HomeMy Public PortalAbout2004_10_12Council Work Session
October 12, 2004
Council Chambers, 25 West Market Street, 7:30 p.m. MayorUmstattd presiding.
CouncilmembersPresent: Kelly Burk, KathrynSheldon Hammler, Susan B. Horne,
Melinda Kramer, Bob Zoldos, and Mayor Umstattd.
Councilmembers Absent: Vice Mayor Martinez
Staff 14embers Present: Town Manager ~lohn Wells, Town Attorney William
Donnelly, Assistant to the Town Manager Nicole Ard, Assistant to the Town Manager
Kathy Leidich, Director of Engineering and Public Works Tom Mason, Director of
Planning, Zoning and Development Susan Swift, Director of Finance Norm Butts,
Director of Utilities Randy Shoemaker, Director of Economic Development Betsy
Fields, Director of the Office of Capital Projects Nagi Elsewaissi, Budget and
Management Officer Mike Freda, Chief of Engineering Paul Gauthier, Water Pollution
Control Superintendent Steve Cawthron, Senior Planner Bruce Douglas, Management
Intern Tami Watkins and Assistant to the Clerk of Council Debi Parry.
AGENDA [TENS
READ[ Program
Mr. J.B. Anderson with the Response to Emergencies and Disasters Institute
addressed Council. Mr. Anderson stated this program is a partnership with George
Washington University, George Mason University and Shenandoah University and
funded by Congress. He stated the purpose of the program is to train emergency
responders in an integrated approach to a major emergency.
Mr. Anderson stated he would like to schedule classes for Council. Further, he
stated the program is supported by Congressman Frank Wolf and urged Council to
visit their website at www.readi.gwu.edu for further information.
Councilmember Hammler asked if the school system has been approached
regarding this training?
Mr. Anderson stated he has already conducted training with Loudoun County
Schools and is meeting with them again in .lanuary to schedule summer training.
Councilmember Zoldos encouraged all members of Council to take advantage
of this training opportunity.
Mayor Umstattd asked that Mr. Wells pass this information on to Chief Price.
Mr. Anderson stated Chief Price has been very supportive of the program.
Fort Evans Road Improvements/Veterinary Clinic
Mr. Bob Sevila addressed Council regarding this issue. He stated the
Leesburg Veterinary Specialists have purchased a portion of the Bradshaw Plaza site
across from the Montessori School on Fort Evans Road and plan to expand their
current practice and construct an 18,000 square foot office.
Town Council Work Session Minutes for October 12, 2004 Paqe 2
Mr. Sevila stated timing of the Capital Improvements Project for Fort Evans
Road is not in step with their needs for constructing their facility. He spoke about
drainage issues in that area stating the CIP project would address these needs rather
than forcing the owners of the property to install temporary stormwater
management improvements.
Mr. Sevila urged Council to expedite the CIP project to have substantial
completion by his clients' July Ist deadline.
Paul Gauthier stated staff reviews stormwater management for the town;
however the permitting authority lies with Loudoun County. He stated they would
not have to wait until the capital project is finished; the projects just need to be
timed so they are completed at approximately the same time. Further, he stated the
stormwater management standards are approved by the state and staff does not
have the authority to waive.
Nagi Elsewaissi stated staff has met with the applicant to discuss their project
design as well as the capital project. He stated staff would do everything possible to
expedite the project.
Councilmember Zoldos asked if a parallel tract could be done to have both
projects completed by July 17
Mr. Elsewaissi stated their project is scheduled to be completed about the
time that staff will go to bid on the capital project, but the schedule could potentially
be expedited by a couple of months.
Mr. Gauthier stated only the storm drainage portion of the project would need
to be completed before occupancy of the building. Further, he stated if there is a
contract with the town for completion of the capital project he feels confident in the
fact that he could successfully argue for the county to issue the occupancy permit.
Mr. Wells suggested that staff and the Town Attorney work with the applicant
and the county to create a schedule and report back to Council at the next work
session.
Mayor Umstattd stated she would like to be mindful of any additional flooding
that may be caused for the residents in this area.
Agenda for Council Meeting of October 13, 2004
a. Amending Resolution #95-172 to allow the opening of street
connections of Queen street at North Street and Washington
Street at North Street and amending condition #2 of Resolution
#2002-111
It was the consensus of Council to defer this item to the October 26,
2004.
b. Approving an amendment to the FY 2005 Budget to fund the
Crescent District Master Plan
.lohn Wells stated there had been some issues related to funding for
this project. He stated staff is comfortable revising the sales tax
projections for this year and funding this master plan. He stated if it is
the desire of Council, staff could prepare legislation to amend the budget.
Town Council Work Session Minutes for October 12, 2004 Page 3
c. Establishing an ad-hoc subcommittee of the Standing
Residential Traffic Committee
Councilmember Hammler stated there was discussion at the Virginia
Municipal League Conference regarding state-wide traffic calming and she
would like to recommend that the Traffic Calming Coordinator from
Alexandria and the individual who provided the briefing at the conference
be invited to attend a Standing Residential Traffic Committee Meeting.
Liz Whiting, Standing Residential Traffic Committee, stated the
committee is planning a trip to meet with officials from Arlington County
regarding traffic calming.
Councilmember Hammler stated she would encourage them to meet
with representatives from Alexandria too. Further, she stated she would
like to look at taking this concept into other quadrants and neighborhoods.
Councilmember Zoldos stated he would like the Traffic Committee to
look at the intersection of Masons Lane and Gleedsville Road and the
difficulty in making a left turn from Masons Lane on to Gleedsville Road.
2. Presentation by Town Financial Advisor
Mr. Wells introduced David Rose from Davenport and Associates. He stated
Council had indicated an interest in understanding the town's financial situation. He
stated Mr. Rose would provide information on the Utility Fund, the financial and
demographic trends and a comparative localities analysis.
David Rose provided an overview of the town's Utility Fund and its history in
the town. He stated the fund is facing a capital program of approximately $100
million over the next eight years and discussed the required covenants involved in
issuing self-supporting revenue bonds. Further, he outlined the benefits of
maintaining a self-supporting enterprise fund stating credit markets view localities
with self supporting enterprise systems generally more favorably.
Mr. Rose outlined the historical fund balance and the balance that should be
maintained to fund projects at 100%. He stated over the last several years because
the connection fees have been so dramatic the fund has been able to add revenues
to the fund balance without raising rates. Further, he stated based on their modeling
it would not be possible to meet the 100% of expenditure and debt service target for
the fund balance.
Mr. Rose made the following recommendations to Council: (1) Davenport
should meet with town staff to review and modify their pro-forma model and
assumptions; (2) Davenport should analyze the outstanding debt issues of the town
to determine if any refinancing or restructuring opportunities exist; (3) Davenport
should prepare a report to the Town Council on recommendations for capital funding
and potential strategies for user fee and/or availability/connection fee adjustments;
and (4) Council should approve a reimbursement resolution for any capital
expenditures. Further, he stated the $100 million figure for capital projects includes
the Town Hall expansion; however it is his belief that to keep the true integrity of the
Utility Fund you would not want to fund non-utility projects with these monies.
Town Council Work Session Minutes for October 12, 2004 Paqe 4
Councilmember Hammler stated we need to move forthrightly to create a
policy to ensure there isa minimum fund balance in place. Further, we need to look
at other funding options for further staff space needs.
Councilmember Zoldos stated his agreement with maintaining the fiscal
integrity of the fund as well as the need for a fund policy.
Mr. Rose began discussing the financial and demographic trends by providing
an overview of the population growth of the town including projected growth to 2012
and the per capita income as well as the projected revenues and expenditures. He
stated the town has a 10 percent fund balance policy; however, he would
recommend that be changed to :15 or 20 percent because of the size of the town and
the demand for services.
Mr. Rose discussed the General Fund debt stating it is on a downward trend
and in 20:15 68.5:1 percent of the debt will be paid off. He recommended that
Council create a policy of three and a half percent for the debt vs. total personal
income ratio. Further, Mr. Rose outlined some comparative data to demonstrate
Leesburg's financial situation as compared to other localities in the area.
Mr. Rose stated the idea is that as Council looks at the capital program over
the next year or several years this can be a tool for information and following the
trends.
Councilmember Hammler stated this is one of the most important
presentations she had received. She stated it would be important to have this
information before Council goes to their retreat.
The Mayor stated if the town were to float more debt it would make more
sense to do this from the General Fund. She stated if we have a projected $8 million
town hall expansion, a projected $8 million in capital projects and $8 million of
additional capital improvements she would like to discuss which would be prudent to
do first given the potential impact on the town's bond rating.
Mr. Wells stated in terms of the Utility Fund, there is not enough cash to do a
pay as you go capital improvement plan and will need to float some measure of debt.
He stated we have some capacity, but not unlimited capacity for debt in the General
Fund. Further, he stated staff would need to evaluate each project and balance the
needs and what we can afford while maintaining our fiscal integrity.
Mayor Umstattd asked if Davenport & Company had been requested to do this
for the town before and how recently.
Mr. Rose stated a couple of years ago he had put much of this information
together; however, the information never made it past the Town Manager.
Mayor Umstattd thanked Mr. Wells and Mr. Butts for having Mr. Rose present
this information to Council.
Councilmember Home stated when looking at these comparisons, Council
should be mindful that the Town of Herndon and the Town of Vienna have a much
more diverse business tax base than the Town of Leesburg.
Town Council Work Session Minutes for October 12, 2004 Paqe $
Councilmember Hammler stated while attending the Virginia Municipal League
Conference she was briefed on a URL where you can access a financial performance
for Virginia Governments link so you can always compare how Leesburg stands with
other municipalities. She stated this is an important resource, which should be used
as Council looks to benchmark various policies.
3. Water Pollution Control Facility Expansion Contract Award
Mr. Wells stated the recommendations that will be made in terms of funding
tie in with Mr. Rose's presentation. He stated Hr. Shoemaker is recommending a
funding source and a way to move forward with the project even though it is over
budget. Further, when looking at the fact that we may have to go into some type of
indebtedness the VRA loan option seemed to make the most sense.
Randy Shoemaker stated his recommendation that Council award a contract
to Ulliman Schutte Construction in the amount of $32,062,000 for the Water
Pollution Control Facility Expansion. He stated this would require a supplemental
appropriation of approximately $9.4 million and approval for a Construction
Assistance Claim for construction of the Water Treatment Plant, which will be coming
up in 2005 for approximately :[8 million dollars through the Virginia Drinking Water
State Revolving Fund. Further, the loan funds are set at three percent interest for a
twenty-year bond.
Mr. Shoemaker stated staff is also pursuing a Virginia Water Quality
Tmprovement Fund grant for costs related to the nutrient removal portion of the
project. He stated staff anticipates approximately $2 million in funding through the
grant dependent upon General Assembly authorization.
Councilmember Hammler verified staff does not anticipate any change in bid
pricing should the contract be re-bid.
Councilmember Horne complimented Mr. Shoemaker for providing a very
comprehensive review of the projects and the funding situation. She asked how long
does staff anticipate it will be before we need to expand the plant to 10 million
gallons per day?
Mr. Shoemaker stated it is dependent on many issues; however, we seem to
have a decrease in new connections per year and based on that we anticipate an
additional expansion will be needed by approximately 2013.
Tt was the consensus of Council to support the town applying for the Iow
interest loan for the Water Treatment Plant Expansion.
Mike Freda stated because of the size of the amendment a public hearing will
be required and staff would like to hold the hearing on November 9 and have
approval on November 23.
m
Olde Izaak Walton Park
There was no Council comment regarding this item.
5. Developments concerning proposed 230 KV transmission line
Bruce Douglas addressed Council stating Dominion Virginia Power is no longer
recommending that the transmission lines be placed along the nine miles of the
W&OD Trail west of the eastern portion of the Route 7/:[5 bypass. He stated the
Town Council Work Session IVlinutes for October 12, 2004 Page 6
county supports an underground line along Route 7; however that is not one of the
current options offered by Dominion Virginia Power. He stated this seems to
eliminate the possibility that the town, county and Dominion Virginia Power can
agree on an alignment.
He stated only the Route 7 option could result in use of the remaining two
miles of the W&OD Trail. He outlined the other three options offered by theW&OD
Trail including southern and eastern routes. Further, he stated Dominion Virginia
Power was scheduled to brief the county on October 19; however, the county has
asked that the meeting be moved to November 2.
Mayor Umstattd suggested asking Dominion Virginia Power to meeting in
Town Hall. She stated she would hate to loose the chance to meet with them again.
Councilmember Zoldos stated Council should support the county's position to
bury the transmission lines. He stated Council should ask the state and the county
to provide tax incentives to Dominion Virginia Power that enable them to share the
cost in burying the lines. Further, he stated he could not support overhead power
lines anywhere, especially near the airport.
Councilmember Horne stated residents in Woodlea Manor have come to learn
that one of the preliminary routes would go through their property. She supported
Councilmember Zoldos' proposal to encourage tax incentives for Virginia Dominion
Power.
Councilmember Burk stated the Environmental Advisory Commission
discussed this issue and could not come to a consensus because some members
were concerned with the possibility of burying the lines with the gases that have to
go in with them.
Mr. Douglas stated the State Corporation Commission has approved some
undergrounding of power lines when there has been no viable options for putting
them overhead.
Councilmember Zoldos stated power lines have been buried along Route 66 in
Arlington.
Councilmember Horne stated the attorney hired to represent the Kincaid
Forest residents in this issue has specifically spoken about an instance where the
decision was made to underground power lines.
Mayor Umstattd stated tax incentives would be an added expense to the town
citizens. Further, she stated her concern that tax incentives may not be a legal
option.
Mayor Umstattd stated she attended a meeting between Dominion Virginia
Power, the Virginia Department of Transportation and Delegate May who strongly
stated his support forundergrounding the power lines. She stated Senator Mims has
also stated the lines should be placed underground.
There was further Council discussion of the potential impact of the power lines
on the citizens. :[t was the consensus of Council to hold any formal action until after
the October 25 and 26 citizen meetings to be held by Dominion Virginia Power.
Town Council Work Session Minutes for October 12, 2004 Paqe ?
6. Downtown Parking Improvement Plan Implementation
Betsy Fields stated Council has been provided with a memo outlining the
various steps and code amendments needed before implementation of the parking
plan.
Councilmember Hammler Roanoke, Virginia has a very significant parking
problem and have found a benefit in doing away with all parking meters and have
implemented one hour parking in the downtown. She stated they hired parking
enforcement individuals to give citations, which seems to be working well. Further,
she suggested reaching out to other localities and finding ways to learn from them.
Councilmember Horne stated the proposed rates are not as high as what was
published in the paper. Further, she is glad to see the town moving in the right
direction.
7. Bus Shelter Status
Nicole Ard stated the town has received town and county approval for the
shelters at the Shenandoah Building, the County Administration Building on Harrison
Street, and the cul-de-sac at Fort Evans Road. She stated the total cost of the
project is $25,000. Further, there are some processes to go through for the Federal
funding, which has extended the implementation of the project; however, staff will
be meeting with Mark McGregor to go over some other sources of alternate funding.
Councilmember Zoldos asked when the shelters will be constructed?
Ms. Ard stated the Capital Projects staff has been trying to work with the
Virginia Department of Transportation to shorten the process. She stated are
anticipating at least a year to complete the Environmental Assessment and
construction.
Councilmember Burk asked how the sites where selected given that the senior
population requested the shelters; however one is not scheduled to be placed at the
Area Agency on Aging Office?
Ms. Ard stated there had been different sites considered; however, some of
them presented difficulties.
Mr. Wells stated it is possible that at the time these selections were made the
Area Agency on Aging was located at the Shenandoah Building; however, it has since
been relocated to 215 Depot Court.
Ms. Ard stated staff could discuss the possibility of a bus stop and shelter at
215 Depot Court with Mr. McGregor.
8. Downtown Streetscapes Features
Betsy Fields stated staff's recommendation that changes be made to the
town's regulations regarding streetscapes. She stated the changes would make the
regulations easier for businesses and staff by eliminating confusion and regulate the
placement of objects on the sidewalks, which could obstruct the path of pedestrians
and violate the Americans with Disabilities Act requirements.
Ms. Fields stated the changes would make the distinction between permanent
alterations to the building, which will require Board of Architectural Review approval
Town Council Work Session Minutes for October 12, 2004 Page 8
and non-fixed amenities, which do not require BAR review as long as they conform to
the sign guidelines. Further, there are some exceptions, such as real estate boxes,
newspaper boxes and sandwich board signs, which the BAR would have to approve
the location and appearance of.
Ms. Fields stated another change would be to allow the outdoor display of
merchandise on the sidewalks. She stated it is staff's recommendation that a
minimum of four feet be left for pedestrian access on the sidewalks. Further, there
are some places in town where there is not four feet of access and those businesses
would not be allowed to place items outside that would protrude beyond their front
steps.
Mayor Umstattd asked why sandwich boards would need to be approved by
the Board of Architectural Review?
Ms. Fields stated the sandwich board signs would be made part of the entire
sign package to ensure all signs are uniform, proper placement of the signs, and to
ensure the sandwich boards are in proportion with the scale of the storefront.
Further, she stated approval of sandwich boards currently lies with the Board of
Architectural Review so this would just merely be a clarification.
Ms. Fields stated Council is not required to hold a public hearing on these
proposed changes; however, if Council would like staff to make the necessary
arrangements to do so. Further, she stated this presentation was made to the
Downtown Business Association.
Councilmember Hammler asked how businesses in other areas of town might
be impacted by this ordinance.
Ns. Fields stated most shopping centers allow their businesses to set items
outside; however, that is on private property as opposed to the public right-of-way.
Councilmember Zoldos stated his concern with requiring Board of
Architectural Review approval for newspaper and real estate boxes as well as
sandwich boards.
Ms. Fields stated businesses are encouraged to submit designs for the
sandwich boards with their original sign package.
There was further Council discussion regarding the approval process for
sandwich boards and wall graphics.
Tt was the consensus of Council to amend the permitting process for sandwich
board signs. Further, it was the consensus of Council to holda public hearing to
receive public comment on these amendments.
9. Handbook for Boards, Commissions and Committees
Kathy Leidich discussed the process involved in creating the handbook and
the proposed training session as well as the proposed policy changes. She stated
the board and commission chairs and the staff liaisons have reviewed the handbook.
Further, she stated the training session has been scheduled for October 27, 6:00 pm
at ~[da Lee.
Town Council Work Session Minutes for October 12, 2004 Paqe 9
Councilmember Zoldos stated he would like to see the commission chairs
come before Council to give a quarterly report as opposed to having just the Mayor
meet with them.
Mayor Umstattd concurred with Councilmember Zoldos.
Karen ]ones, Economic Development Commission Chairman, stated the
benefit of the quarterly meetings is the ability for each commission to know what the
other commissions are doing.
Councilmember Hammler stated she would be having the first of her quarterly
meetings with her appointees on Sunday with the goal of sharing information and
getting to know each other.
Tt was the consensus of Council to amend this portion of the handbook to
allow for semi annual meetings of the chairpersons as well as reports to the Council.
Councilmember Hammler asked that training be made available to
commission members regarding Robert's Rules of Order and parliamentary
procedures.
Ms. Leidich stated a brief training on this issue would be provided at the
training session.
Councilmember Hammler stated in being a Council liaison to a commission
Council members should voluntarily abide by that commission's bylaws in such
matters as attendance.
10. Form for Council to record meetings with developers and others
Councilmember Burk stated she would like to work with Mr. Donnelly on this
issue and bring it back to Council at a later date.
Mr. Donnelly stated staff was asked to draft a form for disclosures and found
that the policies requiring disclosure need to be revised.
Mayor Umstattd suggested that completion of the form be required in addition
to verbal disclosure at a televised Council meeting.
11.
Preview items for October 25, 2004 work session
None
12. New Business
Mr. Wells stated staff met today with members of the county regarding the
commuter lot and identified the necessary steps to work through a couple of
different options fora short term solution. He stated these options include the
Barber & Ross site and the Potomac Station Giant. Further, he stated there would be
a need for a code amendment at the October 26 meeting.
Councilmember Zoldos stated there needs to be a time limit for use on either
option and a commitment from Loudoun County as to when they will purchase a
permanent site.
Town Council Work Session Minutes for October 12, 2004 Page
The meeting was adjourned at 11' 19 p.m.
2004_tcwsmin1012
lerk of Council