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HomeMy Public PortalAbout2005_06_27Council Work Session June 27, 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, Bob Zoldos, and Mayor Umstattd. Councilmembers Absent: Marry Martinez 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 Human Resources Dona Wolf, Director of Engineering and Public Works Tom Mason, Airport Director Cindi IVlartin, Director of the Office of Capital Projects Nagi Elsewaissi, Chief of Comprehensive Planning David Fuller, Budget/ Management Officer Mike Freda, Planner Nick Colonna, Environmental Planner Bruce Douglas, Planner Steve McGregor, Management Tntern Tami Watkins and Assistant to the Clerk of Council Debi Parry. AGENDA ITEMS Council Meeting of June 28, 2005 a. Amending the Town Code to allow for the reimbursement for expenses incurred from emergency responses to serious traffic offenses Joe Price stated the State Code allows jurisdictions to enact legislation to require an individual convicted of a serious traffic offense to pay $250 per event. He stated he has coordinated with the Finance Department and the courts and believe that this can move forward with little or no impact on staff. There was no Council discussion. b. Amending Town Code Article VI! (Cigarette Tax) of Chapter :t7 (Taxation and Licenses) by adding a definition for wholesale dealers; changing certain requirements for retail dealers by adding a section relative to powers of the Northern Virginia Cigarette Board; and making certain other changes requested by the Northern Virginia Cigarette Tax Board. Nicole Ard stated this adds different definitions for cigarette machine operator, wholesale dealer, clarifies language regarding retail dealers and spells out the powers of the Cigarette Tax Board. Councilmember Zoldos stated he did not vote for the tax increase; however, he will support this. Councilmember Horne stated the Town receives $1 million in revenues from this per year. She verified jurisdictions contribute to the expenses incurred by the Board based on size. Town Council Work Session Minutes for ]une 27, 2005 Page 2 For consideration and discussion: Proposed site for a new Loudoun County High School on O'Connor property on the west side of Route :~5 business Tom IVlason stated staff had hoped to receive the additional traffic study information on Friday; however, that information has not been received. He asked that the item be deferred for two weeks. Mayor Umstattd asked when the information would be received. Mr. Mason stated staff expects to receive the information by the end of the week. Councilmember Zoldos expressed his concern regarding the impact the school site will have on traffic at the intersection of Market & King Streets. 2. Status of the Personnel Manual rewrite Dona Wolf stated in January a 21 member staff steering committee was appointed and there have been over 80 staff members involved in the rewrite. She stated the goal is to create three documents, (1) Personnel Policy Manual, (2) Policy Procedures Manual and (3) handbook for new employees. Further, she stated the Personnel Policy Manual will be provided to Council for approval; however, the Policy Procedures Manual will be approved administratively by the Town Manager. Ms. Wolf stated the most important addition to the Policy Procedure Manual is the inclusion of merit principals, which the Town has not had. She stated the steering committee has established 10 proposed principals to establish the framework upon which all future human resource activity should be based. Council thanked Ms. Wolf and staff for their efforts. Councilmember Hammler stated many of the merit principals use the word "should" and asked if the language would be made stronger. Ms. Wolf stated these are intended to be guiding principals. Further, staff will look to the Town Attorney to determine how strong the language can be. Councilmember Hammler asked if staff had received assistance from other localities. Ms. Wolf stated staff looked at a number of merit principals from around the country so a lot of the language is very similar; however, these proposed principals were tailored to fit the Town. Mayor Umstattd and Council presented a Certificate of Appreciation to Dona Wolf for dedicated service to the Town of Leesburg as Director of Human Resources from December 2001 to June 2005. 3. Proffer policy for school capital costs Steve McGregor stated staff is doing more research to see whether a proffer policy can be attached to special exceptions for new residential development and amended proffers and will provide a recommendation to Council soon. Town Council Work Session Minutes for June 27, 2005 Page 3 Councilmember Hammler asked the role of the Planning Commission in this process. Mr. Wells stated this came directly to Council at their request and procedurally we will work with the Town Attorney to ensure the proper steps are taken to bring it forward. Councilmember Hammler asked if staff has looked into the possibility of requesting proffer guidelines from the County for things that could impact the Town. Mr. Wells stated the residential capital intensity factor is more difficult and staff needs to sort out what services are provided by the County and the Town to ensure we are requesting the appropriate guidelines in our policy. He stated this is also part of the Town Plan implementation that deals with establishing a capital intensity factor for residential. Councilmember Zoldos concurred with Mr. Wells that further analysis is needed in determining the capital intensity factor for residential as the Town provides many essential services such as the Police Department and Balch Library. Councilmember Horne asked how this would effect applications that have been submitted? Ms. Whiting stated the policy would operate as soon as it is put in place and would apply to any applications that have not been approved. Councilmember Burk stated it is important that we look at all development and the cost impact to the schools. 4. Leesburg Executive Airport/west side land acquisition - supplemental appropriation Cindi Martin stated this item is to request the purchase of two parcels of property to the west side of the airport. She stated the first parcel is six acres and the other is 39 acres for a total cost of $1,505,941.85. Further, state and federal funding will account for 98% and the Town will pay $30,1:L9. Ms. Martin stated the public hearing will be held on July 12. Councilmember Horne asked how the value of the property was determined. Ms. Martin stated Campbell & Paris did an appraisal which was approved by the Federal Aviation Administration and the state. Councilmember Zoldos asked for an update on the status of the master plan and the ILS installation. Ms. Martin stated in April the FAA awarded a design contract for the :ILS. She stated they anticipate completion of the final design by the end of September. Further, installation will take place in the spring with a commissioning in June 2006. Ms. Martin stated the Airport Master Plan draft has been completed and the Commission public hearing has been held. She stated there are operational challenges including the location of the taxiway to the centerline of the runway. She Town Council Work Session Minutes for ~lune 27, 2005 Page 4 stated the consultant is laying out several solutions for the Commission to consider and the plan will be brought to Council at the August meeting. Councilmember Zoldos asked the status of the runway rehabilitation project? Ms. Martin stated the project is ahead of schedule and phase two started last week. 5. Draft Town Plan David Fuller stated on June 23 the Planning Commission approved the May :~3 draft of the Town Plan with revisions. He stated the Council public hearing will be held on July 19. Further, he outlined the three sections of the Town Plan including the (A) ~[ntroduction, (B) Plan Elements and (C) Policy Naps. Mr. Fuller outlined the Land Use section within section B including, natural resource protection, town character, compatibility, office development, long-range perspective and coordination with the County. Mr. Fuller outlined the land use general objectives, planning sectors, and categories and intensity factor for each category. Councilmember Zoldos asked if the Planning Commission has established a definition of mixed use. Mr. Fuller stated the approved draft does not have any areas listed as mixed use centers. He stated mixed uses are discussed in the downtown area and in the community commercial area and would consist of office, retail and residential uses. Further, he stated there is an optional use that would allow for office, retail and residential in one of the regional office areas. Councilmember Zoldos stated there are many areas of mixed use and it is important to have specific definitions. Mayor Umstattd stated the Commission was very concerned with the lack of clarity on the term mixed use and the plan addresses that. Councilmember Hammler asked who sets the intensity factors? Mr. Fuller stated the Town Plan sets its own, but they are translated into more specific regulations in the Zoning Ordinance. Mayor Umstattd stated during the public hearing residents expressed concern with the extension of the Historic District to areas that are currently residential and requests that language be added stating where there is a range of density, but the lower density is preferred. She stated those requests do not seem to have been added to the revised document. Mr. Fuller stated both of those concerns were addressed in the May 13 version of the Town Plan and therefore do not show up as revisions, Mr. Fuller outlined the Land Use Policy Map, the Airport Area Land Use Policy Map and the Planning Commission revisions to the Land Use portion of the plan. Town Council Work Session Minutes for .lune 27, 2005 Page Councilmember Hammler stated the Parks & Recreation Master Plan shows several areas as targets for major open space. She asked under what circumstances would those properties be reflected as open space on the map, Mr. Fuller stated the conversion of the property to a park would not require a Town Plan amendment and does not need to be shown on the map. Kevin Wright, Vice Chair of the Planning Commission, stated the Commission wanted to reflect the use as opposed to the zoning, Mayor Umstattd verified there is no residential use allowed in the regional office without the optional use and the community office. She stated in the regional office optional use there is a maximum of 35 percent retail and asked what percentage of residential would be allowed, Mr. Fuller stated a maximum of 25 percent residential would be allowed. He stated there is a cap of 50 percent for residential and retail and the office use has to be at least 50 percent, There was further discussion regarding mixed use, Mayor Umstattd verified Council's action pertaining to The Journey Through Hallowed Ground and the protection of the Route 15 corridor is included in the Transportation section of the Town Plan. Mayor Umstattd asked if necessary language had been put into the Town Plan to protect the Town from overhead transmission lines and underground lines on the W&OD trail. Councilmember Zoldos stated he believes it should be covered in the natural resources section. IVlayor Umstattd stated it could be added under Heritage Resources because transmission lines along the W&OD trail could affect the downtown. Further, she stated it could also be added under community design. Mr. Fuller stated it is covered in the Community Facilities and Services Objective 4a, which states that new and existing power lines should be placed underground. IVlr. Wright stated objective 4b states that transmission lines should be located outside the town limits. He stated the Commission focused on preservation and restoration of the tree canopy in Natural Resources and any lines along the W&OD would be included under that. IVlayor Umstattd stated language should be added to mirror Council's latest resolution regarding the Virginia Dominion Power's transmission lines, Mr. Fuller outlined the Transportation Element of the plan. He stated the goals are to promote mode choice, maintain community integrity, continue coordination efforts, seek equitable funding and protect the Leesburg Airport. Further, he stated the transportation element also talks about the need to update the Town's transportation study and review the Town's street standards. Town Council Work Session Minutes for ,lune 27, 2005 Page 6 Councilmember Hammler asked what options are reflected in the mode choice section relating to safety. Mr. Fuller stated it will take a lot of study to find the right way to accommodate bikes and pedestrians. He stated the general idea is that the transportation network is for all modes of transportation. Further, he stated the street system should be made to accommodate all modes and standards should be developed to allow people to walk or bike across Route 15 in areas that are safe. Councilmember Hammler verified mass transit is also included. Mr. Fuller stated to accommodate various modes of transportation three maps were developed. He outlined the Roadway Network Policy Map, the Fixed Bus Routes Policy Map and the Bicycle/Pedestrian Facilities Policy Map. Further, he stated the Planning Commission asked for diamond interchanges at Route 7 and Crosstrail Boulevard, Route 7 and Battlefield Parkway and at the Route 15 Bypass and Battlefield Parkway. Councilmember Hammler asked if safety enhancements had been incorporated for the intersection of Route 15 and the Route 15 Bypass. Mr. Fuller stated staff recognizes the special circumstances regarding the property and the need for the intersection to be improved; however, no change is suggested until the transportation study is updated. Councilmember Horne stated that intersection is outside the Town and being that it is a regional road it is well beyond our capacity to spend funds on it. Mr. Fuller stated that would be part of the coordination the plan discusses with the county and VDOT. Mr. Fuller outlined the Natural Resources portion of the Town Plan. He stated the idea is to look to a natural open space system, protection of the water quality, conservation of the forest canopy and provision of habitat for the flora and fauna. Councilmember Zoldos stated he had read articles about localities in Oregon and Washington where they have water conservation efforts including a "Rain Barrel Policy". He stated the barrels fit around your house and you use the collected water for your lawn and shrubs. Mr. Fuller outlined the Parks and Recreation portion of the plan. He stated it is based on the 2002 Master Plan and includes objectives to develop innovative opportunities for providing parks and recreation facilities, expanding the trail and greenway network, ensuring a balanced distribution of the facilities and expanding :[da Lee as needed. Further, he stated there were two parcels added to the plan including the Olde Tsaac Walton Park expansion and Bolen Park. Councilmember Hammler asked how those two parks were added as opposed to the other properties mentioned in the 2002 Master Plan. Mr. Fuller stated the Parks & Recreation and Planning Commissions were hesitant to suggest a lot of specific parcels to purchase. Further, there has been a lot of discussion regarding the need for Bolen Park to service the community. Town Council Work Session Minutes for June 27, 2005 Page 7 Mr. Wright stated those two parks were selected because of their significance. He stated Olde Isaac Walton Park was mentioned because the purchase of the adjacent land would protect the park and Bolen Park because of the need for that park to be built by the County. Mayor Umstattd asked if the proffer guidelines are included in the Town Plan? Mr. Fuller stated the Town does not have a specific proffer guideline table like the County and if one were developed it would not have to be included in the Town Plan. Mr. Wells stated as long as the appropriate references are made in the Town Plan the proffer guidelines can exist outside the plan and thus are much easier to update at the direction of Council. Mayor Umstattd verified staff will look to update those policy statements once the Town Plan is adopted. Mr. Fuller outlined the green infrastructure policy map. Councilmember Horne asked how this information is communicated to the County. She stated Council is making decisions about what should be outside our boundary while at the same time the County is making decisions that are counter productive. Mayor Umstattd stated the County is a referral agency for our Town Plan; however, that does not involve any joint planning efforts between the Town and the County. There was further discussion regarding communication with the County. Mr. Fuller outlined the Heritage Resources portion of the plan. He stated this includes adding and expanding the H-:[ and H-2 Districts where appropriate and protecting our heritage resources from private and public impacts. Further, he outlined the Heritage Resources Policy Map. Mayor Umstattd expressed her concern regarding retrofitting a historic corridor over existing residential neighborhoods. She stated we need to be sensitive to homeowner's concerns. Councilmember Horne stated the Old Carolina Road is Route 15 and not Evergreen Mill Road. Mayor Umstattd stated Planning Commissioner Chuck Jones stated the original road diverted from what is now Route 15. Councilmember Home asked about the ]:ndian burial grounds along Route 15. Mayor Umstattd stated there is an :Indian burial mound around Foxfield Lane; however, that is not mentioned on the map. Mr. Fuller stated staff would research the Tndian mound. Town Council Work Session Minutes for June 27, 2005 Page Mr. Fuller outlined the Community Design portion of the plan including objectives to improve the design outside the Historic District including requirements where possible, ensuring the CIP projects contribute to the Town's character and ensuring the quality of development in the UGA/.1LMA. Mr. Fuller outlined the Housing portion of the plan including objectives to provide the quantity of housing the growing community needs, ensure the quality of housing is maintained and to do what we can to ensure housing is affordable for the workforce. Councilmember Hammler asked if this concept is balanced with the specific goals regarding the need for jobs closer to people's homes. Mr. Fuller stated that is a long range goal. He stated the Commission expressed deep concerns regarding the cost of residential development and the fact that it doesn't provide the revenue to offset the burden. Mr. Wright stated the affordability of housing is a huge factor; however, it is driven by the market. He stated the plan calls for the Town to continue to find solutions. Further, he stated the job/housing ratio is addressed in the plan. There was further discussion regarding housing. Mr. Fuller outlined the Economic Development element of the plan including objectives to build on local and regional strengths, promote a diversified economic base, enhance the quality of life and maintain the Town character. Mr. Fuller outlined the Community Facilities and Services element of the plan including objectives to provide satisfactory service, provide adequate facilities and coordinate with oLher providers. He stated this element also looks at services provided by the County and others. Councilmember Zoldos asked if satisfactory service would be measured with a survey. Mr. Fuller stated one of the follow-up items is to define the levels of service for the facilities and services. Mr. Wells stated you would have community input on the front end and then develop capital projects to meet those needs. He stated you would also look at how happy people are with the service and staff would look to that on the back end. Mr. Fuller stated the Town Plan public hearing will be held on .luly 19 with discussions on August 8 and September 12 and a vote on September 13. There was Council discussion regarding the date for the public hearing. was the consensus of Council to reevaluate the date tomorrow. New Business: a. Dodona ~lanor Request Councilmember Burk stated in November Dodona Manor will celebrate their grand opening and she would like the Town to display the flags of the Town Council Work Session Minutes for .lune 27, 2005 Page 9 various countries that were impacted by the Marshall Plan. She stated the flags would be flown a week or two before the grand opening. Further, she stated she has an underwriter who is willing to fund the project. Mr. Wells stated he will work with Mr. Mason and the Street Department. b. Loudoun Street Project Councilmember Burk stated when Council was discussing a Town Hall expansion on Loudoun Street a visitor center was included in that plan. She asked if that idea had been abandoned under the new Loudoun Street project. Mr. Wells stated we have not given up on that; however, the first step is to identify what possible partnership role could evolve with the properties on Loudoun Street and that report is due at Council's first meeting in .luly. Councilmember Zoldos stated the Loudoun Convention and Visitor Association's lease is for another eight to ten years. Councilmember Hammler asked for a report on how the Town Hall visitor center is working and what expansion if any is needed. with a Joint Planning Committee Councilmember Hammler asked what our next steps are in coming up specific plan for what we want to see in a joint planning committee. Mayor Umstattd stated Council could vote tomorrow night. She stated Vice Mayor Martinez suggested Councilmembers Burk and Horne and himself as a committee to meet with a committee of the Board. She stated our staff has been in contact with the County staff to see what the appropriate next steps should be. Councilmember Zoldos suggested waiting to hear from the County. Mr. Wells stated we are waiting to hear from the Board of Supervisors; however, Council could approve a subcommittee now. Councilmember Horne stated she would put that in a letter to the Board of Supervisors stating we have identified the following members to work with them. Tt was the consensus of Council to proceed with a vote tomorrow night. Adjournment On a motion by Councilmember Zoldos, seconded by Councilmember Horne, the meeting was adjourned at 10:03 p.m. , ,: ....... Cleee~fCouncil : .................>~ 2005 tcwsmin0627