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HomeMy Public PortalAbout1969_01_27SPECV WAIVER OF NOTICE OF SPECIAL MEETING JANUARY 27 , 1969 We, the undersigned, being members of the Town Council of the Town of Leesburg , in Virginia , do severally waive all statutory and Charter requirements as to notice of time , place and purpose of a Special Meeting of the Town Council, and consent that the meeting shall be held in the Council Chambers of the Town Council at 11 :00 A.M. , Monday, Janu- ary 27 , 1969, for the purpose of considering and acting upon the authorization of a sewer project to connect Projects S-II and S-III ; and any other business as may come before said Council . jt.e< (7 / . / t— L%2 Kenneth B . Roolllins , Mayor 46- 2716r/t,l'i a/aLte_c_ Afreat_ C . Maloy Fiback Walter F . Murray itiz,z271CV G. Dewey H Robert A. Orr if Z /al Frederick R. oward .hn a. • 'p rey , tft).„87 MINUTES OF SPECIAL MEETING OF LEESBURG TOWN COUNCIL, JANUARY 27, 1969. ' -A special meeting of the Leesburg Town Council was held in the Council Chambers , 12 W. Loudoun Street , Leesburg, Virginia on Janu- ary 27 , 1969 at 11 :00 A.M. Present were Mayor Kenneth B . Rollins , Councilmen C . Maloy Fishback, G. Dewey Hill, Frederick R. Howard, Walter F. Murray and John W. Pumphrey ; also Town Manager James W. Ritter, Jr . Absent from the meeting was Councilman Robert A. Orr. The Waiver of Notice of this Special Meeting is attached hereto. " On motion of Councilman Fishback, seconded by Councilman Hill , and after explanation by Mr . Ritter and Mr. Moody , the following reso- lution was unanimously adopted: WHEREAS, Johnson and Williams designed Projects S-II and S-III so that a connecting link has to be built in order to connect these two projects , and WHEREAS , Johnson and Williams designed Project S-IV, which would connect the two projects , and N WHEREAS , bids were received on Contract S-IV in the amount of Cmq $34 , 139.00, using Class IV concrete pipe , and CQ C7 WHEREAS, a section of 33-inch concrete pipe between Manhole #28 and #29 on Contract S-II was eliminated, and WHEREAS, 247 feet of 21-inch asbestos cement pipe was elimi- nated between Manhole "A" (inside the old plant) and Manhole #1 on Contract S-III , NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Leesburg, that Limbach Construction Company be awarded Contract S-IV on their low bid of $34, 139.00, and BE IT FURTHER RESOLVED, that the section of pipe between Man- hole #28 , Contract S-II and Manhole #1, Contract S-IV be built in accordance with Limbach 's proposal dated January 22, 1969, and BE IT FURTHER RESOLVED, that the section of pipe between Man- hole #5 , Contract S-IV, and Manhole #1, Contract S-III , be eliminated from Contract S-IV, and BE IT FURTHER RESOLVED, that this section of pipe between the aforementioned manholes be built as a change- to Contract S-III . Mr. Ritter said that he and Mr. Moody had figured the net cost over and above the original contract figure to be approximately $21,000 . Mr. Moody also explained to Council the procedure that they are following on the clean-up job on Contract S-II . Mr. Ritter explained that Johnson and Williams would like permis- sion from property owners to make surveys for the filtration plant and the water tank in connection with the Potomac River Project . He said they believe the filtration plant will be located on the Rust property and the proposed tank on Mrs . Carr ' s property . This matter was dis- cussed and it was decided that the exact location of these two struc- tures be determined and then the property owners would be contacted for permission to enter upon their land. On motion of Councilman Fishback , seconded by Councilman Pumphrey, the following appropriations were unanimously approved : $ 14 .00 - Blueprints during month of December . 800 .00 - Dewberry , Nealon & Davis , for design of Sanitary Sewer on Rt . 654 from Tuscarora Interceptor to Rt . 7 . 28& MINUTES OF JANUARY 27 , 1969 SPECIAL MEETING . Mayor Rollins said that , at the last Council meeting , two resolu- tions were passed, one to convert this room to a Treasurer 's Office and the downstairs of the building next door to the new Council Cham- bers , the other to complete the Council Chambers with ,a raised platform and carpeting . A question has arisen as to the cost of the building next door. Also, if the Treasurer 's work is to be up-dated and we are going to hire a new man to help, a billing machine is really needed and there is no place to put it if we abide by this resolution. He said Mr . Ritter has studied this further and will report on it . Councilman Fishback said he thinks all are aware of the state the billing system is in and the need for up-dating it . He said he did not see how we co up-date it , hire another man and take care of the ever-increasing popu lation without the proper equipment , etc . Mr. Ritter said there is not enough room in this room to put this equipment and he , personally , would like to see the business part of the Town brought up-to-date regardless of whether it is one , two or three years before we build a new building. Councilman Murray said he agrees with this , except that he is working toward that new building and he hopes it is not far away. He also said that, when the population doubles , we should certainly be able to build this new building . If you put a lot of money into something old, it will be harder to sell the new building, and he thinks we should be able to get started on this new building within three years . Council- man Fishback said that , even though you hire another man, you are not getting the full efficiency out of the office force , and even if this is spread over only three years , the efficiency of new equipment , etc . will give us a better start for the new building , so this money would not be wasted. Mr. Ritter said that , since the last meeting, he has had some after- thoughts on this subject and has studied it further . He said it would cost a good deal of money , but we can 't do any expanding in this build- ing and we can ' t build a new building . We would still be in the old buildings , but he said he believes we would be far better off in the other three . If we go to a water billing system, it will cost about $5 ,000 to set it up, get the necessary equipment , etc . and these prices were two months ago . The billing would have to be done in a separate room and there just is no room in this building . It could be done in what is now the kitchen of #8 W. Loudoun, that room would be billing only . Also , he said we are hurting for space on a duplicating equip- ment room and it could be taken care of on the second floor of #8 and there would be room for storage there too . He said he is not trying to sell this move , but is merely presenting the facts . There would be room for the engineer in this move also and there would be more room for Planning . The Treasurer would have more room, together with the Deputy Treasurer. One good feature would be the separation of the Treasurer 's Office from that of the Clerk. He said that is a very busy little room in this building . There would be connecting doors both up- stairs and downstairs between #6 and #8 . However, this would mean the Police would be upstairs in #10 . He said he does not like to have them so far away , and it would mean we would have to have an intercom system and a full-time clerk . There are a lot of times when there are no police in the building and there should be a clerk on duty from 9 to 5 five days a week. This move would complicate the janitor service , but think this could be worked out , even though it would cost more for this service . He said the thing that concerns him the most is the cost of air conditioning , which would be about $1 ,600 for #10 . [f we ask Mr. Payne to give us an estimate on #6 and #8, it takes a to time just to figure it up and he said he doesn ' t think we should do this until we know for sure that we are going to make this move . He said it looks like ' it would cost around $ 10 ,000 to do the whole thing, with the Town force doing as much of the work as possible . The air conditioning , plumbing , electrical work and telephone work would have to be done by specialist in these fields . Councilman Fishback suggested that Council authorize $10,000 for this work, and , if and when it runs over this amount , then it should come back to Council . This was discussed at length and Councilman • Howard asked if any of this air conditioning egipment would be usable in the new building . Councilman Murray said it might be possible to put in 25-ton air conditioning units that could be sold. Mr . Ritter said these would have salvage value . 289 MINUTES OF JANUARY 27 , 1969 SPECIAL MEETING . Councilman Hill said he could not see any advantage in just swap- ping one old building for three others . Mr. Ritter said the other buildings are in better shape than this one and that , when these re- pairs would be made, he could foresee better efficiency all the way around and he would recommend that we do this . Councilman Howard asked about the possibility of turning the old Ford Garage into Town Offices , which would serve now and through the time that a new building would be built on this present site . If we remodel these three buildings , we would be spending $10,000 for per- f 111 haps three years and then, while the new building is being erected, we would have to spend at least another $5 ,000 in rental fees and would have an extra move too . If the Garage could be renovated, it would seem feasible to use this until a new building could be erected. This was discussed at length and it was decided that Mr. Ritter would study this situation and come up:with some figures on this proposition to see if it would be worth doing. Mayor Rollins said that, regarding the new position to be filled in the Treasurer 's Office , our Charter provides that the Town has au- Cq thority to fill the position of a Commissioner of Revenue . However, Cg the Town Attorney has pointed out that a Commissioner would- not have N authority to do the Treasurer 's work, in the event something should happen to the Treasurer, therefore , it would be perhaps better if this new man would be a Deputy Treasurer. The Charter does provide authority to combine the two jobs and, under the Charter, the Town Manager could appoint a Deputy with the advice and consent of the Council . He said that we should have a resolution creating the position and setting the salary , then Mr . Ritter can fill the position and the Council then give their advice and consent . There being no further business , the meeting adjourned at 11 :45 A.M . Mayor / Clerk o the Council