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HomeMy WebLinkAboutFEBRUARY 1, 2011 MINUTESCITY OF VIRGINIA BEACH "COMMUNITY FOR A LIFETIME" CITY COUNCIL MAYOR WILL/AM D. SESSOMS. JR., A[-Lnrge VICE MAYOR LOU/S R. JONES, Bnvside -District 4 RITA SWEET BELL/TTO, At-Lnrge GLENN R. DAV/S, Rose Hall -District 3 WILLIAM R. DeSTEPH, At-Large HARRY E D/EZEL, Kempsvi[!e - District 2 ROBERT M DYER„ Centerville - Disb•ict 1 BARBARA M HENLEY, Princess Anne -District 7 JOHN E. UHRIN, Bencii -District 6 ROSEMARY WILSON, At-Lnrge JAMES L. WOOD, Lvnnhaven -District S CITY COUNCIL APPOINTEES CITY MANAGER -JAMES K. SPORE CITYATTORNEY- MARK D. STILES CITYASSESSOR - JERALD D. BANAGAN C/TYAUD/TOR- LYNDONS. REMIAS CITY CLERK - RUTH HODGES ERASER, MMC CITY COUNCIL WORKSHOP AGENDA O1 FEBRUARY 2011 CITY HALL BUILDING 240! COURTHOUSE DRIVE; VIRGINIA BEACH, VIRGINIA 23456-8005 PHONE: (757) 385-4303 FAX (757) 385-5669 E- MAIL: crycnc[@vbgov.cotr~ I. CITY MANAGER'S BRIEFINGS -Conference Room - A. INTERIM FINANCIAL STATEMENT Patricia Phillips, Director -Finance Department B. URANIUM MINING IMPACT STUDY Thomas Leahy, Director -Public Utilities C. COMMUNICATIONS and INFORMATION TECHNOLOGY OVERVIEW Gwen Cowart, Director - ComIT D. WASTE MANAGEMENT PROGRAM David L. Hansen, Deputy City Manager 4:00 PM -1- MINUTES VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia February 1, 2011 Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL'S BRIEFING re the URANIUM MINING IMPACT STUDY in the City Council Conference Room, Tuesday, February 1,2011, at 4:00 P.M. Mayor Sessoms received numerous contacts f ~om Deirdre Fernandes, Pilot online, as well as television news reporters pertaining to the Backflow and Cross Connection Control Program transition from Permits and Inspections to Public Utilities. Mayor Sessoms referenced the Agenda was arranged to accommodate this item. The City Manager advised a program is provided Code. An audit of the program has been requested. has been received. by State Health Regulations and Uniform Building Communication from the Auditor, with his findings, Council Members Present: Rita Sweet Bellitto, Glenn R. Harry E. Diezel, Barbara M. Mayor William D. Sessoms, J and James L. Wood Davis, William R. "Bill " DeSteph, Henley, Vice Mayor Louis R. Jones, ~., John E. Uhrin, Rosemary Wilson Council Members Absent: Robert M. Dyer Entered late -Mother IIIJ February 1, 2011 -2- C ITY MANAGER `S BRIEFING URANIUM MINING IMPACT STUDY 4:00 P.M. Thomas Leahy, Director -Public Utilities, briefed City Council re Uranium Mining Impact Study: _~ '.,,=ESr ~, ::. '„ A'Z2 G: :.:::1211 Properties with Former Uranium Mining Leases ~~~ ~ ~~ \ r... 1 tee. /" ~ ~ . ~ ~~ j~~ "' ~ti ~ i 1~ v I,I ~2w s u ~.o mtrn~ ~ r n. ~e -nr «, u,a ra ~e Lease: i', °J .._ ~: I , t .. , ~ „~, r _~... +elR ard+ ~ 2„~~ February 1, 2011 -3- CITY MANAGER `S BRIEFING URANIUM MINING IMPACT STUDY (Continued) j Figure 1 SURRY CO. / orfolk-VA Beach Water System N ISLE OF WIGHT CO SOUTHAMPTON ' CO. m` 1 ;° Windsor LAKE GASTON r PIPELINE mo WESTERN BRANCH RESERVOIR ~ LAKE PRINCE RESERVOIR I BLACKWATER WELLS Red Top PUMP NOTTOWAY STA. LAKE PRINCE PIPELINE PUMP STA. SUFFOLK 37TH STREET NORFOLK TREATMENT PLA NT ~ IN-T( MDORES EATME ORTSMOUTFL STUN LAKE CHES WTP SIMONSDALE BOOSTER PUMP STA. x+a~aas WESSTERN BRANCH PUMP STA. LAKES BRIDGES IT PLANT CHESAPEAKE ~ VIRGINIA BEACH -, ~ "" - - ~ (F S A M +' ~ - ~ ~ - 1 ~ p Ir r ~ i~~~ ~ t`~i • ~ I ~ _ k 3`~ r ~'-~ . - 'r i ; I - !~ ~ ~ J .1 ~ ,. r r ~S ~ r' 7 ~ J+ P , ~ ,~ I ~ , .. G ~ l ~ r ., ~ ~ ~ ~~ . L ~ ~ " a ~ • ~ 1. _ ~ ^ . i .• ~ ~~ -~ , ., ~ t ~ ~ ... . p x, __. I ~ ~. -_ ~ ~ +, ~ i. .., _ _ a Ptt~ t t • j/ v s i - .• ~ ~', - _ "~ ~ ~ I'lL;il Pr ti. I~A(5 (:a•rc *~ 11-6ri : 3..tr *c,t I'c~;~b: 1)i+r hsr. e:> I{u~ixvl~-~I I;ctrrns~- I~IfF~xr§ i riter'ia :~rJ L~ ~_..~~::r „I` 1~ahe~ theft l~re~~n1~•d tir.~r-Yt~l' Titicrni. February 1, 2011 -4- CITY MA NAGER `S BRIEFING URANIUMMINING IMPACT STUDY (Continued) February 1, 2011 -5- CITY MANAGER `S BRIEFING URANIUM MINING IMPACT STUDY (Continued) February 1, 2011 -6- CITYMANAGER `S BRIEFING URANIUM MINING IMPACT STUDY (Continued) _.._..._ ...............__...._._... ~ FoflureofTofltngsDam Tributaries -- ~"' ~"~__4 Uncantaminared ~Eaternal Addition External kddPf-on i serif nt waver of contaminated of contaminated ~ r7is<harge Dis<ha . - tarlmgs sediments taJings water t ; --1- ----- -1~ warercohrmn° -~y i ~~ ' t~. _ oU- ~~ ~ adw~cvon It, r i ,~,.: ua~,. I ~ ~tiu p I 1 .c. ~, iil trr ~ ~ L o„~, utk,n ~ - ~,s~ruon i ~ ~ Settling ~ T 17iffu~a any . Laper9 ~~ ~ Particulate Aa~cma~trde~ - - C7~ssol:red Rp~dionudldes February 1, 2011 -7- CI T Y MANA GER `SBRIEFING URANIUM MINING IMPACT STUDY (Continued) Radioactivity Concentration in the Water Column from Radium-226 and Thorium-230 Banister+ Dam lSm +CSW3 50%+HYD2 1%+ GSC1 +RAD2 so _ , v n c ~~ o as - ',. •~ b no ____. ___. _.... ____ _. ~ .. ~.,e. ,sn A~~.~» ~n.e., a,.,..w u _ v zo v -.AU m~~..e ~,a n,awm z_s ,.a __a m io o `e o so '~ Time (Day) Radioactivity Concentration in the water Column from Radium-226 and Thorium-230 Roa noke+bam 15m +CSW3 50%+HYD2 1%+ GSCi +RAD2 n ao ~~i o ,p ~l ~`+ so ~ ~ j -- ~eae n.. A~.,o„m er Kin w.x~.o,. W mwazo n. ate.. o.m C sn v« e a a.m ~r~ .tee x.n i 30 __ _. ~ zO F ~ r` ~ f ~ y 3 ~ 0 ^- CC _.._ o so loo iso zoo 250 300 35o ao0 Time (Day) February 1, 2011 -8- CITY MANAGER `S BRIEFING URANIUMMINING IMPACT STUDY (Continued) Steve Herbert, Deputy City Manager, advised there is an aggressive program of inspecting backflow prevention devices to ensure these are working. Over 7,000 devices exist in the City. Approximately 5,500 devices are active. The United States Building Code requires monitoring each of these devices and inspects them every year. Every property owner who has such a device is required to have it re-inspected everyyear by a licensed professional who is required to file a report with the City. A reminder notice is sent every year to each property owner. The quality of the City's drinking water will be protected. Since 1992, when this program went into effect, not a single case of a backflow preventative device failing and contaminating drinking water has been found. The problem appears to be "sloppy" record keeping, rather than a lack of inspections. The Auditor's reported there may have been as many as one hundred sixty five (165) out of a total of seven thousand (7,000) such devices in the City, which were out of inspection (over their one year inspection cycle). Most of those devices have been reinspected. The City is transitioning the Backflow and Cross Connection Control program from Permits and Inspections to Public Utilities. It is anticipated the transition will be completed by Tuesday, February IS, 2011. Lately, these devices are connected to single family homes; however, some are connected to commercial establishments. About eight (8) months ago, the Staff became aware of a record keeping problem. The Auditor was requested to have a "third person " conduct an Audit. Disciplinary action against two (2) employees is about to be rendered. A report, describing the transition of the Backflow and Cross Connection Control program from Permits and Inspections to Public Utilities, was distributed by Thomas M. Leahy, III, Director of Public Utilities, and is hereby made a part of the record. As the budget cycle is begun, it is important to note that Public Utilities will not be providing funding for this program in FY 2012 Budget. February 1, 2011 ,.~ _ z .?;' y dt' ~947'sE'ak~. a~ 5 ¢'~ CUA KP~~~N UEPAF'TMENT OF PUBLIC UT1LI1 IES UFFlGE OF THE DIRL=CTUR (757)38ti-4171 FAX (757)427-3783 TDD (757)385d3D5 INTER-OFFICE MEMORANDUM DATE: September 30, 2010 TO: Jack Whitney, Director of Planning FROM: Thomas Leahy, Director of Public Utilities ~~ 'vl~~(t~:CCNli iAUNIC~ALCENTER BUILDWG2 2405 COURTHOUSE DRIVE. VIRGINIA BEACH, VA 234568041 SUBJECT: Transition of Backflow and Cross Connection Control Program Attached please find a copy of a report describing the transition of the Backflow and Cross Gonnection Control Program from Permits and Inspections to Public Utilities. As we begin the budget cycle, it is important to note that Public Utilities will not be providing funding to the General Fund for this program in the FY2012 budget. With respect to the four FTE's in Permits and Inspections, Public Utilities will add one FTE to its staff and this could be a transfer from Permits and inspections. If Permits and Inspections is unable to fund the three plumbing inspectors, or absorb the positions through attrition, Public Utilities will absorb them in its Construction Inspection Bureau. If you have any questions, please feel free to give me a call or contact me at tleahy,~a.vbgov.com. Copy (via e-mail): David L. Hansen, Deputy City Manager Steve Herbert, Deputy City Manager Catheryn Whitesell, Director of Management Services Gary Jones, Engineering Division Manager Les White, Public Utilities Finance Officer Backflow Prevention &Cross-Connection Control Program Transition Report September 30, 20'10 INTRODUCTION The Purpose of this report is to outline the process for transitioning a portion of the Backflow Prevention/Cross-Connection Control (BP/CCC} Program from the Permits and Inspections (P&I} Division of the Department of Planning to the Engineering Division of the Department of Public Utilities (DPU). This transition will reduce costs, improve efficiency, and enable the Director of Public Utilities to bring the City into compliance with The Virginia Department of Health Waterworks Regulations and its permit to operate a public water system. BACKGROUND Backflow Prevention/Cross-Connection Control (BP/CCC) Program Requirements: Based upon regulatory requirements of the Virginia Department of Health (VDH), the Uniform Statewide Building Code (USBC), and City Code the program has three major components- They are: Permitting and Inspection of Backflow/Cross Connection Confrot Devices at Time of Installation, Repairs, or Relo~tion This component is perfom~ed by Permits and Inspections as part of its permitting process and follow-up inspection of plumbing activities associated with new or renovated construction. The permit provides for inspection of the installed device and documentation for inclusion in a database, which serves as a tool for subsequent annual inspections and testing (see Component 2, below). Permitting and inspection of backflow prevention devices, and prevention of cross-connections in newly constructed, repaired or relocated plumbing systems are mandated by the USBC, the Virginia Department of Health {VDH}Waterworks Regulations, and the City Code. Annual Inspections and Certification of Backflow Prevention/Cross Connection Control Devices Page 1 The second component is currently performed by Permits and Inspections; but as described below, will be transitioned to Public Utilities. This component involves managing a program that assures ongoing compliance with state regulations, the City Code, and protection of the water supply. This includes testing and inspection of testable devices, annual inspection of same non- testab[e devices, and an ongoing program of investigation to detect and eliminate any backflow or cross connection issues that may develop in the system, over time. A continuing program that accomplishes the above is mandated by the Virginia Department of Health Waterworks Regulations and is a condition of the Waterworks Operation Permit. However. as indicated below the City has not been in compliance for significant periods including the last several e~ ors. 3. Education and Training The third component is development and delivery of a public outreach and training program far employees, customers, and the general public: This component is not mandated but it is recommended by the VDH Waterworks Regulations. This function is being performed by DPU, but could be improved upon by consolidating Backfiow Prevention with the Fats, Oils and Grease (FOG) program. As a cost saving measure, it will be incorporated into the FOG education outreach effort, which has similar components. Many of the structures throughout the City with FOG devices also have BP/CCC devices. There is an opportunity to develop synergistic efficiencies through a coordinated inspection and testing program with FOG. REGULATORY FRAMEWORK The Uniform Statewide Building Code requires the installation of backflow devices in certain types of construction., and requires inspection of ail backflow prevention devices (testable and noh-testable} and air gaps at the time of installation. It also requires that testable backflow prevention devices be tested at time of installation, after repairs ar relocation, and annually. The USBC does not require that the annual inspection and certification of testable devices be made by any particular agency. Across Virginia, annual testing of backflow prevention devices is carried out by numerous entities, including the jurisdiction's permitting agency, the jurisdiction's public water supply agency, private water supply agencies, and by private contractors engaged by either the jurisdiction or the property owner. In Virginia Beach, under a program currently administered by Permits and Inspections, the property Page 2 owner/water customer is required to annually procure the services of a properly certified plumber to have his/her devices tested, and then report the results to the City for inclusion in a database. The Virginia Department of Health (VDH} Water Works Regulations require as a condition of the issuance and continued use of the operational permit for the waterworks, that each waterworks establish and enforce a program of backflow and cross connection prevention, subject to the approval of the VDH Division of Water Programs. The Uniform Statewide Building Code does not supersede state regulations that govern the design, construction, and operation of public water supply and waste water disposal systems. In fact, it is no# applicable to many aspects of water and wastewater facilities. Where it does apply, the USBC is a minimum standard, not a mandated maximum. A specification or allowable practice under the USBC is not relevant if the Waterworks Regulations or the water or wastewater purveyor require a more stringent specification or practice. Such is the case with the Cross Connection Control and Backflow Prevention program required by the VDH Waterworks Regulations. In addition to the backflow prevention devices required by the USBC, the Waterworks Regulations. state that backflow devices will be installed at any location that the water purveyor or the VDH Division of Water Programs determine is appropriate.. Also, annual. inspection and testing are not limited solely to testable devices. Depending upon .the circumstances and the judgment of the water supply purveyor, certain non-testable devices and air gaps may require periodic re- inspection. The City Code also mandates a backflow inspection program (Section 37, Article III}. The Code dates to 1965 and is in need of revision to make it consistent with both the USBC and the VDH Water Works regulations and the current organizational structure of the City. The City has been significantly out of compliance with the VDH Waterworks Regulations, the USBC, and City Code as it pertains to backflow prevention in 2008 thru 2010. It has also been out of compliance for lengthy periods of time dating back to 1996. At a minimum, a large number of testable devices have not been inspected and tested on an annual basis, and there are significant concerns and questions with respect to the accuracy, completeness, and reliability of the database used to track this information. Furthermore, in the next five-to-ten. years, additional backflow prevention at fire hydrants and individual water meters is likely to be implemented by Public Utilities. It would not be feasible or practical for this Page 3 program to be managed by anyone other than Public Utilities, and from an efficiency standpoint, it does not make sense to straddle the backflow prevention program across two departments, especially given that the current system has not produced acceptable results. Since Public Utilities is responsible for compliance with the VDH Waterworks Regulations, Public Utilities should implement the backflow and cross connection program mandated by those regulations. TRANSITION TIMING The transition of the Annual Inspections and Certification of Backflow Prevention/Cross Connection Control Devices Program from Permits and Inspections to Public Utilities will be initiated January 1, 2011. This will provide sufficient time to prepare and execute the necessary activities for a smooth transition, including: • Kickoff meeting with DPU and Planning Department Directors and Division Managers to discuss program transition, continuing coordination and cooperation. • Transition of the Tokay database and database rights to DPU including all paper files and records. • As discussed- below, the potential transfer of one FTE, from Permits & Inspections to DPU. STAFFWG AND FUNDING DPU currently provides funding of approximately $240,000 annually for 4.0 positions in Planning/Permits & Inspections. This includes 3 Plumbing Inspectors and 1.0 Administrative Support position. DPU also funds 2 positions in the DPU/Engineering Division to provide oversight and support to this program. This includes a Program Manager (Engineer III) and an Engineer Technician ll. In total there are 6.0 FTE's funded by DPU to administer this program. However, after the program has been restored to a condition that meets VDH Water Works regulations, Public Utilities will maintain it in a functional status with the equivalent of 4.5 FTE's, or less. DPU plans to administer the program as follows: • 0.5 FTE - (FOG/BPCCC) Program Manager (Existing position in DPU. The FOG program Manager will assume the duties of the BPCCC Program Manager) • 1 FTE -Engineer Technician II (Existing position in DPU) Page 4 • 1 FTE Equivalent -Engineer Technician II {Contracted Manpower, already funded by DPU) • 1 FTE -Database Clerk {New position in DPU. Potentially, this would be a transfer of an existing position in Permits & Inspections that Pub-ic Utilities has been funding) • 1-FTE Equivalent {maximum} -Services provided as needed by an annual services, environmental firm currently under contract with DPU) DPU will continue the current funding to the General Fund for the BPCCC Program through FY2011. Beginning with FY2012, DPU will no longer provide funding to the General Fund for the 3 Inspectors and 1.0 Administrative Support position in Permits and Inspections. Public Utilities will add one new FTE, a database clerk, to implement the BCCCC Program. Potentially, this can be a transfer of 1 FTE, Administrative Support position that Public Utilities currently funds. If Permits & Inspections is not able to fund and transition the 3 [nspector positions within the Division, Public Utilities believes it can transition them to the Design and Construction Bureau to be cross-trained as construction inspectors and integrated into the existing Aging Infrastructure and Consent Order Program. ADDITIONAL EFFORT TO RESTORE PROGRAM There will be a number of additional activities needed. to restore the BPCCC Program to a condition that will satisfy VDH Regulations and insure future compliance. The following additional action items need to be accomplished: Acquire onsite training and assistance from Tokay training coordinator for assistance to correct and update the database. • Develop and update standard forms for surveys, inspections and notification letters. Begin developing a complete inventory of all testable assemblies in the City by confirming existing inventory through surveys, inspection and database review. Perform a gap analysis comparison with the billing system to identify sites presumed to have existing backflow prevention assemblies not currently in the database. • Review and ensure completeness and accuracy of all data entry fields. Ensure that certified contractors and inspectors utilize the City approved standard forms for surveys, inspection, and testing. • Cohtinue tracking and monitoring customer notification letters for backflow prevention assembly testing. • Conduct field spot checks and data validation of existing sites. Page 5 • Contractors performing tests on backflow prevention assemblies in the City should send completed test reports directly to Public Utilities for data entry. • Upgrade technical support to ensure interface /fink of Tokay with other DPU databases (BANNER, HANSEN, GIS). • Schedule monthly meetings to facilitate detailed coordination. • Training to allow for utilization of database full capabilities and ensure accuracy and accountability in data entry. • Ensure BPCCC includes public outreach and educational program consistent with FOG initiatives. • Complete City Code revision to accurately reflect DPU Director's roles and responsibility. The resources needed to accomplish these action items include the 4 positions enumerated above, and supplemental support from the FOG Program MBE Contractor on an as-needed basis. We anticipate that total program restoration should be accomplished by Juiy 1, 2012 or 18 months from initial program transition. Page 6 -9- CITY MA NAGER `S BRIEFING URANIUMMINING IMPACT STUDY Percent ofRadioactiuity 5-11% 11-19% Leaving the System :(Flowing Downstream as a Dissolved Contaminant) Percent of Radioactivity ~-Gp~ ~-Z Remaining in the Water Column Percent of Radioactivity 09-93l0 ~p_p-7Q/0 Remaining inthe System O /p O O (In the Ftood Plain, River Bed or Kerr Reservoir) February 1, 2011 -10- CITY MANA GER `SBRIEFING URANIUMMINING IMPACT STUDY (Continued) February 1, 2011 -11- CIT Y MANA GER `SBRIEFING URANIUMMINING IMPACT STUDY (Continued) February 1, 2011 -12- CITY MANAGER `S BRIEFING URANIUMMINING IMPACT STUDY (Continued) February 1, 2011 -13- CITY MANAGER `S BRIEFING URANIUMMINING IMPACT STUDY (Continued) Correspondence of Thomas H. Leahy, Director of Public Utilities was distributed: "Transition of Backflow and Cross Connection Control Program ", which is hereby made a part of the record. Cheri B. Hainer, Administrator -Permits and Inspections, advised fire sprinklers re Backflow prevention devices were not a part of this study. None of those found delinquent were sprinklers and were not encompassed in the study. Mrs. Hainer advised six (6) weeks prior to annual inspection, (due March First), correspondence is forwarded stating an Annual Inspection is due. A list of certified testers is provided and the users are reminded of their existing Backflow prevention devices. It is the responsibility of the property owner to hire someone to make sure the devices are in place and still functioning. If not functioning, it is the responsibility of the property owner to replace same. Inspectors verify the reports re the information being correct. February 1, 2011 -14- JOINT MEETING VIRGINIA BEACH CITYSCHOOL BOARD 4:1 S P.M. Mayor Sessoms referenced a very cordial and productive meeting with the Virginia Beach City School Board. A proposal was given to City Council (S Points) $12.5 Million from SchooLRisk Management to the City; City Assumes risk above new balance Other Reserve/Restricted Balances left as is for School requirements RSF (Revenue Sharing Formula) remains 51.3% through FY2011-12 Appropriation; then subject to open, collaborative, objective review Summer 2011 Lump Sum appropriations for FY 2011 by April First and for FY 2012 when appropriated School Board necessarily considering compensation adjustments The Virginia Beach School Board was hoping for an agreement in the near future and to have a joint resolution signed by the Virginia Beach School Board and the Virginia Beach City Council. This is being discussed this evening. The $12.5-Million would not have any impact on the Operating Budget. Mayor Sessoms advised the School Board would like some of these funds from `pay as you go" projects. Vice Mayor Jones advised there is $26 Million in Risk Management No one has made any commitment "one way or another ". The Virginia Beach School Board will bring back a proposal to the City Council for discussion. Council Lady Henley advised there was not any discussion at the Retreat. Council Lady Henley would like basic discussions with the Virginia Beach School Board Council Lady Bellitto requested the Virginia Beach School Board be contacted re the amount of their balances. February 1, 2011 '~~'-_ • 12.5 MM SCHOOL RISK MANAGEMENT TO CITY; CITY ASSUMES RISK ABOVE NEW BALANCE • OTHER RESERVE/RESTRICTED BALANCES LEFT AS IS FOR SCHOOL REQUIREMENTS • RSF REMAINS 51.3% THROUGH FY2011-12 APPROPRIATION; THEN SUBJECT TO OPEN, COLLABORATIVE, OBJECTIVE REVIEW SUMMER 2011 • LU M P SU M APPROPRIATIONS FOR FY2011 BY APRIL 1ST AND FOR FY2012 WHEN APPROPRIATED • SCHOOL BOARD NECESSARILY CONSIDERING COMPENSATION ADJUSTMENTS D~-J0'F + ~ ~ J 11 ~RGINIA BEACH CITY PUBLIC SCHOOLS A H E A D O F T H E C U R V E RESOLUTION WHEREAS, Virginia Beach City Public Schools [Schools] has analyzed its funding requirements relative to projected revenues and June 30, 2010 fund balances, and WHEREAS, the expenditure plans for the School's reserve and restricted fund balances represent valid needs for sustaining the quality of education in Virginia Beach; and WHEREAS, the City of Virginia Beach [City], has indicated it stands ready to share the liability from catastrophic occurrences which are paid from the Schools Risk Management Fund; and WHEREAS, the Revenue Sharing Formula (RSF) between the City of Virginia Beach and Virginia Beach City Public Schools has generally served the City and Schools fairly over the past fifteen years; and WHEREAS, adjustments to the RSF are by current City policy based on a joint biennial review; and WHEREAS, adjustments to be formula should be done in an open and collaborative manner based on objective criteria; and WHEREAS, the City has acknowledged both the efficacy and efficiency of providing a lump sum appropriation for the operation of the schools as virtually all school divisions in the Commonwealth receive; and WHEREAS, Schools received Federal Jobs Program funds that are restricted primarily to teacher and certain other support personnel compensation and benefits; and WHEREAS, many school districts in the area have already provided bonuses and/or pay increases to their employees. NOW THEREFORE, BE IT RESOLVED: That the School Board of the City of Virginia Beach has identified $12.5 million that can be transferred from the School's Risk Management Fund for use by the City Council and the development of a document indicating the City's sharing in the liabilities associated with the School's Risk Management Fund; and be it FURTHER RESOLVED: That the City Council will leave all remaining fund balances of the Schools in place for use by the Schools as identified in School Board workshops; and be it FURTHER RESOLVED: That the School Board of the City of Virginia Beach and City Council have agreed that per existing city policy, the Revenue Sharing Formula (RSF) will not be adjusted prior to the FY 2011-12 appropriations and that the RSF will be collaboratively reviewed on an objective analytical basis including public input; and be it FURTHER RESOLVED: That the City Council will reappropriate the FY 2010-11 School appropriations as a lump sum appropriation by April 1, 2011 as well as appropriate FY 2011-12 School appropriations as lump sum; and be it FURTHER RESOLVED: That the School Board of the City of Virginia Beach anticipates adjustments to employee compensation, and that while the City Council has indicated it hopes that all city and school employees can receive adjustments, it is aware of the unique circumstances regarding school employees which has been created by restricted federal funds; and be it FINALLY RESOLVED: That a copy of this resolution be spread across the official minutes of this Board, and the Clerk of the Board is directed to deliver a copy of this resolution to the Mayor, each member of City Council, the City Manager, and the City Clerk. Adopted by the School Board of the City of Virginia Beach this 1St day of February 2011 SEAL Daniel D. Edwards, Chairman ATTEST: Dianne P. Alexander, Clerk of the Board School Administration Building • 2512 George Mason Drive • P.O. Box 6038 • Virginia Beach, VA 23456-0038 -IS- CITY MANAGER `S BRIEFING INTERIM FINANCIAL STATEMENT 4:35 P.M. Patricia Phillips, Director of Finance, recognized Don Barnett, City's Comptroller, Miryam P. Woodson, Principal Accountant, and Aaron McCoy, Senior Accountant. Mrs. Phillips reviewed the Interim Financial Statement: FY 2011 City of Virginia Beach Budget to Actual Financial Update For July 1 through December 31, 2010 i.{ I ~ ate. .,; :: , .~ ~... ~.~ Overview ~ FY 201 1 General Fund Revenues ~ FY 201 1 General Fund Expenditures ~ Next Steps ~^ FY 2011 General Fund Revenues and Expenditures Compared to Budget Thru December 31, 2010 (in millions) Revenues Local Revenues State Revenues Federal Revenues Total Revenues Annual YTD Bu et Actual Variance $ 808.2 $ 361.7 $ (446.5) 143.0 46.2 (96.8) 22.6 10.8 (11.8) $ 973.8 $ 418.7 $ (555.1) Expe nditures/Encumbrances Departmental Totals Transfers Reserve far ConEv~gencies Total Expentlitures/Encumbrances Less Amounts Forded from Fiord Balance Outstanding Encwnbrance at 6/30/10 Approved Carryover Requests Fundvrg fr~r City Capital Projects Funding for School Capital Projects Norfolk Southern right ofway School Reversion v ~ >nagemem .{:. .. r,~.~ Adjuste ~reslEncumbrances ._ ~- ~ ~i $ 522.1 $ 279.6 $ 242.5 513.3 251.4 261.9 1.8 1.8 $ 1,037.2 $ 531.0 $ 506.2 $ 7.9 0.6 28.1 4.7 5.0 14.3 z.s $ 973.8 3 February 1, 2011 -16- CITY MA NAGER`S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) Total General Fund Revenues December 31, 2008 - 2010 51,200 5800 x 5400 So FY 2011 Year-To-Date General Fund Revenues Compared to Historic Trend December 31, 2010 loo.o r loo% , - - - - - - - YTD ACTUAL = $418.7M so % - - - ANNUAL BUDGET = $973.8M .~ 71.6% d60% - -- C 58.3 ° 54.4 F° 43.0 % 48.9 ° 45,0 ~~% 42.1% --- -.__ _...--_ _... °i 26.7 ~' 20% 23.1 % - __ _- --. 14.1 % 9.7 3.8 % 12.7 1.5 % 8.3 0 % + ~---4.1%____ _ _ _ Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun --~--Rev Trend -*-%of FYll Aev BudgMI 5 February 1, 2011 FY 2009 FY 2010 FY 2011 L -. - __ _.~. - oACtual Thru Dec 31 _ Annual Budget -17- CITYMANAGER `SBRIEFING INTERIM FINANCIAL STATEMENT (Continued) FY 2011- General Fund lZevenues ~ Total Revenue follows the Trendline - Several items are on a 2- 3 month lag Real Estate installments due December 6~' and June 6tn ~ Business license tax (BPOL) due in March ~ Personal Property tax due June 6tn GASB 54 Impact New for FY 2011 ~ GASB 54 requires revenues tied to a fund to be budgeted in the fund as a revenue, not as a transfer. ~ Result: FY11 interfund transfers and revenues are smaller General Fund budget is also smaller cuss sa (in millions) FY09R* FYlOR* FYl l Total General Fund Budgeted Revenues $ 1,069.3 $ 1,044.8 $ 973.8 Annual Amounts excluded from GF Revenue due to GASB 54: Non-GF Hotel Room Tax $ 17.6 Non-GF Restaurant Meal Tax 17.5 Amusement Tax 5.7 Curette Tax 1.0 Total Budget Revenue Reported in Special Revenue Funds 41.8 *R-Restated S; ;, ti^ i b __ . `.~Y5 ~ ~~ February 1, 2011 -18- CITY MANAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) Real Estate Revenues December 31, 2006 - 2010 . ____. .._---........_ _....__ _.._ ._......___ ."_ __......_ ..__._ .......T_-.... .._~_.. _..__"---.... . 100% FAVORABLE TREND E5oo $479.1... $493.0 $481:8 BUDGET $452.5 90% $443.1 Eaoo ~ `o o eo% d ~ 50.9% 51,3% 51.1% 51.5% 51.7% m E300 'c ~ X245.6 251.7 $247.9 234.1 1° o ~ v :225.8 40% z e E299 I I 20% Etoo So o % FY 2008 FY 2009 FY 2010 FY 2007 FY 2011 I Actual Collections ~ ®YTD ~~% of Total LLL 7 Personal Property Taxes December 31, 2006 - 2010 Eao i~ 0 w d C d Ezo Eo FY 2007 ......._. 50% 'a ET 40 3.1 30.9% '" c 0 30% V d 0 U A H 20% p $19.5 t9% 9% FY 2011 N February 1, 2011 FY 2008 FY 2009 FY 2010 Actual Collections ®YTD ~~ % of Total J -19- CITY MA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) $60 ~S 0 n 7 $0 ~ n 0 0 o U 0 `o a" 6 0% FY 2007 FY 2008 FY 2009 FY 2070 FY 2071 ~~Actual Collections la®YTD ~%of Total ~', - _.. _ - _ _ - _ _.I 9 General Sales Taxes Collections Monthly %Change from FY10 to FYll ~ to.a% to.o% _ __ s.t% 5.0% _. _ _ _. __ _. _.. -__ _.... ... - _ 2.0% 1.5°/. 1.8% 1.2% 1.2°A~ 0.0% ', .. ~, .. '' , :. r . . .1 . S ' i e -4.1 % -5.0% .. ___. _. _.. _. __._ __. ',, -8.8 % -9.9 % -10.0% '._. ....... _.. _ _. ... .._... .... _. _.. - _... _..__. Oo' 00 00 09 ^O ^O ^O ^O ^O ^O ^O w0 q0 ^O ^O ^O EQ 4~ OJ 4S' P? 740 PO Q~ PJ J~ O~ JO 77'Q G~ OJ 04 5 O 2 O ) F ~ P tt Y J~? p 9 O ? O I',:. r[a ,.e-=Monthly %Change from PY * Collections lag sales by 2 months . ~.: 10 February 1, 2011 General Sales Taxes December 31, 2006 - 2010 -20- CITYMA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) Hotel Room Taxes General Fund Portion Only per GASB 54 December 31, 2006 - 2010 $6 ... ____. __. ....... __.. 100 ........ 7.8 % Up from FY10 FAVORABLE TREND $5.4 BUDGET $5.1 $5.2 $5.2 $5.1 i $5 ~ 79.0 72.3% 73.8% 72.8% ~ 75% 71.3 I J $4.1 c $4 63.9... _ $3.9 ?3.8 ~ i o c 53.6 I - o i d ~ ~ U w m $3 50% ~ I ~ a~i ~ o ~ e E2 25% 3~ ~ $o FY 2007 FY 2008 FY 2009 FY 2010 Ct~ActualCollections t>ettD -c-%ofTotal Total Hotel Room Taxes December 31, 2006 - 2010 $25 { $20 c 0 M d $15 'c ar m C $f0 $5 j ® I o% FY 2071 Il 100 7.2 % Up from FY70 FAVORABLE TREND ....$23.6 e~sn .... BUDGET_ $22.6 --- $0 I FY 2007 FY 2008 FY 2009 FY 2010 ~OActual Collections I®ttD _ -~r % of Total BO O 60 % _y O U 0 F O 40 % a 20 % 0% FY 2011 12 February 1, 2011 -21- CITYMA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) §30 `o f b20 a C §70 $0 FY 2007 75% 50 % ~ 0 0 U O O 25% 0% r FY 2008 FY 2009 FY 2010 FY 2011 tActualCollections ®YTD -o-%of Total 13 Total Restaurant Meal Taxes December 31, 2006 - 2010 --- ..__ _ .. ......--- -~.._...__._~. 80% 2.2 % Up from FY10 FAVORABLE TREND §50 $48.1. §48.3 $48.4 BU gG2T ..$46.7 ~-1 ~-I ~~ f 1 so §ao 52.61...... 53.3%..... 52.7%. 54.2%. 52.1 c o_ 0 __ m ~ $30 U a -: i.3 $25.8 $25.5 $26.1 ao% o $24A F m i `o rc a° §20 i 20% §10 ~ §0 I ~ ~ - i t- + ~ 0% FY 2007 FY 2008 FY 2008 FY 2010 FY 2011 oACtual Collections YTD ~ % of Total 14 February 1, 2011 Restaurant Meal Taxes General Fund Portion Only per GASB 54 December 31, 2006 - 2010 -22- CITY MA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) ~~~~r~~ FU~~ ~~V~~U~~ SUMMARY OF GENERAL FUND REVENUES December 31, 2010 (In Millions) ., , _ ~ ~. ~- .. ., FY 2 011 Budbet ~"TD % of Budget Trend * Real Estate Taxes $ 452.5 $ 234.1 51.7 % F Personal Property Taxes 63.1 19.5 30.9 F ppT~ 53.4 6.5 12.2 A General Sales Tax 50.6 22.8 45.1 F Utility Taxes 25.2 9.9 39.3 F Telecommunications Taxes 22.0 7.1 32.3 U Business Licenses 40.8 1.4 3.4 U * Restaurant Taxes 30.7 16.6 54.3 F * Hotel Taxes 5.1 4.1 79.0 F Other Local Revenues 118.1 46.2 39.1 F * State Revenues 89.7 39.7 44.3 A * Federal Revenues 22.6 10.8 47.6 F $ 973.8 $ 418.7 43.0 % F * GF portion only Excludes School Revenues February 1, 2011 -23- CITY MA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) FY 2011 Year To Date General Fund Revenues & Expenditures Compared to Historic Trend At December 31, 2010 ~L REVENUES = $418.7M s5.1'%^ ~`' 80% ~i -- 72..1°~ - -`-- I ACTUAL EXPENDITURES= $531.OM 5y ~I-~`.~ ;1,{~~,;, K ~ ~ ~ 51.4°.', ~,.~`` ~ , m ..,, `o 43.0% ~~•~"e d 38.34x, 4J.0'% aa0".emu - - --- a 40% -- - ,~ d2.i4s ?y.4 h <,~` 35.5 % 26.7°l ~ uu.o^%. 24.5% ~ 23. t'/ 9.d`;o ~ 7.i% 14.1% - ~ 9.7 1U.5% ..~. (2.7Y5. ~ 1.5 % 3.8 % $,3,,,a Jul Aug Sep Oct Nov Dec Jan Feb Maz Apr May Jun -4~^°Rev Trend -~- % of FYII Rev Budget Expenditure Trend ~*~ % of FYII Exp Budget General Fund FY 2011 Expenditures ~ Total at December 31, 2010: $531.OM, or 51.2%, of $1.037B Budget ~ Cnmm~rv of A~fi,~l Fv»art~itnrac TTnr1Pr Rnrlr~Pt at T11nP 2(1' I ,.(xl millions „' ~ ~ --~- ,~ ` °~ ~~ r #Tatal,~,~ ~_ ~. m 3a`~~'3'ota~ .Budget' ~ ~~,~; C~.~ - . ; oi'ky~,'~+~ ;~Bud'g ; ,Schools': 2008 (Actual) $60.3 5.6% $25.0 3.5% $35.3 2009 (Actual) $45.2 4.0% $30.3 3.9% $14.9 2010 (Actual) $53.2 4.9% $35.5 4.7% $17.7 I9 zo February 1, 2011 -24- CITY MA NAGER `S BRIEFING INTERIM FINANCIAL STATEMENT (Continued) Next Steps - Continue to Monitor Revenues in FY 2011 ^ Real Estate -June ^ Business Licenses -March ^ Personal Property - March/April ® Next Briefing on February 22, 2011, for data through January 2011. "~~ ,, February 1, 2011 ~F ~x~~r~~it~r~~ -25- CITY MANAGER `S BRIEFING WASTE MANAGEMENT PROGRAM RESCHEDULED BY CONSENSUS, due to lack of time for discussion. February 1, 2011 -26- CITY MA NAGER `S BRIEFING COMMUNICATIONS and INFORMATION TECHNOLOGY 5:20 P.M. Gwen Cowart, Director - ComIT, provided information re Communications and Information Technology Capital Improvement Program, Virginia Beach Technology Outlook and Technology Investment Scenarios. CITY MANAGER `S BRIEFING February 1, 2011 0 0 c/') ~ ~ s O U ca U ~ ~~ O ~ +~ O O U `~ ca fa L 0 L a--+ Q f~ a--+ .~ fa V rl O N u.. rl O N ~..~. 0 O N O N ._ Q ~/'~ ~--~ V .~ L O O [~^ i U F- O 5... O 4- . 0 ~1-, V_ O U Q ^~ W . N U C~0 L l~ l"I l"I ~ N O N ~ }' d. ~ o ~ •~ o ~ ~~ L ~ ~ N U . ~ ~ c-I t ~ ~ 4. ~ ~ >, O N a_+ ~t/~ ~ > ~ w ~ N O N J ~' Q1 i cB m l} •~ ~N ~ ~ C7 ~ '(/~ ~ ~, .,..i U ~ ~ ~~ N ~ s E ~ a ~ ~ ), O N a_+ ~ ~ ~ ~ w N Ol M lD m -t~- ~--~ lfl m m i/~ ~--~ a. 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(, Yc9 ~~'''~ ~ d y 7'0 o nA ~ o- o o .,J-, ~ °on ~ Q~ 1f1 ~ O O o w~ ~ N~~ i O ~~6 N+'O~ v N'''om ~ G~ ~~ ~O G ~ (~~~I~ .i ~ G / ~- ~ O.O ~ ~,~, OSi~ ~0 ."ice ~ O• ~ ~ O N J ~ ''~n y ~ Y O ~ E ~O '9p ` ~ ~ ~ ~03 ~ ~ p, O' d ~ y~~ O ~J O~ G ~.WO ~S N O N VO O'J O U~.S ~ ~~~~ ~~~ S QTY s V C~ 4~ m ~~~ J ._ 0 S U a--+ a--+ 0 .~ (6 U (~ Q f6 i fa l0 N H O a--+ f~ N . ~ L ~ ~ •- ~ ~ O v N ~ > ~+_ ~ ~ aA 2 O ~ N U '- ~ ~ y-- O ~ ~ ~ U ~ ~ ~ CAA ~ O ~ ~ +-+ O ~ ~ ~ ~ N > ~ ~ L ;~+ ~ U L ~ i a--+ ~ U ~ y-- ~ N O L N ~ ~ c6 ~ O U ~ ~ ~ ~ U ~ ~ aA ~ ~p •_ f~ °° ~ ~ z = oc a~ ~ . N O •~ V C/1 • • Q fa i C6 l0 N H ~ ~ o in ~r ~a ~ N O ~ ~ O ~ • Q1 ~ 01 ^' ~~ h ~ y C u" ~ ~.? -- H . ,. ei h G1 GJ 'd' r E7 ~ Q1 N N H ~ N to _ tt1 •- N C y om N .. 0 ^ _ e -I LL tD °' °° s l"~ L Q~ ~,~ M ~ ~ t!') N ih i/} • .... ~ 0 o ~ W M ~ M ~ ~D ~ ~ ~ C ~ y Y ._. V fC m L aA ~ ~ O M L d' a 0 0 ~ o0 ~j, h -a M s 01 O ~ Q M ~ .~ i R `"~ s,. V ~ : u z ~ ~ ~ N GJ ~ ~ ~ ~ M ~ M ~ h ~ .~ ~ CT1 _ ~ ~ N ~ Z ~ ~ i/~ ~n ~ v :r ~ ~ _ cv ~ V .~ ~ ~ ~~ ~ ~- G _ O ~ ; a , ~ Q , ~+ C7 s.. c~ '-a v ~ ~ ~ > 4 U ' a ~ c~ O ~ `~ Q ~ Z ~ ,~'w_~ ~ ~ :~."~: ri V N V N ~-+ ~ ~ ~ ~ L N (n ~ m O ~ ~_ • 0 ~ ~•F- N U ~ " 1 T ~.~/ W ~ ~ ^ l ~ ~ ~ ~ ~ ~ L ~ Q ~ ~ L + L ~ ~ '~ ~ i ~ U N ca •ca c6 U ~ ~ ~. O U ~ Q • - ~ ~--~ O ~ ~ ~ ~ ~ ~ .~.~ ~ ~ N ~ O ' ~ ~ ~ O O • Q • O ~ ~ Ql l a Q ~ ~ ~ .~ ~ U O • N C/1 ~ N U ~ ~ '~ ~ ~ N • O }' • ~ • ~ ~ U U ~ ~ ca m ~ oc Z ~ U > w ~ ~cn• ~ X w ~ - ~ - N N m O W V Q 5... n~ W S N ~ ~ ~ +~ 0 0 ~ ~ O~ O L ~ N .-.. 1 ~ ~ „ ~ 1 Q M ^ ~ N ~f1 M M ~ V /~~ / W ~~ V O ~~ .~~ W N ri ~ F, ~, M :. O? O I.f1 N ~ ~ L Q~ - . ~ ~ O , ,. c ~ a ~ ~ " ' oo ~ n a V C ' pp tD ~ ~ N ~ ~ GJ ~ t~ L iJF V ~ ~ A ' W V fC m N as ~ N ~ a ~ M i1 ~ N a U ~ ^^ ~„ ~ ~ .~ rn o a~ ,;,, Q ~ N ~ t M ' ~ i JS~ N ,~ ~ ~ .,.~ i `"' ~ s. ~ V Z ` . ^ l0 ~ M a f ~ ~ ~ C1 . N ~ M M L 01 = '®. ~ ~ ei ~' Ll1 a~ N ~ ~ ri z ~ ° ~ ~ ~ ~ ~ ~ v •*= ua U ~ fC L 1. ~ _ ~ ~ ca V . .+_ V ~ ~ c O ~ L ~ a ~ ~ ~ ~ > ~ Q u ~ o ~ c Q ~ ~ Z ~ V ~ _ U e~ U N U -M O .~ U M U C6 Q ~ ~ ~ ('6 U ~I--i s' Q ~ O Q ~ H ~ ~ N •Q ~ O ~ _ • N a--~ ~ w O ~ U C6 ~ ~ N ~ L ~ N ~ ~ Cn ~ ~ . U ~ ~ ~ cn ~ +~, ~ ~ a- + U p a"' ~ N L O y... ~ U ~ v ~ ~ ~ N U ~ N ~ ~ .N ~ Q. N O ~ v N U •- ~ ~ ~ ~ aO-+ U ~ ~ O N U C6 L N O N U ~ W Q ~ O ~ ~ tL ~ ~ ~ U U . ~ Q • • ~ 0 0 ~ Q .. N ~ ~ }' . •- = Q~ Z > ~ ~ y- O U U N ~ N ~ ^ '' ^ ^ , ~ ~ Q ~ _ •~ Q O dA i ~ O •~ U Q. i f0 ~ ~ CD N O -a ~ ~ O ~ O U N - +-+ +~ U • Q. i~ LO N ~ ~~ ~ o c~ p ~ ~ ~ oc ~; ~ N p N U i •~ ~~ Q a~ `~ ~ N ~ ~ ~ ~ a~ ~ ~ ° ~ ~ a~ ~ ~ ~ - ~, v U O ~ U ~ U ~ ~ ~ •i ~ U Q N '~ f6 >O f~ ~ •O N Q ~ ~ • Q m ~ ~ N c-I } l~ LL e-i c--I LL m N O O O O O O O O O O O O O 00 ~ O l0 N 00 ~ O l~ N 00 ~ ~ d' d' c'n m N N N ~ ~ O O ~ N O 00 O ~ N O 00 ~ ~ N N N N ~ ~ ~ ~ ~ sanoyueW O • ~ ^~ W V C~ • • C6 L (~ W F-- ~~ .E E °°"~ i~ ;~ c 3 LL fC >` an 0 L a L L 3 V f0 '~ 4J G1 -tea L L V Q d0 ~' 'd' O ~ O ci ! ~ n ~ '~ ~ r. v e-I N ~ ~ ._ ~ ~ ~n ~ N L e-I LL M ~ 00 s M ~ ~ N t/? •i ~, o ~ M ~ 00 ~ N ~ ~ O ~ Y U (C N m ~ N M L ~ ~ ~, a N m .a v>` ~ M N ~ O Q1 N ~ 0 ~ ~ a c~ V ~' a ~ •~ N !~' 1 a- o ~ ~ U ;; N to to N N t,A ~ tJ'S tlf O C~ O 1`~ ~ ~ r -I N i/!~ ~ "' n d' d1 N N lfl N Q1 Q~ O rn 0 M lD tf) 00 M l0 i--I M ~--I r-I ~. Q ca U O d U N a_ U a~ s H L .~ C 0 u W ~+~+ V L i~+ U L c 0 U M N i-1 M N M eri ..~ d' h N N O C7 0 h V n N' ~i M N N 01 e-I IZ Q N 7 U H LL ~+ yam. f0 Ca C _C C f0 C c .a a~ '~ C ~a O W c N =L U w LL C1 Q1 M 0 O N i/1 00 O N N ci G1 a-1 ~, cri n M N 00 N M co tD O N ill d Q N +~ m 7 U ~ ~ N Q W ~..L ~ N ~ .i ~--~ Q~ .v O Q. U cNi~ i ~ ~ ~N Q _~ ('~ a--i a~ L Q U +~, ~^' ~ 'p .~ W L LZ ~ ~a ~ U ~ U N N ~ ~ .U ~ 0 ~ ~ ~ O s- ~ ~ ~ O ~ ~ .~ ~ ~ O .~ ~ a ~i Q ~~ N ~ • • • a--+ U _~ Q ~ N ~ v i ~ Q U Q i 4- N ' i cn Q O ~ ~ W U L ,~ ~ N W ~ ~ ~ U ~ ~ ~ U ~ ~ O ~ ~ }i a~-+ U U V ~ ~ ~ Q ~ a--+ ~ N U ~ ~ N O ~ a--~ W ~ U cn L~L ~ • ~ ~ m U Q ~i a U Q 0 ^i A 0 U Q a • • • H ~ ~ ~ +~ +, ~ ~ ~ ~~ ~ ~ ~ i ~; a ~ ~ ~ U ~ f9 N O ~ ~ O `° ~ °' " (~ ~ ~ N QJ ~ C6 _ I •O ~ ~ Vf ~ ~ ~ 4J A 1 ~ ++ N ~ O ~ OC +-+ W ~ v~ ~ .~ " °J v •~ ~ ~ ~ " ~ ~ ~ L en ~ ~ m Cn ~ •Q ~ V m ~_ ~ ~ N 4J Q ~ N dA •L ~7 N ~ Q i C ~ L fC GaJ ~ U1 ~ Q ~ ~ C 4J a-+ Q ~ Q O w ~ w U ~ O ~ _ ^ ^ ~ ~ ~ `~ 00 '',< O O ~ O suoi~~iw o L1'f O ~' °; o O T O M O N U L 0 N I O M r-I } LL. N r-I } 4~ ._ b~A 4~ i V _ ~..~..~ ~~ ~"~'~ ~ ~ ~ ~ ~ .- ~ U V ca 4~ L ~ -1--~ ~ N O ~ V ~ ~' O V 4~ ~ 4~ ~ N •- L ~ ~ .~ O ~--~ ~ cry ~ ~ ~ .- ~ ~ ~- ~ N N O ._ V 4~ ._ V ._ Ca L V O 4~ ~"' c~ O ._ a--~ C~ .N C~ L O f1 ~...~ O ~J O v ~+- ~ O Q ~ ~ ~ O >' '+~ 4> - ~ c~ ~ ~ _ N ._ ~ 4~ O ~ ~ ~ 4~ ~- ~ ~ 4~ v O ~ ~ ~ ~ ~ '- ~ O ~ ca N ~ O ~ ~ . - cn ~ O _ ~ U L N p p ~ ~> ~` cn ~ ~ O O ~, ~ U ~ O N O ~ ~ ~ N _ ~ N N U O N O ~ ~ ~ ~ ~ cn •- f~ ~~ ~ ~ N a--+ N Q. ~ ~ +~ ~ p N i U N L cn N O ~ ~ '~' O Q N ~+ p ~ ~ C ~ ~ U ~ ~. t1A y_ O '~ ~ ~ (~ ~ U ~ ~..J ~ o L ~ O ~ ~ ~' U , a"' ~ ~ N V) ~ N ~ O N ~ fB Q ~ ~ a--i U .~ f6 ~ ~ U U ~ N O +~ ~ t]A •- ~ ~ ~ i ~ ~ ~ O ~ ~ O O aA ~ . ~ ~+-+ O cn N ~ cn 0 ~ o ~ O ~ ~ U N O ~ L U ~ v ~` U 0 v ~ O a--+ ~ ~ ~ _ te .~ ~ c~ ~ . +~ ~ ~ a -+ f6 N a ., ~ ~ ~ ~ ~ 4J ~ .~ ._ f6 ~ f6 _ cn a--+ ~ +-+ +-+ Q. ~ - ~ L ~ ~ a..~ ~ ~ o ~ ~ ~ ~ O U O O }' O ~ O ~ v ~ N ~ . ~ ~ ~ O N ~ ~ ~ N ~ ~ U ~ _ U ~ i °~ ~ i ~ ~ `~ U ~ N ° U v J O N ~ . ~ ' Q .~ U N ~ f~ ~ ~ ~-- . ~ 5 O ~ + -+ cn F- ~ O rn -27- OVERVIEW The City Manager distributed correspondence addressed to the Mayor and Members of City Council re the FY 2012-2013 Budget.• "This will allow more time to think about these issues, staff has proposed to spend time, before you receive the City Manager's proposed budget at the end of March, to provide information and a longer term perspective on some of the big components that drive our budgets. Today, an overview of our technology needs and spending, will be provided. At future meetings we hope to address our biggest asset, our workforce (compensation and benefits), roadways, building, and the fleet. Following those fundamentals, we plan to address risk management, debt levels, and storm water (including beaches, dredging) " "My goal is those Briefings are to provide City Council and interested citizens a useful overview and knowledge based upon and to better appreciate many of the issues we will need to face over the next several years. " "The tentative schedule for the topics planned to be addressed and a suggested FY 2012 Budget Schedule for planning and calendar purposes are also included. " February 1, 2011 City of ~Ti~r-gi~ia Bead.. VBgov.eom OFFICE OF7HE CITY MANAGER {751) 385-x242 FAX (757) 427.5628 February 1, 2011 The Honorable Williams D. Sessoms, 7r., Mayor Members of City Council Dear Council Members: MUNICIPAL CENTER BUILDING t, ROOM 234 2401 COURTHOUSE DRNE V IRGINSA BEACH, V I RGiNIA 2345fi-9001 In order to increase everyone's depth of understanding about same of the more pressing issues relating to the sustainability of our workforce, services and finances, I have discussed with the Mayor and Vice-Mayor a process to begin our thinking associated with not only the upcoming FY I2 budget but a longer time horizon_ In the broadest sense, our local government spending can be thought of as resources we spend to maintain and operate our assets, provide services, and invest in pro}ects and programs to create a better firture for Virginia Beach. To allow you more time to think about these issues, staff has proposed to spend time, before you receive the City Manager's proposed budget at the end of March, to provide information and a longer term perspective on some of the big components that drive our budgets. We actually began this effort last week with the solid waste system. Today we will provide an overview of our technology needs and spending. At future meetings we hope to address our biggest .asset our workforce (compensation and benefits), roadways, building, and the fleet. Following those fundamentals, we plan to address risk management, debt levels, and storm water (including beaches, dredging). My goal in those briefings is to provide Council and interested citizens a useful overview and knowledge based upon which to better appreciate many of the issues we will need to face over the next several years. The Honorable William D. Sessoms, Jr., Mayor Members of City Council February 1, 2011 Page 2 Given below is a tentative schedule for the topics planned to be addressed: To lc Subiect Matter Expert Date _-~- Febru 1 ~` Technology Gwen Cowart Regina Hilliard February 15 February 22 Compensation Real Estate Assessments Jerry Banagan March 1 Storm Water/BeacheslDredging Dave Hansen March 8 Roadways Dave Hansen Dave Hansen March 15 Building and Fleet ~ Risk ManagementlDebt Patti Phillips March 22 Also attached is a suggested FY12 budget schedule for your planning and calendaring purposes. Other key dates related to the budget process include: February 16 Each House of General Assembly completes Budget bills and - Revenue. bills February 24 Budget bill conference report available February 26 General Assembly session ends March 15 gchool Board votes on School Budget March 29 Proposed budget presented April 6 Budget open house April 21 ~ Budget Public Hearing {Green Run High School) April 26 Budget Public Hearing (Council Chambers) May 3 Budget Reconciliation Workshop May 10 Budget Adoption The Honorable William D. Sessoms, Jr., Mayor Members of City Council February 1, 2Q11 Page 3 Hopefully this schedule will allow us to reach a consensus on the "responsible budget" we discussed at the recent goal setting workshop and we all desire. With Pride i.n Our City, ~~ J es K. pore Ci anager dsc Attachment cc Management Leadership Team Catheryn Whitesell Summary of FY 201112 Council Budget Workshops February 1, 2011 Aril 5 2011 (Tuesday) (no formal Council rneetin~ today): I. Revenue Review-Catheryn WhiteseEl, Director- Management Services It. Constitutional Officers A. Overview-Catheryn Whitesell, Director- NlanagementServices B. Departments: . . 1. Clerk of Circuit Caurt -Tina Sinnen ' 2. Commissioner of Revenue -Phillip Kellam 3. OfFce of the Commonwealth's Attorney- Harvey Bryant 4. City Treasurer -John T. Atkinson 5. Sheriff and Corrections -Kenneth D. Stolle lll. Economic Vitality Business Area • A. Overview_Catheryn Whitesell, Director-Management Services B. Departments: 1. Agriculture --David Trimmer, Director •~ • 2. Convention and Visitors Bureau -Jim Ricketts, Director 3. Economic Development-Warren Harris, Director 4.• Housing and iVeighbarhood Preservation-Andrew Friedman, Director 5. Strategic Growth Area C-ffice -Barry Frakenfield, Strategic Growth Area Manager !V. Safe Community Business Area . ~ • A. Overview-Catheryn Whitesell, Director-Management Services B. Departments: 1. Emergency Communications and Citizen Services-Athena Plummer, Director 2. Emergency Medical Services -Bruce Edwards, Chief 3. Fire -Steve Cover, Chief 4. Police lames Cervera, Chief C:\Documents and Settings\dcollins\L.ocal Settings\Temporary Internet Files\Content.0utlook\P LKVQ9VW\Summary of FY 20 page i of3 Countil Budget Workshops by Business Area ©epartment.docx Summary of FY.2011-12 Council Budget Workshaps February 1, 2011 Apnl 12 2011 {Tuesday) {formal Council meetin~todaYl I. QELL Business Area A. Overview-Catheryn Whitesell, Director- Management Services B. Departments: 1: Schools-Dan Edwards, Chairman -School Board - Dr. James Merrill, Superintendent of Schools -Tony Arnold, Director -1=acilities Planning and Construction 2. Library -Marcy Sirns, Director [I. Quality Physical Environment Business Area C. Overview -Catheryn Whitesell, Director- Management Services D. Departments: 1. Planning-Jack Whitney, Director -2. Public Utilities-Tom Leahy, Director 3. Public Works-Jasvii Cosby, Director lll. Cultural and Recreationa{Opportunities Business Area A. overview -Catheryn Whitesell, Director-Management Services B. Departments: 1. Office of Cultural Affairs -Emily Spruill, Cultural Arts Coordinator 2. Museums--LynnGlements, Director 3. Parks and Recreation -Cindy Curtis, Director Apr-{ 19 2011~Tuesday) {no forma[ Council meetinr; today) Family andYouth Opportunities Business Area A. Overview -Catheryn 11Vhitesell, Director- Management Services l~. Departments: 1. Health - Dr. Venita Newby-Owens, Director _ 2. Human Services, Robert Morin, Director Il. Capita{ Improvement Program (ClP) ~ . A. OVE'rVIEW -Catheryn Whitesell, Director-Management Services B_ CEP Sections: 1. Buildings -Dave Hansen, Deputy City Manager 2. Communications and information Technology, Gwen Cowart, Director 3. Economic and Tourism, Barry Frakenfield, Manager StrategicGrpwthArea Office A:. Parks and Recreation, Cindy Curtis -Director 5. Coastal, Phil Roehrs, Water Resources Engineer-Public Works 6. Storm Water, Phi{ Roehrs, Water Resources Engineer-Public Works T. Roadways,lohn Fowler, City Engineer- Public Works 8. Water and Sewer-Tom Leahy, Director-Public Utilities C:\Documents and Settings\dcoliins\Locai Settings\Ternporary Internet Files\Content.Outlook\PLKV09VW\Summary of FY 20 Pag 2 of 3. Council Budget Workshops by Business Area i)epartment.docx Summary of FY 2011-12 Council Budget Workshops February 1, 2011 ill. Compensation _ Regina Hilliard, Director-Human Resources A ril 2& 2011(Tuesdayl (formal Council meetinetodav) 1. Quality Organization Business Area A. Overview-Catheryn Whitesefi, Director-Management Services i3. Departments: 1. City Attorney, Mark Sti les, City Attorney 2. City Auditor- Lyndon Remias, City Auditor 3: -City Clerk and Municipal Council, Ruth Hodges Fraser, City Clerk 4. City Manager, James K. Spore 5. City Rea! Estate Assessor, Jerry Banagan, Real Estate Assessor 6. Communications and I nformationTechnology -Gwen Cowart, Director 7. ~ Finance -Patricia Phillips, Director 8. General Registrar-Pa# Harrington, General Registrar 9. Human Resources= Regina Hilliard, Director 10. Management Services -Catheryn Whiteselt, Director 11. iVon-Departmental-Catheryn Whiteselt C:\Documents and Settings\dcollins\Local Settings\Temporary Internet Files\Content.outlook\pLl(V09VW\Summary of FY zd Page 3 of 3 Council Budget Workshops by Business Area Department.docx -zs- ADJOURNMENT Mayor William D. Sessoms DECLARED the City Council Meeting ADJOURNED at 5:57 P.M. ------ ~"~ ---------------- Beverly O. Hooks, CMC Chief Deputy City Clerk - - -- - ~ -- - -- ~l~ uth Hodges Fraser, MMC City Clerk City of Virginia Beach Virginia February 1, 2011