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HomeMy Public PortalAbout2014_tcwsmin1208 Council Work Session December 8, 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, Marty Martinez, Kevin Wright and Mayor Umstattd. Council Members Absent: All present Staff Present: Town Manager Kaj Dentler, Deputy Town Manager Keith Markel, Director of Public Works Tom Mason, Director of Planning and Zoning Susan Berry Hill, Director of Finance and Administrative Services Clark Case, Director of Capital Projects Renee LaFollette, Chief of Police Joseph Price, Transportation Engineer Calvin Grow, Deputy Director of Planning and Zoning Brian Boucher, Comptroller Eileen Nguyen, and Executive Associate I Tara Belote. AGENDA ITEMS 1. Work Session Items for Discussion a. Auditor's Financial Report for FY 2014 David Rose stated that the three reports are all clean and unmodified. He stated there were no findings or issues. Key Points: • New GASB statement is not an error—just how GASB wanted it reported • Two new terms have been added to local government accounting statements—deferred inflow of resources and deferred outflow of resources—numbers that they represent were previously in other categories • Changes in state retirement system accounted for the footnote on disclosures • Management letter notes the need for cross-training in the finance department, as evidenced by the recent turnover in the department • Starting in the current year, the town will be required to record retirement liability on the statements —this number should not affect future bond ratings as the bond rating agencies were already aware of the liability • Three journal entries is very good considering the turnover in the department Council Comments/Questions: • How many grants does the town have and how many will be grandfathered in the old regulations? Auditor's answer: Only looked at last year's grants. There were four federal awards in last year's audit. • Would hope that all departments are cross-training Staff answer: Have identified the departments that need to work on this 11Page Council Work Session December 8, 2014 • Where is the information about where the town invests its money? Auditor answer: On Page 49 of the financial statements, there is a note that discusses where money can be invested and in what forms. On page 52, it discusses some of the areas where money is invested • Does this have any correlation with the SEC Disclosure subject? Auditor answer: No. • Agree that cross-training is necessary • What does the purpose of the pass through payment from the Town of Vienna? Staff answer: It was for the Gang Task Force - In past years, other localities have applied for the grant and administered it. It will not be handled this way in coming years b. Parking Payment In-Lieu Brian Boucher Key Points: • Proposal to bring the Payment In-Lieu of providing required parking facilities to a figure that corresponds to the Consumer Price Index changes since the last time the fee was amended • Will require a public hearing • Idea is to maintain the historic character of the downtown by concentrating parking at several locations Council Comments/Questions • Current price is $3,000 if the developer does not have enough space to provide adequate parking • Where does the money go? Staff answer: The money goes into a parking fund and can be spent on either new parking facilities or maintenance/improvement of existing facilities • How much money is currently in the account? Staff answer: Approximately $200,000 • Approximately 199 spaces have been sold • Does Council need to direct how the money is used? Staff answer: Ordinance currently directs money to be spent on new facilities or maintenance/expansion of existing facilities • Where is this money being held? Staff answer: It is a separate fund. In the past, money has been used to expand/re-pave and re-stripe the Liberty Street lot • The amount that will be raised will not even begin to pay for a parking garage • Would like to limit the number of spaces that can be purchased for a single development project—limitation would require a zoning ordinance amendment 2IPage Council Work Session December 8, 2014 • Have a number of spaces been set aside for this program? Staff answer: No • Served as an encouragement to not tear down historic properties to construct parking facilities • Do not see the benefit of in-lieu unless the amount is higher than proposed • Is there a separate fund to keep track of the payments received? Staff answer: Will research this Staff will return at the Tuesday night meeting with an initiation resolution for Council to consider. c. Crosswalks —Follow-up Discussion Keith Markel presented information gathered since the last Council discussion of this item. Sandy Kane, Standing Residential Traffic Committee Vice Chair, stated that the Council needs to be careful not to flood intersections with signage as it becomes less effective. Key points: • Enhanced lighting, signage and markings proposed at North King Street and Oakcrest Manor Drive • Future plans include evaluating the efficiency of the Safe-T-Ride buses, a town-wide crosswalk evaluation program with prioritization program and increasing the ability of the town's police department to enforce crosswalk requirements for drivers, pedestrians and cyclists • Staff continues to recommend that no crosswalks be installed across the bypass Council Comments/Questions: • Police presence at the intersection of N. King and Oakcrest Manor Drive has slowed things down. • Will the signs further from the crosswalk alerting drivers to the crosswalk be lit? Brighter street lights might give drivers an indication that they need to be alert. Staff answer: The signs will not be lit, but streetlight lumens can be increased • What triggers additional pedestrian controls at a specific intersection? Staff answer: Council will need to discuss whether they want staff to set up additional on-going analysis. Judicious use of additional pedestrian controls is necessary. • Do the walk signals downtown only illuminate when pushed by a pedestrian? Staff answer: They automatically illuminate during the day, but at night they only go on when the button is pushed. 3IPage Council Work Session December 8, 2014 • It is critical to increase the lighting at the intersection, but do not support putting lights in the crosswalk • Support painting the miles per hour on the pavement before the crosswalk and adding a graphic • Consider moving the crosswalk to the south side of the intersection SRTC Response: Crosswalk placement was where the residents requested it be placed • Consideration for narrowing the street and/or reducing the size of the shoulder • Consider best practices from other localities and grant opportunities for education and additional safety measures • Off-the-shelf sign is not effective—too much like other signs • How long does the solar power last? Concern about cloudy days. Staff answer: Battery will be able to recharge between uses • Brick imprint will make the crosswalk more visible • Could a three-way stop be instituted at this intersection? Staff answer: The number of pedestrians using this crosswalk does not meet warrants for a stop sign • Is the green time for Battlefield Parkway at the Bypass consistent, or does it vary depending on the time of day? Staff answer: Yes, it varies at different times of the day. • Need language at the crosswalk to inform pedestrians that they must obey crosswalk regulations as well • What is the pedestrian counts at other crosswalks? SRTC response: An analysis of other crosswalks has not been done. • Better education of pedestrians is essential since a high percentage of accidents involving pedestrians are due to pedestrian errors • Is there something other than rumble strips to alert drivers that a crosswalk is coming up? Staff answer: Textured surface or stamped asphalt could help to alert drivers d. Financing of Water and Sewer Availability Fees Amy Wyks gave a presentation on financing water and sewer availability fees. Key Points: • Availability fees were created from the philosophy of growth pays for growth • Adopted by ordinance in 1995 • Last approved increase occurred in FY 2008 • When fees are paid, corresponding capacity conveys with the property • Change in use can create the need for payment of additional fees • Fee financing was instituted in 2006 by Council 4IPage Council Work Session December 8, 2014 • Fee financing is an option when the fee is greater than $10,000 and the fee for sewer is greater than$15,000 • This fee is strictly referring to the Availability, not including the pro- rata • The amount exceeding the minimium ($10,000 for water, $15,000 for sewer) is the amount that can be paid as part of an installment plan • There is not significant demand for this option Council Comments/Questions: • Are our interest rates competitive? Staff answer: The interest rate charged covers the fact that the town does not have the funds to use. Six percent is the maximum allowable by law • Could the town charge a rate that is more competitive? Staff answer: The code is written to include the 6%. Lower rate can be gotten by going to a different lender • Why can't they finance the entire amount, not just the amount over $25,000? Staff answer: That is the way the code is written, but Council can decide to amend the code • Suggest that the amounts be amended to make the fees a round number • Small owner has a hard time coming up with the $25,000 that cannot be financed • Recommend lowering the interest rate to 3% above prime, not to exceed 6% • Allow financing of availability fees starting at$5 and$8 thousand • Must stay over the threshold or it would affect residential development • The town should not be in competition with banks • Town availability fees are very competitive • Not willing to make decisions that will put pressure on user rates Staff note: Rate models for the next five years were based on meeting projections at current price levels • Changes to this will not draw additional customers because target market is small—new businesses or restaurant upscaling from prior occupant. New customers are generated by new construction Staff will provide a draft resolution for initiating the code change. 2. Additions to Future Council Meetings Council Member Burk questioned whether the Planning Commission could review eliminating the requirement to provide parking if a development is within 500 feet of a parking garage. Mayor Umstattd noted that the Planning Commission needs more direction from Council before going any further with their discussion. It was decided that a code initiation would be discussed at tomorrow night's meeting. 5IPage Council Work Session December 8, 2014 Council Member Martinez asked that a link to the county's county s LOLA system be put on the website. Council Member Wright requested recognition for outgoing Boards and Commission members. Council Member Dunn noted that caution should be used when making a decision regarding accepting private streets. He questioned what dollar level are availability fees able to be financed and noted that it is difficult for small businesses to come up with availability fees. Staff will provide an information memo. Council Member Hammler stated she has asked the Tech Comm to weigh in on removing cable from their purview. She requested that the Tuscarora Crossing discussion and vote be moved to January 12 and 13 since the Board is not voting until January 21 to give the Council time to receive more information. Council Member Wright stated he will withdraw the Tuscarora Crossing resolution from Tuesday night's agenda. Council Member Butler asked that the Tuscarora Crossing resolution be put on the agenda for January 13. He stated he would provide the draft resolution. He requested that a special meeting be called to take care of organizational items. Council agreed to Monday, January 5 at 6:30 p.m. He asked that several items be moved to Consent for Tuesday's meeting. He stated his intention to ask to amend the resolution for the Council Calendar to combine the meetings the week of Thanksgiving. Council Member Dunn suggested that any letter to the Board of Supervisors regarding what type of uses the Council would like to see in the JLMA. There was support for adding this to the January 12 work session. He requested a work session meeting on possible changes to the Council rules. There was no support for this item; however, Council Member Dunn will draft proposed changes for Council to consider. 3. Adjournment On a motion by Vice Mayor Butler, seconded by Council Member Wright, the meeting was adjourn at 10:36 p.m. ,/---,\ t Clerk of C' uncil 2014 tcwsminl 0 61Page