HomeMy Public PortalAbout1976_06_28SPEC 446
62 MINUTES OF SPECIAL MEETING OF LEESBURG TOWN COUNCIL, JUNE 28, 1976.
A special meeting of the Town Council was held on June 28, 1976
at 4: 00 P.M. in the Council Chambers, 10 West Loudoun Street, Lees-
burg, Virginia, notice thereof having been mailed to all Council
members on June 25, 1976. A copy of said notice is on file in the
office of the Clerk. Present were: Mayor G. Dewey Hill, Councilmem-
bers Charles E. Bange, Mary Anne 'Newman and Robert A. Orr, who ac-
knowledged receipt of notice of this meeting. Councilman James H.
Chamblin joined the meeting at 4: 05 P.M. and acknowledged receipt
of notice of this meeting. Absent were Councilmembers James A.
Rock and C. Terry Titus.
The meeting was called to order by Mayor Hill , who stated the
purpose of the meeting, . that being to consider adoption of the 1976-77
Budget, the appropriation of funds for the expenditures contemplated
in said budget and the revision of the rate of property taxation.
76-102 - Resolution Approving the Budget and making appropriations
-for the fiscal year ending June 30, 1977 and
providing policies for purchases.
On motion of Mrs. Newman, seconded by Mr. Bange, the following
resolution was proposed:
WHEREAS, the budget and the tax rates for the fiscal year
ending June 30, 1977 have been presented and revised by this
Council ; and
WHEREAS, a public hearing on the proposed budget and tax
rate was held on June 9, 1976 :
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the
Town of Leesburg, Virginia, as follows:
SECTION .I. That the budget for the fiscal year ending
June 30, 1977 is hereby adopted, except as amended herein.
SECTION II. That appropriations are hereby made for the
. fiscal year ending June 30, 1977 in amounts shown in the
said budget under the "1976-77 Proposed Expenditures" col-
umns for the general, utility and airport funds, except as
amended herein.
SECTION III. That the budget and appropriations for the
fiscal year ending June 30, 1977 for the accounts listed
in this section are hereby amended to be as shown under
' the 'column "Revised Appropriations" below:
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PROPOSED REVISED
ACCOUNT NO. ACCOUNT NAME EXPENDITURES APPROPRIATIONS
30000. 824 Airport Improvements $ 641 , 440 $ -0-
10340.268 Refuse Collection " 90, 000 61, 000
10310. 823 Alternate Power (STP) 18, 000 ' -0-
5020. 265 Expert Services-Design
Manual (701 Grant
$10, 000) 16, 000 15, 000
9010. 825 Community Relations
Program (DJCP Grant
$10, 260) -0- 10, 800
SECTION IV. That general policies forthe purchase of
supplies, materials and equipment and for securing con-
tractual services are hereby adopted as follows:,: ,
(a) No purchase order or contract for articles or ser-
vices at a cost of $2, 500 or more shall be made un-
less Council has by resolution authorized the mana-
ger to do so.
(b) All purchases shall be authorized by purchase orders
approved by the manager or designated subordinates.
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MINUTES OF JUNE 28, 1976 SPECIAL MEETING.
(c) If the articles or services, except professional(in-
cluding insurance) services, are to cost. $500 or more
but less than $5, 000 at least three informal bids, or
statement why three bids are not available, shall be
secured in writing and filed• with the Director of
Finance.
(d) If the articles or services, except professional (in-
cluding insurance) services, are to cost $5, 000 or
more, formal bidding as hereinafter provided is re-
quired.
(e) Whenever formal bidding is necessary by reason of the
probable amount involved, the manager shall prepare
specifications for the article or services required
and, except in the case of professional (including
insurance) services, shall advertise the requirements
of the town at least once in a newspaper of general
circulation in the town, inviting suppliers to tender
bids in writing for the furnishing of such "require-
ments, such bids to be publicly opened not less than
ten days following the date of the first advertise-
ment, at a time and place specified in the published
notice. The bids shall be opened and tabulated pub-
licly by the manager. An investigation of the bidders
shall be made if the manager deems it necessary. The
manager shall report to Council the bids and the result
s,+ of any investigation of the responsibility• of the bid-
ders and shall recommend to 'Council the selection of
the lowest and best bid, or, if he determines that the
interest of the town would be better served, the re-
jection of all bids .
(f) Contracts for professional (including insurance)• ser-
vices shall be approved after receipt of one or more
written proposals describing the services to be pro-
vided, the maximum cost thereof, and, if not known
to the town, the qualifications of the person or firm
making the proposal . At least two such proposals
shall be secured, except when services are required as
an extension of or subsequent phase of a project or
program. In such case, at least one proposal is re-
quired.
A letter from Mr. Rock was read to Council , stating his opposition
to specific items in the budget and suggesting amendments to (1)
amounts for health insurance for Town employees ; (2) procedure for
accepting proposals for insurance needs and (3) total funds pro-
posed for personnel services. A copy of this letter is on file
in the office of the Clerk. Town Manager Niccolls commented that
the health insurance proposal has been received and will be pre-
sented to Council for its Workshop on July 7th and the final ap-
propriation for this item can be adjusted when this is discussed.
He also advised that there is precisely an upper limit on person-
nel services in the budget, along with policy statements. Item (2)
of Mr. Rock' s letter was accepted into the above resolution by the
inclusion of the words "(including insurance)" in the paragraphs
suggested.
Mayor Hill spoke of the disasters that could occur if a budget
is not adopted before July 1 . He said the budget is merely a guide-
line that can be amended, upgraded or downgraded as required, and
this can be done by the new Council members if they so desire. He
felt the Council would be doing the Town a great disservice if they
do not take action tonight. Mr. Bange agreed with the Mayor' s re-
marks.
Mr. Titus joined the meeting at 4: 24 P.M. and acknowledged re-
ceipt of the notice of this meeting. He expressed his objections to
the Budget - he felt it had not been gone over thoroughly and that it
is too much money. His main objections were that $140, 000 for the
remodeling of the Town Office building is too much and the $20, 000
for new street signs in the downtown area is not needed.
'6 4
MINUTES OF JUNE 28, 1976, SPECIAL MEETING.
Mr. Chamblin felt that this budget was too much money. He sug-
gested that, rather than increasing taxes, the- Council might decrease
them and look into- increasing the water and sewer rates - this would
avoid a large increase when the time comes to build water and sewage
treatment plants . Finally, he felt that perhaps the new Council might
formulate the budget - they would be the ones toknow what will be
needed and to make the appropriations .
Mrs . Newman felt that this could have all been worked out in the
workshop sessions or,- if there were items in dispute, other workshops
could have been scheduled.
Dr. Orr felt that the money should be appropriated as needed.
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Mr. Bange pointed out that, although •he was opposed to the Town
Office remodeling, if it is to be done, as approved by the Council,
there has to be money to pay for it.
Both Mayor Hill and DEO Orr were. in favor of appropriating the
day to day operations items Wndappropriating_ capital outlays as
they are needed.
On motion of Dr. Orr, seconded by Mr. Chamblin, the following •t
amendment to the resolution was proposed:
That no capital outlays be appropriated at this time, but
that same shall be appropriated as needed.
Mr. Niccolls said that capital outlays in the budget over $2, 500 will
come before the Council for contract authority after the bids are se-
cured, etc. and a report given to the Council . Capital outlay items
under the $2, 500 could be made by the Manager under contract authority,
however, most of the capital outlay items in the budget exceed this
amount. He felt that there is sufficient Councilmanic control over
run-away expenditures built into the purchasing procedures which are
set out in this resolution. It was felt that perhaps it would be in
the best interest of all concerned to let the new Council make the
capital outlay appropriations . The amendment was then unanimously
adopted, as shown:
Aye: Councilmembers Bange, Chamblin, Newman, Orr, Titus and
Mayor Hill .
Nay: None.
The resolution, as amended, was then adopted by a vote of 4 to 2,
as shown:
.
Aye: Councilmembers Bange, Newman, Orr and Mayor Hill.
Nay: Councilmembers Chamblin and Titus.
Motion was made by Mrs . Newman, seconded by Mr. Bange to adopt
an ordinance setting the tax rates for the ensuing year,• with the
only change being to lower the real estate tax rate to 65 cents per
$100. 00 .of assessed value. Mr. Titus felt that not all of the
$140, 000 earmarked for Town Office remodeling is needed, perhaps
up to possibly 20 percent of it, thus lowering the tax rate to 60
cents per $100.00.
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Mr. Niccolls pointed out that the estimate for the Town Office
remodeling was a• very liberal one and it will not be known just what
the proposal will be until the bids are in. The architect has
promised the plans by the next Workshop. Bids should be in approxi-
mately 30 days later - until that time an accurate estimate cannot
be made, but Council can do what they want with this . Mr. Niccolls
also pointed out that the Town is going to be facing some substantial
capital outlay demands for the urban projects - 15 percent of the
cost, plus utility relocations. Then, too, there is $234, 000 in
storm drainage work - the bids on this could come in 10 percent
higher. The revenues will be used on major capital improvements
in the next two years.
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MINUTES OF JUNE 28, 1976 SPECIAL MEETING.
Dr. Orr pointed out that this tax rate would increase taxes by
no more than five to six percent by the time, it is deducted from the
taxpayer' s Federal income tax.
Mayor Hill said that the unexpended surpluses have helped keep
the taxes down. The Town is not in this to make money, but there
are always unanticipated contingencies . He felt this rate is very
fair.
A roll call vote on the. ordinance was 4 to 2, as shown:
Aye: Councilmembers Bange, Newman, Orr and Mayor Hill .
Nay: Councilmembers Chamblin and Titus .
The ordinance failed due to the fact that the Town Code calls for
five affirmative votes on an emergency ordinance. It was decided
that the new Council would set a new tax rate.
On motion of Dr. Orr, seconded by Mr. Bange, the meeting was
adjourned at 5 : 00 P.M.JD
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C erk ofaAhe Council
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