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HomeMy Public PortalAbout2007_10_22 Council Work Session October 22, 2007 Council Chambers, 25 West Market Street, 7: 50 p.m. Mayor Umstattd presiding. Councilmembers Present: Kelly Burk, Kathryn Sheldon Hammier, Susan Horne, Marty Martinez, Ken Reid, Kevin Wright and Mayor Kristen Umstattd Councilmembers Absent: Mayor Umstattd left the meeting at 7:57 p.m. Staff Present: Town Manager John Wells, Deputy Town Attorney Jeanette Irby, Assistant to the Town Manager Kathy Leidich, Director of Finance Norm Butts, Director of Economic Development Betsy Fields, Director of Planning Zoning and Development Susan Swift, Director of Engineering and Public Works Tom Mason, Airport Director Tim Deike, Zoning Administrator Brian Boucher, Transportation Engineer Calvin Grow, Chief of Accounting and Reporting Kim Williams, Tourism & Marketing Manager Marantha Edwards, Senior Management Analyst Annie Carlson, and Deputy Clerk of Council Debi Parry. AGENDA ITEMS 1. Questions on Tuesday Agenda Items Council Meeting of October 9, 2007 a. Accepting the Performing Arts Task Force Report Sandy Kane, Performing Arts Task Force, mentioned several potential locations for a performing arts center including Oaklawn, Barber & Ross, Loudoun-Times Mirror building, KSI, Crosstrail, Liberty Street Parking Lot, Morven Park, Meadowbrook, and the Talley Ho Theatre. Further, she stated Morven Park has land; however, they have no money and no plans to build a performing arts center. Ms. Kane stated the Task Force is requesting $35,000 for a professional feasibility and business plan. Further, she stated the funds will come from the Economic Development budget and the contingency fund. Council Member Burk expressed support for this request. Vice Mayor Horne thanked the Task Force for their efforts stating this is an investment in the Town. Council Member Wright stated he is looking for assurance that there are people ready to move forward with this project once the study is complete. Ms. Kane stated there are a number of people interested in this project. Council Member Reid expressed concern that there are no parameters on the money. He stated the feasibility study should have some direction from Council. Vice Mayor Horne stated many of these concerns will be addressed in the RFP process. Town Council Work Session of October 22. 2007 Page 2 Mayor Umstattd asked if Morven Park would be amenable to donating land for a performing arts center. Ms. Kane stated the Task Force has had discussions with Morven Park; however, their board has not met to discuss any options. b. Approving pole signs for the special events component of the Wayfinding Sign System Council Member Reid expressed concern with the Town exempting itself from its own ordinance. Vice Mayor Horne asked when the signs will be instalied. Ms. Fields stated the design will go to the Board of Architectural Review (BAR) in November. She stated staff anticipates installation in the early spring. c. Requesting Virginia Department of Transportation (VDOT) Funding for highway projects withlN the Town of Leesburg in the VDOT Six-year Improvement Plan for Fiscal Years 2008- 2009 through 2013-2014 Calvin Grow outlined the priority urban projects for funding as (1) Battiefield Parkway from Kincaid Boulevard to Route 7, (2) South King Street Widening, (3) Sycolin Road Phase III, (4) Battlefield Parkway from South King Street to the Dulles Greenway, and (5) Evergreen Mill Road from South King Street to Battlefield Parkway. Further, he outlined the priority primary projects for funding as (1) the Route 7/15 Bypass widening including the Sycolin Road fly-over, (2) construction of the interchange at Edwards Ferry Road and the Route 7/15 Bypass, (3) Route 7/15 Bypass Widening from South King Street to Route 9, (4) construction of the interchange at Battlefield Parkway and Route 7, and (5) construction of the interchange at Battlefield Parkway and the Route 7/15 Bypass. Mr. Grow stated the Coordinating Committee of the Northern Virginia Transportation Authority (NVTA) plans to recommend $500,000 funding for the South King Street widening project and $500,000 for the construction of the interchange at the Route 7/15 Bypass and Edwards Ferry Road. He stated the full Board is scheduled to vote on this recommendation at their November 8 meeti ng. Council Member Wright verified staff recommends submitting only three urban and three primary projects. Mr. Grow stated VDOT has asked that the Towns recommend three projects as in years past. He stated it is anticipated that the $1.5 million we will receive for the next couple of years will be designated for Battiefield Parkway . Council Member Reid verified it would not harm the Town if we were to ask for five projects in each category. Town Council Work Session of October 22. 2007 Paqe 3 Council Member Hammier stated we need to focus on securing funding where it is feasible and looking for alternative funding sourees for our transportation needs. Further, she asked if the Town could look at projects such as targeted speed enforcement to generate revenue for transportation needs. Mr. Wells stated the undesignated revenue received from traffic violations can be put towards transportation projects. Council Member Martinez stated traffic fines should be used to fund public safety and not to generate revenue. d. Awarding the south apron development Phase I project construction contract There was no Council discussion of this item. e. Awarding the Airport construction management continuing services contract There was no Council discussion of this item. f. Authorizing Talbert &. Bright's Task #1 for the Airport Construction Management Continuing Services Contract There was no Council discussion of this item. g. To consider the application for Transportation Enhancement (SAFTEA-LU) Grant funds from the Virginia Department of Transportation to fund the downtown streetlights capital project There was no Council discussion of this item. 2. Work Session Items for Discussion a. GASB 45 &. related actuary report Norm Butts stated the Government Accounting Standards Board (GASB) promulgates financial standards to determine how we report certain financial activities on our financial statements. He stated GASB 45 is a pronouncement of the Board that requires us to report liability for other post employment benefits and in the Town's case it applies to the health insurance benefits for retirees. Mr. Butts stated an actuary study was done to determine the Town's current Iiability for these benefits based on the number of employees and their projected retirement dates. He stated staff recommends a phase in of full funding over four years starting at one percent of payroll increasing to six and one half to seven percent where it will remain into the future. Further, he stated the fund would be set aside in a pool trust. Mr. Butts stated staff will prepare resolutions to establish a phase in for full funding. Further, he stated staff is suggesting capping the premium costs for employees hired on or after January 1, 2008. Mr. Wells stated this is a nation-wide effort and many cities and Towns are dealing with this issue. He stated we are ahead of the curve in taking this action. Town Council Work Session of October 22. 2007 Page 4 Council Member Martinez verified there is a reinstatement period for employees who leave the Town and then return. Council Member Hammier asked the actual number of employees who stay with the Town for fifteen or twenty years. Mr. Butts stated of our 296 employees evaluated in the study it is anticipated that 22 will serve the Town longer than 20 years. Council Member Reid stated he would like to spread the cost to the Town over the next 20-years from the cap on the premium costs. Mr. Wells stated this program will reduce the Town's liability at the point when the employee retires. He stated staff can provide more information regarding the program savings at the next meeting. b. Financial update Mr. Wells stated the Town will end Fiscal Year 2007 with an undesignated fund balance of $14.5 million. Further, he stated the 15 percent fiscal reserve was maintained at $6.2 million, $700,000 was added to the Revenue Stabilization Fund, anticipated carryover funds of $3.3 million are available for the current budget, $750,000 is available for Economic Development initiatives and $3.6 million is projected as available at the end of FY 08 and could be used as part of the FY 09 budget. Mr. Wells stated staff anticipates a loss of $100,000 in State funding for FY 08. He stated the initial County assessment information is scheduled to be presented to the Board of Supervisors at their November meeting. Further, he stated overall Council has plaeed the Town in a good financial position considering the situation we have seen over the last couple of years. There was Council discussion of theFY 08 revenues to date and trends over the past year. Council Member Reid stated when he first took office he recommended an increase in the BPOL taxes; however, staff wanted to work towards better compliance. Mr. Wells stated we are working toward greater compliance through the implementation of our new financial system. Council Member Reid asked staff to propose changes during the next budget cycle. He stated the County is facing a huge shortfall and he hopes Council will consider budget reductions during the budget work sessions. Vice Mayor Horne thanked Mr. Wells and staff for their expertise. c. Holiday Parking Program Ms. Fields stated staff recommends implementing a similar promotion to the parking initiatives of the last two years. She stated staff is recommending two changes including opening the parking garage basement for general parking and aggressively placing notices on cars frequently parked Town Council Work Session of October 22. 2007 Paqe 5 at meters for extended periods of time. Further, she introduced Sola Pallotta, Chairman of the Leesburg Downtown Business Association (LDBA) stating the LDBA supports staff's recommendations. Council Member Burk asked if there is a way to assess the positive impact of this program. Ms. Fields stated there is not a good way to assess the program; however, we could ask the merchants to share their sales data with us. She stated we have collected anecdotal information from the merchants, which has provided very valuable feedback. Council Member Martinez asked if a customer survey could be conducted. Ms. Fields stated we could ask the merchants to survey their customers. Council Member Hammier stated she continues to believe that free parking year round would be positive for the Town. Council Member Wright asked if the LDBA has concerns regarding turnover in the metered parking spaces. Ms. Pallotta stated last year the Town worked with the business owners asking them not to abuse the free parking at the meters and she feels that effort was successful. Ms. Fields stated staff did keep track of where the abuses occurred and found that most abuse occurred in the outlying areas. Council Member Wright asked if the cars were turning over at the two hour frequency. Ms. Fields stated the enforcement was targeted at vehicles parked at the meters day af ter day rather than checking to see if the cars were parked longer than two hours. Further, she expressed concern with enforcing the two hour limit during a free parking promotion. Council Member Wright stated it is important to ensure the parking is turning over considering we have the perception of a parking problem downtown. Council Member Reid stated he does not see why an individual would be upset if a $10 fee was assessed for exceeding the time limit at the meter if they were told there was a two to three hour parking limit. Further, he stated he would like the Town to pull out the parking meters and have two hours free parking downtown year around. Mr. Wells stated he would not be opposed to looking at that option; however, he would not want to mix that effort in with the holiday parking promotion. Town Council Work Session of October 22. 2007 Page 6 Council Member Reid disagreed stating the free metered parking will be abused and the warning notices will be ignored. He stated we need to have a time limit enforced with a fine. Further, he stated if it is so good to provide free parking during the holidays why should it not be free year around. Mr. Wells stated a broader discussion needs to take place regarding parking policy in the garage af ter the holiday season. Vice Mayor Horne suggested that staff ask the merchants to provide the percentage of change in their sales data for December 2006 and December 2007 to provide a better assessment of the program's success. Ms. Fields stated we can ask the merchants what they would be willing to provide. d. Development process improvement update Mr. Wells highlighted ongoing and new initiatives as part of the effort to improve our development process including; updates to the Design and Construction Standards Manual (DCSM), Zoning Ordinance updates, outreach to the development community, banking community, and hospitality industry for feedback and/or suggestions, front line customer service training, development of the Economic Development and Land development Process Leadership team, the establishment of "project owners" to provide one point of contact, continuing efforts to seek out and improve all aspects of the process, adding staff expertise in the Town Manager's office in the area of planning and land development through the current vacancies, and reporting progress on a regular basis to Council, the Economic Development Commission (EDC) and the Planning Commission. Further, he introduced Mr. Bob White who is a member of the development community. Council Member Hammier stated Council needs to be involved as weil and suggested assigning a "Council Champion" for key development projects. Mr. Wells stated staff recognizes that it doesn't matter what our timelines are, the key is to manage the expectations of the customer. He stated staff will work with the applicants to ensure a good understanding of the process. Bob White, member of the development community, stated he has worked on several applications with the Town including special exceptions and Board of Architectural Review (BAR) approvals. Further, he stated the two issues he has encountered are attitude and process issues with the Town. Mr. White offered several specific recommendations to improve the process including; assigning a project manager for every land use application, scheduling a pre-application conference to identify the critica I path, create and maintain a computerized database of comments, assign the same planner to closely related projects or contiguous properties, and streamlining the BAR process. Council thanked Mr. White for taking the time to provide his suggestions. Town Council Work Session of October 22. 2007 Page 7 Mr. White stated Town staff is friendlier and more accessible than most in Northern Virginia. Council Member Wright asked Mr. Wells to address the culture changes he is proposing for the development process. Mr. Wells stated the notion of having project ownership and emphasis buiids upon the idea that our organizational culture should naturally emphasize getting projects built within our health, safety, and environmental guidelines and in a timely manner. He stated organizationally we need to define success as ribbon cuttings and not regulations. Council Member Wright stated updates to the overland relief section and storm water management sections of the DCSM are important. He expressed support for establishing a single point of contact and the idea of a staff comment database. Council Member Reid stated he would like to see an amendment process for special exceptions. He asked that Council receive a report on items taking over 90 days for approval. Further, he expressed support for the comments regarding the BAR process. Vice Mayor Horne complemented Mr. Wells and staff for their efforts. e. Legislative Update Mr. Wells introduced Annie Carlson stating she will be filling in for Nicole Ard on legislative items. Council Member Reid stated the Tree Commission supports the draft language for a Tree Canopy ordinance. He stated he just discovered a statute allowing certain municipalities to adopt an ordinance requiring replacement of trees lost due to development. Further, he asked if the Town has the authority to adopt such an ordinance. Ms. Swift stated our current ordinances require the replacement of trees. Council Member Reid stated he would like to see if the Town can get extra enforcement power under our Urban Forestry Master Plan. Mr. Wells stated he would work with Council Member Reid to research the issue prior to the next work session. f. Excessive occupancy program recommendations Brian Boucher stated staff is recommending amendments to the Town Code to incorporate relevant sections of the Virginia Uniform Statewide Building Code and the International Property Maintenance Code to permit staff to obtain certification to enforce these provisions. Further, he stated staff is working to translate the occupancy ordinances brochure into several different languages to facilitate education efforts. Town Council Work Session of October 22. 2007 Page 8 Council Member Burk expressed support for the education and outreach efforts. Council Member Martinez expressed concern that the regulations are difficult for the general public to understand. He suggested summarizing the regulations or providing frequently asked questions. Council Member Hammier stated this is becoming a growing problem and thanked staff for their efforts. Further, she suggested outreach to the public to understand the complaint process should this become an issue in their neighborhood. Council Member Wright expressed support for maximizing the fines. Council Member Reid echoed Council Member Martinez's comments regarding simplifying the language. He stated this issue is of great importance to the residents of the Town and the issue of hiring an additional zoning inspector or providing training for current staff should be considered during the budget process. Council Member Wright stated we need to ensure we are maximizing our partnership with Loudoun County as it would be difficult to find a certified building inspector to fill a zoning inspector position. Ms. Swift stated this issue comprises only 15 percent of our case load and an additional position is not warranted at this time. Council Member Reid stated he is also concerned with code enforcement in the Historic District and the additional inspector could also focus on other issues. Council Member Hammier stated we need to adopt the Code amendments and continue our partnership with the County. 3. For information only: Preview Topics for November 13, 2007: There was no Council discussion of the following items: a. Discussion of vendor for new police CAD/RMS system b. Summary of interim financing bids results and Council approval of bond award c. Interim financing for indoor tennis and outdoor swimming facilities - public hearing d. PMW Farms - public hearing e. Form based code consultant and budget approval Adjournment On a motion by Council Member Burk, seconded by Cou the meeting adjourned at 10:25 p.m. 2007 _tcwsminl022 r Wright,