HomeMy Public PortalAbout2011_tcwsmin0425Council Work Session
April 25, 2011
Council Chambers, 25 West Market Street, 7:30 p.m. Mayor Kristen Umstattd
presiding.
Council Members Present: David S. Butler, Thomas S. Dunn, II, Katie Sheldon
Hammler, Ken Reid, Kevin Wright and Mayor Kristen Umstattd.
Council Members Absent: Council Member Dunn arrived at 7:43 p.m. Fernando
"Marty" Martinez absent.
Staff Present: Town Manager John Wells, Deputy Town Manager Kaj Dentler,
Town Attorney Jeanette Irby, Director of Engineering and Public Works Tom
Mason, Director of Finance Norm Butts, Transportation Engineer Calvin Grow,
Deputy Director of Utilities Aref Etemadi, and Clerk of Council Lee Ann Green
AGENDA ITEMS
1. Work Session Items for Discussion
a. URAC Update /Status Report
Dan Connelly and Edward Munoz of the Utility Rate Advisory
Committee (URAC) presented findings on behalf of the committee.
Mr. Munoz stated the URAC has done a lot of work, having 10
meetings since December. He stated they have defined some objectives for the
group and made a recommendation on the snowbird policy. He stated they
have come up with a strategy of what guidelines to incorporate in pricing as
and the one issue heard over and over is that the practice of using the winter
quarter as the base to define the high usage threshold. Further, he stated the
application of high usage rates applies to all water used, not just beginning
with the high usage. He stated the 1:1 water to sewer ratio is another
objective, but they are not looking at changing that. He stated fixing the three
items that they have been charged with fixing would go a long way in arguing
that the town has taken a very fair and balanced look at this.
Mr. Munoz described the process the group is using to test their
models. He stated thus far using the model, the bills are lower than using the
current system for lower usage customers. He stated the higher user customers
will have higher bills using this system. He stated this will not affect people
who use their sprinkler systems judiciously, but if you have a large yard and
use your sprinkler system a lot, you will pay for it. He stated using the
additional charge to curtail high usage will keep from having to expand the
plant sooner.
Mr. Connelly stated they have evaluated all the data within certain
criteria, one of which is the utility fund has to remain solvent and the other is
to maintain the basic principle of fairness. He stated if someone's bill is
decreased then someone else's bill will have to go up. He stated they discussed
fixed charges and everyone believes it will be necessary to raise them. He
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stated fixed costs cover administrative costs and what is necessary to maintain
the facilities and the currently charged fixed costs are not sufficient to do that.
He stated those numbers are not currently recommended to be changed, but
will need to increase if a change is made in the 1:1 water /sewer ratio.
Mr. Wells clarified that the presentation is not the committee's
recommendations at this time. He stated the committee is presenting
information to show the variables and different ideas that are still being
considered.
There was discussion on how to fairly bill sewer use.
Mr. Connelly stated the URAC continues to consider the variables and
evaluate the data using the models they have developed. He stated they still
have to come to consensus as a committee which may include evaluating the
appropriate fixed rates. He stated they have posted the model to their
Sharepoint portal in case any Council members would like to look at it.
Frank Holtz stated the town staff has been extremely helpful.
Vice Mayor Wright stated the presentation was helpful and appreciates
the time and effort that URAC is putting into this. He clarified that the
County government and the schools do pay for water. He questioned if there
is a logical way to set break points for commercial users.
Mr. Munoz stated there is a way to do this and the committee has not
started on this process yet. He stated that meter sizes differ and that data can
still be analyzed for distribution of usage.
Vice Mayor Wright questioned whether there is any room in the
bottom line for the committee as they try to keep revenues and expenditures
balanced.
Mr. Wells stated the committee has asked that question and the fund is
generally on track with revenues and has been able to create some expenditure
savings based on actions the town has taken in the last month. He stated there
are some limited dollars on the expenditures side, but in terms of revenue it is
the same.
Vice Mayor Wright cautioned that the sewer policy, as it is today, is
correct for a user like himself who does not water the lawn. He stated any of
the water that he uses goes into the sewer system. He stated under the old
policy, if he used more water in the summer, he was getting a `free ride' on the
sewer billing, which is not appropriate. He encouraged finding the top of the
tier where all the water used is going into the sewer. He stated he is a fan of
the way Loudoun Water approaches sewer billing, which acknowledges that
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there will be more use in the summer that will enter the sewer system, but after
that, it is going on the lawn. Further, he stated he has no problem giving the
committee extra time to do the work because he sees the quality of the work
being done and wants them to have the additional time to get it right.
Council Member Hammler stated the committee is doing a great job.
She stated since sewer use cannot be measured, the question is how to set a fair
rate for it. She stated that the customers, as well as the bond rating agencies,
want predictability.
Mr. Holtz noted that metering sewer is extremely expensive and the
infrastructure would need to be built in.
Mr. Munoz agreed that predictability is an excellent point. He stated is
a big proponent of the fixed rate increase, but it will need to be done in a way
that the total bill does not really change. He stated this will give the customer
more predictability and any variability can be explained by usage.
Council Member Hammler stated the value of the system needs to be
communicated to the public.
Council Member Butler cautioned applying the decrease in expenses to
a decrease in rates. He stated users are aware of the higher prices this year and
will be more vigilant with their water usage so he expects revenue to be down
this coming year. Further, he stated charging a tiered rate structure for both
water and sewer is an intriguing thing and might make sense as part of a longer
term model. He also agreed that the fixed rates need to go up, which was a
conclusion that the first URAC came to as well.
Council Member Reid thanked the committee for their hard work and
analysis. He stated his regret for the difficulty of achieving a quorum and his
concern with the timing of the recommendation, which he hoped would be
ready by February. He stated he is aware there is very little sympathy by some
council members for those who are forced to water their lawns because the
lawns are new, but because this has taken so long, there will be no relief this
summer. He stated the political reality is this issue needs to be resolved in
order to mend relations with the Board of Supervisors. He stated his concern
over his constituents and the complaints that they have voiced.
Council Member Dunn asked for clarification on the word
`conservation'. He questioned at what level the town would be concerned that
it will exceed capacity.
Mr. Munoz stated the system is engineered to serve the 10% of
customers who have higher users, but by curtailing higher users, the town may
see the benefit of not having to expand the plant as frequently.
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Aref Etemadi stated the plant expansions were based on predictions of
growth made in 2002. He stated it is a three year design period and a three
year construction period. He stated in 2002, there was no indication that the
real estate market would collapse. Further, he stated the plants have to be
expanded in set increments. He stated it appears there is excess capacity at this
time, but looking at the projections for planned build out, there is no excess
capacity and the town has to meet the maximum daily demand as per state
requirements. He stated it would be difficult to tell customers that there is no
water at any given time.
Mayor Umstattd stated her appreciation for the committee's work. She
asked for clarification of the committee's recommendation on the snowbird
policy.
Mr. Connelly stated the URAC's previous recommendation was for an
adjustment for snowbirds.
Council Member Hammler asked for a plan to communicate any
possible changes in rates to customers.
b. Street Parking Plan (Reid)
Calvin Grow stated that Council Member Reid asked staff to evaluate
additional parking in the downtown on certain streets. Staff had the following
recommendations:
1. Additional parking on Wirt Street between Loudoun and Market on
Saturdays: Roadway geometry does not allow for adequate travel lanes
when parking is permitted on both sides. Reduced traffic volumes on
Sunday allow for parking with minimal impact.
2. Additional parking on North Street between King and Church on
Saturdays. Roadway geometry does not allow for adequate travel lanes
when parking is permitted on both sides. Reduced traffic volumes on
Sunday allow for parking with minimal impact.
3. Additional parking on Loudoun Street between Wirt and Liberty
Street. Would interfere with sight distance from both Liberty and Wirt
Streets. Town removed loading zone restrictions on the north side of
Loudoun in front of the Norris House.
4. Additional parking on West Loudoun just west of Liberty Street.
Would interfere with sight distance from Liberty Street.
5. Remove 11 meters in the lot at Royal and Liberty. The 11 meters
will be bagged to see if the meters can be removed permanently.
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6. Remove meters on Harrison Street between W &OD Trail and South
Street. The 11 meters will be bagged to see if the meters can be
removed permanently.
7. Seek permission from the Loudoun County Courts to allow
weekend parking on Church between Market and Cornwall. Increase
signage at the Loudoun County Parking Garage. County is not
supportive of parking on Church, but will increase signage on their
garage.
8. Convert Liberty Street to one way between Loudoun and Royal to
allow parking on one side. Width would not allow on street parking.
9. Create a Residential Permit Parking Zone on Royal between Wirt
and Liberty. A Residential permit parking study will be performed.
Vice Mayor Wright questioned whether the signs on the court lots
could be changed to allow parking after hours.
Mr. Wells stated he would follow -up with Mr. Hemstreet. He noted
those lots are being used as staging for construction, so there might be some
restrictions.
Council Member Hammler requested that any signs that are erected be
high quality signs.
Council Member Butler stated he is uncertain whether he supports
removing or bagging street meters. He noted making meters higher cost might
actually improve turnover.
Mr. Wells stated bagging them gives the opportunity to find out if it
makes sense or not.
Council Member Reid questioned whether the Council has the
prerogative to overrule Judge Horne with respect to street parking on Church
Street.
Mr. Wells stated he would not recommend that as the Fire Marshal
does not support street parking on Church either.
Council Member Reid suggested creating two spaces on Wirt Street
between Loudoun and Royal Street.
Mr. Mason stated the area of the street that has street parking has not
caused an issue even though it does not meet current regulations. He stated
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the Fire Marshal would recommend removal of all street parking. He stated
there is risk involved in making changes that do not meet current standards.
Council Member Dunn verified that there is nothing stopping people
from parking in the county garage at the present time.
Mr. Wells stated the issue is the sign has to be flipped over. Further,
the sign is small and the location right at the entrance makes it likely that
someone would pass by the garage before noticing the sign. He stated nothing
is prohibiting parking there, but nothing is promoting it.
Council Member Dunn stated not putting parking on a street because
current regulations would not allow it, but the same condition exists further
down the street where parking is allowed seems to be looking for reasons not
to allow it. He questioned whether all the streets should be cleared to keep the
Fire Marshal happy.
Mr. Mason stated the required clear line of sight from Liberty looking
west on Loudoun is 280 feet. He stated currently the existing parking just
clears that amount, so adding more parking closer to the east would obstruct
the line of sight even more.
Council Member Dunn requested a memo from the courts regarding
their security concerns. Further, he noted that meters will encourage turn
over.
Mr. Wells stated that given the range of discussion, he would
recommend Council action on this plan at the May 10 meeting.
c. Rules of Order
This item was deferred.
2. Additions to Future Council Meetings
Council Member Dunn: Resolution for the H -2, removing the purview of the
H -2 from the BAR to the Planning Commission.
3. Closed Session
On a motion by Mayor Umstattd, seconded by Council Member Butler, the
following was proposed:
Pursuant to Section 2.2- 3711(A)(3) and (7) of the Code of Virginia, I move that
the Leesburg Town Council convene in a closed meeting for the purpose of
receiving information and discussion regarding:
(a) Cornerstone
(b) Linden Hill
(c) Proffer Policy
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The motion was approved by the following vote:
Aye: Butler, Dunn, Hammler, Reid, Wright and. Mayor Umstattd
Nay: None
Vote: 6 -0 -1 (Martinez absent)
The Council convened in closed session at 9:45 p.m.
The Council reconvened in open session at 10:40 p.m.
On a motion by Mayor Umstattd, seconded by Council Member Wright, the
following was proposed:
In accordance with Section 2.2 -3712 of the Code of Virginia, I move that
Council certify that to the best of each member's knowledge, only public
business matters lawfully exempted from open meeting requirements under the
Virginia Freedom of Information Act and such public business matters as were
identified in the motion by which the closed meeting was convened were
heard, discussed or considered in the meeting by Council.
The motion was approved by the following vote:
Aye: Butler, Dunn, Hammler, Wright, and Mayor Umstattd
Nay: None
Vote: 5 -0 -2 (Martinez and Reid absent)
4. Adjournment
On the motion of Council Member Dunn, seconded by Vice Mayor Wright,
the meeting adjourned at 10:40 p.m.
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