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Home My Public Portal About02 07 2019 PC MinutesThe Town of Lees6urg in Virginia Leesburg Planning Commission Meeting Minutes February 7, 2019 The Leesburg Planning Commission met on Thursday, February 7, 2019 in Town Hall Council Chambers, 25 West Market Street, Leesburg, VA 20176. Staff members present included Susan Berry Hill, Renee LaFollette, Tom Brandon, Jason Cournoyer, Patrick Moore, Greg Brown, Shelby Caputo, and Karen Cicalese. CALL TO ORDER The meeting was called to order at 7:01 pm by Chairman Kidder. Members Present: Chairman Kidder, Commissioners Barnes, Faliskie, Kidder, Nacy, and Walker Absent: Commissioner Barney and Council Member Dunn ADOPTION OF AGENDA Motion: Commissioner Walker Second: Commissioner Lanham Vote: 6-0-1 (Barney Absent) APPROVAL OF MINUTES January 17, 2019 Draft Minutes Motions: Commissioner Lanham Second: Commissioner Walker Vote: 6-0-1 (Barney Absent) DISCLOSURE OF MEETINGS None CHAIRMAN'S STATEMENT Chairman Kidder stated that she wished to set the tone for the year that lay ahead. She noted that it was an honor to be elected Chair and stressed the need for full participation from all Commission members. The decisions made by the Planning Commission affect the future of the Town, its residents, and its economy. Chair Kidder also discussed the policy of meeting individually with applicants and while her policy is not to meet with applicants or the public, because she believes information or comments about pending applications belong in the public not private meetings, this does not mean Commissioners who wish to meet with applicants cannot do so as long as they follow the specific rules in the Commission By-laws which require full disclosure. PETITIONERS None Leesburg Planning Commission February 7, 2019 PUBLIC HEARING FY 2020 -2024 Capital Improvements Program (CIP) Public Hearing, Tom Brandon, Capital Projects Manager, Department of Public Works and Capital Projects and the Budget Team Chairman Kidder opened the public hearing at 7:07 pm. Mr. Brandon gave an overview of the CIP project selection criteria, CIP trends over the last ten years and the CIP's relationship to the Town Plan. He noted that 20 of the 28 new projects were utility projects and were added in response to a comprehensive needs assessment. The following projects had budget changes due to a change in scope, or updated cost estimate: • Police Station Expansion • Police Replace/Upgrade CAD/RMS System • East Market Street/Battlefield Parkway Interchange • Route 15 Bypass/Edwards Ferry Road/Fort Evans Road Interchange • Airport North Hangars • Water Pollution Control Plant Storage Tanks — Recoating and Rehabilitation • Town Wide Waterline and Sanitary Sewer Improvements The following projects experienced schedule changes due to either a reassessment of need; delays in completion of design, acquiring right of way, or relocating utilities; coincidence with outside funding schedule; or were redefied to a multi-year project: Police Station Expansion Tuscarora Creek Flood Mitigation & Stream Restoration Airport North Hangars Airport Parallel Taxiway Relocation Water Booster Pump Station at Loudoun Water Interconnect Water Pollution Control Facility (WPCF) Storage Tanks Mr. Brandon gave an overview of the FY 2020 changes to the Future Project Lists listed below: Priority Future Projects • Battlefield Parkway/Solitude Ct. Intersection Improvements Potential Future Projects • ADA Improvements Town wide • Rehabilitation of the Town Hall Garage • Relocation of IT Main Equipment Room • Police E -Citation Implementation • Route 7 Bypass Widening • Carr/Water Storage Tank Recoating 2 Leesburg Planning Commission February 7, 2019 • Sycolin Road Water Storage Tank Recoating • Water Pressure Zone Pump Station Backup Generator Mr. Brandon concluded his presentation with an overview and timeline of the CIP adoption process. Commission members expressed the following concerns: • The condition of the water tanks facing Russell Branch Drive and what could be done to improve their appearance. Patrick Moore, Deputy Director, Utilities, explained that there are restorations that can be done and there is a Capital Project in the plan that addresses some of the painting and tank rehabilitation. A project will begin in the next few weeks that rehabilitates certain tanks. The tanks are being restored in order of priority to ensure that the equipment functions properly. • The timing for the Enhanced Water Treatment for Elimination of Pathogens Projects and the safety and quality of the Town's water supply. Mr. Moore explained that Cryptosporidium is found in all source water. The water is treated and this is removed and is not found in the Town's drinking water. There are environmental compliance regulations that are becoming more stringent and as they get more stringent the Town will need to implement additional treatment enhancements in order to comply. This is not something that has to be done immediately however, the Town is planning and coordinating with the Virginia Department of Health (VDH) to ensure that the Town remains in compliance with the Safe Water Drinking Act. He ensured the Commission that the Town is in full compliance with the Safe Water Drinking Act. • The majority of the funding is being used for transportation projects as opposed to projects that resolve drainage issues, water pollution, and community safety. Mr. Brandon responded that this is largely determined by the funding source. The Planning Commission made the following suggestions: • Accelerate sidewalk improvement projects for public safety • Look at alternatives for the Plaza Street sidewalk to address sight distance and bike lane issues and tree preservation. • Add the reopening of Lawson Road as part of the future Town traffic grid to the Future Projects List • Provide more information on the status of the water pollution control and treatment projects and what is currently being done to mitigate negative impacts • Accelerate the Police Station Project 3 Leesburg Planning Commission February 7, 2019 Commissioner Faliskie moved to send a recommendation of approval to Town Council with the comments noted in the minutes of the January 17th meeting and the addition of accelerating the Police Station project. Commissioner Lanham seconded the motion and the motion carried by a vote of 6-0-1 (Barney absent). COMPREHENSIVE PLANNING Chairman Kidder proposed adding a 30 minute planning session to their meetings, when the agenda permits, to review the current Town Plan in preparation for the upcoming update. The majority of Commission members were in support of this. STAFF AND COMMITTEE REPORTS • East Market Street Small Area Plan Susan Berry Hill, Director, Planning and Zoning gave an update on the status of this small area plan. The Plan went to Town Council at a public hearing held in July. Council scheduled a number of work sessions between that public hearing and now where there was discussion on a number of issues. As of now, the list is down to a very small amount of issues. The first has to do with a letter provided by the Peterson Companies, who own a large undeveloped tract on the north side of East Market Street between the Outlet Mall and Battlefield Parkway. The Plan shows an overpass from Cardinal Park Drive over to their property and it is their opinion that this overpass is not needed however, staff, through their consultant's Transportation Analysis, feel that this overpass will be needed in the future to accommodate all the growth that is planned. A second concern is phasing. Council, through their deliberations, added a phasing policy to the plan to focus on economic development. The third issue Council is facing, is design. The plan will be going back to Council on April 8th to address these outstanding issues. It is not certain if the plan will be approved at this session. If approved, it would become part of the Town Plan. • Town Plan Update Ms. Berry Hill informed the Commission that the Town has issued a request for Proposal (RFP) and the deadline is next Thursday, February 14th. The proposals will be reviewed, a consultant will be selected, and Council will need to approve the contract. SRTC REPORT Rick Lanham will no longer be the liaison to this committee. There was not another Commissioner available to assume this role at this time. BAR REPORT Chairman Kidder informed the Commission that she did attend the last meeting earlier in the week and there were a number of projects discussed. One of particular interest was the replacement of a slate roof on an historic structure. The original slate roof was replaced with an 4 Leesburg Planning Commission February 7, 2019 artificial slate without the Town's knowledge. The owner now wants to replace the roof with in- kind materials however, the guidelines state that an historic slate roof must be replaced with slate. Therefore the BAR can't approve the in-kind materials. This case may need to be decided by Town Council. Chairman Kidder noted that she was finding it difficult to attend the meetings and asked if another Commissioner would like to be the liaison. Commissioner Lanham agreed to be the liaison and Chairman Kidder will act as an alternate. TOWN COUNCIL LIAISON REPORT None OLD BUSINESS None NEW BUSINESS • Planning Commission Annual Report The Commission reviewed the report and no changes were made. Susan will schedule this for an upcoming Town Council agenda. ADJOURNMENT The meeting was adjourned at 8:25 pm. Ap oved by-,, ti K ren Cicalese, Commission Clerk Doris Kidder, Chair 0