HomeMy Public PortalAbout2008_08_11
Council Work Session
August 11, 2008
Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Umstattd presiding.
Council Members Present: David Butler, Thomas Dunn, II, Katie Sheldon
Hammier, Ken Reid, Kevin Wright and Mayor Kristen Umstattd
Council Members Absent: Marty Martinez
Staff Present: Town Manager John Wells, Town Attorney Jeanette Irby,
Director of Public Works Tom Mason, Director of Capital Projects Management Nagi
Elsewaissi, Director of Parks and Recreation Rich Williams, Director of Plan Review
Bill Ackman, Economic Development Manager Marantha Edwards, Assistant Director
for Parks Bill Ference, Deputy Director of Planning and Zoning Brian Boucher,
Assistant Director for Capital Projects Management Renee LaFollette, Transportation
Engineer Calvin Grow, Senior Engineer Anne Geiger, Senior Planner Chris Murphy,
and Management Specialist/Deputy Clerk of Council Debi Parry
AGENDA ITEMS
1. Questions on Tuesday Agenda Items
Council Meeting of August 12, 2008
a. Public Hearing - O'Connor Boundary Line Adjustment
Council Member Reid verified the school system will pay for the
extension of water and sewer lines and will construct a pump station.
Council Member Dunn stated he is concerned that Council tends to say
yes quickly to boundary line adjustments for the schools. He stated if the
School Board were a corporation then the Town would negotiate for better
proffers and he would have like to have the School Board contribute funds for
Dry Hollow Road and Old Balls Bluff Road to help students cross the Bypass.
He stated his other concern is that Council is doing a boundary line
adjustment for the School Board; however, when the O'Connor family
approached the Town years ago requesting annexation so they could
construct a retirement community in the area the Town said no.
Mayor Umstattd stated she does not believe that the O'Connor family
ever filed an application.
Mr. Wells stated boundary line adjustments do not allow for
negotiations.
Council Member Dunn stated he simply wanted to increase awareness
of the need for the County to consider assisting the Town in this manner.
Vice Mayor Hammier stated she was pleasantly surprised to learn that
the school board will be looking at the Route 15 split as part of their traffic
analysis. She stated the goal is to make sure the school comes on line on
time. She stated she always felt that we have made numerous requests of
Loudoun County for boundary line adjustments and have not gotten the kind
of response that we have continued to give to them for school sites.
Town Council Work Session of August 1 L 2008
Page 2
b. Public Hearing - Approving TLOA-2008-0003 Zoning Ordinance
Text Amendments to reflect changes in department and
individual responsibilities based on the July 1, 2008 land
development review process reorganization
Council Member Wright verified all three of these public hearings can
open at once tomorrow night.
Council Member Reid asked when Council will see the substantive
changes to the DCSM.
Bill Ackman stated the changes for Chapter 5 regarding overland relief
are ready for presentation to Council and the second half of the drainage
changes will come before Council early next year.
Council Member Reid asked why the Town needs to use the
Engineering Surveyors Institute (ESI).
Mr. Wells stated staff is currently assessing the ESI contract. He
stated the Town only renewed the contract for a six month period and staff
will bring the assessment to Council by the end of the calendar year.
c. Public Hearing - Approving TLOA-2008-000S Subdivision and
Land Development Regulations Text Amendments to reflect
changes in department and individual responsibilities based on
the July 1, 2008 land development review process
reorganization
There was no discussion of this item.
d. Public Hearing - Approving TLOA-2008-0006 Design and
Construction Standards Manual Text Amendments to reflect
changes in department and individual responsibilities based on
the July 1, 2008 land development review process
reorganization
See discussion above.
e. Making an appointment to the Technology and Communication
Commission
Mayor Umstattd stated Council Member Martinez has recommended
Rob Gilligan for appointment to the Technology and Communication
Commission.
f. Standing Residential Traffic Committee Organizational Changes
Council Member Reid stated he has drafted language as has Council
Member Butler. He stated his intent is to have a process to deal with
Committee members who resign during the appointment period.
Council Member Butler stated trying to correct issues with the SRTC
has become so complex that it fails under its own weight and it seems it
would be easier to model it after the other boards and commissions. He
stated Council could use its will to appoint members from various quadrants
in Town.
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Council Member Wright stated Council Member Butler's proposal would
solve a number of the problems by mirroring what we are doing with the
other activities. Further, he suggested as we begin advertising vacancies we
can develop a talent pool similar to what is done in Herndon where Council
Members can review the resumes of interested citizens when there is a
vacancy.
Mayor Umstattd concurred with Council Member Wright's comments.
Vice Mayor Hammier also concurred with Council Member Wright's
comments. Further, she asked for Council Member Reid's thoughts on Council
Member Butler's proposal.
Council Member Reid stated he would like to hear from Council
Member Dunn.
Council Member Dunn stated he would support a consistent
appointment process for all groups. He stated the geographical
representation is important for this committee, but does not require an
entirely different selection process. Further, he stated it is important that
Council advertise vacancies to make the process open.
Council Member Reid stated he would like to seek input from the
Standing Residential Traffic Committee and defer action on this item until the
next Council Meeting.
Council Member Wright stated the only open question is the
appointment process in the case of a vacancy, which is what Council Member
Reid was referring to.
Council Member Reid stated he wanted to be sure we keep the
safeguards he drafted to ensure we limit people to two committees or one
commission and one committee. Further, he stated we need assurance that
all four quadrants are represented.
Council Member Dunn stated we do not require that on any other
committee. He stated we need to be consistent with how members are
chosen.
Mayor Umstattd suggested proceeding with a vote on Council Member
Butler's proposal tomorrow night. She stated Council Member Reid is
welcome to make a motion to defer at that point. She stated she likes
Council Member Butler's approach as she was told by a resident of Tavistock
Farms that they feel they have no representation on the SRTC.
Council Member Reid stated as a resident of Tavistock Farms and the
liaison to the SRTC he is concerned with that comment. He stated any emails
he receives from residents are forwarded to the Committee. Further, he
stated he would like to defer action until he has the opportunity to review this
with the SRTC.
It was the consensus of a majority of Council to bring the item for a
vote tomorrow evening.
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Page 4
g. Recommending a Name for a New High School in Leesburg
Council Member Dunn offered a suggestion to name the school in
honor of the O'Connor Family. He stated he does not know of any other
family in our community who has provided more land for schools than the
O'Connor Family. Further, he stated the three names brought forward by the
School Board came from a committee of citizens and he would want to take a
citizen's recommendation.
Vice Mayor Hammier stated she appreciates the spirit of Council
Member Dunn's comments and stated she would support naming the school
Westmoreland Davis High School.
Council Member Wright stated he did some research on the naming
committee and found that it was formed by the public school's staff. He
expressed support for naming the school Westmoreland Davis High School.
Council Member Butler expressed support for naming the school Mile
Hill High School as it honors the Civil War soldiers and helps us all to
remember.
Council Member Reid expressed support for Westmoreland Davis High
School. He thanked Council Member Dunn for his comments and suggested
that perhaps the School Board could name a field at the school in honor of the
O'Connor family.
Mayor Umstattd expressed support for Westmoreland Davis High
School.
h. Declaring a Public Necessity and Use Exists, Authorizing Offers
to Acquire Permanent Easements for Edwards Ferry at Colonial
Square Drainage Improvements Project
Anne Geiger presented staff's request for permanent easements at 114
Edwards Ferry Road and 116 Edwards Ferry Road. She stated this is the
downstream storm drainage improvement that will make the North King
Street Drainage Project work very well.
Council Member Dunn asked if the residents are in support of this
request.
Ms. Geiger stated this resolution will allow staff to make an offer to the
property owners. She stated staff has spoken with the condominium owners.
Mayor Umstattd stated she received a compliment regarding Ms.
Geiger's helpfulness.
i. Authorizing pick up of the Employee's Contribution to the
Virginia Retirement System
There was no Council discussion of this item.
j. Endorsing the Northern Virginia Regional Commission Bylaws
Mayor Umstattd stated this is a proposal to endorse a proposed
amendment to the NVRC's bylaws which would give the Chairman of the
Board, Mayor or Chief Elected Officer the right to designate his or her own
Town Council Work Session of August 11. 2008
Paqe 5
alternate. She provided the background of this amendment and stated she
has concern with this change as in our Town everyone is elected at large and
it is a more democratic process to allow the Council as a whole to determine
who the alternate will be.
It was the consensus of Council to support the current process.
2. Work Session Items for Discussion
a. VDOT /CTP presentation - Update on Current Projects
Terrie Laycock, Acting Director of the Office of Transportation for
Loudoun County, provided Council with an overview of several transportation
and transit projects in the County that could impact the Town of Leesburg.
Jim Zeller, Virginia Department of Transportation (VDOT), discussed
the projects planned for the Route 7/15 Bypass from South King Street to
East Market Street. He stated VDOT plans to develop plans though the public
hearing milestone and to the design approval milestone for the whole corridor
including the Sycolin Road overpass. He stated the approval of the entire
corridor would set in place the improvements and then the construction could
be phased as needed. He stated this would provide the best use of
engineering dollars by allowing for a single environmental document and
single public hearing process for the entire corridor while allowing the
construction to be broken out as needed. Further, he stated VDOT is hopeful
that they funding they have will be sufficient to build the overpass with the
remaining projects to follow as funds are available.
Council Member Reid asked when the overpass would be constructed.
Mr. Zeller stated VDOT is looking at construction in 2014. He stated
the funds will come online in the last two years of the six-year plan. He
stated the portion of Battlefield Parkway between Kincaid Boulevard and
Route 7 is under construction and is on track to open in October 2009.
Further, he stated engineering has begun to add a third westbound lane to
Route 7 from the West Market Street interchange to Route 9; however,
funding is not yet available for construction.
Council Member Dunn stated he wishes the Town could get more
federal funds in our area as we are an interstate community considering the
traffic from Route 15 carrying drivers from Maryland, Pennsylvania and West
Virginia. He stated he is glad to hear of the additional westbound lane to
Route 9 project as the traffic going to Charles Town, West Virginia is worse
than the Beltway traffic. Further, he thanked Ms. Laycock and Mr. Zeller for
their reports.
Vice Mayor Hammier thanked Ms. Laycock and Mr. Zeller for their
reports and Council Member Reid for requesting this briefing. She stated she
and the Mayor attended Governor Kaine's recent transportation briefing and
were taken aback by Transportation Secretary Pierce Homer's flippant
response to the transportation concerns she and the Mayor raised. She
stated she attended a transportation briefing by Ms. Laycock at a recent
Loudoun County Economic Development Meeting where Ms. Laycock indicated
people may be surprised to hear the County is funding transportation projects
in Leesburg as well and asked Ms. Laycock to keep in mind that Town
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Paqe 6
residents pay Loudoun County taxes too. She stated she appreciates Ms.
Laycock's and Mr. Zeller's hard efforts. She stated the key issue is that we
have only Town funding allocated for the final portion of Battlefield Parkway;
however, this is an enormous road network that will support traffic from
Route 15 and the Greenway and additional funding is needed from the State
or Federal Government. Further, she stated the completion of Battlefield
Parkway is a top goal for the Town Council.
Council Member Wright stated he supports treating the Sycolin Road
Flyover as a separate project and would support moving funding from the
Bypass widening project to the construction of the additional westbound lane
on Route 7 as the traffic bottlenecks are at Sycolin Road and the hill between
the West Market Street interchange and Route 9. He asked if the bond for
the Route 7 interchanges would fund the projects through construction.
Ms. Laycock stated there is a local road bond to fund the construction
of the Route 7 and Loudoun County Parkway interchange and a local road
bond to fund the design of an interchange at Route 7 and Route 659.
Council Member Wright verified the funding for an interchange at
Route 7 and Route 690 will cover conceptual design and the interchange at
Route 7 and Ashburn Village Parkway will be funded by a developer. He
asked about the remaining intersections out Route 7 east to Route 28.
Ms. Laycock stated there will still be signed intersections at Route 659,
at Lexington across from Blue Mount Nursery and at Battlefield Parkway.
Council Member Wright stated the Town has development applications
pending that cannot be acted on until the Town is told what type of
intersection will be constructed at Route 7 and Battlefield Parkway. He stated
a goal was set to have a decision by May and asked Mr. Zeller the status of
that request.
Mr. Zeller stated in order to determine the appropriate type of
interchange at that location somebody other than VDOT has to design it and
demonstrate that it will function with projected traffic as the design work is
not funded in the six-year plan.
Mr. Wells stated there is information that relates to traffic counts;
however, he is not sure how the traffic counts and modeling tie in with the
design of the interchange.
Council Member Wright stated one of the development proposals will
donate land for the interchange rather than requiring condemnation. Further,
he asked if the County's Sycolin Road widening project addresses the
realignment needed for the airport.
Ms. Laycock stated the project does not extend that far down Sycolin
Road, but does not preclude the realignment. She stated the Town's request
for the realignment will be included in the consideration when the Board of
Supervisors discusses the County-wide Transportation Plan (CTP) again.
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Page 7
Council Member Butler agreed with Council Member Wright's
comments regarding a higher priority for the Sycolin Road Flyover and the
additional westbound lane on Route 7 west of Town. He verified the
estimated completion of the Sycolin Road paving project is November 2009.
Further, he concurred with Vice Mayor Hammier's comments regarding the
high percentage of traffic from other states that drive through Leesburg it is
important to keep these projects as high priorities and perhaps add the
interchange at Edwards Ferry Road and the Route 7/15 Bypass including a
way for pedestrians to cross the Bypass.
Council Member Reid thanked Ms. Laycock and Mr. Zeller for their
briefing and stated he hopes they can come back again for an update as this
is the most important issue of the day. He stated he is glad to see the
support on Council to construct the Sycolin Road Flyover in lieu of the Bypass
widening stating it is a critical need and he hopes it can be done before 2014.
He stated he is also concerned that the Edwards Ferry Road interchange has
possibly been delayed to 2025.
Ms. Grow stated the interchange was added to the six-year plan this
year and the current funding level is $500,000. He stated he does not know
if there is a projected construction date as this is a $25 million project.
Mr. Zeller stated it is correct that there is $500,000 in the Six-year
plan for this project. He stated the estimated engineering cost for the project
is $2 million and the engineering funds have to be,allocated before VDOT can
begin work on the project.
Council Member Reid stated there is only $7.5 million budgeted for the
widening of Route 15 and verified there is no County funding available. He
stated one of the first things he did when he moved to the Town of Leesburg
in 2002 was to attend a hearing on the widening of South King Street. He
stated he appreciates that Sycolin Road will be fully paved before 2009. He
asked why funds are allocated to repave Edwards Ferry Road and suggested
that those funds be allocated to Riverside Parkway.
Ms. Laycock stated there is a significant amount of traffic on Edwards
Ferry Road and it is very narrow, has huge shoulder drop-offs and it needs to
be brought up to today's standards.
Mayor Umstattd stated it was a top priority of Delegate Maya number
of years ago to pave Edwards Ferry Road due to the traffic.
Council Member Reid stated that is why his is concerned that there
was no pave-in-place project for Sycolin Road. He asked if there have been
accidents on Edwards Ferry Road since the pave-in-place project was
completed.
Mr. Zeller stated he does not have the accident history on that portion
of Edwards Ferry Road since it was paved.
There was further discussion regarding the expansion of the Dulles
North Park and Ride Lot, and the possibility of a special tax district to upgrade
the Route 7 corridor to an expressway, the proposal by the Board of
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Page 8
Supervisors to look at the possibility of a commercial and industrial tax for
transportation, safety concerns with the Route 15 split north of Town, the
Lucketts Bypass and the possibility of a PPTA for reversible Toll Lanes on
Route 7 west of Town.
Council Member Reid requested that Ms. Laycock send him information
regarding the Lucketts Bypass including traffic volume data and the impact on
Leesburg. Further, he stated Council passed a resolution in 2006 after the
Muse children were killed asking that the intersection of the Bypass and Route
15 and asked if there is a project proposed to improve the intersection.
CTP.
Ms. Laycock stated that intersection was not analyzed as part of the
Council Member Reid urged Council to consider this as we passed a
resolution asking that all entrances to Leesburg be reviewed and this
intersection has outlived its usefulness.
Mr. Grow stated VDOT has requested that Loudoun County Public
Schools look at this intersection as part of their traffic study for the high
school site on the O'Connor property.
Mr. Zeller stated VDOT's traffic engineering division did investigate the
area of the Route 15 split and identified short term operational improvements
that were implemented; however, anything beyond that would need to be
added to the six-year plan.
Mayor Umstattd asked what VDOT needs to reprioritize funding for the
additional westbound lane on Route 7 from West Market Street to Route 9.
Mr. Zeller stated all of the funds will be needed to build the Sycolin
Road Flyover. He stated the cost of engineering is relatively minor compared
to the overall construction costs needed for the additional westbound climbing
lane are minimal. He stated $5 million has been allocated for the climbing
lane and estimates to build it are $15 to $17 million. Further, he stated if the
Town wants VDOT to stop work on the bypass to focus on the climbing lane
then a resolution should be passed to that effect; however, the
Commonwealth Transportation Board determines the priority for projects in
the Six-year plan.
Mayor Umstattd thanked Ms. Laycock and Mr. Zeller for their briefing.
She asked what the cost of the Sycolin Road Flyover will be as a standalone
project.
Mr. Zeller stated the engineering on the project has not advanced
enough to determine the exact cost. He stated more information will be
available once the project reaches the public hearing stage.
b. Off Leash Park Hours at Ida Lee
Bill Ference stated on June 24 a group of citizens presented Council
with a proposal requesting that the Town set aside an area during certain
hours for an off leash area at Ida Lee. Staff has met with the citizens, spoke
with representatives from other jurisdictions and discussed the issue with the
Town Council Work Session of Auqust 11. 2008
Page 9
Parks and Recreation Commission who had some apprehension about using
Ida Lee. He stated a number of citizens called to voice their concern with this
proposal and the use of Ida Lee would also require a special exception. He
stated during this discussion the idea of a smaller off leash area at Izaak
Walton Park has resurfaced and the owner has agreed to this use. He stated
the off leash area at Izaak Walton would not require a special exception,
rather it would require an amendment to the Town Code. Further, he stated
the project could be done for $25,000.
Council Member Dunn asked if any member of the public would like to
address this issue.
Mr. Ference stated staff will reach out to the Dog Park Friends Group
to bring them into the process.
Mary Harper, Dog Park Friends Group, stated the friends group is very
willing to donate their expertise and to raise money for items such as picnic
tables, and trees. She stated this is a great project and she looks forward to
working with the Town.
Council Member Dunn asked about the ongoing costs for the park.
Mr. Ference stated the park will require 5-10 man hours per week and
the maintenance costs are estimated at $10,000 per year.
Council Member Dunn stated he would be more inclined to support the
project with no additional funds other than what was originally allocated when
staff was requested to find a park or if the dog park friends group create a
non-profit to provide funding and maintenance. He stated he has given this
proposal a lot of thought about at what point do we draw the line when we
say when does my personal lifestyle have to become an issue for the public
and at what point does the public have to spend money to pay for a personal
choice to own a dog. He stated he is concerned that this will result in higher
taxes and complaints from residents and recommended that the friends group
form a SOlc3 and construct a private kennel club.
Vice Mayor Hammier stated the main issue throughout the process was
the proximity to neighborhoods. She asked if the owners of Izaak Walton
Park are in support of the project. She stated this seems like an incredible
opportunity as it is over 300 yards from neighboring homes, it provides a low
cost solution and is located in the B-3 District. She stated this is an
opportunity to leverage incredible amenities we have in the Town for those
people who happen to recreate based on bringing their pet. Further, she
stated she hopes Council will support this proposal and move forward.
Mr. Wells stated the property owners have no objections. He stated he
will be meeting with them next week to discuss lease and ownership issues.
Council Member Wright verified the proposed area could accommodate
15 people at a time. He asked if this is built, will it be viewed as the Town's
dog park or as an interim solution.
Town Council Work Session of Auqust 11. 2008
Paqe 10
Rich Williams stated there is a possibility for a larger location at
Veteran's Park.
Council Member Wright expressed concern that the Town does not own
this property and during the last budget cycle several people discussed ending
the lease. He stated he has concern spending any money until that issue is
resolved. Further, he stated he is also concerned with spending money at
Izaak Walton Park when it seems the best option may be Veteran's Park.
Council Member Butler asked if there is a possibility that this be 'an
open off leash area with morning hours.
Mr. Ference stated that is a possibility; however, staff realized that
this site could offer a better solution of dawn to dusk, seven days a week with
a fence.
Council Member Butler asked what would be needed to proceed with
an open off leash area with early morning hours.
Mr. Williams stated that site would require some clearing before an
open area could be put in place. He stated the building is used for recreation
activities and it was staff's intention to create some separation by installing
the fence between the uses. Further, he stated he would not recommend an
open off leash area at this location.
Council Member Butler stated a high percentage of people in this Town
have a dog and this is a low cost solution at this location.
used.
Council Member Reid asked if the area along the driveway could be
Mr. Ference stated the area is too small and staff would not want to
clutter the entrance to the park. Further, it is also close to the stream.
Council Member Reid stated this is a good solution. He encouraged
staff to contact Petco and Petsmart as he believes they provided a grant for
the park construction in Winchester. Further, he stated the need for
fundraising by the friends group and asked if a donation box could be placed
at the park to help defray the annual maintenance costs.
Mayor Umstattd stated Council Member Dunn made valid points. She
stated she tends to agree with Council Member Butler's suggestion that we
make this the off leash area which would be a lower cost solution. Further,
she concurred with Council Member Reid's comments regarding fundraising
by the Friends group.
Mr. Wells stated staff is not anticipating a vote tomorrow evening. He
stated staff will discuss this option with the Parks and Recreation Commission
and community outreach before this comes back to Council.
Council Member Dunn stated there is one thin bridge to get into Izaak
Walton and what if the Park were the Dog Park. He stated a sign could be
placed informing visitors that this is the Leesburg Dog Park.
Town Council Work Session of Auqust 11. 2008
Paqe 11
Council Member Wright asked about the programs conducted at Izaak
Walton.
Mr. Williams stated generally the classes offered there are for young
Preschool children. He stated there are also some martial arts classes offered
there. Further, he expressed concern that there would then be a road
running through a dog park.
Council Member Dunn stated dogs are crossing streets allover Town
with their owners. He stated he has been to Izaak Walton Park a number of
times and there is not a lot of traffic there. He stated perhaps some of the
programs could be relocated. Further, he stated he does not want to spend
more than the $17,000 already allocated for this project.
c. Loudoun Street Park
Judy Kozacik, Loudoun Street Park Committee Chair, stated the
Committee's vision is to have a privately funded park that is lovely, exciting
and a gift to the Town. She stated since last addressing Council, (l)the
committee has been formed, (2) the outreach was broadened for more
community input from staff, Town Commissions, LDBA, DIA, HOA, HDRA and
other non-profit organizations, (3) a funding strategy was developed involving
funding from residents, visitors, companies, grants and direct solicitation, (4)
contacted Dan Kaseman with the 501c3 Greater Loudoun Athletic &
Recreation Facilities Fundraising Committee (GLARFFC) which supports
Loudoun Parks and will allow use of their website to advertise fund raisers and
to allow individuals to donate online, and (5) worked with a designer who
created a suggested park plan. Further, she stated Council has been provided
with a petition signed by citizens supporting this park.
Bruce Dewar, Loudoun Street Park Committee, stated the Committee
worked with a local architect and firm, Landscape Associates, to provide
sketches for the proposed park. He outlined the sketches for the parcels on
either side of the Loudoun Street entrance to the parking garage including
seating, trees/plantings, water feature, art/sculpture and lighting. Further,
he stated the Committee is excited about the plan and asked Council's
permission to move forward.
Council Member Dunn asked for a cost estimate.
Mr. Dewar stated the project is estimated at $300,000 and the
Committee plans to raise all of the funds for installation and then turn the
project over to the Town for continued maintenance.
Council Member Dunn verified the park would seat approximately 70
people at one time. He asked Mr. Wells for a timeline on the PPEA proposal.
Mr. Wells stated the PPEA is ready for advertisement and can be
advertised for 45 days beginning next week.
Vice Mayor Hammier thanked the Committee for their work stating she
is impressed with how this has come together. She asked for an estimate for
the cost of maintenance.
Town Council Work Session of Auqust 11. 2008
Page 12
Mr. Wells stated staff is just seeing this proposal for the first time and
will need to determine the long term costs.
Vice Mayor Hammier stated she was provided with an update on this
proposal by Melanie Miles who mentioned the Committee had discussed
September 20 for the groundbreaking. She stated it is important to have
staff analyze all proposals during the 45 days and stick to a tight timeline so a
decision can be made as a community to move forward. Further, she stated
that if Council agrees with this timeline she would also recommend that there
be an opportunity to brief the commissions on these proposals.
Council Member Wright thanked the Committee for their presentation.
He stated this is a very solid proposal and addresses one of his concerns for
how to activate the street and make it a vibrant place. He asked Mr. Wells to
clarify the next steps in the process.
Mr. Wells stated this proposal from the Committee is a gift to the Town
and does not fall under the PPEA guidelines. He stated the Town should
continue with the PPEA proposal advertising to determine if there are other
developers who might wish to bring a project forward. He stated during the
advertising period staff can work with the Committee to analyze their
proposal to allow for a discussion of all proposals at the end of the 45 day
time period. Further, he stated the only direction staff needs at this point is
Council's direction for a detailed analysis of the park proposal.
Council Member Wright stated he is in favor of the more detailed
analysis of the park proposal. Further, he ensured that staff would look into
all legal issues associated with the park proposal.
Council Member Butler thanked the Committee for their presentation.
Verified the earliest Council can make a decision on whether to proceed with
the PPEA would be October. He asked the Committee how their plans would
be affected if the ground breaking date were moved to October.
Mr. Dewar stated the thought behind the September groundbreaking
was to tie it into the Town's 250th Anniversary. He stated there is a lot of
fund raising activity to begin once Council decides whether or not to proceed
with the park.
Council Member Reid thanked the Committee for their presentation
and thanked Ms. Kozacik and Ms. Miles for meeting with him last week and
thanked Mr. Higgins for his comments. He expressed support for proceeding
with the advertisement and stated he would hope that someone may come
forward with a proposal for a building and a park. He asked that staff
investigate the effect of the park proposal on the future expansion needs or
Town Hall, policing and public safety, liability, and maintenance costs during
their analysis.
Vice Mayor Hammier asked that staff also investigate the possibility of
WiFi for the park and the thoughts of the Downtown Improvement and
Leesburg Downtown Business Associations. Further, she asked that staff also
provide the Committee with information on how letters of intent for
Town Council Work Session of August 11. 2008
Page 13
fund raising would fit into the process so Council can understand the timing of
funds coming in for the park project.
Council Member Wright stated Wi-Fi may be something the Town could
add once the park project has been completed.
Vice Mayor Hammier stated she would like staff to determine what it
might cost the Town.
Council Member Dunn stated he did not receive the Committees email
regarding scheduling a briefing a head of time and encouraged citizens to call
him. He suggested looking into the possibility of closing the entrance to the
parking garage on the Loudoun Street side.
Mayor Umstattd stated she would be happy to move forward with the
park proposal right now. She stated this would be a much better
enhancement to the downtown than a building as it would encourage more
people to come downtown. Further, she thanked the committee for their
incredible work.
d. Closure of Exeter Tunnel
Calvin Grow stated staff has developed three options for the Exeter
tunnel closure including (1) installing gates so the tunnel could be reopened
easily and installing street lamps on the ramps, (2) filling in the tunnel and
ramps with sand and landscaping the area, and (3) removing the fence and
walls, demolishing the structure in filling the hole with concrete.
Council Member Dunn expressed concern with the proposal to place
gates at the entrance and exit of the tunnel. He suggested filling the
entrance ways with cinderblock and cement and keeping the tunnel hollow.
Mr. Grow stated staff could look at using cinderblock at the entrances,
which would have approximately the same cost as the fences.
Council Member Dunn asked if criminal activities were taking place in
the tunnel besides littering and graffiti. Further, he suggested the installation
of cameras in the tunnel.
Vice Mayor Hammier asked that Exeter HOA president Sandy
Grossman address Council.
Mr. Grossman stated an email referendum was conducted and the
residents of Exeter responded unanimously that they would like to see the
tunnel closed off. He stated the fence would not be secure and suggested
filling the tunnel in and closing it off while leaving as much landscaping as
possible.
Vice Mayor Hammier asked if there was any discussion regarding
timing or desire to place an article in the Exeter Newsletter to solicit more
input from the community.
Mr. Grossman stated he could try to get more feedback and he is
hoping to schedule a second safety meeting. He stated in general the
Town Council Work Session of August 11. 2008
Page 14
residents do not want more street lights or cameras. Further, he stated the
residents want to keep the landscaping and have the hiding places removed.
Vice Mayor Hammier stated as a resident of Exeter she supports
permanently closing the tunnel and enhancing the landscaping in place. She
asked what sources of funding have been identified for this project and other
alternatives for closing the tunnel. Further, she stated she would support
placing a notice in the Exeter Newsletter and would like Council to take action
as soon as possible.
Mr. Grossman requested that the approved sidewalks along Battlefield
Parkway be completed before school begins.
Council Member Wright stated he heard stories of this tunnel from
residents when he was going door-to-door during the election two years ago
and in general the community would like the tunnel to be permanently closed
off. He concurred with Council Member Dunn's comments regarding Option 1
and stated he would like to look at the possibility of a modified Option 2 to
seal both ends of the tunnel and fill in the ramps to cut off access. Further,
he asked the source of funding for this project.
Mr. Wells stated at this time he would recommend the funds be taken
from the Capital Improvements Budget as funds are available because some
projects have come in under budget. He stated Council can set a spending
limit of $50,000 and authorize staff to begin work and advise Council of the
final cost before proceeding.
Council Member Wright expressed support for Mr. Wells' proposal. He
stated he would support a project that accomplishes the goals of Option 2,
but at a lower cost.
Council Member Butler asked what savings the Town will see in
maintenance and policing costs once the tunnel is closed.
Mr. Grow stated he would have to look into the actual cost savings.
He stated the Public Works Department has to paint the tunnel at least once a
month in addition to other maintenance needs.
Vice Mayor Hammier asked that a resolution be placed on the agenda
for tomorrow night and that the cost savings be included in that resolution.
Mr. Wells suggested staff may not have an exact number but can take
the savings into account when conducting the analysis.
Council Member Butler stated he could support Option Two, but would
rather have Option Three to remove the whole thing. He stated the reduction
in maintenance and other items would justify the cost.
Council Member Reid stated he would've supported the Battlefield
crosswalks if he had been able to attend the July 22 Council Meeting for the
vote. He stated he has a statement and will read it into the record tomorrow
night. Further, he asked the status of the crosswalks.
Town Council Work Session of Auqust 11. 2008
Page 15
Mr. Grow stated the crosswalks across Battlefield Parkway will be
completed Friday. He stated Council discussed the possibility of sharing the
cost of the crosswalk at Battlefield Parkway and Plaza Street with the Home
Owners Association as part of the crosswalk will be on their property.
Further, he suggested that the Standing Residential Traffic Committee be
allowed to discuss the Plaza Street crosswalk.
Council Member Reid stated closing the tunnel is important, but would
rather see the money used for a traffic light at Battlefield Parkway and
Catoctin Circle and the crosswalk at Battlefield Parkway and Plaza Street. He
suggested placing a $35,000 cap on closing the tunnel and using the
remaining funds for the crosswalk and traffic light. Further, he stated he
would like a wagon wheel design in the crosswalks to alert drivers.
Mayor Umstattd expressed support for Option 2 with a $50,000 cap.
Mr. Wells stated the direction he would take would be to close the
tunnel as permanently as possible for $50,000 or less. He stated he would
not recommend removing the existing concrete wall, but rather would fill it in.
Council Member Dunn suggested adding a time capsule to the tunnel
with a small plaque. He stated he would investigate the possibility of a
historic grant to pay for this.
e. Future Legislative Item - Insurance Coverage for Autism
Spectrum Disorders
Council Member Dunn stated a number of Leesburg and County
residents were joined by Delegates Marshall, Poisson, Rust, Caputo and
Senator Herring at the recent Loudoun County Autism Summit hosted by The
Loudoun Project. He stated the Loudoun Project is building a grassroots
Organization to try to get passage of legislation requiring private insurance to
cover Autism treatments. Further, he stated his son has special needs also
and he can relate to the needs of those concerned.
Mayor Umstattd suggested amending the resolution to authorize
transmittal of it to the Virginia Municipal League, our own State delegation
and to members of the General Assembly Committee that has this issue
before them.
Vice Mayor Hammier stated she fully supports adding this to our
legislative packet and would be happy to forward this to members of her VML
Committee.
Mayor Umstattd suggested it could be included in the legislative
packet and transmit it as previously stated.
Vice Mayor Hammier stated the greatest impact we have is
When we are specifically representing the children of Leesburg in the
context of this issue. She stated it is her understanding that lout of 150 of
our kids are impacted by Autism.
Council Member Dunn stated he does not want the transmittal of this
action delayed until our legislative package is established.
Town Council Work Session of August 1 1. 2008
Page 16
Mayor Umstattd stated once the resolution is approved by Council we
could transmit it right away.
Council Member Reid thanked the residents for coming and Council
Member Dunn for bringing this issue to Council's attention.
Council Member Dunn asked if the residents could provide Council with
a presentation.
Mayor Umstattd stated they are welcome to attend the Council
Meeting tomorrow night.
Council Member Dunn asked that the residents in attendance for this
item raise their hands.
f. Herndon Legislative Initiative Regarding Business Licenses
Council Member Wright verified Loudoun County has the authority to
impose this tax. He stated as Loudoun County has the ability to impose and
the Town doesn't and this is not a double tax he supports leveling the playing
field.
Council Member Reid stated Purcellville already has this tax in place.
Mayor Umstattd wanted to ensure that Council will discuss other
initiatives that are being taken under taxing authority at a Council meeting in
September.
Mr. Wells stated that information will come forward as part of the
legislative package.
g. Follow-up on DIA Recommendations
Mr. Wells provided a brief outline of the recommendations and an
update of where the Town is with certain key issues.
Vice Mayor Hammier thanked Mr. Wells for his briefing. She stated
she appreciates the concept of what we do well and leveraging it as we do
parks and recreation well and bringing it downtown is a good idea. She
stated she will have a follow up discussion later this week regarding the
possibility of having a Youth Subcommittee for parks and recreation to get
input for downtown. She asked Mr. Wells to keep in mind the performing arts
aspect for George Mason and focusing on housing and Class A office space
downtown. Further, she stated she will be taping a short segment with
Comcast on Wednesday and plans to use that opportunity to highlight the
Waterford Development.
Mr. Wells stated Scott Parker is the project manager for the Waterford
Development.
Council Member Wright stated it is good to see the process changes
implemented and he is looking forward to seeing the consolidated comments
to come online. He stated it is his hope that in making comments, staff is
indicating the authority for making those comments. He asked that the
Town Council Work Session of August 11. 2008
Page 17
suggested comments be placed on a separate page from the mandatory
comments.
Council Member Butler asked if discussion of the capital improvements
downtown would be held until budget discussions in the spring.
Mr. Wells stated there are other pressing matters that could tie into
and have an impact on some of those capital projects and we need to keep
our options open financially for a little while. He stated there may be some
items with a lower cost we can move forward with that will have a higher
payback.
Council Member Reid stated he was concerned that we extended the
BAR Design Guidelines until the end of January. He stated he would hope
Council and the Planning Commission could see an updated copy of the
guidelines before January. Further, he stated he also hopes to see regulatory
changes including narrowing the H-2 Corridor and getting the BAR out of
removing things that are not visible from the street.
Mayor Umstattd stated she does not want to lose sight of the fact that
the Rescue Squad is looking to take over the current skate park site for the
expansion of their facility and what the cost will be to construct a new skate
park at a different location.
3. For information only September 8-9, 2008
There was no discussion on the following items:
a. Awarding the S. King Street Trail Extension Design Contract
b. Awarding the Rt. 643 Water Storage Tank Construction Contract
c. Approving Addendum No. X to Hazen and Sawyer Engineering Services
Contract to provide services during the construction of Route 643
Water Storage Tank
d. Authorizing Offers to Acquire Right of Way for the Battlefield
Parkway/South King Street to Evergreen Mill Road Project
e. Authorizing Design Contract Change Order for the Battlefield
Parkway/Edwards Ferry Road to Fort Evans Road Project
f. Authorizing Offers to Acquire Easements for the Governor's Drive
Storm Drainage Project
Adjournment
On a motion by Council Member Wright, seconded by Council M
Martinez, the meeting adjourned at 8:45 p.m.
.-.-".--
2008_tcwsmin0811