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HomeMy Public PortalAbout1972_08_09 MINUTES OF REGULAR MEETING OF LEESBURG TOWN COUNCIL, AUGUST 9, 1972 . A regular meeting of the Leesburg Town Council was held in the Council Chambers , 10 West Loudoun Street , Leesburg, Virginia on Aug- ust 9, 1972 at 7 :30 P.M. The meeting was called to order by the Mayor, with the prayer by Town .Manager Ritter . Those present were : Mayor Ken- neth B. Rollins , Councilmen G. Dewey Hill, Walter F. Murray, Robert A. Orr, C. Terry Titus , John W. Pumphrey and John A . Wallace, Jr. ; also Town Manager James W. Ritter, Jr. and Town Attorney George M. Martin. The Minutes of the regular meeting of July 26 , 1972 were approved as written. Town Manager Ritter reported as follows : (1) The proposed new bookkeeping equipment will probably cost about $2,600 by the time we get the necessary forms , etc . We will buy an.addressograph to send out the water bills on post cards . We will also buy a graphotypeto type the plates . We will rent a National Cash Register bookkeeping machine for $500 a year. He explained that he and} Mr. Plaster have gone over all of this with Mr. Bryant and7Hagerstown - Cash Register representative . Much time and money will be saved in this e new procedure. (2) On the drainage easement needed from the Joe Francis property Gz. to South Street, we. have an easement prepared by Walter Phillips some O years ago when we constructed theA & P Storm Sewer, however, this plat shows part of this easement going under the Saffer Mill, which is not satisfactory at all . Joe Francis is constantly after us to open up the ditch. This easement would be so located that a storm drainage pipe could be put in at some future date . (3) Item 4 on the Agenda is in line with the recent meeting held with the Highway Department in Richmond on the Urban Project . (4) The second payment in the amount of $28 ,666 to Martin and Gass, Inc . , along with the firstpayment in the amount of $23 ,623, will make a total of $52 ,289, or 527, of their bid of $98,000 on the Douglass Re- lief Trunk Sewer. They ran into a telephone duct. on Rt. 7 yesterday - the information from the Telephone Company was wrong . They, therefore, had to relay about 60 feet of pipe , which could be done with no prob- lem. However, there will be. a slight increase in cost of about $1,200. He said the total cost of the project should be much less than the esti- mated cost - it should be in the $80,000 due to the fact that they have not hit as much rock as anticipated. (5) Bids were opened today on the street resurfacing, with Tri- County Asphalt being the low bidder by $3 ,627 .00 . Sam Finley was the only other bidder. There is $23 ,000 set up for the entire schedule and it will cost about $27 ,000, acroding to the unit prices . It looks like Old Waterford Road may not be done due to the fact that there are VEPCO poles to be moved before we put plant mix on this street. It would not make sense to plant. mix it before the road is widened and the ditches setback. (6) We have invested $63 ,000 of the "Availability Account" in Certificates of Deposit for one year at 51/270. (7) The Highway Department advises that they are making surveys . on Rt. 15 and they should be complete by about the first part of Octo- ber. They want the layout of the Crestwood Subdivision so that they can_ coordinate the two projects . '(8) He wrote to Mr. Perkins again about the fence in the Trailer Park, but he has not received an answer from him. (9) Hetvhas been in touch with Mr. Babson regarding the proposed sanitary sewer to serve West Market Street from Ayr Street to Morven Park Road, however, he wants anengineer to go over the_ project with him. (10) Southern Line Cleaning began work today. They started at Wood- berry Road and will come down through Bill Harding ' s on Prince Street , then on to Rt . 7 . 114 MINUTES OF AUGUST 9, 1972 MEETING . (11) Dewberry, Nealon and Davis has worked up the cost to move the storm sewer closer to the Bishop 's property line . This cost will be $3 ,610.00 and would take about 80 feet extra of pipe . The Bishops will be informed of this and, if they want the line shifted, they will have to pay the cost. We have received none of the other easements on this • line , although all have been contacted again. (12) We are making some progress on securing the land from Phillips 66 needed to widen the road at this location. The Town Attorney sent the Deed and the Deed of Release about a week ago. (13) Carroll Concrete Construction Co. has completed most of the curb and gutter and sidewalk work and they are doing a good job. (14) The Storm Sewer construction is about to begin between King Street and Church Street. The VEPCO pole has been moved and Perry is moving the C & P duct . (15) We have not yet received the easement from Hazel, Beckhorn and Hanes on the Dry Mill Sewer. We had been trying to delay securing this easement in the hope that they would present their final plat for their subdivision, but it will be another four weeks before the Plan- ning Commission meets . We hate no assurance they will present the plat so we will proceed to try to get this easement . (16) S. 0 . Jennings is doing a good job on the Dry Mill Sanitary Sewer - they have broken the water line three times, but this has not really been their fault . They are interfering very little with golf play. We also have a good contractor on the Douglass Relief Sewer. He said it makes a difference to have a good contractor on these jobs . Councilman Hill stated that he thought we should absolutely. require "as built" drawings from the utility companies and he does not believe we should issue a permit until we have these drawings . He believes this should• be enforced in some way or other. He thought it inexcusable to have to delay the job , as was done in the case where a telephone duct was found in the way yesterday . "As built" drawings would have pre- vented this sort of thing . Mayor Rollins agreed with this and does not think the Town should have to put out more money because the Utility • Company gave us the wrong information. Councilman Titus said it has been requested that this be made a part of the underground utility ordinance, but they have no certified surveyors who can certify these plans. It is a matter of having the developers pay for it . Councilman Hill reiterated that he thinks the Town should have some criteria for this and Councilman Titus said he would like the Planning Commission to be advised that this should be included in the Ordinance. Mr. Frank Caldwell, Manager of the local Telephone Office , was present and said this was all news to him. Mr. Ritter and Mr. Chaves explained exactly what happened in this instance . Mr. Caldwell was very much surprised that the Telephone Company could not furnish drawings of the major cables and conduits . There was further discussion regarding this problem, with Mr. Caldwell stating that he will do his best to furnish these drawings , however, he pointed out that they cannot guarantee anything with regard to subdivisions where the lines are underground. It was also the general consensus of Council that Mr. Titus take back to the• Planning Commission the Council 's wish that this requirement be written into the underground utility ordinance. Mr. Caldwell also explained to Council that the C & P Telephone Company is asking for a rate increase and the Corporation Commission will hold hearings on this during the last two weeks in September. This will amount to about 70 cents per individual residence phone in Leesburg. They asked for $50 million last year and this year they are asking for $34 million, however, he said it should be remembered that the Government takes $17 million off of the top of this . Also, the Town is going to grow both east and south and they are suggesting what they call a base rate area, which will extend out Route 15 south and across to Evergreen Mill Road, • then down Rt. 654 across the By-Pass . He said heunderstands the Stowers land is to be subdivided and, if the Town is considering annexing this area, he would appreciate knowing it . Councilman Hill asked him about the VEPCO poles on Dry Mill Road. Mr. Caldwell said the Telephone Company will move the cable when they move the poles . . 175 MINUTES OF AUGUST 9, 1972 MEETING . - Councilman Wallace asked if the $63 ,000 invested with North American Bank and Trust was put out for bids . Mr. Ritter said it was not due to the fact that the money had just been placed in this Bank in a new ac- count. He said perhaps he misunderstood the Committee . Mr. Wallace and Mayor Rollins both said thete was no resolution authorizing this invest- ment and Mr. Wallace believed all money should go out for bids before it is invested, even on a 90-day investment. Councilman Titus reported that he and Mr. lbrbes talked with Les King about extending the flood plain study on out Dry Mill Road and met with no success . They feel this is a matter of storm sewer problem, rather than flood plain and they do not expect to go any further with their study. Councilman Titus also asked if the Reynolds-diZerega drainage problem had been resolved. Mr. Ritter said it has not - Mrs . Reynolds is not satisfied with what we found and still thinks there should be a ditch through the diZerega land. He said it has fall , but it does have to be opened up at times . He wrote to the Highway Department to get plans at the time that Route 7 was widenedtin this area to see if an Q' easement was gotten at that time . O Councilman Titus asked who orders the stakeout work on the construc- Ls, tion jobs . Mr. Chaves said the contractors usually contact us when they are ready and we ask Dewberry, Nealon and Davis' to schedule it . Mr. Titus said he noticed they were staking in the Dry Mill Subdivision Saturday and he knows they are not ready for this work yet, besides the fact that the grass needs to be mowed, which will destroy the stakes . It appears to him that they are too far ahead in view of the fact that we do not even have the easement yet, and he would hope for tighter con- trol on this . He also asked if Route 7 was re-staked. Mr. Chaves said Dewberry, Nealon and Davis did this at no charge. Councilman Pumphrey asked if there has been any progress report from Mr. Rawls onthe cablevision. Mr. Ritter said he met with the Com- mittee several months ago and, at that time, he said they were in the process of putting cablevision in Leesburg Gardens Apartments . Mr. Pumphrey said they hadcalled him three months ago and said they were going to put it in his home for a free month 's trial, -but he has heard nothing more . Mr. Wallace said he wrote a letter stating they had con- nected a certain number of homes and this would -extend his franchise for 60 days . Mr . Ritter said he would check on this . Mayor Rollins asked if the Highway Department plans on the Rt. 15 dual lane have been completed. Mr. Ritter said they are making surveys , which should be completed by the first of October, however, they want the plans on the Crestwood Subdivision so they can tie the two together. On motion of Councilman Wallace, seconded by Councilman Murray, the following resolution was unanimously adopted, after explanation by Mr. Ritter that we are keeping our old compressor, the little bit of trade- in would not justify it : BE .IT RESOLVED by the Town Council of the Town of Leesburg, that the following -appropriations -be made : $ 50.00 - Wendell Kline - Reappraisal of Rust property. 1971- Bond Issue . - 4,699. 98 - Perry Engineering Co. for lowering water line in Loudoun Street on Hospital Project. 1971 Bond Issue. 4,895 :00 - Gardner-Denver Air Compressor. $5 ,000 in Budget. Utility Fund - Capital Outlay. On motion of Councilman Wallace, seconded by Councilman Orr, the following resolution was offered : BE IT RESOLVED by the Town Council of the Town of Leesburg, that the Town Manager be authorized to proceed with the pur- chase of new Bookkeeping System Equipment , at an approximate cost of $2 ,600. ?T6 MINUTES OF AUGUST 9, 1972 MEETING. Councilman Wallace said he understands the Auditor has recommended this system. Mr. Ritter said he worked with them and agreed that this is what we need. Councilman Titus asked if we have personnel to oper- ate this sophisticated system. Mr. Ritter said Yes , but it is not that sophisticated. He said this will put the utility billing on practically an automated system. The resolution was then unanimously adopted. On motion of Councilman Pumphrey, seconded by Councilman Hill, the following resolution was offered: BE IT RESOLVED by the Town Council of the Town of Leesburg, that Dewberry, Nealon & Davis be authorized to prepare a drainage easement plat from the Joe Francis property to South Street . • Mr. Ritter explained that an easement is needed from the back property line of the Francis property across the old Max Davis property and the Saffer property to connect into the box culvert constructed at Saffer 's Mill several years ago. The old line will then be abandoned. The reso- lution was then unanimously adopted. On motion of Councilman Pumphrey, seconded by Councilman Hill , the following resolution was proposed: WHEREAS, the Town Council of the Town of Leesburg adopted a resolution on September 22 , 1971, directing the consulting firm of Dewberry, Nealon and Davis to proceed with the de- sign of four-laning Route 7 from Catoctin Circle to Sycolin Road, to include the transitioning of pavement on each end, together with the widening of Catoctin Circle, and the design of storm sewer facilities in the above-described area , and WHEREAS, there is an urgent need for this project, due to the congestion of traffic at the intersection of Route 7 and Ca- toctin Circle, and the continuing increase of traffic .on Route 7 , and WHEREAS, a meeting was held in Richmond on July 18, 1972 with L. 0 . Bolton, Urban Engineer, with representatives of the Town being present, to discuss with the Highway Department the plans being developed by Dewberry, Nealon and Davis for the widening of Route 7 , and WHEREAS, the Town was told at this meeting that the Town Coun- cil should pass a resolution requesting Virginia Department of Highways assistance, and that the Town must assure the State that the Town will provide 15% of the total cost of the project, NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Leesburg, that the Town hereby requests Virginia Department of Highway assistance, and that the Town will provide 157 of the total cost of the project , and BE IT FURTHER RESOLVED, that Dewberry, Nealon and Davis shall continue the design under the supervision of the Virginia De- partment of Highways , taking into consideration the 90 foot ultimate right-of-way width, with curb inlets and other storm structures so located so that there would be a minimum of relo- cation required when the road is widened. Councilman Hill was quite elated over this , even though it appears we are going after this in segments . When the total project is done, there will be a minimum amount of lost effort involved. They feel that 85% by the Virginia State Highway Department is quite an accomplishment. He said the Committee further agreed to make application for this part now and, in the very near future, to make application for Phase 2 from Loudoun Street to the By-Pass . This should go a long way toward reliev- ing the traffic problem at Catoctin Circle. He emphasized that nothing was said about one-way streets as a condition to this project. Council- man Pumphrey agreed that this is the answer to the traffic problem at Catoctin Circle and Rt. 7 and it will give us a traffic light and elimi- nate a policeman. Mr. Hill said the funds are immediately available . Mr. Ritter said that normally the Highway Department does all the engi- neering on an Urban Project and he understands they will reimburse us for the part we have already done. The resolution was unanimously adopted. MINUTES OF AUGUST 9, 1972 MEETING: Mayor Rollins asked how near these plans are completed. Mr. Ritter said Dick Blackwell advises they have some more work to be done on the storm drainage, but they are not too far away from completion. We still have to acquire the land from Phillips 66 - they are willing to sell it for a price . We are trying to get the Deed straightened out now. Phillips 66 owns the Station, but there was a dower right prior to their buying it. Town Attorney Martin said their legal division will get this straightened out . Councilman Titus reminded that we will have to get additional 5-foot easements on the Fisher-Bishop easements . On motion of Councilman Murray, seconded by Councilman Wallace, the following resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg, that an appropriation be made in the amount of $28,666.00 to pay Martin & Gass for construction of the Douglass Relief Trunk Sewer, representing Request No. 2 , to be paid from the 1971 Bond Issue . A Public Hearing was held at this time with regard to three amend- ments to the Leesburg Subdivision Ordinance. There was no-one present to O speak either for or against any of these amendments . Councilman Titus explained briefly what these amendments entailed, as follows : (1) If there is a public street in the highway system or proposed by the comprehensive plan of either the County or the Town, the developer or subdivider will be required to dedicate half the right-ofSway , or up to the full width of the right-of-way, for vertical and horizontal align- ment . (2) A developer will be required to conform with Town of Leesburg Standards and to construct street improvements , storm drainage, curb and gutter, etc . on the one-half of the street that his project abuts . (3) Mr. Forbes has requested that final plats be presented to him two weeks -prior to the Planning Commission meeting. Mr. Titus added that the first two are, generally speaking , required in most jurisdictions and should improve the Town 's appearance, as well as having been needed for some time . On motion of Councilman Titus , seconded by Councilman Pumphrey, the following amendments to the Leesburg Subdivision:Ordinance were unani- mously adopted: Amend Section III "Design Standards and Requirements . " A. Streets and Alleys - 5 (b) by deleting the second paragraph and inserting in place thereof the following : "When a subdivision abuts one side of any public street which is in the state highway system and/or maintained by the Town of Leesburg or which is proposed by the comprehensive plans of the Town of Leesburg or Loudoun County, the subdi- ,:pvider shall be required to dedicate one-half of the right- of-way necessary to make said street conform to said compre- hensive plans ; in addition, the subdivider may be required to dedicate more than one -half, including the full width of right- of-way necessary to make horizontal and vertical adjustments to such street. ' • Amend Section IV "Physical Improvements or Facilities ." A. Improvements or Facilities Required. Add at the end of Paragraph 2 . the following : "Such improvements shall be. in conformance with the cur- rent design and construction standards of the Town of Leesburg." Add the following immediately after the above amendment to Paragraph 2 . '2 . 1 When a subdivision abuts one side of any public street which is in the state highway system and/or maintained by the Town of Leesburg , the subdivider shall be required to construct street improvements , storm drainage facilities, pavement, curb and gutter, and sidewalk on the one-half of the said existing streets abutting said subdivision as may be required by the Director of Public Works of the Town of Leesburg . ` 'S MINUTES OF AUGUST 9, 1972 MEETING. - - Such facilities shall be constructed in all subdivisions in the Town of Leesburg 's subdivision jurisdiction in the County of Loudoun where any parcel or parcels subdivided will be one • acre or less , the foregoing requirement may be waived by the Planning Commission of the Town of Leesburg . " Amend Section II ,B . by deleting the first sentence in the last paragraph and inserting in place thereof the following : "The original drawing and four blue-line prints of the Final Plat shall be submitted to the Secretary of the Planning Commission at least two weeks prior to a regularly scheduled meeting of the Commission for checking of adequacy, and by him to the Planning Commission for approval . " Councilman Titus said these proposed amendments will have to go before the County Planning Commission and the Board of Supervisors and he would appreciate any help Council members can give when they go before these two bodies . On motion of Councilman Orr, seconded by Councilman Wallace, the following resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg , that Resolution adopted on March 12 , 1969, designating Peoples National Bank as depository for account in the name of "Town of Leesburg, Virginia , ' be amended to show the Deputy Treasurer as Virginia R. Embrey , effective August 7:; 1972 . On motion of Councilman Orr, seconded by Councilman Wallace, the following resolution was unanimously adopted : BE IT RESOLVED by the Town Council of the Town of Leesburg, that Resolution adopted on December 22, 1971, designating First & Merchants National Bank as depository for certain ac- counts of the Town of Leesburg , be amended to show the Deputy Treasurer as Virginia R. Embrey, effective August 7 , 1972 . On motion of Councilman Orr, seconded by Councilman Wallace, the following resolution was unanimously adopted : BE IT RESOLVED by the Town Council of the Town of Leesburg, . that Resolution adopted on January 14, 1970, designating First National Bank of Purcellville , now known as First Virginia Bank-First National, as the depository for the :"Airport Fund, " be amended to show the Deputy Treasurer as Virginia R. Embrey, 'effective August 7 , 1972 . Mayor Rollins said he believes the Council should confirm the ap- pointment of the Deputy Treasurer, as well as the Treasurer, which is required by the Charter, and asked the Town Attorney for an opinion on this . Town Attorney Martin said he did not see any necessity for this , but it would not hurt. Councilman Wallace suggested that the Laws and Administration Committee discuss this matter. The rezoning application presented by Lesluke Corporation for re- zoning of property located on the north side of Edwards Ferry Road was discussed at this time . Town Attorney George Martin asked if this is the only plat to be presented with the application - he believes the County requires a metes and bounds description. Councilman Titus said he understood this had been spelled out completely . On. motion of Mayor Rollins , seconded by Councilman Titus , Council voted unanimously that this application be referred to the Planning Commission for their con- sideration and recommendation. Onmotion of Councilman Murray, seconded by Councilman Orr, the fol- lowing resolution was unanimously adopted: BE IT RESOLVED by the Town Council of the Town of Leesburg, that Tri-County Asphalt Co. be awarded a contract for street resurfacing , in accordance with the unit prices submitted in their bid of August 9, 1972 . Councilman Hill suggested .that bids go out after this so that they can be opened at the Street Committee meetings . Councilman Titus asked why TW MINUTES OF AUGUST 9, 1972 MEETING. more people do not show interest in our bids . Mr. Ritter explained that, in this particular instance, Tri-County Asphalt is located right here. In the case of the sanitary sewer projects , they were advertised at a time when the contractors were busy and not interested in any more • work at that time. It was noted that Honicon Court was not included in this -resurfacing. . Mr . Ritter said we are •still waiting for a price on this from Perry Engineering - Tri-County will not do this. Mayor Rollins asked if the water lines were being replaced in Honi- con Court in connection with the Hospital Project. Mr. •Ritter said they are replacing them to all seven houses from the main line to the meter with copper. They were not leaking that he knows •of, however, they were galvanized lines and the life of a galvanized pipe is only about 20 years. Councilman Orr asked when they will finish the road to the Hospital. - Mr. Ritter said -this will be the last thing - it will be at least another two or three months - it depends on the progress on other items . Council- man Pumphrey asked when they anticipate crossing Route 7 . Mr. Chaves said they will cross it with the sewer line tomorrow night - they will block off one block in order to do it. Councilman Titus asked the status of the storm sewer on Loudoun rr Street to Ayr Street . Mr. Ritter said Dewberry, Nealon -and Davis has not made the survey yet. C There being no further business , on motion of Councilman Murray , seconded by Councilman Wallace , the meeting adjourned at 9 :05 P.M. itSd /5/2---/ May or Clerk of t} Council 1