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HomeMy Public PortalAbout2003_01_27Council Work Session Council Chambers, 25 West Market Street, 7:30 p.m. January 27, 2003 Mayor Umstattd presiding. Councilmembers Present: Frank Buttery, Mervin Jackson, Melinda Kramer, Marry Martinez, David Schmidt, Robert Zoldos and Mayor Umstattd. Councilmembers Absent: None 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 Planning, Zoning and Development Susan Swift, Chief of Police Joe Price, Director of Utilities Randy Shoemaker, Director of Finance Paul York, Director of Parks and Recreation Kaj Dentler, Director of Human Resources Dona Wolf, Director of Information Technology Michel Agujia, Director of Economic Development Betsy Fields, Budget Officer Mike Freda, Facilities Manager Rich Williams, Capital Projects Administrator Nagi Elsewassi, Assistant to the Town Manager Nicole Ard, Assistant to the Clerk Deborah Parry, and Clerk of Council Judy Ahalt. AGENDA ITEMS Agenda for Council Meeting of 3uly 22, 2002 a. Establishing a Council Rule of Order regarding voting on a new business item. Mayor Umstattd stated the proposed legislation requires unanimous consent by Council when voting on a new business item. An alternative would be a motion to not go forward when a Councilmember is absent. Several council members stated establishing a new rule was unnecessary; Robert's Rules of Order would take care of the issue. Councilmember Buttery stated this new rule would codify the procedures we are currently following. b. Awarding a contract to Bowie Gridley Architects for architectural and engineering services up to $360,000 for the Loudoun Street Addition to Town Hall Phil Rodenberg stated this contract would be for architect and engineering services for the development of the Loudoun Street addition. Councilmembers Schmidt and Martinez expressed support for moving forward with this contract award. Councilmember Zoldos stated he could not be support this project citing the lack of an estimate for building furnishings and outstanding parking issues. Councilmember Zoldos asked staff to provide a cost estimate for furnishing the building. Town Council Work session minutes for January 27, 2003 Page 2 Vice-Mayor Jackson stated he could not support moving forward with this addition. Councilmember Buttery discussed his concerns with parking and reimbursable costs. Councilmember Kramer expressed support for the expansion and the Town's vision to grow. Mayor Umstattd stated she would not be supporting this proposal Bob Noe commented that space is a most pressing issue before the town. He stated staff has spent a considerable amount of time on this issue. Further, a decision should be reached on the long-term space issue and the fundamental question as to whether to rent or own. Councilmember Martinez added this space is land we already own and would not take away from local businesses. c. Communicating utilities and roadway concerns regarding the Shellhorn Property to the Loudoun County Board of Supervisors. Mayor Umstattd read an amendment to the resolution provided with the agenda. The amended version added "Fire and Rescue Training Center" for service by town utilities and a "negotiated annexation agreement" would be an option for the County. With reference to Crosstrail Boulevard inside Bolen Park, language was added "to its impact on the Leesburg Executive Airport runway expansion." Councilmember Schmidt stated he could support the resolution and asked if the Annexation Committee had looked the proposal. Councilmember Zoldos stated this action is premature. He stated we need to discuss numerous issues with the County; i.e. whether they are filing a Boundary Line Adjustment, who pays the water and sewer fees, the status of the regional jail, and whether Crosstrail Boulevard will extend through Phil Bolen Park. Bob Noe commented that discussions have been continuing between County and Town staff. He added that the Town has never formally requested a water tank site, but this resolution will formalize the Town's policy. Mr. Noe added that Leesburg had an agreement with the County, which provided utilities to their 92-acre tract without a boundary line adjustment. Further, he stated the County should pay the current rates for water and sewer availability. Randy Shoemaker stated it is a major concern that the County continues to develop their site without utilities. Currently one meter serves all of their facilities. Town Council Work session minutes for .lanuary 27, 2003 Page 3 Mr. Shoemaker stated we have the option to proceed with a band-aid approach (service line) or a long-term trunk line. He added that if the facilities were in the Town they would have to adhere to our standards and provide adequate fire flow. This would be at the County's expense. Mr, Noe stated the resolution only confirms the Town's position, Mayor Umstattd stated the fire and rescue folks prefer action because of the lag time for water and sewer. Councilmember Schmidt suggested we reiterate our concerns to the County and not be so specific on the type of agreement. Councilmember Zoldos suggested rewording the resolution. Councilmember Buttery stated the resolution should just state the Town's position. Accepting public improvements, releasing the performance guarantee and approving a maintenance guarantee for public improvements at the Greenway Farm ultimate storm water management pond. There was no discussion on this item. d. Authorizing a sister city relationship with Samcheok, South Korea There was no discussion on this item. f. FY04 Budget Process Briefing Budget Principles - Matt Chwalowski Mr. Chwalowski discussed a budget approach that would be beneficial to Council and Leesburg residents and result in a more transparent government. He suggested a budget approach with the following components: (1) establish criteria to develop the budget, (2) establish essential services, (3) develop performance measures, and (4) develop key budget indicators. Additionally, Mr. Chwalowski suggested the establishment of an advisory board. Mr. Chwalowski stated he looks forward to providing the town with objective advice and information to make decisions to benefit all. Council thanked Mr. Chwalowski for his input and advised that our auditors have recommended an Audit Committee. Councilmember Zoldos suggested that we work with Mr. Chwalowski and develop a model to bring back to Council, 2. Northeast Leesburg Zmprovements Nagi Elsewaissi provided an overview of the history of this project. He stated the original estimate to complete this project was $:[.2 million. Further, Mr. Etsewaissi referenced a :[995 Council resolution that stated street improvements would be completed prior to thru street openings and a 2002 resolution, which would Town Council Work session minutes for January 27, 2003 Page 4 install traffic circles at the intersections of North Street and Marshall Drive with Catoctin Circle. Mr. Elsewaissi outlined options for these improvements stating that staff recommends Option 4 which would install curb and gutter and sidewalk to Catoctin Circle and Washington Street; widen the roads to 20-feet on Blue Ridge Avenue, Queen and Prince Streets. Secondly he outlined the concerns and requests of the neighborhood residents as follows: (1) brick sidewalks on all streets, (2) bury overhead utility lines in the neighborhood, (3) do not make improvements street by street, but rather improve the neighborhood as a whole and make the same improvements on each street, (4) sidewalk and parking on the east side of Washington Street, and (5) impact of church parking on Catoctin Circle. Mr. Elsewaissi recommended proceeding with the staff recommendation as soon as possible. Councilmember Schmidt stated he would like more citizen comments. Councilmember Martinez stated we should listen to the citizens, especially on Washington Street where they do have some legitimate concerns with trees. Secondly, the traffic circles on Catoctin Circle should be done tastefully. Councilmember Zoldos stated he would like to have the sidewalks connect the entire neighborhood. Vice-Mayor Jackson stated that any improvements would have to be in compliance with the Subdivision and Land Development Regulations. Tom Mason commented that brick sidewalks would be very expensive. Councilmember Buttery asked the width of Washington Street at the intersection of Blue Ridge Avenue. Mr. Elsewaissi stated the newer section just north of Blue Ridge Avenue is 38 feet and the older section south of Blue Ridge Avenue is 22-24 feet. The older section is proposed to be widened to 30 feet. Councilmember Buttery also commented that he would like to save the trees along Washington Street in front of Cavalier Arms. Further, he asked for clarification of the trips per day on Washington Street. Councilmember Kramer suggested delaying until next year in order to have additional funds. Mr. Elsewaissi stated if improvements were delayed it would continue to hinder fire and rescue vehicle access to Exeter. John Pumphrey, 115 Queen Street, asked Council to take care of the drainage improvements and allot more funds to complete the entire neighborhood. He added that curb and gutter is needed on Queen Street. Town Council Work session minutes for January 27, 2003 Page 5 Chuck Jones, 112 Prince Street, addressed Council. He stated that drainage is a problem on his street and public safety is of major importance. He stated this is neighborhood deserves to have the same amenities as other neighborhoods; a universal approach should be applied to all neighborhoods. He stated he agrees with option 4, as the streets must be opened. Mr. Jones stated Washington Street and Catoctin Circle should be first. Mr. Kreingold, 207 Catoctin Circle, addressed Council reemphasizing treating the neighborhood as a whole. Further, he would not like to see traffic circles on Catoctin Circle. A representative of the church on Catoctin Circle concurred with the town's recommendation. Bob Brown, Vice-President of the Cavalier Arms Board of Directors and owner of 16 units, addressed Council. He corrected a misunderstanding that the overflow traffic from Cavalier Arms is not parking on Washington Street. Mr. Brown was in agreement for streets, curb and gutter on Washington Street. Further, he asked that this be addressed as a neighborhood and moved forward as quickly as possible. Rufus Campbell, 2::[9 Catoctin Circle, addressed Council requesting parking on both sides of Catoctin Circle and the elimination of the proposed traffic circles. Further, he asked that a 4-way stop sign be installed at Catoctin Circle and Blue Ridge Avenue. IVlr. Campbell also asked that this project be put on hold until the entire neighborhood improvements can be funded. Liz Creaker, Queen Street, asked which side of Queen Street would be improved? Mr. Elsewassi stated that slivers of pavement would be added to Queen Street to have a consistent width of roadway throughout. Ms. Creaker also questioned how pedestrians would be able to cross at traffic circles on Catoctin Circle. Gary Robinson, 114 Catoctin Circle, addressed Council stating the situation on Catoctin Circle is very dangerous from a fire and rescue standpoint. He added that sidewalks on both side of the road would greatly diminish their front yards. Councilmember Zoldos stated the Lowenbach neighborhood has been waiting since 1962 for improvements and suggested moving forward with improvements as the neighborhood as requested. Councilmember Schmidt stated the consensus is for curb and gutter and opening streets for public safety reasons. He suggested that we move forward using the established policy for brick and underground utilities. Mayor Umstattd suggested that we move forward with this project unless action to the contrary is proposed tomorrow night. Town Council Work session minutes for January 27, 2003 Page 6 Bill Donnelly, Town Attorney, agreed. Mr. Elsewassi asked if it is the will of Council to proceed with improvements on Washington Street and Catoctin Circle and submit for a future project for the remainder of the streets in the neighborhood. Councilmember Schmidt verified that Queen Street would not get curb and gutter. Mr. Elsewassi stated there is not funding for curb and gutter on that street, but the drainage issues will be addressed. Vice-Mayor Jackson asked the cost to complete the entire neighborhood? Bob Noe stated the only way to proceed was as planned and we could fill in later. 3. Admission rates for senior citizens at [da Lee Recreation Center Kaj Dentler provided background information on the current admission fees for :[da Lee. He stated the Parks and Recreation Commission recommended by a 4-3 vote to reduce senior rates. A reduction would have a $33,000 impact on the budget revenues. Mr. Dentler explained the three options for senior discounts, (1) 20% discount on daily rate, (2) scholarships, and (3) a disability discount. He added that staff recommends fees be unchanged and are fair and equitable for the service they provide. Councilmember Martinez stated the Parks and Recreation Commission discussed this issue at length. He added looking for other sources of revenue could offset the loss of revenues. Council members Zoldos, Buttery and Kramer agreed with the staff recommendation to leave the fees unchanged. Mayor Umstattd stated that 50 percent of the seniors she talked with don't want a tax increase to support a facility they don't use. 4. 3oint Public Hearing with Planning Commission regarding Catoctin Circle Car Wash Councilmember Zoldos stated that the proposed Leesburg Car Wash next to the Leesburg Volunteer Rescue Squad on Catoctin Circle has amended their special exception. Susan Swift proposed a joint public hearing with the Planning Commission and Council on February 25th or IVlarch 11th, Tt was the consensus of Council to hold the public hearing on March 11th, 2003. Town Council Work session minutes for January 27, 2003 Page ? 5. Approach for the Comprehensive Plan revisions Planning Director Susan Swift recommended Option I as follows: (1) appoint the Planning Commission as the lead in the public involvement process, (2) the Planning Commission and other primary boards will jointly host visioning sessions and public meetings to review drafts of each chapter, Planning Commission will be the voting body to give direction to the staff and the draft that is forwarded to Council. Ms. Swift added that if a separate board were used, the Planning Commission would still do the review. She stated the Planning Commission would like to be the lead group and they have great ideas for outreach. :It was the consensus of Council to give the Planning Commission the lead in the Comprehensive Plan Revision process. 6. Urban Growth Area Workgroup Councilmember Zoldos stated that a meeting is scheduled for the Urban Growth Area Workgroup on January 30th. He asked for Council support as a lot of citizens are interested in how the Urban Growth Area is developed. Councilmember Schmidt stated he supports the group in concept and suggested that we have a resolution of support. Councilmember Martinez stated the UGA is important but has concerns with the initial meeting being called by the Annexation Committee. He suggested including a broader area of concern. Vice-Mayor Jackson and Councilmember Kramer also suggested a resolution be provided. Councilmember Buttery stated he has no objection to the group, but he is unclear as to what they will actually do. 7. Discussion of Signage and the Town of Leesburg Visitor's Center Councilmember Zoldos stated he is not against (LCVA) Loudoun Convention and Visitors Association. He stated there is a lot of sign clutter causing confusion to visitors to the Town of Leesburg. Vice-Mayor Jackson asked about the Way-Finding Study that will be presented in February. Betsy Fields stated a workgroup will be meeting with Frazier and Associates on Thursday to review their preliminary designs. Councilmember Schmidt stated he has no issue with LCVA; there are legitimate sign issues that can be corrected by placement. He suggested meeting with LCVA and merchants to resolve the issues. Betsy Fields stated her department is setting up a meeting with LCVA to discuss signs. Town Council Work session minutes for .lanuary 27, 2003 Page 8 Mayor Umstattd asked the location of current signs directing visitors to the Historic District. Ms. Fields stated there are six signs at various locations coming into town. Councilmember Zoldos asked that a report be returned to Council in two weeks to review the number of signs. He added we should allow $20,000 for the Visitors Center so that they can have seven-day a week staffing. Linda Callagy, Loudoun Convention Visitors Association, addressed Council stating they are working on the issue of signs. Bob Primack addressed Council stating he is not against LCVA. He is concerned with the confusion of signs directing folks into the Historic District. He added Leesburg needs to have their own travel center and equal signs should be installed for the Leesburg historic district and LCVA. 9. Approval of Change Order #11 to the Kenneth B. Rollins Water Filtration Project Randy Shoemaker stated this contract with Conewago Enterprises, Inc. is for expansion of the Kenneth B. Rollins Water Filtration Project. This project is 421 days late. He said after discussion with special counsel for this project, the proposed settlement of the contract is $150,000. This amount would not require an additional appropriation. Council had no questions. 10. Approval of Change Order #3 for the Hospital Tank Pumping Station ProJect Randy Shoemaker stated this contract change order with Conewago Enterprises, Inc. provides for a 21-day time extension and $21,000 in liquidated damages from the contractor. Councilmember Zoldos stated hopefully we would not enter into any more contracts with this contractor. 11. Approving Task Order No. 23 for design of the Utility Lines Division Haintenance Facility Randy Shoemaker stated this Task Order No. 23 with CH21Vl Hill Engineers is for the design of the Utility Lines Division Maintenance Facility. Mr. Shoemaker explained the site plan, the proposed buildings for construction and the proposed schedule for completion of the new facility. 12. Preview items for February 10, 2003 Worksession a. Rezoning Application ZH-2002-03, Church of 3esus Christ of Latter Day Saints - Concept Plan and Proffer Amendment - Public Hearing There were no comments on this item. Town Council Work session minutes for January 27, 2003 Page 9 b. Authorizing a contract amendment with Black and Veatch Engineers for Kenneth B. Rollins Water Filtration Plant Project There were no comments on this item. New Business Councilmember $chmidt discussed proposed legislation that would prohibit any Town in Virginia from participating in annexation proceedings for five years. Councilmember $chmidt stated he is opposed to this legislation and recommended a resolution be brought forth for action tomorrow night. Bill Donnelly discussed comments on this issue by Carter Glass. The Mayor reminded Council of the ribbon cutting ceremony for the Catoctin Circle improvements at 6:45 p,m. tomorrow evening prior to the Council meeting, The meeting adjourned at :L1:05 p.m. 2003_tcwsmin0127.doc ::l~rk o~ Council