The URL can be used to link to this page

Home My Public Portal About2013_tcwsmin1209 Council Work Session December 9, 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 Burk arrived at 7:42 p.m. Staff Present: Town Manager John Wells, Town Attorney Jeanette Irby, Deputy Town Manager Kaj Dentler, Assistant Town Manager Scott Parker, Director of Public Works Tom Mason, Director of Director of Plan Review Bill Adman, Director of Planning and Zoning Susan Berry Hill, Director of Finance Norm Butts, Director of Economic Development Marantha Edwards, Deputy Director of Planning and Zoning Brian Boucher, Senior Planner Michael Watkins, Deputy Director of Capital Projects Tom Brandon, Deputy Director of Finance Kim Williams, Management Analyst Lisa Haley, Research and Communications Manager Betsy Fields, Information Technology Manager Annie Carlson, and Clerk of Council Lee Ann Green AGENDA ITEMS 1. Work Session Items for Discussion a. Auditor's Report—FY 2013 Financial Statement Kim Williams introduced Mike Garber with PB-Mares, the town's financial services provider. Key Changes: • New standards for auditors include new definitions • "Unmodified" replaces "unqualified" • All opinions are "unmodified" • Adopted new GASB pronouncements o Changed verbiage o Added categories • GASB 68 will add VRS liability to the town's financial statements in 2015 Council Comments/Questions: • Is the liability associated with GASB 68 from one year or more than one year? Consultant answer: Accumulated over the lifetime of the town's participation in the VRS program • GASB 68 has national implications? Consultant answer: Yes— international as well. b. Overview—FY 2014 Budget Status and FY 2015 Budget Outlook John Wells presented the budget update. 1 IPage Council Work Session December 9, 2013 Key Points: • The previous year ended in a solid financial condition • Equalization should go up about 5% on residential properties • Budget document will look different this year—much more readable c. Temporary Demonstration of Approved King Street Design Mayor Umstattd stated this item was generated by a request from Joshua Schwanborg. Scott Parker presented the staff findings on this request. Key Points: • Cost$30-40k • Planters, as suggested, are not considered to offer adequate protection for pedestrians Council Comments/Questions: • Seeing how the improvements might affect their business, may cause some business owners to change their opinion of the improvements • Not supportive of doing this unless Council members are willing to reconsider their earlier decision on the King Street design • Easy to simulate negatives, but impossible to simulate the positives • Will not be a productive use of town resources • Request was for an attractive demonstration • Cannot keep changing direction d. Video Series Production John Wells stated this item is in reference to the New Resident Orientation videos and the Leesburg Unscripted video production. Key Points: • Video orientation series will be included in next year's budget presentation, if desired by Council. • Leesburg Unscripted, which has no cost to the town, will continue in conjunction with Capitol Series Production Council Comments/Questions: • Feedback on topics—residents are interested in topics they encounter on a regular basis e. Transit Report Follow-up Betsy Fields stated the staff report represents the results of staff's effort to reduce the cost of bus service for the town. Key Points: • Current cost is $69/hr. • Reduced routes to four efficient routes 2IPage Council Work Session December 9, 2013 • Projected cost for next year is based on $75/hr, which includes capital Projected Y � p cost of buses • Looked at stop locations that meet the needs of potential riders Council Comments/Questions: • Will there be stops in residential neighborhoods? Staff answer: It is not cost effective to go into the neighborhoods • Cornwall Hospital is included in the route, but what about Lansdowne? Staff answer: Lansdowne is serviced by the county's 7 on 7 service. • Cannot vote for a route system that does not go to the Park and Ride lot on Sycolin. • Would like to see some route modifications to reduce redundancy • Need to identify ridership times before routes can be set There was Council consensus to approve the draft letter to the County. f. Crescent Place Michael Watkins outlined the updates on the Crescent Place project and asked for Council input. Key Points: • Housekeeping changes to the proffers dealing with phasing, fencing, and landscaping • Most staff concerns have been addressed • Approval allows an off-site improvement to use a town owned parking facility • Council Comments/Questions: • What is the proffer for schools? Staff answer: $2.4 million • Would like to know dollar amounts for the proffers. • When will buildings be demolished? Applicant answer: We already have the permits and are ready to go. • Why is the entrance/exit off Industrial Court not in Phase I? Applicant answer: Takes time to complete the site— starting at Harrison Street and work back towards Industrial Court. • When do you anticipate completion of the road network? Applicant answer: All infrastructure should be completed within 12 months of ground breaking • Have to consider that a parking garage will be needed in this area in the future • Do not feel that the recreation contribution is sufficient based on the potential influx of Ida Lee users • Is the escalation clause completed? 3IPage Council Work Session December 9, 2013 Staff answer: The applicant would like to request that the escalator kicks in a year after construction starts • Encourage the applicant to look at phasing and timing g. Discussion of Minority Hiring Practices Council Comments/Questions: • Would like to see a community Committee/Task Force to discuss minority hiring practices • Need to be careful to make sure that we are recruiting from the widest pool of applicants and hire the best applicant • Not interested in quotas • Is the problem that minorities are not applying? • The town does a good job of promoting women into positions of responsibility • Employee make up may be reflective of the time they were hired, which could have been many years ago • Issue is why are minorities not applying for town jobs • Significant differences between employee population of the town and the county • Make it clear that there will be no pressure to add new FTEs Council consensus is to create a Task Force to discuss and develop advice on ways to reach out to minorities in the hiring process. h. Discussion of Town Manager Recruitment Process Council Comments/Questions: • Would support a process that includes internal and external candidates • Public should be involved in the process • Whoever is hired will be subject to a possible new council soon after hire • Would like to give an internal search a try • Need a list of criteria to convey to staff Staff was instructed to bring the list of qualifications that were used in prior recruitments for Council to consider at tomorrow night's meeting. 2. Additions to Future Council Meetings Vice Mayor Butler: asked for consideration of two recycling days and one trash day. Council Member Burk asked that all the Boards and Commission's webpages be consistent in format and content. She also asked that the Town make follow the County's changes in Capital Intensity Factor calculations. 4IPage Council Work Session December 9, 2013 Council Member Hammler asked that Council endorse the Metro Momentum Plan. She asked for a debriefing on the fatal automobile accident on Catoctin Circle. 3. Closed Session On a motion by Mayor Umstattd, seconded by Council Member Wright, the following was proposed: Pursuant to Section 2.2-3711(A)(5)of the Code of Virginia, I move that the Leesburg Town Council convene in a dosed meeting for the purpose of receiving information and discussion regarding: a. Discussion concerning a prospective business or industry The motion was approved by the following vote: Aye: Burk, Butler, Dunn, Hammler, Martinez, Wright and Mayor Umstattd Nay: None Vote: 7-0 Council convened in closed session at 11:28 p.m. Council reconvened in open session at 11:57 p.m. On a motion by Mayor Umstattd, seconded by Vice Mayor Butler, 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 roll call vote: Aye: Burk, Butler, Dunn, Hammler, Martinez, Wright and Mayor Umstattd Nay: None Vote: 7-0 3. Adjournment On a • .n by Council Member Martinez, seconded by Vice Mayor Butler, the meeting w'• a'54rn.dat'11:57p.m. i , � � Clerk of ou 2013 tcwsmin1209 5IPage