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HomeMy Public PortalAbout2000_03_27 COUNCIL WORKSESSION March 27,2000 Council Chambers, 25 West Market Street, 7:00 p.m. Mayor Clem presiding. Councilmembers Present: George F. Atwell, Mervin V. Jackson, Leonard McDonald, B. J. Webb, Robert Zoldos and Mayor Clem. (Ms. Umstattd was not present for this meeting.) Staff Members Present: Paul York, Acting Town Manager, William E. Donnelly, Town Attorney, Director of Engineering & Public Works Thomas A. Mason, Director of Planning, Zoning and Development Michael Tompkins, Director of Utilities Randy Shoemaker, Zoning Administrator Brain Boucher, Director of Personnel Nancy Fixx, Consultant Jay Lambert, Chief of Police Joe Price, Major Mike McVeigh, and Acting Clerk of Council Mary Mack.. Mayor Clem recognized Ann Wall of the Tree Commission. She addressed the Council to ask for their assistance in their proposed planting project in the area of the flyover on East Market Street. She explained that the Council's endorsement is needed in order for them to apply for the necessary VDOT permit. She further explained that the original project will be funded through the Tree Commission's existing budget but that ensuing years their would be $400 needed for care and maintenance of the project within the VDOT right-of-way. Councilmember Zoldos asked for the Council's support on this, explaining that this is the beginning of a project for the eastern gateway to Leesburg. Mayor Clem asked Mr. York to take care of this request. AGENDA ITEMS 1. A2enda for Council Meetin2 of Tuesdav. March 14.2000: Brian Boucher briefly reviewed the proposed Zoning Ordinance Amendment scheduled for public hearing at tomorrow's meeting. He stated that the Planning Commission has recQmmended approval of this ordinance amendment and further explained that it will be handfed on a case by case basis as a special exception. Tom Mason reviewed the reduction of the performance guarantee for Greenway Farm, Section 8. He reported that everything is in order for this reduction to be made. He con- firmed that they are satisfied with the work completed to date. Randy Shoemaker reviewed the contract award to General Excavation, Inc. He stated that they have not previously worked with this company, but that they have checked references and all responses have been favorable. This project is replacement of certain 2" and 4" waterlines in town. Paul York explained the need to authorize the issuance of a request for proposal and competitive negotiation for the procurement of property and casualty insurance and stated that this is standard procedure. License A2reement for Waterline at 107 and 109 Royal Street. S.W. COUNCIL WORKSESSION MINUTES FOR 3/27/2000 Page # 2 Providing the supply lines for the internal sprinkler system required by the Fire Marshal's office caused the problem under consideration tonight. Mr. Mason explained this rather unusual request for an easement, but the Town Attorney has recommended a license agreement in lieu of an easement. Ms. Webb asked how this building got so far along without this problem coming to light? Mr. Mason agreed that this problem should have been resolved sooner rather than later and now everyone is playing catch up. He stated that the work was done without anybody's permission from the Town. Mr. Mason stated that they do not have a permanent occupancy permit and will not have it until the fire protection is in and in its permanent location. Mr. Mason confirmed that this building is a recent renovation and will be used for offices and residential. Paul Reimers of PR Construction was present and stated that this is a snafu and that it is his responsibility. Mr. Zoldos confirmed that type of connection proposed for the front of the building. Ms. Webb stated a concern for setting precedent, but was told that this is a rather unique situation for this particular building. Ms. Webb moved that the Town Attorney develop a suitable license agreement for 107 and 209 Royal Street, S.W. This motion was seconded by Mr. Zoldos and approved unanimously. Status Report on Elementary School Site and Shenandoah University Paul York reported that a meeting was held last week to discuss the acquisition of an elementary school site. He stated that the school staff has indicated a need for a 55-acre site northeast quadrant and they are in the process of acquiring that site. There was discussion regarding the size of the site. Mr. York said they indicated the size of the site is to accommodate an elementary and a middle school. Mike Tompkins confirmed that they think they have found an elementary school site but th~y are not willing to disclose this information at the present time. The Council also questioned the need for a 55-acre site versus a 15 or 20 acre site for an elementary site. There was concern for the number of acres under con- sideration and the need for another middle school in that quadrant. Councilmember Atwell stated he feels that he is not aware of what is going on regarding provision of this site and called for better communications with more dialogue with the school board and urged that the Council needs to be better informed in order to make decisions regarding this matter. Everyone agreed that this is a problem. Mr. Zoldos stated a need for trailers as an interim measure to alleviate the over-crowding. Councilmember asked Mr. Tompkins to provide numbers of housing units proposed for this area. Mayor Clem called for contact with the school board to set up a meeting with the Town, the School Board and the Board of Supervisors to shed light on the needs and the expectations of the Town. 2 COUNCIL WORKSESSION MINUTES FOR 3/27/2000 Page # 3 With regard to Shenandoah University, Mr. York reported that the Town staff is working to expedite location of a site. Ms. Webb stated that no agreements have been signed at this time. Reverend Riley's Petition for relief from the $250 "tent permit fee" Mr. York explained that at the present time the ordinance calls for this fee and there is no relief for it. Mr York said that there is a recommendation to evaluate the fee and determine if this fee is reasonable. Zoning Administrator Brian Boucher was present and stated that the ordinance could probably be crafted to have a reduction in fees, but that even at a minimum the fee would be $100 and that would only be for certain uses. He pointed out that in the instance of a more intense use, the $250 fee is certainly justified, pointing out the need for additional services with regard to traffic control, etc. On motion of Mr. Zoldos, seconded by Mr. McDonald, the Council voted unanimously to have staff prepare a staff report regarding this matter, upon conferring with the Town Attorney. Request for Scholarships for students to travel and study abroad There was discussion that these types of funds need to be budgeted and there is a concern for using taxpayer funds for these type of expenses. It was agreed that there is a need for some solid policy to deal with these type of requests in the future. Ms. Webb asked if there is any Uran money that might be considered? Mr. York stated he would look into it. Mr. Zoldos agreed that there is a need for policy. Mr. Atwell said he was uncomfortable with this use of public funds. Mayor Clem asked Mr. York to review the financial situation and report back. Mr. Jackson said he feels it should be a budgeted item. Strategic Plan Dates - July 26-28. 2000 Mr. York reported that Mr. Noe has asked that this item be deferred until the next work session. Mervin Jackson reported on attending a meeting with residents of Woodlea and stated that they are interested in when the Crestmont matter will be coming back to Council. Discussion of DMG-Maximus Police Department Management Study Paul York introduced Mr. Richard Brady of DMG-Maximus for a discussion and questions from the Council regarding their study. There were questions from Council. Mr. McDonald stated he is still looking at the study. Mr. Zoldos had a question regarding performance measurement. Mr. Brady explained their position regarding this matter. Ms. Webb particularly asked what finding from the study needs to be funded 3 COUNCIL WORKSESSION MINUTES FOR 3/27/2000 Page # 4 immediately. Mr. Brady's reply was management and line training. He also spoke of the need to resolve the staffing of the communications division. There was discussion regarding the use of laptop computers and how they can significantly impact accessibility to federal state and local information regarding criminals. Mayor Clem then recognized Chief Price who stated he has read the study and spoke of a need for an action plan that he hopes to have in the not too distant future. He stated he feels that the report is an excellent tool for the department to go forward. He stated that they also hope to have a new procedures manual that can be easily codified. Chief Price stated that use of the laptops in the cruisers is a great tool and does produce needed information in very short periods of time. The meeting adjourned at 8:25 p.m. ~"'-';t R mA~ Mary . Ma , Actmg Clerk 4