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HomeMy Public PortalAbout1992_09_15323 SPECIAL MEETING MINUTES OF THE LEESBURG TOWN COUNCIL SEPTEMBER 15, 1992 0 Z A special meeting of the Leesburg Town Council was held on September 15, 1992, at 5:30 p.m., in the second floor Councilmember's meeting room, 25 West Market Street, Leesburg, Virginia. Notice having been delivered to all members of the Council prior thereto. The meeting was called to order by Mayor Clem. ROLL CALL Councilmembers present George F. Atwell Georgia W. Bange Ronald W. Blake Joseph R. Trocino Kristen C. Umstattd William F. Webb James E. Clem, Mayor Staff members present Town Manager Steven C. Brown Mr. Chuck Thornton, representing Leesburg Renaissance Incorporated (LRI) addressed the Council stating Mr. Bruce Roberts was not able to attend the meeting this evening. He reviewed the Plan for the 90's which was presented to the Council last week and stated that LRI win comply with Councilmember Atwell's recommendations. He stated that Mr. Atwell has reviewed LRI's books. LRI represents more than special events. LRI coordinates year round programs. The town's contribution is used for operating costs. The profits from the special events will erase LRI's debt. Mr. Louis Cable, addressed the Council stating that LRI needs to broaden it's base. He stated that Leesburg Haunting is going well and planning is underway for other events. He reported that the budget was distributed last night. Advertising is off to a good start. Mr. Thornton stated that funding for LRI also comes from private sources - Leesburg Haunting, Flower and Garden Festival, and Taste of Leesburg - actual or in-kind services, and merchant participation. He stated that the LRI Executive Director is a justified position. Mr. Thornton than introduced Alex Green, Tom Galloway, Kevin Wright and Sue Webb. ~ welcomed Mr. Cable and apologized for the turmoil. He stated that the town needs a central clearinghouse and that LRI could be it. He expressed concern that LRI never took off in accordance with it's bi-laws and that LRI was to support the whole Town of Leesburg but could not reach outside centers. One person can't do it all. Councilmember Trocino stated that at the Council's last meeting three or four groups appeared supporting tourism and activities in the town. We need to support special events and activities to attract tourists. We need a central clearinghouse with the town or LRI. We have the creme of the crop on the LRI Board. Now that we are overseeing LRI more closely the Council should stand by it. Mayor Clem stated that it is embarrassing that it has gone this long with no conclusion. Councilmember Atwell stated that there is a role for a special events coordinator within the town. We do need such an organiTation. ~ offers more internal control, different procedures, improvements over before. We need to ensure that events are carried out properly and for the town's benefit. We need to know more about Mr. Cable's background. Do we want a public/private orgsniTation? Of the town's contribution of $33,000.00 most of it is used for salary. Do we want the person on town st~ff or with a public/private organization? Volunteerism versus paid. It seems apparent that the business people are cooperating better with LRI. Until people can work together there will be no effective LRI. Will the Antique Guide be sufficient? Councilmember Bange stated that the people of LRI are honorable, good b~tsi~ ~ he][/i~/-~g ti~ town, serious and hone~ hard workers. The recent public/ty/s unfortuu~$e. 324 Number one we need a healing - cohesiveness - divided we fall. Regardless, we must be in a planning process. The special events committee should be given an opportunity to report back to the Council on a plan for the fu~x~.2~l a financial accounting from everyone. She expressed concern about salaries being paid 100 percent by the town. We need one person to have their finger on everything. Everyone needs to~o_ ,R~e together. '~ ~ Councilmember Umstattd stated that she would prefer a fun time town employee. Mr. Cable is working for a reasonable price. She questioned what happened to the $20,000 allocated for advertising. Does LRI intend to pay back the amount mistakingiy used? Is the $20,000 being spent for the advertising program? Mr. Galloway read from a prepared advertising budget and stated that Councilmember Atwell, as well as, Mayor Clem have verified it. Councilmember Webb stated that the original plan was to give $33,000.00 to LRI in matching funds. LRI was supposed to raise $10,000 and then receive Council approval. He stated that he did not want to give monthly payments to LRI. He wants one organization in control. If the Leesburg business people are not willing to match taxpayer's money then he could not vote to give any funds. LRI needs to raise funds on it's own. Some events should be held somewhere other than the downtown. Downtown streets should not be closed. Councilmember Blake stated that strong direction needs to be given - there are four or five groups working toward the same effort. The special events committee is fine but we need to determine who is running the show. LRI's Board of Directors is working hard and showing new initiative. He stated that LRI meets the need and he will support it. Mayor Clem stated that all the groups have belief in Leesburg. We need to have one group speak for Leesburg. We need the board to have one representative from every shopping center. The special events committee needs guidance and the freedom to come back to the Council with ideas. We are going to put closure on these items. There has been no misuse of funds. How does LRI plan to meet the matching funds without dues? How does LRI plan to pay back the debt and the director with out good fund raising?. We need one group to speak for the downtown - who is it going to be? We can't pay bills with in-kind donations. Mr. Cable addressed the Council providing his background. Mr. Galloway provided the Council with the history of LRI, matching funds, memberships and donations. The events were not timed appropriately so the Council approved monthly contributions. We have tried events outside downtown Leesburg - Jazz Festivals. We tried to educate in the area of customer service. Councilmember Webb stated that if the Council wants the manager to be a town employee than the $33,000 contribution should be reduced. Councilmember Trocino stated that the town is looking for a long range vehicle/coordinator. We need to give LRI a chance - if it is going to fall we will find this out this year. Everyone is having difficulties. Councilmember Atwell concurred with Mr. Trocino. With these economic conditions there is a high level of frustration - no continuity. What are the town's expectations? Do we expect LRI to bring customers or people for entertainment/tourism? LRI is the group to promote Leesburg. We should determine the rules for matching funds and in-kind contributions. Mayor Clem stated these are great expectations but each event should have it's own small committee or one person to take responsibility. Leesburg should strive for quality. We have to coordinate with the shopping centers. Councilmember Webb stated that stores in Leesburg should have uniform hours - they still have bankers hours. Councilmember Bange stated that the town needs someone who will heal and who will actively recruit people. August Court Days should be the only event to close the streets. A percentage should be set for in-kind services. Ms. Bange supports giving LRI a chance. Councilmember Umstattd stated that LRI should be given detailed instructions - there is a lack of a direct mission. MOTION 325 Councflmember Trocino moved to continue LRI funding at the present level, that the allocated expenditure be continued for this fiscal year, that LRI continue to provide financial accountability and business oversight al~l~Im$-discussions continue during the budget process. The motion was aecc~d~ ed by Councilmember Bange. ~ ~ VOTE Aye: Councilmembers Atwell, Bange, Blake, Trocino, Webb and Mayor Clem Nay: Councilmember Umstattd James E. Clem, Mayor Clerk of Council