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HomeMy Public PortalAbout2004_07_12Council Work Session July 12, 2004 Council Chambers, 25 West Market Street, 7:30 p.m. MayorUmstattd presiding. Coun¢ilmembers Present: Kelly Burk, Katie Hammler, Susan Horne, Melinda Kramer, Marry Martinez, Robert Zoldos, and Mayor Umstattd. Councilmembers Absent: None. Staff/4embers 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 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 the Office of Capital Projects Nagi Elsewaissi, Zoning Administrator Brian Boucher, Chief of Current Planning Lee Phillips, Management ~'ntern Lindsey Kennedy, Management Intern Tami Watkins, and Assistant to the Clerk of Council Debi Parry. AGENDA ITEMS Agenda for Council Meeting of June 22~ 2004 a. Appropriating $130,000.00 from Loudoun County's share of the Gasoline Tax for the Evergreen Mills Road/Tolbert Lane Tmprovement Project and awarding a construction contract to OMNT Excavators, [nc. for construction of this project. Nagi Elsewaissi recommended that Council appropriate $130,000.00 from the Loudoun County Gas Tax to complete funding for this project. He stated this project is to improve the traffic flow and make the intersection safer. Further, he stated construction would include turn lanes, installation of a traffic light and sidewalks to connect the schools. Mr. Elsewaissi stated construction will begin as early as next week and should be substantially complete before school begins. Councilmember Martinez verified the sidewalks would connect the Evergreen Mill Elementary, Simpson Middle School and Heritage High School to the Evergreen Meadows development on Evergreen Mill Road and there would be no sidewalks on Tolbert Lane. Councilmember Horne verified the $130,000.00 allocation from the County is in addition to the 20 percent gas tax money given to the town. She stated the motion from the Loudoun County Board of Supervisors does not clearly state this. Mr. Elsewaissi stated he has been in touch with Loudoun County staff and has verified this money is in addition to the town's normal allocation of 20 percent. He stated he has suggested that Loudoun County staff correct the language in the Board of Supervisors' motion. Councilmember Zoldos asked when construction will begin and how long it will take to complete the project? Town Council Work Session Minutes for 3uly 12, 2004 Page 2 Mr. Elsewaissi stated he anticipates construction will begin next week and should last approximately 90 days. He stated it should take 60 days to complete construction and then an additional 30 days lead time before the traffic signal becomes active. Councilmember Hammler asked if the residents in the area had been notified of this construction? Mr. Elsewaissi stated he has met several times with the residents and anticipates meeting with them once more before construction. Further, he stated the impact of construction should be minimum. b. Making appointments to the Residential Traffic Committee Councilmember Horne stated Liz Whiting and Sandy Kane are interested in continuing their appointments to the committee. Councilmember Zoldos stated he would like to nominate Robert Patterson to serve on the committee as the Southwest representative. He stated Mr. Patterson is a resident of the Woodlea community. Councilmember Hammler stated she would like to nominate Brian Royston as the Northeast representative. Mayor Umstattd asked Sandy Kane if the current Northeast and Northwest representatives are interested in continuing their appointments? Ms. Kane stated Mr. Rick Knight who represents the Northwest quadrant has indicated that he does not wish to continue his appointment to the committee. She stated she is unsure of Gabe Kelemen's interest in continuing as the Northeast representative. Mayor Umstattd asked Councilmember Kramer to consider making a nomination for a Northwest representative to the committee. Further, she asked the Council members to have resumes for each of their nominees at tomorrow's Council meeting. c. Making an appointment to the Thomas Balch Advisory Commission Councilmember Burk stated she is recommending that Thomas Durand be appointed to the Balch Library Commission. 2. Downtown Coordinator position Betsy Fields stated her recommendation that the Grade 8 Administrative Associate :[! position, which has been vacant for three years, in the Economic Development office be converted into a Downtown Coordinator position at a Grade 10. She stated the professional grade 10 position would help meet the needs of the department in working with the downtown merchants, residents and organizations such as the Leesburg Downtown Business Association and Leesburg Crossroads. Ms. Fields stated this position would also allow Marantha Edwards to focus on the town wide tourism initiatives and to continue working on the recently developed marketing campaign. Further, she stated it is her understanding from Dona Wolf that this action only requires a concurrence by Council and not formal action. Town Council Work Session Minutes for July 12, 2004 Page 3 Councilmember Kramer asked why the Administrative Associate II: position has remained vacant for so long? Ms. Fields stated she has been able to rely on the excess administrative support capacity of the Executive Office. Further, she stated the Downtown Coordinator would be a professional position and would require a Bachelor's Degree. Councilmember Kramer asked what the fiscal impact would be? Ms. Fields stated the funding for the Grade 8 position including benefits is approximately $47, 000 and the funding for the Downtown Coordinator is $8,000 more. She stated because this position could not be filled before September, there will be no fiscal impact in FY05. Ms, Fields further stated once her office is moved to the Loudoun Street Addition she will no longer be able to rely on the assistance of the Executive Office staff and will have to hire an Administrative Associate at that time. Councilmember Horne asked that Jim Sisely be allowed to address Council. Councilmember Zoldos asked what the salary would be for the Downtown Coordinator position? Ms. Fields stated the Grade 10 range begins at $37,866 and she anticipates hiring at the bottom of the range. Councilmember Zoldos asked where the additional $8,000 would come from to fund this position? Ms. Fields stated there would be no additional costs in FY 2005 because funding this position for 10 months is equivalent to funding a Grade 8 position for a year. She stated until the position is filled, she will not know the exact cost of the benefits associated with the position. Councilmember Zoldos asked that a report outlining all of the costs involved at the Council meeting tomorrow night. Further, he asked what would happen to the duties currently performed by Marantha Edwards? Ms. Fields stated Ms. Edwards would no longer focus on the downtown area and would be free to focus on town wide tourism initiatives, the new Economic Development website and the recently developed marketing campaign. Councilmember Hammler asked if a job description is available? Ms. Fields stated the job description is currently in draft form; however, she has been looking at the descriptions for similar positions in other jurisdictions. Councilmember Hammler asked if the Loudoun Street addition had already been approved? Mayor Umstattd stated it has not been formally approved; however, four members of this Council have indicated their support for it. Town Council Work Session Minutes for .luly 12, 2004 Page 4 Councilmember Hammler stated she believes this expansion should not be approved until a new Town Manager is hired. She stated the new Town Manager should be given the opportunity to review the needs of the staff. Councilmember Zoldos asked Bob Noe to comment on this reclassification request. Mr. Noe stated the position is needed and will provide a great asset to the town; however, the directors had decided the ranking of the priorities during the budget process and he believes there are other needs greater than this one. Karen ]ones, Economic Development Commission Chairperson, addressed Council. She stated Ns. Fields and Ms. Edwards are in need of the assistance that this additional position would provide. Jim $isely, Leesburg Crossroads, addressed Council. He stated the additional focus provided to the downtown by this position would result in an increase in tax funding for the town. He stated the needs of the town are greater than what can be provided by the two member Economic Development staff. Councilmember Home stated Mr. $isely provides a good perspective. Councilmember Hammler stated the town should rely more on our existing community resources to assist in this area rather than burden the tax payers with an additional government position. Mayor Umstattd concurred with Councilmember Hammler. She stated the town has great private sector involvement in events such as the Acoustic on the Green Series, and the Flea/Farmers Market. She stated Ms. Edwards is always seen at every event and is an excellent representative for the town. Councilmember Burk asked what happens next? Mayor Umstattd stated Council approval is not required for the reclassification of the Downtown Coordinator position. She stated Council approval is only required to change the number of employees and to eliminate a position that had been approved by a previous Council. Mr. Noe stated if a majority of the Council supports the reclassification then he will approve it. Further, he introduced Management ~[ntern Tami Watkins. Preview Ttems for 3uly 27, 2004 worksession a. Amendments to the Subdivision and Land Development Regulations - Public Hearing There was no discussion of this item. ZOAM-2004-0002 - Various Amendments to the Zoning Ordinance - Public Hearing There was no discussion of this item. Town Council Work Session Hinutes for .luly 12, 2004 Page o TLSE 2003-0004 - Water Pollution Control Facility Expansion - Public Hearing There was no discussion of this item. da OnFiber Fiber Optic Cable License Councilmember Zoldos asked why would the services not be provided to the town since the cable will be installed in the town right of way? Mr. Donnelly stated the system is proposed to pass through the town. He stated the cables are non-video/digital communications and the town has no authority to require this company to service the town. Further, he stated the town can only require them to acquire the proper permits and to pay the nominal fee set by the Virginia General Assembly. New Business a. Crowded Housing Councilmember Zoldos stated in May he asked staff to research the issue of crowded housing. He stated the Town of Herndon has passed legislation limiting the number of persons who can live in a home and he would like to consider passing similar legislation in Leesburg. He asked the status of this request? Mr. Noe stated the staff research is complete and due to his oversight the report was not added to this agenda. He stated he will ensure that the report is included in the next worksession agenda. b. Izaac Walton Pond Councilmember Burk stated something needs to be done about the condition of the Izaac Walton Pond. She stated the previous Council chose not to fund this project during the recent budget. She asked staff to see if maintenance could be done incrementally to minimize the fiscal impact. Councilmember Kramer suggested asking the Environmental Advisory Commission to investigate this possibility. She also discussed the feasibility of a private/public partnership. Mayor Umstattd stated the developer of a proposed residential neighborhood behind the park has stated they would like to assist the town in some way. She stated this might be a good project for them to consider. Further, she stated there might be a trade off as they are requesting that the Town Plan be amended to eliminate the extension of the Greenway to Catoctin Circle. She asked Susan Swift if she has addressed this with the developer? Susan Swift stated she has not discussed the issue of the pond with the developer. She stated she did receive a letter today from the developer asking that the town initiate a Town Plan amendment to remove the extension of the Greenway. She stated staff recommends against the initiation of the amendment by the Town Council as the required traffic study will be expensive to complete. Further, she stated staff would have a report for Council at the first meeting in August. Town Council Work Session Minutes for .July 12, 2004 Page 6 will Mayor Umstattd asked for an estimate of the cost of the study? Ms. Swift stated the study would be upwards of $25,000. She stated she research a more accurate estimate. Councilmember Zoldos asked that Council be given a copy of the letter. c. Use of electronic signs to advertise elections Councilmember Hammler asked staff to investigate the feasibility of using electronic signs, normally used for roadwork, to advertise town elections in an effort to increase participation. Mr. Noe stated staff could provide a report for the second meeting in July or the first meeting in August. d. Phil Bolen Park Councilmember Hammler stated .lohn Elgin of the Loudoun County Planning Commission attended the Parks & Recreation Commission meeting on Saturday morning. She sated he briefed the commission on the status of Phil Bolen Park and stated the county is interested in the possibility of a friendly Boundary Line Adjustment. Councilmember Martinez stated Councilmembers Kramer, Zoldos and himself met with representatives of the Loudoun County Planning Commission last Wednesday regarding this issue. He stated the Loudoun County Planning Commission will first vote on this special exception with the caveat that the town bring the park into the town and provide water and sewer work in Phase Two. Further, the town and county will also work together to ensure that there are no complications in installing the water and sewer in Phase Two. Councilmember Kramer stated Supervisor Sally Kurtz has stated her willingness to work with the Virginia Department of Transportation to ensure the roads are completed before the opening of the parks. Councilmember Martinez stated Supervisor Kurtz had also mentioned the county is working with the Virginia Department of Transportation to expedite the paving of Sycolin Road to Belmont Ridge Road. Councilmember Hammler stated her concern regarding who will fund the construction of Crosstrails Boulevard. Councilmember Zoldos stated all parties are in agreement that the roads need to be completed before the park opens. He stated Sycolin Road in its current state could not handle the park generated traffic. Sandy Kane, Standing Residential Traffic Committee, addressed Council. Ms. Kane stated the contractor currently working on Sycolin Road has installed jersey walls and orange netting which have created a sight distance issue at the intersection of Sycolin Road and Kincaid Boulevard. She asked that the staff speak with the contractor regarding this safety issue. Town Council Work Session Minutes for .]uly 12, 2004 Paqe '] e. Credit Card status report Councilmember Horne asked that Norm Butts provide a report to Council on the on the accountability with regards to purchase cards at the next meeting. The meeting adjourned at 8:35 p.m. rk of Council 2004_tcwsmin0712