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Home My Public Portal About2012_tcwsmin0709Council Work Session July 9, 2012 Council Chambers, 25 West Market Street,7:30 p.m. Mayor Kristen C. Umstattd presiding. Council Members Present: David S. Butler, Thomas Dunn, Katie Sheldon Hammler, Kelly Burk, Marty Martinez, Kevin Wright and Mayor Umstattd. Council Members Absent: None. Staff Present: Town Manager John Wells, Town Attorney Jeanette Irby, Director of Public Works Tom Mason, Director of Planning and Zoning Susan Berry Hill, Director of Utilities Amy Wyks, Deputy Director of Utilities Aref Etemadi, Director of Finance Norm Butts and Clerk of Council Lee Ann Green AGENDA ITEMS 1. Work Session Items for Discussion a. Annual Street Resurfacing Program Tom Mason gave a summary of the currently proposed program Summary of Key points (Rt. 7 Climbing Lane): • Streets were selected based on evaluation / 19 point inspection • Budget is set at $750,000 for milling and paving • Budget is set at $100,000 for concrete repairs and handicap ramps • Contract with F. O. Day and the contract has been re -bid with bids coming in tomorrow • Action on this item will occur after the contract is awarded Council Comments/ Questions: • Can town employees be used to seal cracks? Staff answer: It can be considered. Economy of scale sometimes allows the vendor to do it more economically than the town. • Is it cost effective to only pave parts of certain roads, rather than the entire road? Staff answer: Coordination with Capital Projects creates the need to fill in the gaps b. Raspberry Falls Update John Wells updated the Council on the status of the request by the Raspberry Falls Homeowners for the town to provide them with water. , of Loudoun Water, gave additional information. Summary of key points: Community is currently served by two wells. Emergency interconnect system with Selma is in place as an emergency back up, not a supplementary supply IIPage Council Work Session July 9, 2012 • Would like confirmation that the pipeline option is still available. Council Comments /Questions: • Will wholesale rate on water be profitable for Leesburg? Staff answer: It would depend on a lot of variables • Is membrane system the best practice for treating well water? Loudoun Water answer: It is a proven technology and has been used elsewhere in Virginia successfully. • Who will pay for the pipeline? Loudoun Water answer: the users would pay for the pipeline. • What will happen if all Raspberry Falls owners do not wish to be connected? Loudoun Water answer: If the treatment system is installed, then all existing and future customers will have to be connected. If the wells are replaced by pipeline, all customers have to be connected. • If the town cannot guarantee quality, quantity or pressure, does that leave the town open to legal ramifications? Loudoun Water answer: Loudoun Water does not seek guarantees, but would like to have standards in place. Failure to meet contractual obligations would have to be written into the contract. • Is there adequate capacity within the wells in Raspberry to meet the current needs? Loudoun Water answer: There is. What we would likely do is bring the Goudy well back on line because it would be acceptable under all standards with membrane treatment in place. The three wells would be more than sufficient to meet the demand for water in the community. • Well failure is common in Karst ground types. • Study is intended to answer which is the most viable long term option for Raspberry Falls • The town is guaranteed to make money • Pipeline could be sized to only provide water for the Raspberry Falls /Selma Estates properties to control development Staff answer: Limiting the size of the pipe does not necessarily limit the development • When will the town run out of capacity? Staff answer: Based on current projections, the town will have enough capacity to service build out. • What types of water saving measures can be instituted to make capacity last longer? Staff answer: Water restrictions cannot be put into place to save capacity, but only if drought conditions exist. • What are the state requirements for excess capacity? Staff answer: The plants have to be able to supply /handle the maximum daily load. Emergency demands are handled by the storage tanks, as required by regulations. When you hit 80% of capacity, you 2 Page Council Work Session July 9, 2012 have to start design, at 85 -90% you have to be actively under construction. Full build out of currently zoned vacant property would put the town at or near capacity. Inclusion of numbers from Form Based zoning increases capacity to the point where it will need to be addressed. Limitation to a cost or wholesale rate decrease financial feasibility for the town Membrane system is least expensive system to guarantee quantity and quality of water It was noted that a resolution would be brought to Council on Tuesday night for consideration. C. URAC Rate Consultant RFP John Wells stated the URAC has been working on the scope of work for a rate study and has transmitted their recommendation to Council. No action is necessary at this time. Council Comments: • Prior to engaging a consultant discuss whether scope of work is what Council wants d. Annexation Briefing John Wells stated this item is to reacquaint Council with the issue of annexation. Jeanette Irby gave a brief overview of the legal aspects of annexation: • Process is described by statute • Need to start with some idea of what areas are considered for annexation and the reasons why • If population increases more than 5 %, there will need to be another election • Estimated timeline published by the Local Government Attorney's is 13 -18 months • Voluntary settlement agreement with the County would save time and money • Outside counsel would be necessary Council Comments: • Issue of water rates put the annexation discussion on hold • Possibility of boundary line adjustment • Can we include properties that have requested annexation? Staff answer: 51% of an area have to desire inclusion • Possibility of including O'Connor Property and Morven Park 3 Pahe Council Work Session July 9, 2012 Can roads in annexation area be grandfathered to acceptance into the town system? Staff answer: Only if they meet town standards. They must be contiguous. Is fiscal impact report for the various areas ready? Staff answer: Should be available after the August break 2. Additions to Future Council Meetings a. John Wells distributed the Council priorities list that was distributed to Council 12 months ago amended to show which projects have been completed. He stated he would be scheduling this year's priorities as well. He noted four out of six major CIP projects scheduled for completion last year have been completed. He distributed an additional list of projects to be completed in the coming year. b. Vice Mayor Wright asked for a discussion regarding the Sycolin Road closure including changes in wayfinding signage. C. Mayor Umstattd stated there is an issue with utility repairs by property owners. She stated the Journey through Hallowed Ground will be requesting a $5,000 contribution from Leesburg on an annual basis to support their marketing of the town. d. Council Member Dunn questioned whether employees are being hired to replace those whose positions were eliminated as a result of reductions in force. He asked for more details with regards to the Loudoun Symphony request 3. Adjournment On a motion by Vice Mayor Wright, seconded by Council Member Dunn, the meeting was a 'ourned a :11 p. m. Clerk of Co n 2012 tcwsmin0709 41Page