HomeMy Public PortalAbout2003_07_07Council Work Session
Council Chambers, 25 West Market Street, 7:30 p.m.
July 7, 2003
Mayor Umstattd presiding.
Councilmembers Present: Frank Buttery, Mervin Jackson, Melinda Kramer, Marty
Martinez, David Schmidt, Robert Zoldos and Mayor Umstattd.
Councilmembers Absent: None
Staff I~lembers Present: Town Manager Bob Noe, Town Attorney William Donnelly,
Assistant to the Town Manager Nicole Ard, Director of Engineering and Public Works
Tom Mason, Director of Planning, Zoning and Development Susan Swift, Director of
Economic Development Betsy Fields, Traffic Engineer Calvin Grow, Management
Intern Alexandra Shabelski, and Clerk of Council Judy Ahalt.
AGENDA ITEMS
Agenda for Council Meeting of 3uly 8, 2003
a. Approving SE-2002-08, Holy Trinity Lutheran Church, 605 W.
Market Street, to permit the expansion of the existing childcare
center and church use.
Susan Swift stated that Condition No. 7 has been revised to address the
issue of a future dedication for public street purposes.
Councilmember Schmidt asked if the applicant is in agreement with all of
the changes?
Ms. Swift stated she believes they are in general agreement, but would
like some change to Condition No. 7.
Mayor Umstattd stated the applicant does not want to construct a left turn
lane north on Catoctin Circle because none of their parishioners would use it.
Councilmember Zoldos stated the language in Condition No. 6 referring to
a waiver of frontage improvements should be removed. Further, they should
be required to construct the left turn lane.
Vice-Mayor Jackson verified the applicant's request for Condition No. 8,
which limits the hours of operation for the childcare as 8:30 a.m. to 3:15
p.m. and asked if that should be extended?
Ms. Swift stated she is not familiar with how their operation will work or
why they requested those hours. Further, she stated her department would
be required to enforce the approved operation hours.
b. Reconsideration of improvements to Pershing Avenue
Mayor Umstattd stated Councilmember Zoldos had asked for a
reconsideration of the improvements to this project to stop the 30-feet wide
section of the street 280 feet north of Market Street rather than going up to
the alley.
Town Council work session minutes for.luly 7, 2003 Page 2
Kevin Wriqht, 109 Pershing Avenue, stated the project is needed to
control storm water run-off and drainage problems. Further, he stated the
project would improve pedestrian and vehicular safety with a roadway that
meets safe guidelines.
Further, Mr. Wright outlined the hazards of limiting on-street parking and
the street-wide impact of narrowing a portion of the street.
Vice-Mayor ]ackson stated a couple of years ago Council proposed
installation of a 36-foot street.
Tom Mason stated when the project was added to the CIP it was done so
with a proposed width of 36-feet. He stated that in the original citizen
survey, which was sent out in 2001, the residents' responses supported a
street width of 36-feet with sidewalk and curb and gutter on both sides.
Cathy Kennan, 21 Pershing Avenue, stated after learning of Council's
reconsideration of the vote she checked other streets in the Conservation and
Historic District and learned that the majority of the streets are staggered.
Therefore, Pershing Avenue shouldn't be any different.
Further, she stated only 16 easements have been signed and she has
been offered a deal of having her driveway paved in return for signing her
easement.
Ann Doane, 22 Pershing Avenue, asked that the street width be consistent
all the way down the street with curb, gutter and sidewalk.
Rev. Don Townsend, stated the church does need parking on both sides of
the street.
Sara Chaffin, 204 Pershing Avenue, stated the May 23rd edition of the
Leesburg Today quoted Mr. Noe as stating 21 signatures would constitute a
slight majority, yet the Engineering Department stated 56% requested the
36-foot wide street. Further, she stated Mr. Noe sent a letter to the residents
of Pershing Avenue on May 21St, which stated his recommendation for a street
width of 34-foot with a sidewalk on one side unless a significant majority
supported a wider width.
Troy Sacquetz, 22 1/2 Pershing Avenue, stated there is currently a large
tree in his yard, which will be damaged by this project. Further, he stated
when these improvements are done many residents will have their driveways
shortened and will be forced to park on the street creating an even greater
parking shortage for the church.
Councilmember Buttery stated widening the road to 34-feet would offer
some compromise. Further, the project is currently scheduled for a 36-feet
street width north of the alley and 30-feet width south of the alley. He asked
the residents located north of the alley if they would compromise on a road
width of 34-feet and the effect on parking?
Tom Mason stated a road width of 34-feet between the stonewall and the
alley would work.
Town Council work session minutes for 3uly 7, 2003 Page 3
Mayor Umstattd expressed concern with the impact on the trees.
Mr. Mason stated the sidewalk is what will impact the trees. He stated a
sidewalk on the west side of the street would have the least amount of impact
on the trees and a road width of 36-feet would be the safest solution.
Mayor Umstattd verified the current street width is 17-19 feet.
Vice-Mayor Jackson verified a consistent road width of 34-feet would
require a redesign.
Vice-Mayor .lackson asked to see the citizen surveys tomorrow night.
Peggy Saunders, 115 Pershing Avenue, stated her son has a disability and
she would like the road to be widened to 36-feet to provide the safest street
possible for her son.
Robert Farris., outlined a drawing, which showed the impact of a 50-foot
right-of-way and a 36-foot roadway with sidewalks on both sides. Further, he
addressed his concern with the ingress and egress of emergency vehicles on a
30-foot roadway.
IVlr. Farris stated the trees on the west side of the street are out of the
town's 50-foot right-of-way. Additionally, he recommended the road south of
the alley be constructed at a width of 34-feet with parking on both sides and
the road north of the alley be left at the width of 36-feet.
Councilmember Kramer suggested a width of 34-feet with the rolling curb.
Councilmember Martinez stated Pershing Avenue is a dead-end street and
the town has no plans to make it a thoroughfare. He stated traffic is not as
much of an issue as aesthetics. Further, he stated the staff seems to be
overselling the need for a road width of 36-feet. He suggested the road be
widened to 30-feet with a sidewalk on one side.
Councilmember Kramer stated Fairview Street is 36-feet and is a major
thoroug hfa re.
Mayor Umstattd stated there are increased incidents of speeding on
36-feet wide streets and suggested a width of 34-feet would be safer.
Councilmember Buttery verified Mr. Farris's proposal is for an increase in
road width to 36-feet north of the alley and 34-feet south of the alley.
Mr. Farris stated everyone who had asked for 36-feet would agree to a
width of 34-feet with the sidewalk on the east side and parking on both sides.
Councilmember Martinez suggested leaving the portion north of the alley
as it is.
Town Council work session minutes for July 7, 2003 Paqe 4
Bob Noe stated there was never a vote taken on a road width of 34-feet.
Further, he stated the majority would have supported a width of 34-feet if it
did not require a redesign.
Mr. Noe stated anything less than a road width of 34-feet is a hazard. He
added that a 34-feet width provides a measure of traffic calming.
Councilmember Zoldos stated a good solution would be a road width of
36-feet north of the alley and 34-feet south of the alley. He asked if the
residents asking for a width of 30-feet would support a width of 34-feet?
An unnamed Pershing Avenue resident stated he lives south of the alley,
and it is important to consider sidewalks on the east side of the street to
accommodate the church.
Kevin Wright, stated he has no problem with a street width of 34-feet.
Further, he stated with the installation of a rolling curb residents may find
that other people who don't live on the street will be parking in the yards and
blocking access for the residents.
Troy Sacquetz, stated there is no need to change the street. Further, he
stated a width of 30-feet does represent a compromise.
Carolyn Ouesenberry, 23 Pershing Avenue, stated she could not support a
road width of 34 feet for the street, She has concerns that cutting down the
hill and widening the road will encourage speeding,
Councilmember Zoldos suggested a resolution be drafted with a road
width of 36-feet north of the alley, 34-feet south of the alley and sidewalks on
both sides.
Mr. Mason stated to avoid damaging the stonewall there should be no
sidewalk at that portion of the street.
Councilmember Kramer suggested a 30-foot width to the 280-foot mark
and 34-feet to the alley with a sidewalk on the east side.
Mr. Noe stated the east side would have the most impact on trees.
Ms. Kennan stated as the trees are :[4-feet from the road she has
concerns with possible damage to tree roots.
Vice-Mayor Jackson asked that the town arborist provide a report on the
Pershing Avenue trees at the Council meeting tomorrow night.
Ms. Chafin stated she would like to see a street width of 34-feet on the
north end. Further, she stated her concern with increased speeding, which
may result with a wider street.
Selecting a site location, design standardv and authorizing funding
for the Loudoun Street addition to Town Hall.
Mr. Noe stated Rich Vaaler has informed the town that the church on Wirt
Town Council work session minutes for .luly 7, 2003 Page
Street is available for lease. Further, Mr. Noe asked if it was available for
purchase and Mr. Vaaler stated he would check into that.
Nicole Ard introduced Mr. Tim Lovett of Bowie Gridley Architects. She
stated staff is looking for direction with selection of a site and the
authorization for Mr. Noe to continue with the design process.
Mr. Lovett stated through the various planning and programming
exercises with the staff, it was determined that by the year 2013 the town
staff will have increased as much as 43% requiring an additional 20,000
square feet in office space.
He stated scheme B-2 looked at building a 20,000 square foot addition in
front of the parking garage and rose garden. Also, there is a 2-1/2 story
addition next to the alley, which wasn't part of the original plan, but could be
added in. Further, the Loudoun Museum would receive an elevator and
handicapped bathrooms for the second floor museum expansion.
Additionally, the B-2 scheme would provide the greatest visual relief from the
log cabin.
He stated currently the theory is that Planning, Zoning & Development,
Utilities, Economic Development, Engineering & Public Works and a resource
center would be included in the expanded facility.
Councilmember $chmidt asked the justification for additional design costs?
IVlr. Lovett stated the building that is currently proposed is 20,000 square
feet. The additional 6,500 square feet add on represents an increase of 33%
which translates into more work for their office, as well as the consultants,
not only from the engineering standpoint, but architecturally as well.
Additionally, more staff will have to be brought on to stay on schedule.
Councilmember Schmidt verified if the town were to lease out the additional
6,500 square feet all revenues would go back into the Utility Fund and would
take approximately 7-10 years to pay the money back.
Councilmember Zoldos stated he did not remember Council authorizing
$3.7 million for this project and asked that Council be provided with a copy of
the resolution.
Further, Councilmember Zoldos asked Mr. Lovett to explain their fee
structure whereby the town would be charged $120,000 for design of the
additional 6,500 square feet of office space?
Mr. Lovett stated the fee structure is based on percentage of construction
costs. Further, he stated the professional fees include all reimbursable costs
incurred, engineering services, mechanical, electrical, plumbing, fire
protection and geo-technical work.
Councilmember Zoldos asked to see those listed by line item.
Vice-Mayor Jackson stated he could not vote for the extra costs incurred.
Town Council work session minutes for .luly 7, 2003 Page 6
Councilmember Buttery asked what the staff predictions are beyond 10
years and the legal requirements for leasing government space to a business?
Ms. Ard stated she would check into the staffing projections and would
defer legality issues to the Town Attorney.
Mayor Umstattd stated if the staff projections are 43% and if the town
maintains the same per capita ratio the town would reach total build out of
the town by the ten-year mark.
Councilmember Kramer stated these costs are in line for public buildings;
however, the question is what the town wants to do with this information.
Further, she stated this space represents a golden opportunity for the town to
join in a partnership and leasing the space out.
Councilmember Zoldos stated renting this space would not come close to
what it costs per square foot. Further, he stated the town is not in financial
shape to make this commitment.
Councilmember Schmidt stated if 10 years from now, staff has not
increased enough to require use of the additional 6,500 square feet, we would
continue to lease the space.
Further, he asked Mr. Donnelly to speak to Councilmember Buttery's
question regarding legality issues.
Bill Donnelly stated he would prefer to respond tomorrow night.
Councilmember Martinez stated the town needs to annex in order to grow.
Further, he stated with the rent that some business owners are paying in the
town; it is hard for him to believe that the town could not lease these 6,500
square feet and off set some of the costs.
Mayor Umstattd stated she is not in favor of the project; however, she
would support looking for existing space for the town to lease. Further, she
expressed concern for the negative impact construction of the project would
have on the surrounding businesses.
Ms. Ard stated the staff recommendation is for the B-2 option and asked
for Council direction.
Councilmembers Schmidt, Martinez, Zoldos, Buttery and Kramer stated
they would support the B-2 option.
d. Authorizing the Town Manager to enter into a cooperative
agreement with Loudoun Museum and a donation to the Loudoun
Museum of $1SO,O00
Councilmember Buttery outlined the history of the project and asked
Marybeth Mohr if the museum will be moving their administrative offices.
Ms. Mohr stated the museum is ready to relinquish their space in
exchange for a partnership with the town. Further, she stated they have
Town Council work session minutes for .luly 7, 2003 Page ?
identified property to relocate their administrative offices and would use their
current space to expand their exhibits.
Councilmember Buttery stated there is still a lot unknown. Further, he
stated the museum is asking for the town to provide bathrooms, elevators
and $150,000.
Ms. Mohr stated the estimate for restoration of the building they are
considering is $300,000. In order to secure federal grant money, the
museum needs to show a partnership with a government entity for the seed
money for the grant. Further, she stated the town does not actually have to
give the $150,000 out-right, rather the town could help the museum with
fundraising efforts for that amount.
Mayor Umstattd asked why looks at the most expensive real estate in the
area, which is the historic district, if the new space is to be used for
administrative offices?
Ms. Mohr stated the only expense to occupy the proposed building is for
renovation.
Councilmember Zoldos verified it would not negatively affect the museum's
ability to obtain the federal grant if the town waited until FY 05 to allocate the
$150,000.
Further, Councilmember Zoldos asked if there would be options for other
organizations to lease space in this building, or would the museum need all of
the space?
Ms. Mohr stated the proposed space is large; however, they will need an
as yet undetermined amount of space for their educational programs.
Councilmember Zoldos stated the American Red Cross is still looking for a
building and perhaps could partner with the museum to utilize some of the
space.
Mayor Umstattd stated she couldn't support this issue until she has more
information on the building.
Ms. Mohr stated the museum is a partner with the community and if the
town needs the space, the museum will not complain. Conversely, when the
museum needs help for their own spacing needs, they expect the town to be
supportive of them as well.
e. Authorizing Part B final design of the contract with Michael Baker
3r., ThC. for the Town Branch Tmprovements from South King
Street to Monroe Street in the amount of $:~02,300.
Tom Mason stated staff is recommending Council award the phase B final
design for the Town Branch to Michael .1. Baker, Jr. l~nc.
There was no Council discussion on this item.
Town Council work session minutes for ~luly 7, 2003 Page 8
f. Setting the Town Council Calendar.
There was no Council discussion on this item.
2. BLA for fire and rescue site at Shellhorn and O'Connor school site.
Mr. Noe stated the county and staff have met three times and have come up
with an agreement in principal pertaining to the (1) water tank site, (2) water
service, (3) sewer service, (4) Sycolin Road improvements, (5) site plan review and
incorporation into the town and (6) O'Connor school site. He stated he would like
Council to comment on this so that he can report to the County.
Councilmember Schmidt stated this looks better, but he would like to see this
go through the annexation committee before Council finalizes.
Councilmember Martinez stated he would like more time to review this.
Councilmember Zoldos stated it is somewhat of an improvement; however
item No. 3 dealing with the sewer service states "the county will pay its pro rata
share ....... Tf the cost estimates are not too high". He asked who would make that
determination?
Mr. Noe stated the county was not willing to commit to write a blank check;
however, the preliminary numbers presented were acceptable to the county.
Councilmember Zoldos asked when the projects would be done on Sycolin
Road?
Mr. Noe stated the county is attempting to secure funds for the second half of
the project.
Further, Councilmember Zoldos stated he would like to see definitive
language before he could vote on this, especially regarding the school site.
Mr. Noe stated Chairman York made the linkage between the BLA and the
school site. If he cannot deliver on the Board vote then the Council should not go
forward with the BLA.
Councilmember Zoldos asked how the realignment of Crosstrail Boulevard
would affect the property?
Mr. Noe stated the town has taken the position that the entire site would be
bounded by Sycolin Road on the west and the reconstructed Sycolin Road and
Crosstrail on the other side. Therefore, the county should design and build Crosstrail
Boulevard, which they are refusing to do. He stated there is some leverage available
to Council as Crosstrail Boulevard is very important to the town.
Vice-Mayor Jackson stated his concurrence with Councilmember Zoldos
regarding the lack of definitive language.
Councilmember Buttery stated this is a move in the right direction; however
he expressed concern with the issues regarding the sewer service cost estimate, the
boundary line adjustment after on-site improvements are built, and leasing the water
tank site.
Town Council work session minutes for .luly 7, 2003 Page 9
Mayor Umstattd stated most provisions work to the town's benefit as long as
the lease on the water tank site is nominal. Further, she said anything that can be
done to expedite the extension of water and sewer to the fire and rescue site is
worth doing.
3. Drainage issue on South Street.
Tom Mason stated this drainage system is old, clogged and needs
maintenance. He recommended one of the town's current contractors be asked to do
a study which could be funded under contractual services and then approve the
project as a future C1~P project.
Councilmember Zoldos stated a possible interim solution would be to get
permission from the property owner to clean the drain on the property line.
Mr. Mason stated the town is currently doing that. Further, the town is trying
to redo the current inlet to get the water off the street.
Councilmember Buttery verified the study would be for the entire area and
not just this portion of South Street.
Cynthia Everhart, 229 South Street, thanked Council for their attention to this
problem. Further, she asked that sidewalks be made part of this project.
Mr. Mason stated sidewalks are not considered part of the solution for this
Problem; however, Council could always create a separate C:~P to address that issue.
Further, he stated renovations would require an upgrade to meet ADA standards.
Councilmember Zoldos asked that the sidewalk issue be made a CIP project.
Mayor Umstattd suggested sending a letter to the residents of the street
alerting them to this possibility.
Councilmember Schmidt asked what the cost of the study would be?
Hr. Mason stated the cost could be covered under existing contractual
services.
4. Amendments to change Chapter 8, Garbage and Refuse of the Town
Code.
Tom Mason stated the current trash collection schedule is out of balance and
growth will only create a bigger imbalance. He outlined the two options for a
solution to this problem. Option A would provide the Northwest and Northeast
residents with trash collection on Monday and recycling on Thursday. The Southwest
and Southeast residents would have trash collection on Tuesday and recycling on
Friday. This option would change the current schedule for 6491 units. Option B
would provide services for the Southwest and Southeast on Monday/Thursday and
for the Northwest and Northeast on Tuesday/Friday and would change the schedule
for 4368 units. Further, CS! has also proposed that Wednesday be designated to
pick up grass only.
Mayor Umstattd asked how this notice would get out to the residents?
Town Council work session minutes for July 7, 2003 Page 10
Mr. Mason stated a comprehensive plan would be developed including a
door hanger.
Councilmember $chmidt stated he would support option B. Further, he
asked if the grass clipping pick-up on Wednesday would be in lieu of the pick up on
Thursday or Friday?
Mr. IVlason stated the majority of people cut their grass on the weekend.
Further, he stated if someone puts his or her grass out on Thursday, it would not be
picked
up until the following Wednesday.
Mayor Umstattd expressed her concern with this creating problems for the
homeowners.
Councilmember Martinez stated the original contract stated grass would be
picked up on Thursday or Friday. Now, you are asking the residents to have their
grass clippings out on Wednesday for your convenience, not the convenience of the
residents.
Councilmember Buttery stated he would support option B. Further, he asked
where the town was with regards to the brown bags and clippings?
Mr. Mason stated if the residents want to use a trash can for their recycling or
yard waste they need to get a special label from the town and place it on the trash
can designating it as such. He stated this would assist the contractor in maintaining
uncontaminated loads.
Councilmember Buttery verified yard waste is taken to a recycling facility.
Further, Councilmember Buttery stated option B has merit, but before a change
change can be made he would like to hear the feedback from the citizens.
Mr. Mason stated this would be put on the next worksession with a draft
ordinance to change the Town Code and to allow the Town Manager to make future
changes to the schedule.
Councilmember Martinez asked if there could be a trial period for the
Wednesday pick up?
On a motion by Councilmember Buttery, seconded by Councilmember Zoldos,
the meeting adjourned at :L0:39 p.m.
.l:clerk/minutes/2OO3_tcwsminO707.doc
ldith W. Ahalt
erk of Council