M. Mayor Sessoms welcomed David Hansen, Deputy City Manager. Mr. Hansen acknowledged and thanked Chief Steve Cover and Chief Bruce Edwards for their work on this project as well as City Council for their continued support of this project: Thalia Station Revitalization & Conversion Once the conversion of the sixty-(60) year old building is complete, the new EMS Building will have 2 bays, a carport, 3 bunk areas, dayroom and an office. Also, the building will be in compliance with the ADA: ; ? r ? ' - f ` I = !1 l-o ? ,- . J ? . _ con . ? :.. ?. . M1T __ --- ? ?n ..I . ?? ? Z ?.. ! ? - ?? `-- --- ' : 3,007 sf 2 Bays Carport 3 bunk areas . ., .. -. _ _ ', .. - - . - ' Dayroom i -- b Office ADA compliance May 20, 2014 Additional Funding Request 20 May 2014 DCM Dave Hansen Chief Bruce Edwards Chief Steve Cover CITY MANA GER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCY MEDICAL SER VICES (Continued) Based on the City's expertise, the project was estimated to cost $735, 000: Thalia Station Revitalization & Conversion Government Estimate Cost Estimate ? Design $90,000 ? Construction o Civil/Access Road $122,000 oArchitectural $324,000 o Mech/Elec/Plumbing $57,000 oAlertingSystem 50000 Construction Total $553,000 ? Ff&E $25,000 ? Contingencies 67 000 Total Project $735,000 The low bidder failed to provide a Small Business Participation Plan and was deemed unresponsive Bid Opening Results April 10, 2014 • Galaxy Construction, Inc. $798,000* • Contracting Solutions, Inc. $813,969 • R.D. Lambert & Son, Inc. $878,900 • Riesbeck Contracting, Inc. $916,660 • Noah Enterprises, Inc. $934,800 ' Failed to include a Small Business Partitipation Plan-nonresponsive. May 20, 2014 CITY MANA GER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCYMEDICAL SERVICES (Continued) The second lowest bid has a$275, 000 shortfall: 2nd low Bid Shortfall TM1a1ia EMS Conversion Bude? Current 11-Apr-14 CIV BudaM Spento? Committed Wntlz /+vailable Pevisetl Bud¢et Currenl ShoMall pezign $ 90,000.00 $ 88.736.W 5 1,274.00 $ 90,000.00 $ - ConS?ruRion $ 553,000.00 $ - $ 553,00000 $ 813,%9.00 $ 360,969.00 FF&E $ 15,000.0U $ - $ 15,00000 $ 15,- $ - Contingenry 5 67OO0W 5 11775.J0 5 49234.30 $ 81031.W $ 14031.00 Total $ 735,000.00 $ 106,501.10 $ 618,498.30 $ 1,010,000.00 $ 2]5000.00 Contingency Extrapolation of Lump Sum Bid • Complete Dredge Facility Road $ 146,514 • Parking Lot/Entrance Apron/Sitework/UG Elec. $ 130,236 • Demolition of 2 bays/Slab Footings $ 48,838 00 Building Renovation $ 447,683 • Interior/Exterior Hazardous Materials 40,698 Second Low Bid Total $ 813,969 3007 sf $149 /sf . , ? ? ?. '--*- t--?-. ' PAOne/Network/Data 13,i00.00 NewzOaPerAG 1,362.14 VirginiarvaturalGas 2.-- Dominion Vower l 8)3.36 I),>l5.)0 May 20, 2014 CITY MANA GER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCYMEDICAL SERVICES (Continued) The City has a standard of excellence in buying and constructing buildings that are modern and ADA conzpliant. Have we Value Engineered the job to reduce costs for a rebid? The plans developed reflect the standards of excellence tor investing in a new/fully renovated public building Staff review of the work items does not result in recommending the elimination of any major work item - Keep the existing concrete apron but the existing apron is in terrible shape. - Eliminate the carport but additional EMS vehicles would be staged uncovered. - Eliminate relocation of the Dominion VA Power pole in the middle of the rear parking lot that feeds the baseball field lighting to reduce some of the electrical costs but the pole is an accident hazard in the current location. - Eliminate the staff area sleeping bunk area and only provide a large dayroom area. - Slabs in the existing bathroom, office and supervisor's bunk and zone bunk area have to come out to facilitate the new plumbing and new restrooms and compliance with ADA code. - Roof is well beyond any life expectancy we would ever contemplate. - Entire electrical needs to be replaced and upgraded. What are the costs comparisons of renovation vs. new construction Staff researched other localities that recently built EMS Stations similar to this project to compare costs. Wake County, North Carolina built two (2) new stations recently at a cost of $305 and $330 per square foot: Wake County N.C. Durrant EMS Station & Bear Creek EMS Station • 2 new EMS stations in last two years • 3,275 sf at $305.00/sf • 4,000 sf at $333.00/sf • VB estimate for complete demo & rebuild between $250.00/sf and 5300.00/sf • Estimate of new construction for 3000sf is: $750K - $900K •+6 month delay to modify design, total demo and award contract May 20, 2014 CITY MANA GER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCYMEDICAL SERVICES (Continued) After review of all of the factors, Staff recommends to proceed with the renovation of this building: StafF Recommendation Supported by Councilman Wood r Cost to renovate ($447,683) is significantly less than constructing new (+$750,000) - Proceed with renovation := $317,443 additional work items needed for either COA • Dredge transfer road completion • Parking lot and Dominion Power pole relocation • Hazardous material removal & handling r Authorize funds transfer at 27 May Council Meeting 1ne¦«nartl r Issue intent to award 28 May NTP renovation NLT 1 Aug j Complete project in 180 days (Ribbon cutting 27 Feb 2015) Below is a breakdown of the additional $275, 000 needed for this project. Finding Additional $275K ?$125,000 from Public Works CIP projects (list below) ?$30,000 from EMS accounts (unused OT and EMT training funds) ) ?$120,000 from ECCS accounts (unused ANI/ALI maintenance funds) Thelle EMS iuMing Sources 35-Apr-30 FundsNeport Pottrttlal a o rllll fortransfe? Cl?eupeeke Bearh Flrt 3-2N SUfian $ 32A96.93 BaWnmleklnfM1ea¢ounLP.1- tlone $ 32,000.00 3-317 PolkeSpeclalOps $ 19,0)8.01 WuplefM1ln6skk[own0up $ 13,000.00 3-OZl TownCeMerFlrtSL[lon $ 162?I39.03 Stlllhavewmeprocuremm4Wdo $ 33,000.00 Varbuse106s-NVAt 3-136 Pepkcements $ 1,3G6,630.06Ee.ekedforschl0er,$Z0.- evelleblebrHVACe[TMlle $ 24,000.00 CR -Firc Sution RkNn` 3- Syslem $ 960.100.00 TM1aluertlme(efor 150.5was$25,000 $ 35,WU.W Totel fuMSAVallebk forTnn0er $125,000.00 May 20, 2014 CITY MANA GER'S BRIEFING THALIA STATION CONVERSTION TO EMERGENCY MEDICAL SER VICES (Continued) City Council Discussion Mayor Sessoms thanked Mr. Hansen, Chiefs Cover and Edwards and the City Staff for their work on this project. City Council directed Mr. Hansen to move forward with the renovations. May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE 4:25 P.M. Mayor Sessoms introduced and welcomed Andy Friedman, Director - Housing and Neighborhood Preservation. Mr. Friedman stated the purpose of this Briefing is to give the City Council options; and, based on the City Council's direction, an Ordinance will be presented for consideration: WHaT zs SYOT I>zIc;HT _1BATEMENT? The authority granted by the Commonwealth to localities that allows us to acquire or repair any individual property designated as "blighted" by exercise of eminent domam. "Spot" blight means that the authority applies to only one location, rather than an area. Allows the city to hold, clear, repair, manage, or dispose of such property to eliminate blight; and to recover all costs associated with such action from the owner(s) This is the highest level of municipal code enforcement and is only used as a last resort to obtain compliance. Council adopted this authority in September, 2000. DANP has asked, and Council has approved, use of this authority four times since it was adopted. May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) «'HA'P Cf?\STITL'I`FS A"BLIGHTFD PIt C3F' EIZ'I'Y `Y, Per City Code Section 16-39(b) "Blighted Property" means any individual commercial, industrial, or residential structure or improvement that endangers the public's health, safety, or welfare because the structure or improvement upon the property is dilapidated, deteriorated, or violates minimum health and safety standards 81 Pt?PPt:)SF. C)F T(?I}AY'S BPIEFI?v'G To provide information to Council on the property at 3105 Newbern Lane that staff believes is appropriate for the exercise of the spot blight authority. Council direction is sought on two issues: One - does the property meet the criteria under the code for the exercise of this authority? Two - if so, Council's direction on the preferred action is sought. Upon Council direction, the appropriate action items will be prepared for consideration at the June 3rd Council meeting (unless no action is ' desired). ? May 20, 2014 CITYMANAGER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) Below is information and case history on the property: I'RonFRTY TNFO 8; CAsE I-IlsTc?RY :. Located in Lynnhaven Colony off Shore Dr. by the Lesner Bridge Owner, Russell Gallup, Jr. resides in Suffolk 1?vo dilapidated structures on the property - the main house and the bulkhead Vacant for over 14 years Condemned in 2005 for being an open/vacant nuisance structure °;. 40 notices of violation have been issued : Owner is non-responsive despite court convictions and fines DHNP demolished another property owned by Mr. Gallup in Witchduck Point in 2010 after it was severely burned and he failed to respond ??- ? May 20, 2014 CITY MA NA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MA NA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) Below are important considerations: CC):vS1T?FR<1TiONS The main structure is in a state of disrepair with evidence of moisture damage The bulkhead is completely dilapidated and the rear/side yard are eroding into the Lynnhaven River : Has been a blight on this community for many ; years and the subject of numerous complaints > Staff has attempted to work with the property owner to bring the property into compliance Court action and fines have not been effective ? The following slides provide options for City Council to consider: OP7`IO\S F<?R ACTIC)=V We are presenting three possible action options. > In addition to this, a"no-action" option is possible, meaning that we continue with ongoing abatement of weeds and grass without : addressing the property ownership or the structure or bulkhead. The location of the structure in an area subject to repeated flooding suggests that if Council determines that acquisition is the appropriate action, we should delay making a final determination regarding sale of the property ' until it can be done in alignment with plans =y, under development to address flooding issues. May 20, 2014 CITY MANAGER'S BRIEFWG SPOT BLIGHT AT 3105 NEWBERNLANE (Continued) AP:1TF:lt.F.NT OPT.TC)Iv l -AC.'-Qg;dRE A'ii3 R?SELL (rECOMaIF"NDED) Acquire the property through voluntary sale or eminent domain Declare it to be excess property and offer it for sale Require the purchaser to either repair the existing home ar demolish and rebuild a new home ? Require the purchaser to demolish and rebuild the bulkhead and restare the shoreline area ' The property could be owner occupied or resold without restriction for either owner occupancy or rentaL - NOTE: To partially eliminate the blighting inIluence. the city can contract for .. the removal of the dilapidated sections of the bulkhead prior to resale Results of Action .?' 0 ? ? ? ?+?.a 3t?t- '?? ? ?????p??,? ? ; m:?,. s i?a Public, then Fully Occupied High initial cost; assures private again repaired or after eventual re-use of property and rebuilt after completion elimination of blight; slight risk i, completion of process of not recovering all costs t" -- 'of process COS'I'S I? t7R QP'I'IC):ti 1 ? Item Amount Explanation Advertieing, legal, apVraiaal $3,000 Ti41e xearch, apDraiaal, etc. .. and holding coete . pcquisition R'L'aQ000 AVPraiFed value in current condiGion . ConLingency for unanticipaled $3.000 Additional repairs aF needed and/or abatkmenl ezpeneeF corEe Esl,imated Bidkhead $10,000 OpLionai. bul will re.duce commimft.c concern demolition enet during the reeale procesF I.iens due 51.831 Ou6slanding liens againe6 Lhe propert_v .. Subtotal Project Cost $ 267,831 WithotrtdemoliLion of the bulkhead ' Ne0 projecl. coek after Gen ' repaymenf $266,000 Net project cost after Proc-ds from the sale will be re[urnnd tn the resale (unknown) general fund. . May 20, 2014 CITY MANAGER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) ABArri ??IE NT apzic>_ti `? - R,?PAi3ti Q?LY fThe city would contract for the repairs to the main structure and bulkhead Results of Action . , AME 2 Private Fully Remains in Aighest risk of not recovecing repaired or control of costs; likelihood otcity rebuilt after the property continuing to maintain the completion owner property; likelihood of main . of process structure and bulkhead falling back into disrepair COszs f?OR C)PTzoti `? Item Amount Explanation Advertiaing, legal, appraisal $3,000 Title nearch, appraisal, etc. and hdding costs ConLingency for unanticipat,ed $3.000 expenFen F.stimatzd repair wetF- main $35,000 HLtUCLUCe Eelimaledrepaircoeta - $75,000 bulkhead Total Project Cost $116,000 Additional repaira aA needed and/or aliatemen[ rnete May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) AF3ATE--N%IL:NT OP`I'IC}N 3 - L)F:l%1(?L[TI(lN ONLY ; Demolish the main structure and the dilapidated sections of the bulkhead l," qA ' ',-,.? ?.? ? W; UZI Private Blight Vacant Lot Blight is eliminated; bulkhead . eliminated still must be reconstructed to prevent further erosion; . likelihood of city continuing to maintain property CasTs FOIt 01"T1oN 3 ? -? Z1, ff? cW 4 i ? ? . _.? ?,. , a : .? Item Amount Eaplanation Adverfising.legal. apprainal $3,000 Title Fearch, apprainal, etc. i. flnd holdfng coaLe Cnntingency for imanficipated $3.000 Additional repairn ae neeAed and/or , pxPpoH,s nbaLLment costh Fetimated demolit.ion coete - $10.000 main eLructure Estimated demolition cosle - 9i1Q000 . bulkhead Total Pmject Cost E26,000 . ( ? 'May 20, 2014 CITY MANA GER'S BRIEFING SPOT BLIGHT AT 3105 NEWBERN LANE (Continued) Staff recommends ACQLIIRE AND RESELL of this property: ST<'lI?F PECf)11MENI)A'1'IC)\ -AC`,QUIRE AND RESF...IJi.a Approve an ordinance declaring the property blighted Authorize a transfer of $267,831, to the DHNP operating budget to carry out the acquisition and resale process > Upon Council direction, staff will prepare the necessary ordinances for Council action on June , 3, 2014 ? Prepare disposition proposal for Council consideration in alignment with plans to address flooding issues Thank you! Council comments and questions. ?i Mczyor Sessoms thanked Mr. Friedman and his Stafffor their work on this property. May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING 4:40 P.M. Mayor Sessoms introduced and welcomed .Iack Whitney, Director - Planning. Mr. Whitney stated the purpose of this Briefing is to provide City Council with the upcoming Planning items for consideration: Mr. Whitney advised the following fourteen (14) items are scheduled to be on the June 17, 2014, Agenda: May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) PRINCE55 ANNE ._. r... ... . . ... _e .__. ? ? ?' ?nenge ot °.n,g f- A6-1?d6-2 ia A6-N2t&-?5? May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANAGER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANAGER'S BRIEFING PLANNING ITEMS PENDING (Continued) ?a` ??? 1 v e : . . a ?, .. . .. 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'4? _ ?! --- . . ,_ - ,?- ?- ?_? a:--??- ??`-------- ?..,a - -- , 7 ?.._.._ ? I .. ??. ; j .voA -- May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) KER+IPSYtLt,E May 20, 2014 -¢w.1-1m cMwn-,m.,+x.h. oc+„ sw-a P-- CUP-Fruckand 7railerRentals CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Cosztinued) May 20, 2014 CITY MA NA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) ?raSnCESS ANNE R-QAA May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Cosatinued) May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) May 20, 2014 CITY MANA GER'S BRIEFING PLANNING ITEMS PENDING (Continued) Mayor Sessoms thanked Mr. Whitney and his Stafffor their work. May 20, 2014 ADJOURNMENT Mayor William D. Sessoms, Jr., DECLARED the City Council Workshop ADJOURNED at 5:00 P.M. Amanda Finley-Barnes, CMC ? Chief Deputy City Clerk th Hodges Fraser, MMC City Clerk City of Virginia Beach May 20, 2014