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HomeMy Public PortalAbout2005_10_24Council Work Session October 24, 2005 Council Chambers, 25 West Market Street, 7:39 p.m. Mayor Umstattd presiding. Councilmembers Present: Katie Sheldon Hammler, Susan B. Horne, Marry Martinez, Bob Zoldos, and Mayor Umstattd. Councilmembers Absent: Councilmembers Burk and Kramer Staff 14embers Present: Town Manager .lohn Wells, Town Attorney Barbara Beach, Assistant to the Town Manager Nicole Ard, Assistant to the Town Manager Kathy Leidich, Chief of Police Joe Price, Director of Capital Projects Management Nagi Elsewaissi, Director of Economic Development Betsy Fields, Director of Engineering and Public Works Tom Mason, Director of Finance Norm Butts, Director of [nformation Technology Wendy Wickens, Director of Parks and Recreation Kaj Dentler, Director of Planning, Zoning and Development Susan Swift, Director of Utilities Randy Shoemaker, Deputy Director of Utilities Aref Etemadi, Engineer Anne Geiger, Finance Operations Manager Kim Davis, Planner Nick Colonna, Management Specialist Tami Watkins and Deputy Clerk of Council Debi Parry. AGENDA [TENS 7:00 Briefin§ - Utility Rates discussion .lohn Wells stated the objective of this discussion is not to set the rate, but to decide what will be stated in the public hearing ad. He stated once the proposed rates are set for the public hearing ad Council and decrease the rates after the public hearing, but can not raise them. Vice Mayor Martinez asked if the water and sewer rates were reviewed five years ago as the policy states. Mr. Shoemaker stated the rates were last evaluated in 2000 and at that time the consultant recommended the rates not be increased. He stated in 200! the Enterprise Fund had a balance of $30 million and a reduction in the rates was discussed; however, since then Council has adopted a policy that our fund balance be maintained at two times the operating cost. Further, he stated staff is now looking at a $37 million bond instead of $32 million to stretch out the impact of the debt service and maintain the Fund balance. Mr. Wells stated spreading out the bond costs over a period of time has reduced the proposed rates for water and sewer. Further, he stated they are recommending an increase of 20 percent in the out-of-town surcharge for a total of 70 percent. Mayor Umstattd stated if the out-of-town surcharge is increased to 100 percent that would decrease the cost to the in-town residents. She asked what other jurisdictions charge their out-of-town users. Ed Donahue, Municipal and Financial Services Group, stated a surcharge is very common part of Town service and the typical range is 50 to 100 percent. He stated Warrenton and Purcellville charge 100 percent. Town Council Worksession for October 24, 2005 Page 2 Councilmember Zoldos stated he would support a 100 percent surcharge for out-of-town service to reduce the cost for the Town citizens. Councilmember Horne asked when the 50 percent surcharge was created. Mr. Shoemaker stated the out-of-town surcharge was added in 1995. He stated it was added initially as 35 percent and was raised to 50 percent over a two year period. Mr. Donahue outlined the proposed rates with the 70 percent surcharge for out-of-town users. He urged Council to continue to increase the rates incrementally on a yearly basis. Mayor Umstattd stated her recollection that in 1992 the proposal to increase the rates would've had five years of rate increases; however, only the first year's increase was imposed. Mr. Wells stated initial impact to the elderly is fairly minimal. There was further discussion regarding the proposed rates based on the 70 percent surcharge and the affects of increasing the surcharge to 100 percent. Tt was the consensus of Council to advertise the public hearing with a 100 percent surcharge for the out-of-town residents. Councilmember Horne verified the bond for the Enterprise Fund will not impact our debt capacity for the General Fund. Vice Mayor Martinez verified the users would be notified of the public hearing. Council Meeting of October 25~ 2005: a. Transportation Enhancement Grant - Public Hearing. Tami Watkins outlined the application for the Transportation Enhancement Grant. She stated the Town will be asking for traffic light replacement in the downtown and funding for a study of the pedestrian bridge across Route 15. There was no Council discussion. b. Approving amendments to the FY 2006 General Fund Budget and making appropriations for $99~:L79.65 awarded through a Department of Homeland Security Grant. Joe Price stated staff has worked with the Engineering and Public Works Department to identify specific needs to enhance the Town's overall readiness in the event of an emergency. Councilmember Zoldos asked for clarification regarding the sign boards and audio visual upgrades to the Town Operating Center. Chief Price stated the purchase of the sign board would provided one sign board for each entrance in the Town to enhance the ability to get messages to the citizens. Further, he stated the audio visual enhancements would include equipment for conference calling and a video link to the County's Emergency Operating Center. Town Council Worksession for October 24, 2005 Page 3 c. Approving amendments to the FY 2006 General Fund Budget and making appropriations for $:L4,938 awarded through a Department of 3ustice 2005 3ustice Assistance Grant. Chief Price stated this grant is to purchase additional video cameras to supplement the cameras we are buying through the FY05 budget. There was no Council discussion of this item. d. The Town of Leesburg's position on airspace restrictions affecting the Leesburg Executive Airport. Dennis Boykin, Vice-Chair of the Leesburg Airport Commission, stated in late 2001 the Federal Aviation Administration (FAA) instituted the Flight Restriction Zone which is a 15 mile circle around the Washington Monument. In 2003 the FAA created an additional restricted zone which is 2,000 square miles centered on Andrews Air Force Base, BWI and Dulles. Further, this required the Leesburg Executive Airport to operate under very strict controls which the Federal Government is now considering making permanent. Mr. Boykin stated the majority of the Airport Commission members voted to ask Council to approve a resolution asking that the restrictions be kept temporary. Mayor Umstattd stated it would be good to send a copy to Congressman Wolf, Senator Warner and Senator Allen. Councilmember Horne suggested asking Loudoun County to assist in this matter. Mr. Wells stated assuming Council action tomorrow night we could contact Loudoun County and ask them to affirm our resolution, Councilmember Zoldos stated he is not permitted to comment on or vote on this resolution; however, from what he understands these restrictions will become permanent and will most likely be expanded. Councilmember Hammler verified Airport Commissioner Sid Lissner opposed this action and Commissioner Randy Morris spoke in favor of the action but was required to abstain from the vote. For consideration and discussion: 1. Update on the :Integrated Management System Wendy Wickens thanked Kim Davis, the Finance Department and the Utility Lines Division for their efforts regarding the Integrated Management System. She stated the first phase is scheduled to go live on .lanuary 3, 2006. Further, she stated there are a total of six phases of the project with the last scheduled to go live on December l, 2006. Council thanked Ms. Wickens and staff for their efforts. 2. Christ Community Church water and sewer request Randy Shoemaker stated the Town recently received a formal request from Robson Group Architects, Inc., representing the Southeastern District of the Lutheran Church, Missouri Synod, for extension of water and sewer from the Town of Town Council Worksession for October 24, 2005 Page 4 Leesburg to property owned by the Synod adjacent to Woodlea Manor but situated in the County. Pastor Doug Davis outlined the plans for the 15-acre church site including an early childhood development center in a couple of years. Mr. Bill Robson, Robson Group Architects, Inc., stated they are in the initial stages of feasibility studies including the placement of the building. He stated the Town has water and sewer lines nearby that they would be interested in taping into. Councilmember Horne verified access to the church would be on Route 15 beyond the current median. Councilmember Hammler asked if they would prefer that water and sewer be extended with or without a boundary line adjustment into the Town. Pastor Davis stated they have no preference. Councilmember Zoldos stated he would only support the request if the property were brought into the Town. Councilmember Home concurred with Councilmember Zoldos's comments and thanked Pastor Davis for meeting with the Woodlea Manor homeowners. 3. Establishing a pro rata for the Sycolin Pressure Zone water storage tank Aref Etemadi stated the pro rata was figured by looking at the properties the tank would serve and the usage of those properties. Further, he stated some of the properties are not in the Town boundaries and may not receive public utilities; however, as this is a planning document it is prudent to include their potential usage. Councilmember Hammler verified the pro rata would not be charged to developers when they apply for the public facilities permit. There was further Council discussion regarding the pro rata fees per property. 4. Proposed Hazardous Hitigation Plan Update Nick Colonna stated the Town has been working with other communities in the Northern Virginia Regional Commission to establish a Hazardous Mitigation Plan for natural disasters. He stated the plan was forwarded to the state for approval in September and once approval is received it will be forwarded to the Federal Emergency Management Agency (FEMA). Further, Council will be asked to endorse the plan by resolution in February or March of 2006 and the plan will go to FEMA for final approval in April 2006. Councilmember Horne stated she would like Council to hold a public hearing on this as a tool to raise awareness. Councilmember Zoldos stated he would like to have this plan posted on the Town's website and brochures sent to residents once it is approved. Councilmember Hammler stated many residents are concerned that Leesburg will become a road block should there be an emergency. Town Council Worksession for October 24, 2005 Page Chief Price stated the Town has a plan in place for evacuation routes identifying "choke points" and areas where sign boards would be placed, where traffic lights would be on flash or where only one-way turns would be permitted. stated this is the type of information that will be added to the Town's web page. He Mayor Umstattd stated we do need to boost public awareness of the process and the final product. She asked if the information would be as specific to indicate where individual neighborhoods would take shelter in the event of an emergency. Chief Price stated staff will identify by quadrant where people can take shelter and proper evacuation routes. Further, he stated the Town has a number of systems in place that will be enhanced in the future. There was further Council discussion regarding the process of communicating information to residents in the event of an emergency. 5. Ft. Evans Road Right-of-way and easement condemnation Nagi Elsewaissi stated a total of 25 easements are needed for this project and a total of 12 still need to be acquired. He asked that Council authorize condemnation of these properties to facilitate construction of this project. Further, he stated staff hopes to have the construction contract awarded before the end of the year. Councilmember Hammler verified staff has acquired the necessary easements from the Sport and Health Club. 6. Downtown Parking Promotions for the 2005 Holiday Shopping Season Betsy Fields stated staff has worked with the Leesburg Downtown Business Association to create holiday promotions to highlight the availability of parking in the downtown. She outlined the two promotions to make parking free at ali meters on Thursday and Friday from Thanksgiving to Christmas and to allow the merchants to validate an additional hour of free parking in the garage from Thanksgiving to January 6, 2006. Further, she stated they have not discussed whether the time limits would apply for the meters. Mayor Umstattd expressed her concern that the free meter parking would be taken by the downtown employees and not available to shoppers. IVls. Fields stated we would have to rely on the merchants to police themselves. She stated we could enforce the time limits by chalking tires. Further, she stated there will be lost parking revenue; however, that will most likely be offset by increased sales tax. IVlayor Umstattd verified the Leesburg Downtown Business Association has endorsed this proposal; however, they have reservations regarding the free parking at the meters. Vice Mayor Martinez stated he would not support free parking at the meters; however, he would like to see violators receive a warning notice instead of a ticket for this time period. Ms. Fields stated we can track license plate numbers so it would be possible to give each violator one warning before issuing a ticket. Town Council Worksession for October 24, 2005 Page 6 Councilmember Horne asked how the meters would be marked to let visitors know that parking is free and how the promotions would be marketed. Ms. Fields stated the meters would be bagged with a holiday theme. She stated staff would rely on the merchants to market the parking promotions; however, the Town will issue press releases, notices in the paper and on the website. Councilmember Horne stated she would like this marketed very well in any local and regional outlets to maximize exposure of the program. Councilmember Zoldos stated he would support total free parking at the meters and in the garage from November 25 through December 24. He stated some people will take advantage of this; however, we need to encourage people to visit the Town and offer free parking for the month regardless of the lost revenue. Further, he stated he would like this to be promoted through all channels. Councilmember Hammler asked if there is a way to transport shoppers from the outlet mall to downtown. Mr. Wells stated there is a trolley route that brings people from the outlet mall to downtown. He stated we could modify the signage on the trolley to reflect the availability of free parking downtown. Councilmember Horne expressed her support of Councilmember Zoldos's comments. Further, she commended staff and the Leesburg Downtown Business Association for their creative ideas. Mayor Umstattd stated she would support free parking in the garage; however, she is concerned with waiving fees at the meters. There was further discussion regarding the logistics of free meter parking and whether to enforce the time limits. was the consensus of Council to vote on this issue tomorrow night. Councilmember Horne stated she would like to see the downtown streets closed for the December First Friday. Mr. Wells stated he would look into this request and report back to Council. Further, he stated he will be encouraging staff to park at the Liberty Street lot during the holidays. 7. Town/County 3oint Meeting follow-up discussion .lohn Wells stated staff has not received any response from the County since the joint meeting. Vice Mayor Martinez asked staff to contact the County Administrator to check the status of the Board's discussion of Council's request to have the Peterson Property brought in the Town's boundaries. Councilmember Hammler stated it was her understanding that the County was waiting to receive official word of Council's position. Town Council Worksession for October 24, 2005 Page '7 Mr. Wells stated we are waiting to receive a copy of the Peterson property submission from the County and it is his understanding that the project will be submitted by the end of the month. Further, he stated Mr. Saxe, Peterson Company, has agreed to brief Council at its first meeting in November. Vice Nayor Martinez verified the Board has not taken action to direct their Planning Commission subcommittee to work with ours. For information only: Preview :Items for November 7, 2005 work session a. TLSE-2005-0002 B&M Motor Cars special exception to permit vehicle sales Mayor Umstattd stated the Planning Commission recommended approval of this special exception to Council. Adelphia - Comcast Franchise Transfer Agreement There was no discussion of this item. c. Time extensions Mr. Wells stated the developer has been making progress on the improvements at Edwards Landing. He stated work on the final asphalt layer had to be postponed due to the weather. Further, according to Council's resolution that is grounds for default; however, the workers and the equipment have been mobilized and he verified the work will proceed prior to authorizing a small extension. New Business a. Affordable Dwelling Unit Ordinance Susan Swift stated Loudoun County has an ordinance that requires affordable dwelling units on a percentage basis. She stated staff will be researching the issue over the next couple of weeks and will bring forward a report at the next meeting. Mayor Umstattd stated she and Councilmember Burk had discussed the possibility of requesting an affordable dwelling proffer from KSI. Iris. Beach stated she would be happy to speak with Mr. Banzhaf tomorrow. She stated the proposed active adult community would lend itself to affordable housing for seniors. Adjournment On a motion by Vice Mayor Martinez, seconded by Councilmember Zoldos, the meeting adjoined at 9:36 pm. 2005_tcwsmin1024