HomeMy Public PortalAbout2005_05_23Council Work Session
May 23, 2005
Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Umstattd presiding.
Councilmembers Present: Kelly Burk, Kathryn Sheldon Hammler, Susan B. Horne,
Melinda Kramer, Marry Martinez, Bob Zoldos, and Mayor Umstattd.
Councilmembers Absent: None
Staff Members Present: Town Manager John Wells, Interim Town Attorney
Elizabeth Whiting, 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,
Finance Director Norm Butts, Information Technology Director Wendy Wickens, Parks
& Recreation Director Kaj Dentler, Management Budget Officer Mike Freda,
Purchasing Officer Kathy Elgin, Management Intern Tami Watkins and Assistant to
the Clerk of Council Debi Parry.
AGENDA ITEMS
Council Meeting of May 24, 2005
Making an appointment to the Tnformation Technology
Commission
There were no Council comments.
b. Authorizing the short-term lease of 5 Wirt Street, SW
John Wells stated Council had previously decided not to go forward
with the Town Hall addition, rather to establish a group to look at the
possibility of using the Loudoun Street property for a public/private
partnership. He stated as an interim step staff is recommending a short-
term lease of the property at 5 Wirt Street to help with the immediate
need for space. Further, this is a three-year lease with two one-year
options at a net cost of $365,000.
Mr. Wells stated he would be looking to relocate the Office of Capital
Projects Management and the Building Inspectors to this space. Further,
he stated part of this recommendation is to engage the services of an
architect to conduct an analysis of our current building to ensure we are
getting the most out of the facility.
Mayor Umstattd verified there are 12 parking spaces on the back of 5
and 7 Wirt Street that would be available for use on a first come first
serve basis.
Councilmember Hammler asked why we are looking to conduct the
quantitative analysis on this building after we engage in a three-year lease
for additional office space.
Mr. Wells stated what would likely need to be done to the building will
probably exceed the current allocation for this budget cycle and delay
relief for a year. He stated the result of the Loudoun Street Task Force's
work is to produce a stream of revenue to assist in space needs, which
Town Council Work Session Minutes for May 23, 2005 Paqe 2
could be a retrofitting of the current Town Hall. Further, he stated this
lease meets our short term needs.
Councilmember Hammler stated it was her impression that the
Tnformation Technology Department could be included in the move.
Mr. Wells stated the :Information Technology Department will need to
be visible and easily accessible as staff move forward with implementation
of the :Integrated Management System.
Councilmember Hammler thanked Mr. Wells for his long-term vision.
Councilmember Zoldos stated he supports this recommendation as it
meets staff's immediate needs. He stated Mr. Wells, Mr. Butts and Ms.
Elgin did a good job in negotiating this contract. Further, this will give us
time to consider our long-term needs.
Councilmember Horne stated her appreciation for Mr. Wells' efforts to
reach out to the community while taking into account the necessity to
serve the public in an efficient way. She stated her support for using the
remainder of the allocated funds to look at ways to better utilize the space
in this building.
Councilmember Burk asked who would pay for repairs or
improvements to the building.
Kathy Elgin stated because staff negotiated a full-service lease any
repairs or improvements would be the responsibility of the landlord.
Councilmember Burk asked if there are meeting rooms at this
location?
Mr. Wells stated there will be one meeting room space in the building
and the landlord has offered use of another area of the building until it is
leased, He stated in looking at the current Town Hall it is his hope that
while addressing space needs there will also be the opportunity to create
flexible meeting space.
Vice Mayor Martinez and Councilmember Kramer stated their support
for this lease,
c. Awarding the contract for the Tntegrated Management System
Wendy Wickens stated Council has funded the first two of three phases
for this program. She stated staff recommends the contract be awarded
to Tyler Technologies, ~[nc. - Munis Division for software and services for
the implementation of the Tntegrated Management System in the amount
of $870,708. Further, she outlined several key accomplishments of staff
in the negotiation process stating the proposed contractor will guarantee
the town a 20 percent discount on system software and a 50 percent
discount on maintenance costs for the first year.
Town Council Work Session Minutes for May 23, 2005 Page 3
Councilmember Horne commended Ms. Wickens, staff and the
Information Technology Commission. She stated this is a giant step that
will move the Town forward.
Councilmember Zoldos stated his support for the project.
Councilmember Hammler asked that Ms. Wickens provide updates to
Council during the implementation of each phase. Further, she verified
the Information Technology Commission has recommended selection of
the proposed contractor and asked who was on the request for proposal
team?
Ms. Wickens stated the RFP team was made up of members from each
department. She stated there was a vendor that helped staff write the
RFP and worked with the Town through the proposal review and contract
negotiations.
Councilmember Hammler asked if staff was able to work with the
County on ways to integrate systems with them.
Ms. Wickens stated she is working with the County's l~nformation
Technology Director to form groups to discuss the way that the Town and
County share data.
For consideration and discussion:
1. Endorsing the YMPPA and its use of Zda Lee for the Tnternational
Gathering of Youth
Mr. Dentler stated this is the same request that was made last year by the
Youth Music Promotion and Preservation Association (YMPPA) for use of Ida Lee for
rehearsal space on .lune 30 through July 2. He stated the rental cost for use of that
space is $:~,562 which they are requesting be waived by the Town. Further, he stated
last year the Town paid the fee through the contingency fund.
Councilmember Kramer asked if Ms. Bohnett is expecting a larger crowd.
Ms. Gabriela Bohnett stated last year she came before Council asking for
assistance in getting this program started. She stated the Tnternational Gathering of
Youth Orchestras has been a success and they are already receiving requests for
participation in next year's event. Further, she stated they are expecting twice as
many children this Year and are arranging to hold a concert during the July Gallery
Walk.
Councilmember Kramer stated her support for this request.
Councilmember Burk verified Ms. Bohnett's group would be able to break
down their instruments so that the facilities could be used by another group in the
evenings. Further, she verified the concert will be at Heritage High School.
Ms. Bohnett invited Councilmembers to attend the welcome and registration
on June 30.
Town Council Work Session Minutes for May 23, 2005 Paqe 4
Councilmember Horne concurred with Councilmember Burk's comments. She
stated if the town is going to invest public money in this we need to make an effort
to make the residents aware of the benefits to the community and the free concerts.
Further, she stated if the same is to be requested next year the request should be
made during Council's formal budget hearings.
Councilmember Zoldos expressed his support of the request and concurred
with Councilmember Horne's comments that any funds needed for next year be
requested during Council's budget deliberations.
Councilmember Hammler stated her support for the request and stated she is
looking forward to the concert and welcoming the musicians to Leesburg.
IVls. Bohnett stated they are still looking for host families and thanked Council
for their support.
Mayor Umstattd stated this request does need to come through Council's
normal budget process. She stated when the contribution was made last year it was
thought to be a one time contribution as it was thought the association would be
financially able to pay for the rental space this year. Further, she thanked Ms.
Bohnett for her efforts in organizing this event.
Tt was the consensus of Council to vote on this request tomorrow.
2. :[nformation on the North Leesburg High School Site
Mr. Wells stated the school system has been before Council requesting a
decision on the extension of utilities to a high school site north of Leesburg. He
stated additional information has been received to address traffic concerns and the
school system is still requesting a decision in .lune. Further, Mr. Wells introduced Dr.
Sam Adamo, Loudoun County Public Schools Director of Planning and Legislative
Services and Mr. Randy Vlad, Loudoun County Public Schools Civil Engineer
Specialist.
Dr. Adamo stated they have completed the traffic study regarding the
downtown intersection and hope to have that information to staff by the end of the
week. He stated they have also completed the second phase of the geophysical
study and are very encouraged by what the contractors have found. Further, he
stated they are finalizing the appraisal of the property and will make arrangements
to extend an offer to the O'Connor family.
Councilmember Home verified they are not looking at the property east of the
bypass.
Dr. Adamo stated they looked at that property previously; however, the cost
of traffic improvements and site development have eliminated that property from
consideration.
There was further discussion regarding costs, including the size of the
property and the school.
Councilmember Zoldos asked how there could be two entrances to the
O'Conner property east of the bypass if the right-of-way is limited access and at
grade intersections or entrances are not currently allowed by VDOT.
Town Council Work Session Minutes for May 23, 2005 Page
Mr. Mason stated an interim crossing of the limited access line would be
permitted with the construction of an intersection as phase one of the ultimate plans
to create an interchange to bridge over the right-of-way and preserve the limited
access feature. He stated if that were the potential site for the high school they
would be faced with very high transportation costs; however the site north of Ida Lee
is a much more feasible site to work with. Further, he outlined the preliminary
findings from the traffic study for the proposed high school site including
improvements needed for the intersections of Battlefield Parkway with King Street
and the bypass.
Councilmember Zoldos asked about the impact to the town.
Mr. Mason stated if Council extends water and sewer to the proposed site with
a boundary line adjustment the Town would take over maintenance for the portion of
Route 15 from Dry Hollow Road to the triangle. He stated there would be an access
point to the site at the existing intersection which serves the elementary and middle
schools as well as an access point between Dry Hollow Road and that location.
Further, he stated it is easier to deal with the traffic issues at this site as opposed to
the site east of the bypass.
Councilmember Zoldos verified the school would pay for the traffic
improvements at the western site. He asked if there would be a significant impact at
Market and King Streets.
Mr. Mason stated it is difficult to tell, staff is looking forward to seeing the
results of the traffic study.
Councilmember Zoldos asked for a briefing once staff receives the traffic
report.
Councilmember Hammler verified the proposed improvements to the triangle
would not be needed if the school is constructed north of Ida Lee.
Mr. Mason stated the general arrangement of the triangle, though undesirable
in the long run, is off-site to the school. He stated if they were doing a rezoning the
Town could ask them to make improvements to that intersection and if a special
exception is required they may be asked to look at improvements.
Councilmember Zoldos stated his belief that a special exception would be
required as the property is zoned residential, A-3.
Mayor Umstattd stated the property is currently in the County and asked if
they would go through the County process, or would they ask for the boundary line
adjustment before the special exception?
Susan Swift stated they would need a special exception in either the County
or the Town.
Dr. Adamo stated it is his belief that the school buses would use Battlefield
Parkway to access Route 15 rather than the triangle.
Councilmember Hammler expressed her concern with the student drivers.
Town Council Work Session Minutes for May 23, 2005 Page 6
Mr. Mason stated the impact on the intersection at Market & King Streets will
probably be the same whether the school located on the east or west site.
Councilmember Hammler stated Loudoun Country Day School is also
considering a 50 acre school site on that portion of O'Connor property too. She
stated the importance of maintaining the rural, pristine, gateway character of this
site.
Further, she stated she attended a Journey Through Hallowed Ground
reception last Thursday with Councilmembers Horne and Burk and stated her hope
that Council will consider the Hallowed Ground project in the Comprehensive Plan
process.
Mayor Umstattd stated her appreciation for the traffic study being performed
by the schools at the intersection of Market and King Streets and asked if Council
would've had a legal right to ask that if a private developer were to develop the
O'Conner property?
Mr. Mason stated according to the current procedures if the property was to
be developed by-right and if their traffic would be less than 15 percent of the total
traffic at the intersection we would not require them to look further. He stated the
Town was fortunate in that there was no additional traffic projected for the Loudoun
County High School expansion; however, the School Board did agree to provide
funds for a future project to improve the intersection at Dry Mill Road and Catoctin
Circle. Further, he stated if this portion of the O'Connor property is brought into the
Town and a special exception is required for the school then the Town would have
the opportunity for more road improvements.
There was further discussion regarding traffic in the downtown.
Vice Mayor Martinez verified the traffic at Market and King Streets would be
somewhat reduced because some of the parents and students in Exeter currently
using that intersection to get to Loudoun County High School and Heritage High
School would be attending the new high school.
There was further discussion regarding the proposed attendance boundary.
3. Noise Ordinance
Brian Boucher stated based on the County's ordinance staff is proposing the
Town adopt a Zoning Ordinance Amendment to address stationary noise while
keeping the ordinance regarding other noise in the Town Code to be enforced by the
police. Further, he stated the Planning Commission will hold a public hearing on
June 16.
Mr, Wells stated this option will allow the Police Department to address issues
as they currently are while allowing the Town to address the issue of stationary noise
separately,
Mr. Boucher stated after hours complaints regarding stationary noise would
be received by the Police Department who would update the zoning staff the next
day. Further, he stated staff believes most situations can be handled amicably;
however, if necessary the case can be brought to court at which time the Town might
look into hiring an acoustical engineer to provide a more defensible standpoint.
Town Council Work Session Minutes for May 23, 2005 Page ?
Councilmember Horne asked how many complaints staff receives per month?
Mr. Boucher stated staff receives an average of one complaint per month;
however, that may be because we do not have this type of ordinance in place.
Councilmember Horne asked if staff has contacted the downtown businesses
regarding this proposed ordinance?
Mr. Boucher stated he has spoken with some businesses, but not specifically
businesses in the downtown.
Councilmember Horne stated she had specifically requested that IVlr. Rust of
the Birkby House be invited to participate in discussions regarding this ordinance;
however, he stated he has not been contacted by staff.
IVlr. Boucher stated he spoke with Mr. Rust on Friday and this proposed
ordinance would not effect his business.
Councilmember Home stated staff needs to work with the existing business
associations to ensure they are aware of this proposed ordinance. Further, she
stated she would like staff to provide Council a progress report on this ordinance
after the first quarter or six months.
Councilmember Zoldos stated he would like to ensure there is language
included that an acoustical engineer or consultant will be brought in if a case is to go
to court. He stated other municipalities have encountered issues when staff took the
measurements and did not have documentation that the decibel meter was properly
calibrated and/or certified.
4. 3rd Quarter Budget Summary
Councilmember Zoldos stated it is his understanding that revenues are up and
that percentage wise we are about average for where we have been in the past.
Mr. Freda stated we are currently at 65 percent and as a benchmark you
would look for 75 percent; however, our revenues are set up so they come in at
staggered times. He stated at this time in 2004 we were at 58 percent; however, at
the end of the year we exceeded our revenue projections. Further, he stated
staff will track the Utilities Fund availability fees as they seem to be declining.
Councilmember Zoldos asked if there are anomalies in the report.
Mr. Freda stated the decal fees are half of what was projected because the
Town changed the date to November.
Councilmember Horne thanked Mr. Freda for his report. She stated 85 percent
of the Town Council budget has been expended for this year and asked staff to
provide a detailed report on how that money was spent.
Vice Mayor Martinez asked staff to provide Council a report on all of the rates
and fees Council sets and the last time they were increased.
Mr. Freda stated staff will be looking at the rates and fees over the summer to
see what changes can be brought forward to Council.
Town Council Work Session Minutes for May 23, 2005 Page
Councilmember Kramer inquired about the decline in availability fees.
Mr. Freda stated as the town approaches build out we will see a decline in
availability fees. Further, he stated staff will also focus on this issue over the
summer to look at different ways to determine long term projections for availability
fees.
Mr. Wells stated Davenport and Associates will be doing a follow-up on the
Utility Fund with the rate study consultant that the Town has engaged. He stated
the drop off in availability fees could have implications on our capital projects
budgeting for utilities projects and staff plans to have a report to Council sometime
this summer.
Mayor Umstattd asked why would the Town need availability fees if we are
not expanding development?
Mr. Freda stated the Town has some major capital projects on the horizon
including planned plant expansions. He stated the Utilities Fund balance is currently
in the range of $40 million; however, that amount will decrease as the capital
projects get underway. Further, he stated the funds are also used for general
maintenance.
There was further discussion regarding the appropriate use of collected
availability fees.
5. Bus Hub Relocation
Kathy Leidich stated staff has been working with the County to determine the
best place to relocate the bus hub if it is to be moved from the County Government
Center. She stated no plan of action has been finalized as of yet; however, staff
hopes to know more by the end of the week. Further, she stated there are various
short and long term options and it is most likely that the bus hub will move to
another location short term before the permanent move.
Councilmember Horne stated the county is requesting that the Town find an
alternative bus hub. She stated some of the proposed sites which look good in
certain respects don't meet the requirement for being close to the downtown.
Ms. Leidich stated staff had hoped to find something close to the downtown;
however, there doesn't seem to be anything available.
Mr. Wells stated the challenge of the hub is finding a location where a number
of routes can safely meet along with the 7 to 7 route. Further, he stated the location
of the hub will not alter the bus stops downtown.
Councilmember Home verified there will still be bus stops in front of the
County Government Center.
Councilmember Zoldos asked if the old hospital site had been considered as a
location for the bus hub?
Ms. Leidich stated staff had not considered that site and would look into it.
Councilmember Zoldos thanked Ms. Leidich for accommodating the employees
Town Council Work Session Minutes for May 23, 2005 Page 9
of the outlet mall with the trolley stops.
Councilmember Horne verified there would be approximately five to six
buses at one time.
Councilmember Burk stated the Harrison Street site by the Liberty Gas
Station was ruled out because of a safety concern with people walking between
busses and asked why this isn't a concern everywhere?
rvls. Leidich stated the concern would be greater at that site because it is such
a congested area.
Councilmember Burk verified the County asked the Town to move the bus
hub because of safety concerns.
Mayor Umstattd stated proximity to the downtown and availability of public
restrooms should not be crucial in deciding a new location for the hub. Further, she
stated her preference for the Shenandoah Building location.
6. Setting the agenda for the 3une 6 meeting with the Loudoun County
Board of Supervisors
After much deliberation it was the consensus of Council to establish an
agenda to address the following topics:
(1) Council's desire for continuing dialog between the Loudoun County Board
of Supervisors and the Leesburg Town Council. Council proposes that the two
governing bodies meet regularly every six months to discuss issues of mutual
interest. Further, the Planning Commissions of the Town and County should meet as
frequently as needed.
(2) Council's desire to amend the Annexation Area Development Policies to
provide for the extension of water and sewer to the Philip Bolen Park with the
recognition that the utilities be extended at the County's expense.
(3) Council's desire to protect the economic viability of the Leesburg
Executive Airport and discussion the Crosstrail application.
For information only:
Preview items for 3une 13~ 2005 work session
a. Serious traffic offense reimbursement program
There was no Council discussion
Special Exception - Hertz Rental Car
There was no Council discussion
Tolbert Lane Traffic Signal contract award
There was no Council discussion
dm
Catoctin Circle Trail SW contract award
There was no Council discussion
Corporate Pad Site Lease Agreement
There was no Council discussion
Town Council Work Session Minutes for May 23, 2005 Page ]0
New Business:
a. Councilmember Burk stated Hampton-Sydney College's baseball team
is appearing in the College World Series, Division III. She stated she would
be leaving on Thursday to watch the World Series.
b. Dominion Virginia Power
Councilmember Horne stated the prior resolutions regarding the
transmission lines were done before anyone knew the alignment and
requested that a new resolution be done calling for all transmission lines they
are proposing in Loudoun County to be placed underground.
Mayor Umstattd stated in a previously adopted resolution Council
made the statement that the only option we would support would be
underground lines.
Councilmember Horne stated she would like the language made
stronger. She referenced letters sent to the Governor and Lieutenant
Governor stating a route far outside the Town would be preferred and that
can put us at odds with our neighbors. Further, she stated she would like the
Town to be more forceful in its position on underground transmission lines.
After further discussion it was the consensus of Council to ask Mr.
Wells to speak with Mr. Tom Nicholson regarding the possibility of an updated
resolution and add this item to a future work session agenda.
c. Journey Through Hallowed Ground
Councilmember Home asked that Council consider a proposal that we
make a $25,000 investment to help meet a challenge grant for the Journey
Through Hallowed Ground.
Councilmember Hammler stated after attending the Journey Through
Hallowed Ground reception she sent an email to Scott Billingsmeyer and Brian
Rolston suggesting they get in contact with this group because it is such an
important historic site.
]:t was the consensus of Council to place this item on a future work
session agenda.
d. Employee Award Reception
Mr. Wells stated tomorrow is the annual awards ceremony and
luncheon for the Town staff beginning in the Council Chamber at 10:30 a.m.,
followed by a luncheon at Thoroughbreds.
Adjournment
The meeting was adjourned at 10:51 p.m.
2005_tcwsmin0523
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