HomeMy Public PortalAbout1984_06_13 MINUTES OF REGULAR MEETING OF LEESBURG TOWN COUNCIL AND PUBLIC HEARINGS ON
122 ZM#47 - CAMPBELL AND ZM#48 - GRANT, JUNE 13, 1984.
A regular meeting of the Leesburg Town Council was held on June 13, 1984
at 7:30 p.m. in the Council Chambers, 10 West Loudoun Street, Leesburg, Vir-
ginia. 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 Mrs. Rosen.
Present were: Mayor Robert E. Sevila, Councilmembers Charles A. Bos, Edgar L.
Coffey, Jr. , Marylou Hill, John W. Tolbert, Jr. and Charles J. Williams. Ab-
sent at this time was Councilmember Howard M. Willis, Jr. Also present were:
Town Manager John Niccolls, Deputy Manager Jeffrey H. Minor, Director of Engi-
neering Andrew G. Shope, Assistant Engineer Mohammed Alam, Assistant Manager
for Planning and Development Marc Weiss, Director of Finance Donald 0. Taylor
and Town Attorney George M. Martin.
On motion of Mrs. Hill, seconded by Mr. Coffey, the minutes of the meet-
ing of March 14, 1984 were unanimously approved as submitted:
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams and Mayor
Sevila.
Nay: None.
PUBLIC HEARING ON ZM-47 - CAMPBELL:
Mr. Weiss explained that the proposed rezoning is from R-2 to B-2, the
property being located at the corner of Davis Avenue and South King Street.
Essentially, a building was started on this property without a building per-
mit - the permit was later obtained, but the applicant wished to use the build-
ing for something that might not be permitted in the R-2 District. The adja-
cent property is already zoned B-2 and is being used for an automobile repair
facility and as a used car sales lot. The Planning Commission recommended ap-
proval of the rezoning request, with certain screening agreed to by the appli-
cant, specifically screening the old Wirt Street right-of-way between appli-
cant's property and the Southgate II townhouse office project, and with screen-
ing along South King Street (an important entrance to the town) . This was the
major issue and this was dealt with under the proffers offered by the applicant
to the Planning Commission. The adopted Town Plan shows the property as resi-
dential, but it is surrounded by B-2 zoning. The new draft Town Plan, which has
not yet been adopted, shows this area as an office -commercial - residential
area. He believed the proposed rezoning to be appropriate - there is an exist-
ing street between the applicant's property and an existing residential area.
He pointed outthe area to be rezoned on the town map. Mrs. Hill added that he
is to give a bond guaranteeing the screening and its maintenance for one year.
Mr. Tolbert asked if he is adding to the existing building on this property?
Mr. Campbell said all he did was raise the roof - construction is ongoing onto
the back of the building.
Ms. Deborah Welsh, counsel for the petitioners, emphasized that the appli-
cant has met with Mark Nelis and worked out a plan to erect dogwoods and white
pines at least six feet tall between the subject property and the Southgate town-
houses. These trees will be planted between these properties 30 feet on center.
There will also be dogwoods and white pines at the corners of South King Street.
She submitted an affidavit stating that signs were posted on the property in com-
pliancewith the. Zoning Ordinance and that they have been maintained until today.
She also tendered a bond from Peerless Insurance Company stating that the trees
will be planted on the subject property. The proffers were offered to the Coun-
cil in May, with a resolution being adopted by the Planning Commission, setting
forth that it would be recommended for approval subject to the bond and comple-
tion bond - these have been provided tonight.
The public hearing was closed.
Mr. Willis joined the meeting during the public hearing period.
On motion of Mrs. Hill, seconded by Mr. Williams, Council voted unani-
mously to forward this matter to Council workshop for review of a staff report:
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
PUBLIC HEARING ON ZM-48 (GRANT) :
Mr. Weiss explained that this is an existing tract of land with two zoning
categories. The majority of the tract is on East Market Street (B-2) , with a
small area in the rear that is zoned R-2. The applicant is requesting that the
entire parcel be zoned B-2. If this were left as is, they would have to pro-
vide a buffer since it is adjacent to a residential zone. The Planning Com-
MINUTES OF JUNE 13, 1984 MEETING.
mission unanimously recommended this for approval. 113
Mr. Dennis Hanrahan, representing Mr. Grant, advised that there is a note
from Mr. Forbes stating that a mistake was made when the lot line was drawn in
1959. So they are just asking for a correction from a residential to a business
category. He submitted a letter from Mr. Grant, stating that the proper sign
has been posted, in compliance with the Zoning Ordinance. Mr. Tolbert asked if
this adjoins the Lininger property? Mr. Hanrahan said it is on the east - what-
ever screening is used, Mr. Grant will check with Mr. Lininger for approval.
Mr. Mike Rich, a resident of Edwards Ferry Road, said he is not really op-
posed to this, but he is not in favor of it either. The proposed new land use
policy for the town for this general area is proposed for low density residential
use. He and others in this area all have a concern as to what will happen be-
hind them - their concern is that there will be "a parade" before the Council
asking for rezoning all the way up the road and extending the strip commercial
along Route 7 along the back of their property lines. They would propose that
Council follow through with the proposed land use policy and keep that area in
low density residential.
The public hearing was closed.
On motion of Mr. Tolbert, seconded by Mr. Coffey, Council voted unanimously
to refer this matter to Council workshop for further consideration:
NAye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
WMayor Sevila.
Nay: None.
Q COUNCILMEMBER COMMENTS:
Mr. Bos reported that the Economic Development Advisory Committee met this
morning and considered a number of items. They continue to work on the State
certification program. There has been a vacancy on this committee for some time
and Council should think about replacing Dick Richards - he resigned a year ago.
Mayor Sevila suggested having the applications for various Boards and Commissions
available for review at the next workshop session.
Mr. Williams said he and Mr. Curry visited the Police Department this week
and went through the various facilities with Chief Kidwell. He has a very im-
pressive organization and it seems to be efficient and cost-effective. They are
looking forward to the Chief continuing his good operation.
Mrs. Hill reported a couple of potholes on West Loudoun Street along the
side near Westgreen.
Mr. Tolbert reported that the airport project is coming along very well -
they are shooting for a July 1st deadline.
MANAGER'S REPORT:
(1) The new street name signs have been partially delivered. Their ob-
jective is to have all of them on posts and functioning by Friday of this week,
however, Mr. .Niccolls was not sure they will make this. They would like to have
them all available by the July 1st date and to remind those who have not changed
their house and business numbers to do so. There is no misdemeanor penalty for
not having them changed, but it would be a general penalty. It really would be
a self-imposed penalty for those who fail to comply because the Post Office will
stop delivering to old addresses after one year. There will be a reminder ad
in the paper to alert people of the change.
(2) The computer terminal now has connection to the data center at the
Vo-Tech School and the Finance Department is getting its new financial manage-
ment system up on the computer. Perhaps Mr. Taylor can give a better report on -
this at a later time. There is a tremendous amount of work to get our system
up on the "program."
(3) The Planning Commission has scheduled lune 14th at 7:00 p.m. as its
first workshop on the draft Town Plan. A numberYpeople have shown interest in
this during the course of the Task Force work. No special mailing has been made
to any one group.
(4) The long-planned farmers' market is starting operations in July. Its
future home will be at Market Station on South Harrison Street. In the meantime,
MINUTES OF NNE 13, 1984 MEETING.
124 they hope to develop a clientele and a producers' group that will develop a mar-
ket and a marketplace for farmers' goods. They hope this will be a real addition
to the Leesburg downtown area and the community as a whole.
(5) Personnel at the Wastewater Treatment Plant have begun overhauling one
of the clarifiers at the plant - this is ongoing major maintenance work. This
would be interesting for people to see while the tank is empty and down.
(6) About 150 of the 200 letters sent to the residents in Country Club con-
cerning street lights have been returned - the tabulation will be out for next
week's meeting.
(7) The engineering department reports they have some 32 projects working
at the current time in various stages of application. This was anticipated so
the additional staff added last year is certainly essential and timely.
(8) He has asked Mr. Shope to get the Tuscarora Creek channel work out to
bid immediately on the assumption that Council will approve the budget item for that
expenditure.
(9) There are reports attached to the agenda on the obstruction removal
project at the airport and on the Flight Service Station building.
Mayor Sevila asked where the $154,000 garage is located? This is the Good-
year store. He also asked about the variance for Leesburg lighting? Mr. Shope
said this is the addition of a pole barn in back of Leesburg Lighting adjacent
to Drug Fair - they requested a variance from the Subdivision regulations so they
would not have to reconstruct improvements on Catoctin Circle. The variance was
to Mr. Ours. He also asked if it is the State Department of Aviation that is pay-
ing for the paint to seal cracks along the airport runway? Mr. Niccolls said it is.'
84-81 - RESOLUTION - APPROVING THE BUDGET AND MAKING APPROPRIATIONS FOR THE FISCAL
YEAR ENDING JUNE 30, 1985.
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 ending June 30,
1985 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, 1985; and
WHEREAS, a public hearing on the tentative budget and tax rate was held on
May 23, 1984; and
WHEREAS, the manager has prepared the Revised Budget and Initial Appropria-
tions for the fiscal year ending June 30, 1985 dated June 11, 1984 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 Budget dated June 11, 1984 is adopted and appro-
priations are made for the fiscal year ending June 30, 1985 in the amounts
shown to the categories and accounts under the "FY 1985 Initial: Appropria-
tions" column for the general, utility, airport, revenue sharing and capi-
tal projects funds. Capital project fund appropriations shall remain in
effect until the projects are completed.
SECTION II. The manager is authorized to make transfers from appropria-
tions for pay plan adjustments to personal service categories as neces-
sary to provide funds forpay adjustments in Grade 19 and 20 positions.
SECTION III. Ingrade service increments and management level pay adjust-
ments of up to 6.5 percent are authorized for payrolls during fiscal year
1985.
SECTION IV. Proceeds of the general obligation bond sale dated May 1, 1983
in the amount of $80,000 previously designated for water and sewer system
improvements are authorized to be used for airport improvements. The ap-
plicable principal repayment and interest for $80,000 of the bond issue
shall be transferred from the utility fund to the airport fund.
MINUTES OF JUNE 13, 1984 MEETING
SECTION V. The manager shall prepare appropriate legislation for 125
council consideration adopting revised fees and charges included
as revenue in the adopted budget.
1
Mrs. Hill asked that Section II be changed to read "The manager is authorized
with the advice and consent of the Council " Mr. Niccolls explained that
this is identical to last year's budget after Council adopted the payy plan for
managerial: employees. The plan calls for evaluations and pay changes, if eli-
gible under its rules and goals, on a twice yearly basis with limits set out in
the Personnel Manual. Because we don't know the level of pay adjustments when
the budget is prepared, we don' t know the correct appropriations to put in the
departmental accounts, so this money comes from an unallocated account. Sec-
tion II is, therefore, an accounting method. Mr. Williams asked if this is
over the 61 percent? Mr. Niccolls further explained that managerial employees
are not eligible for in-grade service increments - they are only eligible for
these pay adjustments as adopted last year. Mr. Williams asked if they could
exceed the 61 percent? Mr. Niccolls said this plan provides for up to five
percent adjustments on a twice-yearly basis, so they could.
On motion of Mrs. Hill, seconded by Mr. Williams, it was proposed to amend
Section II to read:
SECTION II. The manager is authorized, with the advice and consent of
Council, to make transfers from appropriations for pay plan adjustments
.to personal service categories as necessary to provide funds for pay
(v adjustments in Grade 19 and 20 positions.
mMr. Bos protested this - they went through this for hours last year and he thought
Q it was a good program "with the advice and consent of the Council" negates the
whole idea of a bonus awarded by a professional manager. Council isnot in the
business of setting individual pay increases. Mrs. Hill did not agree to take
that power from Council. Mayor Sevila asked if she would be asking for approval
of the total amount to make the pay plan adjustment or for approval of raises for
each employee? Mrs. Hill said "for each employee." Mr. Williams understood that
no raises would exceed 61 percent. Mayor Sevila did not feel it would be proper
for Council to review each increase - they don't do this for the other 80-some
111 employees - this is one of the obligations of the manager. Mr. Bos voiced fur-
ther opposition to this whole concept - it doesn't make any sense at all. Mayor
Sevila asked Mr. Williams if he would be satisfied with a "cap" of 61 percent?"
Mr. Williams felt very strongly that, if the manager is going to transfer addi-
tional funds beyond that, Council approval is necessary. Mr. Niccolls believed
that Section III of this resolution puts a fiscal year 1985 limit of 6.5 percent
on all increases. Mr. Williams and Mrs. Hill both agreed with this and felt then
that Section II would not be necessary at all. Mr. Niccolls further explained
that the money for these managerial increases is in the Contingency Fund - if
the transfers are not authorized, another run of personnel accounts would have
to be set up out of that department - this was set up this way as an accounting
mechanism to provide these funds. Mr. Willis was also opposed to Mrs. Hill's
amendment. The proposed amendment was defeated by a vote of 5 to 2:
Aye: Councilmembers Hill and Williams.
Nay: Councilmembers Bos, Coffey, Tolbert, Willis and Mayor Sevila.
Mr. Williams commented that he thought the budget took a big step forward
this year - they were able to reduce the tax rate, but he thought it could have
been reduced more. The tax dollar was never intended to be used for entertain-
ment - the summer concerts and picnic should be provided with private sources -
he finds these expenditures appalling. Council is the trustee of the funds of
the town and the members should see that the funds guarantee the performance of
only the vital assumptions of government. Therefore, he cannot support this bud-
get, which contains these expenditures.
Mr. Bos was pleased with the budget - he believes it is a compromise among
most of the members on all the problems facing the town. The real estate tax
portion of the General Fund is only about 25 percent of the budget - there is
a lot more in the budget that affects the financial strength of the town.
Leesburg offers a lot of services and a lot of quality town living for its tax
rate. As the town grows, citizens demand more services and he feels they are
responsive to the people that live here, however, many of our services do not
benefit all our taxpayers equally. The concert series and brush collection add
to the quality of life in Leesburg - the budget is good in that respect. He
was pleased that they could keep a reasonable fund balance for working capital
and cash flow. They have preserved some of the capital outlays as well - the
tic6 MINUTES OF JUNE 13, 1984 MEETING.
126 storm sewer master plan and other capital projects. The Utility Fund was at one
time (several years ago) going broke, but they programmed in three years of water
increases, so they didn't discuss that fund this year. . He supported the pay
scale for employees this year and hopes they can discuss this further in their
goal-setting session - as to what kind of employees they are trying to attract
and keep, etc. The town has accomplished a lot this year - brick sidewalks,
trees, road paving, work at the airport. A lot has been done with our own
forces - the flight service station sewer line and a lot of the road work.
We also had a staff that had the initiative to obtain funding from the State
and Federal agencies - that wasn't done ten years ago. The budget gives a
lot for the buck and is a good compromise.
Mr. Willis feels it is a good budget and supports it in its entirety.
Mr. Tolbert was ready to vote.
Mayor Sevila commented that this budget has undergone more careful scrutiny
at the workshop level - this has been a very healthy exchange of views and atti-
tudes, philosophies and ideas by council, public and staff. It is a much better
budget as a result of this. Most of the very tough issues have been hashed out
and compromises have been reached at various stages. He thought we had a budget
that was acceptable to everyone. He doesn't feel the role of town government
is limited to providing sewer, water, police and streets - there is a lot more
the town could and should do, particularly when you consider the heritage ande .
quality of life in this community. He .considers himself a trustee of that heri-
tage, as well as of the funds of the taxpayers and makes his decisions consistent . ..
with that desire. Awarding funds for a picnic for the employees, which has been
reduced to $1,000, is an excellent opportunity for exchange of views-and ideas.
As a result of this, morale and the town government are strengthened. This is
only "seed" money - the actual expense is borne by the participants. He sup-
ports the concert series and feels it does a lot for the quality of life and
the economic development of the community - the budget contains only a por-
tion of what they asked for. He believed this is an extremely acceptable bug-
get and urged all councilmembers to support it.
The budget was approved by a roll call vote of 5 to 2:
Aye: Councilmembers Bos, Coffey, Tolbert, Willis and Mayor Sevila.
Nay: Councilmembers Hill and Williams.
84-0-20 - ORDINANCE - AMENDING ARTICLE I. OF CHAPTER 17 OF THE TOWN CODE TO REVISE
THE REAL ESTATE TAX RATE.
On motion of Mrs. Hill, seconded by Mr. Coffey, the following ordinance
was proposed and unanimously adopted:
WHEREAS, the approved budget for fiscal year 1985 is balanced at a real
estate tax rate of $0.18 per $100 assessed value:
THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. Section 17-1 of the Town Code is amended to read as follows:
Sec. 17-1. Annual Levy and Rate of Taxes.
Taxes shall be levied and collected as provided by law on taxable
real estate, tangible personal property and bank capital in the town
for each fiscal year beginning July 1 and ending June 30 for the sup-
port of the town government, payment of interest on town debt _and for
other town purposes. Every person assessed taxes by the town shall
pay them as required by law.
(1) Taxes on all real estate and all tangible personal property,
except the property of public service corporations, shall be
as follows:
Rate of Tax per
Classification of Property $100 Assessed Value
(a) Real estate $0.13
(b) Vehicles used as mobile homes or
offices as described in Sec. 58-
829.5 of the Code of Virginia $0.18
MINUTES OF JUNE 13, 1984 MEETING.
Rate of Tax per i ry
Classification of Property $100 -Assessed Value 1 2 1
(c) Aircraft as defined in Section 53-
829.5 of the Code of Virginia of 1950,
as amended $0.001
(d) All other tangible personal property
except that listed in Section 58-289.3
of the Code of Virginia $1.00
(2) Taxes on all real estate and all tangible personal property of
public service corporations shall be as follows:
Rate of Tax per
Classification of Property $100 Assessed Value
(a) Real estate except as provided in
(b) below $0.18
(b) Real estate which has not been equalized
as provided for in Sec. 58-512.1 of the
Code of Virginia which shall continue to
be assessed at forty percentum of fair
1 'q market value $0.65
N (c) Tangible personal property $1.00
(d) Property classified as tangible personal
CO property by the town before January 1, 1966
except that portion reclassified as real
estate under Sec. 58-514.2 of the Code of
Virginia $1.00
(e) Property classified as tangible personal
property by the town before January 1, 1966
and reclassified as real estate under Sec.
' 58-514.2 of the Code of Virginia $0.18
(3) The tax on all bank capital shall be at the rate of $0.80 per
$100.00 of the net capital of banks located in the town pur-
suant to Title 58, Chapter 10.01 of the Code of Virginia.
SECTION II. All prior ordinances and resolutions in conflict herewith
are repealed.
SECTION III. This ordinance shall be in effect upon its passage for
tax year 1984.
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-0-21 - ORDINANCE - AMENDING CHAPTER 12.1 OF THE TOWN CODE REGARDING A REVISED
PAY PLAN, CLASSIFICATION PLAN AND CHANGE IN WORK HOURS.
On motion of Mrs. Hill, seconded by Mr. Bos, 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 occupational groups
and pay grades.
Employees in the town service are classified in the following
occupational groups and pay grades:
MINUTES OF JUNE 13, 1984 MEETING.
h
128 -
+ Occupational Pay
e Groups Positions Grade
Executive-Managerial Director of Zoning 19
to " Director Utility Plants 19
" " Director of Public Works 19
" " Director of Finance 20
• " " Director of Engineering 20
" " Asst. Manager Planning/Development 20
" " Deputy Manager 20
Law Enforcement Parking Meter Attendant * 5
" " Police Private -1-@ 11
" u Private First Class -1t 12
" " Corporal -1I 13
" " Sergeant +3 14
u " Investigator 3-3 14
II II1
Lieutenant 9 16
" " Chief of Police 19
Administrative-Clerical Receptionist/Secretary 6
" Secretary 7
" II
Police Clerk 6 7
" " Accounting Clerk 7
" " Administrative Assistant 9 ,
" " Executive Secretary 9
" " Accounting Supervisor 9 } .
" " Administrative Assistant Planning 9 10
• u Clerk of Council 10
Supervisory Shop Superintendent 13 .
" - Water Supply Superintendent +4 15
" Street Superintendent 15
" Utility Lines Superintendent 15
" WPCF Superintendent -1-4 15
Professional Assistant Engineer 15
Principal Planner 14
i
IT Land Development Planner 9 12
Technical Utility Maintenance Assistant 7
" Senior Equipment Operator 9 .
" Senior Meter Mechanic 8 9
" Water Supply Cperator Assistant 7
" Assistant Street Superintendent 10
" WPCF or Water Operator A 11
" WPCF or Water Operator B 10
" Asst. Utility Lines Superintendent 10
If Asst. Water Supply Superintendent 12 i
" Utility Plant Maintenance Foreman 12
" Laboratory Chemist -1-1- 12
" Asst. WPCF Superintendent 12
" Facility Inspector 14
Construction/Maintenance Laborer 5
" " Maintenance Person 7
" " Laborer part-time 4
" " Mechanic 9 8
SECTION II. Section 12.1-15 of the Town Code, being the pay grades
for compensation of employees in the town service, is amended to
read as follows:
I
Sec. 12.1-15. Pay grades and steps.
The pay grades for compensation of employees in the town service
are as follows:
I MINUTES OF JUNE 13, 1984 MEETING.
129
Grade Range
4 $ 9,275-13,925
5 9,925-14,900
6 10,625-15 ,950
7 11 ,375-17,075
8 12, 175-18,275
9 13,000-19,500
10 13,900-20,850
11 14,875-22,300
12 15,925-23,875
I
13 17,050-25,575
14 18,250-27,375
15 19,525-29,300
16 20,900-31 ,350
17 22,375-33,550
18 23, 950-35 ,925
19 25,625-38,450
20 27,425-41 , 150
- 21 29,350-44,025
22 31 ,400-47, 100
23 33,600-50,400
N SECTION III. Section 12.1-2 of the Town Code is amended to read as fol-
W lows:
m
Q Sec. 12.1-2. Definitions.
Where used within the context of these rules, the following words
and terms shall have the meaning indicated below:
(a) Board of Grievance Commissioners - Board appointed by the Town
Council, of which a panel of three are selected to hear specific
grievances regarding the application, meaning or interpretation
of these rules.
(b) Career employee - An employee in the classified service who has
successfully completed the required probationary period.
(c) Career Service - Collective term used to describe classified
town employees who have completed the required probationary
IIperiod and whose positions are governed by the merit principal.
' (d) Certification list - A list of applicants for a particular po-
sition pre-selected by the Personnel Director, from which the
manager makes appointments.
(e) Classified employee - An employee whose position is listed in
the classification plan.
(f) Classification plan - The formal method used to identify and
• group positions of employment based on duties and responsibili-
ties.
(g) Classified service - Collective term used to describe all posi-
tions of employment based on duties and responsibilities.
(h) Compensation plan - The formal method used to identify and uni-
formly establish the amount of pay for all positions within the
111 - classified service.
(i) Compensatory time - Additional time off given an employee who has
worked in excess of his regular hours during a given payroll
period, in lien of paid overtime compensation.
(j) Demotion - The change of an employee from a position in one class
to a position in another class having a lower pay grade and re-
quiring the performance of less responsible duties.
r� MINUTES OF JUNE 13, 1984 MEETING.
130 O (k) Department Heads - Collective term which refers to the Director
of Finance, Chief of Police, Assistant Town Manager for Planning
and Community Development, Director of Engineering, Director of
Public Works, Director of Zoning, Director of Utility Plants,
Deputy Manager and such other similar positions as shall be es-
tablished by the Town Council.
(1) Eligible register - A list of individual applications for each
position within the Town compiled on a continuing basis by the
Personnel Director, which meet the minimum qualifications for
employment for a particular position.
(m) Director of Finance - The Director of Finance for the Town of
Leesburg.
(n) Full-time employee - A non-seasonal employee whose regular work
week equals or exceeds 36 hours.
(o) Layoff - The temporary or permanent reduction in work force caused
by lack of funds or work.
(p) Panel - The three members of the Board of Grievance Commissioners
selected in accordance with Article 21 of these rules.
(q) Part-time employee - An employee whose regular work week is less
than 36 hours.
(r) Pay step - The numerical designation of a fixed salary range as-
signed to a position class or group of classes.
(s) Personnel Director - The department head selected by the Town Mana-
ger to assume the additional duties of Personnel Director as pro-
vided by these rules.
(t) Position specification - A written description of the general duties,
distinguishing features, examples of tasks and minimum requirements
assigned to a particular position as a basis for classification.
(u) Probationary period - The six month to one year period given to a
new or promoted employee to demonstrate that he can perform the
duties of the position in a satisfactory manner.
(v) Seasonal employee - An employee whose continuous employment does
not exceed six months during any one year period and who works the
regular work week required for full-time employees within his de-
partment.
(w) Town - The Town of Leesburg in Virginia.
(x) Town Manager - The Town Manager of Leesburg, Virginia.
SECTION IV. Section 12.1-16 of the Town Code is amended to read as fol-
lows:
Sec. 12.1-16. Administration of Compensation Plan.
(a) The rates of pay established in Section 12.1-15 are gross annual
compensation for full-time service in the various classifications. The
regular hours of work for full-time service are established as 36 hours
per week for office personnel and 40 hours per week for outside personnel.
Office personnel shall include employees in the executive-managerial oc-
cupational group, professional group and the administrative-clerical oc-
cupational
group. Outside personnel includes law enforcement, technical,
construction and supervisory occupational groups. The Town Manager shall
determine the proper inclusion of positions within the office personnel
group or outside personnel group.
(b) Employees ' hourly rates shall be determined from the compensa-
tion plan based upon the number of regular hours of work per week assigned
the position using a 52 week year. 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.
MINUTES OF JUNE 13, 1984 MEETING.
(c) The Town Manager shall include in his proposed fiscal year 131
budget any recommended changes to the compensation plan for considera-
tion by the Town Council.
(d) Deductions from employee gross pay to cover federal and state
income taxes, contributions for social security (FICA) , hospitalization
surgical insurance premiums, credit union and deferred compensation plan
are authorized.
(e) Compensation shall be payable in appropriate installments every
other Friday for compensation earned through midnight of the previous Sun-
day.
SECTION V. Section 12.1-33 of the Town Code is amended to read as follows:
Sec. 12.1-33. Vacation Leave.
(a) Each employee in the service of the Town shall be credited with
vacation leave after it is earned at the following rates:
Regular hours worked Length Amount accrued Days
per 2-week payroll of per 2-week payroll Accrued
Icr period Service period Annually
80 5 years or 3. 70 12
N less
m80 5 to 15 years 5.54 18
80 More than 15 7.39 24
years
72 5 years or 3.32 12
less
72 5 to 15 years 4.98 18
72 More than 15 6.65 24
years
40 5 years or 1.85 6
less
40 5 to 15 years 2.77 9
40 More than 15 3.69 12
years
Employees working a regular 40-hour week (80-hour payroll period)
shall use leave based on an 8-hour day. Employees working a 36 hour week
(72 hour payroll period) shall use leave based on a 7.2 hour day. Em-
ployees working a 20-hour week (40-hour payroll period) shall use leave
based on a 4-hour day.
(b) New employees shall begin accruing sick and vacation leave
during their first full two-week payroll period worked
(c) All requests for vacation leave shall be submitted to the
applicable Department Head in advance for approval. In approving vaca-
tion leave, department directors shall insure that during the period of
approved leave, the employee is not scheduled to report for court ap-
pearances or will be required to report to work because of staff short-
ages, major scheduled projects, projected adverse weather conditions, or
other reasons. The Town Manager shall approve the scheduling of all va-
cation leave requests.
(d) The Town Manager shall require that all employees use a mini-
mum of five days of vacation leave of the total accrued during each year
plus all of the vacation leave carry-over from the previous calendar year
to effectively maximize the period of rest and recuperation provided
through time off from work. Additional days accrued during the year which
are not used may be carried over into the next calendar year only. Vaca-
tion leave required to be used under these rules which lapses unused into
MINUTES OF JUNE 13, 1984 MEETING.
132 the next calendar year unless time for use is extended by the Manager
for a maximum of 30 days at which time the employee shall present an
approved schedule to use the excess days during the extended period.
SECTION VI. Section 12.1-34 of the Town Code being Sick Leave is
amended to read as follows:
Sec. 12.1-34. Sick Leave.
(a) Each employee in the service of the Town shall be credited
with sick leave after it is earned at the following rates:
Regular hours worked per Amount accrued per Days accrued
2-week payroll period 2-week payroll period Annually
80 3.70 12
72 3.32 12
40 1.85 6
Sick leave is earned regardless of the years of service. Employees
working a regular 40-hour week (80-hour payroll period) shall use sick_
leave based on an 8-hour day. Employees working a 36-hour week (72-hour
payroll period) shall use sick leave based on a 7.2 hour day. Employees
working a 20-hour week (40-hour payroll period) shall use sick leave based •
on a 4-hour day.
(b) Employees use of sick leave shall be limited to the following
circumstances:
(1) Personal illness or injury.
(2) Visits to physicians, dentists, optometrists and other
approved medical professionals for personal health care.
(3) Quarantine.
(c) To receive paid sick leave an employee must notify the appli-
cable Department Head within four hours of his starting time unless some
other arrangement has been approved by the Department Head. A physi-
cian's
statement or examination by a physician designated by the Town
may be required.
(d) At the close of each calendar year all unused sick leave in
excess of 21 days shall be converted to extended sick leave credits.
These credits shall accumulate annually and are used by an employee who
has received the limit of his disability income coverage due to cata-
strophic illness or other eligible long term incapacitating circumstance.
(e) Employees who retire from the Town service shall be paid for
25 percent of their unused extended sick leave credits accrued during
town employment.
(f) Employees who have lost time because of illness or injury and
have exhausted sick leave credits may have such time deducted from vaca-
tion time.
SECTION VII. Article 5 of Chapter 12.1 of the Town Code is amended by
adding a new section to be known as Section 12.1-16.1 to read as follows:
Sec. 12.1-16.1. Town Office Work Schedule.
Office employees are permitted to establish individual work schedules
totaling 72 hours per pay period subject to the manager's approval and the
following guidelines:
(a) Work schedules must include nine work shifts bi-weekly.
(b) Work days shall be at least three hours and not more than ten
hours.
(c) No lunch break shall be less than thirty minutes in length.
(d) No work shift shall fall on a weekend.
(e) Holidays shall count as 7.2 hour days.
MINUTES OF JUNE 13, 1984 MEETING.
133
(f) Annual and sick leave shall be charged for each shift
missed at the employee's scheduled hours for that shift missed.
(g) No work shift shall begin before 7: 30 a.m. or end after
6:00 p.m. unless the shift includes a meeting of the council, or a
town advisory commission.
(h) Schedules shall be revised only during the payroll periods
containing July 1 or January 1, and are effective for six months, pro-
vided, however, changes at other intervals may be approved by the mana-
ger when circumstances warrant.
SECTION VIII. All prior ordinances in conflict herewith are repealed.
SECTION IX. This ordinance shall be effective beginning July 1, 1984.
Mr. Bos commented that there was considerable discussion concerning the employees'
time and it was decided to increase this by one hour per week. However, he under-
stood this was to be done over a three-year period - increasing the time each
year until it reached 371/2 hours per week. Mr. Niccolls advised that the pro-
posed budget contained an increase in hours for office employees from 35 to 371
hours per week - a 7 plus percent increase in hours. Council then decided to
limit in-grade service increases to 6.5 percent, so it became obvious that this
group of employees would actually suffer an hourly pay decrease. The proposal
N was, therefore, amended to increase the hours by only one hour per week, with
an ultimate goal of 371 hours per week over a period of time. Mayor Sevila
w asked what changes are being made in the deductions from employee gross pay?
CO Mr. Niccolls explained that the retirement system deduction has not been done
Q for four or five years , so this change is to bring this section in line with
what has been done over the last four or five years. The change in the town
office work schedule was an attempt to allow those employees who work night
meetings to arrange their hours for such meetings - he believed this to be a
desirable element in the pay plan. However, not all departments can work this
out. Street crews have been working a four-day 40-hour week for the last three
or four summers and it has proved to be very effective in productivity. The
ordinance was unanimously adopted:
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-82 - RESOLUTION - ESTABLISHING POSITIONS AND NUMBERS OF EMPLOYEES IN THE
TOWN'S SERVICE.
On motion of Mrs. Hill, seconded by Mr. Coffey, the following resolution
was proposed and unanimously adopted:
RESOLVED by the Council of the Town of Leesburg in Virginia as follows:
The following positions and numbers of employees in the town service
are established for the fiscal year beginning July 1, 1984:
Number of Full-time Equivalent
Positions Authorized Employees Authorized
LEGISLATIVE DEPARTMENT
Clerk of Council - - 1
EXECUTIVE DEPARTMENT •
Manager 1
Deputy Manager 1
1 Executive Secretary 1
Receptionist/Secretary, part-time
Administrative Assistant 1
FINANCE DEPARTMENT
Director of Finance 1
Accounting Supervisor 1
Accounting Clerk 2
MINUTES OF JUNE 13, 1984 MEETING.
134
Number of
1 Positions Authorized Employees Authorized
POLICE DEPARTMENT
Chief of Police 1
Lieutenant - 2
Sergeant • 3
Investigator 1
Corporal 4
Private, 1st Class 2
Private 5
Police Clerk 1
Parking Meter Attendant' 1
ENGINEERING DEPARTMENT
Director of Engineering li
Assistant Engineer 1
Facility Inspector 2
Administrative Assistant 1
Receptionist/Secretary, part-time li
PLANNING AND COMMUNITY DEVELOPMENT
Assistant Manager for Planning and Development 1
Director of Zoning 1
Administrative Assistant 1
Principal Planner, part-time
Land Development Planner 1
Secretary }
PUBLIC WORKS DEPARTMENT
Administrative
Director of Public Works 4
Secretary �
Streets Division
Street Superintendent 1
Assistant Street Superintendent 1
Senior Equipment Operator 1
Maintenance Person 5
Laborer 4
Laborer, temporary/part-time 1}
Shop Division
Shop Superintendent - 1
Mechanic 1
Laborer 1
UTILITIES
Water and Sewer Administration
Director of Public Works 4
Director of Engineering li
Director of Utility Plants 1
Meter Mechanic 1
Accounting Clerk 1
MINUTES OF JUNE 13, 1984 MEETING.
13.5
Number of
Positions Authorized Employees Authorized
UTILITIES (continued)
Water Pollution Control Division
Superintendent 1
Assistant Superintendent 1
Maintenance Foreman 1
Operator A, B or Assistant 4
Laborer 1
Maintenance Assistant 1
1 III. Laborer, part-time 4
Water Supply Division
Superintendent 1
Assistant Superintendent 1
Laboratory Chemist 1
Operator A 1
Operator Assistant 1
WUtility Lines 'Division
W Superintendent 1
Q Assistant Superintendent 1
Maintenance Person 3
Laborer 3
Total Personnel Authorized
Full Time 80
Part-time or temporary (expressed as
equivalent to full time) 34
Total 831
•
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
On motion of Mrs. Hill, seconded by Mr. Bos, the following ordinance and
resolutions were proposed and unanimously adopted as consent items:
84-0-22 - ORDINANCE - REPEALING EXISTING ZONING DISTRICT MAPS AND ADOPTING A NEW
ZONING DISTRICT MAP FOR ALL THE TERRITORY OF THE TOWN.
WHEREAS, the territory of the town was enlarged by 7.25 square miles ef-
fective January 1, 1984; and
WHEREAS, the zoning district map and zoning regulations for the annexed
territory were established by the provisions of Section 1-3(b) of the
Leesburg Zoning Ordinance; and
WHEREAS, the Leesburg zoning district map adopted March 9, 1959 has be-
come obsolete as a result of changes in property lines, new streets,
subdivisions and annexations; and
WHEREAS, adoption of a new zoning map showing zoning district boundaries
for all the territory within the town as of April 25, 1984 was initiated
by this Council on April 25, 1984; and
WHEREAS, with the exception of the change from A-3 to R-4 of parts of
Lots 54 through 61, 63, 65, 66, 67, 78, 79, 82 and 83, Leesburg Country
Club, Section Two, the new zoning district map does not change the zon-
ing classification for any property within the town; and
MINUTES OF JUNE 13, 1984 MEETING.
136 WHEREAS, the Leesburg Planning Commission, after a public hearing held
jointly with the Council on May 23, 1984, recommended adoption of a
new zoning map showing district boundaries for all the territory with-
in the town; and
WHEREAS, the public necessity, convenience, general welfare and good
zoning practice require adoption of a new zoning map showing district
boundaries for all the territory within the town:
THEREFORE, ORDAINED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. Section 1-2; Map, of the Leesburg zoning ordinance is
amended to read as follows:
1-2 MAP
The boundaries of the several districts for all the territory
of the town shall be shown on the Town of Leesburg in Virginia
zoning district map dated May 23, 1984 which, with all nota-
tions, references and other information shown thereon, shall
be a part of this Ordinance as if set out herein. The Zoning
Administrator shall file a certified copy of the map with the
Clerk of Council. The boundaries of said district shall fol-
low lot lines, property lines, or the center lines of streets
or alleys (existing or projected) , as they exist at the time
of adoption of this section; except that where a district boun-
dary clearly does not follow any such line and is not other-
wise identified, it shall be located by scaling. Any questions
as to the location of a boundary shall be determined by the
Board of Zoning Appeals as provided in Section 10-2-4.
SECTION II. The zoning district map originally adopted March 9, 1959,
as subsequently amended from time-to-time thereafter, is repealed.
SECTION III. The zoning district map applicable to territory annexed
January 1, 1984 which was adopted and readopted as part of the Lees-
burg
Zoning Ordinance by Ordinance Nos. 82-0-6 and 83-0-36 is repealed.
SECTION IV. The adoption of this ordinance shall not amend the regula-
tions of the Leesburg Zoning Ordinance previously applicable to the ter-
ritory within the town, and except for lots 54 through 61, 63, 65, 66, 67,
78, 79, 82 and 83, Leesburg Country Club, Section Two, the Zoning District
Map dated May 23, 1984 is intended to continue without change the divi-
sion of the town into the several districts under the Leesburg Zoning
Ordinance. The adoption of this ordinance shall not affect nor operate
to prevent any pending or future prosecution of, or action to abate,
any existing violations of the Leesburg Zoning Ordinance if the viola-
tion is also a violation of this ordinance.
SECTION V. All prior ordinances in conflict herewith are repealed.
SECTION VI. This ordinance shall be in effect upon its passage.
84-83 - RESOLUTION - REQUESTING TRANSFER OF FUNDS FOR IMPROVEMENTS TO ROUTE 654
(LAWSON ROAD) FROM THE VIRGINIA DEPARTMENT OF HIGHWAYS'
SECONDARY ROAD IMPROVEMENT PROGRAM TO THE TOWN OF LEESBURG'S
URBAN ACCOUNT.
WHEREAS, the town on January 1, 1984 annexed 7.5 square miles of terri-
tory in Loudoun County; and
WHEREAS, the annexation included Secondary Route 654 located southeast
of the old corporate limits and extending from the intersection of Route
643 to the intersection of Route 7; and
WHEREAS, State Secondary fund allocations had been made toward the im-
provement of this section of Route 654 in the amount of $300,000; and
WHEREAS, the Board of Supervisors of Loudoun County, by resolution, has
requested that the funds be utilized for the improvement of Route 654
which, as a result of the annexation, has become a municipal street main-
tained by the town; and
I •
II MINUTES OF JUNE 13, 1984 MEETING.
WHEREAS, the town is desirous of providing improvements to Route 137
654 to improve service to residents of that area as had been planned
by the Board of Supervisors:
I THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. The Leesburg Town Council requests that the sum of $284,545.77,
which sum had been allocated toward the improvements for Route 654, be
transferred to the State Urban System accounts for allocation to an Urban
Improvement project for Route 654 (Lawson Road) , which project shall be
identified and requested by the Leesburg Town Council within one year of
this resolution.
SECTION II. If the town fails to request said project within this one
year time period or if, after said project has been requested by the town
and work has commenced on engineering, right-of-way or construction and
the town subsequently decides to cancel such construction or improvement,
the town agrees that said funds shall be returned to the Secondary System
funds for Loudoun County and the town shall reimburse the Department of
Highways and Transportation the net amount of all funds expended by the
Department for planning, engineering, right-of-way acquisition or con-
struction.
11
N 84-84 - RESOLUTION - AUTHORIZING AN AGREEMENT, APPROVING A PERFORMANCE GUARANTEE
N FOR THE INSTALLATION OF PUBLIC IMPROVEMENTS AND APPROVING A
W SEWER EXTENSION PERMIT FOR THE PAGE-BROOKE LAND TRUST DE-
W
PLAN.
Q WHEREAS, the Planning Commission granted preliminary approval and condi-
tional final approval for a development plan for Page-Brooke Land Trust De-
velopment Plan on Dry Mill Road on June 7, 1984:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as
follows:
SECTION I. The manager is authorized to execute an agreement for installa-
tion' of public improvements for the Page-Brooke Land Trust Development Plan.
SECTION II. The extension of municipal sewer works for the Page-Brooke
Land Trust Development Plan is approved in accordance with Section 15-9
of the Town Code.
SECTION III. A performance guarantee in the amount of $7,758 guaranteeing
installation of public improvements in accordance with plans approved by
the Director of Engineering for the Page-Brooke Land Trust Development
Plan on Dry Mill Road is approved.
i
SECTION IV. This resolution shall become effective upon the approval of
the performance guarantee by the town attorney.
84-85 - RESOLUTION - ACCEPTING ESCROW FUNDS FOR FUTURE IMPROVEMENTS TO DRY MILL
ROAD FOR PAGE-BROOKE LAND TRUST SUBDIVISION.
WHEREAS, the Planning Commission on May 10, 1984 granted preliminary ap-
proval of the subdivision plat for Page-Brooke Subdivision; and
WHEREAS, the approval varied the requirements for frontage improvements
to Dry Mill Road for the developers of Page-Brooke Subdivision on the
condition that a deposit be made with the town in the sum of $13,000 as
determined by the Director of Engineering; and
WHEREAS, the town agrees to accept these funds, plus interest earned
while on deposit, to pay its costs for improvements to Dry Mill Road
commenced by the town within ten years from receipt of the deposit or
will return the funds or remaining unexpended balance plus interest
earned:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. 'A deposit by the developers of Page-Brooke Subdivision in
the amount of $13,000 is accepted under the conditions set out above and
MINUTES OF JUNE 13, 1984 MEETING.
138 the Director of Finance shall deposit these funds in an interest bear-
ing account. In the event of appropriations for the purpose, the funds
shall be used to pay the costs of studies, engineering or construction
of improvements to Dry Mill Road in the vicinity of Page-Brooke Subdi-
vision.
SECTION II. Resolution No. 84-78 adopted May 23, 1984 is repealed.
84-86 - RESOLUTION - ACCEPTING ESCROW FUNDS FOR FUTURE STORM DRAINAGE IMPROVE-
MENTS TO NORTH STREET.
WHEREAS, the Planning Commission on February 2, 1984 granted preliminary
approval of the development plan for the North Street Parking lot at the
southwest corner of North King Street and North Street; and
WHEREAS, off-site storm drainage improvements are required in addition
to those outlined in the town's adopted Storm Drainage Master Plan; and
WHEREAS, the Planning Commission requested, and thc developer concurred
that a deposit be made with the Town of Leesburg in the sum of $1,588.00
as determined by the Director of Engineering as their pro-rata share of
storm drainage improvements which will be required in the future on North
Street; and
WHEREAS, the Town of Leesburg agrees to accept these funds plus interest
earned while on deposit, to pay its town costs for storm drainage improve-
ments to North Street commenced by the town within ten years from receipt
of the deposit or will return the funds or remaining unexpended balance
plus interest earned:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. A deposit by the developer of the North Street parking lot
in the amount of $1,588.00 is set out above and the Director of Finance
shall deposit these funds in an interest bearing escrow account. In the
event of appropriations for this purpose, the funds shall be used to pay
for the costs of studies, engineering or construction of improvements
to the storm drainage system on North Street.
SECTION II. Section III of Resolution No. 84-26 adopted by Council Febru-
ary 22, 1984 is repealed.
84-87 - RESOLUTION - AUTHORIZING AN AGREEMENT, APPROVING A PERFORMANCE GUARANTEE
FOR THE INSTALLATION OF PUBLIC IMPROVEMENTS, APPROVING A
WATER EXTENSION AND ACCEPTING WATER MAIN AND STORM SEWER
EASEMENTS FOR THE HOLIDAY INN, LOT 6, LEESBURG SQUARE SUB-
DIVISION.
WHEREAS, the Planning Commission granted preliminary approval of a develop-
ment plan for the Holiday Inn on Lot 6 of Leesburg Square Subdivision on
February 2, 1984:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as
follows:
SECTION I. The manager is authorized to execute an agreement for installa-
tion of public improvements for Holiday Inn, Lot 6, Leesburg Square Subdi-
1 vision.
SECTION II. The extension of municipal water works for this Holiday Inn
is approved in accordance with Section 19-18 of the Town Code.
SECTION III. A performance guarantee in the amount of $27,335 guarantee-
ing installation of public improvements in accordance with plans approved
by the Director of Engineering for this Holiday Inn is approved.
SECTION IV. The manager is authorized to accept on behalf of the town
necessary easements for storm sewer and water mains installed in accord-
ance with the contract for public improvements and the plans approved by
the town for this Holiday Inn development.
SECTION V. This resolution will become effective upon approval of all
above-mentioned forms by the town attorney.
MINUTES OF JUNE 13, 1984 MEETING.
84-88 - RESOLUTION - MAKING A REDUCTION IN THE PERFORMANCE GUARANTEE FOR 139
PUBLIC IMPROVEMENTS INSTALLATION FOR SILVER OAKS
SUBDIVISION_
WHEREAS, the developer's engineer, Bengtson, DeBell, Elkin & Titus,
and the town's Director of Engineering have reviewed the public im-
1 provements installed to date in Silver Oaks Subdivision and certify
that the value of work performed is $510,540.00 and the remaining
amount of work is approximately $224,339.00; and
WHEREAS, a $734,879.00 Equitable Federal Savings and Loan Association
of Wheaton, Maryland set aside letter has been provided by the developer
and approved by Council to guarantee installation of public improvements
in Silver Oaks Subdivision; and
WHEREAS, the town has agreed, when appropriate, to decrease the perform-
ance guarantee by reducing set aside bank funds by the value of work com-
pleted on the public improvements:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. The Equitable Federal Savings and Loan Association set aside
letter originally in the amount of $734,897.00 is reduced to $224,339.00.
N
N SECTION II. The manager shall notify the developer, Sycolin Forest Asso-
W ciates, Inc. , that liability for set aside funds has been reduced as m out-
lined in Section I of this resolution, and that this reduction does not
constitute acceptance of public improvements by the town or relieve the
Q developer of responsibilities outlined in the contract for public improve-
ments for Silver Oaks Subdivision.
84-89 - RESOLUTION - AUTHORIZING A CONTRACT FOR PHASE I LANDSCAPE IMPROVEMENTS
TO EAST MARKET STREET.
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 unit price
. contract with Davis Landscape Contractors, Inc. of Gaithersburg, Md. in
the amount of $30,649.40 for Phase I landscape improvements to East Mar-
ket Street in accordance with plans and specifications prepared by EDAW,
Inc. and Davis Landscape, Inc. proposal dated May 18, 1984.
SECTION II. The alternate bid, Item 111 to provide grass sod rather than
seed, shall be excluded from the contract.
SECTION III. The manager shall execute on behalf of the town changeorder
No. 1 for the project which eliminates grading work, alters the seeding
specification, and changes the time for execution and completion of the
contract work and reduces the contract price by $10,716.
SECTION IV. An appropriation to remain in effect until the project is
complete is made from the unappropriated balance of the general fund
to the account and in the amount shown below:
Market Street Improvements, Account No. 4102.701 - $20,000.
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-90 - RESOLUTION - AUTHORIZING AN ENCROACHMENT PERMIT FOR 7 LOUDOUN STREET, S.E.
On motion of Mr. Tolbert, seconded by Mr. Coffey, the following resolution
was proposed:
RESOLVED by the Council of the Town of Leesburg in Virginia as follows:
The manager is authorized to issue a revocable permit for an encroachment
into the Loudoun Street public right-of-way at 7 Loudoun Street, S.E. for
the erection of signs as described in application number 558 to the Lees-
burg Board of Architectural Review by Bertram C. Harrison, owner, as ap-
proved by the Board on May 21, 1984.
MINUTES OF JUNE 13, 1984 MEETING.
140 Mr. Williams felt visibility of the sign would be better against the wall.
Mrs. Hill felt this would be setting a precedent. General Harrison, the ap-
plicant, said there are other signs of this kind in town, naming at least two
locations. He would like to have it the way he applied for it. He explained
in detail the color and size of the sign and the individual panels. Mr. Bos
suggested that it might be limited to nine panels. Mr. Niccolls explained
that, under the normal permit process, they would treat this as one sign - mov-
ing the panels would not be a major element. On motion of Mr.' Bos, seconded by
Mr. Tolbert, Council unanimously voted to amend the resolution by adding after
"erection of signs" the words "not to exceed ten square feet and not to exceed
more than nine inserts of equal size":
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
Mr. Niccolls explained that Mr. Martin advised years ago,when we used to do
these encroachments on a routine basis prior to the establishment of general
policies with respect to projecting signs, that we make all of these encroach-
ment permits specifically revocable so the town could make adjustments to the
sidewalk or changes in the street. This was done more because of the legal
basis of land ownership. However, if a sign should fall into disrepair or be
changed in a way that is unacceptable to the town, the permit could be revoked
and removed with town forces without risk. Mr. Martin said this is based on
the statutory provision that no-one has the right to occupy the streets in Lees- - -
burg without permission. The resolution, as amended, was unanimously adopted,
reading as follows:
•
• RESOLVED by the Council of the Town of Leesburg in Virginia as follows:
The manager is authorized to issue a revocable permit for an encroach-
ment into the Loudoun Street public right-of-way at 7 Loudoun Street,
S.E. for the erection of signs, not to exceed ten square feet and not
to exceed more than nine inserts of equal size, as described in appli-
cation number 558 to the Leesburg Board of Architectural Review by
Bertram C. Harrison, owner, as approved by the Board on May 21, 1984.
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-91 - RESOLUTION - AUTHORIZING AN AGREEMENT WITH BLACKBURN CLEANING SERVICE
TO PROVIDE JANITORIAL SERVICES.
On motion of Mrs. Hill, seconded by Mr. Bos, the following resolution was
proposed and unanimously adopted:
WHEREAS, bids were solicited to provide janitorial services for the
Town of Leesburg and the lowest and best bid submitted was by Black-
burn Cleaning Service:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
The manager shall enter into an agreement with Blackburn Cleaning Ser-
vice for janitorial services as described in the request for sealed bids
dated May 21, 1984 at a total monthly cost of $1,000.
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-92 - RESOLUTION - AUTHORIZING A CONTRACT WITH CAMPBELL, McQUEEN AND PARIS,
ENGINEERS, FOR PROFESSIONAL CONSULTING SERVICES AT LEES-
BURG MUNICIPAL AIRPORT.
On motion of Mrs. Hill, seconded by Mr. Tolbert, the following resolution
was proposed and unanimously adopted:
WHEREAS, a proposal was received from Campbell, McQueen and Paris, Engi-
neers, to perform environmental assessment of proposedairportimprove-
ments in response to the town's request for proposal issued April 11,
1984; and
MINUTES OF JUNE 13, 1984 MEETING.
WHEREAS, a review committee appointed by the Leesburg Airport Com- 1 4 1
mission has found that Campbell, McQueen and Paris has offered the
best proposal at the lowest cost:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Vir-
ginia as follows:
1
1 SECTION I. The manager shall enter into an hourly rate contract in
an amount not to exceed $16,750 with Campbell, McQueen and Paris, En-
gineers, for the appropriation of an environmental assessment report
in accordance with the request for proposal issued April 11, 1984 and
under the terms and conditions as set out in a proposed contract trans-
, mitted to the Council on May 31, 1984.
j SECTION II. An appropriation is made to the Airport Capital Project
Fund, Account No. 8300.708 Runway Extension Engineering in the amount
of $16,750 to remain in effect until the project is complete.
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: None.
84-93 - RESOLUTION - AUTHORIZING A CONTRACT WITH GRAYSON'S REFUSE SERVICE, INC.
CC FOR REFUSE COLLECTION AND DISPOSAL SERVICE.
N
N Mr. Minor gave an in-depth report and comparison of the three bids received
w in connection with this contract, recommending that the Grayson contract is the
CO
lowest, best qualified bid. Mayor Sevila had many questions concerning this con-
tract, with answers being supplied by the three bidders, Arthur Phillips, Lucas
Q and Chinn and Mr. Grayson, as well as Mr. Niccolls and Mr. Minor. He felt the
town should be more concerned with the town's best interest - he was not sure
he was in favor of a four-year contract. He was concerned that Arthur Phillips
has been in business for years and has had a number of contracts, but he is now
underbid - he could be shut out. Mr. Minor again reiterated that his recom-
mendation is that Grayson is the only one of the three bidders that is quali-
fied to do Leesburg's contract.
On motion of Mrs. Hill, seconded by Mr. Williams, the following resolu-
tion was proposed:
WHEREAS, proposals were received May 15, 1984 from Grayson's Refuse Ser-
- dice, Inc. , Lucas & Chinn and: Arthur_.Phillips in response to. the request
for proposals for garbage and refuse collection and disposal issued
April 19, 1984; and
WHEREAS, the proposal from Grayson's Refuse Service, Inc. is the lowest
qualified bid received:
THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia
as follows:
SECTION I. The manager shall enter into a contract with Grayson's Refuse
Service, Inc. for the collection and disposal of garbage and refuse with-
in the town for a four year period beginning July 1, 1984 in accordance
with the Garbage and Refuse Collection and Disposal bid document issued
April 19, 1984 and the unit prices bid in the proposal received May 15,
1984.
SECTION II. The manager shall consider the bid for brush and leaf collec-
tion services contained in the proposal and shall forward a recommendation
to the Council at its first workshop meeting in July.
There followed more questions by Council members. Mayor Sevila made it clear
that he could find no fault with Grayson's service - he was, however, concerned
with the competitive process by which bids are let and the fact that this is a
four-year contract (he suggested three, or perhaps shorter) . Mr. Phillips is
the lowest qualified bidder - he is $16,000 below the proposed contract. He
could not, therefore, go along with this. The resolution was. adopted. by a vote,_.
of 6 to 1:
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Williams and Willis.
Nay: Mayor Sevila.
MINUTES OF JUNE 13, 1984 MEETING.
142
84-94 - RESOLUTION - APPROVING THE LEESBURG SUMMER CONCERT SERIES.
On motion of Mrs. Hill, seconded by Mr. Bos, the following resolution
was proposed:
RESOLVED by the Council of the Town of Leesburg in Virginia as follows:
The manager shall enter into an agreement with the Bluemont Concert
Series, Ltd. , to provide a series of outdoor public concerts between
June 24 and August 26, 1984 in cooperation with the County of Loudoun
and the Virginia Fine Arts Commission. The agreement shall authorize
the closing of King and Market Streets to traffic for the concerts
between 6:30 p.m. and the conclusion of the concerts and shall provide
for financial assistance to be paid in the amount of $2,500.00 from
fiscal year 1984 appropriations and $2,500.00 in fiscal year 1985 ap-
propriations.
Mr. Williams commented that he thinks the summer concerts are a very moving ex-
perience - he has been to many of them. His concern is the manner in which the
appropriations are applied and how the money is brought about and, to some de-
gree, the disadvantages it puts some merchants to. They are good for the com-
munity, but he feels that the business community should support them in a finan-
cial manner. Mr. Coffey felt, too, that they are good for the town and he will .
support it this year, however, he would not support an increase nor would he
support it for another year. We have supported them for several years and by
now they should be pretty self-sufficient. Mr. Willis whole-heartedly supported:.
the concert series - he believed that some of the downtown merchants do support
it with their ads in the paper. Mr. Williams asked for an accounting of this.
His position is that the government should not be in the business of entertain-
ment. The resolution was adopted by a vote of 6 to 1:
Aye: Councilmembers Bos, Coffey, Hill, Tolbert, Willis and Mayor Sevila.
Nay: Councilmember Williams.
On motion of Mr. Bos, seconded by Mr. Williams, Council voted unanimously
to go into executive session to discuss legal matters pertaining to engineering
services, as authorized by Section 2.1-344(a) (6) of the Code of Virginia, as
amended. This session will include the manager, deputy manager and department
directors.
At the close of the executive session, the mayor reconvened the meeting
and stated that Council considered only those matters contained in-the_ above:L_--.
motion made by Mr. Bos pertaining to pending and potential litigation and that
no action was taken on those items .
PROPOSED RESOLUTION AUTHORIZING A CONTRACT WITH CAMP, DRESSER & McKEE FOR CON-
STRUCTION ENGINEERING SERVICES FOR WASTEWATER TREATMENT PLANT IMPROVEMENTS
AND MAKING AN APPROPRIATION.
On motion of Mrs. Hill, seconded by Mr. Willis, a resolution was proposed
to authorize a contract with Camp, Dresser & McKee for construction engineering
services for wastewater treatment plant improvements and making an appropriation.
Following extensive and lengthy discussion concerning the cost of _this contract
and explanation by both Mr. Niccolls and Mr. Shope as to the methods used and
the many points taken into consideration, on motion of Mr. Williams, seconded by
Mrs . Hill, Council voted 6 to 1 to defer this item to June 20th:
Aye: Councilmembers Coffey, Hill, Tolbert, Williams, Willis and
Mayor Sevila.
Nay: Councilmember Bos.
On motion duly made and seconded, the meeting was adjourned.
Mayor
// J
Clerk of th Council