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Home My Public Portal About2013_tcwsmin0211Council Work Session February 11, 2013 Council Chambers, 25 West Market Street,7:30 p.m. Mayor Kristen C. Umstattd presiding. Council Members Present: Kelly Burk, David Butler, Thomas Dunn, Katie Sheldon Hammler, Marty Martinez, Kevin Wright and Mayor Umstattd. Council Members Absent: Council Member Dunn arrived at 7:32 p.m. Staff Present: Town Manager John Wells, Deputy Town Attorney Barbara Notar, Deputy Town Manager Kaj Dentler, Director of Public Works Tom Mason, Research and Communications Manager Betsy Fields, Transportation Engineer Calvin Grow and Clerk of Council Lee Ann Green AGENDA ITEMS 1. Work Session Items for Discussion a. Outreach /Sycolin Road Closure - VDOT Tom Mason outlined the project for the Sycolin Road /Bypass overpass. Key Points: • Project was awarded as a design /build contract to Shirley Contracting/ Dewberry and Davis • Intersection will be closed June 8 and remain closed through August 15, 2014 (14 months) • Final completion October 2014 • Public information meeting to be held April 4, 2013, location TBD • Press releases will be done • Outreach to Homeowners Associations • Hard mounted signs will be posted • Signs will be posted at commuter lot • Will not be called a detour for movements on and off the bypass, but a permanent re- routing • Signal timing will be analyzed throughout the network to ensure optimal performance Council Comments/ Questions: • How many vehicles per day will need to be re- routed? VDOT Answer: 20 -30 thousand • Provide website name rather than phone number on signs • Coordinate with VRT to readjust their Sycolin Road route • Who changes the online maps? • Perform business outreach • Where will turn arounds happen? VDOT answer: Hope Parkway • Would like sign at intersection of Sycolin and Battlefield informing people that local traffic only should be going any further IIPane Council Work Session February 11, 2013 • When will Miller Drive be opened? Staff answer: About the same time as the road closure goes into effect • Need a crosswalk at the Hope Parkway light since trail will be on the opposite side of Sycolin • Sign directing people to the outlet mall once they are re- routed away from the intersection • Use Facebook, Twitter and text alerts as tools for outreach b. Blue Ridge Hospice request to ban clothing collection boxes Ernie Carnevale discussed Blue Ridge Hospice's request to have clothing collection boxes banned from Leesburg. Key Points: • Benefits do not stay in Loudoun /Leesburg • Winchester is working on an ordinance to regulate clothing boxes • Berryville is coordinating with Winchester • Purcellville is contacting property owners • Third party collection companies are used to pick up the donations Council Comments/ Questions • Cannot regulate as they are located on private property • Would prefer to see local nonprofits benefit from donations • Check with municipal attorneys in Winchester and Berryville C. Legislative Update Betsy Fields gave a brief report on the most recent activities of the General Assembly with respect to Leesburg's legislative agenda. Key Points: • The town requested four bills be submitted • Two bills have moved through both houses — Balch Library Endowment and adding real estate taxes as incentives for the Arts and Cultural District • Building code enforcement bill has been referred to the Housing Committee • Survey of other municipalities is being performed • Need additional guidance on the demolition of derelict structures bill • Amendments to the family health care structures bill makes it worse Council Comments/ Questions: • Send another letter to the county requesting enforcement • Amend derelict structures bill if possible; if not withdraw it. 2 Pnge Council Work Session February 11, 2013 d. Council Liaison Discussion Vice Mayor Butler stated he has presented some proposed changes to the ordinance that deals with Boards and Commissions: Key points: • Added the SRTC to the ordinance • Proposed adjusting compensation for the members of Boards and Commissions, with the exception of the Planning Commission and Board of Architectural Review • Proposed changing Council liaison requirements to quarterly attendance and discussions with the chairs monthly • Combination of Tree and EAC into a single commission • Add Leesburg Community Outreach Commission dealing with community issues that affect underserved populations • Adjusted duties of the Tech Comm to reflect different business practices • Adjusted number of commissions /committees a single person can be appointed to • Give specific commissions particular projects Council Questions/ Comments: • Commissioners do not serve because of the level of compensation • Concern over the wording of a consolidation of the EAC and Tree Commissions • No interest in a Community Outreach Commission — this should be done by Council • Agree to only allowing a person to serve on one commission and one committee • Should make Council Liaison assignments first and then focus on the other issues • Should not make Council attendance at commission meetings mandatory • Council Members should be in constant contact with the Commission Chair • Suggest a meeting of all Boards and Commission to increase collaboration • If compensation is increased, should be consistent and methodical • Planning Commission's compensation should be increased as well • Tempting to combine commissions • Community outreach commission as envisioned would be a duplication of county functions • Updates from commissions can be made during Council member comments • Council needs to agree on the policy guidance for each commission 3 1 P a - c Council Work Session February 11, 2013 It was determined that Commission liaison appointments will be made at the Tuesday night meeting and the remainder of subjects will be discussed at the next work session. 2. Information Items a. Traffic Light at Battlefield Parkway and Plaza Street Council Member Martinez noted that there had been an accident at this intersection involving a school bus. He requested that this process be started as soon as possible. Council supported an appropriation of $50,000 for design to be put on the agenda for Tuesday night. b. Utilities Capacity Follow -up Council Member Burk stated she has heard from utilities users who would like additional information with respect to the utilities follow -up. She stated they felt the report was not transparent and some numbers were left out. She stated she would forward their questions to the Town Manager to be answered. 3. Additions to Future Council Meetings Council Member Dunn questioned whether the utility plants could have been increased as needed rather than all at once. He also asked for a discussion of availability fees. Further, he asked for discussion of allowing food vendor carts in the downtown. Council Member Burk asked that the recommendations from the Standing Residential Traffic Committee be addressed in two weeks. Council Member Martinez asked that the Boards and Commissions Sharepoint site be used more by the advisory boards. Council Member Wright noted that an initiation of a zoning ordinance change to allow temporary outdoor storage of automobiles. Council Member Hammler noted that there is current federal legislation proposed that would affect tax exempt bonds and that a letter will need to be sent to the town's federal legislators. 4. Closed Session None. 4 a Council Work Session February 11, 2013 5. Adjournment On a motion by Council Member Butler, seconded by Mayor Umstattd, the meeting was adjourMed at lad O p.m. Clerk ofd" 2013 tcwsmin0 5 a