HomeMy Public PortalAbout02 16 17 PC Minutes��f f i e T o w n o f L e e s 6 u r g i n V i r g i n i a
L e e s b u r g P l a n n i n g C o m m i s s i o n
M e e t i n g M i n u t e s
F e b r u a r y 1 6 , 2 0 1 7
T h e L e e s b u r g P l a n n i n g C o m m i s s i o n m e t o n T h u r s d a y , F e b r u a r y 1 6 , 2 0 1 7 i n t h e T o w n C o u n c i l
C h a m b e r , 2 5 W e s t M a r k e t S t r e e t , L e e s b u r g , V A 2 0 1 7 6 . S t a f f m e m b e r s p r e s e n t w e r e S u s a n
B e r r y - H i l l , R e n e e L a F o l l e t t e , T o m B r a n d o n , J a s o n C o u r n o y e r , A m y W y k s , R i c h W i l l i a m s ,
S h e l b y C a p u t o , a n d C a r m e n S m i t h .
C A L L T O O R D E R
T h e m e e t i n g w a s c a l l e d t o o r d e r a t 7 : 0 1 p i n b y C h a i r m a n W e l s h C h a m b l i n
P L E D G E O F A L L E G I A N C E A N D R O L L C A L L
M e m b e r s P r e s e n t : C h a i r m a n W e l s h C h a m b l i n , C o m m i s s i o n e r s B a r n e s , L a n h a m , K i d d e r ,
R o b i n s o n a n d W a l k e r
A b s e n t : C o m m i s s i o n e r B a b b i n
A D O P T I O N O F A G E N D A
S u s a n B e r r y - H i l l , D i r e c t o r , D e p a r t m e n t o f P l a n n i n g a n d Z o n i n g , n o t e d t h a t t h e T r e e C o m m i s s i o n
B r i e f i n g s c h e d u l e d u n d e r n e w B u s i n e s s w a s a n e r r o r a n d w a s n o t s c h e d u l e d f o r t h i s m e e t i n g .
M o t i o n t o a d o p t t h e a g e n d a a s a m e n d e d : C o m m i s s i o n e r L a n h a m
S e c o n d : C o m m i s s i o n e r B a r n e s
V o t e : 6 - 0 - 1 ( B a b b i n a b s e n t )
A P P R O V A L O F M I N U T E S
F e b r u a r y 2 , 2 0 1 7
M o t i o n : C o m m i s s i o n e r L a n h a m
S e c o n d : C o m m i s s i o n e r K i d d e r
V o t e : 6 - 0 - 1 ( B a b b i n a b s e n t )
D I S C L O S U R E O F M E E T I N G S
N o n e
C H A I R M A N ' S S T A T E M E N T
C h a i r m a n W e l s h C h a m b l i n n o t e d t h a t s h e w a s l o o k i n g f o r w a r d t o t h e C I P p u b l i c h e a r i n g a s i t
w a s a g r e a t o p p o r t u n i t y f o r t h e P l a n n i n g C o m m i s s i o n t o w e i g h - i n e a c h y e a r .
P E T I T I O N E R S
N o n e
P U B L I C H E A R I N G
C a p i t a l I m p r o v e m e n t P r o g r a m P u b l i c H e a r i n g T o m B r a n d o n , C a p i t a l P r o j e c t s M a n a g e r
C h a i r m a n W e l s h C h a m b l i n o p e n e d t h e p u b l i c h e a r i n g a t 7 : 0 4 p m a n d i n v i t e d M r . B r a n d o n t o
m a k e s t a f f ' s p r e s e n t a t i o n .
Leesburg Planning Commission
February 16, 2017 Minutes
Mr. Brandon began the FY 2018 to FY 2023 Capital Improvement Program (CIP) presentation
by explaining that a capital project is a project that involves construction, renovation, demolition,
or acquisition that has a value of at least $60,000 and a useful life of at least 5 years. He then
moved on to explain the preparation process noting that this is the first year of the bi-annual
budget and staff takes this opportunity to thoroughly vet out the CIP. All projects in the CIP are
reviewed to determine if they are still appropriate to be in the CIP. Projects that are not are
removed and appropriate projects are added. Input from Town departments, Town Council,
Commissions and the public are considered when determining which projects to include in the
CIP. The Department of Public Works & Capital Projects prepares a draft document in concert
with the Department of Finance and Administrative Services who complete a financial analysis
and make adjustments to project management costs. Lastly, the Town Manger approves what
comes forward to the Planning Commission and Town Council.
There are 13 projects which have been removed from the last CIP. Eight projects will be
completed in FY 2017 and include the Proffer Contribution to Loudoun County School Board,
Skate Park Renovation, South King Street Widening Phase II, Traffic Management System,
Lower Sycolin Creek Sewage Conveyance System Phase II, Airport Master Plan Update, Airport
Stormwater Management Plan/Drainage Study, and US Customs General Aviation Clearance
Facility. Three projects were completed in FY 2016; Hope Parkway Extension, Lowenbach
Street Improvements, and Security System at WPCF Phase 1. Lastly the Town -wide Tree
Canopy and 33" Sanitary Sewer Line Assessment projects have been deleted.
The following 15 new projects have been added:
• General Government — Upgrade Police Computer Aided Dispatch Center
• Parks and Recreation — Tuscarora Creek Trail Phase I and Veterans Park at Balls Bluff
• Streets and Highways — Edwards Ferry Road Sidewalk Improvements, Royal Street
Improvements, South King Street Bridge Over Tuscarora Creek Deck Replacement,
Replace Traffic Signal at S. King Street and Clubhouse Drive, and West Market Street
Sidewalk Improvements
• Storm Drainage — Market Street/King Street Intersection and alley between 4 and 5 South
King Street
• Utilities — Recoating and Rehabilitating the Water Pollution Control Plat Storage Tanks
• Airport - Apron Paving, FBO Hangar, Runway 17 Approach Lighting Upgrade, and Self -
Service Fuel Facility
Mr. Brandon noted that there were a number of budget changes and the draft CIP includes
updated construction cost estimates for 3 projects — Route 15 Bypass/Edwards Ferry Interchange,
Sycolin Road Widening Phase IV, and Tuscarora Creek Flood Mitigation and Stream
Restoration. A public information meeting will be held on March 2nd to discuss alternatives for
the Route 15 Bypass/Edwards Ferry Interchange project.
The scope of the following projects has been revised:
• Battlefield Trail across Route 15 Bypass — added requirements due to federal funding
• Hospital Water Storage Tank Rehabilitation —reduced scope and budget
Leesburg Planning Commission
February 16, 2017 Minutes
Miscellaneous Waterline and Sanitary Sewer Improvements — modified list of
improvements
There is additional funding from outside agencies totaling almost $30 million for the following
projects:
• East Market Street/Battlefield Parkway Interchange ($20 million additional NNTA)
• Evergreen Mill Road Widening ($1 million VDOT)
• Battlefield Parkway ($1 million VDOT and $1 million Loudoun County)
• Battlefield Parkway Trail across Route 15 ($726,000 VDOT/FHWA)
• Veterans Park ($4 million Loudoun County)
• Sycolin Road Widening Phase IV ($2 million VDOT)
Mr. Brandon noted that the following 7 projects have delayed schedules:
• Downtown Streetlights — delays due to phasing and VDOT authorizations
• Interactive Water Feature — postponed pending completion of Master Plan
• Battlefield Parkway (King Street to Greenway) — delay in acquiring land rights
• Battlefield Trail across Route 15 Bypass — accelerated with VDOT/FHWA funding
• Davis Court Bridge Replacement — postponed due to Crescent Parke development
• Sycolin Road Widening Phase IV — delays in VDOT approval to acquire right-of-way
• Tuscarora Creek Flood Mitigation and Stream Restoration— delayed due to phasing
• Security System at Water Pollution Control Facility Phase II — delay in procuring system
The following 2 projects have accelerated schedules:
• Hospital Water Storage Tank Recoating - modified scope
• Battlefield Trail across Route 15 Bypass — funding requirements
Lastly, Mr. Brandon explained the CIP adoption process which began with the CIP presentation
to the Planning Commission on February 2nd. Tonight is the Planning Commission public
hearing where there is the opportunity to review the various projects and forward
recommendations to Town Council. The Town Manager will present the CIP to Town Council
on February 28°i with the public hearing to follow on March 10'. During the remainder of
March and April Council will be reviewing this document along with the Planning
Commission's recommendations and public comments. The budget is scheduled to be adopted
on April 11, 2017.
Mr. Brandon completed his presentation noting that he and a number of Directors were available
to answer questions from the Commission.
Chairman Welsh Chamblin called for public comment.
William Miller, 40674 Jade Court, Leesburg, VA 20175, expressed concerns regarding the South
King Street Widening Project, increased truck traffic, noise, Meadowbrook Estates development
and increased traffic generation.
Leesburg Planning Commission
February 16, 2017 Minutes
Renee LaFollette, Director, Public Works and Capital Projects, explained that the South King
Street Widening Project had federal funds and was funded through VDOT. As part of that
project, the Town was required to do a noise abatement study. As a result of that study no
abatement was required based on the criteria that VDOT uses for projects of this type.
Commissioner Robinson asked for clarification as to why the Proffer Contribution to Loudoun
County School Board was removed. Jason Cournoyer, Management and Budget Officer,
explained that the Town still continues to collect proffer contributions from developers for
schools, however there is a process in place where the School Board must first have something in
the CIP that's eligible within the Town of Leesburg. Our Zoning Administrator makes a
determination as to whether or not it is an appropriate use. Dependent upon that determination,
the next step would be to present it to Council to be included in the CIP. At this point, there are
a couple projects within the Town of Leesburg however, there are no approved contribution
requests.
Commissioner Barnes asked if these funds went into the General Fund and could be used for
something else within the Town. Mr. Cournoyer explained that the reserves are in the Capital
Projects Fund. Most proffered contributions are for capital related facilities and have historically
been placed in the Capital Projects Fund. The appropriation can be, and generally is, a CIP item.
Distribution of these funds is dependent upon how the proffers are written and the Zoning
Administrator's determination of the appropriate use. Town Council appropriation is also
required.
Commissioner Kidder asked if there had been any conversation about re -opening Lawson Road
to vehicular traffic. Mr. Brandon answered that prior to closing the road there had been
discussion regarding opening it up for pedestrian and bicycle traffic however, he was not aware
of any discussion regarding opening the road for vehicular traffic. Commissioner Kidder opined
that closing the road was a major impediment and asked how they could go about revisiting this
issue. Mr. Brandon responded that the Planning Commission could make a recommendation to
include this on the Potential Future List. The pedestrian and bicycle crossing is on the Potential
Future List now.
Commissioner Lanham asked for clarification of funding for later years in the CIP. Nh-. Brandon
explained that NVTA funding has 2 branches. There is 30% funding which is local funding and
goes through Loudoun County. The Town is a subsidiary of Loudoun County and thereby gets a
percentage of the amount the County gets. There are also regional funds which are 70% funded.
The 30% funding is a very consistent stream of funding that the Town knows they will receive
and is attributed to projects in closer years.
Commissioner Kidder asked where she could find the Traffic Signal at Edwards Ferry Road and
Catoctin Circle Project. Mr. Brandon responded that there is a project on the Potential Future
List that is for improvements at that intersection. It does not specify a signal. Renee LaFollette,
Director, Public Works and Capital Projects, further clarified that it is Project 4 on the Priority
Future List. Town staff worked very closely with Loudoun County on the wording of the
proffers for that intersection.
Leesburg Planning Commission
February 16, 2017 Minutes
Chairman Welsh Charablin asked if the Downtown Street Lighting project would require that all
the streetlights be the same style. Mr. Brandon explained that this project will not replace the
existing lights on South King Street so there will be 2 different styles. Chairman Welsh
Chamblin wished to confirm that they would not be LED lights. Mr. Brandon confirmed this and
explained that currently Dominion does not offer an LED light in a decorative style.
Chairman Welsh Chamblin called for additional clarifying questions. Seeing none, she closed
the public hearing at 7:43 and explained that she would like to quickly go through the projects in
the CIP to determine if the Planning Commission had any recommendations they would like to
add.
Members of the Commission expressed concerns and offered recommendations for the following
projects:
• Downtown Street Lighting — The style of lighting was a concern as it was felt that the
streetlight style used at the Village at Leesburg, and proposed for Downtown, was not
historically appropriate. The Commission recommended that Council look at alternative
streetlight styles for the Downtown.
• Replacement/Upgrade Computer Aided Dispatch System and Center — Concern was
expressed regarding the start date of this project. The Commission recommended that
this item be moved up in the CIP to coordinate with the County.
• Hospital Water Storage Tank Recoating and Rehabilitation — The Commission
recommended exploring the option of adding a decorative mural or painting on the water
tank provided there would be no additional costs or schedule delays.
• New Downtown Parking Garage - The Commission recommended the addition of an
estimated cost per space be included in the estimated project cost.
• Lawson Road Bicycle/Pedestrian Crossing of Tuscarora Creek - The Commission
recommended that the Lawson Road be reconnected for pedestrian, bikes, and vehicular
usage and that this be added to the Potential Future Capital Projects List.
• North King Street at North Street Traffic Signal Project - The Commission recommended
changing the language and adding "or other traffic movement directing devices".
• Plaza Street Sidewalk — The Commission recommended adding options that would not
involve tree removal to ensure ambiance and temperature.
Upon completion of the CIP review Chairman Welsh Chamblin summarized the Commission's
recommendations and called for a motion.
Commissioner Robinson moved to forward the Planning Commission's suggested improvements
to the Capital Improvement Program along with a recommendation of approval for all other
projects to Town Council.
Second: Walker
Vote: 6-0-1 (Babbin absent)
SUBDIVISION AND LAND DEVELOPMENT
None
Leesburg Planning Commission
February 16, 2017 Minutes
ZONING
None
COMPREHENSIVE PLANNING
None
SRTC Report
None
STAFF DISCUSSION
None
AjR13- I&If M31
Bylaws
Chairman Welsh Chamblin gave a summary of the changes proposed to the bylaws at their last
meeting.
Commissioner Kidder moved to approve the proposed amended bylaws presented at the
February 16, 2017 meeting.
Commissioner Robinson seconded the motion.
The motion carried 6-0-1 (Babbin absent)
Two -over -Two's
Chairman Welsh Chamblin recommended moving ahead with the recommendations discussed
as agreed upon previously and to determine who will bring this forward to Council.
Commissioner's Kidder and Robinson agreed to bring this forward to Council.
NEW BUSINESS
Chairman Welsh Chamblin noted that either she and/or Commissioner Robinson will be
presenting the Planning Commission's Annual Report to Council.
Commissioner Robinson asked for the status on the Monopole Special Exception Application
and the denied Commission Permit. Ms. Berry -Hill explained that it had been withdrawn by the
Applicant and Mr. Stearns has scheduled a meeting with Mayor Burk to discuss alternative sites.
Chairman Welsh Chamblin informed the Commission of a training opportunity, sponsored by the
Town, to be held on March 21". The training will focus on the Conflict of Interest Act and
Robert's Rules of Order. She will be attending and encouraged the other Commissioners to
attend as well.
Leesburg Planning Commission
February 16, 2017 Minutes
ADJOURNMENT
The Meeting was adjourned at 9:16 pm
Ap#oved by
i
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Ka en Cicalese, Commission Clerk ndsay Wel Chamblin, Chair