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HomeMy Public PortalAbout2007_06_25 Council Work Session June 25, 2007 Council Chambers, 25 West Market Street, 7: 30 p.m. Mayor Umstattd presiding. Councilmembers Present: Kelly Burk, Kathryn Sheldon Hammier, Susan Horne, Marty Martinez, Ken Reid, Kevin Wright and Mayor Kristen Umstattd. Council members Absent: None Staff Members Present: Town Manager John Wells, Town Attorney Barbara Beach, Assistant to the Town Manager Nicole Ard, Assistant to the Town Manager Kathy Leidich, Director of Engineering and Public Works Tom Mason, Chief of Police Joe Price, Director of Planning, Zoning and Development Susan Swift, Human Resource Director Nancy Fixx, Parks and Recreation Director Kaj Dentler, Director of Capital Projects Management, Recreation Programs Manager Kate Trask, Downtown Coordinator Lisa Capraro, and Clerk of Council Judy Ahalt AGENDA ITEMS 1. Questions on Tuesday Agenda Items Council Meeting of June 26, 2007 John Wells stated the Northern Virginia Transportation Authority preliminary priorities list include $5,000,000 for the Battlefield Parkway bond issue. Council Member Reid asked for the petitioners section to be moved in front of the commission presentations on tomorrow night's agenda. Council Member Wright asked to have the holiday schedule removed from the consent agenda tomorrow night. He would first like to find out what the State and County are doing and whether any of these days conflict with tax deadlines. He asked if we have the right-of-way lined up for Item Three. Council Member Burk asked to have the Environmental Advisory Commission letter ready for tomorrow night. 2. Work Session Items for discussion a. Approving Battlefield Parkway (Kincaid Boulevard to Route 7) Town/VDOT Administrative Agreement and authorizing the Town Manager to execute this agreement Nagi Elsewaissi stated the packet includes the standard design/build agreement with Virginia Department of Transportation which needs Council approval. He stated the last page of this agreement shows funding sources. He pointed out minimal co"nstruction funds are coming from the S. King Street project. Council Member Wright asked the anticipated right-of-way timing for the Evergreen Mill Rd. to S. King Street segment. Mr. Elsewaissi stated it probably would be four to six months. Town Council Work Session Minutes of June 25. 2007 Page 2 Council Member Wright asked if we could anticipate a 2009 opening. Mr. Elsewaissi stated they would do their best. Council Member Reid asked for an accounting of how much Leesburg is putting toward Battlefield Parkway in gas tax and RSTP money. Mr. Elsewaissi explained the staging of Battlefield Parkway. Mr. Elsewaissi added the intersection at Sycolin Road and Battlefield Parkway will not be functional until spring 2009. Council Member Reid asked that we expedite anything we can. b. Court and Market Days Update Kate Trask advised Council she was here to answer any questions they may have on Court and Market Days. Vice Mayor Horne asked what type of outreach staff has done. Ms. Trask stated they have sent out food vendor invitations and listed the event with the hospitality group. Ms. Capraro stated there will be a planning meeting with the Leesburg Downtown Business Association. Council Member Wright verified the logo was developed out of house and two vendors have responded thus far. Council Member Wright asked the status of the grant request for script writing for this type of event. Ms. Capraro stated we did not receive the grant. Mayor Umstattd stated Ms. Tate's Tea Room was unhappy their sign was not visible at downtown events of this type. She asked staff to make allowances so downtown businesses are visible to the public. c. Suzuki sprinkler system John Wells stated additional issues have come up and staff would like to meet with them to resolve the issue. Council Member Wright stated the initial plan did not show an irrigation system, but they pulled the proper permits. He added staff is continuing to clarify if there are availability fees due. d. Battlefield Parkway Update Nagi Elsewaissi stated all segments of Battlefield Parkway are in one phase or another from being constructed. The last section which is Kincaid Boulevard to Tavistock Drive is in discussion to determine if it can begin construction in conjunction with Town's Sycolin Road project, currently under construction. Town Council Work Session Minutes of June 25. 2007 Page 3 e. Report on dog incident Mayor Umstattd stated this item is being deferred until tomorrow night. f. Working with Virginia Regional Transit(VRTA) to utilize the additional 60 hours of transit time approved by the Town Council as part of the FY 2008 budget John Wells stated VRTA will extend their hours effective July 1. Council Member Wright stated the initial intent was to increase the Safe- T-Ride hours. Mr. Wells stated the trolley also has the need for additional hours. Council Member Wright stated the outlet is open past 7:00 pm. Mr. Wells stated we will track the riders, but usually there are more riders in the morning. Council Member Reid agreed the additional hours should go toward Safe- T-Ride not the trolley. 3. For information only There was no discussion on these items: a. Annual Street Repaving b. Acquiring easements for the N. King Street Drainage c. Awarding a plan review contract d. Private collection boxes update 4. New Business Council Member Burk stated the Environmental Advisory Commission (EAC) voted to send a letter to the School Board asking to protect runoff to the only fresh water trout stream left in the Piedmont from the proposed site of the new school. Further, she encouraged the County to be a leader in designing green buildings. Vice Mayor Horne asked if we have gotten input from a LEED Certified Engineer. Council Member Burk stated the LEED presentation before Council is what prompted this. Council Member Martinez suggested we look into COOL cities initiative and incorporate into our documents. He stated Blacksburg would be a good jurisdiction to contact. Council Member Hammier stated the EAC should take steps to work with the School Board to see what the parameters are. Council Member Wright stated he would not want to cause a delay for the School Board. Town Council Work Session Minutes of June 25. 2007 Page 4 Council Member Reid asked if the School Board would have to go through an environment assessment. Tom Mason stated those requirements come with State money. He stated the fact we are dealing with is a natural trout stream, the only one in Virginia, and the EAC would like to keep the stream that way. Mayor Umstattd stated it is probably too late to make a difference on this school. She stated she does like the idea of talking to the School Board in relation to future projects. The Mayor stated she has no problem with the letter if it is clear to the School Board that we in no way want them to delay the construction and that these are things we would like them to consider now and for future schools. Council Member Burk stated she has spoken to three School Board Members who are aware of the stream issue and want to have support from the Town. She stated they are looking to establish an outdoor classroom. The EAC feel this site has huge environmental issues and if we are silent we are basically consenting. Council Member Martinez stated we have the responsibility to ask that this be done if possible. Mayor Umstattd suggested we let the School Board members know we support their efforts to encourage protection of the environment but don't want to delay the project. Council Member Burk stated the Public Arts Commission presentation tomorrow will include hearing from Liesel Fenner, Americans for the Arts Organization. At this meeting the Commission will be outlining the development of a public art policy and funding. Council Member Wright stated he and Council Member Hammier were discussing the Crescent District and the continuance to get applications for drive-thru banks and restaurants in the Crescent District. He suggested prohibiting allowance of a drive-thru in the B-2 District and presented a draft resolution. Council Member Hammier stated this would be a series of actions related to the Crescent District. This would be a proactive step to help business grow and assure that we are not a drive-thru town. It was the consensus of Council to give this item more thought and discuss at a future meeting. s. Closed Session to discuss a legal matter pertaining to a personnel matter On a motion by Mayor Umstattd, seconded by Council Member Martinez, the following closed meeting motion was read: Town Council Work Session Minutes of June 25. 2007 Page 5 Pursuant to Section 2.2-3711(A)(1) and 2.2-3711(A)(7) of the Code of Virginia, I move that the Leesburg Town Council convene in a closed meeting to consult with legal counsel on a personnel matter. The motion was approved by the following vote: Aye: Burk, Hammier, Horne, Martinez, Reid, Wright and Mayor Umstattd Nay: None Vote: 7-0 Council convened in closed session at 8:39 p.m. At 9:09 p.m. Council reconvened in open session. On a motion by Mayor Umstattd, seconded by Council Member Wright, and certified that in accordance with Section 2.2-3712 of the Code of Virginia, that to the best of each member's knowledge, only public business matters lawfully exempted from opening meeting requirements under the Virginia Freedom of Information Act and such public business matters as were identified in the motion by which the closed meeting was convened were heard, discussed and considered in the meeting by Council. The motion was approved on a role call vote as follows: Aye: Burk, Hammier, Horne, Martinez, Reid, Wright and Mayor Umstattd Nay: None Vote: 7-0 The meeting adjourned at 9: 10 p.m. on a motion by Council Member Martinez, seconded by Council Member Hammier. ~~ :DP5 Clerk of Council 0 2007 _tcwsmin0625