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HomeMy Public PortalAbout1987_07_22 123 • MINUTES OF THE REGULAR MEETING OF THE LEESBURG TOWN COUNCIL, JULY 22, 1987 A regular meeting of the Leesburg Town Council was held in the Council Chambers, 10 Loudoun Street, SW, Leesburg, Virginia on July 22, 1987 at 7:30 p.m. The meeting was called to order by Mayor Robert E. Sevila with the invocation given by Mr. Tolbert, followed by the Salute to the Flag led by Mr. Leach. Present were Mayor Robert E. Sevila, Councilmembers Arl Curry, Brian Kelley, Hunter Leach, and John Tolbert. Absent were Jerry Pelkey and Charles Williams. Staff members present were Town Manager, Jeffrey Minor; Director of Finance, Paul York; Director of Engineering and Public Works, Tom Mason; Director of Planning, Zoning and Development, Martha-Mason Semmes and Town Attorney, George Martin. On a motion by Mr. Kelley and seconded by Mr. Leach, the minutes of the special meeting of February 3, 1987 were approved with a correction noted in Section II changing the balance from $177,500 to $166,500. Aye: Councilmembers Curry, Kelley, Leach and Tolbert Abstain: Mayor Sevila Absent: Councilmembers Pelkey and Williams PETITIONERS Doug Rowell, resident of 1205 Bradfield Drive, SW, thanked the town for their support of Little League Baseball. He mentioned that possibly three teams could move on to state competition. He briefly said that WAGE would be broadcasting the schedule for those interested in attending any of the games. COUNCILMEMBER COMMENTS • There were no comments by any of the Councilmembers present. MAYOR'S REPORT - The -Mayor attended a meeting concerning the toll road. This was a public meeting regarding the location of this road, presented by VDOT and Bartolemeu, the consultants for VDOT and the county. The town is working on getting a Leesburg termination for this-road. The consultants apparently favor the terminus at the bypass, however, the plans still show alternatives for this terminus. The final decision should be made this fall. Mr. Kelley stated that when the dedication for right of way is made, there is a possibility for a dedication of light rail which could be extended to Leesburg. One of the biggest single factors in determining the terminus of the road 'will be theagreementbetween the town and the county on the alignment of this terminus. Mayor Sevila went on to say that they had met with developers concern- ing an alternate library site for Leesburg. There was a very useful exchange between the developerandmembers present which should be helpful in determining the final site: - - ' • MANAGER'S REPORT Highlighting the activity report, Mr. Minor stated that Keith Kirschnick met today with officials from Richmond America and said there was progress on the Carrvale wall and that this- wall will- be demolished and suitable landscaping put into place very shortly. The paving work around town is underway and almost complete. The Historic District parking•feeris adding money:to the treasury at a slow, but steady pace. The building at .the Wastewater Treatment-plant was occupied by Mr: Shoemaker and his staff recently. The facility is impressive and will be a very efficient workplace. Bonnie Timbers of Berryville, a former employee of the Geological Survey has accepted the position as Administrative Assistant for Mr. Shoemaker. 124 MINUTES OF THE JULY 22, 1987 MEETING The Leesburg Toyota Development plan is shaping up favorably. Several negotiations with VDOT and the developer have resulted in cooperation which will save everyone money in the long run. The second copy of the Hanna-Weber contract was received by the town on Monday. This newest addition does respond to the suggestions that were covered in committee. Mr. Kelley asked that if there is going to be a surplus in the road paving fund, that perhaps the Public Works Department could take a look at the hill at the corner of Loudoun and King Streets and fix the ripple effect that is presently there. Mayor Sevila passed on a questionnaire from the National Trust for Historic Preservation which relates to the National Main Street Program. It asks about efforts for revitalization of the downtown area and how this has affected the retail population. He also received a letter from Governor Balile- soffice regarding the town's nominations to the Emergency Response Advisory Council. At this time they cannot honor these nomina- tions but are asking that they may keep them on file and use them in the future when vacancies occur. LEGISLATION On a motion by Mr.Kelley and seconded by Mr. Tolbert, it was proposed that the following resolutions be considered consent items and be unanimously adopted: 87-143 - RESOLUTION - AUTHORIZING LEASE OF THE STEPHEN DONALDSON SILVER- SMITH SHOP, 14 LOUDOUN STREET, SSW TO RETROSPECT LOUDOUN ARTISANS, INC. WHEREAS, the current lease of the Log Cabin to Retrospect Loudoun Artisans, Inc. expires July 31, 1987; and WHEREAS, this Council desires to extend the lease for an additional one year term, subject to a renegotiated rental rate; and WHEREAS, this Council further desires to publicly rebid the lease of this important historic structure at the termination of the new lease term: THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager shall enter into a one year lease with Retro- spect Loudoun Artisans, Inc. , on behalf of the town, for the Stephen Donaldson Silversmith Shop at 14 Loudoun Street, SW, beginning August 1, 1987, at a monthly rental of $350.00, and with terms and conditions in accordance with the current lease. SECTION II. The manager is further directed to prepare, by March, • 1988, lease and franchise documents for review and approval by this Council to publicly rebid the lease for the Stephen Donaldson Silversmith Shop. 87-144 - RESOLUTION = APPROVING A PLAT OF CORRECTION FOR PHASE Is SECTION 2 FOXRIDGE SUBDIVISION WHEREAS, Section 13-59(e) of the Subdivision and Land Development Regulations requires Town Council approval of cluster subdivisions; and WHEREAS, the final plat for Phase 1, Section 2, of the Foxridge Sub- division, approved by Council Resolution No. 86-205 on September 24, 1986, did not include adequate yard requirements; and WHEREAS, a plat of correction for Phase I, Section 2 that includes adequate yard requirements has been submitted for approval: 125 MINUTES OF THE JULY 22, 1987 MEETING THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: The plat of correction for Phase 1, Section 2, Foxridge Subdivision prepared by Dewberry & Davis and dated June 19, -1987 is approved. 87-145 - RESOLUTIONS - AWARDING CONTRACTS FOR-CHEMICAL SUPPLIES FOR FY 88 RESOLVED by the Council of the Town of Leesburg in Virginia as follows: The manager shall enter into contracts for the purchase of chemical supplies with the suppliers and at the prices shown below: Chemical Vendor Price Chlorine Van Rodgers & Waters $500.00 ton Sodium Hypochlorite Prillaman Chemicals 0.779 gal Calcim Hypochlorite Prillaman Chemicals 104.00 cwt Hydrofluosilicic Acid Prillaman Chemicals 7.80 cwt Hydrated Lime Prillaman Chemicals 116.60 ton Potassium Permanganate Prillaman Chemicals 118.80 cwt Ferric Chloride R.A. Steel Chemicals 204.07 ton Sodium Chlorite Prillaman Chemicals 108.00 cwt Carbon Calgon Chemicals 50.06 cwt 87-146 - RESOLUTION - AUTHORIZING AN AGREEMENT, APPROVING PERMITS AND APPROVING A LETTER OF CREDIT FOR THE POTOMAC CROSSING PLANNED DEVELOPMENT, SECTION II RESOLVED, by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager shall execute on behalf of the town an agreement (Form PC-2) with Gary P. Grimm, Inc. of Fairfax, Virginia for installation of public improvements shown on the plans approved by the Director of Engineering and Public Works for the Potomac Crossing Planned Development Section II. SECTION II. An irrevocable bank letter of credit in a form approved by the town attorney from the United Savings Bank of Vienna, Virginia in the amount of $403,500.00 is approved as security to guarantee installation of the public improvements shown on plans approved by the Director of Engineering and Public Works for the Potomac Crossing Planned Development, Section II_ 87-147 - RESOLUTION - RECEIVING AND REFERRING THE APPLICATION OF BRUCE BROWNELL FOR REVISION OF THE ZONING DISTRICT MAP TO THE PLANNING COMMISSION FOR PUBLIC HEARING UNDER CHAPTER 11, TITLE 15.1 OF THE CODE OF VIRGINIA, AS AMENDED RESOLVED by the Council of the Town of Leesburg in Virginia as follows: The application of Bruce Brownell for revision of the zoning district map, assigned No. #ZM-92, to rezone eight acres from County R-1 to Town R-1 is received and referred to the Planning Commission for public hearing and recommendation under Chapter 11, Title 15.1 of the Code of Virginia, as amended. Aye: Councilmembers Curry, Kelley, Leach, Tolbert and Mayor Sevila Nay: None Absent: Councilmembers Pelkey and Williams 126 MINUTES OF THE JULY 22, 1987 MEETING On a motion by Mr. Curry and seconded by Mr. Kelley it was proposed that the following resolution be considered and adopted as follows: 87-148 _ RESOLUTION - AUTHORIZING AN ARCHITECTURAL SERVICES CONTRACT WITH HANNO WEBER AND ASSOCIATES FOR THE TOWN'S MUNICIPAL GOVERNMENT CENTER/PARKING STRUCTURE COMPLEX WHEREAS, Leesburg's adopted town plan calls for the redevelopment of the downtown municipal parking lot into a new town office/council chambers and parking structure complex; and WHEREAS, this project was included in the last two adopted Capital Improvement Programs; and WHEREAS, a consulting report prepared,by the international planning and engineering firm, Wilbur Smith and Associates, identified an existing downtown parking deficit of 140 long-term spaces and estimated a deficit of 289 long-term spaces and 24 short-term spaces by 1991; and WHEREAS, the Wilbur Smith and Associate's report recommendsa 311 space, three level parking structure to be constructed on municipally owned property downtown, as well as conversion of the Liberty Street Shop_ _ property to a 120 space gravelled facility; and n. WHEREAS, a public hearing was held on the Wilbur Smith and Associates report on November 19, 1986; and WHEREAS, the present 4,700 square-foot town office, a former auto- mobile showroom and garage, was placed in use as the town office in 1969, when the town's population was under 4,800 residents; and WHEREAS, administrative and legislative space requirements for the town are estimated to exceed 28,000 square feet by 1995; and r. WHEREAS, departments previously headquartered in the town office are now divided among four separate._locations; and WHEREAS, this Council accepted a $34,100 grant from the National Endowment for the Arts to sponsor a design competition to attract entries from across the nation to provide alternative design solutions to the town's parking structure and municipal office space needs within the context of the town's historic district; and WHEREAS, the design program for the competition was reviewed and adopted by this Council; and WHEREAS, the design competition jury, which included three award winning, nationally recognized architects and an historic preservation specialist, selected the design submitted by Hanno Weber and Associates of Chicago, Illinois, as the first place entry, giving this firm exclusive negotiating rights with the town for a design, contract; and WHEREAS, the winning design and other award. winners were on public display in the Council Chambers for six days; and WHEREAS, Hanno Weber made two presentations before,the public to describe the design concepts. of his winning entry; and WHEREAS, the architectural services contract will include schematic design for Loudoun Street retail/office infill development to appropriately screen the Loudoun Street elevation of the parking structure, generate additional revenue to fund the project, and better compliment the .Historic Log Cabin and other structures along Loudoun Street; and WHEREAS, the proposed contract will permit refinement of the elevations for subsequent review by this Council; and 127 MINUTES OF THE JULY 22, 1987 MEETING WHEREAS, this Council concurs with the competition judges that this design will provide a landmark quality municipal center for Leesburg's administrative and legislative functions compatible with the diverse architecture of the historic district, the site of Leesburg's government since its incorporation in 1758; and WHEREAS, the adopted budget for FY 88 appropriated $6.2 million for this project: THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: The manager is authorized and directed to execute a lump sum contract in the amount of $505,000 plus expenses for architectural services including schematic design, design development, construction documents, as well as construction bid and interior design services for the downtown municipal government center/parking structure complex, in the form transmitted to the Council on July 20, 1987, subject to any technical revisions required by the town attorney. Mayor Sevila asked Mr. Minor to give an executive summary of this contract. He reported that it was felt that the historic element of this project be documented in legislative form. The jury unanimously recom- mended Hanno Weber after three days of deliberations. Mr. Weber has been to Leesburg twice to make public presentations and to walk the Council through his design concept. The design objectives of the Council and town were discussed at the committee level. The scope of services was also discussed with Mr. Weber. He submitted a contract and staff addressed their concerns with the contract. After further discussion with Mr. Weber, the concerns were addressed and the present contract was submitted. Some important things added to the contract were the Loudoun Street elevation, allowing space for retail buildings; making sure that there are design alternatives; revision of the construction schedule; consulting for the project; and errors and omissions insurance. Mayor Sevila asked whether this was a lump sum contract or a phased one. Mr. Minor said it is lump sum, however if services beyond the scope of the contract are required, there would be increases in this sum. There will be items that arise that will require additional consulting services. Mr. Kelley said that he has always been supportive of the new municipal office but not of the parking structure. Because of this he will have to vote against this. Aye: Councilmembers Curry, Leach, Tolbert and Mayor Sevila - Nay: Councilmember Kelley - Absent: Councilmembers Pelkey and Williams - - Mayor Sevila asked that Mr. Tolbert chair the discussion of the vote on the next items since he has a conflict of interest with it. On a motion by Mr. Kelley and seconded by Mr. Curry, the following resolution -was proposed and adopted as follows: 87-149 - RESOLUTION - AUTHORIZING A CONTRACT WITH COMMONWEALTH PETROLEUM FOR THE PROCUREMENT OF PETROLEUM PRODUCTS WHEREAS, on May 15, 1987, bids were received from petroleum product vendors to supply the town with #2 fuel oil, #2 diesel fuel, regular gaso- line and unleaded gasoline; and WHEREAS, of the bids received, Commonwealth Petroleum of Middleburg, Virginia was the lowest responsible bidder: THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: - 128 MINUTES OF THE JULY 22, 1987 MEETING • SECTION I. The manager is authorized to execute a contract with Commonwealth Petroleum to supply the town with petroleum products from August'1, 1987 to July 31, 1988. • SECTION II. The contract provides for a one-year'renewal at the option of the town upon expiration of the one-year contract on July 31, 1988. Director of Finance Paul York said that the County had investigated Commonwealth Petroleum who was the lowest bidder for this service-to both the town and the county. The county has since approved their contract with Commonwealth and there is no reason why the town should not approve their contract either. All bid specifications and 'requirements were met and there is no -reason to 'delay this-any furthet: • Aye: Councilmembers Curry, Kelley, Leach and Tolbert Abstain: ' "Mayor Sevila ' Absent: Councilmembers Pelkey and Williams On a motion by Mr. Kelley and seconded by Mr. Leach, the following resolution was proposed and adopted as follows: • 87-150'- RESOLUTION - INITIATING AMENDMENTS TO-THE SUBDIVISION AND LAND DEVELOPMENT REGULATIONS REGARDING THE DEVELOPMENT REVIEW PROCESS WHEREAS, the Town Council has determined that revisions to the Sub- division and Land Development Regulations are necessary in order to improve the standards for the review and approval of subdivisions and development plans within the Town of Leesburg; and WHEREAS, the town staff has met with representatives of the Northern Virginia development community to solicit their comments on the Subdivision and Land Development Regulations; and WHEREAS, it is the intent of this Council to establish an effective and efficient development review process: THEREFORE, RESOLVED by the Council of the Town of Leesburg•in Virginia as follows: SECTION I. The draft amendments to the Subdivision and Land Develop- ment Regulations dated July 17, 1987, regarding the development review process, are hereby initiated. SECTION II. A public hearing at which persons affected by or interested in these amendments may appear and present their views shall be held beginning at 7:30 p.m. or as soon thereafter as the matter may be reached on September 23, 1987 in the Council Chambers, 10 Loudoun Street, SW, Leesburg, Virginia, and in compliance with Section-15.1-431 of the Code of Virginia this hearing shall be a joint public hearing of both the Planning Commission and Council. The Clerk shall give notice of this hearing and the Council's intention to adopt these amendments on September 3 and 10, 1987 and advise the Planning Commission of the purposes, time and date of the hearing. SECTION III. Proper public notice shall be given indicating that the adoption of these regulations will result in establishing a revised fee schedule for certain plans. SECTION IV. The Planning Commission shall report its recommendation to the Town Council on the proposed amendments within 30 days of the public hearing. Mr. Curry was concerned about the timing of the final decision requested by the Planning Commission. 129 MINUTES OF THE JULY 22, 1987 MEETING Mr. Minor stated that the Planning Commission would have ample time to review these amendments and that the 30 day time frame would only be after the public hearing. - Aye: Councilmembers Curry, Kelley, Leach, Tolbert and -Mayor Sevila Absent: Councilmembers Pelkey and Williams NEW BUSINESS I On a motion by Mr. Kelley and seconded by Mr. Tolbert, the following resolution was proposed and adopted as follows: - - 87-151 - RESOLUTION - AUTHORIZING AN AGREEMENT AND APPROVING A PERFORMANCE BOND AND WATER AND SEWER EXTENSION PERMITS FOR ROXBORO SUBDIVISION, SECTIONS 2 AND 3 - - RESOLVED, by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager shall execute the contractfor public improve- ments (PC-2) with Roxboro Chase Limited Partnership shown on the plans approved by the Director of Engineering for Roxboro Subdivision,. Sections 2 and 3. - - SECTION II. The extension of municipal water and sewer works for Roxboro Subdivision, Sections 2 and 3 are approved in accordance with Sections 15-9 and 19-18 of the Town Code. SECTION III. An irrevocable bank letter of credit in a form approved by the Town Attorney from United Savings Bank in Vienna, Virginia in the amount of $402,000 is approved as security to guarantee installation of the public improvements shown on plans approved by the Director of Engineering for Roxboro Subdivision, Sections 2 and 3. Aye: Councilmembers Curry, Kelley, Leach, Tolbert and Mayor Sevila Absent: Councilmembers Pelkey and Williams On a motion by Mr. Kelley and seconded by Mr. Tolbert, it was recommended that the resolution authorizing an agreement, approving a per- formance guarantee for installation of public improvements and approving water and sewer extensions for Section 3, Foxridge Subdivision be proposed and adopted by Council. Mr. Curry stated that he was not familiar with this and made the motion that this be referred back to the Finance and Administration and Utility and Public Works Committees for further consideration. The motion was seconded by Mr. Leach. Aye: Councilmembers Curry, Kelley, Leach, Tolbert and Mayor Sevila Absent: Councilmembers Pelkey and Williams On a motion by Mr. Kelley and seconded by Mr. Tolbert, the following resolution was proposed and adopted as follows: 87-152 - RESOLUTION - AUTHORIZING AN AGREEMENT, APPROVING A PERFORMANCE GUARANTEE FOR INSTALLATION OF PUBLIC IMPROVEMENTS AND APPROVING WATER AND SEWER EXTENSIONS FOR BATTLEFIELD PARKWAY PHASE I, FIELDSTONE AT EXETER RESOLVED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager is authorized to execute on behalf of the Town an agreement (Form PC-2) with Pulte Home Corporation of McLean, Virginia for installation of public improvements shown on the plans approved by the Director of Engineering and Public Works for Battlefield Parkway Phase I. 130 MINUTES OF THE JULY 22, 1987 MEETING SECTION II. The extension of municipal water and sewer works for Battlefield Parkway Phase I is approved in accordance with Section 15-9 and 19-18 of the Town Code. SECTION III. An irrevocable bank letter of credit in a form approved by the town attorney from First American Bank of Virginia in the amount of $847,522 is approved as security to guarantee installation of the public improvements shown on plans approved by the Director of Engineering and Public Works for Battlefield Parkway, Phase I. ' Mr. Curry asked if this amount- was adequate -to cover the required improvements. Mr. Mason responded that yes, it was: Aye: Councilmembers Curry, ,Kelley, Leach, Tolbert and Mayor Sevila Absent: Councilmembers Pelkey and Williams ' Mr. Minor stated that he wanted to thank the Council, on behalf of the town employees, for their willingness to provide the staff with new quarters through their support of the new municipal office building complex. Mayor Sevila, on behalf of Council, thanked staff for their expertise in the entire design competition and finalization of the contract for this municipal center. The motion was made and duly seconded to adjourn this meeting. Mayor Clerk of uncil