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APRIL 11, 2017 WORKSHOP MINUTES -1- tye- ram/ GF OUR IWO .J VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia April 11, 2017 Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL'S WORKSHOP in the City Council Conference Room, Tuesday,April 11, 2017, at 3:30 P.M. Council Members Present: Jessica P. Abbott, Robert M. Dyer, Barbara M. Henley, Vice Mayor Louis R. Jones, Shannon DS Kane, John D. Moss, Mayor William D. Sessoms,Jr., Rosemary Wilson and James L. Wood Council Members Absent: M. Benjamin Davenport ill John E. Uhrin April 11, 2017 -2- ADD ON Mayor Sessoms announced a Resolution will be considered next Tuesday for the re-designation of a road in the name of Martin Luther King,Jr. April 11, 2017 -3- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) CLERK OF THE CIRCUIT COURT 3:30 P.M. Mayor Sessoms welcomed Tina Sinnen, Clerk of the Circuit Court. Mrs. Sinnen expressed her appreciation to City Council for their continued support. The Circuit Court Clerk's Office performs over 800 duties according to the Code of Virginia: VA. BEACH CIRCUIT COURT CLERK'S OFFICE Budget Workshop April 11, 2017 Tina E. Sinnen,Clerk The Department's Budget decreased by 1.4%from FY2016-17: Clerk of the Circuit Court Operating Budget Change FY 17 FY 16-17 FY 16-17 FY 17-18 FY 17-18 Amended to FY 18 Program Unit Amended FTE Proposed FTE Proposed Total State& City Budget $3,380,649 57.0 $3,428,563 57.0 $47,914 1.4% Combined State Budget $1,929,288 52.0 $1,931,111 52.0 $1,823 0.1% Reimbursement City Funded Salaries,Fringes $1,451,361 5.0 $1,497,452 5.0 $46,091 3.2% &Operating Costs Total $3,380,649 57.0 $3,428,563 57.0 547,914 1.4% April 11, 2017 -4- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) CLERK OF THE CIRCUIT COURT (Continued) Below is an overview of Circuit Court Clerk's Office activities: Conclusions In times when real estate numbers are down,we are still an excess fee office. This means that we pay for ourselves and then some. We are still paying for our own technology in the office,which is a huge savings to the City,and the entire city uses my land records system,making their jobs easier and more efficient We have worked very hard to coordinate new rules with DMV to ensure that driving records of Virginia Beach residents are as accurate as possible. We asked for help a couple of years ago from Jim Spore and Aubrey Layne,and we are finally seeing a finished product. We now house a Marriage Commissioner right in our office. This has been a huge hit with the public. No other Clerk's Office is offering this to their constituents. Side note:Valentine's Day we had a little snowfall,and the surrounding courthouses closed. Virginia Beach remained open,and we officiated over 50 weddings that day in our office. Mayor Sessoms expressed his appreciation to Mrs. Sinnen and the entire Department for a job well done. April 11, 2017 -5- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PLANNING AND COMMUNITY DEVELOPMENT 3:40 P.M. Mayor Sessoms welcomed Barry Frankenfield, Director. Mr. Frankenfield expressed his appreciation to City Council for their continued support: �WN a6,�t Planning and Community Development Department FY18 Budget Review April 11,2017 Barry Frankenfield &Team The Department's Budget increased by 5.5%from FY2016-17.• Planning and Community Development Department Operating Budget Program Unit FY 16-17 FY 1617 FY 17-18 FY 17-18 Change FY 17 Amended to FY Amended FT/ Proposed FTF 18 Proposed DNactors Office 51,969,571 11 $1,721,721 14 (247.850) 176% (SO Programs 786,280 7 0 0 i 786 2801 Comprehensive 414224 397 0 0 (411 224) Planning Planning 447,522 4 1,330,039 13 882,517 197% Administration Zoning Administration 1,227,536 14 1,198,731 14 (28.8051 2 3% DSC 2.396,718 26 2,342417 25 (54 301) 2 3,. Bldg.P.00918 3,961,626 52 3,933,172 52 (28.454) 0 7% Inspections Strategic Growth Areas 845,850 7 933,688 8 87,838 10.4% Transportation 232,478 2 232,956 2 478 0.2% Planning Mass Transit 6,351,497 0 7,703,938 0 1,352.441 21.3% Trolley Mass Transit 832,502 0 1,586,934 0 754,432 90.6% Parting Enterprise 5,133,430 6 5,001,954 6 (131 416) 264: (253 Fund) Future CIP Commitments 40,972 0 0 0 (40,9721 (169 Fund) Total 324,637,206 132.97 $25,991,550 134 31,948,944 5371 April 11, 2017 -6- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PLANNING AND COMMUNITY DEVELOPMENT (Continued) 53% of the Department's Budget is from the General Fund with 41.9%expenditures for Personnel: FY 2017-18 Budget Revenue by Category or by Fund Budget by Expense Category Total:$25,985,550 Total:$25,985,550 5586,686 5455,285 $1.586.934 5737.166, ll $5,001,954 ■General City Support(53%) •personnel(41.9%) •Planning Services Fees(20%) •Operating(53%) •Parking Enterprise(19%) Reserves&Transfers(2.8%) ■Water&Sewer Fund Transfer(2%) •Capital&Debt Servke(2.3%) ■Tourism Investment Program Fund(6%) Below are the Department's Significant Issues: Planning and Community Development(PCD) Significant Issues • No new fees or fee increases. ()Q • Continued retirement of long • tenured employees,focuses need ` for training and technology ——.—•-------- resources to support efficiency and EFL - _ - clarity of mission. -= • Embracing change and innovation. _ _ - • Integration of web presence, . —_„r- Accela and existing -�__-: ----- codes/ordinances to produce a seamless customer service -- experience. aium • Higher than usual true-up from t1K FY16 HRT Transit Services. Mn a°muh1 April11, 2017 -7- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PLANNING AND COMMUNITY DEVELOPMENT (Continued) Below is the Department's Organizational Chart: Planning and Community Development(PCD) Organizational Chart oprtment 1grWp trim hrrlrrWd I 1 Dreno/i pale,and Planing Zoning 1ITII*4r•ept hrmug De.ebonvm Sews.. Mane{ement as.,090rt agO,atetnn /dmi r-,t..len Yen/thM 44nP Inspections Canter Senn..Dlrsion. Cprtirenershhe 13111'1 11/R'e plowing/ S2 Firs n FTC. 14 FTC. 1 Wu. Trwsportet.n I Van* Woe* 1Yaw* 11e+p •Waving/peak 1Temp 4lempr 1 teen ppW ion Tran d/ Mo., Yppel altlaal•e- lg R[Y dam• - IYerr11 _1_ lima Ylrrr Fit~•w The Department oversees six(6)significant Boards and Commissions. I_ gtj are required by and regulated by State or City Code. 11e...epr ••Total number of ETE's listed includes vacant and new positions Ilr.rrer The next three (3)slides detail the Department's Accomplishments: Planning and Community Development(PCD) Accomplishments • Significant improvement in meeting plan --- review deadlines. City designated •• Better collaboration with customers and 'Certified Local Government'by other Departments and Agencies. National Park Service • CityAuditor found that overall"internalforPreservation Historic efforts. controls over financial operations is working effectively".Department is 0 PIZImiv„tc implementing greater controls with this budget. -- —" April 11, 2017 -8- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PLANNING AND COMMUNITY DEVELOPMENT (Continued) Planning and Community Development(PCD) Accomplishments • Department of Human Resources Congratulations! Winner of the 2016„ performed desk audits of each FTE in UU VISION AWARD s PCD. Best--�b&c/Pnyute�i,' Partnership in Virginia • Planning Commission went almost F.--� paperless with iPads,digital agendas and staff reports. of _ -+- :_• • iFly/Aqua Project named best public/private partnership this year by 111111134 VA Urban Land Institute. ""' __ O MIME " Planning and Community Development(PCD) Accomplishments • Office renovations to create a welcoming customer service - experience has been designed, ` .143 phased,cost estimated and are t, -" underway. • Parking Management accredited by the International Parking Institute. INTERNATIONAL INKS KING April 11, 2017 -9- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PLANNING AND COMMUNITY DEVELOPMENT (Continued) Below are the Department's Major Budget Changes: Major Budget Changes • Mass Transit Operations Cost Increases include: • FY 16 True-Up • Bayfront-Oceanfront Seasonal Shuttle • Additional bus to serve Route 33(Oceanfront-Red Mill-Princess Anne Bus Route) • New FTE's • Financial Administrative Assistant • Historic Preservation Planner III • Accela Legislative Management • ',tlel L . 9 Mayor Sessoms expressed his appreciation to Mr. Frankenfield and the entire Department for a job well done. April 11, 2017 -10- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES 4:08 P.M. Mayor Sessoms welcomed Robert S. Montague, Jr., Director. Mr. Montague expressed his appreciation to City Council for their continued support: 7 .-,:t0- '- Public Utilities Budget Workshop April 11,2017 Robert S.Montague,Jr. Director Below is the Department's Mission: I Mission Provide the highest quality and most reliable public water supply and wastewater collection services at the lowest practical cost. April 11, 2017 -11- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES (Continued) This is an overview of the City Services Bill Affordability Ad Hoc Committee and their recommendations: City Services Bill Affordability Ad Hoc Committee • Committee assembled by Council - _ Member Kane to evaluate options -- _`-?_°, ......... ....... for making bills more manageable • - _ ■ Presentation given to Council •= December 6,2016 ■ Recommendations included: - • Shift to monthly billing cyclevegrENIEM • Increase funding to Water Assistance r.a..-_ NEL Program and review eligibility criteria The City Services Bill will be transitioning to monthly billing which will allow more efficient household budgeting. Also, the Water Assistance Program will be increased by$100,000: Response to Recommendations • Monthly Billing ; 00. r • Scheduled to begin July 1,2017 - • Customer Benefits • More efficient household budgeting I • Better alignment with other utility bills \ • Timely water usage information • Budget Impact-$667,684 • Three account clerk II positions to support billing($160,437) • Additional costs of paper,printing and postage($412,000) • Additional support to City Treasurer($95,247) • Contracted Meter Reading • Water Assistance Program • Increased funding by$100,000 April 11, 2017 -12- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES (Continued) Below are a few of the Strategic Initiatives: Strategic Initiatives Vacuum Sewer System Improvements • Expansion of pilot monitoring system • Feasibility study for gravity sewer system at the south end of Sandbridge , • Improving capability for emergency response Mobile Dispatch • Scheduled to begin April 22,2017 1101 lr • Phase I—Business Division and Meter Operations • Phase II—Operations Bureaus ` ' '', • System Highlights • Manage Service Costs 416 • Improve Customer Service • Increase Resource Utilization and Productivity There is no recommended Rate Increase for FY2017-18: No Rate Increases for FY 2017-18 Average monthly single-family residential bill at 6,000 gallons: Fiscal Year Water Supply Wastewater Total Water+ Collection Sewer 2012 $30.87 $22.12 $52.99 2013 $30.87 $24.86 $55.73 2014 $30.87 $27.76 $58.63 2015 $30.87 $30.81 $61.68 2016 $30.87 $30.81 $61.68 2017 $30.87 $30.81 $61.68 2018 $30.87 $30.81 $61.68 4 I April 11, 2017 -13 • - CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES (Continued) The City is 2nd in the Regionally Competitive Water and Sewer Rates: Regionally Competitive Water and Sewer Rates Monthly Water and Sewer Charges for Fiscal Year 2017 $100.00 Combined: $1211.34 $80.00 172 43 $60.00 see Combi s+ $t2.7ned1 Combined: Combined: Combined: $61.68 $70.10 $55./3 Nr.n $40.00 $x.» e00 a1 $30 e1 ee scr $33 sNa $20.00 $0.00 Virginia Beach Norfolk Portsmouth Suffolk Chesapeake ■Water 6.000 gallons •Sewer The Department's Operating Budget increased 1.8%from FY2016-17: Public Utilities 0•eratin: Bud:et FY 16-17 FY 16-17 FY 17-18 FY 17-18 Change FY 17 Program Unit Amended to FY 18 Amended FTE Proposed FTE Pr•.osed Director's Office $455,011 3 $442,846 3 (12,165) -2.7% Engineering Division 10,533,167 88 10,507,201 88 (25,966) -0.2% Lake Gaston 3,300,000 0 3,278,393 0 Facilities (21,607) -0.7% Water Services 25,294,000 0 25,789,880 0 495,880 2.0% Contract Operations Division 30,353,451 253 33,600,413 253 3,246,962 10.7% Business Division 9,035,812 70 9,734,101 73 698,289 7.7% Debt Service 24,809,333 0 21,794,421 0 (3,014,912) -12.2% Retiree Health Care &Reserves 1,507,164 0 2,279,409 0 772,245 51.2% Transfers to Other Funds 18.466.048 0 18.499,445 0 33.397 0.2% Total $123,753,986 414 $125,926,109 417 $2,172,123 1.8% April 11, 2017 -14- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES (Continued) Below are the Department's Expenditures: FY 2017-18 Expenditures Reserves and Transfers_ Personnel 16% 25% Debt Serv,ce 18% Contractual Services _8% Capital Outlay 3% Internal Services 2% Suppbes and Other Water Services Charges Contract 21% Below are the Department's Revenues: FY 2017-18 Revenues Sewer Charges 52% Water Charges 144„,„ 41% Miscellaneous Revenue 1% Federal Interest Water and Sewer Transfersfor Reimbursement line Connections Billing Support 1% 3% 2% April 11, 2017 -15- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC UTILITIES (Continued) Below are a few of the Department's Highlights: Budget Highlights ■ All current services are maintained and funded within current rates and r aG existing revenues. ■ Cash Funding of FY 2018 CIP • Aging Infrastructure • Regulatory Mandates ■ Monthly Billing Mayor Sessoms expressed his appreciation to Mr. Montague and the entire Department for a job well done. April 11, 2017 -16- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS 4:35 P.M. Mayor Sessoms welcomed Phillip A. Davenport, Director. Mr. Davenport expressed his appreciation to City Council for their continued support: Public Works Budget Workshop April 11, 2017 Phillip A. Davenport r 4•P.W•P Below is an overview of Today's Presentation: Presentation Overview • Operating Budget —General Fund — Fleet Management Internal Service Fund —Storm Water Utility Fund —Waste Management Enterprise Fund • Buildings&Assets CIP-briefed on February 28, 2017 • Roadways CIP-briefed on March 7, 2017 • Coastal CIP-briefed on March 7, 2017 • Storm Water CIP-briefed on March 14, 2017 April 11, 2017 -17- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The Department maintains 375 signalized intersections, over 3,400 lane miles of VDOT recognized streets, 59 bridges, over 1,200 miles of Stormwater pipe, over 160 miles of off-road and over 450 miles of roadside ditches and 15 Stormwater pump stations: What do we do? • Operate and maintain the traffic signal system • Maintain streets and bridges • Dredge the Rudee Inlet and maintain navigational aides • Building Maintenance and Facilities Management • Program and project management of the City's Roadway,Coastal,Stormwater and Building projects • Operate and maintain the stormwater system • Construction management and Inspections • Payment of Utility Bills and Energy Management The Department's Operating Budget decreased 12.77%from FY2016-17: Public Works Operating Budget Program FY 16-17 FY 16- FY17-18 FY 17.18! Change FY 17 Unit Amended 17 FTE Proposed FTE Amended to FY 18 Proposed General Fund $66,693,671 447.88 $67,807,041 458.88 $1,113,370 1.66% Waste Management $44,893,885 157 $40,511,307 157 -54,382,578 -9.76% Fund Stormwater $39,859,683 190 $41,951,617 203 $2,091,934 5.2% UUity Fund City Garage ISF $13 298,260 78 $13,641,308 79 $343,048 2.6% Fund Fuel $5,475,919 0 $5,638,349 0 6162,430 3.0% Multimodal Transportation $26,228,682 0 0 0 -$26,228,682 -100% SR Fund Capital Project $1,134,489 8 $379,525 3 -$754,964 -66.5% Fund Other Funds $6,172,315 22 67,185,765 25 $1.013,450 98.1% Taal $202,627,415 90288 $174735,387 925.88 -525,887,028 -12.77% April 11, 2017 -18- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The Department will begin providing Beach Operations to Sandbridge similar to the Oceanfront which are trash collection and clean up: Other Funds Fund FY 16-17 FY 16- FY17-18 FY 17- Change FY 17 Amended 17 FTE Proposed 18 FTE Amended to FY 18 Proposed Parks&Recreation $2,635,333 4 $3,100,000 4 $464,667 17.6% Fund Tourism Investment $2,387,493 18 $2,713,545 18 $326,052 13.7% Program Fund Sandbridge Special 0 0 $972,695 3 $972,695 100% Service District Grants $15,000 0 $20,000 0 $5,000 33.3% Consolidated Fund Total $6,172,315 22 $7,185,765 25 $1,013,450 98.1% Below are the Department's Revenues: FY2017-18 Public Works Budget Revenues w,.5ao..Iuwrvnl .4♦ 14i 54I9,41 : 24, fl],,IiwM o14.M4 ItY SI1641.10.. SN Omni i4nN4r• TnnM fi.ufAs• ,a4.t, � IY Goa f*VOOT 04N.Iv.n• N eV. ST,I,,7, iOl GF Support $22.0 million 12% Revenue and Fees $154.6 million 88% Total Budget $176,735,387 April I I, 2017 -19- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the Department's Expenditures: FY2016-17 Public Works Budget Expenditures r.« DRnrNeat Ire iktmlt $11ea1.3es oar W fetn,e07,n>,a1 71R Wade Meweewmrene 77R Total Budget-$176,735,387 Below are Accomplishments of some completed CIP Projects, as well as projects under construction in FY2017: Selected Capital Project Accomplishments Selected Completed Projects Selected Projects Under Construction in FY17 • Leaner Odds.Wmaboud San($53AM) • Leans Bridge Eastbound San(562.dM) • LynMaren Parkway • 1lotand Road Phase VI l$64.0M) Phase A(5392M) • Wtc duck Road Phase It($60.6M) • Westem Brutal LynMwen Rear McMenance Dredging I$6.2M) • Indian River Road/R.mpsygle Road Weenieribn(519.7M) • Shore Drive RIM lanes($0.did) • Peak Avenue Improvement,($17.3M) • Southern Canal/ Greenwich Lead COW,and tureen Improvements • Street Crossover(5163M) - Crap C.umw.y(MOM • Sandberg*Bach Restoration($15M) - Had elver Road($500X) • South Lake Hoed Dramage-Sections l&II(59.IM) - Indian CmoS Road($7001t) • North Lake Hoge Creased@-Sottlan IV(54.5M) • fin Station Meiling System($2.21.1) • Cape Henry bitch Sluice Gates(51.71A) • Corrections'Center Sanitary Sweet Modllkations($264K) • Central Plant Electrical Upgrades($469K) • Laskin Rd finder,Superstructure(SaeOR) • PA County Courthouse and Annex R.noo.tIo s($403K) • Human Services Bu5M11,Renovations($6004) • R-23(STIR/City Anorney/PW/H$)Renovation lSa96R) • Adam Thoroughgood House Visitors Come($22M) • Publk Safety Building Roof Replacement)5429R) • Ch.eapeake Bay Aquarium Renovation(S1.7M) • Convention Center tohl*lt Hall whining(5332K) • Mrnpsyg.Recnatlon Canter(532.2M) • Lynnh.ven lease Moses(545cR) • Boardwalk Pedestrian treeing Improvements($2AM) • Shadowl.wn Dnd6lry(Sa37K) • P red R.oeebn Department Admire Offices • Harbour Point Dredging(5313K1 RNocatbn(S1I.7M) • It:swim Resource Center($29.9M) • Central Plant Coo0n5 Tower Repiacemen($6504) • EMS Headaan.n tawnier ALC)R.novatknt(51 66M) April 11, 2017 -20- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the Facilities Management Group Accomplishments: Facilities Management Group • Accomplishments • Maintaining the City's 4.7M square feet of facilities(buildings) — ;42 occupied and 140 unoccupied building} — 442 pump stations managed by Public Utilities and Public Works — 331 other City assets(beach access sidewalks,fountains,park assets,etc.) — Responded to 3,Q00+work requests for maintenance,repair,custodial services - Kept all City staff in operation through Tropical Storms Hermine&Julia,Hurricane Matthew and Winter Storm Helena-only 1 day of Municipal Center office closure! • Completed$5M in maintenance CIP projects • Managing another$3.8M in ongoing maintenance CIP projects • Managing$161M in ongoing project specific CIP projects • Managing 139 facility leases valued at$5M • Demolished 47 City-owned facilities • Reached$705K/year in energy cost avoidance due to efficiency projects Below are the Operations Group Accomplishments: Operations Group Accomplishments Stream/OM Management • TnMc AdaptiwTadnolgy at 211slgoals along Gnat Neck.London Bwig*,lvunhavan Pawy.lnrginw Mach Mod Corridors • Traffic System Flher mentMm-Gnat Nava Road • Tnflk Wind Rahn-Rosemont/Holland Road • Repavad 186 miles of roadway • M.koan 16 pleas of beed,200 aomsa,colect 1,500 tont of waste,,uppon 137 year mond specwi events Stoanwater MaMenante • Off Road Ditch Program-Geared 1a mast of ditch • Neighborhood Pipe Rehab-Glenwood and Pee Ridge • Repaired 1.066 Pipe unwire • 16'•Storinwatew pumgtWon-rebuilt pump and*NOtkat controls • BMP Inspections-650 • aMfomhlv Street Sweeping-5,62a cubit yards d debit collected to date • Mosquito Control-Ovid PIS awns NnkW treated and 418,400 own treated by adukkldry • Dredged 101,226 cubic rands of material Iroln Ruda.INN Operatbm Management • Maintain Public Works Gia taws/dap • Manage Ammon Manogwnem Program • Assemble the annual Waidon Cooper Repots on maintenance to V007 • Manage Work Order System • Emergency Rmoon,e to morn*weather events Julia.Hemline.Matthew.Snow Storm Helena.and Tumid,(March 31. 2017) April 11, 2017 -21- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the City Engineer's Office Accomplishments: City Engineer's Office Accomplishments • Project Management of the City's Roadway,Coastal and Storm Water Programs and Projects-Ongoing - 71 Actin roadway Projects-Total Protect Value•S1.08 - 11not.Norm Whew Prota.s-Total Propel Vaaw•$1apM - 19 Ad.Coastal Pt9Hctt-Taal Pro).Vabe•551.I1e - Other CIP melbas•15 Protean • Construction Management and Inspections of the City's Roadway,Castel,Storm Water and other OP Section Projects-Ongoing - 17 Actin Constmcbn Protects Total Cwntrunbn Value:510.5M • Secured approximately$70M of Competitively Obtained Funding(RSTP.CMAO,TAP,HSIP and SMART SCALE)rc• transporteton related projects • Submitted appuptions requesting aporoalmately$15 M of Revenue Storing,TAP,and NSW funding for 15 transportation related projects • Transportation Planning,Tragic Calming&Technical Support for Site and Subdivision Development • Evaluation of Roadway Congestion Levels for Safety Enhancements • Hydrographic Surveys of Rudee Inlet and Other Major Waterways to Monitor Shoaling for Dredging and Improve Navigation • Storm Water Management,Flood Control,and Water Quality Control Programs;Beach Replenishment and Navigation Dredging • Compliance with Virginia Pollution Discharge ElIminatkin System(VPDES)Municipal Separate Storm Sewer System (MS4)Phase I permit • Development of the City's Comprehensive Sea Level Rise/Recurrent flooding Response Plan;Secured a matching grant from National Oceanic and Atmospheric Administration(NOM)for$gg9p40 to support CIP 7-030 Citywide Sea Level Rise/Rearment Flooding Analysis project. • Construction Bids advertised for two major dra rage canal'mprovement projects for Northgate/Princess Ar.' Plaza/Windsor Woods neighborhoods. • Development of the City's COmprehembe Storm Water Management Plan • World%with DEQ to develop Storm Water Management Methodologies and Measures Appropriate In the Tidewater Region The following slides provide a summary of the General Fund: GENERAL FUND April 11, 2017 -22- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the General Fund Expenditures: General Fund Expenditures Expenses by Category r.� or...x.s 0 uuna,.a,. $u-as.sn Total Budget-$67,807,041 Personnel-48%of budget Total FEEs-458.88 Operating-51% Below are the General Fund trends: General Fund Trends • Aging infrastructure requirements • Increase maintenance demands and costs for services • Increased demand for new city facilities and utilization of space in existing facilities — Proposed budget includes staffing • Increase demand for beach replenishment • Need to address smart city technology for transportation system i4 April 11, 2017 -23- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Here some proposed budgetary additions for FY2O17-18: Proposed Additions Budget Issue Amount Explanation Senior Architect/Pknnw $109918 1 FTEY Planner Estimator ill.An existing vacancy will be reclassified for the Archxea Estimator poiitron.These positions will plan&.Rsmate Puddings OP projects,fully develop Asset Management for City buildings and manage Coy build.'space Orate ion Operations Storeroom Staff and S105,277 2 FTES's:1.5ton1.per Supervisor and 1-Storekeeper AW.ddor review of the OW Oq Supervisor Etpans-on Storeroom recommended addtonal controb,seoerat ion of duties,and I.mrt access to ruentory Engineer I to support Traffic $95,032 1E1E:Engneer 1.The Cgy lnvested•pprotimately 5l14 in developing macro and Modeling mkro-wank simulation models of the City of Virg..goads.UNang,expanding and maintaining these models requires an extensbe amount of mining and upanence above and beyond what is necessary for other traffic engineering functions Asset Management/Work S48.760 An...mg vacancy has been re claft'hed The positron w.It prorde management of Management System& asset and work data.OA C2C of data and Improvements n data colledan and Analysis Capabllrty mooning for ArcGIS.IPS a a or other work management system(WM5).and other software used in Public Ww1s Oversee broad-scale/comple.Prof.,and co0rdinare Pubbc Works'technology and asset management Building Maintenance Phased $286,1Be 4 FTE's'.2.Pa+gen,1.plumber 1-Ergirwer Ill.lint a of mufti.year,13 FTE request Staffing Pen Additional tradesmen will supplement existing maintenance staff Engineer 111 wa1 prwlde PM senses for contra<mfMenanoe Since 2001.Coy his added 39 buildings to the nventOry without Increasing maintenance staff FaOltas Management Offre• 51114,255 3FTC',1,3uudlrg Ma+senance Inspector II and 2.Bulldirg Maintenance Inspector Addrt,onal Pm1ed the City of Virginia Beach owns about 800 Widnes Approelmately 261 of these Management buildings Cr.occupied and utlllted as work span by CM of Valirva leach employees Addtionally,the City el Virginia Beads leases 39 additional faoliks for use by City omployees as waft space.The adds lanai positions oval be 61cate4 to performing mechenrcal,ekorkat ptomaine,structural andarchtedural inspections In FY2O16, the City paved over 239 miles for approximately$12.9-Million and is scheduled to pave 148 miles and$8-Million in FY2O17: Paving Funding VIRGINIA BEACH ROADWAY&PAVING DATA 4000 239 ♦ 6 3500 11 N 3000 1 6 200 vl 2 2500 1 160 CC 148 145 150 en 5 2000 I-1500 ,;d" 103 x V 50 CO 5OO . Z 0 o t7 FY 14 FY 15 FY 16 FY17 Fv18 •Aneryl6t,ln •loca*Colictol Miles Paved lane Mrleslit'Mun� Paving Cycle in Years Fiscal Year FY14 FYISi FY16 FY17 11210 Paving Cycle 24 24 16 m 21 April 11, 2017 -24- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The following slides provide a summary of the Capital Improvement Projects(CIP): CAPITAL IMPROVEMENT PROJECTS SUMMARY The next four(4)slides give a summary of Buildings&Assets CIP: BUILDINGS&ASSETS CIP FACILITY MAINTENANCE&ENEGRY CONSERVATION Project Number and Name 6-Year Program 3136000 V.,AAR WIIJngs IIVAC ReA.A,ln/Rion&Renovation 0I S14.750.000 3133000 various Bulldogs R•AatAlll at Ion and Renewal ul $I l.)15.000 1506000 IX.FAWN R.Aabllfatba and Renewal nl $3.1100000 3118000 vug,ma Aquarium Ralwwal aAd Redxenwnt II $1,g/0000 3133000 FOR T7Lning C.M.,Im0r0vxn.nts M $1A311,191 3508000 ARC;Inn Mitigation $3.500,000 3103000 Nen3.'.W110a,R Malntenanot $3.050,C00 35111000 Convention center Caplet M.intw,am• 5e.959A60 3115000/udkial Cente.M.Maename $131LA04 rots $59,331,130 Project Number and Name 6-Year Program 31.00W Energy P..tormam•(ontrann((RR) 53,300.000 Taal $..100.000 April 11, 2017 -25- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) BUILDINGS & ASSETS CIP FACILITY CONSTRUCTION/RENOVATION Project Number and Name 6-Year Program 1503000 Hermit;Raourte Coma $0 00 1191000 Virginia A6wrum Maine An.ma Care Came, 50 C0 3344000 Ponce lou7H Practnct Replacement $0.00 351900U Chesapeake SavMuarmm Renoea0. 50.00 3006000 Coastal Conserve/bon Gnden 6 03ddoa Aden $0.00 301$000 Ap um Man?Vavlb003300rements $1.165.660 301900)Adam T6otoug6$oed House Vrs0on Cents 50.00 3015000 Bookl.t 1 t0clr V al Upgrade SL136.400 351)t100 CotnttiO.al Cent.•Mot Control Center Upgrade $0.00 3065000 Central Plan Generator $5,305,585 3015000 aim/EMS Station tu0on Station 5gt50,000 30SOtg0 Commonwealth Attntney nu,Mln$Reno...on $0.00 BUILDINGS & ASSETS CIP FACILITY CONSTRUCTION/RENOVATION Project Number and Name 6-Year Program 30/4003 Apuarum Mar16 Pa06on Phase II(Aquarium VI S10.631)m 3011000 CI3Y Han Mannlne and CorH.pt OeoNopment Ng 410,000 3504000 Bea&Maintenance la01.1 $16.914M0 3111003 tO(Space Peonbm,tech and SecureY Upgrade $500,000 3071000 VA texts Public library Tr.mlotmatron SS,t15,115 31050001ud<Ial(enter(stalator Replacement S4A11p55 6YFM TOTAL $110,0110,16e April 11, 2017 -26- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) BUILDINGS & ASSETS CIP FACILITY RELATED CIPS — NOT MANAGED BY PW FACILITIES Project Number and Name 6-Year Program 3]31000 Iu•Apparetus III $11,701,129 f Ia6000 VA apuarCO IPPg Systems 6 1.cMy Wrest ructure 56.672.700 3139000 Varcm Ste Arpunmem II 53.661,161 L510000 intermediate(Iry I PLNms Renewal/Rept acement $711.761 300 000 lan40O e7 That 1(apping $6,242,000 1054000 Pude Setety 1Qulpment Replacement Pro1M 51.2p04Op 3121000 Polka peyattrnenl kelkopter 14400000 6-YEAR TOTAL 417.103,46$ The next two (2)slides provide the Costa!CIP Summary: COASTAL CIP SUMMARY Project Project Name 6-Year Program Number 8026000 SarMbridge Beach Restoration III 537,520,000 13025000 Beach Replenishment II S10,850,000 8409000 Chesapeake Beach Restoration $6,650,000 8402000 Replacement for Rudee Inlet Dredge $5,000,000 8407000 Rudee Inlet Outer Channel Maintenance Dredging II $4,400,000 8209000 Bay Beaches Resiliency Study and Restoration $4,125,000 8406000 Rudee Inlet Federal Dredging II $2,625,000 8011000 Various Minor Dredging Projects II $2,325,000 8013000 lynnhaven Inlet Maintenance Dredging II $2,175,000 8S03000 Chesopeian Colony Neighborhood Dredging $2,037,000 8405000 Sandbndge Beach Access Improvements II $1,875,000 8021000 Croatan Beach Restoration S1,760,000 8500000 Old Donation Creek Area Dredging $684,000 April 11, 2017 -27- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) COASTAL CIP SUMMARY Project Number Project Name 6-Year Program' 8015000 Beach Profile Monitoring Program II $670,000 8016000 Gills Cove Neighborhood Dredging 5588,934 Bayville Creek Neighborhood 8501000 Dredging 5548,000 8502000 Shadowlawn Area Dredging 5251,000 Harbour Point Neighborhood 8504000 Dredging $130,000 8010303 sandbridge Beach Restoration II $0.00 8505000 Hurd's Cove Neighborhood Dredging $0.00 Eastern Branch lvnnhaven River 8110000 Dredging $0.00 8408000 Measure House Point Mitigation $0.00 Total 584,213,934 The next four(4)slides provide the Roadway CIP Summary: Roadway CIP Summary Projects in Roadways CIP 6-Year Program 12 New Projects in Roadways CIP $68,586,138(Total City Funding in 6-Year Program for all 12 New Projects) Atlantic Avenue Reconfiguration $245,000 Buccaneer Road Bulkhead Replacement $4,500,000 (Operations) Cleveland Street Phase IV(SMART $13,647,000 ($10,000,000 in state SMART SCALE) SCALE funding] Elbow Road Phase II-C $0 ($24,834,137 in state/federal RSTP (RSTP) funding] 1-264/Independence Interchange $500,000 Improvements Independence Boulevard/Baxter Road $0 4$356,939 City funding&$794,477 in Sidewalk(TAP) Federal TAP funding was appropriated by Council in September,2016;first time this project is shown in Roadways CIP April 11, 2017 -28- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Roadway OP Summary Projects in Roadways GP 6-Year Program Indian River Road Phase VII-B(SMART $6,430,000 ($5,000,000 in state SMART SCALE) SCALE funding) Laskin Road Phase I-A(SMART SCALE) $14,000,185 ($15,000,000 in state SMART SCALE funding] Laskin Road Phase III $300,000 Norfolk-Southern Right-of-Way $25,000,000 Acquisition Refund Pungo Ferry Bridge Rehabilitation $3,900,000 (Operations) West Great Neck Road Sidewalk(TAP) $63,953 4$266,615 City funding& $593,432 in Federal TAP funding was appropriated by Council in September, 2016;first time this project is shown in Roadways CIP Roadway CIP Summary Projects M Roadways CIP 9 Existing Programs in Roadways CIP $41,093,194(Total City Funding in 6-Year Program for all 9 Programs) City Wide Street Lighting Improvements II $360,000 Major Bridge Rehabilitation II $9,760,000 Rural Road Improvements II $1,200,000 Street Reconstruction II $11,900,000 Traffic Safety Improvements IV $15,123,194 Traffic Signal Rehabilitation II $1,100,000 Transportation Network Modeling and $900,000 Analysis Various Cost Participation Projects II $150,000 Wetland Mitigation Bank II $600,000 35 Existing Projects in Roadways CIP $127,840,912 April 11, 2017 -29- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Roadway CIP Summary Summary • 47 CIP Projects and 9 Programs • 12 New Projects • 6-Year Project Funding • City Funding- $237.5M • State Funding- $ 79.5M • Federal Funding-$ 39.9M ▪ Total- $356.9M • Total Project Cost-$1.0B • All Projects Previously Fully Funded are Still Fully Funded The following slides provide a summary of the Fleet and Fuel Internal Services Funds: FLEET AND FUEL INTERNAL SERVICES FUNDS April 11, 2017 -30- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the expenses related to the Fleet and Fuel Funds: Fleet and Fuel Funds $152.423 f..•,..ff 0TM If0 Pormowl 11071.3117 33% PAPAS sfx Total Budget Fleet•513,641,308 Personnel-31% Total Budget Fuel-5 5,638,349 Operating-37% Total FTEs-79 The City manages 3,615 vehicles and equipment: Fleet Facts ."fi r c • 78 FTEs(1 Proposed) $ i7! .�i - ,r„ 4 • 5 Fleet Management facilities - • 3615 vehicles/equipment OD Q IN` $` � • $67 per hour flat rate labor �: , 0 ' '' ;1 • 4.88 days average turnaround 1• rt FY15 FY16 FY17(YTD) Work Orders 32,668 31,897 16,859 Preventive 6,117 6,009 3,208 Maintenance Total 38,785 37,906 20,067 April 11, 2017 -31- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are a few of the Fleet Management Accomplishments: Fleet Management Accomplishments Fleet Management • Vehicles have been down sized/right sized in the fleet(continuing program) • Low use vehicles and/or equipment have been pulled from the fleet • Vehicles and equipment(found to have serviceable life left)are re-issued to other departments in need of vehicles/equipment(continuing program) • FY16 fleet miles driven was 17.9 million vs.18.2 million in FY15 • AVL(Automatic Vehicle Location) devices will be fitted to vehicles in the Operations Division.As of FY16,a total of 532 have been installed • One vehicle lift replacement was installed in the Light Duty Shop • Service turn around time target was 6 days while actual was 4.9 days during FY16 • Successful audit for City Garage for vehicle replacement procurement Here is a look at Fuel Consumption trends: Fuel Consumption Unleaded and Diesel Consumption in Gallons 277,581 plem E An pM. mom �urwd,• l,o_ �4,N Immo umm 1R4 Ld4 Yd4 q4 IMOt Ludo bd4 464 W4 ream IId .m n14 I•d4 M• M. rm. M• MS MI MI MS MI. Mg. Mt MG M7 FY17 I Total gallons consumed for FY16-2,343,393 1 April 11, 2017 -32— CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below are the Fleet Management Trends: Fleet Management Trends Price per gallon for FY18 budget-$1.80 Unleaded and Diesel Average Monthly Fuel Cost so00 wom Isom . ILBBD uBMBdBM1SI.66 ISOm 0106.141.60 1A10O • 0.6000 —s-1"+ad �Br.1 Below is a look at Fleet Asset Replacement: Fleet Asset Replacement Projected Backlog at$5.3M n• Is I >D _nelaeed BwBr, U —hoionod UAW, 10 S 0 M1 U1Y Id1Y ISn 161Y IM ISR Id%]OMI1YIl1Y1I1Y NIY KM1 NIY)1 April 11, 2017 -33- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The following slides provide a summary of the Stormwater Fund: STORMWATER FUND Below are the expenses related to the Stormwater Fund: Stormwater Fund 1. 7: SNM],W MMfwlls Ssie}o of WIN Droll Sysgfva III Oyrn,M1 f l4281/ 11t Total Budget-$41,951,617 Personnel-36% rotal FTEs-203 Operating-24% April 11, 2017 -34- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) There is a 2.5 cent proposed increase in the stormwater fee per year for five (5)years: Stormwater Funding • Current rate (per ERU)-43.3 cents • Proposed 2.5 cents increase per year for five years • 0.8 cents from Real Estate tax(Light Rail) • Rate increase will provide funding for flood control projects,stormwater regulatory compliance, operations& maintenance and the associated staffing needs • 19 FTEs in FY18 • $300 million CIP over 15 years Below is a look at the Stormwater Fee over the next five (5)fiscal years: Stormwater Funding Real Estate Tax Dedication FY18 FY19 FY20 FY21 FY22 $4,336,401 $4,466,493 $4,600,488 $4,738,502 $4,880,658 Assumes 3%growth Stormwater Fee FY18 FY19 FY20 FY21 FY22 Rate 45.8 48.3 50.8 53.3 55.8 Impact 167.17 176.29 185.42 194.54 203.67 April 11, 2017 -35- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below is a look at additional Stormwater CIP Funding: Use of additional Stormwater CIP Funding Project Project Name 6-Year 15-Year Program Number Program 7420 Malone D.Mna{.Impoy.m.Ms S7.60Q000 S5A00.000 SWM Mscer Plan, .MNIyW and 7.027 Iweao y $1.905,000 $2.500A00 NMa.P.r.Drug.Imrawehmes 7017 (MOO $9.000.000 $15)020500 Sh.rwaod labs Dra.ug•Impov.nu... 7016 IRe341) 55.000.000 55020.000 7.151 beam Shone DM.Drainage 554400.000 S17p00.000 7-0L WM.a Woods Drainage 516.500.000 $51.100.000 7060 Princess AM.Ph..Drainage Paw $20000p00 656000.000 7061 The loam raSnos.Rnpay.muns S2.000.020 52ap00.000 Surface Water R.golMaw Cambria* 7012 Poaram 1 57.600000 S1s.500.000 7406 Mama ROWTMDL Irrplem.ntatbn Plan SS.SODp00 510.000,000 7.114 Storm WOW gaily(Matamoros•I S14.550p00 S46?50.000 7.155 tynnhawnWateished Restoration $4400000 54100.000 7410 Southern Mow TM01.implementation Plan $1,250.000 56.060000 Water Quality and Restpa0bn 7015 Pankpation Projects ll $100.000 S100.000 OcaaMCM Stem Water radtls 7411 MIMrnMce SSAO0.000 $13a00)000 7.412 Scam Water Pump Station Modlkstbs SS.000.000 $7,500.000 Anal $126,600,000 S6g6.og6Pgo Below is a Stormwater Summary: Stormwater Summary • Stormwater Quality regulations and permitting are more demanding and compliance is mandatory • More complicated projects and regulations are increasing Operation and Maintenance requirements • Aging infrastructure is increasing the amount of maintenance needs • Existing funding in the stormwater utility is not adequate to address current and future demands • Recent weather events have revealed our vulnerability to flooding • Hurricane Matthew-2200 plus homes flooded as a result there is a need to address flooding in neighborhoods • Developed a program to increase CIP to$300 million over the next 15 years April 11, 2017 -36- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The following slides provide a summary of the Waste Management Fund: WASTE MANAGEMENT FUND Below are the expenses to the Waste Management Enterprise Fund: Waste Management Enterprise Fund EXPENSES BY CATEGORY row•Tramiel. Cages. .y hMwN fy fx,x Si. Z.%y, .. fu su fw ,4 yyx $12.0111.495 30. Total Budget-$40,511,307 Personnel-24% Total FTEs-157 Operating-30% April 11, 2017 -37- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The next two (2)slides provide an overview of Waste Management Services: Waste Management Services • Automated trash collection —Over 30,000 households serviced per collection day; 122,000 households per week — 132,000 tons of MSW per year or 1.08 tons per household —6,344,000 automated black containers stops per year • Bulky item pickup —5,000 tons per year —600 work orders per day, 100 work orders per truck • Customer service call center 0. — 114,000 phone inquires i' —52,000 e-mail inquires WI' Waste Management Services • Curbside yard debris —44,000 collected per year —Seasonal variation from 50 to 400 tons per day —18 trucks on average per day, ranges from 12 to 24 depending on the season • Recycling collection —33,311 tons in FY16 ►ice —Four drop-off sites • Communications, Outreach, KAB and VBCCC April 11, 2017 -38- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) The Landfill processes 15,000 tons of debris per year: Virginia Beach Landfill & Resource Recovery Center Landfill operation and HHW • 138,690 visitors for FY16;15,000 tons/year • 6,884 HHW visits • Mulch operation—68,000 cy of woody debris • Metal recycling—1,200 tons i `nij • Landfill Gas facility • Electronics recycling—7,130 units • Other recycling services—cooking oil,batteries,tires,dirt, oyster shells,pallets,Goodwill donations Below is an overview of Waste Management Accomplishments: Waste Management Accomplishments • Successful implementation of DriveCam has reduced accidents • Successfully reduced 6FTEs in FY17 In bulk item collection • Optimized funding in FY17 for equipment replacement has had positive impact on availability,function,and appearance • Successfully reduced 3 FTEs in FY17 by using seasonal contract support for yard debris • Installed parking lot lighting to improve safety • 28.5 FTEs reduced since 2009 due to efficiencies -cumulative savings of$5.3M • Hurricane Matthew Clean Up — Collected over 4,000 tons of flood debris;over 10,000 cy of woody debris— approx.cost$700K — Landfill repairs—approx.cost$800K • Improved awareness with two new videos showing collection and recycling services in Virginia Beach April 11, 2017 -39- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below is an overview of the Use and Support Agreement (USA): Use and Support Agreement (USA) • Existing eight-party USA terminates on January 24, 2018 • Massive debt that SPSA had accumulated is projected to be paid off at that time • Tipping rate was projected to decrease from$125/ton to$65/ton(or less)for the last five months of FY2018 • Last year,all eight SPSA communities signed a new USA that takes effect on January 25,2018 • Initial term of the new USA runs thru 2027 or 2031 depending upon status of the RePower third-party agreement for disposal services A lower disposal fee will take effect January 2018 making the cost per ton $65: SPSA Ash and Residue Impact Final Year Ash and Residue Agreement impact Cost reduction of$3.38M for FY18 due to lower disposal fee effective 01/24/18 General Fund contribution decrease from$10M to$5.7M for FY18 $65/ton budgeted after 01/24/18 fYu15� 41M NMOSAOIgad VACOn MI 11 TwN1CMM ManiPat/ Ten me O e.Yu e16e61 *pea FY13 $46 $4,636,333 fa S6,134.ISC FY 14 $6 $6.436.150 $0 $$$S1,150 FY IS $a+ SM37,150 S6 $a447.136 3416 166I OK 51.1015- $65 SI7.N3.615 $1.160.MMI S1/p03406 SS.166.SS6 fan l-loon JO,10161 $12S FY11 Sus 5164202w $1426,755 516,194,755 510461,305 Pt 36 ("VI-IM 56.'616 1115 SI3.513,50C S1.914,167 SISA17.661 S5,712.041 Fan I5•)Ur30,1016L S65• wM mem KW.. April 11, 2017 -40- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) RePower will provide disposal services for 350,000 tons of Municipal Solid Waste per year: RePower South • SPSA signed 15-year contract with RePower in May 2016. RePower to provide disposal services for 350,000 tons/yr of Municipal Solid Waste(MSW) • RePower to construct a$100 million+facility in Chesapeake to recover recyclables and convert MSW to burnable pellets (two-thirds of the MSW) — Remaining residual(one-third)to be landfilled • January 2017 contract deadlines not met: — Off-take agreement for pellets,permitting,and financing —all presumably pending — August 2018 construction schedule will not be met The Regional Landfill in Suffolk will be sustainable longer with RePower: Regional Landfill in Suffolk • Existing landfill operating Cells V and VI •Capacity without RePower is 7 years(2025) •Capacity with RePower is 21 years(2039) •Cell VII required thereafter:CUP needed from Suffolk (submitted June 30,2016) • Good Neighbor/Host Agreement between SPSA and Suffolk executed in May 2016 • Establishes operational expectations,a$4/ton host fee,and requires Cell VII CUP approval by 12/31/2017 • CUP is on hold: Planning Commission to consider after leachate corrective action plan completed April 11, 2017 -41- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) There are several environmental issues with the Regional Landfill: Regional Landfill Environmental Issues • Build-up of leachate(saturated water)in landfill • Identified by SPSA consultants in January 2017 • Current depth of leachate is 28 feet in Cell V and 10 feet in Cell VI(permit limit is 1.0 foot) — Leachate levels are managed in landfills to prevent ground and surface water contamination,disruption of the biological and chemical reactions that occur in landfills,and structural instability — Fortunately,none of that has happened • The maximum allowable leachate pumpage to HRSD(50,000 gpd)is not sufficient to lower the leachate levels • Water quality permit limits are also a problem A Corrective Action Plan will be issued with an implementation schedule: Regional Landfill — Regulatory Response • Department of Environmental Quality (DEQ) issued Notice of Violation (NOV) on March 21, 2017 • A Consent Order is pending • Consent Order will include a Corrective Action Plan with an implementation schedule • Financial penalties are possible April 11, 2017 -42- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below is an overview of options to address the Regional Landfill's environmental issues: Regional Landfill — Options Under Consideration • Treatment to reduce Chemical Oxygen Demand(COD)so that more leachate could be pumped to HRSD • Very costly and would take time to implement • Aerosolization for 100,000 gal/day • Emerging technology,not ready for resolving current issue • Pump and Haul 200,000 gal/day for one year to four different HRSD treatment plants • Preliminary hauling estimate$6.7M to$9.3M($17 to$24/ton) • Does not include onsite costs Below is a Summary of Issues: Summary of Issues • RePower has not met its contract requirements • Landfill has significant leachate issues — NOV issued,Consent Order pending,financial penalties possible — Processing of Cell VII CUP is on hold • SPSA is considering a FY2018 budget based upon tipping fees of$125/ton for all 12 months,with a possible mid- year adjustment • Budget impacts for Virginia Beach are unknown at this time,but if tipping fee were maintained at$125/ton for 12 months,it would result in a$3.4 million shortfall in the City's FY2018 budget April 11, 2017 -43- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Below is an overview of Future Actions: Future Actions • HDR Engineering Report—Leachate disposal options and costs(April) • Consent Order and Corrective Action Plan with DEQ— following HDR Report(Summer 2017) • Finalize SPSA Budget(Spring 2017) • Election of new SPSA Chairman(June 2017,term to begin July 1,2017) • Demonstration that RePower is able to meet contract obligations(uncertain—dependent upon future actions by RePower and SPSA) 1 Below is a Summary of Public Works Significant Future Issues: Summary of Public Works Significant Future Issues • Post 2018 SPSA • Sea Level Rise/Recurrent Flooding • Coastal Resiliency with beach nourishment • Increasing stormwater requirements • Moving transportation issues forward I April 11, 2017 -44- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) PUBLIC WORKS (Continued) Discussion Mayor Sessoms thanked Mr. Davenport and the entire Department for a job well done. April 11, 2017 -45- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HEALTH DEPARTMENT 5:24 P.M. Mayor Sessoms welcomed Dr. Heidi Kulberg, Director. Dr. Kulberg expressed her appreciation to City Council for their continued support: Public Health Department Budget Workshop April 11, 2017 Heidi A. Kulberg, MD,MPH The Department's Budget increased by 3.24%from FY2016-17: Public Health Department Operating Budget Program Unit FY 16-17 FY 16-17 FY 17-18 FY 17.18' Change FY17 Amended FTE Proposed FTE Amended to FY 18 Proposed Public Health $3,197,276 9.08 $3,395,214 9.08 $197,938 6.2% Additional Funds Needed for City Match of State $97,255 General Fund Allocation. Total $3,294,531 9.08 $3,395,214 9.08 $100,683 3.1% April 11, 2017 -46- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HEALTH DEPARTMENT (Continued) Below is a look at Revenues and Expenses by category: FY 2017-18 Budget Revenue by Category or by Fund 5 41.1.I. 8,671 0s.1x •Grant Funds •Auto Expense Reimbursement •prior Year State Reimbursement Budget by Expense Category MN* a personnel ■Operatlons Below are the Department's Significant Issues: Public Health Department Significant Issues 1. Epidemics • Opioid • Infectious 2. Promoting Health • Smart Start for Children • Dental 11 I 11 April 11, 2017 -47- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HEALTH DEPARTMENT (Continued) The Department is focusing on the Opioid Epidemic: Public Health Department Highlights Epidemics: Opioids- Rx, Heroin and Worse 1. Public Health Emergency 2. Virginia Beach by the Numbers 3. Stigma &Chronic Disease 4. Partnerships in Action • Virginia Beach • Region • Commonwealth The Department is addressing Infectious Diseases such as Zika: Public Health Department Highlights Epidemics: Infectious Disease 1. Zika • Data,monitoring and surveillance,links to care • Strong partnerships 2. Prevention • Immunizations • Surveillance and monitoring • Food safety April 11, 2017 -48- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HEALTH DEPARTMENT (Continued) The Department is promoting health initiatives for infants: Public Health Department Highlights Promoting Health: Strong Start for Children 1. Baby Care 2. Maternity Clinic 3. Women, Infant and Children The Department is promoting dental health initiatives: Public Health Department Highlights Promoting Health: Dental • Tooth decay=the most common disease of childhood • Focus on low-income children • 3 dental clinics • VBTCEC=Workforce development and oral health • Digital x-ray conversion to replace 1980's x-ray April 11, 2017 -49- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HEALTH DEPARTMENT (Continued) THANK YOU , -Iik, EVMS r le .. „, rl . . 411r1:1A i• . -, # W 'AM' Mayor Sessoms expressed his appreciation to Dr. Kulberg and the entire Department for a job well done. April 11, 2017 -50- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES 5:40 P.M. Mayor Sessoms welcomed Dannette Smith, Director. Ms. Smith expressed her appreciation to City Council for their continued support: Human Services Department Proposed Budget Presentation David L Hansen,City Manager Dannette B.Smith,Director Kenneth L Chandler,Deputy City Manager • - ,..� 7Waday,Apr0 11,2017 The Department's Budget increased 2.44%from FY2016-17: , Human Services Department Operating Budget Program Unit FY 16-17 FY 16.17 FY 17.18 Total FY 17-18 Change FY 17 Amended to Amended FIE Request FTE FY 18 proposed Soda)Wake, 813,761,346 322l0 Meatus 939.50 108.K0 Q81% Oavabpmartol 211� 99990 26.106A66 s50.37 (1,035,310) (475%) Motion 8.64020.4 Neagh 21874044 23264 25.543,312 297.54 (126.732) 10.49921 CNInlni Services An 10,132.483 100 10,807937 500 6,5.454 6.67% 83AI Adm.'s.., 4 Central 641n2n408020n 7.641,609 86.69 11.116898 106.44 9,475,289 45.48% Center Ottentron 5,197,M7 68.31 4.986,136 69.11 17110711 la ob%1 Cellar Child and Youth 2.840,811 29.30 1.025.201 32.05 164.390 6.49% Sarvkas Grants:Commune, 4 Comctiom,3a6 65 a06 2400 888 46,2 2d.00 94�89a 68% Orlando.Her to Mr.all, f 2 ) and Hereto Sava l J Tebl $US.1861966 1aeea.96 51174.41,614 1,144.21 2.805,404 244% •11,e.matt of marina5l9 mfon contra0ed manpower budr«to 0,0..ued n,c r,,t.:t•, ,...,•...r..,•,....•r,.•'6,%:ee percent num.MCea,.IAdraniM,Mion;Tan!o WOW 60urokeepM1 moswre allgum an moral.to the becuma ear. 1 April 11, 2017 -51- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) 30.56%of the Department's Budget is from the General Fund with 69.1%expenditures for Personnel: FY 2017-18 Total Budget Request *ME 0.60% 46% 0.15% Budget by Fund or Revenue •City Support $36,012,022 ■State Revenue $32,807,387 Charges for Services $26,863,381 •Federal Revenue $20,355,931 •Operating Transfer in $929,734 22'80% •Miscellaneous Revenue $702,289 ( 3 ) 7.84% Specific Fund Reserves $171,124 Below is a breakdown of the Budget by Expense Category: FY 2017-18 Total Budget by Expense Category Budget Request 5.09% 0.02% •Personnel 7.15% $81,427,803 ■Other Charges 41) $21,963,331 18.64% •Professional Services $8,426,190 69.10% ■Operations $6,000,794 •Capital Outlay ( 4 ) $23,750 April 11, 2017 -52- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) The Human Services Department is expanding the number of full time positions (FTE): Human Services Department Thank You! Thank You ! ! ! Program of Assertive Community Treatment(PACT) expansion for Forensics Team: 2 FTE in FY 2016 Developmental Disabilities Case Management: 3 FTE in 2017 Permanent Supportive Housing: 1.5 FTE in 2017 This is the Department's Strategic Planning Process: Human Services Department t4) Strategic Planning Process • Process launched in May 2016 with a steering committee of 41 individuals from the public and private sectors • 15 community based focus groups were conducted throughout all regions of the city • Over 250 Virginia Beach residents participated • e.g.civic leagues,faith organizations,minority communities,business community, school system,clients and family members,government and private sector partners • Rollout of the three year strategic plan:Summer 2017 • Areas of Focus(Pillars): 1 • Integration of Services • Communications and Civic Engagement • Access to Services • Talent Development 4 April 11, 2017 -53- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) This is an overview of the Housing Resource Center: Human Services Department i Housing Resource Center • Scheduled Opening of March 2018 • Four Months of the Estimated Operating Costs Includes: • Utilities • Building maintenance contract • Custodial services • Security • Center will serve as a Community Hub Ensuring Coordination, Accessibility and Integration of Service Delivery • "One-stop shop"model of service with coordinated access to ensure a streamlined approach • Reduces service gaps,fragmentation and duplication of services • In collaboration with the Public Health Department,Housing and Neighborhood Preservation Proposed Budget Includes Four Months Operating Cost-$56,115 GF Support This provides the Department's Collaboration Opportunities: Human Services Department Collaboration Opportunities • Office of the City Attorney • An additional assistant attorney is being added to the Office of the City Attorney to assist the Human Services Child Welfare Division • The position will be physically located at the main HSD building(3432 Va. Beach Blvd)where Social Services and Child Welfare Division operations are located ■ Information Technology(IT)Department • If approved,the Health and Human Services portfolio will be provided with dedicated IT resources that will focus on modernizing services for citizens while providing the necessary oversight and governance • Process of upgrading,streamlining and modernizing systems software has begun 4 April 11, 2017 -54- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) This provides an overview of the Critical Medical Recruitment: Human Services Department Critical Medical Recruitment �, �� • Psychiatrist for Adult Outpatient Services Unit(CSB) • Unit provides acute and ongoing medical and clinical care for individuals dealing with mental health and substance abuse conditions • Psychiatrists are in High Demand and Short Supply: • High Demand: • One In every five adults in America experiences some form of mental illness • Nearly one in 20113.6 million)adults live with a serious mental illness • Short Supply: • 59%of the active psychiatrist population at 55 years of age or older-or 12,486 psychiatrists-potential in the near future to have more psychiatrists leaving the specialty per year than entering some:Natbnol jaan,x on?Anita,omen(NAM) • 2017 Data Snapshot(approx.): • As of January 24,2017,41 customers were waiting for a psychiatric evaluation • Appointments for psychiatric evaluations are being scheduled five(5)weeks out or(6)weeks out depending on the location:Magic Hollow or Pembroke Proposed Budget Includes Locums Psychiatrist-$336,000 GF Support This provides an overview of the Department's Redesign: Human Services Department Human Resources Redesign ". • Data Snapshot(approx.): • 1,018 full-time positions—72 percent • 300 contracted positions—20 percent • 128 part-time positions—8 percent • 31 facilities and offices throughout the city • Redesign will Strengthen the HR Division: • Streamline recruitment,hiring and training practices,employee relations, payroll processes and management strategies • Three Additional Positions to Support: • Employee Relations • Recruitment • Staff Development (10) Proposed Budget Includes Three FTE Positions-$162,383 GF Support and$69,593 State 1 April 11, 2017 -55- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) This provides an overview of the Community Services Board: Human Services Department FY 2017-18 Community Services Board V •Convert 25 percent of contracted manpower positions General Fund(One- (ICFs):Four fac8lties In the Intermediate Care Facilities(IFC)to 12.25 FTEs thee):$80,940 provide 24•hour residential care for 47 individuals with •Contracted manpower conversion to FTE would ensure significant medical health adequate customer care in the ICFs and dependable Contracted manpower issues stating coverage would be reduced by $521,799 •Convert 10 Clinician II contracted manpower positions Infant Toddler Program: to FM Additional General Provides services to infants Fund support Is not and toddlers ages 0•3 •Will ensure retention and stability:Temporary required years old encounteringcontracted manpower is currently working directly with developmental delays children and their families Child and Youth Unit: •Add Two Clinician II f It, Additional General Provides services to Fund support is not seriously mentally III •Current caseloads are moved out at the recommended required children accessing the CSB level of 25 high intensity,high complexity,cases per 4 and CSA clinician •Fulfillment of the request would allow the division to meet the demands of the new Independent Assessment Certification and Coordination Team This provides an overview of the Social Services Board: Human Services Department FY 2017-18 Social Services $ocizl Servlcei Financial Assistance Division .11 addgbnal lu8-tllne staff paMons In the Benefits General Fund: (FADS.Processes Prppam.three Eligibility Supervisors and eight Eligibility 5234,324;State: applications for public Workers•an Increase from 135 to 147 FTEs $475,748 assistance including SNAP, Medicaid,TANF and child •Current eligibility workers carry caseloads of care assistance approximately 850 cases each and Eligibility Worker II's carry 900 rases •Will ensure compliance with federal and state requirements for timely and accurate application processing and distribution of benefits Child Welfare Unit:Provides •Adds three full time staff positions in the Child Welfare General Fund: Child Protective Services, Unit 579,268;State: Foster Care Services and 5160,937 Adoption Services to •Two Family Services Specialists are needed to implement children and their families best practices that will move children toward permanent placements In a timely manner from foster care •One Human Services Supervisor ll to provide the appropriate ratio of dayto-day supervision within the Child Protection Unit I April 11, 2017 -56- CITY COUNCIL'S BRIEFINGS FY2017-18 RESOURCE MANAGEMENT PLAN(BUDGET) HUMAN SERVICES (Continued) This provides an overview of the Continuous Quality Improvement and Finance Administration divisions: Human Services Department 4 FY 2017-18 CQI&Finance _ G..rnlarpns QVaMY lmnpreVemttam •Gomeni.n of ba tempaes pall ecsatene to FTFs Mennen General Fund (cat)Ieepps6Rilan induct*: fuwott is not nVti+d •one Administrative S9.d.lit II to minion Freedom of • needling el hdhly sensitive mow...e lk!(FIHA)f.d.el monitory goon.tinware and confidential etMrmatIon • cllnlgl records review .Two oWnr Apoket0W Specialist Ws to addles data celealen. • fblsy and procedure comdellin,...limn(and m.paning fit the department dssetspntant •One MH/MA Cenkie IV to address Human ROM atet.and • State IMeeme federal regulatory resWme timeline reWAenents • FOIA fewest • Aetodm mmeneg.mnenw .c<ntlnmd twteme and matrons M mounted manpower positions Impedes the w.rtdtM 001 dMYbn and I pt,16O ec •Won dal d.fWF,eenomtprwtoe end Addeo none Riming and Soler •Cawenbn d one Account Oe4 In tentperne Mann SOFia Add►ood. mtd A6nlnbim.tbn OMdpt Proms support Is not mond mmbte tfMlaectbne Welty sod .convected manpowe Waling no on Fantodlam.ntkl syRem cote financial systems access width hampers wort dMrtOWOn sit mats A dMi oe to comply wah recommended Memel cannon Human Services Department ' i Of I Mayor Sessoms expressed his appreciation to Ms. Smith and the entire Department for a job well done. April 11, 2017 -57- CITY MANAGER'S BRIEFING FY2016 RISK MANAGEMENT REPORT 6:00 P.M. Mayor Sessoms advised the FY2016 Risk Management Report will be rescheduled. • April 11, 2017 -58- ADJOURNMENT Mayor William D. Sessoms,Jr., DECLARED the City Council Meeting ADJOURNED at 6:00 P.M. Amanda Finley-Barnes, t, MC Chief Deputy City Clerk Ruth Hodges Fraser, MMC 1 City Clerk 111 April 11, 2017