HomeMy Public PortalAbout2004_01_12Council Work Session
January 12, 2004
Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Umstattd presiding.
CouncJlmembers Present: NervJn ~lackson, MelJnda Kramer, David Schmidt,
Robert Zoldos and Mayor Umstattd.
Councilmembers Absent: Frank Buttery and IVlarty Nartinez
Staff Members Present: Town Manager Bob Noe, Town Attorney William Donnelly,
Assistant to the Town Manager Nicole Ard, Assistant to the Town Manager Kathy
Leidich, Chief of Police Joe Price, Director of Engineering and Public Works Tom
Mason, Director of Economic Development Betsy Fields, Director of Parks and
Recreation Kaj Dentler, Director of Planning, Zoning and Development Susan Swift,
Budget Officer Nike Freda, Chief of Comprehensive Planning David Fuller, Capital
Improvement ProJects Coordinator Nagi Elsewaissi, Planner Chris Murphy, Tourism
Coordinator Narantha Edwards, Management Intern Alexandra Shabelski, and Clerk
of Council ,ludy Ahalt.
AGENDA [TENS
Mayor Umstattd noted the large number of residents in attendance and asked
that they be given the opportunity to speak prior to discussion of items on the
agenda.
Ted ]ackson, Union Cemetery, stated in consultation with Gordon and
Associates it was determined that the fee for fixing the water drainage issues at the
cemetery will be $:~00,000. He stated he would like the town to expedite the needed
water connection. Further, he asked that the Council waive the $3,500 fee for the
town staff to review the construction plans.
Councilmember Schmidt asked the Town Manager for a report on this project.
Councilmember Zoldos stated the town needs to rectify this issue.
Vice Mayor Jackson asked Nagi Elsewaissi to provide an update on this project
to Council.
Mr. Elsewaissi stated staff has coordinated with Gordon and Associates and
the cemetery board and determined a cost of approximately $25,000 for the town to
provide the needed water connection.
Councilmember Kramer asked that a timeline be set for this project and
Council kept apprised of the progress.
Bob Noe stated funding for this item has been included in the mid-year 2004
budget request.
David Machlan, :[01 Hume Court, addressed Council regarding the new stop
signs on Meade Drive and expressed his concern that the residents of Woodlea
Manor were not consulted prior to Council action on this issue. He asked that Council
reconsider their decision to install the stop signs.
Town Council Work Session Minutes for January 12, 2004 Page
Michael De Monte, 206 Lawnhill Court, stated there are extenuating
circumstances, such as speeding, restriction in the line of site and short distances
between the homes and the road, which require that these new stop signs on Meade
Drive remain in place.
Christopher Vaka, 1435 Harle Place, asked Council to reconsider the
installation of the stop signs on Meade Drive because the normal town process of
phased installation was not followed in this case. Further, he asked that Peggy
Coleman, Southwest representative to the Standing Residential Traffic Committee,
be replaced because her views do not represent the majority of residents in that
quadrant.
Michael Rau, 1404 Harle Place, cited contradictions in the reports to Council.
He stated the traffic study conducted on Meade Drive found the traffic volume to be
normal for a collector road with the primary concern to be speed. The report from
the Standing Residential Traffic Committee stated the primary concern was not
speed but volume of traffic. Further, he asked Council to reconsider their action.
Hub Turner, 1107 Bradfield Drive, asked Council to consider a totally
integrated approach to resolve the problems on Meade Drive. He stated the traffic
studies do not justify the installation of these additional stop signs and asked Council
to reconsider their decision.
Carroll Laycock, 1445 Hague Drive, stated there is no need for these
additional stop signs on Meade Drive and asked Council to reconsider their action.
Lori Ciafre, 115 Meade Drive, thanked Council for their support of the
additional stop signs on Meade Drive. She stated the stop signs allow residents to
cross the street more safely.
Keith Linville, 1408 Harle Place, stated his concern that the new stop signs
were installed without proper notice to the residents in Woodlea. Further, he urged
Council to take a drive down Meade Drive and reconsider their decision.
John Mullins, 122 Meade Drive, thanked Council for their action in this matter
and stated since the installation of the new stop signs he has noticed a reduction in
speed on Meade Drive.
~lim Gould., 408 Salyor Way, expressed his concern with the growing number
of stop signs on Meade Drive and asked Council to reconsider their process.
Vice Mayor .lackson stated the original recommendation was for a stop sign at
Hague Drive and Meade Drive in Woodlea Manor and two additional in Greenway. He
stated he attended the Woodlea HOA meeting to discuss the proposed stop signs and
only heard objection to the proposed sign at Hague and Meade. Further, he said the
residents of Greenway attended three straight Standing Residential Traffic
Committee meetings requesting the installation of these signs and received no
objections.
Councilmember $chmidt stated he attended the Woodlea Manor HOA meeting
where only 20 residents out of 470 homes attended because of the inclement
weather. He stated this issue was not on the meeting agenda and since the citizens
were unaware of the issue he asked that this issue be deferred to the January
Town Council Work Session Minutes for ]anuary 12, 2004 Page 3
Council meeting. Further, he thanked all of the citizens who spoke tonight and
stated he hoped Council would reconsider this action at the meeting tomorrow night.
Agenda for Council Meeting of 3anuary 13~ 2004.
a. Article XV, Section 5.1-60 of the Town Code relating to the Cable
Television Advisory Commission
William Donnelly stated this section of the Town Code states that three
members of the Cable Commission will be appointed by the franchisee;
however, this is not a requirement of the franchise agreement and staff
recommends that this section be amended to state that the Council appoints
all members. Further, staff is recommending an amendment to the Town
Code, which states that all members of the commission must be subscribers
of the local cable service.
It was the consensus of Council to support the amendment that
Council appoints Cable Commission members at the meeting tomorrow night.
b. Making an appointment to the Information Technology
Commission
Councilmember Schmidt stated he is recommending that Michael
Ricciardelli
be appointed to the Information Technology Commission.
It was the consensus of Council to move forward with a vote at tomorrow
night's meeting.
c. Making an appointment to the Planning Commission
Mayor Umstattd stated she is prepared to recommend an appointment to
the Planning Commission and will provide Council with the contact information
for this individual so that they may speak with him before the vote at the next
Council meeting.
Vice Mayor .lackson stated he would support voting on the Mayor's
nomination to the commission tomorrow night because the Planning
Commission will be selecting their Chair and Vice Chair at their meeting
Thursday night.
2. Business Friendly - Councilmember Zoldos
Councilmember Zoldos outlined his definition of Business Friendly stating
business owners need to know what the town's rules are, the expectations of the
town, any applicable local ordinances, and what is required so that they can budget
the cost of what it will take to open their business. He suggested that staff create
a checklist which is inclusive of all of these thoughts to ensure that the business
owners will fully understand what it is that they have to do to start up their
businesses in the Town of Leesburg.
Councilmember Schmidt expressed his support and suggested integrating
departments in the new expansion to facilitate this process for the business owners.
3. Schedule for Loudoun Street Addition
Mr. Noe outlined the schedule for the Loudoun Street addition, stating it is
extremely ambitious and there are mutual milestones that need to be met in order to
maintain the ,lune 22 deadline.
Town Council Work Session Minutes for .lanuary 12, 2004 Page 4
Councilmember Schmidt stated he would like to proceed full speed ahead, but
the quality of the project cannot suffer. He stated he would like to see the contract
awarded during this Council's term and hopes others will have the vision to continue
the program.
Councilmember Zoldos stated this is an aggressive schedule; however, he is
concerned with the mid-year budget. Further, he stated he understands the need,
but is not sure that the need is great enough to cause Council to move forward this
fast.
Vice Mayor Jackson stated there has been discussion of a larger sidewalk in
front of the new building, but Council has not been provided with the additional cost
of this.
Mr, Noe stated he would provide that information to Council.
4. Use of [da Lee Park Recreation Center by Leesburg Fire and Rescue
Squad Volunteers
Kaj Dentler stated the Leesburg Volunteer Fire and Rescue squads and the
Citizen Support Team have requested free use of Tda Lee. The current practice is
that they receive free use only while on duty. He stated the Parks and Recreation
Advisory Commission has recommended providing a 20-percent discount to the
volunteers to be used on any type of admission while continuing the current
practices. Further, he stated the benefit would not be extended to family members
or to volunteers outside of the Leesburg town limits.
Councilmember Zoldos expressed his support of this item and asked that
action be taken at tomorrow's meeting.
Mayor Umstattd stated she has heard from a member of the rescue squad
who wanted to speak to Council regarding this issue at the second meeting in
January and suggested waiting until then to vote.
Vice Mayor Jackson stated he received a call from one of the town's
commission members asking why they did not receive free membership to ]:da Lee
and asked Mr. Dentler to explain this.
Mr. Dentler stated per action of a previous Town Council the only people who
receive free membership to Ida Lee are the town employees and the Council.
5. Sycolin Road widening design change orders
Nagi Elsewaissi stated staff is recommending approval of change orders #4
and #5 to the original contract with DMJM+Harris, ]:nc. in the amount of $82,000. He
stated change order #4 is for the design of a :LO-foot asphalt trail to connect to Phil
Bolen Park in the amount of $37,000.00 and change order #5 is for the design of a
new water line in the amount of $45,000. Further, he stated sufficient funds are
available in the Sycolin Road Widening and Utility Fund Capital budgets.
Councilmember $chmidt verified the width of the trail to be :LO-feet.
Councilmember Kramer verified the homeowner's associations had been
contacted.
Town Council Work Session Minutes for .]anuary 12, 2004 Paqe $
Mayor Umstattd asked if any construction would abut residential property in
Stratford or Tavistock?
Mr. Elsewaissi stated the town would need to acquire right of way in some
areas from larger landowners.
6. Wage Drive, Anne Street and Dry Mill Road storm water study and
Town Branch dredging
Tom Mason recommended the town proceed as planned to remove
sediment from Town Branch along Ratio Park. He stated a purchase order was
issued to a construction company for the work and some of the work may be
completed this winter depending on the weather conditions.
Mr. Mason stated staff has met with homeowners on Anne Street, Wage
Drive and Dry Mill Road regarding storm water flooding and are proposing a capital
project to initiate a study of the storm water flooding when funds are available in FY
2005. He stated this portion of the storm water flooding study would cost $40,000.
Councilmember Schmidt stated Council should consider funding this item in
the mid-year budget.
Mayor Umstattd asked if the town is doing something wrong through the
DCSM or other regulations to cause drainage or run-off problems for existing homes?
Further, is there a way to tighten up these regulations?
Mr. Mason stated staff can review the regulations and controls used during
construction and ensure that the town is consistent with other jurisdictions.
Councilmember Zoldos suggested putting sod down where new construction
takes place could help eliminate this problem.
Finance Department Status Report
Mr. Noe introduced George Shelley, Tnterim Director of Finance.
Mr. Shelley stated in early December he was asked to assess the department
for internal controls, separation of responsibilities and workflow efficiency and to
design a road map for the department to help it meet any future demands placed
upon it. He stated the budgeting system, accounts payable and receivable and the
payroll functions are all working well.
Mr. Shelley provided Council with five areas within the department that need
improvement: (1) the growth of the town has increased the finance processing
demand and the policies and procedures have not kept up and need to be reviewed;
(2) the department needs additional temporary staffing; (3) minimal internal
controls are currently in place and need to be strengthened including separation of
responsibilities; (4) routine functions for controls are weak including reconciliation of
statements and ledgers; and (5) field studies should be conducted to verify the
correct fees and taxes for businesses are being paid to the town.
In conclusion, Mr. Shelley stated in the short term he intends to continue to
address internal controls, staffing issues and begin a detailed review of all
documentation within the department. He stated there will be staffing and
Town Council Work Session Minutes for January 12, 2004 Page
organizational changes and it is his intent to absorb all costs within the department;
however, if there are additional costs, a report will be made to Council.
Councilmember Zoldos thanked Mr. Shelley for his report.
Councilmember Kramer verified these recommendations could be
implemented by the end of the fiscal year.
Mayor Umstattd asked why the auditors did not identify these problems?
Mr. Shelley stated the auditors have made several comments along these
lines and those are listed in their latest report. He stated the current internal
controls are minimal, but not ineffective. Further, he stated the department as it
currently stands would not meet the needs of the future, but with a little work, meet
the needs of today.
w
Preview items for 3anuary 26, 2004 work session
a. SE-2003-06 - Costco Tire Center - Public Hearing
No discussion
b. SE-2002-07 - Star Pontiac, Buick and GMC, 326 E. Market Street -
Public Hearing
Vice Mayor Jackson stated the Planning Commission recommended
approval of this application by a 4-3 vote.
c. Final list of potential CDBG Projects - Public Hearing
Councilmember Schmidt asked that the Fort Evans Road sidewalk and
drainage project be added to this list.
David Fuller stated he would report back to Council as to why it is not on
the list.
Mayor Umstattd stated Lyle Werner would address Council regarding her
desire to include funding for the free clinic.
d. BP Oil gas station sign at Holtzman property on Catoctin Circle
No discussion
e. Parking study implementation plan
Betsy Fields stated staff and the Economic Development Commission have
taken a very conservative and balanced approach to making the
recommendations outlined in this plan.
Councilmember Schmidt stated staff should get input from the downtown
merchants before Council begins deliberating this issue, especially concerning
the parking validation recommendation.
Ms. Fields stated staff has been working with the Downtown Merchant's
Association.
f. Proposed adoption of new town logo
Town Council Work Session Minutes for January 12, 2004 Page ?
Betsy Fields discussed the need to unify all of the town's printed materials
with a consistent image and stated the Economic Development Commission is
recommending that the town adopt the recently designed tourism logo as the
official town logo.
g. Water Filtration Plant engineering services contract amendment
No. 3
No discussion
Northern Virginia Regional Commission Ali-Hazard Mitigation
Plan
No discussion
i. Fiscal Year 2004 Mid-year budget
No discussion
New business
a. Clean Air bill
Councilmember Zoldos stated Senator Hims has proposed a bill to enable
local jurisdictions to enact legislation to ban smoking in enclosed restaurants
and bars. He stated Mr. Ben Lawrence would be in attendance at tomorrow
night's meeting and if Council decides to endorse this legislation it would have
to do so before January 23.
Mayor Umstattd stated her concern with towns dictating this type of
policy to their restaurant owners.
Councilmembers Schmidt stated he would like to have input from the
restaurant owners before supporting this legislation.
Vice Mayor Jackson and Councilmember Kramer concurred.
b. Stop signs on Meade Drive
Councilmember Zoldos stated tomorrow night he will propose a
resolution to reconsider and rescind Resolution 2003-165 concerning the stop
signs on Meade Drive to allow for citizen input and then consider action.
Mayor Umstattd stated this issue could be placed on the agenda for the
next two meetings to the allow for public input then make a decision as to
whether or not to remove the stop signs. She stated because the stop signs
have been installed, reconsideration might not be needed as Council could
just ask that they be taken down.
Bill Donnelly stated Roberts Rules of Order states if a motion to
reconsider is to be made it must be done at the next meeting by someone
who was on the prevailing side; however, a motion to rescind could be made
at anytime but is normally made only if there is a change in circumstances.
He said it would be better to make a motion to reconsider.
:It was the consensus of Council to consider this motion at the meeting
tomorrow night.
The meeting was adjourned at 9:50 p.m.
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