Loading...
HomeMy Public PortalAbout2001_04_23 Council Work Session April 23, 2001 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: Town Manager Bob Noe, Town Attorney William Donnelly, Deputy Town Manager Phil Rodenberg, Director of Engineering and Public Works Tom Mason, Director of Utilities Randy Shoemaker, Director of Finance Paul York, Director of Personnel Nancy Fixx, Chief of Police Joe Price, Budget Officer Mike Freda, Chief of Comprehensive Planning Randy Hodgson, Capital Projects Manager Nagi Elsewaissi, Planner Nancy Costa, Assistant to the Town Manager Nicole Ard, and Clerk of Council Judy Ahalt. AGENDA ITEMS 1. Agenda for Council Meeting of April 24, 2001 a. Soecial Exceotion - SE-2001-02 - Loudoun Country Day School Public Hearino Mayor Webb recused from discussion on this item. Vice-Mayor Umstattd presided over the meeting for this item. Nancy Costa presented a staff report on this special exception request for two classroom buildings at Loudoun Country Day School. She added the request for a gymnasium has been deleted and the two classroom buildings have been relocated further away from the surrounding homes. Ms. Costa outlined the major concerns with this application to be traffic circulation and the air-conditioning noise concerns from the Old Waterford Knoll neighbors. Further, staff recommends additional screening efforts by the applicant. Ms. Costa stated that staff has recommended moving the air-conditioning units from the roof of the classrooms to the ground surrounded by a wall to mitigate the noise. Randy Holister, with Loudoun Country Day School, commented the classroom units are manufactured with the air-conditioning roof units already installed. Councilmember Zoldos expressed concern that residents of Old Waterford Knoll may not be aware of all the issues involving with this application since there has been several changes since the application was submitted. He suggested that a vote on this application be deferred until May 22nd. Councilmember Schmidt recommended following through with tomorrow night's public hearing since it has already been advertised. Town Council Work Session Minutes for April 23, 2001 Page 2 Mr. Holister stated their building contractor couldn't provide buildings without the air-conditioning units on the roof. Further, the school has exceeded all town requirements with reference to posting the property and certified notification has been made to the adjoining property owners. He asked that Council consider a vote on this application in a timely manner. Scott Bessette, 348 Lakeview Way, addressed Council with concerns that Old Waterford Knoll citizens have not been provided enough information on what the school plans to do. Melinda Kramer addressed Council expressing safety concerns with the installation of new classroom buildings on the school site and not enough information on the air-conditioning units. It was decided to continue with the public hearing on tomorrow night's agenda before any decision is made on whether to delay a vote. b. Receivino the final draft of the Hendricks &. Associates Pay and Classification Study Reoort Nancy Fixx introduced Charles Hendricks with Hendricks and Associates and advised this report has been distributed to the Employee Advisory Committee for comments. Mr. Hendricks gave an overview of the pay and classification study. This study was to develop a performance based compensation plan that includes developing methods of compensating employees for their performance as well as competitive market consideration. He stated his principal recommendation is the relationship of employee salaries to the mid-point of their salary ranges. Mr. Noe stated the plan is to bring employees up to the minimum of their grade and further implementation with the $250,000 appropriated in the mid- year budget. Mr. Hendricks stated he is recommending that Council accept the report in principle. Council member Schmidt questioned the rationale of all directors not being in the same grade. Mayor Webb asked for the time frame for implementation of this recommendation. Mr. Noe stated there are four pieces to the implementation. The compression, general movement in the pay plan, the 3% cost of living on July 1st and input from the Employee Advisory Committee. c. Initiatino amendments to the zonino ordinance to reference the latest FEMA floodolain maos in the F-1 and FHD districts. Randy Hodgson discussed this item will forward to the Planning Commission an initiation of amendments to the zoning ordinance to adopt the current FEMA maps. Town Council Work Session Minutes for April 23, 2001 Page 3 2. Water and Sewer Availability Fees for Evergreen Mill Road Randy Shoemaker outlined his recommendation for financial relief to the citizens on Evergreen Mill road for sewer connection fees. He stated the recommendation is to reduce the cost of connection and availability fees to the 1984 fee rate. He stated the fees to the homeowners are reduced by $4,265; the remaining cost would be approximately $7,310, which includes the connection, availability, and pro-rata fees and the gravity sewer or grinder pump costs. Mayor Webb asked if the Town could finance these fees for those residents who cannot afford to pay? Mike Phillips, resident of Evergreen Mill Road, commented there has been no mention of water connections. Mayor Webb asked the status of the future waterline along Evergreen Mill Road? Mr. Shoemaker stated the plans submitted by the School Board are ready for approval, but the work has not been bid yet. He stated it would probably be in the fall. Councilmember Zoldos asked that a resolution be prepared to include water and sewer fees using the 1984 fees. Further, he requested that this information be provided to the homeowners prior to the Council meeting. 3. Use of Uran Funds to satisfy a fee waiver request by the Loudoun County Chapter of Mothers Against Drunk Driving (MADD) Kaj Dentler reported that the proposed event by MADD is June 30th and the fee involved is $500.00. 4. Capital Improvements Program Policies and Procedures Manual Mr. Noe reported that a substantial effort has been undertaken by staff to prepare these policies and procedures. Phil Rodenberg gave a brief overview. He stated all Town projects are covered and outlined the elements of the manual including the roles and responsibilities of the Chief Contracting Officer and the Capital Projects Manager. He stated responsibilities are clearly defined and a CIP newsletter report will be provided. Councilmember Zoldos talked about accountability. Mayor Webb added administrative issues would remain in the hands of Council; any policies that involve the spending of money or staff authority of spending money would come back to Council. Councilmember McDonald stated he would like a strong change order process and that Council be kept apprised of changes. Town Council Work Session Minutes for April 23, 2001 Page 4 Mr. Elsewaissi added that a monthly project report would be provided to Council. John DiZerga added that when project hits 10% of contingency use; it automatically goes to the Town Manager. Also when a project comes forward for construction approval, a contingency budget is set depending the kind of project. Phil Rodenberg discussed the project manager's responsibilities, change order procedures and property and easement acquisition. It was also clarified that Town Council must authorize any contract greater than $100,000. This item will return to the next Council meeting for approval. 5. Thomas Balch Library - Selection of artist for the Reading Room Frieze Ann Noel member of the Board of Directors for The Friends of the Thomas Balch Library and Chairman of the Artist Selection Committee presented an artist selection approved by the Friends and Balch Library Commission. She outlined the background of the artist selected, William Woodward. James Hershman and Karen Jones with the Balch Library Commission discussed the theme of the work selected. Councilmember Schmidt suggested more emphasis of recognizable buildings in Leesburg be shown in the artwork. Ms. Noel stated the artist would have more interaction with the theme committee. 6. Rt. 15 South Bike Trail memorandum of understanding Kaj Denter stated VDOT has provided a preliminary project cost of $300,000. There is a 60/40% arrangement with the County. The design and engineering study will cost the County $50,000 and the Town $20,000. After this study, Council can decide if they wish to go further with this project. Mayor Webb suggested a dollar amount cap. Further if Loudoun County eliminates the Western Transportation Corridor from their draft plan, they will ask for Rt. 15 to be four-Ianed. Councilmember Schmidt expressed safety concerns for the pedestrians and bicycles trying to cross the highway on the proposed trail. Councilmember Umstattd added that citizens are already walking into Town and the trail would make things safer. Councilmember Zoldos added that a design would clarify safety issues. 7. Edwards Ferry Road By-Way Status Mayor Webb discussed the County's proposed recommendation to VDOT to establish a by-way status for Edwards Ferry Road from the Town limits. Town Council Work Session Minutes for April 23, 2001 Page 5 Vice-Mayor Umstattd stated she could support this effort since there are no fees involved. It was decided to bring forward a resolution of support for the Loudoun County Board of Supervisors action. Mr. Noe advised that a closed meeting would be requested at tomorrow night's meeting to discuss possible acquisitions. The meeting adjourned at 9:40 p.m. /1 I