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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: • 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. 63 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. • . 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. • 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. 65 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 - AF ayor /IL:CZ? C erk ofaAhe Council • • • • • 1