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HomeMy WebLinkAboutMAY 1, 2012 WORKSHOP MINUTES il. CITY OF VIRGINIA BEACH "COMMUNITY FOR A LIFETIME" CITY COUNCIL MAYOR WILLIAM D.SESSOMS,JR.,At-Large (..)^1:1 ` % a� VICE MAYOR LOUIS R.JONES,Bayside-District 4 • y x GLENN R.DAVIS,Rose Hall-District 3 a WILLIAM R.DeSTEPH,At-Large .°4-; HARRY E.DIEZEL,Kempsville-District 2 oun xnope ROBERT M.DYER,Centerville-District I BARBARA M.HENLEY,Princess Anne—District 7 JOHN D.MOSS,At-Large JOHN E.UHRIN,Beach—District 6 ROSEMARY WILSON,At-Large JAMES L.WOOD,Lynnhaven-District 5 CITY HALL BUILDING 2401 COURTHOUSE DRIVE CITY COUNCIL APPOINTEES VIRGINIA BEACH, VIRGINIA 23456-8005 CITY MANAGER-JAMES K.SPORE PHONE:(757)385-4303 CITY ATTORNEY- MARK D.STILES FAX(757)385-5669 CITY ASSESSOR-JERALD D.BANAGAN E-MAIL:ctycncl@vbgov.com CITY AUDITOR- LYNDONS.REMIAS CITY CLERK- RUTH HODGES FRASER,MMC CITY COUNCIL WORKSHOP AGENDA 01 MAY 2012 Conference Room—Building 1 — 1:00 PM PRESENTATION AQUARIUM'S CERTIFICATE OF ACCREDITATION Jim Maddy, President- Association of Zoos and Aquariums to Lynn Clements, Director- Museums I. CITY MANAGER'S BRIEFINGS A. DEPARTMENT BUDGET PRESENTATIONS B. REVIEW OF BUDGET ORDINANCES Catheryn Whitesell, Director—Management Services C. BUDGET RECONCILIATION WORKSHOP I —1— a i: . }.. °` ova na1`0.,;, VIRGINIA BEACH CITY COUNCIL Virginia Beach, Virginia May 1, 2012 Mayor William D. Sessoms, Jr., called to order the CITY COUNCIL'S BRIEFING, re the Aquarium's Certificate of Accreditation in the City Council Conference Room at 1:00 P.M Council Members Present: Glenn R. Davis, William R. "Bill"DeSteph, Harry E. Diezel, Barbara M. Henley, Vice Mayor Louis R. Jones, John D. Moss, Mayor William D. Sessoms,Jr., John E. Uhrin, Rosemary Wilson and James L. Wood Council Members Absent: Robert M Dyer wife ill May 1, 2012 II -2- CITY COUNCIL'S BRIEFING PRESENTATION FOR AQUARIUM'S CERTIFICATE OF ACCREDITATION 1:00P.M. City Manager James Spore introduced Jim Maddy, President—Association of Zoos and Aquariums and Lynn Clements, Director — Museums. Mr. Maddy expressed his appreciation to City Council for the opportunity to be here and congratulated the City and the Aquarium for their recent re-accreditation. The Aquarium received initial accreditation in 2001. The Association of Zoos and Aquariums have issued over 2,500 licenses to display exotic animals; however, accreditation is much more difficult to obtain. The accreditation process is in three (3) phases and a tremendous amount of work. The Association of Zoos and Aquariums sends a team to review all paperwork submitted and prepare a report. The report findings are sent to the Director and a thirteen (13)person panel. The Director of the institution then appears before the panel and is literally "grilled". Over the past ten (10) years, approximately 100 institutions have been denied. Mr. Maddy is pleased to present the Virginia Aquarium with reaccreditation which is evidence of the cooperative relationship in the City. Mayor Sessoms expressed his appreciation to Ms. Clements and the entire Aquarium stafffor a job well done. May 1, 2012 -3- CITY MANAGER'S BRIEFING FY 2012-13 RESOURCE MANAGEMENT PLAN QUALITY ORGANIZATION BUSINESS AREA CITY AUDITOR—LYNDON REMIAS 1:12 P.M. The Mayor welcomed Lyndon Remias, City Auditor. Mr. Remias expressed his appreciation to City Council for their continued support and presented the attached Briefing. Mr. Remias advised the Operating Budget increased 3.5%, with the driving factor for the increase is retirement costs and basic benefits cost. The office's budget is funded solely with General Funds, with approximately 96%expended for Personnel costs. Mr. Remias provided the office's Significant Issues, as well as the Trends and Highlights, as identified in the attached Briefing. Mayor Sessoms thanked Mr. Remias for his work and dedication. May 1, 2012 i III 1 , SII ;11.111N Ov-1 Fhwi oil"� O .0 ■ pl N ■.••i "CZ .. 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E >.) o Eca E c w a) O Via) .— >% a) O ca E 73 }' a 4.-J co OC c tv 0 -0 ......c c tap 1 L aA . •_ • . ,, cu __ O c6 cu •y i =0 - 4/ 1- +J a O U a) O L •U .— m a3 V) > — > N O Ln L uL Q cn O OL .— s -0 , 1 A A A A to it L a a) ,v O co 06 ca > au au a) N L _c > +J +-a a) }' �- >% COV) �O = L. ca 4— = Q U V) a) L N c t = w o = c o •rmi EL..). 2 13 n3 E c , = '— EV .— L N O V E _ a, :7, to O w "0 c co c3CU = • t vl L St NC +-a = cU •._ a� - CO V v U -4- CITY MANAGER'S 4-CITYMANAGER'S BRIEFING FY 2012-13 RESOURCE MANAGEMENT PLAN QUALITY ORGANIZATION BUSINESS AREA MUNICIPAL COUNCIL and CITY CLERK—RUTH HODGES FRASER 1:20 P.M. The Mayor welcomed Ruth Hodges Fraser, City Clerk. Mrs. Fraser expressed her appreciation to City Council for their continued support and presented the attached Briefing. Mrs. Fraser advised the Operating Budget for Municipal Council increased 0.5%. The Budget for the City Clerk's office increased by 2.7%. Both Budgets are funded solely by the General Fund, with approximately 63.5%and 89.4%, respectively, expended for Personnel costs. Mrs. Fraser provided the Critical Services NOT Funded, as identified in the attached Briefing. Mayor Sessoms thanked Mrs. Fraser for her work and dedication. May 1, 2012 N '1:/ 0 a) N Ct V Cr . � N U 0 '17.... CL al Q s. ".4 rin CIL ti) 0 II\di 0 PTEll s+1, avV°° 1.0 ;m1 VI ip-2, CI) L '..'14 O al V . '..� t.) 0 CU C4 120 = • pmil 73 U Z CCI 1 GJ L.f) � na CD N E O a � ' a .:r CO -C U aI M b..O r-I N W 0 e-1 e� r-I .— }. '.1 ) u- ct L4 00 1-1 cu CillCA N O pIII -- U_ a PI ih .F--, U•.��11 rti••1 N 1-1� W 0 e-1 LL e-i e-1 VLI- ale-I x-i cu N tcs •r--1 e21 2 N .rV 1-1QJ Lrl a .a n E C Vil .0 �0 oO a 2. U I1 N c 0 f0 L Li v a -0 � �.. 0 C 3 LI. . v c c CD 0 tin 73 a O V Cr) Xl ' i '' ' N o .,v r"i aA � O � NCO 2 I . L.) N cc c c r..1 0 w r.i .0 0 w a. 'n W a) dA I 00 I C1 S D -0 (..; `-r cu 0 Q a NI a rn >. m M u_ rni CJ > 4A u- C O il)' C13 4-0 b M 7:5 vi N W O � %-I VO 0:1 LL 01 ■r--1 . N 4-.) . H LO ; i O N LnLL d i/} O N i rl W 0 LI- r.....0 V UI en •�--, ' k0 V >. E u' a in- C C s w tto a U ' I I Ln i , N C 0 Co 0 0 0 ma ? •C U- a) 41) 1114: C ^ o a 0 co ,CAL M CD N i. OCIJ N CD •vi V 76 WN C o • 0 a) X 'nin- W 4-1 CU OA 13 CO -5- CITY MANAGER'S BRIEFING FY 2012-13 RESOURCE MANAGEMENT PLAN QUALITY ORGANIZATION BUSINESS AREA CITY MANAGER—JAMES K. SPORE 1:30P.M. The Mayor welcomed James. K. Spore, City Manager. Mr. Spore expressed his appreciation to City Council for their continued support and presented the attached Briefing. Mr. Spore advised the Operating Budget increased 1.05%. The office's budget is funded solely with General Funds, with approximately 91.9%expended for Personnel costs. Mr. Spore provided the offices Significant Issues, Trends and Highlights, and Critical Services NOT Funded, as identified in the attached Briefing. Mayor Sessoms thanked Mr. Spore for his work and dedication. May 1, 2012 I 1 I I ISI 1 ,I W U U O o S N i s_ Ak..., (II in %--1a) o.vi•iiA , 047-4k o _iv o tao W _ 4'; , '' CZ 3.- • (NI CO s a ak: , . '-' ' • o V Nle CO 441. � 4' < 4•0 ii• • 0 2 0_,. .., ,,,- - ,,,..: ,,., ,,,,..,:, , a) s_ a) 14 L4'A). 4' 1)..;,,,, t. Zo. E .4-i tillo - ,N.., Q Q co V 2 m ›•ii— ts) i III Q M M N N 0\ 0 %-I LL en 00 00 H U j C OD CU 00 lD to m 4 CO Cf) - lij N N N. V a N m N N Q rN-1 u~. • 0 t11 0 N N M CD M ti !'I V LL %-1 almi %.I tTj3 N M � 1.0 0 N N 0 0i‹. h Lcitri. DO` Vf a, 0 0M 0N Cr) 42 L CO a i , ci) tip� CO •...... N T-1 1 LV G O in 0 u. CO i t--1m N d' gri 2a)0 � >ft A., .0 Lf) id' 110 ON 01 M eil U r1TS d' d1fA O r1 N MN M LL Q '� 44* N. ) C VI O :W ,. C C E f� N -0 .0 E Q , w8„ CC N •� O �`� . a cO 2 ! 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Ms. Whitesell advised the Operating Budget for Management Services increased 0.05%. The office's budget is funded solely by the General Fund, with approximately 90%expended for Personnel costs. Ms. Whitesell provided the offices Trends and Highlights, as identified in the attached Briefing. Ms. Whitesell advised the Operating Budget for Non-Departmental increased 1.05%. Ms. Whitesell provided specific Trends and Highlights as identified in the attached Briefing. Mayor Sessoms thanked Ms. Whitesell for her work and dedication. May 1, 2012 III I Iii N C/) v4 a) 0 N 0 V t,..),d. a) >1"1 N ■pool $.114 Immo A a) ift On .. Cr) Q a) cn J4G`N� 4 oky�4,a W ci - ., igim x 0 �Z I= � t t �y CIS)a9 ' E ,,,u �,�.'' Liii. . O • aii) EN tx ..... a) c13 a) ,4 = b.0 al CtS 3 V 2 m N M c I 11 r-1 N ›. O I-I W "0 L.L. 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Ms. Whitesell advised the Ordinances are separated into two groups: one for the Operating Budget and one for the Capital Improvement Program. Ms. Whitesell provided the attached Briefing which is made a part of this record. The Briefing provides specifics regarding each of the proposed Ordinances. May 1, 2012 bO N 0 e-II ;.-1 . w 4 O 0 RI-J N a-' V CI Cao .. I-1 CU ;mil 01=4 >' A Le,CUca 5:14 2 .....„,"„ 0 Pmg O. CU V)' "iia °4, O, I Cli ..c •tee y 4 [ , ')y CA .1-.' - L-40%AID .0,,l' (1) (11)a IMMO 124 ubO 0 PliZ:$ 4Ma Cli cu ago a),..0 Z = 1:3 4•J CZ ■ Ipm4 = U CO1.1:$ Imil0 1 11 1 I III c N O O CU co COCU U 47- C a-:+ O Z CO Z — C U — 'U M a) UZ OL) `� '4.7, U >, a--+ NII z O 0 = '> �v) NI 0 uv0 .CU O FLT-4 MO N CO O Or1 O CD > •}, a� p0 -0- E NN. 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Mayor Sessoms advised Councilmen DeSteph and Moss prepared an Alternative Budget. Mr. Moss requested a Tax Neutral Budget but appreciates all the assistance from Staff. These are the priorities we looked at; but, in Summary, incomes are flat, residents and businesses are financially strapped, purchasing power is down, homes are at 1978 values and people just do not have more money. It is easier for the City to find 1.1% than to ask families to pay more taxes. Councilmen DeSteph and Moss provided the attached two proposed Ordinances and spreadsheet in addition to the briefing below: Yesio;±1.6A 20 Apr.1 2012 The Tax Neutral Pro Prosperity Pro Public Safety Pro Education Common Sense Beach Budget Alternative Councilman Bill DeSteph and Councilman John Moss Proposal Below are the principles that governed the proposed changes: Version 1.6520 Apr d 2012 Principles That Governed Our Changes • Fund Public Safety needs first • Fund Public Education needs second •Apply same common sense families do in setting priorities and rebalancing • Favor Near term readiness over future capabilities • Take measured risk to preclude tax increase • Increase Investment in Business Growth • Mitigate impact of increase in health costs May 1, 2012 -9- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) Below are the influencing facts regarding the Community's ability to pay: VeE..zcr;1.6A 20 Apri!2F12 Influencing Facts • Median family income lower than 2008 in nominal terms and even lower in real terms • Economic growth anemic • Population growth forecasted at approx. 800 people a year for next five years • Significant inventory of homes on the market and still off the market inventory • Stress of fuel and food prices on residents • Uncertainty of the Federal Budget and Defense presence in Tidewater •• Below is what the proposed Alternative Budget accomplishes: Vcreion 1.6A 29 A9612012 What Did We Achieve • Eliminated the 4 cent real estate tax hike • Eliminated the need portion of the School Board's $117.6 million shortfall • Addressed previously unfunded priorities • mitigation of health insurance increase • Economic initiatives for business growth • Preservation of Historic Houses • Chicks-Ocean Park-Resort Beaches sand replenishment May 1, 2012 -10- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) Below is what the Alternative did not achieve: Version 1 6A 2n April 2012 What Did We Not Achieve Three percent raise for School Board employees requiring $11.7 million not funded WHY? 4 • Recurring revenue offset could not be found •Tax increase for pay increases when median family income is nominally flat an declining in real terms is an unacceptable redistribution of income and has a negative impact on economic growth. 5 Below are observations made when reviewing the proposed Budget and working on the Alternative Budget for consideration: Version 1.6A 29 April 2212 Observations ••City Manager's recommendation needs to be delivered on the last Tuesday in January • City Council needs to deliver fiscal guidance by the last Tuesday in October • Five year forecast needs to be delivered by the first Tuesday in October • 50 percent of the forecasted growth in FY 13 — 14 general revenue is should be accumulated for teacher pay raises until $11.7 million (amount for a three percent raise) • Increase granularity in documentation May 1, 2012 -11- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) 4brsian 1.BA 2»April 2V1? Way Forward • Need to more aggressive in reducing the cost structure of local government o Increase privatization • Trash Collection,convention center,recreation centers • Lean our processes to achieve approval of development plans in 30 working days if Council approval not required • Fill only 2 out of every three retirements except for public safety • Develop a plan for Local Bond Referendum for intra-city Beach road construction Below are proposed "offsets"to eliminate the increase to the Real Estate Tax Rate: Offsets to Eliminate City Manager''§morl18A April 2912 Proposed Four Cent Increase in FY 12-13 Real Estate Tax Rate •State's Chg to VRS Phasing $6,000,000 •Defer Selected SGA CIP items $2,997,570 (pay-as-you-go funding) •Hold New Vehicle buys flat $1,000,000 •Eliminate City Exec car allowances $ 200,000 •Reduce Fuel Reserve $1,000,000 •Elimination of 34 of vacancies $2,022,500 •Half year funding of 136 vacancies $4,620,000 •Realign SGA office to Planning Dept $ 562,800 existing vacancies •Transfer Resort Program and $ 390,100 Special Events to TAP/TIP accounts •Eliminate 1 of 3 Deputy City Mgrs $ 200,000 •Defer Bi-weekly Pay(partial) $ 7,030 $19,000,000 Four Cent Increase=$19 Million: No Need for Increase!!! May 1, 2012 -12- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) Below are proposed "offsets"to eliminate the recommended School Funding. The offsets are reasonable solutions to serve both students and citizens: Offsets to Eliminate City Manager's' Al'AP" 2012 Recommended School Funding FY 12-13 Shortfall of$17.6 Million • Defer Pay Raise $ 13,700,000 •State Add to School Funding $ 2,700,000 •School Admin Efficiency $ 500,000 •Slower growth in Mass Transit $ 500,000 • Regional Participation cut 10% $ 200,000 $17,600,100 Reasonable Solutions to Serve both Students and Residents Below are proposed changes to the City Manager's Recommended Funding Profile: Version 1.6A 25 April 2012 Summary of New Investments Changes to the City Manager's Recommended Funding Profile 4 •Employee Health Insurance Reduction: $ 3,000,000 •Rescue City Historic Homes $ 1,002,430 •Fostering New Private Sector Jobs $ 1,252,710 •Chicks-Ocean Park-Resort Beaches $ 5,557,195 • Reserved for unaccepted offsets $ 388,542 •Debt service cost savings TBD $11,200,877 Better Bargain for Residents 10 May 1, 2012 I I -13- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) In an effort to balance the economic hardship, the proposed Alternative Budget recommends a buy down of the increase in health insurance premiums: Vars..1.CA 20 April 2012 Buy Down of Cost Increase in City and School Employee Health Insurance Premium Increase Quality Organization $ 436,000 (one-time) COM IT(pg 8-9) $8.9 million Cash balance $2,564,000 (one-time) of Agriculture Reserve Program Total FY 12-13 $3,000,000 Balancing Economic Hardship 11 Version t 6A 211 April 2!312 Rescue Three City Historic Homes from Destructive Deterioration Thoroughgood, Francis Land&Lynnhaven Reminder from deferral of $ 502,430 (one-time) of selected SGA projects Renovation to existing Thalia $ 500,000 (one-time) And Chicks Beach Fire Stations Being replaced in FY 13(partial Allocation of$1,316,700 in project) Total FY 12-13 $ 1,002,430 Preserving our History While We Still Can 12 May 1, 2012 -14- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) Economic growth is the only real solution to sustainability and the proposed Alternative Budget provides the following to promote private sector job growth: Version ISA 29 April 2012 Tax Base Diversification New Economy Economic Development Private Sector Job Growth One-Year Pilot Initiative Renovation to existing Thalia $ 816,710 (one-time) And Chicks Beach Fire Stations Being replaced in FY 13(partial Allocation of$1,316,700 in project) Agriculture Reserve Program $ 436,000 (one-time) Operations Budget (page 2-5 partial Allocation of$824,542) Total FY 12-13 $1,252,710 Economic Growth is the Only Real Solution Below are recommendations for property protection: Version I PA 29 Apri!2012 Home and Property Protection Resident and Tourist Recreation Chicks Beach-Ocean Park-Resort Beaches^ Defer transition to bi-weekly pay $ 1,847,114 (one-time) $8.9 million Cash balance $ 2,436,000 (one-time) of Agriculture Reserve Program Various sites acquisition $ 1,274,081 (one-time) Total FY 12-13 $5,557,195 A Win-Win for All & Property Protection ^Excludes Sandbridge Beach that is self funded replenishment May 1, 2012 it -15- CITY MANAGER'S BRIEFING COUNCILMEN DESTEPH and MOSS BEACH BUDGET ALTERNATIVE PROPOSAL (Continued) Version 16A 29 April 2012 Reserved to Replace Offsets Not Taken to Eliminate Proposed Tax Increase Or Eliminate School Budget Shortfall Agriculture Reserve Program $ 388,542 (one-time) Operations Budget (page 2-5 partial Allocation of$824,542) Total FY 12-13 $ 388,542 Trade-Space If Needed 15 Below are opportunities to reduce the City's debt: Version I PA 20&prig 2052 Debt Reduction Opportunities •Bow Creek Recreation Center $ 17,418,934 •Open Space Site Acquisition $ 500,000 •Reduce Parks&New Facility minor $ 1,000,000 $18,918,934 Apply Debt Servicing Cost Savings to General Reserve for Contingencies 16 Mayor Sessoms thanked Councilmen DeSteph and Moss for their work on this proposed Alternative Budget. May 1, 2012 REQUESTED BY COUNCILMEMBERS MOSS AND DeSTEPH 1 AN ORDINANCE MAKING APPROPRIATIONS FOR THE FISCAL YEAR 2 BEGINNING JULY 1,2012 AND ENDING JUNE 30,2013 IN THE SUM OF 3 $1,748,263,981 FOR OPERATIONS 4 WHEREAS, the City Manager has heretofore submitted an Annual Budget for the City for the fiscal year beginning 5 July 1, 2012, and ending June 30,2013,and it is necessary to appropriate sufficient funds to cover said budget; 6 7 NOW,THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF VIRGINIA BEACH,VIRGINIA: 8 9 Sec.1. That the amounts named aggregating $2,422,876,795 (which is 2,433,172,045 (proposed budget) plus $2.7M, 10 less $19M, plus from ARP fund balance $2,564,000, plus what would have been general fund pay-go to the CIP 11 (2,997,570+ 7,030 +436,150) consisting of$487,949,281 in inter-fund transfers, $186,663,533 for internal service funds, 12 and $1,748,263,981 (which is $1,758,559,231 (proposed budget) plus $2.7M, less $19M, plus from ARP fund balance 13 $2,564,000, plus what would have been general fund pay-go to the CIP(2,997,570+7,030+436,150)for operations, are 14 hereby appropriated subject to the conditions hereinafter set forth for the use of departments, and designated funds of 15 the City government, and for the purposes hereinafter mentioned, as set forth in the Annual Operating Budget, which is 16 hereby incorporated by reference,for the fiscal year beginning July 1, 2012, and ending June 30, 2013, a summary of which 17 is attached to this ordinance as"Attachment A—Appropriations." 18 19 Sec.2. That in accordance with Section 5.04 of the City Charter, Estimated Revenue in Support of Appropriations is set 20 forth in said Annual Operating Budget,with a summary of Estimated Revenue in Support of Appropriations attached to this 21 ordinance as "Attachment B — Revenues," which are adjusted as set forth herein to provide the changes after the City 22 Manager's proposed Operating Budget Appropriation. 23 24 Sec.3. With the exception of the funds under the control of the School Board, specifically the funds numbered 106, 107, 25 108, 109, 112, 114, 115, 116, 117, 119, 614, and 615(hereinafter referred to as "School Board Funds"),the total number of 26 full-time permanent positions shall be the maximum number of positions authorized for the various departments of the 27 City during the fiscal year, except for changes or additions authorized by the Council or as hereinafter provided. The City 28 Manager may from time to time increase or decrease the number of part-time or temporary positions provided the 29 aggregate amount expended for such services shall not exceed the respective appropriations made therefore. The City 30 Manager is further authorized to make such rearrangements of positions within and between the departments as may best 31 meet the needs and interests of the City, including changes necessary to implement the employee transition program. 32 33 Sec.4. To improve the effectiveness and efficiencies of the government in service delivery, the City Council hereby 34 authorizes the City Manager or his designee to transfer appropriated funds and existing positions throughout the fiscal 35 year as may be necessary to implement organizational adjustments that have been authorized by the City Council. Unless 36 otherwise directed by the City Council, such organizational adjustments shall be implemented on such date or dates as the 37 City Manager determines, in his discretion, to be necessary to guarantee a smooth and orderly transition of existing 38 organizational functions. The City Manager shall make a report each year to the City Council identifying the status and 39 progress of any such organizational adjustments. 40 41 Sec.5. All current and delinquent collections of local taxes shall be credited to the General Fund, Special Service District 42 Funds,Tax Increment Financing Fund or any fund to which City Council has, by ordinance,dedicated a tax levy. 43 44 Sec.6. All balances of the appropriations payable out of each fund of the City Treasury at the close of business for the 45 fiscal year ending on June 30, 2013, unless otherwise provided for, are hereby declared to be lapsed into the fund balance 46 of the respective funds, except all appropriations to School Board Funds derived from local public sources which shall lapse 47 and revert to the General Fund Balance, and may be used for the payment of the appropriations that may be made in the 48 appropriation ordinance for the fiscal year beginning July 1, 2013. Prior to the expenditure of any sums that have lapsed to 49 the fund balance of any fund,an appropriation by the City Council shall be required. 50 51 Sec.7. That the City's debt management policies for the Water and Sewer Enterprise Fund shall serve as a basis for 52 developing financial strategies for the water and sanitary sewer system based on the following guidelines:(a)for the Water 53 and Sewer Fund, the goal of retaining working capital equal to 80% to 100% of one year's operating expense shall be 54 pursued; (b) for the Water and Sewer Fund, the goal shall be for debt service coverage on its water and sewer revenue 55 bonds at not less than 1.50 times and, on a combined basis, including water and sewer general obligation bonds, at no less 56 than 1.20 times and (c) for the Water and Sewer Fund, contributions from non-borrowed funds, on a five-year rolling 57 average basis,will be sought for approximately 25%of the annual capital program for the water and sewer system. 58 59 Sec.8. All balances of appropriations in each fund which support authorized obligations or are encumbered at the close 60 of the business for the fiscal year ending on June 30, 2012, are hereby declared to be re-appropriated into the fiscal year 61 beginning July 1, 2013,and estimated revenues adjusted accordingly. 62 63 Sec.9. All balances of appropriations attributable to grants or other similar funding mechanism from state or federal 64 sources and trust or gift funds, whose period of expenditure extends beyond the fiscal year ending on June 30, 2012, are 65 hereby declared to be re-appropriated into the fiscal year beginning July 1, 2012, and estimated revenues adjusted 66 accordingly. The close-out of any grant or similar funding mechanism shall account for all expenditures in such grant, and 67 provided there is any remaining balance in the grant,the portion of the balance attributable to local sources shall revert to 68 the General Fund,special revenue fund, or enterprise fund that provided the local contribution. 69 70 Sec.10. No department or agency for which appropriations are made under the provisions of this ordinance shall 71 exceed the amount of such appropriations except with the consent and approval of the City Council first being obtained. It 72 is expressly provided that the restrictions with respect to the expenditure of the funds appropriated shall apply only to the 73 totals for each Appropriation Unit included in this ordinance and does not apply to Inter-fund Transfers. 74 75 Sec.11. The City Manager or the Director of Management Services is hereby authorized to approve transfers of 76 appropriations in an amount up to $100,000 between any Appropriation Units included in this ordinance. The City 77 Manager shall make a monthly report to the City Council of all transfers between $25,000 and $100,000. In addition, the 78 City Manager may transfer, in amounts necessary, appropriations from all Reserves for Contingencies except Reserve for 79 Contingencies—Regular,within the intent of the Reserve as approved by City Council. 80 81 Sec. 12. The City Manager or the Director of Management Services is hereby authorized to establish and administer 82 budgeting within Appropriation Units consistent with best management practices, reporting requirements, and the 83 programs and services adopted by the City Council. The City Manager or the Director of Management Services is further 84 authorized to establish administrative directives to provide additional management oversight and control to ensure the 85 integrity of the City's budget. 86 87 Sec.13. The City Manager or the Director of Management Services is hereby authorized to change the Estimated 88 Revenues included in this ordinance to reflect expected collections. If the Estimated Revenue in support of an Operating 89 Appropriation Unit declines, the City Manager or the Director of Management Services is hereby authorized to reduce, 90 subject to any other provision of law, those appropriations to equal the decline in Estimated Revenue. The City Manager 91 shall give prior notice to the City Council of any reduction to total appropriations exceeding $100,000. The notice to City 92 Council shall identify the basis and amount of the appropriation reduction and the Appropriation Units affected. The 93 accounting records of the City will be maintained in a manner that the total of Estimated Revenue is equal to the total of 94 the Appropriation Units for each of the City's funds. The City Manager or the Director of Management Services is hereby 95 authorized to transfer any excess appropriations to the Reserve for Contingencies after all anticipated expenditures for 96 which those funds were appropriated have been incurred. Nothing in this section shall be construed as authorizing any 97 reduction to be made in the amount appropriated in this ordinance for the payment of interest or principal on the bonded 98 debt of the City Government. 99 100 Sec. 14. Allowances made from the appropriations made in this ordinance by any or all of the City departments, 101 bureaus, or agencies, to any of their officers and employees for expenses on account of the use by such officers and 102 employees of their personal automobiles in the discharge of their official duties shall not exceed forty two cents($0.42) per 103 mile of actual travel for the first 15,000 miles and fifteen cents ($0.15) per mile for additional miles of such use within the 104 fiscal year. 105 III 106 Sec.15. In the event of an emergency and under emergency circumstances wherein the City Council cannot reasonably 107 hold a meeting, the City Manager is authorized to transfer and expend appropriated sums from any budget account to 108 ensure that the emergency is handled as efficiently and expeditiously as possible. Immediately following the expenditure 109 of funds under this provision, and as soon as the City Council can reasonably meet under the existing circumstances, the 110 City Manager shall notify the City Council of the reason for such action, how funds were expended, and present to the City 111 Council for adoption an emergency appropriations ordinance that sets forth what measures are required to ensure that 112 funds are forthwith restored to the appropriate accounts and that the budget is balanced at the end of the fiscal year in 113 which the emergency expenditures occurred. 114 115 An emergency is defined for the purposes of this provision as an event that could not have been reasonably 116 foreseen at the time of the adoption of the budget, and in which (i) an immediate threat to the public health, safety or 117 welfare is involved,such as clean-up after a hurricane,and/or(ii)immediate action is required to protect or preserve public 118 properties. 119 120 Sec. 16. All travel expense accounts shall be submitted on forms approved by the Director of Finance and according to 121 regulations approved by the City Council. Each account shall show the dates expenses were incurred or paid; number of 122 miles traveled; method of travel; hotel expenses; meals; and incidental expenses. The Director of Finance is specifically 123 directed to withhold the issuance of checks in the event expense accounts are submitted for"lump-sum"amounts. 124 125 Sec. 17. The City Manager is hereby authorized to allocate funding, within the aggregate amounts approved by City 126 Council for total compensation,to implement the General Assembly mandated changes to the Virginia Retirement System 127 ("VRS") that require all full-time City employees hired before July 1, 2010 to pay one percent (1%) of their salaries to the 128 VRS to be offset by a pay increase of one percent(1%). 129 130 Sec. 18. That the City Manager or his designee is hereby authorized to implement the organizational and financial 131 adjustments necessary to eliminate the Print Shop Internal Service Fund. Any funds provided to the Print Shop Internal 132 Service Fund that are unobligated and unencumbered at the close of business on June 30,2012,shall lapse and such lapsed 133 funds shall be transferred to the fund balance of the General Fund. 134 135 Sec.19. That the following adjustments of revenue shall be made to the attachments from what was part of the 136 Manager's proposed budget to provide a cumulative savings to offset the proposed real property tax increase($19M): 137 a. Of the funds to implement the VRS change discussed in paragraph 17,the reduction from 5%to 1% reduces 138 the total amount of compensation$6,000,000; 139 b. Reduce the General Fund Pay-go funding for Economic Development projects and move that$2,997,570 to 140 the Operating Budget General Fund; 141 c. Reduce new vehicle purchases by$1,000,000; 142 d. Eliminate car allowances for$200,000 in savings; 143 e. Reduce the Reserve for Fuel by$1,000,000; 144 f. Elimination of 34 vacant positions(FTEs)for a savings of$2,022,500,which shall not include public safety; 145 g. For 136 current vacancies, fund at a half year for a savings of $4,620,000, which shall not include public 146 safety; 147 h. Move the current FTEs in the SGA Office to existing vacancies in the Planning Department for a savings of 148 $562,800; 149 i. Move the Resort Programs Office from the General Fund to TIP/TAP funding for a General Fund savings of 150 $390,100; 151 j. Eliminate one Deputy City Manager in the City Manager's Office for a savings of$200,000;and 152 k. Reduce the General fund Pay-go funding for CIP 3-648 CIT Bi-Weekly payroll by $7,030 and move that 153 amount to the Operating Budget General Fund. 154 155 Sec.20. That the revenues and appropriations in the City Manager's proposed budget shall be adjusted in the following 156 manner,which impacts the Schools Administration Classification; 157 a.Additional funding in the aggregate amount of$3,400,000 shall be provided from the following sources: 158 1. $2,700,000 from the Commonwealth funding that was part of the General Assembly's adopted budget; I 159 2. $500,000 from a reduction in Mass Transit Operations (which will be funded at last year's $3,519,145 160 plus$453,534 for fuel adjustments);and 161 3. $200,000 from a 10%reduction in Regional Participation. 162 b. Acknowledging that the City Council funds the Schools at the major classification level, the following 163 requested items were not funded at this time,which would have cost an total of$14,000,000: 164 1.The School Board's requested 3%raise for employees,which would reduce the difference between the 165 funding provided and the School Board's request a total of$13,500,000; 166 2. The Administration Classification funding is reduced$500,000 for efficiency savings; 167 168 Sec.21. The City portion of Health Care shall be increased by $3,000,000 (and the employee portion decreased) with 169 funding for the increase from the City coming from the following sources: 170 a. Reduce the General fund Pay-go funding for CIP 3-637 by $436,000 and move that amount to the 171 Operating Budget General Fund;and 172 b. Provide$2,564,000 from the ARP Fund Balance. 173 174 Sec. 22. That $824,542 that the City Manager's proposed budget provided to the ARP Special Revenue Fund shall be 175 reprogrammed as follows: 176 a. $436,000 is be provided for a pilot to establish an academic chair for private job growth via research;and 177 b. $388,542 is held as a Reserve for Offsets. 178 179 Sec.4-7 23. Violation of this ordinance may result in disciplinary action by the City Manager against the person or persons 180 responsible for the management of the Appropriation Unit in which the violation occurred. 181 182 Sec.18. Funds in the amount of $3,600,000 arc hereby transferred from the fund balance of the General Fund and 183 $1,500,000 from the fund balance of the Emergency FEMA Funs . - .- - . - - - •- - - -. - - .- 184 Management Internal Service Fund effective on June 30, 2011. 185 186 - • - -- . . . • - .. ... . - -- - . e. .- . . .. .. 187 - -•-- - - . - - _ -- - -• . - . -- - .. . - . - - - - - 188 189 Sec.20 24. With the exception of Sections 18 and 19,tThis ordinance shall be effective on July 1,2012. 190 191 Sec.21 25. If any part of this ordinance is for any reason declared to be unconstitutional or invalid, such decision shall not 192 affect the validity of the remaining parts of this ordinance. 193 194 Adopted by the Council of the City of Virginia Beach,Virginia,on this the 8th day of May,2012. 195 196 Requires an affirmative vote by a majority of all the members of City Council. APPROVED AS TO CONTENT: APPROVED AS TO LEGAL SUFFICIENCY: Management Services City Attorney's Office REQUESTED BY COUNCILMEMBERS MOSS AND DeSTEPH 1 AN ORDINANCE TO ADOPT THE FY 2013/FY 2018 CAPITAL 2 IMPROVEMENT PROGRAM AND TO APPROPRIATE $245,410,943 FOR 3 THE FY 2013 CAPITAL BUDGET SUBJECT TO FUNDS BEING PROVIDED 4 FROM VARIOUS SOURCES SET FORTH HEREIN 5 WHEREAS, the City Manager, on March 27, 2012, presented to City Council the Capital Improvement Program for 6 fiscal years 2013 through 2018; 7 8 WHEREAS,City Council held public hearings on the program to provide for public comment; 9 10 WHEREAS, based on public comment, City Council has determined the need for certain projects in the Capital 11 Improvement Program;and 12 13 WHEREAS, it is necessary to appropriate funds for both existing projects and projects beginning in the 2013 fiscal 14 year,as set forth in said Capital Improvement Program. 15 16 NOW,THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF VIRGINIA BEACH,VIRGINIA: 17 18 Section 1. That the Capital Improvement Program, as modified, for the construction of, or addition to, capital 19 facilities identified for fiscal years 2013 through 2018 is hereby adopted, and the projects listed therein are hereby 20 approved as capital projects. 21 22 Section 2. That the projects shall be financed from funds to be appropriated periodically by City Council, and until 23 funds are so provided, the projects are for planning purposes only and may be deleted, altered, or rescheduled in any 24 manner at any time by City Council. 25 26 Section 3. That funds in the amounts aggregating $245,410,943 (which is 265,334,627 (proposed budget) less 27 (2,997,570+7,030+436,150), plus$2,436,000 fund balance from ARP, less unauthorized debt($17,418,934+$500,000+ 28 1,000,000) for capital projects in the Capital Budget for the 2013 fiscal year, as set forth in said Capital Improvement 29 Program, are hereby appropriated, by project and subject to the conditions set forth herein. The amount of funding for 30 individual projects is set forth in "Attachment A—Capital Budget Appropriations," a copy of which is attached hereto. 31 32 Section 4. That in accordance with Section 2-196 of the City Code,financing sources in support of the Capital Budget 33 for the 2013 fiscal year as set forth in said Capital Improvement Program is attached to this ordinance as "Attachment B— 34 Financing Sources." 35 36 Section 5. That capital project funds appropriated in prior fiscal years are to be adjusted in accordance with said 37 Capital Improvement Program and reallocated as identified in "Attachment C — Transfers," a copy of which is attached 38 hereto. 39 40 Section 6. That reductions in financing sources in support of the Capital Budget for the 2013 fiscal year as set forth in 41 said Capital Improvement Program are attached to this ordinance as"Attachment D—Changes in Financing Sources." 42 43 Section 7. That additional appropriations, the addition of capital projects, and changes in project scope shall not be 44 initiated except with the consent and approval of the City Council first being obtained.An appropriation for a project in the 45 Capital Improvement Program shall continue in force, and, to the extent required by law, re-appropriated for use in FY 46 2012-13 until the purpose for which it was made has been accomplished or abandoned. 47 48 Section 8. That all contracts awarded for approved and appropriated capital projects, exclusive of school projects, 49 must be certified as to the availability of funds by the Director of Finance prior to the initiation of work on the contract. 50 51 Section 9. That subject to any applicable restriction of law or of any bonds or bond issue, the City Manager or the 52 Director of Management Services is authorized to approve transfers of appropriations in an amount up to $100,000 53 between capital projects as may best meet the needs of the City. The City Manager shall make a monthly report to the City 54 Council of all transfers between $25,000 and $100,000. The City Manager or the Director of Management Services is 55 hereby authorized to establish and administer the budgeting of capital projects consistent with best management practices, 56 reporting requirements and the Capital Improvement Program adopted by the City Council. 57 58 Section 10. That to ensure timely completion of water and sewer projects, appropriations for water and sewer 59 companion projects may be transferred between these projects by the City Manager (or designee). "Companion projects" 60 mean water and sewer projects having the same name or project scope and description with the exception of "water" or 61 "sewer" being in the title and/or project scope and description. 62 63 Section 11. That the City Manager or the Director of Management Services is hereby authorized to change, subject 64 to any applicable restriction of law or of any bonds or bond issue, the financing sources for the various capital projects 65 included in this or previous ordinances to reflect effective utilization of the financing sources and actual collections and/or 66 realized revenues. If the financing sources in support of capital projects decline, the City Manager or the Director of 67 Management Services is authorized to reduce, subject to any applicable restriction of law or of any bonds or bond issue, 68 those appropriations to equal the changed financing source.The City Manager must give prior notice to the City Council of 69 any reductions to total appropriations exceeding$100,000. The notice to City Council shall identify the basis and amount of 70 the appropriation reduction and the capital projects affected. The accounting records of the City will be maintained in a 71 manner where the total of financing sources is equal to the total appropriations for each of the City's capital projects funds. 72 73 Section 12. That the following CIP projects shall be reduced in the stated amounts: 74 75 a. CIP 9-504 Newtown SGA by$750,000,with a corresponding reduction in PFRB authorization; 76 b.CIP 9-505 Pembroke SGA by$750,000; 77 c.CIP 9-506 Rosemont SGA by$750,000,with a reduction in PFRB authorization by$369,768; 78 d.CIP 9-081 SGA General by$1,250,000; 79 e. CIP 4-505 Bow Creek Rec Center by$17,418,934,with a corresponding reduction inPFRB authorization; 80 f.CIP 3-648 CIT Bi-Weekly payroll by$1,854,144; 81 g.CIP 3-596 Refurnish Thalia and Chicks Beach Stations by$1,316,710; 82 h.CIP 3-139 Various Site Acquisitions by$1,274,081; 83 j. CIP 4-308 Open Space Site Acquisition Phase III by$500,000,with a reduction in debt financing,if applicable; 84 k. CIP 4-306 Open Space Park Development and Maintenance Phase II by $1,000,000, with a reduction in debt 85 financing, if applicable;and 86 I.CIP 3-637 Study for emergency by$436,150. 87 88 Section 13. Fund the following capital projects and establish a new project if applicable: 89 90 a.CIP for Historic Homes capital maintenance $1,002,430 with funding from 91 1. $502,430 (of the $6+M) from the bond premium that is a revenue source for Economic Development capital 92 projects; 93 2. $500,000 from the fund balance funding that would have been provided to CIP-3-596 Refurnish Thalia and 94 Chicks Beach stations. 95 96 b. CIP for Economic Development overseas office pilot program in the amount of$816,710 with funding from: 97 1. $816,710 from fund balance funding that would have been provided to CIP-3-596 Refurnish Thalia and Chicks 98 Beach stations. 99 100 c.CIP for Beach Replenishment(other than Sandbridge)$5,557,195 with funding from: 101 1. $1,847,114 from CIP 3-648 CIT Bi-weekly payroll; 102 2. $2,436,000 from the appropriation of ARP Reserve fund balance;and 103 3. $1,274,081 from Various Site Acquisitions CIP 3-139. 104 105 Section 14. For the avoidance of debt from the changes in Section 12 and 13,supra, Staff is to return to City Council 106 with an amendment to the Operating Budget providing the debt service costs avoided as an appropriation to the General 107 Fund Reserve for Contingencies. 108 109 _ - - - •- _ _ _ _ - - - 110 . •- - -• . -- - - _ . - - •• •- :f $328,057 to CIP ft3 503, "Lighthouse Multi Service Center," is 111 hereby changed from fund balance from the Information Technology Internal Service Fund to FY 2010 11 Charter Bonds. 112 113 - •- - - • -- - - _-- -- • •- - Mee! _ • .. ... "•. - _. - • - • _ • .. - 114 changed from Federal revenue to Cash in Lieu of Proffers. 115 116 Section 15. That the Capital Improvement Program debt management policies contained and included in the 117 Resource Management Plan document shall be the policy guidelines of the City, and the City Manager shall annually report 118 on the status of those guidelines and the projected impact of the proposed Capital Improvement Program on those 119 guidelines, such information to be included in the Resource Management Plan submittal. The City Manager may propose 120 modifications to those policies and guidelines through the Resource Management Plan. 121 122 Section 44 16. That subject to the appropriation of sufficient funds within a capital project, the acquisition of real 123 property necessary for the project is authorized by means of voluntary negotiation with willing sellers. 124 125 Section 17. That violation of this ordinance shall result in the City Manager taking disciplinary action against the 126 person or persons responsible for the capital project in which the violation occurred. 127 128 Section 1618. That if any portion of this ordinance is for any reason declared to be unconstitutional or invalid,such 129 decision shall not affect the validity of the remaining portions of this ordinance. 130 131 Section 17 19. That this ordinance shall be in effect from the date of its adoption; however, appropriations for the 132 FY 2013 Capital Budget shall be effective on July 1,2012. 133 134 Adopted by the City Council of the City of Virginia Beach,Virginia on this 8T"day of May,2012. 135 136 Requires an affirmative vote of the majority of City Council APPROVED AS TO CONTENT: APPROVED AS TO LEGAL SUFFICIENCY: Management Services City Attorney's Office 1 ill I I C) ° 0m c A _ M C N D 11 w n II �m-I 3 3 N m • N N d (n 7 T m o m V CO fD ID OO C K n O f�D N 0. o N fD 7 O _. so O C m .�•. -• C) D1 C N C O 0.4e.. .-. 3 y y a m (1p n N Ex O yO N CO N O0 y n • C_ OM `z m 7 N 3 O mm 3—(- 0 0 D o a o 0. Fir m o _--ri CDm co N C _ (a N W 4.9m 0 N W D � o CL CO ' o o <c -CO d W C) CO D a a v '-°a 7 g y C) a o ; 3 v a sod 5co T o. m W N y a O O CD JE Z = S j < ct W SiSN ( p .. dC { NCCOO C p - � n ' . N D 7DNCC � D DCDDNy@awammn < O70 ,. OOy ymoNrmMmm7p Tl " os 3 xsmomms oa °, 0 c10mom ,- 9azayayaa. ° iv g N. 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(77 Om =a C 3crn N 0 N N O 0 0 a O (D ('gyp a a0 Loco N (p N o• a 0 a O m O (0 69 r"0 N7 C N co V (D CO N O 69 69 VI 61.036469 0• O ".690, " "S.0 N W ( IV O O 6-9 0) O OCDV t/1 N O V O v ro (OJ( 0 0 0 O O O 666660 V O O 000000 V O O "9'-'''-"-4t:. --.:-.-7,_,-.. _:::: .. 0 '- • J T -16- CITY MANAGER'S BRIEFING BUDGET RECONCILIATION WORKSHOP 2:55 P.M. Mayor Sessoms expressed his appreciation to the City Manager, Management Services Department and each Department in providing all of the information for the FY12/13 Budget. Mayor Sessoms read the attached letter dated May 1, 2012,providing his and Vice Mayor Jones'recommendations. May 1, 2012 i I III 4' u Ci-t car irgirua, :S c�ach O,- OUR NAS�ON� VBgov.com WILLIAM D.SESSOMS,JR. MUNICIPAL CENTER BUILDING 1 Ma Or 2401 COURTHOUSE DRIVE VIRGINIA BEACH,VA 23456-9000 (757)385-4581 FAX(757)385-5699 WSESSOMSOVBGOV.COM May 1, 2012 Members of City Council 2401 Courthouse Drive Virginia Beach, VA 23456 Subject: Operating Budget and Capital Improvement Program Reconciliation Proposal Dear Council Members: We have discussed the Proposed Operating Budget and Capital Improvement Program with each of you and offer the following as a way to move us forward in reconciling the Budget for next year: • Schools are too important to not address the School Board's request, if at all possible. The School Board had used $28 million of federal stimulus funding in the current budget which is now gone. And, the State through a series of reductions over the last four years has shifted the burden of funding public education to local government. Until such time as the State is able to meet their responsibilities we are proposing that we provide an additional $19.2 million in non-dedicated local tax revenues. It is also our understanding that this will allow the School Board to avoid the use of the $9.2 million in General Fund Balance that was included in the Proposed Budget. This will bring our total commitment to the School System up to $387.9 million. In order to accomplish this we will need an additional 2 cents on the Real Estate Tax Rate increasing our tax rate from 89 cents to a total rate of 95 cents per $100 of assessed value. This will meet most, but not the School Board's entire request. Even with the increased rate will still have the lowest tax rate in the region. We would recommend that we only provide funding for 2% of the School's requested 3% pay raise. While the School Board may choose to do otherwise, with the half percent raise provided by the School Board in the current year this will match the 2.5% pay raise provided to city employees in FY 2012, thereby treating I Members of City Council Operating Budget and Capital Improvement Program Reconciliation Proposal May 1, 2012 Page 2 both groups of employees the same. This reduces the School Board's budget request by $4.5 million. • We will also need to work with the School Board to finalize a funding formula and policy that both the City Council and the School Board can adopt in time for next year's budget process. • The City and the School System should phase-in the required changes to VRS including the required pay raise for Plan 1 employees at 1% each year for the next five years. Plan 2 employees, those hired after July 1, 2010, who are already paying the 5% employee contribution to VRS would also receive a 1% pay increase on July 1 to begin offsetting their 5% VRS contribution. We will reach 5% over the next five years. • Other Adjustments to the Operating Budget and CIP: 1. $800,000 to address overtime requirements in the Correction Center. This was identified by the Sheriff at his budget hearing as a concern. The State Compensation Board will not provide funding for overtime or compensation time payouts. 2. $250,000 to provide additional funding to Economic Development for various prioritized initiatives to help diversify and grow the economy. We would suggest that the City Council Liaisons work with the Development Authority to best target these funds. 3. $50,000 for overtime/contractual staffing in the Planning Department to address increased permit backlog. 4. $178,500 to improve the efficiency and delivery of services in the Real Estate Assessor's Office and the Commissioner of the Revenues' Office operations we suggest - • Transferring the elderly/disabled tax relief program, including the two new positions from the Real Estate Assessor's Office to the Commissioner of the Revenue's Office. III Members of City Council Operating Budget and Capital Improvement Program Reconciliation Proposal May 1, 2012 Page 3 • Transferring the recording real estate transfer process from the Commissioner of the Revenue's Office to the Real Estate Assessor's Office. • This swap will better align the programs with the unique capabilities of both Offices. The City Manager would be authorized, in both cases to transfer current staffing and costs associated with each the program along with all necessary equipment and furniture to implement this switch. 5. $100,000 to establish a Youth Neighborhood Partnership Program in the Green Run area similar to what we have accomplished in the Bayside area. 6. $6,000 to provide funding to the Historic Preservation Commission for brochures and educational materials. 7. $36,625 to the Museum's Operating Budget to provide program support to the historical homes and climate controlled storage rentals for the collections. 8. ($207,084) Recognize a net savings from the privatization of the Print Shop. This will eliminate 5 of the 6 positions in the Print Shop, and retains one position to manage the copier and printing contracts. 9. ($292,816) recognize a reduction in City debt service payments due to the excellent results of the recent bond refinancing. 10.$120,000 in the CIP establishes a project for Pleasure House Point Mitigation analysis. 11.$565,000 in the CIP to increase funding for the capital maintenance of city operated historic homes (#3-103). Including HVAC improvements, Electrical Upgrades, pavement of the parking lots and ADA improvements. 12.$1,000,000 in the CIP to establish a project to begin legal and permitting work for the restoration of the Chesapeake Bay Beaches. 13.$2,850,000 in the CIP to fund a project for the extension of Field House Road (Sportsplex Drive). $1,428,886 will come from the Bond Premium with the II Members of City Council Operating Budget and Capital Improvement Program Reconciliation Proposal May 1, 2012 Page 4 remaining $1,421,114 in increased Charter Bond use. We should achieve considerable savings by partnering with adjacent private development. 14.$8,910,696 in the CIP to reestablish the Kempsville Recreation Center Modernization Project (#4-509) at $20 million by Year 3 of the Capital Improvement Program with an additional $11,089,304 in Charter Bonds being used in 2015 for construction. The $8,910,696 is provided through the Bond Premium. • Reestablishing this project by October 2014 will allow for the continued deferral of the 28 FTE's needed for opening Williams Farm Recreation Center until FY 2016. 15.$340,000 in the CIP to move a water main and storm water culvert as a part of the Greenwich Road Crossover project (#2-401). This funding will come by reducing the budgeted reserve for contingency accounts in Public Utilities ($310,000) and Storm Water Utilities ($30,000) and increasing the transfer to the CIP. An additional $5 million in Charter Bonds are required in 2014 to complete this strategic project which should generate substantial private and VDOT investment. 16.Defer the Biweekly Payroll Project (#3-648) which allows $1,854,144 to be used in the Operating Budget. 17.Increase State funding for Schools by $2.7 million to reflect the actions of the General Assembly. 18.Replace existing funding for School debt service by $504,362 with the use of Build America Bonds (BAB's) subsidy on the taxable portion of these bonds. This frees up $504,362 in local funding to support the School's Operating Budget. 19.Decrease the Schools use of General Fund Balance from $9.2 million to $645,180 and Increase the City's use of General fund Balance from $10.5 million to $18.1 million or by $7,642,081. 20.One final adjustment is to reduce the tipping fee paid to Southeastern Public Service Authority (SPSA) by $3.1 million. This reflects the recent SPSA Board Members of City Council Operating Budget and Capital Improvement Program Reconciliation Proposal May 1, 2012 Page 5 decision to lower tipping fees. Because of the City's capped rate, this reduction is fully offset by a loss of revenue from SPSA. We feel that this strategy will maintain the quality of our Schools and City services. We make these recommendations for your consideration with this concern; the Proposed Budget was heavily reliant on one-time funding and this recommendation only slightly lowers the use of fund balance. As the economy recovers from the earlier deep recession, we would like to work with the City Manager and his staff to develop a plan to reduce our reliance on one-time funding over the next three years to the pre- recessionary level of no more than one percent of the total budget. We look forward to discussing this with you at today's meeting. Sincerely. \i941, ( illiam D. essoms, Jr., Louis R. 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(n 3 c Z- c c O u c i• CO .0 O; > / u O --0 @ _, J ` J Z _� C U u m, m Cn. ti I(°' C] N N :t.:, ,O j '° C_ ' �'.;�. • u v_ ,� ,.+ c '.g-,y _o Ila O + v v • O O_ �- (^ O �> v co"- -"O .8. — .C..• C. '0° O'[---..7.-:::: t'' `) "O. -O u0- Y O �° a L Q 'O N S 0. -W 'O • 'O 'C -° 'T• O. N N 8 .-111'.-OL::-6 0 N N d N N Pk.'" O C -'O ami. Q•a a a) a S Q n Q U .T. H H m Y } S C7 z Z © vl [•".<" U m Q cC .•`(.':•-- w ~O Q Q Il. •fl' ri-°'' M �f M -O.. r W 01 O•.- 4 c» �Y' u'( tD n W Ol -O r-I -N'' N d' N N IN N N N"ICIi . O •�"�" X ri ,-1 _ri c-1 r-1 ri ci c-1 r-1 ci N N N N N N N N N N M M'_ -.Z W • 1111 -17- ADJOURNMENT Mayor William D.Sessoms, Jr.,DECLARED the City Council Meeting ADJOURNED at 4:40 P.M. 011VALtA Amanda Finley-Bar , CMC Deputy City Clerk,II th Hodges Fraser,MMC City Clerk May 1, 2012