HomeMy WebLinkAboutOCTOBER 26, 2021 WORKSHOP MINUTES vau•s
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VIR GINL 4 BEACH CITY COUNCIL
Virginia Beach, Virginia
October 26, 2021
Mayor Robert M. Dyer called to order the CITY COUNCIL WORKSHOP in the City Council Chamber
City Hall, on Tuesday, October 26, 2021, at 3:30 P.M
Mayor Dyer advised Council Member Henley requested a few moments to provide a proposal to the Body
and welcomed Council Member Henley.
Council Member Henley advised sixty(60)years ago there was a Referendum on the ballot for the merger
of Princess Anne County and the town of Virginia Beach, encompassing 310 square miles. The Referendum
passed on January 4, 1962 and went to the General Assembly for final approval. Council Member Henley
advised right now the City is in the sixty (60)year observance, explaining the preparatory work done by
the Board of Supervisors and the Town Council to create the City,took a lot of hard work and the remainder
of 1962 to complete, until January 1, 1963, when the City of Virginia Beach was established. Council
Member Henley believes it is important to celebrate the creation of the City, with its many successes, and
proposed the Body begin each City Council Meeting for the next year with an, "action of success"as a way
to honor the City and all those who contributed.
Mayor Dyer agreed and suggested including time during the Council Comments portion of City Council
Meetings to recognize the City's heroes such as, Chris Taylor who is a professional baseball player for the
Los Angeles Dodgers, a graduate of Frank W. Cox High School, who recently hit a homerun to take the
team further in the playoffs.
Council Members Present:
Michael F. Berlucchi, Linwood O. Branch, Mayor Robert M. Dyer,
Barbara M. Henley, N. D. "Rocky"Holcomb, Louis R. Jones, John
D. Moss, Guy K. Tower and Sabrina D. Wooten
Council Members Absent:
Aaron R. Rouse—Arrived at 3:45 P.M
Vice Mayor Rosemary Wilson— Vacation
2
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
3:36 P.M.
Mayor Dyer welcomed Lyndon Remias — City Auditor. Mr. Remias expressed his appreciation to City
Council for their continued support:
AUDIT OF THE STORMWATER
REGULATORY
AND INSPECTION
PROGRAMS
Presented by:Lyndon S.Remias,City Auditor
October 26,2021 -
The audit assessed compliance of the Municipal Separate Storm Sewer System (MS4) Permit pertaining to
Stormwater Management Facility (SWMF)Inspections:
The purpose of this audit was to
assess compliance with the City's
MS4 Permit as it pertains to
stormwater management facility PURPOSE
AND
inspections.This audit was SCOPE
included in our FY 2021 Audit
Plan.
0
October 26, 2021
3
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
Here is the Audit's Scope and Objectives:
SCOPE AND OBJECTIVES
The scope of the audit was the five-year permit period of July 1,2016 through June 30,2021.
The objectives of the audit were:
1.To determine whether the Stormwater Management Program is operating as intended and in accordance with the M54
Permit program with regard to inspections of stormwater management facilities.
2.To determine whether management is performing monitoring controls to ensure inspections are being performed timely,
accurately and in accordance with the MS4 Permit Program.
3.To determine whether privately-owned stormwater management facilities that failed inspection are repaired timely,and
those that are not are sent to the Stormwater Management Regulatory for possible legal action.
4.To determine whether the responsible City departments of publicly owned and privatelyowned/publicly maintained
stormwater management facilities are notified of the results of failed inspections and maintenance and repairs are
completed in a timely manner.
5.To evaluate the completeness,accuracy and reliability of the data captured in the lnfor(Hansen)and new Cartegraph
programs.
The next several slides provide the Background:
:,...�> BACKGROUND
Y.i9ul
= What is stormwater?Rain,snow or even ice melt that
doesn't soak into the ground. Instead,it flows from our
roofs,over pavement,across bare soil and down the
street.
Why should we care?As stormwater flows,it picks up
l aa, ,,,• ''k—` , �c everything in its path-oil,litter,pesticides,leaves,animal
waste,and more.All of these items then flow,untreated,
directly into the closest waterway.
What is the impact?Adversely impacts the quality of the
water. Larger items such as trash,leaves,and grass
clippings—can clog the storm drains and contribute to
scale 3'. localized flooding.
E E�
October 26, 2021
4
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
How can stormwater be managed?
This can be accomplished by
implementing what are known as Best • ,,,ram 4
Management Practices(BMPs).BMPs are "
structural,vegetative,or managerial _ . .y
practices used to treat,prevent,or reduce A
��.
water pollution.BMPs can be structural or - '
non-structural.
1 .^ — ;�
7.
Structural BMPs(i.e.,stormwater +.;; _ a ;. ,
management facilities or SMWFs)are
Y+
designed to manage the quantity(peak `-<, I _ -a_
,t .,' ,
flow rate)and quality of stormwater. �, ar. :# _
Non-Structural BMPs include the ' " '
development and implementation of 1 , § x•
policies and procedures that serve to 1-4 w._ t IA'
reduce the impacts of stormwater t'a ,
runoff.
BACKGROUND
How many SWMF assets are there?
As of June 30,2021,there were:
744 City-owned and 859 privately-owned
/City-maintained SWMFs ^��_. i
1,257 privately-owned SWMFs AI
4Inspectors also perform inspections of all ,� a I. Y
CI
newly built SWMFs called"as-builts" .t %'011,,r
before they go into the MS4 permit
inspection cycle.
0
October 26, 2021
5
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
BACKGROUND
What part of the MS4 permit did the audit focus on? Audit primarily focused on the
following two requirements under MS4 Permit as they relate to stormwater management
facilities(or structural BMPs):
Inspecting, operating, and maintaining the storm sewer system and all City-owned and
City-maintained stormwater management facilities. City-owned and City-maintained
stormwater management facilities are inspected annually.
Implementing a program to ensure that privately-owned stormwater management
facilities are maintained and inspected at least once every MS4 Permit cycle.
These requirements are managed by the Environmental Inspections and Spill Response
Bureau and Stormwater Regulatory Compliance.
Here is a flow chart of the Inspection Process:
INSPECTION
PROCESS 111111
ISM
October 26, 2021
6
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
hi'!
RESULTS
0
Finding 1 —Completeness and Accuracy of Inspection and SWMF Asset Data Can be Enhanced:
FINDING I:
COMPLETENESS AND ACCURACY OF INSPECTION AND SWMF ASSET
DATA CAN BE ENHANCED
We reviewed data related to the 8,297 inspections completed during the five-year permit period ended June 30,2021.
Table 1,below,provides the results of our tests of data completeness.
Table 1.Schedule of Completeness Exceptions:Inspection Data
Exception Type:Inspection Data Infor(Hansen) Cartegraph
Assignment=Blank 120 - 120
Employee=Blank __—__-- ------_--_-- 120 .--- 120
Task ID=Blank
Activity=Blank• -
AssetID=Blank 5 5
Asset Description=Blank 5 - 5
Asset Type=Blank 32 - 28
Ownership=Blank 8 - 6
Latest Results=Blank 83 48 127
Missing inspection data impacts monitoring and reporting capabilities and the City's ability to ensure compliance with
the MS4 permit requirements. 0
October 26, 2021
7
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
FINDING I: COMPLETENESS AND ACCURACY OF INSPECTION AND
SWMF ASSET DATA CAN BE ENHANCED
We also reviewed data related to the 3,378 active SWMF asset(including as-builts)records in Cartegraph
as of June 30,2021.Below,Table 2 shows the number of exceptions.
Table 2.Schedule of Completeness Exceptions:Asset Data
Number of Assets
Acceptance Date=Blank(not As-Built Asset) 3
Asset Description=Blank 39
__
Location Description=Blank 358
Owner Address=Blank 679
Owner Name=Blank _ 262
Watershed=Blank _ _ 117
Watershed Number=Blank 394
Missing and/or incomplete asset data impacts the City's ability to properly track and maintain assets,
schedule,and perform inspections,as well as ensure accurate reporting.
Recommendations:
To enhance the completeness and accuracy of information related
to SWMF inspections,management should:
FINDING 1:
COMPLETENESS 1.Explore system and field configuration options to
AND ACCURACY require data input and/or tests of data validity.
OF INSPECTION 2.Design and develop exception-based reports
AND SWMF
ASSET DATA CAN / and/or queries to identify potential data
BE ENHANCED . omissions and/or entry errors.
j Include data accuracy and completeness of key
data fields in the inspection review process.
a
October 26, 2021
8
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
Finding 2—Best Maintenance Practices (BMP)Inspection Procedures Can be Enhanced:
FINDING 2: BMP INSPECTION PROCEDURES CAN BE ENHANCED
Chart 2.Latest Inspection Results—Active Assets
Lastest Inspection Results-Active Assets•All SWMF Types
two
9w
eoo
)w
40U
sao
4w
I I h
_ .11
SWA0 Sulrete
Goof timerNe 0.O46e6 Senara Wltel•e4 •eeC ,1. a Mee (bur
m»n
Condlion Coa CcnOttron Condition (ernVMznte Asset
•PIMIIC 192 261 311 19 3 0 69
•PRIVMF 142 9)6 )4) 19 II 15 21 Sal
•PUNK •PNWATI
m
FINDING 2: BMP INSPECTION PROCEDURES CAN BE
ENHANCED
We selected a sample of SWMFs with failed inspections based on the latest inspections
results and reviewed for the following:
• Inspection reports are available in Infor(Hansen)or Cartegraph as required.
• Privately-owned re-inspections and/or follow-up inspections are scheduled and
completed in a timely manner.
• Privately-owned SWMFs are repaired or sent to the Regulatory Unit for further action.
Table 3.Summary of Population and Sample Size
Serious Degraded
tion Result .. •.;•n C•t r "•n R-!ulat.
Population 38 624 11
Ownership Public/Private 19/19 377/247 0/11
Audit Sample Size 38 30 11
'Regulatory=Stormwater Management Facility Surface Water Regulatory Compliance •
October 26, 2021
9
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
FINDING 2: BMP INSPECTION PROCEDURES CAN BE
ENHANCED
Table 4.Summary of Exceptions
Inspection Report not Attached 5 1 0 6
Reinspection not Scheduled 8 4 0 12
Not Sent to Regulatory 7 2 9 18
'Regulatory=Stormwater Management Facility Surface Water Regulatory Compliance
We also noted that there were six SWMFs assets(5 private and 1 public)in the
Cartegraph asset inventory where we did not see any evidence that these assets were
inspected during the five-year MS4 permit cycle.
0
Recommendations:
To ensure inspections are performed in accordance with specified
policies,we recommend the following:
Develop a formal inspection review process to be performed by the
Inspection Supervisor. This should, at a minimum, require a
percentage of inspections to be reviewed for completeness on a
regular basis. This should also include developing and reviewing
FINDING 2: BMP exception reports,Cartegraph dashboard reports,and other Quality
INSPECTION Control procedures to ensure:
PROCEDURES • All assets that require an inspection are inspected in accordance
CAN BE to required timeframes.
• All data and forms including the inspection reports are included in
ENHANCED Cartegraph.
• Inspection and Re-Inspections are accurately scheduled and
completed in a timely manner.
SWMFs in a failed status are repaired timely and do not simply get
rescheduled for the next inspection cycle. The process should
include creating work orders for the newly created maintenance
team.
All open work orders are properly tracked until corrective action is
taken. Ag
October 26, 2021
10
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
Finding 3 — Corrective Action for BMP Assets with Serious or Degraded Inspection Condition are not
Preformed Timely:
FINDING 3: CORRECTIVE ACTION FOR BMP ASSETS WITH SERIOUS OR
DEGRADED INSPECTION CONDITION ARE NOT PERFORMED TIMELY
Latest Result=Serious Condition
8
6
1!!. 717m0 13.18mo
■PRIVATC •PURL.,
Of those in Serious Condition(immediate need for repair or replacement):
• 21 assets in serious condition for over 12 months
• 16 of the 21 assets have been in serious condition for over 24 months
FINDING 3: CORRECTIVE ACTION FOR BMP ASSETS WITH SERIOUS OR
DEGRADED INSPECTION CONDITION ARE NOT PERFORMED TIMELY
Latest Result=Degraded Condition
14r
rm
!w
�{'MIVA i! �f'\IHl lr_ •llrrk•\a v.rr\A�rr.rslr i.
Of those in Degraded Condition(poorly maintained;routine maintenance recommended,
and repairs needed):
•234 assets in degraded condition for over 12 months /A
•161 assets have been in a degraded condition for over 24 months Vi
October 26, 2021
11
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
ACTION TO ADDRESS BACKLOG
• To address the backlog and ensure continued compliance with the MS4
permit, a dedicated Stormwater facilities maintenance crew was
approved in the FY 2022 Operating Budget. At the time of our audit,the
maintenance crew, and the necessary equipment to perform the work
was being assembled and work was just getting underway.
So far, approximately 50%of the degraded public SWMFs that are the
responsibility of Public Works have maintenance scheduled or planned.
0
Recommendations:
To ensure assets in serious or degraded condition are corrected in a
proper and timely manner,we recommend the following:
FINDING 3: \ I Review each BMP asset currently in a serious or degraded
CORRECTIVE condition and determine the corrective action that needs to
ACTION FOR BMP \ be taken(i.e.,send to Regulatory Unit for action,correction
ASSETS WITH A of data entry errors,initiate work orders to correct,etc.).
SERIOUS OR 2. Add a conditions field to the inspection area to track the
DEGRADED status of failed assets(i.e.,Corrective Action Needed,Work
INSPECTION
CONDITION ARE Order Scheduled,Sent to Regulatory,Corrective Action
NOT PERFORMED Taken).
TIMELY Design and develop dashboard gadgets to identify and
monitor SWMF assets in degraded or serious condition and
track scheduled corrective action(s).
4. Quarterly reconcile referred SWMF assets in Cartegraph to
the Referrals Received List maintained by Regulatory to
ensure the status of all assets are properly accounted for.
0
October 26, 2021
12
CITY COUNCIL'S BRIEFING
STORMWATER REGULATORY& INSPECTIONS PROGRAM AUDIT
(Continued)
CONCLUSION AND
ACKNOWLEDGEMENTS
Conclusion
Overall, we determined that the Stormwater Regulatory and Inspection Programs,
except where noted, are operating effectively and in accordance with policies set
forth by the City.
Acknowledgements
We would like to thank the Department of Public Works for their cooperation and
responsiveness to our requests, questions, recommendations, and suggestions
during the audit. We would also like to recognize the efforts and due diligence of
staff to expediently address the issues noted herein.
a
THANK YOU!
THE FULL REPORT CAN BE FOUND AT
WWW.VBGOV.COM/CITYAUDITOR
Lyndon S.Remias,City Auditor
Email:Lremias@vbgov.com
Phone:757-385-5870
Mayor Dyer expressed his appreciation to Mr. Remias for the presentation.
October 26, 2021
13
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
4:19 P.M.
Mayor Dyer welcomed Ruth Hill, Housing Program Administrator—Housing and Neighborhood
Preservation. Ms. Hill expressed her appreciation to City Council for their continued support:
mow_ w; I
y 6
qr
Get & Give Help Campaign
City Council Briefing—Oct.26,2021 V3
The next few slides provide the Background& Context:
Background & Context
Issue/Concern Action
Increased presence of unsheltered Transitioned 2 Homeless Outreach staff
individuals at Oceanfront and elsewhere focused on resort area—consistent visibility
of Outreach
Panhandling • Police 3rd Precinct and Outreach informal
• City Council inquiry for staff to assessment of panhandling(Fall 2019)
investigate how to reduce impact and o Approx.30-40%of panhandlers in VB are
increase awareness of resources not homeless
• Median/right-of-way(ROW)signage • Researched other anti-panhandling
as an option? campaigns
• Traffic Engineering did not recommend
median/ROW signs
Housrp&Neighborhood Preservation I Oct.26.2021 I Get 8 GtveFlaTtl 2
October 26, 2021
14
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Background & Context
Discontinued Donation Meter . � ��,
107
Program
4.
• Resort Advisory Commission _ -
launched in 2010
• 16 repurposed parking meters in s:.I. -„ .:ti;-,
resort area
• Decline in donations and condition •V' �- f+
of meters ?-';` "-"4.� ,,4, 44'q
y- ;i :. ;
• All donation meters removed in % ;,'�+V
June 2021 --presented opportunity ,�,r,.,,_- .r- 4p
for new signage �i' +
l ,,, ,!.... i
ousing B Neighboncme Preservation I Oct.28.2021 I Get 8 Give _• r- gill
Background & Context
BEACH Community Partnership
• Homeless coalition of City-faith-
nonprofit:30+years of working together
• Formed in 2009
• Continuum of Care(CoC)organization
• Where our community comes together cffto address homelessness �
• Diverse network of 30+member
organizations Bringing an End to All City Homelessness
• DHNP is coordinating agency
'lousing&Neighnorhootl Preservation I Oct.20.2021 I Get&Give I i'-Campaign 4
s
October 26, 2021
15
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Here is an overview of the Get& Give Help Campaign:
Get & Give Help Campaign
• Communicates positive,empowering,
person-centered message
• Speaks to broader audience
• Promotes variety of supportive services
and resources JO
Get & Give
• Recognizes community effort and H E L P
partners and provides inclusive platform
for smaller organizations
• Provides options for direct community
engagement--who to support and how
oeemi,&Neighbomood Preservation I Oct.26.2021 I Get 8 Give Mg C`ti j 5
Here are the Goals:
Goals Tr
• Connect people in need to A.
community resources
• Promote community '
engagement 1 %.**
• Create understanding of < - t Iran
homelessness issue in VB `'
• Raise awareness of community
effort to address homelessness ,a
It
r Swamp 8 Neighborhood Preservation I Oct.26,2021 I Get 6 Give lietp
.411
AI
October 26, 2021
16
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Here is an example of the thirty(30)signs proposed to be placed throughout the Resort Area:
New Signage
•Get Er Give
Proposing to place approx.
• HELP 30 signs on existing
• 12"x 18"aluminum signs infrastructure throughout
with updated message yre.twke.r+uOnager Resort Area:
rY1gIrInce tali the
• Identified high traffic/ RegionalRowing Crisis Hotline o Inside s,light
polms,es,
parking
visibility areas and (757)227-5932 garages,light poles,staging
homeless outreach
occurrences with input tyHq_yaa of(Ban._7P.. o Oceanfront Parks
from: —_ __A. (2nd.17th,24th.31st)
o City's Urban Planner sucorttremntvwdreflorttoee4AaMesress o Oceanfront Restrooms
o Homeless Outreach aN help people bneed anctioBeach (2nd,17th,24th,30th,31st)
Team e p,•, o Near bus stops(transfer
o Block by Block `r center)
Ambassadors ,.ar„ : v..,,.,
o Parks&Recreation
Fcrlc:ourzs:ard nc_ Potential to expand in other
BEACHComm,utityPannenhlvorg pedestrian-oriented areas of
City
:ousng&Neighborhood Preservation I Oct 26.2021 I Gel&Give Help-• 7
The next several slides provide an overview of the BEACHCommunityPartnership.org website:
Website
fl.:lC ff
• BEACHCommunityPartnership.org - ..
• Collateral includes QR code to site
• Get Help and Give Help buttons BEACH Community Partnership
w.a► , o..x.y
loosing&Nelghbahooa Preserva&on I Oct 26.2021 I Get&Gwe Help CaInga41111111111 8
October 26, 2021
17
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Get Help = Bik
H
• Community Crisis Hotlines: IM111111111111
o Regional Housing Crisis Hotline _- -
o Samaritan House Crisis Hotline
o Seton Youth Crisis Hotline Ho na ssscv rtsr
• Homeless Support Services
o Housing and shelter
o Food and meals
o Financial assistance SEBE
o Health services _>_._•
o Employment services
o Veteran Services
G And more
Housing&Neighborhood Preservation I Oct.26,2021 I Get&Give Fi
Give Help ,1c11
somale
• Partner links and information on where to: --_-
Donate(monetary and in-kind)
Volunteer
• Other ways to help:
o Landlord partnerships
o Resource cards and flyers
o Answers and suggestions for common
questions
o Join BEACH and other ways to get involved
lousing 8 Neighborhood Preservation I Oct.26 2021 I Get S Give Help Camp4411111 10
October 26, 2021
18
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Community Toolkit ,.,.,E(,HELP
Printed collateral and available for d
t•GET HELP d
download from BEACH website i d .....
• Regional Hotline/campaign cards y '"' ���
• Flyers and posters ...._.. ___
• Pocket pal —� - `-
Cl
rJ HELP - ---
eegmal Haevey —� _
Crw[HolW- __
(7971227-9932 -- --
oustng&Neig--•nnod Preservation I Oct.28.2021 I Get&Give Hey 11
Other Key Information
• About BEACH — -- -- -- - —
o Mission and role - -_--—
r-a-..r-- O — f
o Membership
• Homelessness in Virginia Beach NMI
o About our community service system e_ ,�...
o Solutions for preventing and ending - —="=-=' -- "`
homelessness EMI MIN "`...,.".
o Data,gaps,and needs --_ _._ . .-_�__ •
o Facts and myths
Housing&NefghborhooE Preservation I Oct.28,2021 I Get&Give Help dra0d111111 12
October 26, 2021
19
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
How We Will Measure Success
• Hotline data and connections to
resources/services
• Community engagement all_...
r a
o Increases in BEACH membership
o Increases in homeless system partners w I,,a'
o Interest and participation in community '
events,volunteer opportunities,donations, '
landlord partnerships r t`s
• Web analytics and social media
I I Ill I.:. .4....'' -Al A
engagement
.using&Neighborhood Preservation 1 Oct-26.2021 I Get&Give Help I
Here is Next Steps& Target Launch:
Next Steps & Target Launch
Summer October—Early November
• Stakeholder presentations • City Council briefing
o BEACH Community Partnership • Finalize/print collateral and launch
o Oceanfront Enhancement Committee website
o Resort Advisory Commission • Finalize sign placement,purchase,and
o Bayfront Advisory Commission install signage
o Central Business District Association November—Ongoing
• Campaign launch:target kickoff during
National Hunger and Homelessness
Awareness Week(Nov.13—21)
• Promote activities and monitor campaign
Housing 6 Neighborhood Preservation I Oct.26.2021!Get&Give HelpOotO 14
October 26, 2021
20
CITY MANAGER'S BRIEFINGS
"GET GIVE"PROGRAM
(Continued)
Thank you
Your questions and comments.
For more information:
Ruth Hill, Homeless Services Administrator
Housing & Neighborhood Preservation
RDHilI@vbgov.com
(757) 385-6349
„.rs ng&4eighbo.rood Preser.auor I Oct 26.2021 1 Gel 8 Gi o HeIpc 15
Mayor Dyer expressed his appreciation to Ms. Hill for the presentation.
October 26, 2021
21
CITY MANAGER'S BRIEFINGS
RENTAL HOUSING APPLICATIONS
4:44 P.M.
Mayor Dyer welcomed David Grigsby,Rental Housing Administrator—Housing and Neighborhood
Preservation. Mr. Grigsby expressed his appreciation to City Council for their continued support:
0A 6E4 iS 1.-, y+1
.
\ I
DHNP Rental
Housing Applications
1
Here are the Objectives:
Objectives
Provide overview of the Housing Choice Voucher Program
(HCV)
:• Highlight intent to take program applications Tuesday.
November 9, 2021
:• Highlight process for taking applications
October 26, 2021
22
CITY MANAGER'S BRIEFINGS
RENTAL HOUSING APPLICATIONS
(Continued)
Here is an overview of the Housing Choice Voucher Program:
Housing Choice Voucher Program
• The HCV program is funded by HUD
• DHNP does not own or operate any housing
• The participant chooses his or her own unit
• Virginia Beach is allotted 2074 vouchers
• Rent subsidy is paid directly to the landlord
Why are we taking applications?
• We last took HCV applications in 2012
At that time, we received nearly 14,000
applications
<“Only about 1/3 of those were VB residents
>We project to finish that list within the next 5
months
October 26, 2021
23
CITY MANAGER'S BRIEFINGS
RENTAL HOUSING APPLICATIONS
(Continued)
Here is the application process:
The process
All applications will be taken online. There will be no paper applications
The waiting list will be open for 1 day.November 9,2021
The website will be available from 7AM to 7PM,to allow people to apply before or after
typical business hours
Waiting list application and FAQs are available at www.vbgov.com!HCVwaitinglist
Applications are NOT on a first come,first served basis
Applications will be awarded points based on preferences such as being a family
with children,being elderly,disabled or a veteran,residency in Virginia Beach,etc.
(There are a total of 9 preferences)
Once the waiting list closes,applications will be renumbered randomly
Applications will only be accepted November 9r", between 7am— 7pm:
Why are we only taking applications one day?
Best practice for the HCV program is to have a waiting list that will take 3
years or less to finish
Recently Norfolk took applications for only 4 hours and received 11.000
applicants
• The world is more digital now than it was in 2012.when we received
14.000 applications in 5 days
• The HCV program is not an entitlement program:there is a limit to how
many families we can serve
October 26, 2021
24
CITY MANAGER'S BRIEFINGS
RENTAL HOUSING APPLICATIONS
(Continued)
Here are the Outreach efforts:
Outreach efforts
• We are placing an ad in the Virginian-Pilot and the Daily Press
c We are using social media to publicize the taking of
applications
• We are posting information on the DHNP website
• Connecting with community partners to promote reopening:
Homeless Services, Endependence Center. BEACH
Community Partnership. LGBT Life Center. faith communities,
other nonprofits. etc.
Ensuring accessibility
• We are partnering with the public libraries and announcing that Virginia
Beach households can use the public computers at the libraries, if they
don't have a device at home
• We will have staff on site at 3 public libraries(Kempsville, Princess
Anne.and Bayside)and 2 recreation centers(Seatack and Williams
Farm)to help applicants fill out the form
We will have a device in the lobby of Building 18A if someone happens
to come to our office
We will have staff coverage for our main numbers from 7AM to 7PM
October 26, 2021
25
CITY MANAGER'S BRIEFINGS
RENTAL HOUSING APPLICATIONS
(Continued)
Here are the Next Steps:
Next Steps
•Continue public outreach and public notice campaign
• Brief city council at October 26 meeting
Mayor Dyer expressed his appreciation to Mr. Grigsby for the presentation.
October 26, 2021
26
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
5:10 P.M.
Mayor Dyer welcomed Carolyn A.K. Smith, Planning Administrator- Planning and Community
Development. Mrs. Smith expressed her appreciation to City Council for their continued support:
Planning Items
November 9th City Council Meeting NIB
There are five (5)Planning Items scheduled for November 9` .
SUMMARY — November 9th
5 Planning items scheduled for City Council's consideration
.1 Virginia Beach Development Authority, -Princess Anne
District `••.
• hlodificayonLQf Proffers 4•
• Recommended for Approval by Planning Commission '\ I•I l ..�.-
&Stan }jam,! ./✓ "e 1 cA
2.Schaffer Construction-Kempsville District ~ / r',�-- -✓'
• cpn itionnal Use Permit(Automobile Service Station) tobefferonnstroWoK _/ Pear Warden.Pope.sw W.Kent
• Recommended for Approval by Planning Commission • -
E Staff t �
3 Virginia Beach Distilling.LLC-Beach District
• Conditional Use Permit(Craft Distillery) R'• ,'�•�• , �,
• Recommended for Approval by Planning Commission +.... ` „ ww■..on Dmlmq.uc
8 Slay • i ...�'"� `�` - v,.ma..leach Development•.rho.ny
4.Sue W.Kent- Beach District `.,4 �• r~ _
• cQpg t_UR Permit(Short Term Rental)
• Recommended for Approval by Planning Commission `\\
&Staff -
5.Peter Yordanov Popov-Beach Distract \
• Conditlona(se Permit(Short Term Rental) \_
• Recommended for Approval by Planning Commission 2
&Staff -a=-- -
October 26, 2021
27
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
VIRGINIA BEACH DEVELOPMENT AUTHORITY IlLti
Council District:Princess Anne
Location: Portion of Corporate Landing Business Park
ia„_._1:111f1"4" grill1Pr61141.er, 4-:!!..
sue_ 'AV/ '
,.�
NIP 1,17 ...,
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444".
�+O► 0...
.._..... • fir' / ?_ 1. ;:
MODIFICATION OF PROFFERS
Staff recommends Approval
Planning Commission voted 9 to9,4aLecommend A 3
coxraarrt
The new Design Criteria seek to: --
• Ensure the Corporate Landing Business Park remains CORPORATE LANDING
relevant for current and future market opportunities;
• Reduce redundancy and better align the document with BUSINESS PARK
current codes and requirements; DESIGN CRITERIA
• Consolidate multiple subsequent amendments into one
user-friendly and attractive document;
• Permit more flexibility with new and innovative materials
and construction methods;and •• (�
• Provide more guidance on light industrial and advanced
manufacturing building types. For information:
https://www.yesvirginiabeach.com/vbd
VIRGINIA BEACH DEVELOPMENT AUTHORITY ITEM 1
October 26, 2021
28
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
SCHAFFER CONSTRUCTION ITEM
Council District:Kernpsville
Location: 152 Newtown Road, 5790 Princess Anne Road 2
, .,
, ....._.
....,....
z /
--- 1
• O /
RI
/ a 8�J ___
CONDITIONAL USE PERMIT(Automobile Service Station)
Staff recommends Approval
Planning Commission voted 10 to0 two recommend A ro 5
r.-a
u�. / r.
ill 1,=, ILI, I
:,r "in.,—
r EE ifELL _.._
• Request for a Conditional Use Permit for a 4,600 ___
square foot Automobile Service Station with 5
fueling stations • Right-of-way improvements include right-turn lane,closure
• Site occupied with office buildings&formerly an of 3 of 5 existing vehicular ingress/egress points
automobile service station • Extensive landscape feature at corner proposed
• Proposal reflective of Newtown SGA Plan • 2 speakers,concerns with building design,screening,access
recommendations regarding site layout&building Planning Commission added 1 condition to address tenon
design height 6
SCHAFFER CONSTRUCTION ITEM 2
October 26, 2021
29
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
VIRGINIA BEACH DISTILLING, LLC Irrm
Council District Beach
Location 1375 Oceana Boulevard, Unit 142 3
,. n-y-k.,-\ .. --I--
1 '.c
CONDITIONAL USE PERMIT(Craft Distillery)
Staff recommends Approval
Planning Commission voted 10 tecommend Aiiiii
7
Viy, '.,•-'''. ,•-''''‘'llib =,,,..,t,-.,, MTN. .
- , trs_F—
•/ ' � rr m'''1 •�:. TASTING ROOM
� ,j r~'` DISTILLING AREA
•
Y r /.
41,
,-, -1 \ • f•. PATIO
• A Conditional Use Permit request for a 7,000 square foot Craft Distillery within the Oceana Crossing Shopping Centel
• Distillery to produce&sell vodka
• Unit to include a production area a tasting room,an outdoor patio.&office space
• No changes proposed to the exterior of the building
• Parking provided on-site meets the Zoning Ordinance requirements
• 1 letter of opposition regarding the use 8
VIRGINIA BEACH DISTILLING,LLC ITEM 3
October 26, 2021
30
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
ITEMS
CONDITIONAL USE PERMIT—Short Term Rentals 4 & 5
Recommended for Approval by Staff&Planning Commission
Beach District
4 Sue W.Kent'
5.Petar Yordanov Popov'
•Consent Agenda
SUE KENT ITEM
Council District.Beach
Location: 901 Pacific Avenue, Unit D 4
CONDITIONAL USE PERMIT(Short Term Rental)
Staff recommends Approval
Planning Commission voted 9 to 0,1 abirmain,to recomm) oval to
October 26, 2021
31
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
= it ‘ --‘t-1: _ ...
# t - r* ,•srfii r` c i s
11,
I Illit:, 1. '` ••-.. "7, ', . ,.., '''
•
t+ j
•
• Request for a Conditional Use Permit for a Short Term Rental on property zoned OR Oceanfront Resort Form Based
Code District
• Several other units within the condominium complex built in the 1960s have obtained Conditional Use Permits for
Short Term Rentals
• 2-bedroom multi-family dwelling unit
• 2 off-street parking space required;1 on-site space provided and 1 space leased from 9'h Street Parking Garage
• No known opposition - tt
SUE KENT ITEM
.r...I rTir.-"-,,,,.---41.4 ‘j u...\.3 L j
il A' \i 1
il it-- : \
L-'t \r wti �
r Repeals itylp l 1
v•won
12
SUE KENT ITEM 4
October 26, 2021
32
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
PETAR YORDANOV POPOV ITEM
Council District Beach
Location 927 Pacific Avenue, Unit A 5
,......„,„ ......_
% 1,. , _ ...... k,\
\ \1 \
CONDITIONAL USE PERMIT(Short Term Rental)
Staff recommends Approval
13
Planning Commission voted 9 to 0, ion,to recom oval
•e t1 _:
F«r.K ir.•��
<
A
• Request for a Conditional Use Permit for a Short Term Rental on property zoned OR Oceanfront Resort Form Based Code
District
• Several other units within the condominium complex built in the 1960s have obtained Conditional Use Permits for Short
Term Rentals
• 1-bedroom multi-family dwelling unit
• 1 off-street parking space required;1 on site space provided
• No known opposition
PETAR YORDANOV POPOV 17EM 5.
October 26, 2021
33
CITY MANAGER'S BRIEFINGS
PENDING PLANNING ITEMS
(Continued)
4r7 "
\ "
tow�
w,
wn Venn Rentals
CM NO.
PETAR YORDANOV POPOV ITEM 5
Mayor Dyer expressed his appreciation to Mrs. Smith for the presentation.
October 26, 2021
34
CITY MANAGER'S BRIEFINGS
BUDGET GUIDANCE
5:20 P.M.
Mayor Dyer welcomed Kevin Chatellier, Director—Budget and Management Services. Mr. Chatellier
expressed his appreciation to City Council for their continued support and distributed copies of the
presentation, attached hereto and made a part of the record.
Mayor Dyer expressed his appreciation for the presentation.
October 26, 2021
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Budget Process Flow
Budget
Adoption Current step in
budget process
City Councils
Workshops Budget
and Public Guidance
Hearings J
City Council ive-Year
Goal-Setting
Workshop = orecast
�Departmental�
Budget
Submissions
and Review
2
Virginia Beach Budget and Management Services I October 26, 2021
Regional Benchmark Real Estate Tax
$1 .40
$1 .20
$1 .00
$0.80
1.25- $1. - -
$0.60 $ 30 $1 .24 $1.22 $1 .11
$0.99 $1 .05$0.40
$0.20
$0.00
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Real Estate Assessor for each City
Virginia Beach Budget and Management Services I October 26, 2021
Regional Benchmark — Personal Property Tax
$6.00
$5.00
$4.00 �
$3.00
$2.00 $4.00 $4.0 4.5 $4.50,
$1 .00
111111
in
$0.00
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Commissioner of the Revenue for each City
'NB
Budget and Management Services I October 26, 2021
4
Virginia Beach
Regional Benchmark Hotel Tax
9%
8%
7%
6%
5%
4% 8% 8 ; 8%
3%
41
2%
0%
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Commissioner of the Revenue for each City
Virginia Beach Budget and Management Services I October 26, 2021 5
Regional Benchmark Meal Tax
8.00%
7.00%
-
6.00%
5.00%
4.00%
-
_ 7.50%!
6.J5Q*o.,
3.00% 5.50% 5.50%
2.00%
1 .00%
0.00%
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Commissioner of the Revenue for each City
AIB
Virginia Beach Budget and Management Services I October 26, 2021
Regional Benchmark Admission Tax
2%
10%
8% f
6%
10%
4%
2%
0% 111101
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Commissioner of the Revenue for each City
7
Virginia Beach Budget and Management Services I October 26, 2021
Regional Benchmark — Residential
Stormwater ERU Rate
$16.00
$14.00
$12.00
$10.00
$8.00
$6.00 $12.72 $12.75 - $1 1 .8 y°
$10.83
$4.00 -$7.35 -
$2.00 —
4.
$ i. .'.f..
Virginia Beach Chesapeake Norfolk Portsmouth Hampton Newport News Suffolk
Source: Municipal Codes for each City, Portsmouth Operating Budget, Suffolk Operating Budget
I&
8
Virginia Beach Budget and Management Services I October 26, 2021
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Revenues
• Do not assume any general government tax rate increases to
support baseline operations
• Maintain existing City Council policies dedicating various
revenue streams (School Funding , TIP, TAP, Open Space, etc. )
• Sunset of $1 per night hotel flat tax for TIP (June 30, 2022)
• Allow consideration to offset program cost with fee increases
• Example: program fees to offset minimum wage increases
1/B
virginia Bcach Budget and Management Services I October 26 2021 10
Enterprise Revenues
• Re-evaluate the previously approved plan of ERU rate
increases
• Future rate adjustments are pending the outcome of the November
referendum
• Ensure that Waste Management fee will sustainably support
operations
• If possible, avoid rate adjustments for short term needs
0000 -
,
1/B
VBudget and Management Services October 26, 2021 11
Virginia Beach 9 9
Baseline Expenditures
• Maintain existing programs and services
• Provide flexibility to accommodate reasonable levels of
inflationary increases
• Work with departments to identify additional efficiencies and
cost saving opportunities
\/B
„i I, Budget and Management Services I October 26, 2021 12
Capital Improvement Program CIP
• Adopted FY 2021 -22 6-Year CIP- Baseline
• Inflation will be assessed during budget process for potential changes
to project costs
• Schools' PFRB Usage
• Schools intends to continue use of $12-15 million annualization
• Stormwater
• Pending outcome of referendum potential reprioritization of
maintenance projects based on funding availability of ERU
irginia Beach Budget9 and Management Services October 26, 2021
V
Personnel Vacancies
Areas of Concern potentially impacting service delivery:
• Emergency Communications and Citizen Services
• Human Services
• Parks and Recreation
• EMS volunteers
• Professional Positions (Engineers, IT, Planners, Inspectors,
etc. )
• Skilled trade positions
'irgina Beach Budget and Management Services I October 26, 2021 14
Personnel Vacancies- Strategies
Strategies to review as part of budget process:
• Compensation set aside maximum 3%
• Possible Merit or General Increase
• Implementation of Market Salary survey
• Review fringe benefit offerings
• Health Insurance
• Additives/Incentives
• VRS
• Additional findings from the Market Salary Survey
A/B
Virginia I ach Budget and Management Services I October 26, 2021 15
Other Areas of Focus and Consideration
• Repurpose or redirection of long-term vacancies
• Private BMP inspections
• Citizen Review Panel
• staffing, operational cost, training, etc.
• Additional EMS Professional Staff
• FTEs necessary to implement Hillard Heintze recommendations
• Human Resources
• Security Office
• Review of Regional Grant Commitments
x;,;,;,,;,,„,,, , Budget and Management Services I October 26, 2021 16
Council Briefings
• Council Budget Briefings
• Department briefings
• Abbreviated vs. All Departments
• CIP Briefings
• Abbreviated vs. All CIP Programs
• Future Topics for Briefing
• Market Salary and Total Compensation
• Community Organization Grant Process
• Microgrant Process
• Strategies to address vacancies
1/B
�1,41„, Rh Budget and Management Services I October 26, 2021 17
Budget Timeline
• October
• Council providing budget guidance
• November
• Five-Year Forecast presented to Council
• December
• Stormwater Discussion following Referendum
• March
• City Manager's Proposed Budget presented to Council
• Department / CIP presentations to Council (continues in April)
• April
• Council questions
• public hearings
• May
• Council Reconciliation
• Operating Budget and CIP adopted by Council
nn,y
Virginia Beach Budget and Management Services I October 26, 2021 18
• Guidance and feedback
• Revenues, Enterprise Revenues, Expenditures, CIP, etc.
• Areas of Focus and Consideration
• Council budget briefing and topics
• Abbreviated vs All Department and CIP
• Any additional information or requests to assist City Council as we
begin the budget process?
\/B
Budget and Management Services I October 26, 2021 19
35
ADJOURNMENT
Mayor Robert M. Dyer DECLARED the City Council Workshop ADJOURNED at 6:06 P.M.
Terri H. C elius
Chief Deputy Ci Clerk
IA /
Amanda Barne v, C
City Clerk
City of Virginia Beach
Virginia
October 26, 2021