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HomeMy Public PortalAbout1968_08_28 235 MINUTES OF REGULAR MEETING OF LEESBURG TOWN COUNCIL, AUGUST 28 , 1968. A regular meeting of the Leesburg Town Council was held in the Council Chambers , 12 W. Loudoun Street , Leesburg , Virginia , on August 28 , 1968 at 7: 30 P.M. The meeting was called to order by the Mayor , with Councilman Fishback offering the prayer . Those present were Mayor Kenneth B. Rollins , Councilmen C. Malay Fishback , G. Dewey Hill , Walter F. Murray , Robert A . Orr and John W. Pumphrey ; also Town Manager James W . Ritter , Jr . and Town Attorney George M. Martin . Absent from the meet- ing was Councilman Frederick R . Howard . The Minutes of the regular meeting of August 14 , 1968 were approved as written . Mrs . Moody addressed Council , reading a letter of appreciation from a young couple who came to Leesburg about six weeks ago to get married and found themselves with no place to change into their wedding clothes . Mr . Pumphrey had allowed them to use the rest room at his place of busi- ness to change clothes and Mrs . Moody then mailed them the newspaper with their marriage license in it and also an Episcopal Church Cook Book. This letter was just to thank her personally and to say they would never forget the kindness of Leesburg . `vMrs . Moodyalso reported that she and Mrs . Carr had met with re � re- P P N sentatives of the Smithsonian Institute and they will send two men to L7 Leesburg to help install equipment , etc . in the corner building at the proper time . Mr . Ritter reported the following: (1 ) The County Planning Commission , at a Public Hearing last night , granted a Commission Permit to the Town to extend water and sewer lines to the. Wright-Crickenberger property just south of Town , and also per- mission for the water pumping station . This Permit was approved subject to the Board of Supervisors' approval of the water lines . Also, the County Standards for sewer were to be investigated , but Mr. Ritter said he explained that the Town ' s Standards would be as high , or higher , than any the County could get . Also, the fencing ,. landscaping , etc . of the pump house lot was approved . (2) He said it is interesting to know that , of the approximately 10 property owners on Woodberry Road who were contacted about two months ago to see how many would be willing to pay one-half of the cost of put- ting curb and gutter in front of their properties (or extendingit where it is already partially in place) , only two were interested , four do not want it and four were not heard from, so this proposed project is dead . ( 3) He said he had written to Craigie and Company regarding the., probable $900 ,000 General Obligation Bond , however , they have advised that they will not be able to furnish the information until they receive a copy of the Town ' s audit , which should be ready very shortly. Craigie hopes to furnish a schedule of payments and proposed raise in taxes to cover this Bond very soon , probably shortly after September 1st . In con- nection with the Audit , Mr . Ritter reported that the auditors expect to recommend a full-time assistant for Mr . Ward due to the increased work load. (4) The sample of brick before the group was sent over today and Mr . Dew recommends the use of this brick for the new Town Office Building. It does meet the standards and is $8.00 cheaper than those previously considered . It ( 5) He commented on and explained the items on the Agenda , ( 6) He also commented on the rough places appearing in Route 7 and said that he believed this to be due to the high places caused by patches in the old pavement . Only one inch of plant mix was put on and this was done in order to hold it . Mayor Rollins expressed his very grave displeasure at the workman- ship on street patches and sidewalks being done by Town forces , especially patches placed on Liberty Street just the other day. He said he believes this work is being done improperly and that he did not expect to appro- priate the taxpayers ' money for such work. He said he had written to 236 MINUTES OF AUGUST 28, 1968 MEETING . Mr . Ritter regarding the patches placed the other day and he would like for the Council to investigate just what is wrong that the workmanship on these • patches and the sidewalks is not holding up. He also stated that he be- lieved this type of work was being .done due to poor supervision of same . Mr . Ritter said that he agrees regarding the patches on Liberty Street , but he explained that he and Mr. Bozel were not aware of this work until after it was done , they were tied up in a meeting with Highway Department officials. He said they looked at it later that evening and were not happy with the job . He said he went over this with Mr . Weatherholtz this morning and he believes it can be remedied to some extent . He said that so far as the patches on Route 7 are concerned , he is not convinced that all of this work was done by Town forces , because this work was done by ' State Highway crews prior to the Town taking over the streets on July 1 , 1967 . Mr . Ritter explained that all of the work done by the Town street crew is under the supervision of Mr . Weatherholtz and said he believed t were expecting too much of him, that nobody can be an expert and be a jack of all trades . He said he knows he tries hard and does the best he knows how and that he is a valuable man to the Town and would certainly be hard to replace . He also said Mr . Weatherholtz does many things that most men would not do and cited an example of a garbage can that had to be picked up last Saturday afternoon because it had been missed by the contractor . Also , the fact that he willingly comes out any time of day or night when he is needed . Both Councilmen Pumphrey and Fishback spoke regarding patching streets and Mr . Fishback emphasized the fact that he had never seen a really good patch anywhere . He also said that concrete can only be poured to perfection by a professional concrete man . . He also said that there is no such thing as a jack of all trades being good at every- ' thing. Mayor Rollins still insisted that he wanted this work done per- fectly . Councilman Hill raised the question as to whether the hand roller we have is large enough to do the job properly . Mr . Ritter said this is supposed to do as well as a 3 to 5 ton roller . Mayor Rollins said he be- lieved there was too much asphalt under the surface treatment . Discus- sion continued regarding this and Mr . Bozel explained that too much as- phalt in the mix that was put on could cause these bumps to appear in hot weather , however , he said they had a test on all the mix used . Councilman Hill also asked if the type of stone used in the mix could produce this and Mr . Bozel said "No." Mr . Ritter said he believed the whole plant mix job was all right , but that you cannot tell how much bitumen you ar getting when you are patching . He said it is possible there was too mu bitumen in the patches , regardless of who put them in , and the sun is bringing it through . Mr . Bozel said he has spent a great deal of time with these men and he believes they are trying to do what he has taught them. He explained how this work is done and also commented that a con- tractor has special equipment to do this type of work, which these men do not have . Mr . Moody gave a progress report on the Sewer Projects as follows: ( 1) On S-I - There has not been much work done on the structures yet due to a change in steel contractors , it is hoped to have some draw- ings on this by Friday or Monday . In the meantime , they are laying 8-inch clay pipe on the sanitary sewer line , with this •being about two- thirds completed. ( 2) On S-II - This job is now about 33 per cent completedand they have about 3600 feet of pipe in the ground . He said he believed the esti- mate in hand proves that the total amount being paid is about 18 per cent of the total cost of the job and he believes this can easily be ap- proved . They are drilling in solid rock at the moment and this will probably be the biggest rock on the entire job . • (3) On S-III - They have finally gotten started laying asbestos cement pipe. The first section had to be redesigned , so they have started just off of the pavement on Catoctin Circle and will go along by the Barber & Ross plant and finish this section , then come back and finish the rest of it . T9 date , they have about 500 feet of pipe in the ground . He also said they have had to reject several sections of pre-cast manhole and he believes that , after shipping another load back, perhaps they will start shipping good material . Mr . Moody said that English Construction Company will not submit an estimate on either Project S-I or S-III until the latter part of Sep- tember , which will be for .payment in October . Councilman Hill asked if this redesigning caused much conflict . Mr . Moody said no , they worked the design all the way around . Mr . Ritter asked if this will cost the Town any more money. Mr . ;Moody said it would be very little , but he believed it would be made up on other sections . 237 MINUTES OF AUGUST 28 , 1968 FETING . On motion of Councilman Pumphrey, seconded by Councilman Fishback, the following resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg, that the following appropriations be made : $ 100 .00 - Bowles , Andrews & Towne - Valuation of re- • tirement system account as of June 30, 1967 . • General Fund-Capital Outlay . 2 , 701 . 37 - Carroll Concrete Construction Co. - King Street curb & gutter & sidewalk. General Fund -Capital Outlay . 992 .75 - Perry Engineering Co. - Curb & gutter on • W. Loudoun Street . General Fund-Capital Outlay. 2 , 500.00 - To construct shed at Shop. General Fund- Capi- tal Outlay . N 27 , 588. 75 - Due First & Merchants .Bank on Sept . 1 for Air- Cg port Bonds . CV U' On motion of Councilman Murray , seconded by Councilman Pumphrey, the U following resolution was unanimously adopted: V WHEREAS , the Town of Leesburg has $220 ,000 coming due on August 31 in Certificates of Deposit , and WHEREAS , only $100 ,000 of this money will be needed to meet contractor ' s payments , NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Leesburg , that $120 ,000 be reinvested for a period of 150 days at the best possible rate of interest . On motion of Councilman Fishback, seconded by Councilman Pumphrey , the following resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg , that the Deed of Dedication dated August 5 , 1968 from John H . Ours and Alfred W. Gardiner , Trustees , dedicating a strip of land 40 feet wide for a storm sewer , as shown on "Plat of part of Lot 27-A of a resubdivision of Lots 27 and 28 , Section 1 , Virginia Village ," be received . Mr. John Patterson , of the firm of Dewberry , Nealon and Davis , ex- plained to Council a proposed agreement , whereby his firm would check all subdivision and site plans to see that they conform to all of the re- quirements of the Town and meet good workmanship. They would check grades , storm drainage , sanitary sewer , how the development of proposed subdi- Visions would affect other development in the Town , etc . and, if there are any problems , they would be pointed out before development takes place . Councilman Hill asked if there would be any conflict of this agreement with the one the Town has with Johnson and Williams . Mr . Patterson said they can find no conflict , that the function m.i: his firm would perform would be entirely separate . Mayor Rollins asked who would determine the size of water and sewer lines . Mr . Patterson said his firm would , if the Town so elects, however , this proposed contract is only as to subdivisions and site plans. Councilman Fishback said he believes this is something that has been needed for a long time , and it can be done at no cost to the taxpayers and before the work is done wrong . This would eliminate some of the expenses that the Town has been bearing. Mr . Patterson said? they could set the amount on Performance Bonds , if wished by the Town . Mr . Ritter explained that the Utility Comiuittee believes this is close Iv to what the Town needs , but there may be some adjustments to be made in about six months . 11238 MINUTES OF AUGUST 28 , 1968 MEETING. On motion of Councilman Fishback , seconded by Councilman Pumphrey , the following resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg , that the proposed Engineering Agreement shown below between Dewberry , Nealon & Davis and the Town of Leesburg be adopted , subject to the approval of the Town Attorney (Agreement at- . tached hereto) . On motion of Councilman Hill , seconded by Councilman Fishback, the following resolution was unanimously adopted : BE IT RESOLVED by the Town Council of the Town of Leesburg , that the following schedule of fees be charged to all subdi - viders and developers of land within the jurisdiction of the Town of Leesburg , such fees shown are intended to cover all costs for review of plans, and inspection of construction: For Subdivisions Sidewalk .08 per lineal foot Curb & Gutter .08 per lineal foot Storm Sewer .25 per lineal foot of centerline Paved Ditch . 125 per lineal foot Miscellaneous . 50 per lineal foot of centerline • Sanitary Sewer .20 per lineal foot Water Main . 10 per lineal foot For Site Plans 1 . Where the estimated total cost of all improve- ments is less than $300 ,000 - $35.00 , plus one-half of 1% of the total cost . 2 . Where the estimated total cost of all improve- ments is between $300 ,000 and $600 ,000 - $1 , 585.00 3 . Where the estimated total cost of all improve- 111ments is over $600 ,000 - 4 of 1% of cost . On motion of Councilman Pumphrey , seconded by Councilman Murray , the following resolution was unanimously adopted : WHEREAS , the Town Council of the Town of Leesburg , at its meeting on August 14 , adopted an easement agreement to C & P to install a cable at Godfrey Field , NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Leesburg , that the Mayor be authorized to sign said agreement on behalf of the Town . Mayor Rollins asked if citizens are allowed to connect to the water and sewer systems before they have paid the connection fees. Mr. Ritter said they are not . Councilman Fishback pointed out that , several years ago, there were some people allowed to connect by paying so much a month . There being no further business , the meeting adjourned at 9 :00 P.M. Mayor • Clerk of t e Coun - ENGINEERING AGREEMENT THIS ENGINEERING AGREEMENT, made this , day of , 1968, by and between TOWN OF LEESBURG, Commonwealth of Virginia , acting by and through its duly consituted officers aridrofficials , known hereinafter as Town, and DEWBERRY, NEALON AND DAVIS, Registered Professional Engineers in the Commonwealth of Virginia, whose office is at 8411 Arlington Boulevard, Fairfax, -Virginia , known hereinafter as Engineer. WITNESSETH: WHEREAS, the Town desires to make an engineering • review of plans for proposed subdivisions , site plans and other improvements in the Town of Leesburg; and WHEREAS, the Engineer is qualified to perform the necessary engineering review required by the Town; and • WHEREAS, the Town may. require inspection of construction on request, and other engineering services that may from time to time be specifically authorized, NOW, THEREFORE, for an in consideration of the cov- enants hereinafter stipulated to be kept and performed, it is agreed between the parties as follows: - / -2 • ARTICLE I. SCOPE OF WORK / I/A. . The Engineer shall make an engineering review of all subdivision plans , and site plans , submitted to the Town for proposed improvements. Such review will include checking the plans for conformance with the ' requirements of Subdivision Ordinance, Construction a Standards of the Town of Leesburg and Virginia Depart , ment of Highways , and usual engineering design I practices. - /S. The Engineer shall prepare such reports ports as may be required to present the findings of the engineering ' review. , a C.- The Engineer shall perform inspection of construction • • when requested by the Town to resolve particular • • problems which may arise during the progress of construction. D. The Engineer shall attend Town Council meetings , and Plan- ning Commission meetings when requested, for background orientation and for answering questions on the spot if possible, for presenting requested reports, and in general acting as a professional adviser in matters pertaining to engineering, and shall also be avail- • . i z - r able to the Town Manager and others for. conferences and phone calls as required. E. The Engineer shall perform such other engineering services as may be requested in writing by the Town. ARTICLE II. TIME OF COMPLETION The Engineer shall commence work on each project when specifically authorized in writing by the Town, and shall complete the work in an expeditious manner. , ARTICLE III. LENGTH OF AGREEMENT It is understood and agreed that this Agreement shall be reviewed annually, but may be terminated by either party on thirty (30) days ' notice. ARTICLE IV. PAYMENT For and in consideration of the services to be rendered under Article I hereof, the Town shall pay the Engineer as follows: A. For work performed under Article I, Paragraph A: 1. Subdivision Plans • Sidewalk $ 0. 035 per L.F. Curb & Gutter 0.035 per L.F. i Storm Sewer . 125 per L. F. / -4- Paved Ditch _ $ .06 per L.F. Miscellany j . 23 per L.F. CL Sanitary Sewer .09 per L.F. Water Line .05 per L. F. 2. Site Plans a. Where the estimated cost of all improvements , including buildings , is less than $300,000 -- $20. 00 plus 1/4! of 1% of the estimated. costs. b. Where the 'estimated costs of all improvements , including buildings, is between $300,000 and • $600,000 - - - $770.00. • • c; Where the estimated costs of all improvements , s including buildings is in excess of $600,000 - • 0. 13% of the estimated costs. • If the review of subdivision plans and/or site plans indicates that a study of the traffic circulation, storm drainage, sanitary sewer, or other services in adjacent areas are required, the additional charge for such work would be computed as provided under Paragraph E. B. For work performed under Article I, Paragraph B: No additional payment will be made for the work required under this paragraph. .5. + J f • C. For work performed under Article I, Paragraph C: Actual payroll costs for the persons involved plus 100%. D. For work performed under Article I, paragraph D: The sum of one hundred dollars ($100. 00) per month payable at the end of each month. E. For work performed under Article I, Paragraph E: Actual payroll costs for performance of. the work plus 100%,unless otherwise Ogreed upon in writing: ARTICLE V. MISCELLANEOUS • A. The Town agrees to furnish or obtain permission • for the Engineer to examine such copies of existing Town records , maps and data as are deemed necessary by the Engineer, for the completion of the work to • be performed hereunder. E. The Town shall furnish to the Engineer any legal services and opinions necessary for the performance of the work to be done under • : this agreement. • C. The Town shall obtain all access to property • necessary for the performance of this Agreement. D. The Town shall also furnish to the Engineer all standards„ specifications , ' forms , contract • documents and any other records applicable to I / • . the work to be performed under this agreement. 'I E. In the event the work is terminated by the Town prior to completion of a project, the' Engineer shall be paid an equitable amount proportional to the services rendered to the date of termi- nation. IN WITNESS' WHEREOF, the parties hereto have executed this Agreement the day and' year first above mentioned, in- • , tending to be legally bound thereby. • ATTEST: TOWN OF LEESBURG, VIRGINIA • By Town Clerk . Town Manager (BEAL) ' DEWBERRY, NEALON & DAVIS WITNESS: (ENGINEER'S SEAL) 8/ . • I• • - r I • I • . .