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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