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HomeMy Public PortalAbout2000_08_07 COUNCIL WORKSESSION August 7, 2000 Council Chambers, 25 West Market Street, 7:00 p.m. Mayor Webb presiding. Councilmembers Present: Mervin Jackson, Leonard McDonald, David Schmidt, Kristen Umstattd, Robert Zoldos and Mayor Webb. Councilmembers Absent: George Atwell Staff Members Present: Bob Noe Town Manager, William Donnelly Town Attorney, Deputy Town Manager Phil Rodenberg, Director of Engineering and Public Works Tom Mason, Director of Planning, Zoning and Development Michael Tompkins, Director of Finance Paul York, Director of Utilities Randy Shoemaker, Economic Development Director John King, Purchasing Officer Kathy Elgin, Zoning Administrator Brian Boucher, Planners Kristie Lalire and Delane Parks and Clerk of Council Judy Ahalt AGENDA ITEMS 1. Aaenda for Council Meetina of Auaust 8, 2000 Councilmember Zoldos asked if any of the consent items for time extensions would affect current homeowners. Tom Mason responded that most of them are in the County. Councilmember Zoldos asked whether 95% buildout would be reached prior to the Bradfield Drive extension? Tom Mason stated they are currently 86% and one year is the maximum extension. Councilmember Zoldos asked if this is the last time extension of the cable franchise? Phil Rodenberg commented that the corporate attorneys for Adelphia have some issues with right-of-way and transfer. He added the Cable Commission has not voted on the franchise document and there are no changes to be made on the ordinance document. Councilmember Zoldos asked if Wireless Communications was the only bidder for the support and maintenance of the public safety radios? Kathy Elgin verified it is the continuation of an existing contract and is being extended as sole-source procurement. Councilmember Schmidt asked if there is a stipulation that the Meade DrivejGreenway Connection be opened before the WoodleajBradfield Drive connection. Tom Mason said the developer does not want to open the connection until all the homes are built and the streets are turned over to the Town. Mayor Webb asked for an update on the Leesburg Commons public hearing scheduled for tomorrow night. Town Council Work Session Minutes for August 7,2000 Page 2 Michael Tompkins stated that the County has taken issue with an eight-day notification of public hearing. Therefore, the applicant, Peterson Companies has chosen not to proceed and will reschedule the public hearing for September 12th. a. Initiatino amendments to the Leesburo Zonino Ordinance and Zonino District MaD to eXDand the Historic Over (H-l) District. Brian Boucher, Zoning Administrator, addressed Council recommending Edwards Ferry Road (2 houses) and S. King Street be included in the H-1 overlay district. Council member Umstattd asked if we are certain that the proposed properties want to be included in the district? Mr. Boucher stated that as part of the review process of this amendment property owners would be contacted. b. AdoDtino the Viroinia Public Procurement Act and attached Procurement Policv Manual as the Drocurement Dolicv for the Town. Paul York, Director of Finance, outlined the town's procurement policy. He stated by adopting the VA procurement act as the Town's procurement policy in combination with the procurement policy manual there would be no need to change our procurement policy every time the State changes the procurement act. Small purchases will be covered by the supplement of the procurement policy manual. She highlighted the format of the policy, the biding limits and the contracting authority. One proposed changed would give the town manager authority to sign off on up to $100,000 for budgeted items. Councilmember Schmidt verified that the $100,000 threshold would only apply to budgeted items; Council will review non-budgeted items. Councilmember McDonald asked what if the item is more than budgeted amount? Mr. York stated that it will be reviewed by Council if not covered in the operating budget. 2. South Kino Street Under Groundino Utilities - Status ReDort Tom Mason reported that utilities companies have been contacted and will be charging $5,000 each for the updated cost estimate. He outlined other potential charges. He added that the transformer boxes, cable television and telephone boxes will be in the front yards of the homes, and new easements from the homeowners will have to be obtained. He asked if it is the desire of Council to go forward with an updateD cost estimate from the utility companies? Town Council Work Session Minutes for August 7, 2000 Page 3 Mayor Webb asked if it is typical for the town to pay for the upgrades to residents? Mr. Mason said to his knowledge it has not been paid for by the Town in the past. Councilmember Schmidt questioned whether the fiber optic cable conduit is included in the estimate. Mr. Mason stated that his estimates do not include fiber optic. Councilmember Schmidt suggested savings by sharing of conduit by the utility companies and sharing of transformer boxes by the homeowners. Councilmember Umstattd commented that changing the streetlights would help beautify the area. Mr. Mason pointed out that the existing ones would remain. Mr. Zoldos suggested that cable television conduit costs should be negotiatable. Also, if we wait to do the under grounding the costs will increase. Councilmember McDonald expressed concern with the loss of trees in the project. He stated that he would be in favor of the fiber optic conduit being installed and the installation of acorn lamps. Mayor Webb asked staff get a consensus from the homeowners as to whether they are willing to have utility boxes in their front yards and whether a utility easement will be granted. Mr. Noe expressed concern with setting a precedent by under grounding utilities. It was agreed that Mr. Mason would return to Council with a report in October after information is gathered from the homeowners. 3. Pavina at the Rescue Sauad on Catoctin Circle, SE. Mayor Webb abstained from discussion on this matter and the meeting was turned over to the Vice-Mayor Umstattd. Vice-Mayor Umstattd discussed a letter from the volunteer rescue squad requesting that town crews perform repairs to their driveway at 143 Catoctin Circle SE. Tom Mason stated the Town has not used town crews on private property suggesting possibly piggybacking on a town contract as was done at the fire department. Another option would be to make a donation to the rescue squad. The consensus of Council was that the rescue squad be allowed to piggyback with the town's paving contractor and a reimbursement made to the Town for the costs. Town Council Work Session Minutes for August 7. 2000 Page 4 Tom Mason will send a letter to the rescue squad notifying them of Council's decision. 4. SettinQ Dates for the Town ManaQer's Performance Review and for Comoletion of Council Vision and StrateQic PlanninQ Work. The Town Manager's performance evaluation was scheduled for September 5, 2000 at 7:30 p.m. The completion of the Council vision and strategic planning was scheduled for Saturday, September 9, 2000 at 9:00 a.m. 5. There was discussion with reference to a work session on Leesburg Commons. It was decided to schedule a post public hearing work session on September 18th at 7:00 p.m. 6. LeesburQ Economic Develooment Commission Chuck Thornton addressed Council for the EDC reporting that they currently have 2 vacancies and another term expired on June 30, 2000. Mr. Thornton asked Council for budget consideration for economic development projects. Mr. Thornton outlined a Leesburg Downtown Committee Proposed Work Plan, which grew out of the downtown summit. He commented there is an opportunity available with the Tally-Ho Theatre site. There was further discussion on the Tally-Ho site. Bob Noe commented that Council was not previously interested and that was conveyed to the Tally-Ho owner several weeks ago. Tom Dunn asked Council for expectations and input on tourism. He also commented the EDC would like to be included in the development review process. He discussed some tourism opportunities with the battlefields. Karen Jones discussed wrapping battlefield events into the Virginia Civil War Trails Program. Mr. Thornton discussed the EDC mandate to attract business to Leesburg. Mayor Webb commented on including the airport as a part of the economic development comprehensive plan. Councilmember Schmidt commented that the Downtown Work Plan is an excellent plan and will take a lot of commitment from Council. Councilmember McDonald commented on the need for office space in downtown Leesburg. Town Council Work Session Minutes for August 7,2000 Page 5 Mayor Webb suggested that the EDC give a high priority to first floor retail in downtown Leesburg. Mayor Webb discussed a response to the County on the urban growth area. She suggested a letter be sent to the Loudoun County Board of Supervisors indicating that Leesburg desires to keep their urban growth area as is, but will consider moving forward with some boundary line adjustments. Councilmember McDonald asked that Battlefield Parkway be discussed at the next work session. The meeting adjourned at 9: 17 p.m. U t1tLv1)v l I, a 1!t00( k of Council