HomeMy Public PortalAbout1983_06_08 1
MINUTES OF REGULAR MEETING OF LEESBURG TOWN COUNCIL AND PUBLIC
HEARING ON EAST MARKET STREET DESIGN STUDY, JUNE 8 , 1983 . 2 61
A regular meeting of the Leesburg Town Council was held in
the Council Chambers, 10 West Loudoun Street, Leesburg, Virginia
on June 8 , 1983 at 7 : 30 p.m. The meeting was called to order by
the Mayor, with the invocation given by Mr. Tolbert, and followed
with the Salute to the Flag led by Mr. Joseph Trocino (in the au-
dience) . Present were : Mayor Robert E. Sevila, Councilmembers
Charles A. Bos, Edgar L. Coffey, Jr. , Reginald K. Gheen, Marylou
Hill, John W. Tolbert, Jr. and Howard M. Willis, Jr . ; also Town
Manager John Niccolls, Deputy Manager Jeffrey H. Minor, Assistant
Manager for Community Development Marc Weiss, Director of Finance
Donald O. Taylor and Town Attorney George M. Martin.
PUBLIC HEARING ON EAST MARKET STREET DESIGN STUDY :
! Mr. Bos reviewed briefly what had been done on this project -
the Economic Development Advisory Committee appointed an ad hoc busi-
ness committee of East Route 7 property business owners and, with
this committee, worked with EDAW, our consultants, in developing a
first conceptual plan and then this plan for the beautification and
improvement of the Route 7 corridor . . The property owner and busi-
ness owners' concerns and involvement were the highlight of this
OD process - this began a turn-around of adversarial relationships be-
NT tween property owners and the town. Those involved in the process
O are now trying to work together towards something that can be quite
a success over a period of time, assuming they implement some of the
m suggestions. The important thing now is for Council to adopt this
OD plan fairly soon, assuming there is no major quibble with the con-
A cept. This does not implement anything - they need now to think
about what the next step is - there are a number of things to be
talked about - zoning ordinance changes, plantings, etc .
Mr. Joe Trocino, Vice-Chairman of EDAC, was in support of the
adoption of this design study. It is important for the town to do
something on East Market Street - it is the heart of Leesburg. The
consultants, EDAW, have done a marvelous job. He stressed that a
II
plan is just a plan until it is implemented - he hoped Council would
see fit to implement this plan and fund it accordingly so the quality
work might be brought forward to fruition.
Mr. Don Butler, also a member of EDAC, concurred with Mr. Tro-
cino ' s comments. He was pleased with the rapport with the business
men along the corridor - they were very involved and did attend the
meeting when this plan was displayed. This could be a vital and im-
portant asset to the town and the whole community. He feels we can
look forward to the cooperation of the commercial establishments .
and business men. Mr. Bos added that a good example of this would
be signage - signs of appropriate design, color, style and size
would be used as appropriate to the area - just this element would
be a big help. He believed this type of thing would be done volun-
tarily eventually. Mayor Sevila asked how zoning and subdivision
ordinance changes, etc . will be handled - will this be done by EDAC
or will this be directed to Planning Commission? Mr. Bos felt that,
assuming Council will pass this, the staff might forward it but, ob-
viously the Council is ultimately responsible for any Zoning Ordi-
nance changes. EDAC would work with them.
Mrs. Hill questioned the set-backs - how would we enforce them
in our present zones? Mr. Bos felt this is part of the public-pri-
vate cooperative effect - the effect that this would improve the
marketability and usefulness of their property on the whole will be
the trade-off . There will be plenty of time to work out the details
of any Zoning Ordinance changes later . The whole process has to do
with what you see as you drive into town and how it represents the
town and its distance from the center of town. This was the whole
idea behind this. Mr. Coffey asked if it might be possible to have
just a business district for the Route 7 East corridor? Mr. Bos
felt this would be reasonable - East Market Street is clearly a com-
mercial strip - it is just a question of making it attractive and a
unique zoning category would be good.
MINUTES OF JUNE 8 , 1983 MEETING.
262
Mr. William Stout asked if they are talking about Market
Street, Loudoun Street and that part of King in between? Mr.
Bos explained that this study specifically addresses the area
from Mighty Midget east to the By-Pass .
Mayor Sevila declared the public hearing closed.
Mr. Gheen asked if there is any indication as to whether or not
we might be successful in the future in getting underground utility
lines? Mr. Bos said it was discussed and he believes the staff has
this under consideration and negotiation. Mayor Sevila said it is
an extremely expensive undertaking.
Mayor Sevila commended the EDAC members and Mr. Bos for an ex-
cellent job and ambitious undertaking on this project. The reac-
tion of the community is both excitement and enthusiasm. Generally,
there is a sense in town that this is an important street to every-
body, both from the standpoint of aesthetics and the impression it
creates when motorists come into Leesburg. People are receiving
well the efforts that are being made by the committee. He looks
forward to it with a great deal of excitement as it moves on to
Council and Planning Commission and the implementation stage. He
feels the end product will be one we can all be proud of. Mr . Bos
said they have had a real good consultant and good staff work -
everybody has worked together on it.
COUNCILMEMBERS ' COMMENTS :
Mr. Bos reported that EDAC met this morning. A draft of a busi-
ness survey has been completed and will be sent out within a few
weeks querying existing business owners about their relationship
with the town, their view on economic development, what services
the town provides, the permit process, etc . The time is coming to
review the economic development strategy set up about a year ago.
The goal setting sessions will be a good time to see what the per-
spective of the Planning Commission and Council is on economic de-
velopment and its position of relative priorities.
NVPDC is following up on the larger and wide truck problems .
The last of the public hearings has been held by VDH&T and they are
trying to compile a modified list of highways they think might be
accepted for those trailers . NVPDC is concerned about the Route 7
area and the definition of a "terminal" for these trucks. The VDH&T
recommendation includes Route 7 from the beltway to Hamilton, leaves
out Hamilton to Round Hill and then picks up again from Round Hill
to Winchester, so it is two "hunks" of Route 7 going nowhere.
He talked with a couple several weeks ago who had moved back
to Leesburg for their retirement years after being gone 30 to 40
years - they said the town was dead when they left and now it is
alive and prosperous looking - they were excited about being back
here.
Mrs . Hill said Jim Griffith had to resign from the Planning
Commission due to his transfer to Blacksburg.
There is an item in the activity report about historic preser-
vation grants - she asked that this be on the Finance and Adminis-
tration agenda next week. Several members of the Museum Board thought
they might be able to come up with a $20, 000 grant - this would be
on a 50-50 basis .
The Planning Commission last week waived approximately a $500
fee for revised preliminary plat for Cedar Walk - it was felt that
we should not charge for this since the delay was caused by the
town. Mr. Brownell has requested a waiver of maximum slope on
Salem Court and Halifax Place to allow him to save some of the trees .
The town allows 10 percent and VDH&T allows 15 percent - he is asking
for 12 to 14 percent.
Mr. Coffey called attention to the packet having to do with
goals and objective setting. The Planning Task Force has not had
a meeting since last Council meeting .
MINUTES OF JUNE 8 , 1983 MEETING .
Mr. Tolbert said he and Mr. Bos took a tour of the airport 263
last Sunday - it really looks good. The runways are all paved, the
hangars are sold and things are really "shaping up" .
MAYOR' S REPORT:
Mayor Sevila called attention to the summary of the Flight Ser-
vice Station lease signing ceremony on June 3rd in the activity re-
port. We had a large contingent from the FAA present and a repre-
sentative group from the town, both staff and council . There were
some rather glowing comments of anticipation and enthusiasm concern-
ing the airport, the lease and what it holds for the town made by
both the FAA and Congressman Wolf. Congressman Wolf ' s comments
characterized the attitude we all have about what we hope and ex-
pect from this lease. He thanked Congressman Wolf, on the record,
for his very diligent efforts in working with Mr. Minor, the staff,
members of the Airport Commission and Mr. Tolbert personally. On
Friday they culminated what had really been a concerted effort by
everyone concerned. He feels the town will benefit greatly from this
I effort.
He also received, with a great deal of regret, the resignation
CO of Jim Griffith from the Planning Commission - he was a capable mem-
ber. He will be sending a letter to him personally thanking him for
his efforts . He will be missed as a member of the Commission and a
O
resident of the town.
OD
[n MANAGER'S REPORT:
Q Mr. Niccolls called attention to the written Activity Report.
I The street numbering effort will begin in earnest later this sum-
mer and we will be hiring some temporary help to do this.
He called attention to a report prepared by Marc Weiss with re-
gard to land acquisition in the South Harrison Street area. This
I
could surface on the agenda in the future and may or may not be con-
i troversial, though he thinks it can be resolved amicably.
83-76 - RESOLUTION - APPROVING THE BUDGET AND MAKING APPROPRIATIONS
FOR THE FISCAL YEAR ENDING JUNE 30, 1984 . •
On motion of Mr. Tolbert, seconded by Mr. Willis, the following
resolution was proposed:
WHEREAS, the budget and the tax rate for the fiscal year end-
ing June 30 , 1984 have been presented and reviewed by this
council; and
WHEREAS, this council approved a tentative budget and tax rate
for the fiscal year ending June 30 , 1984 ; and
WHEREAS, a public hearing on the tentative budget and tax rate
was held on May 25 , 1983 ; and
WHEREAS, the manager has prepared the Revised Budget and Initial
i Appropriations for the fiscal year ending June 30 , 1984 , dated
June 8 , 1983 , and filed the same with the clerk of council :
THEREFORE, RESOLVED by the Council of the Town of Leesburg in
Virginia as follows :
SECTION I . The Revised Fiscal Year 1984 Budget dated June 8 ,
1983 is adopted and appropriations are made for the fiscal year
ending June 30 , 1984 in the amounts shown to the categories
and accounts under the "FY 1984 Initial Appropriations" column
for the general, utility, airport, revenue sharing and capital
projects funds, provided that capital project fund appropria-
tions remain in effect until the projects are completed.
SECTION II . The manager is authorized to make transfers from
appropriations for pay plan adjustments to personal services
MINUTES OF JUNE 8 , 1983 MEETING.
264 categories as necessary to provide funds for reclassifica-
tions and pay adjustments in Grade 19 and 20 positions'.
SECTION III . The approved budget for the utility fund in-
cludes a $0 . 30 per 1000 gallon water service charge increase
effective January 1, 1984 , necessary to fund the operation,
maintenance and debt service of the water system. Further,
the fiscal year 1985 shall include a $0. 40 per 1000 gallon
increase in water or sewer service charges if necessary.
The manager shall prepare appropriate legislation to enact
the 1984 rate revision.
Mr. Gheen suggested that, during the 1983-84 year, the council give
some consideration to the following to implement the 1983 and 1984
budget and following years : (1) Adopt a policy to use carry-over
funds from each fiscal year for non-recurring purposes and not to
balance the operating budget. These carry-over funds could be used
for capital improvements and a nominal fiscal reserve. (2) A policy
to meet with selected departments and agencies from time to time to
discuss individual budgets . This review would be an overlay to the
regular budget development process that is carried out by the town
manager for submission to the council . (3) To select from time to
time a department or agency and review its budget from a zero base
approach, with a view toward a review of the various departmental
budgets over a period of several years if such an approach appears
to be useful . This too would be an overlay to the regular budget
development process which is annually carried out by the manager
for submission to the council . Mayor Sevila asked about Section
II - he understood that this makes the transfers for the adjustments
that are the subject of other resolutions, but it does not include
the merit pay or manager ' s fund for incentive? Mr. Niccolls ex-
plained that there are two accounts in the budget (one in the gene-
ral fund and one in the utility fund) providing the grand total of
$21, 600 - this to be used to provide those reclassification pay ad-
justments talked about in the workshops, as well as the merit ones
that are the subject of legislation later on the agenda. Mr. Coffey .
said we have before us consideration of pay increases for the Plan-
ning Commission and its chairman - how would this affect the resolu-
tion we are voting on? Mr. Niccolls said there won ' t be sufficient
funds in Account No. 1203 . 102 if they change the pay as proposed
in the workshop - the change could be made by supplemental appro-
priation later in the year. It would not have that great effect on
the total budget. The resolution was adopted by a vote of 6 to 1 :
Aye : Councilmembers Bos, Coffey, Gheen, Tolbert, Willis and
Mayor Sevila.
Nay: Councilmember Hill .
83-0-19 - ORDINANCE - AMENDING CHAPTER 12 . 1 OF THE TOWN CODE CONCERN-
ING CLASSIFICATION OF TOWN EMPLOYEES.
On motion of Mrs. Hill , seconded by Mr. Tolbert, the following
ordinance was proposed:
ORDAINED by the Council of the Town of Leesburg in Virginia
as follows :
SECTION I . Section 12 . 1-10 of the Town Code, Classification
of town employees by occupational group and pay grades, is
amended to read as follows :
Sec . 12 . 1-10 . Classification of town employees by occupa-
tional groups and pay grades .
Employees in the town service are classified in thewfol-
lowing occupational groups; and pay grades :
:
�r4
I •
I
MINUTES OF JUNE 8 , 1983 MEETING._ __ _ _ _
265
Occupational Pay
Groups Positions Grade
Executive-Managerial Director of Planning & Zoning 19
Director Utility Plants 19
" " Director of Public Works 19
" " Director of Finance 20
" Director of Engineering 20
" " Asst. Manager for Planning & Development 20
" " Deputy Manager 20
Law Enforcement Parking Meter Attendant 4
" " Police Private 10
II " Private First Class 11
" II
Corporal 12
" II Sergeant 13
" Investigator 13
" II
Lieutenant 15
II
" Chief of Police 19
Administrative-Clerical Secretary 6
II Police Clerk 6
II II
CO Receptionist/Secretary _ ________ 6 ___-_II II _
Accounting Clerk 7
" " Administrative Assistant 9
0 ., Executive Secretary 9
CO TI - " Accounting Supervisor 9
CO TI " Clerk of Council 10
CI Supervisory Shop Superintendent 12
II Water Supply Superintendent 14
Street Superintendent 14 _
. , Utility fines Superintendent 15
TI WPCF Superintendent 14
- -- Technical Aides 6
Utility Maintenance Assistant 7
i
Senior Equipment Operator 8
TI Meter Mechanic 8
II WPCF Operator Assistant 8
II Water Supply Operator Assistant 7
Planning Technician 9
II Assistant Street Superintendent 10
WPCF or Water Operator A 11
II WPCF or Water Operator B 10
II Assistant Utility Lines Superintendent 10
Assistant Water Supply Superintendent 12
III Utility Plant Maintenance Foreman 12
II Laboratory Technician 11
II Assistant WPCF Superintendent 12
, Principal Planner 14
II Facility Inspector 14
, • Assistant Engineer 15
Construction/Maintenance Laborer - 5
II " Maintenance Person7
Laborer- part-time 4
II
7 1
II II Mechanic
SECTION II . Section 12. 1-15 of the Town Code, being the pay
-- grades for compensation of employees in the town service, is
I/ amended to read as follows :
Sec . 12 . 1-15 . Pay grades and steps.
The pay grades for compensation of employees in the town
service are as follows :
1
•
MINUTES OF JUNE 8 , 1983 MEETING. i
266
Grade Range -_ -
4 $ 9,000-13,300
5 9,650-14 ,250
6 10,300-15,225
7 11,025-16,300
8 11 ,800-17,425
9 12,625-18,650
10 13,500-19,950
11 14,450-21,350
12 15,475-22,875
13 16,550-24,450
14 17,700-26, 150
15 18,950-28,000
16 20,275-29 ,950
17 21,700-32,050
18 23,200-34,275
19 24,825-36,675
20 26,575-39,250
21 28,425-42,000
22 30,425-44 ,950 -
23 32,550-48, 100
SECTION III. This ordinance shall be effective for payrolls
in the fiscal year beginning July 1, 1983 .
Mr. Bos hoped this is a compromise everyone is comfortable with.
He supports the increases to keep the department level heads here
and make it attractive for replacement employees later on, includ-
ing the changes indicated here. Mr . Gheen believed Council is with-
in its right in delegating the action with reference to executive
management it is contemplating tonight, however, when it is reasonably
convenient, he would like the town attorney to render an opinion on
this to reenforce the action of the council if this is the case. The
ordinance adopting Article 12 . 1 of the Town Code was adopted May 11,
1977,is the Personnel Manual for the town - it is a voluminous docu-
ment
dealing with personnel matters . After perusing this document,
he feels Council is within its authority and will vote for it.
Mrs . Hill said there is nothing in the charter that says the manager
has the power to set the salaries. Mr. Gheen felt this authority has
been delegated to him by what he considers to be within the perime-
ters . Mr . Niccolls will ask Mr. Martin for an opinion on this . Mr.
Coffey asked Mr. Gheen if his concern is on setting the pay classi-
fication for a particular job or setting the salary for the indivi-
dual doing that particular job? Mr. Gheen said, as he reads this,
Council has the authority to delegate the authority to the manager
to adjust pay within the bounds of the authority which we have given
him. Mr. Coffey said, though, this resolution is establishing grades
(not salaries for a particular person) . Mr. Gheen said it estab-
lishes salaries within those perimeters . Mayor Sevila said he be-
lieves there are some members of council that do not have copies of
the Personnel Manual . Mr. Niccolls said they will be furnished with
up-dated copies of the Manual . The ordinance was unanimously adopted:
Aye: Councilmembers Bos , Coffey, Gheen, Hill , Tolbert, Willis
and Mayor Sevila.
Nay: None.
83-77 - RESOLUTION - ESTABLISHING POSITIONS AND NUMBERS OF EMPLOYEES
IN THE TOWN ' S SERVICE .
On motion of Mr. Coffey, seconded by Mrs. Hill, a resolution
establishing positions and numbers of employees in the town' s ser-
vice was proposed. On motion of Mr. Gheen, seconded by Mr . Willis,
an amendment was proposed and unanimously adopted as follows :
To add another heading following Police Department:
ZONING ADMINISTRATION
Zoning Administrator a
Administrative Assistant 4
MINUTES OF JUNE 8 , 1983 MEETING . ,
To change Planning and Community Development to read: 267
PLANNING AND COMMUNITY DEVELOPMENT
Assistant Manager for Planning and Development 1
Director of Planning and Zoning 3/4
Administrative Assistant (1, ;) 3/4
Principal Planner, part-time h
Planning Technician, temporary, part-time 1
Aides , temporary 1
Aye : Councilmembers Bos , Coffey, Gheen, Hill , Tolbert, Willis
and Mayor Sevila.
Nay : None.
The resolution, as amended, was unanimously adopted and reads as
follows :
RESOLVED by the Council of the Town of Leesburg in Virginia
as follows :
The following positions and numbers of employees in the town
03 service are established for the period beginning July 1, 1983 :
ONumber of Full-time equivalent
M Positions Authorized Employees Authorized
cc LEGISLATIVE DEPARTMENT
Q
Clerk of Council 1
EXECUTIVE DEPARTMENT
Manager 1
Deputy Manager 1
Executive Secretary 1
Receptionist/Secretary, part-time 1
FINANCE DEPARTMENT
Director of Finance 1
Accounting Supervisor 1
Accounting Clerk 2
POLICE DEPARTMENT
Chief of Police 1
Lieutenant 2
Sergeant 3
Investigator 1
Corporal 2
Private, 1st Class 2
Private 7
Police Clerk 1
Parking Meter Attendant, part-time 1
ZONING ADMINISTRATION
Zoning Administrator Z
Administrative Assistant ti
ENGINEERING DEPARTMENT
Director of Engineering 1
Facility Inspector 2
Administrative Assistant 1
Receptionist/Secretary, part-time 1
MINUTES OF JUNE 8, 1983 MEETING.
268 Number of
(.U O Positions Authorized Employees Authorized
PLANNING AND COMMUNITY DEVELOPMENT
Assistant Manager for Planning and Development 1
Director of Planning and Zoning 3/4
Administrative Assistant (1, ti) 3/4
Principal Planner, part-time
Planning Technician, temporary, part-time 1
Aides, temporary 1
PUBLIC WORKS DEPARTMENT
Administration
Director of Public Works
Administrative Assistant
Streets Division
Street Superintendent 1
Assistant Street Superintendent 1
Senior Equipment Operator 1
Maintenance Person 4
Laborer 5
Laborer, temporary 2
Shop Division
Shop Superintendent 1
Mechanic 1
Laborer 1
UTILITIES
Water and Sewer Administration
Director of Public Works
Director of Engineering 1
Director of Utility Plants 1
Meter Mechanic 1
Accounting Clerk 1
Water Pollution Control Division
Superintendent 1
Assistant Superintendent 1
Maintenance Foreman 1
Operator A or B 3
Laborer 1
Maintenance Assistant 1
Laborer, part-time1/2
UTILITIES
Water Supply Division
Superintendent 1
Assistant Superintendent 1
Laboratory Technician 1
Operator A or B 1
Operator Assistant 1
Utility Lines Division
Superintendent 1
Assistant Superintendent 1
Maintenance Person 3
Laborer 3
Total Personnel Authorized
Full Time 74
Part-time or temporary (expressed as
equivalent to full-time) 7
Total 81
MINUTES OF JUNE 8 , 1983 MEETING.
Aye : Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, 269
Willis and Mayor Sevila.
Nay : None.
83-0-20 - ORDINANCE - AMENDING CHAPTER 12 . 1 OF THE TOWN CODE REGARD-
ING MANAGEMENT LEVEL COMPENSATION AND EVALUA-
TION PLAN.
On motion of Mr . Willis, seconded by Mr. Bos , an ordinance
amending the Town Code regarding management level compensation and
evaluation plan was proposed. On motion of Mr . Gheen, seconded by
Mrs. Hill, an amendment was proposed and unanimously adopted as fol-
lows :
To change Sec . 12 . 1-3 (a) (2) to read "Council-appointed Po-
sitions" and to eliminate from Sec . 12 . 1-3 (d) the words
"and (3) . "
Aye : Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis
and Mayor Sevila.
Nay : None.
03 The ordinance, as proposed and amended, reads as follows :
O WHEREAS, a recent survey of seventeen Washington area jurisdictions indi-
cates that pay ranges for Leesburg's management level positions are gene-
rally below pay ranges for comparable positions; and
QWHEREAS, changes in the compensation and evaluation procedures for manage-
ment personnel in the service of the town are necessary to assure that the
town can attract, retain and motivate talented people:
THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia as
follows:
SECTION I. Section 12.1-3 of the Town Code is amended to read as follows:
Sec. 12.1-3. Application
(a) All positions in the service of the Town are divided into the
following categories for purposes of applicability to these
rules:
(1) Council and Boards
(aa) Mayor and Council
(bb) Planning Commission
(cc) Board of Zoning Appeals
(dd) Board of Architectural Review
(ee) Airport Commission
(ff) Cable Television Advisory Commission
(gg) Economic Development Advisory Committee
(hh) Other Town boards, commissions and committees
(2) Council-appointed Positions
(3) Officers
(aa) Career
(i) Deputy or Assistant Managers
(ii) Department Directors
(bb) Part-time
(i) Fire Marshal
(ii) Attorney
(4) Employees
(aa) Career
(bb) Full-time seasonal
(cc) Part-time
MINUTES OF JUNE 8, 1983 MEETING.
270 (b) Those positions enumerated in paragraph (a) (1) above, shall
be exempt from the provisions of these rules.
(c) These rules shall apply uniformly to all other positions in
the service of the Town unless otherwise provided herein.
(d) These rules shall not limit or prohibit the Town Council from
executing agreements with any officer as defined in paragraph
(a) (2) above, covering provisions regarding benefits, compensa-
tion or any other condition of employment. Such agreements
shall supersede only those rules which are in conflict with
provisions of agreement.
SECTION II. Section 12.1-13 of the Town Code is amended to read as fol-
lows:
Section 12.1-13. Application
The terms of this Article shall not apply to the following positions
and categories of positions:
(a) Town Manager
(b) The service increment and merit pay provisions of this Article
shall not apply to part-time officers, full-time officers and
seasonal employees. All other provisions apply to full-time
officers.
SECTION III. Section 12.1-16 of the Town Code is amended to read as fol-
lows:
Section 12.1-16. Administration of Compensation Plan
(a) The rates of pay established in the compensation plan are gross
annual compensation for full-time service in the various classi-
fications. The regular hours of work for full-time service are
established as 35 hours per week for office personnel and 40
hours per week for outside personnel. Office personnel shall
include employees in the executive-managerial occupational
group and the administrative-clerical occupational group. Out-
side personnel includes law enforcement, technical, construction
and supervisory occupational groups. The Town Manager shall de-
termine the proper inclusion of positions within the office per-
sonnel group or outside personnel group.
(b) Employees' hourly rates shall be determined from the compensation
plan based upon the number of regular hours of work assigned the
position. The hourly rate of pay for employees appointed on a
part time basis shall reflect, when practicable, the hourly rate
determined for the applicable pay grade for the position based
on the hours worked.
(c) The town manager shall include in his proposed fiscal year bud-
get any recommended changes to the compensation plan for con-
sideration by the Town Council.
(d) Deductions from employee gross pay to cover federal and state
income taxes, contributions for retirement systems, and for em-
ployee disability income, hospitalization and surgical insur-
ance premiums are authorized.
(e) Compensation shall be payable in appropriate installments every
other Friday for compensation earned through midnight of the
previous Sunday.
SECTION IV. Section 12.1-17 of the Town Code is amended to read as follows:
Section 12.1-17. Pay Determination
(a) Entrance Pay. The entrance pay rate for new employees shall
normally be fixed at the minimum step ranges provided for the
position, except that compensation of employees with excep-
tional qualifications beyond the minimum required, may be fixed
at the higher amounts within the respective range when there are
MINUTES OF JUNE 8, 1983 MEETING.
no available candidates at the entrance rate. No appoint- 271
/ 1
ment shall be made above the minimum where equally qualified
town employees earn less or equally qualified applicants are
available at a lower starting rate. No employee shall receive
an entrance pay rate below the minimum pay rate prescribed for
the class to which he is appointed.
(b) Ingrade Servide Increments. Classified service employees ap-
pointed after the adoption of these rules or employees who have
not completed twelve months of town service shall be eligible
for service increments upon completion of six months and twelve
months of acceptable service from the date of their appointment.
Service increments shall be within the amount fixed for the ap-
plicable employees next step within the employee's class. After
twelve months of service, career employees shall be eligible for
service increments on July 1 of each year. Notwithstanding the
above, in no instance shall eligibility for service increments
occur at less than three month intervals.
(1) No service increment shall be granted above the maximum rate
prescribed for the pay step by the compensation plan.
(2) Service increments shall not be granted automatically, but
W will be based on satisfactory work performance. Employees
shall receive service increments upon the recommendation of
O the appropriate department head in an amount within the next
CO assigned pay step. The Town Manager may approve, deny or
CO adjust such service increment recommendations received from
department heads. The amounts approved shall be within the
maximum amount appropriated for that purpose in the current
fiscal year budget.
(3) Not more than one each full service increment may be granted
to an employee during any fiscal year or twelve month period
except as otherwise provided herein.
(4) Employees who receive less than a three percent service incre-
ment shall be eligible for an additional service increase of
up to the remaining balance in the employee's step, after
six months has elapsed from the unsatisfactory evaluation.
(c) Performance Bonuses. Employees are eligible for annual perform-
ance bonuses paid as follows:
(1) The awards shall be made in January of each year by the
Manager from annual appropriations approved for the purpose
by the Council.
(2) The awards shall be in denominations of $250 and $500 with
not more than two $250 and five $500 awards made annually.
(3) Department directors shall make written recommendations by
January 15 each year of employees within their departments
whose exceptional performance justifies special recognition.
(4) In general, performance bonuses shall be awarded to employ-
ees who have personally conceived and suggested a procedure
or device which has resulted in substantially greater operat-
ing efficiency or a marked decrease in operating expenses;
or the employee has performed extensive collateral duties
or has continually completed difficult work assignments
which have significantly increased the efficiency and ef-
fectiveness of his department; or has subsequent to town
employment completed the requirements for an associate's,
bachelor's, master's or doctorate degree or other substan-
tialeducational:adhievementrelating to his position or has
otherwise provided exceptional service to the town.
(d) Other Pay rate adjustments. The following personnel actions shall
also affect the pay status of an employee:
MINUTES OF JUNE 8, 1983 MEETING.
272 (1) Promotion. When an employee is promoted from one class
to another having a higher pay range, he shall receive
an increase of not less than two percent. Promotions do
not affect an employee's eligibility for service incre-
ments or merit increases .
(2) Demotion. When an employee is demoted for cause from one
class to another having a lower pay range, he shall be
placed at a step within a lower pay range which provides
at least a two percent reduction in pay. When an employee
is demoted for administrative purposes through no fault of
the employee, his pay shall be reduced to a maximum rate
in the lower pay range or he shall continue at his current
rate of pay, whichever is lower.
(3) Layoff. When an employee, following layoff, is re-employed
in the same class in which he was laid off, he may be placed
in the same pay step he occupied at the time of layoff. When
an employee is re-employed in a class having a lower pay range,
his rate of pay shall be the same as that he received at the
time of layoff, provided that the pay rate is within the
range of a lower class; otherwise, his rate of pay should
be reduced to the maximum of the pay range in the lower class.
Any employee re-employed under the provisions of these rules
shall receive credit for previous service for purposes of
pay and benefits.
(4) Reinstatement. An employee who resigns in good standing
and is reinstated within one year from the date of resigna-
tion, may be placed in the same pay step within the class
from which he resigned, or such other step in a lower class
which equals or exceeds his previous rate of pay. Vacation
leave accrual rates shall be based on prior years of ser-
vice.
(5) Position reclassification. When an employee's position is
reclassified to a higher grade within the classification
plan, he shall be placed in the minimum step within the
class, which equals or exceeds his previous rate of pay.
(6) Merit. New employees who complete six months of town ser-
vice are eligible for permanent pay adjustments in the form
of merit increases of up to 5% of their current gross sal-
ary. Merit increases are awarded based on the same per-
formance criteria established in Section 12.1-17(c) of these
rules.
(e) Overtime
(1) All employees except officers shall receive overtime pay
or, at the discretion of the town manager, compensatory
time off for the time worked (calculated to the nearest
15 minutes) in excess of 80-hours per bi-weekly payroll
period. Overtime pay shall be at the rate of one and
one-half times regular pay. Compensatory time shall be
earned at the rate of one and one-half hour for each over-
time hour worked. For purposes of determining overtime,
time spent on authorized paid leave shall be counted as
time worked. Notwithstanding the above, employees on paid
vacation or sick leave required to report to work during
their regular hours shall have the time worked deducted
from the vacation leave or sick leave previously author-
ized.
(2) All employees called to work outside their regular work
hours shall receive credit for at least one hour's work
except employees assigned town vehicles on a 24-hour basis
who shall not be credited for the first hour of any call
back.
(3) As regular compensation for department heads includes amounts
for overtime in performance of duties in excess of the regu-
lar work week, which may include attendance at meetings of
the town boards and commissions, emergencies and other job
MINUTES OF JUNE 8, 1983 MEETING.
related activities, such personnel are not eligible for 273
overtime pay and compensatory time as provided in this
article. Such personnel are permitted when authorized
by the manager to take the time from regular work hours
when needed for personal affairs without deducting said
time from vacation leave, so long as such time does not
adversely affect the performance of the department head's
duties and responsibilities. This miction does not apply
to personal illnesses.
SECTION V. Article 5 of the Town Code is amended by adding a new section
to be known as Section 12.1-17.3 to read as follows:
Section 12.1-17.3. Management Level Pay Plan
(a) Career officers' pay shall be set by the manager within the
respective pay range established for the respective positions
by the council. Career officers are eligible for up to five
percent pay rate increases within grade effective July 1 and
January 1 and any other pay rate adjustments approved by coun-
I cil for all employees, subject to appropriations made by the
COcouncil.
M (b) Full-time officers are eligible for up to five percent pay rate
O increase six months after appointment.
CO (c) Career officers ' pay rates shall be set following performance
CO evaluations conducted by the manager in accordance with Sec.
Q 12.1-25.1 of the Town Code.
(d) The manager shall advise the council of officers' pay rates
set as provided herein.
SECTION VI. Article 9 of the Town Code is amended by adding a new section
to be known as Section 12.1-25.1 to read as follows:
Section 12.1-25.1. Management Level Evaluation Procedures
(a) The manager shall conduct semi-annual written performance evalu-
ations of all career officers and written performance evalua-
tions of all full-time officers six months after appointment.
The manager, in consultation with each officer, shall prepare
goals for each department and area of responsibility. The mana-
ger shall prepare a management level evaluation procedure using
general executive standards and goals to judge officer perform-
ance and submit it and amendments to the council.
(b) Executive standards established for each position shall include
the following general criteria and others established by the
manager from time to time.
(1) Policy execution.
(2) Supervision and leadership.
(3) Planning and budgeting.
(4) Community relations and external communications.
SECTION VII. This ordinance shall be in effect beginning July 1, 1983.
Mr. Niccolls explained that a full-time officer is a department director or an
assistant or deputy manager in the first six months of employment here, or until
the probationary period ends. Once this period ends, they become career offi-
cers under the terms of these rules. These positions would be Police Chief,
Planning and Zoning Director, Director of Engineering, Public Works Director,
Director of Utility Plants and Finance Director.
Mr. Coffey said that, although he supports this, he feels that paragraph
(d) above satisfies his concerns for the time being. They might see how this
works for a year and then perhaps reconsider some of it.
Mr. Gheen felt it would be helpful if all councilmembers would read the
Personnel Manual - it is an integral part of the whole plan.
MINUTES OF JUNE 8, 1983 MEETING.
274
Mr. Bos still supports the merit increases, just as he has all along.
For the council to actually directly set the amount and to whom a merit increase
goes would defeat the whole purpose of the idea - he would rather see it
scrapped than defeated. If someone excels and meets the performance criteria
established in advance, it works and works well. Obviously, there is a tre-
mendous amount of discretion based in the hands of the manager, but this is
the heart of the council-manager system - you hire a good manager, who then
implements the ordinances set up by the council in a fair way. He has a lot
of confidence that this will work and will help maintain increased perform-
ance from our employees. The comments by the couple he talked with several
weeks ago concerning Leesburg are a direct reflection on the level of per-
formance of our employees - this is a good way to maintain and increase that
effort.
Mayor Sevila said the whole purpose of this compensation and evaluation
plan is to attract, retain and motivate talented people. We have a very tal-
ented and capable staff now and one of our goals is to retain that particular
staff, and to see that they are adequately compensated. He feels they are
certainly well within the legal limitations placed on the performance of their
duties in delegating the question of compensation to the manager, who is, in
fact, the direct supervisor of the people who will be the subject of this evalu-
ation and compensation plan. One of the criticisms raised in the public hear-
ing on the budget was that it might tend to "politicize" the merit pay process -
he feels it will, in fact, "de-politicize" the process by taking it out of the
hands of the politicians and putting it in the hands of the employer.
Section 12.1-17.3(d) was put in because Council views this as a trial, an
experiment and an attempt at something innovative and something that will over-
all have some direct benefit on the town's ability to hire and retain qualified
people. This is a control device so that Council will be fully informed during
this first year on the manner in which the manager is implementing this program.
Council has the ability, should it not be satisfied, to call the plan back up
next year, to rescind it, modify it or do away with it and to assume any other
method of compensation that might be appropriate. He intends to support this
plan.
The ordinance, as amended, was adopted by a vote of 6 to 1:
Aye: Councilmembers Bos, Coffey, Gheen, Tolbert, Willis and Mayor
Sevila.
Nay: Councilmember Hill.
PROPOSED ORDINANCE ESTABLISHING COMPENSATION OF THE MAYOR AND COUNCIL AFTER
JULY 1, 1984.
On motion of Mr. Gheen, seconded by Mr. Willis, an ordinance was proposed
to establish compensation of the Mayor and Council after July 1, 1984. After
discussion, it was felt that this matter needs further consideration before
adoption. On motion of Mr. Gheen, seconded by Mrs. Hill, Council voted unani-
mously to refer this ordinance back to both committees:
Aye: Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis and
Mayor Sevila.
Nay: None.
83-78 - RESOLUTION - AUTHORIZING AGREEMENT WITH COUNTY SCHOOL BOARD
OF LOUDOUN COUNTY FOR EASEMENT FOR CATOCTIN
CIRCLE WEST CONSTRUCTION.
On motion of Mrs . Hill, seconded by Mr. Willis, the following
resolution was proposed and unanimously adopted :
RESOLVED by the Council of the Town of Leesburg in Virginia
as follows :
The manager shall execute an agreement on behalf of the town
with the County School Board of Loudoun County for an ease-
ment permitting construction of Catoctin Circle West between
Dry Mill Road and Children ' s Center Road.
Aye : Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis
and Mayor Sevila.
Nay : None.
MINUTES OF JUNE 8 , 1983 MEETING . 2ry
83-79 - RESOLUTION - AUTHORIZING AN AGREEMENT AND APPROVING A PEA15
FORMANCE BOND FOR 45 SOUTH KING STREET DEVELOP-
MENT PLAN .
On motion of Mrs. Hill , seconded by Mr. Gheen, the following
resolution was proposed :
WHEREAS, the Planning Commission granted preliminary approval
and final approval conditioned upon council approval a perform-
ance bond and authorization of an agreement on June 2 , 1983 for
a development plan for 45 South King Street.
THEREFORE, RESOLVED by the Council of the Town of Leesburg in
Virginia as follows :
SECTION I . The manager shall execute the contract for public
improvements for the development plan for 45 South King Street
dated May 25, 1983 .
SECTION II . The cash performance bond in the amount of $22 , 605
guaranteeing installation of public improvements in accordance
with plans approved by the Director of Engineering for the de-
00 velopment at 45 South King Street is approved.
Mr. Niccolls said the performance bond has been received. The resolu-
mtion was unanimously adopted:
[n Aye : Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis
CZ and Mayor Sevila .
Nay : None.
83-80 - RESOLUTION - AUTHORIZING DONATION OF LAND TO THE NORTHERN
VIRGINIA REGIONAL PARK AUTHORITY .
On motion of Mr. Willis , seconded by Mr. Coffey, the following
resolution was proposed and unanimously adopted :
I/ WHEREAS , the Northern Virginia Regional Park Authority wishes
to acquire a small triangle of land east of an existing storm
drainage easement shown on a plat prepared by Bengtson-DeBell,
Elkin & Titus dated March 3 , 1983 for inclusion in the W&OD
regional bike trail ; and
WHEREAS , Council believes that such conveyance will result in
the highest and best use of this land and be in the public in-
terest:
THEREFORE , RESOLVED by the Council of the Town of Leesburg in
Virginia as follows :
SECTION I . Conveyance of this tract is approved, conditioned
on payment of recording costs by the Northern Virginia Regional
Park Authority.
SECTION II . The manager shall execute an appropriate deed con-
veying this land to the Northern Virginia Regional Park Authority.
• Aye : Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis
and Mayor Sevila.
Nay: None.
83-81 - RESOLUTION - AUTHORIZING YOUNT, HYDE AND BARBOUR, P.C. , TO
CONDUCT ANNUAL AUDIT FOR FISCAL YEAR ENDING 1983 .
On motion of Mr. Tolbert, seconded by Mrs. Hill , the following
resolution was proposed and unanimously adopted :
• WHEREAS , proposals were solicited to conduct the annual audit
for the Town of Leesburg and, of those proposals received, that
of Yount, Hyde and Barbour, P.C. , was judged as best:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in
Virginia as follows :
MINUTES OF JUNE 8 , 1983 MEETING.
276 Yount, Hyde and Barbour , P .C. , Certified Public Accountants,
shall conduct the annual audit for the Town of Leesburg at
a cost not to exceed $8 , 500 unless the scope of the audit
extends beyond normal circumstances. Thirty-five copies of
the final report shall be delivered to the town by November
15, 1983 .
Aye : Councilmembers Bos , Coffey, Gheen, Hill , Tolbert, Willis
and Mayor Sevila.
Nay: None .
83-82 - RESOLUTION - MAKING AN APPROPRIATION FOR THE SOUTH HARRISON
STREET PROJECT.
On motion of Mrs. Hill, seconded by Mr. Coffey, the following
resolution was proposed:
RESOLVED by the Council of the Town of Leesburg in Virginia
as follows :
A $182, 850 appropriation, to remain in effect until the project
is completed, is made from the unappropriated balance of the
South Harrison Street Capital Project Fund to Account No.
9200 . 700 , Land Acquisition.
Mr. Niccolls explained that we are buying this land from VEPCO on
an installment basis, with part of the payment to be made from Year 2
money and the balance to be made from Year 3 money, with a small in-
terest charge. Payments will be made close together, but it is a
fiscal year difference. There will be no change in the agreed price.
The resolution was unanimously adopted :
Aye: Councilmembers Bos, Coffey, Gheen, Hill , Tolbert, Willis
and Mayor Sevila.
Nay : None.
PROPOSED ORDINANCE ESTABLISHING COMPENSATION OF THE CHAIRMAN AND
MEMBERS OF THE PLANNING COMMISSION AFTER JULY 1 , 1983 .
On motion of Mr. Willis , seconded by Mr. Coffey, Council voted
unanimously to refer back to committees a proposed ordinance estab-
lishing compensation of the Chairman and members of the Planning Com-
mission after July 1, 1983 .
Aye: , Councilmembers Bos, Coffey, Gheen, Hill, Tolbert, Willis
and Mayor Sevila.
Nay: None.
On motion of Mr. Tolbert, seconded by Mr. Willis , the meeting.
was adjourned at 9 : 25 p.m.
J
F.)1/14---__
Mayor
Clerk ofire Cou cil
1