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Home My Public Portal About1993_05_18SPECIAL MEETING MINUTES OF THE LEESBURG TOWN COUNCIL MAY 18, 1993 A special meeting of the Leesburg Town council was held on May 18, 1993, beginning at 5:15 p.m., in the second floor Councilmemmber's meeting room, 25 West Market Street, Leesburg, Virgnia. Notice having been delivered to all members of the Council prior thereto. The purpose of the meetingwas to discuss authorizing a contract for legal and public notice advertising and the acquisition of property for expansion of the town's utility system. The site visit to Harper Park was cancelled due to the weather. The meeting was called to order by the Mayor. ROLL CALL Councilmembers present George F. Atwell (Absent) Georgia W. Bange Ronald W. Blake Joseph R. Trocino Kristen C. Umstattd William F. Webb (arrived at 5:28 p.m.) Mayor James E. Clem Staff members present Town Manager Steven C. Brown Director of Utilities Randolph W. Shoemaker Deputy Town Attorney Deborah Welsh Clerk pro tern Mary Mack Mr. Brown stated that there are two pieces of legislation prepared, one for awarding the contract to Leesburg Today and the other awards the contract to the Loudoun Times-Mirror. This matter was on the agenda for the last Council meeting. Mayor Clem then asked for discussion on this matter from those members of Council present. Councilmember Umstattd stated that she feels competition between newspapers is healthy, she feels she cannot ignore the $.09 a word bid by the Loudoun Times-Mirror and that it will be a lot cheaper to go with the Times-Mirror. Even looking at price per word per household the Times-Mirror bid is still a lot cheaper with the lower rate. She acknowledged Leesburg Today's argument that without the competition the rate would not have been lowered that much. Councilmember Blake stated that Council has been looking at two basics, one being price and the other circulation. He stated that from reading the bids he believes the Times-Mirror reaches a little over 30 percent of the total households in Leesburg, where Leesburg Today reaches almost the entire town, in other words a 67 percent difference in the coverage. He stated he will have to go with the Leesburg Today bid. Councilmember Trocino stated he is also persuaded by Mr. Blake's argument because his main interest is that everybody gets a chance to read these notices, and while the cost per word is higher, the penetration is better with Leesburg Today. He stated he would support a motion awarding the contract to Leesburg Today. Mayor Clem asked Mr. Brown about the amount of money spent on postage for mailing notifications, and if the Council goes with penetration could some of these notifications be stopped. Mr. Brown stated that some notifications are required by State Code and others by Council policy and that he would not propose to suspend those notifications. Mayor Clem asked for further information on required versus voluntary notifications. Mr. Trocino stated again that his highest priority is for the amount of penetration, especially because of incidences where public notices did not reach a large number of property owners; and while there will always be some people who are not aware, the chances of reaching more people are greater with greater circulation. It would seem to be in the public interest to pay a little more to feel reasonably comfortable that everybody has received notice, because in the instance of ordinance changes the only notification is by public ad. Mayor Clem asked what amount is currently being paid. It is $0.31 per word. Councilmember Webb stated he would agree with Mr. Trocino's remarks. Mayor Clem summarized the discussion for Councilmember Webb. Mr. Webb stated he agrees that there is better circulation with Leesburg Today. · Councilmember Blake cited instances where people have said they did not get the information because they do not get the Times-Mirror and therefore with the penetration of Leesburg Today this problem may be remedied. MOTION On motion of Mr. Blake, seconded by Mr. Webb, the following resolution was proposed and adopted. 93-96 - RESOLUTION - ALrFHORIZING A CONTRACT FOR LEGAL AND PUBLIC NOTICE ADVERTISING WHEREAS, on October 27, 1992, the Leesburg Town Council passed a resolution authorizing the release of an Invitation for Bids to contract for town legal and public notice advertising; and WHEREAS, on February 23, 1993, the Town Council rejected bids and requested that this issue be rebid for COnsideration; and WHEREAS, Town Council reviewed the two bids received and has determined the most responsive and responsible bid; and WHEREAS, the Town Council has determined that the town's legal advertising and public notices must reach as large of a percentage of town citizens as possible and that the cost per Leesburg household per ad is less. THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia as follows: SECTION I. The manager is authorized to enter into a contract with Leesburg Today to provide the town with legal and public notice advertising. SECTION II. The contract will incorporate by reference aH of the requirements and conditions specified in the Invitation for Bids and subsequent addenda. SECTION III. The performance period of this contract shall be from the date of Town Council award until one year thereafter and upon written agreement of both parties, the performance period may be extended by the town for up to four consecutive one year periods. VOTE Aye: Councilmembers Blake, Trocino, Webb and Mayor Clem Nay: Councilmember Umstattd Absent: Councilmember Atwell Abstain: Councilmember Bange DISCUSSION Ms. Umstattd pointed out that the Times-Mirror circulation appears to be 7,265 within the Town of Leesburg and Leesburg Today appears to be 11,493, which makes the Times-Mirror circulation 63 percent of Leesburg Today's within the Town, but on a cent per word per home, Leesburg Today is about 50 percent higher. She stated her respect for Leesburg Today she will have to vote for the Times-Mirror based on fiscal reasons. Mr. Trocino stated it is a difficult choice but the penetration is a higher priority for him and he will vote in favor of the motion. In this particular case, the test of money only is not sole consideration. Mr. Webb stated he agrees with Mr. Trocino because the greater circulation is needed. The vote on the resolution is shown below: MOTION Mr. Blake made the following motion: Pursuant to Section 2.1-344 of the 1950 Code of Virginia, as amended, I move that the Leesburg Town Council convene in Executive Session. The authority for this Executive Session is found in Section 2.1-344A subsection (3) of the 1950 Code of Virginia, as amended. The purpose of this Executive Session is to discuss the acquisition of property for the extension of the water treatment facility. Deputy Town Attorney, Deborah C. Welsh, Randy Shoemaker and Steven C. Brown are requested to remain for the meeting. The motion was seconded by Councilmember Webb. VOTE Aye: Councilmembers Bange, Blake, Trocino, Umstattd Webb and Mayor Clem 5/18/93 -2- Absent: Councilmember AtweH MOTION On motion of, and duly seconded the following motion was made: I move that the Executive Session be adjourned, that the Leesburg Town Council reconvene its public meeting and that the minutes of the public meeting reflect that no formal action was taken in the Executive Session. VOTE Aye: Councilmembers: Bange, Blake, Trocino, Umstattd, Webb and Mayor Clem Nay: None Absent: Atwell MOTION On motion of, and duly seconded, the following resolution was proposed and adopted: 93-97 - RESOLUTION - CERTIFYING EXECUTIVE SESSION OF MAY 18, 1993 WHEREAS, the Town Council of the Town of Leesburg, Virginia, has this day convened in Executive Session in accordance with an affirmative recorded vote of the Leesburg Town Council and in accordance with the provisions of the Virginia Freedom of Information Act: NOW, THEREFORE, BE IT RESOLVED that the Leesburg Town Council does hereby certify that to the best of each member's knowledge, 1) only public business matters lawfully exempted from open meeting requirements under the Freedom of Information Act were discussed in the Executive Session to which this certification applies; and 2) only such public business matters as were identified in the Motion by which the said Executive Session was convened were heard, discussed or considered by the Leesburg Town Council. VOTE Aye: Councilmembers: Bange, Blake, Trocino, Umstattd, Webb and Mayor Clem Nay: None Absent: Atwell MOTION On motion of Mr. Webb, seconded by Ms. Bange, the following resolution was proposed and adopted. 93-98 - RESOLUTION - APPROVING THE PLAT DESCRIBING PROPERTY TO BE DEDICATED TO THE TOWN FOR THE PURPOSE OF EXPANDING THE WATER TREATMENT FACILITY RESOLVED by the Council of the Town of Leesburg in Virginia as follows: The configuration of the property to be dedicated to the town for the purpose of expanding the water treatment facility as set forth in the attached plat prepared by the LCSA described as Exhibit 1, dated May 18, 1993, by the town manager, which shows Parcel B, a total of 9.9399 acres, is hereby approved. VOTE Aye: Councilmembers: Bange, Blake, Trocino, Umstattd, Webb and Mayor Clem Nay: None Absent: Atwell MOTION On motion of, and duly seconded the meeting was adjourned. VOTE Aye: Councilmembers: Bange, Blake, Trocino, Umstattd, Webb and Mayor Clem Nay: None Absent: Atweli Clerk of Cour~cil fJames E. Clem, Mayor 5/18/93 -3-