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HomeMy Public PortalAbout1983_10_17SPEC 350 MINUTES OF SPECIAL MEETING OF LEESBURG TOWN COUNCIL, OCTOBER 17, 1983. A special meeting of the Leesburg Town Council was held in the Council Chambers, 10 West Loudoun Street, Leesburg, Virginia on October 17, 1983 at 7:30 p.m. , pursuant to Notice thereof having been delivered to all council members prior thereto. Present were: 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 and Deputy Manager Jeffrey H. Minor. Absent from the meeting was Mayor Robert E. Sevila. The purpose of this meeting is to award a contract for construction of the Automated Flight Service Station/Terminal building at the Airport. In the absence of the Mayor, the meeting was called to order by Mayor Pro-Tem Bos. Mr. Niccolls commented that this project started as a "long shot", with Mr. Minor being the only one who believed it could be pulled off. He convinced the council and the staff to let the application go in and he has pursued this project diligently and carefully and is responsible for managing the project. This is a difficult task - it involves taking a very tight budget and bringing the project to completion within that budget. While we are just a shade over for construction, he feels we came out very well on the building. This will be a handsome addition - we could have saved a few dollars by putting up a metal- sided barn, but he is glad that we made the choice not to do that. Mr. Minor reported that they were glad to receive a letter from the archi- tect today - it indicated he had very thoroughly researched the low bidder, Moss Associates from Harrisonburg, and got glowing reports on their qualifications and past work experience from several clients, their banker and other archi- tects. This is equally, if not more, important than the price we got for the building, so we are pleased to get a good price from a good contractor. A very major task still looms ahead - getting the building done without a lot of change orders and problems. We have a $25,000 contingency in the appropriation - this is recommended by the architect. Council received a packet on Friday that dealt with some of the financial issues involved. These were discussed with Don Taylor at length, particularly some difficulties to be faced in the Airport Fund in early fiscal year 1985. This is the reason for the one-year loan from the Utility Fund. The major policy implication is that they are recommending that Council make the decision not to use airport funds previously targeted for the runway extension, but to use other sourcesof revenue available. The Leesburg Airport Terminal Area Improvements study and the Airport Financial Plan showed a six-year plan that has been a great help to them. Instead of using Airport Fund money to fund the five percent local share for these projects, they are going to put that money into the deficit on the flight service station budget, so they are confident that, with the assistance of the Utility Fund for that one year and the other revenues explained in the memo on Friday, they will be able to fully fund the entire construction project. 83-168 - RESOLUTION - AUTHORIZING A CONTRACT FOR THE CONSTRUCTION OF AN AUTOMATED FLIGHT SERVICE STATION AND TERMINAL FACILITY AT LEESBURG MUNICIPAL AIRPORT AND MAKING APPROPRIATIONS. iOn motion of Mr. Willis, seconded by Mr. Tolbert, the following resolution was proposed: WHEREAS, the Town of Leesburg has contracts with the Federal Aviation Administration and Janelle Aviation, Inc. to construct a regional auto- mated flight service station and terminal facility; and WHEREAS, sealed bids for the construction of these facilities were so- licited in accordance with Leesburg's purchasing policies; and WHEREAS, the project architectural fir; Ballou and Justice, has certi- fied to the town that the lowest and best bid received is from Moss As- sociates, Inc. of Harrisonburg, Virginia: THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager shall execute on behalf of the town a standard AIA document A101, 1977 edition, stipulated sum contract with Moss Asso- ciates of Harrisonburg, Virginia in the amount of $1,038,612 for the con- struction of an automated flight service station and terminal facility at Leesburg Municipal Airport. MINUTES OF OCTOBER 17, 1983 SPECIAL MEETING. SECTION II. A loan to the airport capital projects fund from the 351 utility fund in the amount of $50,000 is authorized effective Aug- ust 1, 1984 for a term of twelve months at 9 percent simple interest. SECTION III. Appropriations . to remain in effect until the project is complete are made from the unappropriated balance of the airport capi- tal project fund to the accounts and in the amounts shown below: Flight Service Station Construction, Account No. 8300.704 - $275,000 Flight Service Station Construction, Account No. 8300.704 - $788,612 SECTION IV. Airport fund appropriation to Account No. 6000.560, Payment to General Fund for Overhead, in the amount of $15,600 is reduced to $5,600 for fiscal year 1984. Mr. Gheen said the $50,000 authorized effective August 1, 1984 is a future year's appropriation - is this legal or should we commit ourselves? Can we extend this for a future year? Mr. Niccolls said that, before we recommend appropriations, we always want to have sufficient revenues shown as to where it can be paid, so the future charge-out was included. Perhaps this can be worded "A loan in the amount of $50,000 shall be authorized if necessary." Mr. Gheen asked if it CO could be made effective June 30, 1984, which would keep it in this fiscal year? Mr. Niccolls thought this should be done. Mr. Minor said the first appropriation 0 should read "Terminal Construction, Account No. 8300.706 - $275,000." On motion of Mr. Gheen, seconded by Mr. Tolbert, Sections II and III of the resolution were m unanimously amended to read as follows: CO SECTION II. A loan to the airport capital projects fund from the utility fund in the amount of $50,000 is authorized effective June 30, 1984 for a term of twelve months at 9 percent simple interest. SECTION III. Appropriations to remain in effect until the project is complete are made from the unappropriated balance of the airport capital project fund to the accounts and in the amounts shown below: ' Terminal Construction, Account No. 8300.706 - $275,000 Flight Service Station Construction, Account No. 8300.704 - $788,612 Aye: Councilmembers Coffey, Gheen, Hill, Tolbert, Willis and Mayor Pro-Tem Bos. Nay: None. The resolution, as amended, was unanimously adopted: Aye: Councilmembers Coffey, Gheen, Hill, Tolbert, Willis and Mayor Pro-Tem Bos. Nay: None. Mr. Bos said the whole airport enthusiasm and direction has changed quite a bit in the last year or so - to everyone's agreement and pleasure. The whole project has become rather exciting. Mr. Minor has worked on this with enthusiasm and, also, former Mayor Hill essentially took up the banner on this when some of the rest of Council thought it was questionable. He met with Congressman Wolf and other dignitaries and made a major contribution toward the direction this has gone - this should not go forgotten. Mr. Jim Haynes said he is very much excited about the terminal building. On motion of Mr. Gheen, seconded by Mr. Tolbert, the meeting was adjourned at 8:00 p.m. Mayor Pro-Tem ,, ./1/2/ / Clerk of th Council