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HomeMy Public PortalAbout2003_01_13Council Work Session January 13, 2003 Council Chambers, 25 West Market Street, 7:30 p.m. IVlayor Umstattd presiding. Councilmembers Present: Frank Buttery, Mervin Jackson, Melinda Kramer, Marry Martinez, David Schmidt, and Mayor Umstattd. Councilmembers Absent: Robert Zoldos Staff Members Present: Town Manager Robert Noe, 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 Human Resources Dona Wolf, Director of Parks and Recreation Kaj Dentler, Director of Information Technology IVlichel Agujia, Chief of Comprehensive Planning Randy Hodgson, Chief of Plan Review Paul Gauthier, Budget Officer Mike Freda, Capital Projects Administrator Nagi Elsewaissi, Assistant to the Town Manager Nicole Ard, Management Intern Adam Brown, Assistant to the Clerk of Council Deborah Parry and Clerk of Council ,ludy Ahalt. AGENDA ITEMS Council Chambers Audio-Visual System - Nelson Hoytf Onyx Engineering Michel Agujia gave a brief overview of the history of this project. Nelson Hoyt, Onyx Engineering introduced the team that worked on the Council Chambers project and outlined the new system. He stated there are still a few problems, which will be worked out. 2. NE Leesburg :]:mprovements Mayor Umstattd recognized Laura Walsh and Brad McNeeley to speak regarding their feelings on this issue. Laura Walsh, 119 Washington Street, stated she had met with the Mayor and Nagi Elsewaissi regarding her concerns with the proposed improvements on Washington Street. She stated the survey sent out by the Engineering & Public Works department was unfair because it was sent. t° the owners of the Cavalier Arms Condominium complex, most of whom rent out their condos and do not reside there. Further, she commented that Cavalier Arms accounts for the majority of foot traffic on Washington Street and therefore asked that the proposed sidewalk be placed on the east side of the street. Brad McNeeley, 610 Blue Ridge Avenue, concurred with Ms. Walsh and reiterated the need for the sidewalk to be moved to the east side of the street. Mayor Umstattd stated according to the Town Manager's memo of January 8TM, the improvements will begin, as previously approved, on January 15th unless Council takes action at their meeting tomorrow night. Councilmember Schmidt stated he would like to review all elements of the project and see the item brought back for consideration at the next Council Town Council Worksession minutes for ]anuary 13, 2003 Paqe 2 worksession. Vice-Mayor Jackson asked if Ms. Walsh and Mr. McNeeley had a petition from the residents of Washington Street? Ms. Walsh stated she indeed had a petition, which she would present to Council tomorrow night. Vice-Mayor Jackson asked how many trees would be impacted if the improvements were moved to the east side? Nagi Elsewaissi stated if the improvements were made to the east side, many trees would have to be removed. Agenda for Council Meeting of 3anuary :[4, 2003 a. Accepting public improvements, releasing the performance guarantees and approving a maintenance guarantee for public improvements at Greenway Farm ultimate stormwater management pond. Tom Mason outlined the history of this performance bond stating it had not been released due to possible damage of some homes in Linden Hill as a result of blasting. He further stated it was later determined that the work on the stormwater management pond had not been the cause of the damage. Councilmember Schmidt asked that a call be placed to the Greenway Farms, Woodlea Manor and Linden Hill Home Owners Associations to advise them of the proposed bond release. b. Approving amendments to the FY 2003 Budget and making appropriations for the fiscal year ending 3une 30, 2003. Mike Freda outlined the midyear budget and the proposed recommendations of the Town Manager. Councilmember $chmidt stated he would support the midyear budget including the parking study. Vice-Mayor Jackson and Councilmember Buttery stated they could not support the parking study. Councilmembers Martinez and Kramer stated their support of the parking study, Bob Noe recommended a possible contract with Loudoun Convention and Visitors Association to staff the Town Hall visitor's center. Custom Cruisers i. Permitting the Custom Cruisers of Northern Virginia to use the downtown area on 3une 28, 2003 by parallel parking without any street closings. ii. Permitting the Custom Cruisers of Northern Virginia to use the downtown area on 3une 28~ 2003 for the Oldies Street Dance and Car Show on Market Street from Church Street to Town Council Worksession minutes for January 13, 2003 Paqe 3 Wirt Street ~ and on King Street from Loudoun Street to Cornwall Street with street closings. Kaj Dentler stated it was the decision of the Special Events Committee to deny this application. He further outlined other possible locations for the Custom Cruisers show including Tda Lee Park or Harrison Street. Councilmember Schmidt stated he would like the Custom Cruisers to remain downtown. Councilmember Martinez asked how many other applications had been denied since June 20017 Mr. Dentler stated none had been denied in that period of time. Councilmember Hartinez concurred with Councilmember Schmidt. Vice-Mayor Jackson suggested the Council give the Special Events Committee some direction as to which events should be held in the downtown, Councilmember Kramer concurred with Vice-Mayor Jackson and suggested that the Economic Development Commission be allowed to provide input. Mayor Umstattd suggested that Council take formal action tomorrow night. d. Authorizing the Town Manager to sign contract addendum number 2 with Campbell & Paris Engineers for runway design services. Doug McNeeley stated this is a $200,000 addendum for runw,ay rehabilitation. He further stated the Airport Commission is supporting this addendum. Councilmember Schmidt asked about the recent Airport Commission issue regarding the corporate hanger lease? Mr. McNeeley stated the commission recently voted to adopt the lease. Councilmember Buttery verified the state budget cuts would not affect the funding of this project. e. Approving the Memorandum of Understanding between the Town of Leesburg and Loudoun County regarding participation in the County's Group Health Self-~[nsurance Plan. Dona Wolf stated the Town has conducted an analysis to determine the amount of arrears due to the County. She further stated if Council approves the memorandum of understanding the Town would be committed to working out the amount by June 30th. Town Council Worksession minutes for ]anuary 13, 2003 Paqe 4 Councilmember Buttery asked about the last line of the memorandum which states, "the County may provide credit if significantly lower"? Ms. Wolf stated if a significant credit exists it would be credited back to the Town. Councilmember $chmidt asked if any funds were budgeted to pay this debt? Ms. Wolf stated the town budgeted $600,000 in liability in last year's budget. Mr. Noe stated those funds were taken from the fund balance. 4. Government Affairs Proposal - Madison Government Affairs - Paul Hirsch Councilmember Martinez stated he asked Mr. Hirsch to come and speak to Council about the services his firm could offer. Mr. Hirsh gave a brief history of his company and listed his public sector clients. He stated how his company had helped these clients secure federal funding for some of their projects. He further stated he would help the Town discover who to ask for help, what to ask for and how to ask in the proper context. Councilmember Martinez stated the assistance Madison Government Affairs could provide would be invaluable in securing federal funding of projects. Councilmember Schmidt stated he recognizes the need for funding, but how would the Town pay for these services? Mr. Hirsh stated his company could work from either a retainer fee or a success bonus. 5. Phil Bolen Park Master Plan - Debbie Heimburger - Loudoun County Parks & Recreation and Shellhorn Property Update by Town Staff Debbie Heimburger outlined the County plans for the Phil Bolen Park and discussed the many amenities including the various fields, parking, and the trails in the southern portion. She further stated the master plan has been completed and will be discussed by the Finance Committee and should be forwarded to the Board of Supervisors for approval in February. Randy Hodgson stated the plan includes the Fire and Rescue training facility. Further the plan does not show the Town's water tank. He added the commuter parking lot has been removed, but under the new zoning regulations could be allowed by special exception. Councilmember Schmidt asked where the Town stands on the water tank issue. Mayor Umstattd stated it was her understanding that the Town never formally Town Council Worksession minutes for January 13, 2003 Paqe 5 applied for the water tank site. She further stated she has spoken with various Board of Supervisors members who would be agreeable to bringing this land into the Town in order to receive the water and sewer services. She suggested the Annexation Committee meet to discuss this issue. Bob Noe stated his concern with the County's plan showing Sycolin Road ending at Crosstrails Boulevard. 6. Wirt Street and Union Cemetery flooding issues - Mayor Umstattd Nagi Elsewaissi outlined the flooding issue and stated the water is collecting in depressed areas and is also running out onto Old Waterford Road. He stated the curb and gutter project will help with the issues on Old Waterford Road but would not eliminate the flooding completely. Mr. Elsewaissi stated he will coordinate with the cemetery engineer, once one is appointed, to take care of this issue. Vice-Mayor Jackson suggested moving the CTP project up to address the cemetery flooding issue. Terry Titus, William H. Gordon & Associates, stated he expects to be named the engineer for the project and looks forward to working with the Town to reach a solution for the problem. Raymond Kirkpatrick, member of the Union Cemetery Board of Trustees, explained the history of the site stating the flooding began after the construction of the Jda Lee Recreation Center and the Rust Library. He further stated the IVlorven Park drain needs to be cleaned out. Ted Jackson, member of the Union Cemetery Board of Trustees, stated previously there was no standing water in the cemetery. He further stated a lot of complaints have been received from family members and this issue needs to be resolved as quickly as possible. Councilmember Buttery abstained from discussions on this item because of his position as President of the Union Cemetery, Board of Trustees. 7. Town Council Rules of Order Phil Rodenberg stated that during the November 25th worksession, the Council discussed its rules, and agreed to continue the discussion at a future worksession, including whether to require unanimous consent before voting on a new business item raised by a member on the same evening. Mayor Umstattd asked Mr. Rodenberg to work with Councilmember Martinez to draft a resolution which would clearly state the rules of Council. 8. Amending Sections 12.1-10-11 of the Personnel Manual (Classification) Dona Wolf stated this is a job reclassification, which should be done at the management level. She further stated this item would have little impact on the budget. Town Council Worksession minutes for January 13, 2003 Paqe 6 Councilmember $chmidt stated he could support this change. 9. VDOT Bus Shelter Project Programming Resolution Phil Rodenberg stated the Town is looking at six fixed routes, one safety route and various shelter locations. He recommended Council authorize the Town Manager to execute the contract. Councilmember Buttery verified the Fort Evans bus route would be placed at the end of the cul-de-sac. Councilmember Martinez stated the fence at Fort Evans Road is not sufficient to prevent people from crossing Route 15. Tom Mason stated the current fence would be replaced by a more secure fence within 60 days. Mr. Rodenberg advised that bus shelters in the historic district would need to be approved by the Board of Architectural Review. Councilmember Martinez stated he was pleased to see a police officer stop recently to assist some children who were attempting to cross Route 15. Lyle Werner, Planning Commission representative to the Residential Traffic Committee, explained how the committee has been working towards preventing residents from crossing the Route 15 Bypass. She said an 8-foot fence will be placed at the Fort Evans Road cul-de-sac shortly. :tO. Participation in VML's Virginians to Virginians Program Phil Rodenberg stated this program would allow localities to join with another locality and one of the options would be Blacksburg. He asked if Council would like to participate and if so, which town would they like to establish their partnership with? ~[t was the consensus of Council to participate in the program and establish a partnership with Blacksburg. :t:t. Engineering Design Contracts for civil engineering continuing services Nagi Elsewaissi stated staff recommends the awarding of engineering design contracts for Civil Engineering Continuing Services to Chester Engineers, Whitman Requardt Associates and William H. Gordon Associates. :t2. Scheduling the ribbon cutting for Catoctin Circle It was the consensus of Council to schedule the ribbon cutting for ,lanuary 28th at 6:45 p.m. Vice-Mayor Jackson stated he would not be attending the worksession on January 27th. 13. Time and Place for Council Retreat Tt was the consensus of Council to hold the retreat on March Ith at :[da Lee Recreation Center. Town Council Worksession minutes for .lanuary 13, 2003 Paqe ? 14. Discussion of time for Town Manager's evaluation It was the consensus of Council to continue the evaluation tomorrow night following the regular meeting. 15. Preview items for .lanuary 27, 2003 Town Council Worksession a. Approval of Change Order #11 to the Kenneth B. Rollins Water Filtration Project There was no discussion on this item. bw Approval of Change Order #3 for the Hospital Tank Pumping Station Project There was no discussion on this item. Cm Approving Task Order #23 for design of the Utility Lines Division Maintenance Facility There was no discussion on this item. New Business Phil Rodenberg outlined a legislative amendment, which the state legislature would be voting on considering a cap on real estate assessments. He asked Council to take a policy position on this item for forwarding to the Town's state delegation. Councilmember Schmidt asked that an item be placed on the next worksession agenda to discuss the Harrison Street drainage project. Councilmember Martinez asked that an item be placed on the next worksession agenda to discuss the Planning Commission's strategy for the Comprehensive Plan Amendment process. The meeting adjourned at 10:20 p.m. J~lith W. Ahalt Clerk of Council Minutes/2003_tcwsmin0! 13.doc