The URL can be used to link to this page

Home My Public Portal About1975_02_24SPEC 4 1 Z 6aMa '� •Izouno0 aqa azo;aq amoo Sem quill zaa -aum auzanoz zagao Sue pus `aoacozd zaaBM papuame aga uo slooCgns paasjaz pus ssaoozd Suzppiq aqa saasioos -sy pus uosuzgog •y Iazuua pus sternum pua uosugor gaTM Sulssnosip ;o asodand aqa zo; •N'd OE: L ae SL6i 'in £xenzga,3 `Aepuow uo `stulSaTA `Szngsaai `aaaz3S unopno7 asaly 01 `szagmeg0 Iiouno0 aga ui plaq aq IITM Iiounop uMoy Szngsaaq alp ;o Suiaaam Tezoads y IIONROO NMOZ D nasal 30 ONIflaM IVI03dS 30 SDIION 174 MINUTES OF SPECIAL MEETING OF LEESBURG TOWN COUNCIL, FEBRUARY 24, 1975. A special meeting of the Leesburg Town Council was held in the Council Chambers, 10 West Loudoun Street, Leesburg, Virginia, on February 24, 1975 at 7 :30 P.M. , for the purpose of discussing with Johnson and Williams and Daniel A. Robinson and Associates the bid- ding process and related subjects on the amended water project, as shown in copy of Notice attached hereto, said Notice having been mailed to all Council members prior to said meeting . Present were : Mayor G. Dewey Hill, Councilmen Charles E . Bange, Mary Anne Newman, Robert A. Orr, Herbert L. Ridder, James A. Rock and C. Terry Titus; also Acting Town Manager E. Wesley Devero. The meeting was called to order by Mayor Hill with the reading of the Notice of same. Mr. Harry Burt, of Daniel A. Robinson & Associates , who has been conducting a construction expenditure program for the revised water project, advised Council that this project can be carried by the Town s funds as they presently exist. The engineers report that it will be necessary to use only those funds from the bond issue. He recommended that the project be divided into three segments in order to manage the cash flow during construction, as follows : (1) the wells , (2) the transmission line and (3) the storage tank. A problem with the Health Department on review of the revised plans exists at this time , so the only portion of the project the Town can proceed on is the wells . He suggested that a firm bid be se- cured from Sydnor Hydrodynamics on this . Mr. Burt reported that it looks as though the reimbursement grants are proceeding satis- factorily. He would, therefore, like to set the bid opening date so that the commitment of HUD funds is assured before the bids are opened. Mr. Jack Hawthorne, of Johnson & Williams , reported that a new set of drawings on the amended project was submitted to the Health Department, along with a letter requesting a special and expeditious review. The Health Department advised that this project would have to wait its turn. Mr. Hawthorne has periodically called to deter- mine the status of the plans , but there has been no change in their attitude. From past experience, HUD does not release funds until the local Health Department or comparable agency has approved the plans , so they are in a "hold" pattern at this point. Mayor Hill said the only positive response from the Health De- partment has been to Delegate Rollins ' request and that was on the wrong part of the project. It was suggested that an identifying number on the present project be secured and Mr. Rollins make a- nother appeal. Mr. Hawthorne reported that they have resubmitted forms to HUD and letters have been sent to the clearing houses , with the hope that they will receive a reply from them by March 3rd. Councilman Titus asked Mr. Burt to explain his statement that the Town has enough cash now to build the three projects without dipping into the Grant. Mr. Burt replied that there is enough cash on hand to manage the cash flow until the Grant comes. There is something less than 2.3 million dollars on hand now, broken down as follows : 1.3 million is in bond proceeds, which are invested, and a little less than one million dollars is in availability charges, which could be used to support the cash flow if the reim- bursement does not come quickly. You could, basically, expend 80 per cent of the 50 per cent on which you can get reimbursement, which would put the Town about half way through the project. No more than about 1.1 million dollars would ever be expended, so it would be within the bond proceeds . The estimated total cost of the amended project is about 2.01 million dollars , which includes an estimate on the wells, plus the ‘ • tabk and the transmission line. The Grant would not be used for the wells, which are estimated to cost about $140,000. There was also discussion on how much the Grant might be. Mr. Hawthorne explained that the Grant is based on the project cost, which includes overhead, i 175 MINUTES OF FEBRUARY 24, 1975 SPECIAL MEETING. administrative, legal and engineering fees. The maximum grant re- ceived by law under this plan is 50 per cent on the transmission line and the elevated tank. The Town is limited to 50 per cent, with a maximum of $957,000. Mr. Burt said the wells will have to be carried with local money. This amounts to about 10 per cent of the total revised project. The estimated $140,000 is based on two (2) wells. He suggested spending some of the Availability money ' for the wells. The ordinances will support the use of this money . for this purpose. To Mayor Hill 's question concerning the expansion of this Grant I IIIif the full project is carried out, Mr. Hawthorne said this one can- not be expanded, however, there are new programs which might apply to this. Mr. Burt said he didnot anticipate any further Grant in his proposed bond schedule . He used the revision of the rate study done last June and he has quit on it at this time because of the uncer- tainties involved. He recommended that this wait a couple of months and that it be put together by the end of the fiscal year for bud- geting purposes . He recommended waiting on the bidding until the situation settles down with the Health Department, get a price on the well sites and from Sydnor for the wells, and proceed further with the City of Fairfax as a water source. Mr. Devero said an answer has been received from the City of Fairfax. Mr. Devero reported on the status of the proposed well sites in Brandon . Discussion followed by Council on these proposed sites and others in Andover Meadow Subdivision and on South Ca- toctin Circle near the Elementary School. Council felt that John- son and Williams should possibly study these sites to see if they would be compatible with the Town 's system, etc. Mr. Hawthorne felt that this situation should be reviewed and then he could pro- vide recommendations if the Town so desires. Arrangements were made for Mr. Hawthorne to meet with Mr. Devero tomorrow morning ' to look at the proposed sites on the ground. He will also look at the proposal from Sydnor Hydrodynamics . Mr. Devero asked if it is Council 's intention, upon receipt of of the second letter from the Clearing House, for Johnson and Wil- liams to go ahead with the HUD revised application? Mr. Hawthorne understood that they were to proceed as quickly as possible on this application and this Clearing House review is a part of it. Mr. Devero will send the letter, when it arrives, on to Johnson and Williams . Also discussed was a proposed meeting to be set up with Johnson and Williams and the full Council to discuss the whole concept of the old Johnson and Williams and the newly formed corporation as to the Town 's future plans . To be discussed at this meeting will be percentage of costs to the Town, as well as billing procedures and other matters pertaining to the employment of Johnson and Wil- liams as Consulting Engineers. For a more complete report of this meeting, a tape recording is available in the Town Office. On motion of Councilman Rock, seconded by Councilman Orr, the meeting was adjourned at 8:35 P.M. i I „ ,t-) Mayor f /1 / C erk of t e Counci