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HomeMy Public PortalAbout2002_11_25 Council Work Session November 25, 2002 Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Umstattd presiding. Councilmembers Present: Frank Buttery, Mervin Jackson, Melinda Kramer, Marty Martinez, David Schmidt, Robert Zoldos and Mayor Umstattd. Council members Absent: None Staff Members Present: Town Attorney William Donnelly, Deputy Town Manager Phil Rodenberg, Director of Engineering and Public Works Tom Mason, Director of Planning, Zoning and Development Susan Swift, Director of Utilities Randy Shoemaker, Director of Economic Development Betsy Fields, Director of Human Resources Dona Wolf, Director of Parks and Recreation Kaj Dentler, Chief of Comprehensive Planning Randy Hodgson, Parks Manager Bill Ference, Budget Officer Mike Freda, Assistant to the Town Manager Nicole Ard, Management Intern Adam Brown, and Clerk of Council Judy Ahalt. AGENDA ITEMS 1. Agenda for Council Meeting of November 26,2002 a. Approving SE-2002-03 for a bank with a drive-thru windows on Catoctin Circle, NE Randy Hodgson advised Council that as a result of the public hearing on this special exception three additional conditions have been incorporated into the recommendation. They are: (1) providing conditions for evergreen screening adjacent to the residentially zoned properties, (2) retaining the pine trees behind the existing barn, and (3) a condition clarifying that no use can be on the 100' x 200' open space area without amending this special exception. Steven Robin, counsel for the applicant, advised that his client is agreeable to the added conditions. Councilmember Schmidt asked that the screening condition place an emphasis on holly trees. b. Approving SE-2002-02 for a child daycare center at 101 Davis Avenue, SW Randy Hodgson stated he had no additional information on this application. Councilmember Buttery asked for verification as to how many bathrooms would be provided at this daycare facility. Steven Robin, counsel for the applicant, stated there would be three bathrooms at the facility. 2. Arcom Lease Phil Rodenberg advised that the council packet included an update on the November 19th meeting with Arcom and town staff. Town Council Worksession minutes for November 25. 2002 Paqe 2 Mike Banzhaf addressed Council explaining the Arcom proposal of a commercial offer for a ground lease for the construction of a parking garage on Arcom property and offering professional office space for lease by the Town. Mr. Banzhaf stated they are proposing a five-year term at $22.50 per rental square foot for office space. Further, he stated that Council could elect to either do office space or garage. Councilmember Schmidt asked if Arcom would go forward if the Town decides not to lease the space? Mr. Banzhaf stated it would probably be on a smaller scale. Councilmember Zoldos stated that a Loudoun Street addition of Town Hall does not answer the parking problem that exists. He stated the proposal presented by Arcom is a good interim investment and will preserve commercial development opportunities within downtown and the continued availability of building land on Loudoun Street. Councilmember Buttery verified the terms include a ground lease for 20 years with a purchase option upon completion of construction. Further, Councilmember Buttery questioned the 122 parking spaces per the term of the lease or in perpetuity. Mr. Banzhaf stated they would be willing to work with the town. Councjlmember Kramer verified that either the office space or parking garage could be options for consideration. Phil Rodenberg advised that a full staff report on this issue would be presented at the December council meeting. Councilmember Martinez asked that the Economic Development Department be consulted to obtain average revenue for the town if a commercial business were to lease that space. 3. Citizen Survey Results - Marc Chinoy Phil Rodenberg discussed results of the on-line survey conducted by The Regis Group. He stated the survey results indicated that: (1) on-line surveying would require the town to collect a data base of citizen email addresses, (2) respondents believe the town staff is courteous, helpful and knowledgeable, (3) respondents desire to use the Internet to do town business, (4) and respondents want to receive information from the town in multiple ways. Marc Chinoy, The Regis Group, addressed Council. He stated that trends show that more citizens want to do business bye-mail. Further, 77% of those persons taking the survey heard about the survey bye-mail. The majority of those answering bye-mail were in the 40 - 59 year old age group. Council commended Mr. Chinoy on his survey efforts. Town Council Worksession minutes for November 25. 2002 Paqe 3 Councilmember Zoldos stated the public is becoming more involved and that the Information Technology Commission had interviewed a firm that will provide a recommendation on e-government. Mr. Chinoy stated that surveys are more successful if sent to selected groups of individuals. Councilmember Zoldos stated that switching to a new financial system would allow for citizens to pay bills on-line. 4. September 11th Memorial at Freedom Park Kaj Dentler stated that hopefully a memorial could be constructed prior to the spring 2003 opening of the park. Mr. Dentler stated two options are provided for this project with an endorsement for Option B from the Parks and Recreation Commission. Further, the business community has volunteered to donate some of the building materials. Parks Director, Bill Ference, provided an overhead presentation showing the two options. It was the consensus of Council to endorse Option B. Councilmember Schmidt suggested consulting the town arborist in the selection of tree types for the memorial site. Councilmember Buttery suggested that other important dates in American history for the cause of freedom be incorporated as part of the memorial. Council was in agreement with Councilmember Buttery's suggestion. Mr. Dentler stated he would forward a resolution to Council to adopt option B and to include Mr. Buttery's suggestion. S. 1st Quarter Budget Summary Mike Freda explained the expenditures thus far stating generally we are on target for the first quarter. Mr. Freda stated he has some concern that we may not meet our FY 2003 revenue projections. He stated he is most concerned about consumer drive local taxes and the fact that we may not reach our revenue projections for parks and recreation. Councilmember Zoldos asked staff to prepare a Budget 101 class for Council. Councilmember Buttery asked that a tax guide sheet be made available to Council. Also, he requested a breakdown of state revenues, county transfers to the town, and projections for FY 2004. Other council members expressed a desire to have the same documents. 6. Town Council Rules of Order Mayor Umstattd stated it would be advisable to clarify some of the Council rules of order. Town Council Worksession minutes for November 25. 2002 Paqe 4 She expressed a desire to have a sign-up sheet for petitioners at Council work sessions and further discussion on the issue of no new business items without unanimous support of Council. Councilmember Buttery reminded Council that anyone Council member could return any new item of business to a work session. Councilmember Martinez asked that a cheat sheet be provided giving the priorities of motions. He further suggests a possible time limit on the amount of discussion on a particular item. Mayor Umstattd stated she would not want to stifle debate. She thought it would be fairer to the public to defer an item to another meeting on the motion of one Councilmember. Councilmember Zoldos stated he would not want to table new business because a member is absent. Councilmember Schmidt agreed with no time limit on discussion and a unanimous vote to send new business to a work session. It was the consensus of Council to further consider the rules of order at another worksession meeting. 7. Woodlea Manor Booster Station design and construction engineering services contract Randy Shoemaker discussed a recommendation to execute an engineering services contract with Whitman, Requardt and Associates in an amount not to exceed $224,000 for engineering services related to the design and construction of the Woodlea Manor Water Booster Station project. Mr. Shoemaker added that the project is currently funded in the FY 2003 Utilities Fund Budget and no additional appropriation is required. Councilmember Schmidt asked for clarification on the completion date of the project. Mr. Shoemaker stated the project would be completed in June 2004 with ten months of that time designated for the actual construction. After further discussion, Council decided to proceed with action on this item tomorrow night. 8. Kenneth B. Rollins Water Filtration Plant Expansion engineering services contract Randy Shoemaker discussed the recommendation to execute an engineering services agreement with CH2M Hill Engineers for the Kenneth B. Rollins Water Filtration Plant expansion in an amount not to exceed $2,000,000.00. Mr. Shoemaker stated that CH2M Hill has completed three other prior expansions for the Town. Further, this expansion of the water treatment plant will maximize the capacity of the existing facility. Town Council Worksession minutes for November 25. 2002 Paqe 5 This item will be forwarded to Council for action on December 10th. 9. Preview items for December 9, 2002 Town Council Worksession a. Authorizing the Town Manager to sign contract addendum #2 with Campbell &. Paris Engineers for runway design services There was no discussion on this item. b. Take home vehicle policy There was no discussion on this item. c. Mid-year budget There was no discussion on this item. 10. New Business Mayor Umstattd advised Council of a closed session at tomorrow night's meeting to discuss the Town Manager's performance evaluation. The meeting adjourned at 9:05 p.m. Minutes/2002_tcwsmin 112S.doc