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HomeMy Public PortalAbout2014_tcwsmin0324 Council Work Session March 24, 2014 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, Kevin Wright and Mayor Umstattd. Council Members Absent: Council Member Martinez. 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, Director of Parks and Recreation Rich Williams, Director of Capital Projects Renee LaFollette, Director of Utilities Amy Wyks, Director of Plan Review William Ackman, Assistant Town Manager Scott Parker, Chief of Police Joseph Price, Director of Planning and Zoning Susan Berry Hill, Communications and Research Manager Betsy Fields, Airport Manager Scott Coffman, Director of Economic Development Marantha Edwards, Deputy Director of Parks and Recreation Kate Trask, Management Analyst Lisa Haley, Management Analyst Michael Bruckner, Human Resources Manager Karen Dilley, Information Technology Manager Annie Carlson, Balch Library Manager Alexandra Gressitt and Clerk of Council Lee Ann Green AGENDA ITEMS 1. Work Session Items for Discussion a. Final Budget Direction John Wells stated the budget document as presented is what could be approved at the April 8 Council meeting in the absence of any desired changes. Council Comments/Questions: • Does the current budget document assume an equalized tax rate? Staff answer: If Council adopts an equalized rate, the numbers will be readjusted to reflect the equalized rate. • Would like to see what needs to be done to eliminate the need for summer help in the Public Works department because that would more closely align with the maintenance that the state funds. • Would like a dollar amount for the impact of the Affordable Health Care Act along with a breakdown of where the dollars will come from. • Do we have the capital projects cost for the Stormwater Management requirements? Would like to see them so that the public can understand the effect of the unfunded mandate. Would also like to know how much more projects in the pipeline will cost because of these new requirements. Staff answer: We have the capital projects costs for the first phase of projects included in the CIP and can provide a percentage cost that compliance with the new stormwater regs will require. • Would like an analysis of outsourcing mowing. 1 Page Council Work Session March 24, 2014 • Will bring forward an item for a future agenda for Council to delineate its goals and objectives for FY2015 • The new project for the Woodberry/Browns Meadow Storm Drainage is included. Staff answer: Yes —preliminary design has been started and once the budget it approved, staff will begin final design and acquiring easements. • Some homeowners in the HOA affected by the Tuscarora Creek Flood Mitigation Project are opposed to it; however, there is a health/safety/welfare issue associated with this project for the homeowners on the street that floods. Staff answer: This project was added to the CIP in 2005 as a result of resident requests. After initial design was completed, the HOA expressed displeasure over the negative effect to common area. Staff will be working closely with the directly impacted residents and the HOA. Work will be done with the Department of Forestry to determine the health of the trees in the affected area. • Would like to secure county tax dollars back into the town for Capital Projects • Should we slow down Utilities Capital Projects or wait until the report returns from the rate consultant? When does the decision need to be made about a bond sale? Staff answer: Would advise waiting until the rate consultant returns the report and then look at capital needs with the financial advisor. The decision on the bonds will probably not need to be made until next January. • VML is tracking, at the national level, the serious risk that municipal bonds will no longer be tax deductible. • Is the $75 million for availability fees what the town expects to receive? Staff answer: Yes, the assumption is made on undeveloped land that is approved in the project pipeline. • Would like detail on the Capital Asset Replacement Reserve Fund • What percentage of the NVTA fund will the town need to use towards funding bus service? Staff answer: Funds are not specifically appropriated for bus service. • Concerned that the town continues to provide the same level of service despite growth of the town—would vote for the equalized rate, but would prefer the $0.186 • Natural growth of the town has increased revenues enough to make the pro forma work • Comfortable with the equalized rate, but open to cost cutting measures or ways to increase revenue or get more services from the county • Want to be careful to remember that the town does get services from the county 2IPage Council Work Session March 24, 2014 • Cannot support the equalized rate as the equalized rate is an inflation adjusted tax cut, which has occurred for the past seven out of eight years—need the standard goal to be an inflation adjusted equalized rate which would be $0.186 • Would be in favor of a $0.159 tax rate—which could be done with different management processes • The town does get some services from the county—in some cases more than its fair share, but in other cases, not enough to balance out • Of the $198 million county CIP, no projects are in Leesburg • How can different management processes allow the town to function on a$0.159 tax rate? Council Member answer: Better management of the brush pick up program, outsourcing of some town services, Balch Library only open on an appointment basis • Equalized rate is preferable because not all residents can afford to pay even a small increase • Do not want to assume that taxes should be inflated the way prices are on an annual basis as the reason Leesburg has a HUBzone is the income level b. Downtown Improvements Update Scott Parker gave a brief update on this capital improvements project. Key Points: • Met with Avis Renshaw on-site at Mom's Apple Pie • Construction bids were received on March18 for the Loudoun Street waterline— award will be made at tomorrow night's Council meeting with construction to begin after Flower and Garden • Attended the EDC meeting on March 5 to provide an update on the Downtown Improvements • Finalizing plans for King Street between Royal and Loudoun • Finalizing plans for Loudoun Street between Harrison Street and the East End Triangle which includes sidewalk on the La Chosita side • Finalizing marketing concepts and discussing deployment strategy for Loudoun Street after the plans are finalized later this week Council Comments/Questions: • What are the marketing concepts? Staff answer: The consultant, through AECOM, will be providing input received from local businesses, LDBA, EDC, Visit Loudoun and staff. • Who will finalize the marketing concept? Staff answer: Ultimately, the town will have final say, but the consultant will present a package of options. • What drawings were provided to Ms. Renshaw? 3IPage Council Work Session March 24, 2014 Staff answer: Renderings of the flat curb, as requested. • Will Council see the proposed marketing plan prior to distribution to the public? Staff answer: Yes. • When will parking issues as relates to the improvements be brought back to Council? Staff answer: The next work session. • What does reducing the "legs" of the triangle for Mom's Apple Pie mean? Staff answer: The curb sections extending down from the triangle will be shortened. Ms. Renshaw has asked that they be removed; however, staff maintains that some of the leg has to remain in order to provide handicapped access to the Black History monument on the triangle • Would rather the legs not be changed unless necessary for ADA compliance • Would like to see accident reports from the police department as to accidents at this site • When did Council agree to shorten or remove the legs? Staff answer: There was direction from Council to try to accommodate Ms. Renshaw's desires in terms of parking c. Final Legislative Wrap Up Betsy Fields stated it is premature to call this a "final" legislative wrap up. She stated the packet contained the legislative tracking sheet. Key Points: • Veto session has not yet concluded, but will reconvene in April • Budget has not yet been passed by the state • Completed projects total approximately $21 million of work • Subdivision plats bill, if passed, will require the town to readjust the fee structure Council Comments/Questions: • If the town believes that a bill will negatively impact its taxpayers, the town should continue to oppose that bill even though other opponents have backed down d. Friends of Public Art— Clarification of Roles Vice Mayor Butler stated he would like to make clear the relationship between the Friends of Leesburg Public Art(FOLPA) and the Town of Leesburg Key Points: • Was not created as a fundraiser for the mural 4IPage Council Work Session March 24, 2014 • Originally created to provide a small budget for the Commission on Public Art and to provide a vehicle for the Paragon Arts Festival • FOLPA, as a non-profit, is the host of the Festival and can accept the hosting fee which can be used for small arts projects • Can provide donations to other 501(c)(3) organizations • Completely separate from the Town of Leesburg • Mural was approved, but FOLPA is not a funding source • Per FOLPA's articles of incorporation, they can only disperse money to other 501(c)(3) organizations and it is unclear whether they would even be able to disperse money to the Town • If FOLPA cannot provide money to the town, FOLPA would have to contract for the mural and give it to the Town—similar to the what happened at Franklin Park. • Will money that has been collected for the mural have to be returned? Staff answers: The Town is considered a charitable organization under IRS law or the Articles of Incorporation can be amended to include municipal governments • There is a question of whether the town would be willing to front FOLPA the money to start the project and be paid back as money is raised • Concern over staff time spent working on the mural -there is town support of COPA, but the question is when does it rise above normal commission support 2. Additions to Future Council Meetings Mayor Umstattd asked if a majority of Council would be willing to initiate an ordinance or procedure change that would require an application form and felony background check for any prospective nominee for a Board or Commission at tomorrow night's meeting. It was agreed to have this item on the next work session agenda. Council Member Burk requested information on how all members of Council could sign proclamations and certificates. Council Member Wright questioned where the Keep Leesburg Beautiful clean up will be located and what time it will start. Council Member Hammler questioned when Council will work on their goals and objectives for FY 2015. She asked for an information memo regarding consistent town-wide policy as relates to some employees being required to stand all day. She questioned if Council could adopt—for ongoing clean up—the bypass between Fort Evans and Battlefield. Council Member Dunn requested a letter to the governor requesting he pass the two-year budget without the Medicaid `hook'. 5 Page Council Work Session March 24, 2014 Vice questioned or Butler uestioned whether the town is a member of International Y Council for Local Environmental Initiatives. He stated membership is $1,200 per year and he will be bringing that up as a budget amendment. 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)(1)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. Personnel Matter The motion was approved by the following vote: Aye: Burk, Butler, Dunn, Hammler, Wright and Mayor Umstattd Nay: None Vote: 6-0-1 (Martinez absent) The Council convened in closed session at 9:33 p.m. The Council reconvened in open session at 9:50 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, Wright and Mayor Umstattd Nay: None Vote: 6-0-1 (Martinez absent) 4. Adjournment On a motion by Council Member Wright, seconded by Council Member Dunn, the meeting was ,dj urned at 9:50 p.m. 1 Clerk of Co it 2014 tcwsmin0325 6IPage