HomeMy Public PortalAbout2001_02_12
Council Work Session
February 12, 2001
Council Chambers, 25 West Market Street, 7:00 p.m. Mayor Webb presiding.
Councilmembers Present: George Atwell, Mervin Jackson, Leonard McDonald,
David Schmidt, Kristen Umstattd, Robert Zoldos and Mayor Webb.
Staff Members Present: Bob Noe Town Manager, William Donnelly Town Attorney,
Deputy Town Manager Phil Rodenberg, John Henry King Deputy Town Manager for
Economic Development, Director of Engineering and Public Works Tom Mason,
Director of Planning, Zoning and Development Michael Tompkins, Director of Finance
Paul York, Director of Parks and Recreation Kaj Dentler, Chief of Police Joe Price,
Chief of Comprehensive Planning Randy Hodgson, Purchasing Officer Kathy Elgin,
Traffic Engineer Calvin Grow, Chief of Current Planning Lee Phillips, Tourism
Coordinator Marantha Edwards and Clerk of Council Judy Ahalt.
AGENDA ITEMS
1. Agenda for Council Meeting of February 13, 2001
a. Establishino a Residential Traffic Committee
Tom Mason explained the recommendation for implementation of the
Residential Traffic Task Force Report and the establishment of a Standing
Residential Traffic Management Committee.
It was recommended to give the task force members the first option to
serve on the standing committee.
It was discussed that the Planning Commission would be consulted as to
whether they would consider a liaison representative. Councilmember
Jackson agreed to remain the Council member representative.
Council member Atwell reported the Loudoun County Facility Task Force
has raised an issue about parking and traffic in downtown Leesburg.
Staff was directed to distribute a traffic study and an updated parking
study to Council.
2. Administrative approval of certain easement vacations
Lee Phillips discussed a proposal to give the Town Manager or his designee
the authority to vacate easements and portions thereof on behalf of Town Council.
Vice-Mayor Umstattd verified that typically these are routine tasks, which can
be handled by staff.
Council was in concurrence to have legislation returned to the January 27,
2001 meeting.
3. All issues associated with Bradfield Drive Connection
Lee Phillips presented his staff report concerning traffic concerns in Woodlea
Manor, Greenway Farms, Bradfield Drive and Country Club Drive. The residents of
Greenway Farms on Meade Drive are concerned with the additional traffic since a
barricade has been removed between Woodlea Manor and Greenway Farms. Mr.
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Page 2
Phillips added that some relief in traffic volume should occur if the Bradfield Drive
connection in opened. However, the conditions of the preliminary plat approval for
Woodlea Manor restricts the street connection until 95% of the homes are issued
occupancy permits.
Mr. Phillips added that in order to accelerate the Bradfield Drive connection
the Planning Commission would have to reconsider the conditions of the preliminary
plat and Town Council would have to rescind their Resolution #87-220.
Mayor Webb verified there are no proffer restrictions on construction traffic
using Meade Drive.
Dawn Barrett a resident of Greenway Farms addressed Council discussing the
community's traffic concerns.
Lori Ciafre a resident of Greenway Farms addressed Council stated that Town
efforts had not decreased traffic volume or speeding.
Ms. Ciafre asked that Council take legislative action for stop signs, removal of
the Bradfield Drive barrier, and consideration to restricting construction vehicles.
Councilmember Schmidt stated he would support the installation of stop signs
and rescinding the 1987 resolution.
Mayor Webb recommended legislation at the February 13, 2001 Council
meeting to provide immediate stop signs on Meade Drive, and legislation at the
February 27th Council meeting to rescind the 1987 resolution and to ask the Planning
Commission to revise the conditions of the 1988 subdivision plat. Further, the mayor
suggested a referral to the Transportation Task Force for effective traffic calming
measures.
There was discussion in reference to where any 3-way stop signs would be
placed, possibly on Meade Drive at Lawford Drive, Greenway Drive, and a 4-way stop
at Moore Place in Woodlea.
Chief Joe Price discussed the enforcement procedures and education program
his department is conducting.
Further, it was decided that legislation would be brought forward at tomorrow
night's meeting to immediately install stop signs on Meade Drive and a referral to the
Traffic Task Force. Mr. Mason stated they would follow the Traffic Task Force
criteria in making their recommendation.
Tom Mason stated for the record that all-way stop signs have been
determined to not be an effective measure for reducing speed.
Mayor Webb discussed restricting truck traffic on Meade Drive. It was
decided that a call would be made to the developer of Woodlea asking that
construction traffic access their development from Woodlea Drive.
4. Awardino a Contract to Waynesboro Construction for Ida Lee Park
Recreation Center Exoansion Proiect
Town Council Work Session Minutes for February 12,2001
Page 3
Kaj Dentler outlined the proposed expansion for Ida Lee Park Recreation
Center and the budget summary for this expansion.
Mayor Webb questioned if the allotted contingency fund would be sufficient if
rock is discovered.
Councilmember Atwell verified the expected completion of the project is Fall
2002 and asked if a letter of intent has been issued? Mr. Dentler stated the contract
is based on a 14-month schedule.
Mr. Donnelly asked for verification of a completion date in the contract. Mr.
Dentler stated the contract is based on a 14-month schedule and there is no penalty
if completion is not finished in that time.
It was decided to return this item under new business legislation for tomorrow
night.
5. Board of Architectural Review
Bill Donnelly, Town Attorney, outlined a recommendation to review the
composition of the Board of Architectural Review. The issues are whether the BAR
should have seven regular members plus a representative of Council and Planning
Commission, whether the Planning Commission's representative to the BAR should
continue to vote, and whether there should continue to be a representative of the
Planning Commission to the BAR.
It was the consensus of Council to discuss the voting and representation issue
with the Planning Commission and the Board of Architectural Review and to appoint
a seventh member of the BAR.
This item will be discussed again after comments are received from the two
commissions involved.
6. Prooerty and Casualty Insurance Renewal - FY-2002
Paul York provided an update on property and casualty insurance renewal.
He stated additional information from AH&T clarifies that the Hartford Insurance
Company has sold the PENCO program to St. Paul Insurance and confirmed that St.
Paul does intend to continue the PENCO program as it currently exists in local
government.
Essentially that means our level and type of coverage are not expected to
change with the renewal on July 1, 2001.
Councilmember Zoldos expressed concern with the Town still using the
McNeary Insurance Consultants after the problems encountered last year. He plans
to make a recommendation under new business to seek a new insurance consultant.
Bill Donnelly suggested that Council adopt a resolution to proceed by
competitive negotiation rather than competitive biding.
Councilmember Zoldos disagreed.
Councilmember Atwell stated that he is in favor of a competitive negotiation.
Town Council Work Session Minutes for February 12,2001
Page 4
Bob Noe commented that staff has found that McNeary Insurance
Consultants does 50 percent of the business in the State; he suggested possibly
asking for another representative within the company.
Mayor Webb stated that hopefully another representative would better serve
the Town's needs.
7. Further discussion on Ida Lee Recreation Center exoansion.
Bob Noe expressed concerns with expediting the Ida Lee contract stating
there has been no staff review outside of the Parks and Recreation Department. He
has concerns with letting a contract without a completion date.
It was decided to discuss this item again at the end of the agenda.
8. Northern Viroinia Transoortation Comoact
Phil Rodenberg stated the Economic Development Commission has voted to
endorse the Northern Virginia Transportation Compact and plans to recommend an
endorsement by Council as well.
Mr. Rodenberg stated the compact document endorses a regional
transportation authority, public private partnerships, creative local/regional funding
mechanisms, and changes to transportation funding allocation formulas.
He discussed the pending Northern Virginia Transportation Authority
legislation and how it impacts the Town in terms of changes in representation.
He stated it would do away with the TCC. The authority may form a planning
coordination advisory committee, which may include one elected official from
Leesburg.
John Henry King stated the Economic Development Advisory Commission
would reconsider endorsing the Northern Virginia Transportation Compact at their
February 28th meeting.
There was further discussion concerning the loss of leverage with this new
leg islation.
9. Downtown in the 21st Century
John Henry King discussed the downtown retail space, stating there are a
multitude of tools available to help accomplish what the Town wants.
He stated there seems to be a consensus that the historic district is
considered to be downtown Leesburg. He stated a downtown work plan has been
created and will serve as a beginning. Further, a downtown master plan should be
created to bring citizens together and Council should acknowledge what they want
done with the downtown and appropriate resources to that effort.
He also suggested the community should embark on a master planning
process. The approach that has been the most successful nationwide is The Main
Street Program. This program has a proven approach to address and solve the
problems and concerns faced in downtown Leesburg.
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Page 5
Mayor Webb suggested extending the downtown area outside the historic
district limits.
Council member Zoldos verified that the town's vision has been incorporated
into this document.
Councilmember Umstattd stated although it will be difficult to accomplish, it
appears that centralized retail management may be the key to accomplishing what
Council wants.
Mr. King stated the EDC has not considered the specific tools as yet, that will
be done when it is decided what the Town wants to accomplish.
Councilmember Zoldos asked who would create this master plan? Mr. King
suggested an outside consultant with the level of expertise we need. Further, he
stated that a sign package should be considered.
Councilmember Schmidt suggested a special session to discuss this material
at length.
Mr. King stated it is extremely important to fund a downtown coordinator
position.
It was decided that a date would be decided upon at the February 26th work
session to discuss this issue.
10. Preview Items for the February 27, 2001 Agenda
SE-2000-13 - Middleburo Bank
Randy Hodgson outlined this special exception request for a drive-thru facility
at Middleburg Bank at the northeast corner of Leesburg Corner Premium Outlet Mall.
He stated the Planning Commission has recommended conditional approval
and the applicant has agreed to the conditions.
The public hearing for this special exception will be held on February 27th.
11. Aoolications Leesburo Commons - ZM-157 and associated Land
Develooment
Mike Tompkins restated the central issue of this application, should the land
use and transportation element of the Town Plan be amended.
He stated there are still some outstanding issues with the rezoning
application. The zoning concept plan and the applicant's request for more flexibility.
The proposed land bay uses should be clearly identified with concise language in the
proffers, the zoning development plan and the design criteria. Also, the proffer
design criteria should be designed to include building setbacks. The special
exception uses have been deleted for retail uses over 100,000 square feet.
The next discrepancy is proffer #10 regarding phasing? Mr. Tompkins also
pointed out the proposal to count a hotel as office space.
Further, the Director of Parks and Recreation recommends cash in lieu of
construction of the soccer fields that are in a floodplain area.
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Page 6
Mayor Webb stated that hotel is not appropriate to be credited as an office
use.
Calvin Grow, traffic engineer, outlined the Department of Engineering and
Public Works comments.
In reference to transportation issues, Mr. Gauthier is still recommending a full
cloverleaf at the Leesburg Commons site as he has concerns with the Road A
intersection interfering with the operation of the interchange due to the proximity of
the interchange. Further he recommends against a triple left turn onto Route 7.
Councilmember Atwell discussed the distance relationship between the full
cloverleaf and the diamond interchange. He asked at what distance would be the
placement of Road A if a full cloverleaf were constructed.
Vice-Mayor Umstattd asked the impact of a full cloverleaf on the impact of
service along Route 7 with the comparison of a diamond interchange. Mr. Grow
stated that basically about the same amount of traffic is handled with a cloverleaf
and a diamond interchange.
Bob Sevila addressed Council outlining the most recent changes to this
application.
The concept plan has been clarified to give a greater degree of flexibility to
the council and to the applicant. The proffer statement has been changed to require
the concurrence of a land development official and zoning administrator before
changing in the concept plan. The transportation cash contribution has been
simplified as well as the method for determining the value of improvements.
They are proffering the obligation to dedicate right-of-way for the Rt. 653
alignment even if it is not built. They have added to the proffer statement that the
Town will have sufficient right-of-way for all three interchange designs.
Mr. Sevila stated they have added language to specify that no site plan would
encroach on any of the three interchange designs.
With reference to soccer fields, they have committed to construct and
maintain access easement to the property until public streets are available and to
provide restroom facilities when water and sewer is available to the property.
Additionally, they have committed to submit all landscape plans to the Town
and VDOT for approval. They have modified the design standards and limitations on
land use; retail is limited to one retail with a footprint of in excess of 100,000 square
feet and one large in-line retail. They have limited to one the number of drive-in
eating establishments. All special exception uses have been eliminated will have to
be applied for separately. Phase 5 has been removed from the Phasing Plan. The
phasing plan assures the Town will get 450,000 square feet of office at a minimum.
Mr. Sevila discussed specific issues on the staff report, (1) the Zoning
Concept Plan flexibility has been addressed, (2) the Main Street Concept will be
added to the concept plan and the proffer statement, (3) the enforcement of Design
Criteria will have a final review by the Leesburg Board of Architectural Review.
Town Council Work Session Minutes for February 12,2001
Page 7
Mr. Sevila discussed the issue of Road A stating they would be willing to
proffer to access points to the site that do not conflict with the approved intersection
or interchange design for Route 7 and River Creek Parkway and at no expense to the
Town.
Mr. Sevila stated they would proffer to the third left turn lane and provide
cash in lieu of. If it is determined the Town doesn't want the 3rd lane the cash will
remain the Towns.
Lastly, Mr. Sevila proposed a new proffer #9 to remove 50,000 square feet of
retail.
Mayor Webb asked that a list of the highlight changes be provided at the end
of the week for Council to review.
Councilmember Schmidt suggested that hotel should not be considered office
use on any parts of the application.
He asked the applicant to please consider Kaj Dentler's suggestion to
designate funds in lieu of soccer fields in case there is a problem with their
construction. Mr. Sevila said the numbers proposed in lieu of soccer fields is
excessive.
Mr. Chip Burton said they would include language to build soccer fields on a
different site if they do not get FEMA approval on the proposed location.
A resident, Kevin McCrory, spoke asking what the difference in level of service
between a full cloverleaf versus diamond interchange?
Calvin Grow stated it is traffic lights versus weave. The level of service would
be less with the weave area.
Bill Zawacki addressed Council asking why Council continues to accept
additional proffers?
Mayor Webb stated staff has asked for these changes for clarification of
proffers, however, the 50,000 square foot reduction is a new proffer.
Gem Bingol addressed Council asking if the amount of money proffered
covers the improvements this development will require?
Calvin Grow stated the applicant is proffering to build all onsite roads.
Mike Tompkins stated they are not proposing build all roads, as the proposed
1. 7 million contribution will not cover everything.
A citizen addressed Council asking if there is only one entrance to the entire
retail section and recommended more landscaping at the site? Mr. Sevila stated
there would be several traffic signals on Russell Branch Parkway.
Town Council Work Session Minutes for February 12,2001
Page 8
Gem Bingol asked whether retail versus office creates a difference in traffic
pattern?
Mr. Grow verified that retail generates more traffic.
Ms. Bingol asked if this would mean significant changes for the rest of the Rt.
7 Corridor?
Mr. Tompkins said the land use designation for this area is B-3 and there is
not another vacant B-3 parcel along Rt. 7 which this could apply to.
Councilmember Atwell asked if the increase in building height is still a special
exception?
Mr. Tompkins stated there are two remaining special exceptions, one for retail
centers above 100,000 square feet and the building height.
Councilmember Schmidt asked if the building height increase would set a
precedent. Mr. Tompkins stated the text amendment for building height is tied to
mean sea level and that would only apply to another small area in town.
Mayor Webb stated this application would return to Council for clarification at
the February 26th work session. A vote will be taken on February 27th; the first two
items to be voted on would be the two town plan amendments. All clarification
documents will be provided to staff by the end of this week.
Other Business
Mr. Dentler spoke to Council clarifying previous information on awarding a
contract for the expansion of Ida Lee Rec Center. The contract does require
completion in 450 calendar days and there are liquidated damages of $250 per day.
The vote on the Ida Lee expansion will return to Council on February 27th.
Bob Noe advised Council that he would be asking for a closed session
tomorrow night to discuss the acquisition of real property.
Mr. Noe introduced two interns now in the Town's employ, Shannon
Bridgmon, from the University of Alabama and D. J. Mooney from the University of
Georgia.
The meeting adjourned at 10: 55 p.m.
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