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HomeMy Public PortalAbout2009_tcwsmin0209 Council Work Session February 9, 2009 Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Umstattd presiding. Council Members Present: David Butler, Thomas Dunn, II, Katie Sheldon Hammier, Marty Martinez, Ken Reid, Kevin Wright and Mayor Kristen Umstattd Council Members Absent: None Staff Present: Town Manager John Wells, Town Attorney Jeanette Irby, Deputy Town Manager Kaj Dentler, Director of Public Works Tom Mason, Director of Finance Norm Butts, Assistant Director of Capital Projects Management Tom Brandon, Engineer Sajjad Azhar and Management Specialist/Deputy Clerk of Council Debi Parry AGENDA ITEMS 1. Work Session Items for Discussion: a. Update on West Loudoun Street Opportunities John Wells stated staff has held three meetings with the group proposing the PPEA on Loudoun Street and the group proposing the park have been meeting to discuss the potential for both a building and a park on West Loudoun Street. He stated everyone in attendance at these meetings has found room for agreement on key items of importance. He stated it was made clear during the meeting that the individual citizens who supported the park endorsed the concept of what is now being proposed; however, the park group as a whole could not endorse it because they had already endorsed the park on this specific site. He stated there was also discussion of how to tie in the log cabin and Museum Children's Garden into the rose garden. Further, he stated we now have a conceptual idea of how the block can be developed and if Council feels this is a worthwhile effort, then staff will begin to look at how the PPEA will move forward financially and legally. Judy Kosacik, Loudoun Street Park Committee, thanked Council for working with her group on their park proposal. She stated as Mr. Wells indicated many of her group support the proposal as John laid out as the development on this site and enhancements to the rose garden will benefit the downtown. She stated while they would be willing to form a new committee to work on this proposal, the Loudoun Street Park Committee was formed for a park on Loudoun Street and all of the people who signed the petition and donated money did so for a park. She stated the donors who gave over $500 were asked if they would donate for a rose garden and they said no. She stated if the building cannot be built, the Committee would be willing to reenergize their original proposal. Peter Burnett, PPEA Applicant, stated he believes this special site is deserving of ambitious goals and while we now have a more ambitious project than originally proposed, we have the people who can make it happen. He stated staff has been terrific and over 30 people attended the first Saturday meeting. Liz Whiting, Loudoun Museum, stated the strategic goal of the museum is to dedicate all of its current space on Loudoun Street to exhibits and to move the Town Council Work Session of February 9. 2009 Page 2 collection and administrative offices elsewhere. She stated that would be a significant contribution to a new western anchor on the block. She stated she also wanted everyone to know how significantly developed their garden is and that it contains a number of memorial plantings. She stated their Children's Colonial Garden is also very popular and is an active part of their educational programs. Council Member Dunn stated it seems the individuals who supported the park really are not happy with how things are going. Mr. Wells stated the Loudoun Street Park Committee as a whole endorsed a particular concept. He stated individuals from that group have participated in these discussions and feel that the proposed direction has merit; however, the Committee did not feel as a group with over 100 signatures on a petition that they could endorse another concept because that is not what the donors bought. He stated what you are hearing is individual support, but they cannot lend their collective support as it did not go forward to the full group. Ms. Kosacik concurred with Mr. Wells' statement. Council Member Dunn asked if this process is still in the broad concept stage or if formal designs have been created. Mr. Wells stated there are no formal designs at this point, only proposed concepts to prompt discussion. He stated unless Council objects, staff will continue to work along the lines outlined as a collective effort and report back to Council periodically. Council Member Dunn verified this is expected to take 60 to 90 days. Council Member Reid asked Mr. Burnett if he would be willing to construct the park or the plantings under this proposal. Mr. Burnett stated the original proposal contemplated that happening, not only with the rooftop park, but also with the terraces and the area around the rose garden. Council Member Reid stated therefore neither the Town nor the 501(c)3 would need to raise the funds for the park. Mr. Burnett stated he will not just write a blank check for any park that the Town wants. Council Member Reid stated the park is just proposed for the grassy area near the cabin and not the entire parcel. Mr. Burnett stated we are working on an integrated plan that everyone likes and there are many paths to that goal. Council Member Reid asked if that would be part of the PPEA negotiation. Mr. Wells stated there are a number of details involved in the negotiations; however, that has not been part of these discussions. Town Council Work Session of February 9. 2009 Page 3 Council Member Reid asked Ms. Whiting to elaborate on her earlier comments regarding the Loudoun Museum's plan to move the administrative functions and collections from the building on Loudoun Street. Ms. Whiting stated the Museum desires more exhibit space and has looked at different locations for their other functions. She stated the historic downtown is not a great location for industrial storage space. She stated this decision was made long ago as it is her feeling that the long range vision will require more gallery space. Council Member Reid stated he has some ideas for Ms. Whiting and will speak with her off-line. Council Member Butler stated he will be interested in seeing the financial ramifications of this design. He stated he is concerned about the Town's potential liability with this project. He stated we have recently approved a large amount of office space near the downtown and as Planning Commissioner David Miles reminded us this building would need to be primarily non-profit space. Council Member Wright stated he is looking forward to the follow-up information. He stated the group has made a lot of progress and he appreciates everyone's hard work. Vice Mayor Hammier concurred with Council Member Wright's comments stating so many people have dedicated their time on the weekend to this discussion. She stated as the discussion continues we will need to look at the financial information. She stated it has been mentioned that the building will be interesting and unique; however, that should also be the goal for the park space which should include a water feature. She stated she would also want to know as the discussions continue if the Loudoun Street Park Committee would also be willing to stay involved with a fundraising aspect. Further, she stated ultimately Council will need to weigh in with whether the collective sum is greater than the benefits of each individual project. Mayor Umstattd thanked Ms. Kosacik, Mr. Burnett and Ms. Whiting for their hard work. She stated that she loves the design that Sill Ference put together as a concept for this site. She concurred with Vice Mayor Hammier that a water feature should be included as part of any project on this site. b. Old Waterford Road Sidewalk Project Update Tom Brandon stated this is a funded CIP project that was included in FY 2006 in response to requests from several people including the Union Cemetery Trustees and area residents. He stated this project will resolve issues related to flooding at the cemetery, flooding in residents' yards on the west side of Old Waterford Road and will complete the sidewalk link to Ida Lee Park and Rust Library. He stated on the east side of the road, the sidewalk ends at the north end of the ball field. He stated the west side of the road has roadside ditches in places and has no sidewalk. He stated the Town entered into a design contract for various alternatives and would like to move forward with sidewalk on the west side to complete the link between the hospital and Patterson Court and sidewalk on the east side from the soccer field to Ayrlee Avenue. He stated in Town Council Work Session of February 9. 2009 Paqe 4 the past the Standing Residential Traffic Committee (SRTC) has been approached about issues on Old Waterford Road regarding the need for a four- way stop at Ayrlee Avenue and Old Waterford Road and a raised crosswalk; however, after analysis by staff it was found that these improvements are not warranted. He stated another suggestion that came to the SRTC was to complete the sidewalk across from Rust Library and this probably should be built. He stated a neighborhood meeting was held in December to inform residents of the improvements and to gather their input on the options. He stated staff found that the residents would rather have a sidewalk on the east side of the street with curb and gutter on the west side. He stated they have also asked that the street parking be removed in front of the houses between the hospital entrance and the Ayrlee Avenue intersection. Council Member Reid verified the citizens are looking to have the sidewalk on the Union Cemetery side of the road. Mr. Brandon stated there was a representative from the cemetery at the meeting who stated they would be fine with the proposed sidewalk as long as the graves are not touched and there is no impact to their operations. He stated there are representatives from the neighborhood in attendance and one has provided written comments to Council Member Martinez. He stated the options have been changed based on the citizen comments and outlined options one, two and three. He stated option one would remove the parking on the east side of the street to allow a sidewalk on the west side without taking property from the resident's yards. He stated the benefits to this are that the sidewalk would be on the west side where most of the residents live and it is the least expensive option to build. He stated option two is the resident's suggestion which would provide good access to the citizens east of Old Waterford Road; however, this option does have a higher cost as a row of power poles in front of the cemetery would have to be relocated and a retaining wall would need to be placed in front of the cemetery to avoid impact. He stated the third option would combine options one and two to provide sidewalks on both sides of the road and would be the preferred option from the standpoint of meeting the connectivity goals in the Town Plan. He stated the major disadvantage is the cost as it is the most expensive option while options one and two could be constructed within the existing budget. Council Member Wright asked what additional funding would be required for option three. Mr. Brandon stated the total cost of option three is approximately $50,000 more than the existing budget. He stated the next step is for staff to get input from Council as to what their desire is for this roadway. He stated staff will then move forward with design, while continuing public participation. Further, he stated construction will begin next spring and will conclude by the fall. Council Member Dunn asked if the residents parking on the street have driveways. Mr. Brandon stated it is his understanding that the people parking on the street are largely the people using the ball field. Town Council Work Session of February 9. 2009 Page 5 Susan Newton, 243 Old Waterford Road stated the only reason she is willing to give up her street parking is so the Town does not take away property from her front yard. Mr. Brandon stated the on-street parking in that area is across the street from the houses. Council Member Dunn asked if there are legal requirements regarding limiting on street parking. Tom Mason stated there is no legislation requiring on-street parking; however, our standards for new areas allow parking on both sides of the street. He stated in older sections of Town the parking issues have gone both ways. He stated you always want to ensure ample parking for the residents and their visitors; however, in this case the demand for on-street parking is for the users of the ball field. Ms. Newton stated she is assuming we will keep the on-street parking on the east side. Mr. Brandon stated he must have misunderstood her at the meeting as he thought she was willing to give up the on-street parking. Ms. Newton stated she thought the parking would remain on the east side of the street. Council Member Wright asked that Mr. Brandon clarify where the on-street parking would be removed and where it would still exist. Mayor Umstattd stated the proposal would not allow parking on the west side either. Mr. Brandon stated there is no on-street parking on the west side now. Mayor Umstattd asked where the residents will park. Ms. Newton stated she will not have any place for her visitors to park. Council Member Wright verified residents will be allowed to park from the start of the long-term care entrance to the school board building. There was further Council discussion regarding on-street parking along Old Waterford Road. John Howard, 203 Ayrlee Avenue, asked if the on-street parking between the entrance to the long term care facility and the ball field could stay. Mr. Brandon stated if that parking stays where it is and a sidewalk is installed on the west side it would move into Ms. Newton's yard, which is what we are trying to avoid. Council Member Dunn stated what is proposed for the cemetery side is in the current budget; however, it would not allow for curb and gutter on the west side. Town Council Work Session of February 9. 2009 Page 6 Mr. Brandon stated the curb and gutter on the west side is included to eliminate the drainage problem. Council Member Dunn verified the sidewalk connection across from the library which would exceed the budget. Council Member Reid asked if there is neighborhood objection to completing the sidewalk section across from the library. Mr. Brandon stated at the neighborhood meeting staff was told that they did not see that sidewalk section as a needed improvement; however, they did not say they were opposed to it. Council Member Reid asked if there was support for completing the sidewalk at Ayrlee Avenue. Mr. Brandon stated the citizens did not want that sidewalk portion. Mr. Howard stated that portion is not wanted because the sidewalk does not continue up Ayrlee Avenue and therefore citizens would still have to cross an intersection. Council Member Reid asked if a three way stop and raised crosswalk could be installed. Mr. Brandon stated that intersection does not meet the warrants for a three way stop. Council Member Reid verified a five foot sidewalk is proposed on the east side and asked what if a four foot sidewalk were constructed. Mr. Brandon stated a four foot sidewalk would still require a retaining wall and the relocation of the power poles. He stated it would lower the cost somewhat; however, it would not change the major cost items. Council Member Reid verified a five foot sidewalk is also proposed for the west side. He suggested constructing four foot sidewalks with turnarounds and asked if the community was given that option. Mr. Brandon stated the four foot sidewalk would reduce the impact on the west side by one foot; however, the only way to stay out of people's yards is to do more than that which is why the on-street parking elimination is proposed. Ms. Newton stated you still cannot walk into Town on the west side without walking out into the street because there is no sidewalk in front of the Mt. Zion Cemetery. Mr. Howard stated all of the services are on the east side of the street. Council Member Reid stated somewhere down the road the citizens may want something on the west side and we can address it at that time. He stated he would like to have Mr. Brandon look into the possibility of four foot sidewalks with Town Council Work Session of February 9. 2009 Paqe 7 turn-arounds as it matches more with the other sidewalks in that community. He asked when construction would begin. Mr. Brandon stated construction would begin next spring and finish in the fall. Council Member Butler stated option two would provide curb and gutter on both sides with a sidewalk on the east side. He asked if anything in the future would preclude the installation of a sidewalk on the west side. Mr. Brandon stated if curb and gutter is installed and on-street parking is maintained on the west side then a future sidewalk would be very close to the resident's homes. Council Member Butler asked if the curb and gutter would be placed in a different location for options one and three than for option two. Mr. Brandon stated if a sidewalk is placed on the west side as with options one and three we would have to eliminate the on-street parking. He stated with option two there would not be an additional impact to adding a sidewalk on the west side later if we eliminate the on-street parking at this time. Council Member Butler stated he does not want four foot sidewalks with turn- arounds installed because the cost difference between that and a five foot sidewalk is negligible. He stated the five foot sidewalk is the minimum he would like to see and the vast majority of the cost is in the curb and gutter. Council Member Martinez concurred with Council Member Butler's comments regarding the sidewalks. He asked if staff accounted for the decreased cost in the current economic climate and could we perhaps get more for the money we have budgeted. Further, he asked if the neighbors have agreed on what they want. Mr. Wells stated the bid for the project could be constructed to include a base project and options for second and third level improvements. He stated the challenge will be to ensure that the citizens are supportive of where you draw the line. Council Member Martinez stated option two looks good. He verified the current budget is $660,000 and option three would cost an additional $50,000. Mr. Brandon stated the cost would be higher if the sidewalk link in front of the library is added. Mr. Wells stated to do everything that is identified the total cost is $775,000. Council Member Martinez read the follow letter from John Gavan of 307 Patterson Court into the record: "As discussed with Tom Brandon, my family and I are residents/owners adjacent to the proposed area of work. We are supportive of option 2 which has a continuous sidewalk on the east side of Old Waterford Road abutting Union Cemetery. The most common path of travel for pedestrians currently is on the east side of the road. Currently, they walk in the street across from the sidewalk Town Council Work Session of February 9. 2009 Page 8 on the west side rather than cross at the Rust Library then crossing back at the ball fields. This is obviously an unsafe, yet daily sighting which could be alleviated by the continuation of the side from the ball fields to the Rust Library and Ida Lee Park. This situation is likely to get worse with the re-opening of Rust and the grand opening of the outdoor pool at Ida Lee. Additionally, installation of sidewalk and low retaining wall will clean up an unsightly gravel and clay slope on the east side of Old Waterford Road." "Continuing the sidewalk on the west of Old Waterford will require some taking of land from my neighbors. That cost may not be accounted for in these estimates if those individuals contest the taking. The cemetery in our previous meeting did not object to the sidewalk being located adjacent to its property. Also, if the sidewalk is constructed on the west side, it will necessitate several pedestrian street crossings for individuals approaching the library and Ida Lee from the southeast. The most hazardous of these crossings being at the curve of Old Waterford Road near the Rust Library." "Therefore, please continue the sidewalk on the east side of Old Waterford Road from the ball fields to the library and Ida Lee Park." Council Member Wright stated his first reaction, before hearing from the citizens was to do all of the improvements. He stated he has no issue with constructing option two, however, if we do not install the improvements across the street we still need some way for the pedestrians to cross the street. He stated if the idea is not to complete all of the sidewalk links then we need to have logical crossing points. He stated he would like to see everything go in; however, he does not know how to do that between the hospital and Ayrlee Avenue unless you remove the parking. He verified the improvements on the west side would be within the right-of-way if the parking is removed. Vice Mayor Hammier asked the cost of option two. Mr. Brandon stated the cost of option two is $650,000. Vice Mayor Hammier asked what percentage of neighbors has been involved in the neighborhood meetings. Mr. Brandon stated three households were represented at the neighborhood meeting. Vice Mayor Hammier asked the total number of people impacted. Mr. Brandon stated he does not know what the total impact is as residents south of this area could be using the sidewalk. He stated of the households in the main area the input probably represents 15 percent. Vice Mayor Hammier stated we need to be more proactive in validating a broader consensus and then come back to Council. Council Member Wright stated in his mind you either do everything or you do option two with an additional piece of sidewalk to allow for a crosswalk at Ayrlee Avenue. Town Council Work Session of February 9. 2009 Page 9 Mayor Umstattd stated it appears under number two one of the advantages listed is no on-street parking and asked if that was a mistake. Mr. Brandon stated that was his understanding from speaking with Ms. Newton; however, it seems he misunderstood her. He stated he thought she indicated she did not want on-street parking. Ms. Newton stated she would not have a problem if the on-street parking on the east side as it currently exists is kept to the point where the road narrows. Mayor Umstattd stated her concern is that we are taking away Ms. Newton's parking area. Ms. Newton stated she does not mind giving up the parking on her side as long as parking is available on the east side. Mayor Umstattd asked if we have other citizens in a similar situation who might not like having parking eliminated across from their homes. Ms. Newton stated the only other house in that area is next to her and their house is very close to the street. She stated if the on-street parking is eliminated in front of their house and curb and gutter installed they will almost be walking from their house into the street. Mr. Brandon stated that is why staff was proposing to eliminate the parking to move the curb and gutter away from the houses. Mayor Umstattd stated that is a good goal; however, she does not support asking homeowners who are used to parking across from their homes to now park over in front of the hospital. She stated Vice Mayor Hammier brought up a good point in that we do not have a good sense of the desire of the neighborhood. She verified letters were sent to the homeowners. Mr. Howard stated the owners of the house on the corner of Ayrlee Avenue live in California. He stated the other family who would be impacted on Ayrlee Avenue are in Florida. Mayor Umstattd asked if there is any way to configure the improvements so that Ms. Newton can maintain the parking in front of her home. Council Member Wright stated you could construct only curb and gutter in the first block and not retain the right-of-way for a future sidewalk. Mr. Brandon stated that would also mean that you will be precluded from ever constructing a sidewalk on the west side of the street. Council Member Wright stated it would not eliminate the possibility of a crosswalk. Council Member Dunn asked the widths of the sidewalks in this neighborhood. Mr. Brandon stated the existing sidewalks are four feet wide. Town Council Work Session of February 9. 2009 Page 10 Ms. Newton stated the sidewalk that exists along the east side now has telephone poles in it. Council Member Wright stated the developer for the senior center will be widening the sidewalks and installing turnarounds to the cemetery as part of their special exception application. Council Member Dunn asked how wide the roadway would be if we were to construct the sidewalk along the west side while staying within the existing right- of-way. Mr. Brandon stated the roadway would be 26 feet wide with two 11 foot lanes. Council Member Reid stated there would potentially be less impact if the sidewalk were to be four feet wide. Vice Mayor Hammier stated she is listening to this discussion and wondering what decision Council is being asked to make. She asked if additional funding is being requested. She stated this body does not need to be micromanaging. She stated she believes that this body allocated $660,000 and she does not know what action is being requested. Mr. Brandon stated staff is looking for input. He stated we can construct a sidewalk within the budget; however, we have an option to have a more complete sidewalk system which will exceed our budget. He stated if that is the desire of Council, then we will come back with an increased budget figure during Council's budget process. Vice Mayor Hammier stated that would be for option three, which is not endorsed by the residents. She stated option two, which is endorsed by the residents here tonight, would come in under budget. Council Member Reid asked if staff will come back to Council with a report on the Morven Park Road project. Mayor Umstattd stated that item is not on the Council agenda. Council Member Reid stated this is a matter of the Morven Park Road Sidewalk is also a priority. He stated he attended that neighborhood meeting and there were 40 or 50 residents in attendance and that is where the priority should be. Council Member Dunn stated staff is asking if Council would like to do improvements above and beyond what is currently in the CIP. Vice Mayor Hammier stated that discussion should take place during the budget deliberations. She stated at that point it would make sense as we are weighing other options. Council Member Wright suggested that staff take the input that they have been given, reevaluate the issue and report back to Council. Town Council Work Session of February 9. 2009 Page 11 c. Holiday Parking Review Mr. Wells stated in preparation for the upcoming summit on parking, Council Member Reid requested a discussion about the holiday parking results. He stated the information has been provided in the packet and he would be happy to answer any questions. Council Member Wright stated he thought a later date for the summit was being proposed to stay away from the budget. Mr. Wells stated he would like to do the budget first before we get into parking. Council Member Butler stated as soon as we are legally able he would like to vote on a resolution for holiday parking. Mr. Wells stated that could be done within the broader discussion of the parking summit. He stated he will suggest either February 27 or 28 and will get feedback from Council later. Council Member Dunn stated in thinking forward if we should allow for holiday parking, he would like Council to consider having violators of the two hour limit pay a fine of a toy donation to Toys for Tots. d. Board of Architectural Review Appeals Process Regulations/Council Discussion This item was deferred to the February 23 Work Session. e. Board of Architectural Review Application Approval Process/Council Discussion This item was deferred to the February 23 Work Session f. Council Feedback on Town Code Update Ms. Irby asked Council to get their comments in as quickly as possible. 2. Additions to Future Council Meetings Council Member Martinez stated he would like to add an item to tomorrow night's agenda to nominate Joe Cooper for the Parks and Recreation Commission. Council Member Wright stated when we made our motion to table the Town initiated Town Plan amendment there was a request to have the developer/applicant participate in a meeting; however, the property owners should not be involved as the Town is the applicant. He stated staff needs clarification that it should be the Town meeting with the affected homeowners. Mr. Wells stated that could be modified tomorrow by resolution. Vice Mayor Hammier suggested Council come to consensus on the proposed budget review dates. Mr. Wells stated the two dates that have been proposed are March 18 and April 1. He stated the proposed spillover date is April 4, which is also the first Saturday of Spring Break. Town Council Work Session of February 9. 2009 Page 12 Vice Mayor Hammier verified this would be two full days. Council Member Wright stated perhaps Council can finish in one day. Mr. Wells stated staff will be prepared to go as fast as Council wishes. Council Member Martinez stated if the sessions are held during the work day he will not be able to attend and therefore will not vote on the budget because he will have not had any input. Mayor Umstattd stated in the past former Council Member Susan Horne could not attend the budget sessions, but met with staff separately to discuss the budget. Council Member Martinez stated he would not have a problem doing that; however, he will not be able to share his point of view with Council. Council Member Dunn asked if the meetings would be 9:00 a.m. to 5:00 p.m. Mr. Wells asked that Council hold 9:00 a.m. to 5:00 p.m. on both March 18 and April 1. He stated staff will be prepared to complete the budget deliberations on the 18th depending on the pace at which Council wishes to work. Council Member Martinez verified the meeting will be televised and webcast. Council Member Dunn asked why this is not being done on a weekend. Mr. Wells stated it was Council's direction to consolidate the meetings into one or two sessions. Council Member Wright stated it is more efficient to hold the sessions during the week so staff can gather additional information as needed. He stated the budget is proposing no additional raises for staff so our goal is to not kill ourselves and also be respectful of staff by being efficient. Adjournment On a motion by Council Member Martinez, seconded by Council Member Wright, the meeting was adjourned at 8:50 p.m. I) (1 "flJi_. '" ,....,.---..-.,. 2009_tcwsmin0209