HomeMy Public PortalAbout2016_tcwsmin0328 Council Work Session March 28, 2016
Council Chambers, 25 West Market Street, 7:30 p.m. Mayor David Butler presiding.
Council Members Present: Kelly Burk, Thomas Dunn, II, Suzanne Fox, R. Bruce
Gemmill, Katie Sheldon Hammler, Marty Martinez and Mayor Butler.
Council Members Absent: Council Member Martinez arrived at 8:10 p.m.
Staff Present: Town Manager Kaj Dentler, Deputy Town Manager Keith Markel,
Town Attorney Barbara Notar, Assistant Town Manager Scott Parker, Director of
Planning and Zoning Susan Berry Hill, Director of Finance and Administrative
Services Clark Case, Director of Plan Review Bill Ackman, Director of Economic
Development Marantha Edwards, Director of Parks and Recreation Rich Williams,
Director of Capital Projects and Public Works Renee Lafollette, Director of Utilities
Amy Wyks, Chief of Police Vanessa Grigsby, Library Manager Alexandra Gressitt,
Airport Manager Scott Coffman, Information Technology Manager Annie Carlson,
Human Resources Manager Mark Hauer, Deputy Director of Public Works Charles
Mumaw, Deputy Director of Capital Projects Tom Brandon, Deputy Director of
Parks and Recreation Kate Trask, Deputy Director of Finance and Administrative
Services Lisa Haley, Senior Management Analyst Jason Cournoyer, Senior
Management Analyst Cole Fazenbaker, Recreation Superintendent Katey Jackson
and Clerk of Council Lee Ann Green
AGENDA ITEMS
1. Items for Discussion
a. Environmental Advisory Commission Energy Savings
Spencer Morgenthau, Vice Chair of the Environmental Advisory
Commission, outlined their plan for reducing energy consumption at town
facilities. He recommended that the town meter and report on the six heaviest
consuming facilities. He stated it would cost approximately $50,000 as a one-
time investment to get the equipment placed on the existing meters to create
the report. He stated that there would be a yearly on-going cost. He noted
that typically there is a 5-10 percent reduction just by adding the tracking
equipment because it creates accountability.
Council Comments/Questions:
• Gemmill: Questioned whether this would be mandatory.
Morgenthau: Stated that it would only be six town owned facilities.
• Burk: Stated this could create some savings for the town.
• Fox: Questioned the initial outlay of funds and how fast the town would
realize savings.
Morgenthau: Stated it could be as much as $50,000 and in his experience,
there is a 5-10 percent savings from having accountability. He stated this
translates into a 5-6 month payback on the initial investment. He stated the
monthly service cost for the reporting is between $10,000-15,000
depending on the level of reporting.
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Council Work Session March 28, 2016
• Butler: Clarified that this is only related to town facilities, not individual
homes. He noted that there is an opportunity for significant savings.
b. Budget Work Session
i. Clarification/Follow up questions of budget responses provided to
date.
Council Comments/Questions:
• Hammler: Questioned what amount of reductions will be required to get to
$0.18 tax rate.
Dentler: Stated it is approximately $670,000 per penny on the tax rate so to
get to $0.18, approximately $482,000 needs to be reduced.
• Hammler: Questioned the metrics for how pay for performance is decided.
Dentler: Stated the pay for performance program allows employees to earn
2, 3, or 4 percent based on performance. He stated the town budgets for an
average of 3%. Further, he noted there is a scoring system that is used to
determine the level. He stated since there are less employees than a few
years ago, each employee is pushed to perform better and a pay for
performance program is important to attract and retain quality employees.
• Hammler: Questioned what dollar value a 1.3% increase would be for all
employees.
Cournoyer: Stated it would be $273,000.
• Hammler: Questioned whether any of the agencies that qualified for the
emergency medical transport reimbursement actually received any funds.
Fire Company representative: Stated the amount is very low for the fire
companies.
• Fox: Asked about the six days of trash collection downtown.
Williams: Stated that is maintenance of the downtown area—picking up
the recycling cans that are located next to the trash cans rather than the
recycling generated by the businesses.
• Fox: Questioned how the 1000 housing units that are coming online will
affect the budget.
Cournoyer: Stated that some of these units will be part of homeowner's
associations and not create as much pressure for services.
• Fox: Questioned what the town gets as part of the $25,000 membership in
the gang task force.
Cournoyer: Stated that the amount is offset by a federal grant and rotates
around the different municipalities.
Grigsby: Noted that the only expenditure on the town's part is the salary
for one employee.
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Council Work Session March 28, 2016
• Dunn: Questioned whether the town has looked into owning its own
copiers rather than leasing.
Case: Stated he was not with the town when the lease contract was started.
He stated they would get more information.
• Dunn: Questioned the change in the tablet connection fee for the
Economic Development department.
Edwards: Stated that the tablet was shared by two employees. Further
information will be provided.
• Dunn: Questioned why the recurring fee for the sesquicentennial.
Edwards: Stated it is the recurring fee for the Civil War sign.
• Burk: Questioned the salaries for Capital Projects if they are included in
the project costs.
Cournoyer: Stated that in the FY2016 budget, the salaries are allocated in
the general fund and transferred to the capital fund.
• Fox: Questioned whether the $250,000 donation by the Rescue Squad
would be available if the skate park is moved to another location.
Williams: Stated it would still apply.
• Fox: Questioned whether soil remediation would be necessary if the skate
park remains in its current location.
Lafollette: Stated the soil in the current skate park location needs more
remediation than the soil under the gravel lot.
• Fox: Questioned whether the number of enhancements included in the
splash park at Mervin Jackson park will cause budget overruns.
Williams: Stated the proposed enhancements are within the current budget.
He noted that the pergola might not be able to be included in the original
budget and could be added later.
• Fox: Questioned the key card system for the Mason Enterprise Center.
She also questioned how staff can gain access to VDOT equipment.
• Martinez: Stated this is the second year budget and questions are okay, but
should be done in July, not in March and April.
• Hammier: Questioned how the town is absorbing the loss of VDOT
revenue sharing funds.
Dentler: Stated the town will not be doing as much paving this year, but
next year if new funds are not available, it will have to go into the budget.
• Dunn: Questioned expenditures in the Town Attorney's budget. He
expressed concern that if money wasn't spent during the current fiscal year,
it should not be budgeted for next year. He questioned whether the law
books and subscriptions can be shared with the county. He questioned the
increase in cyber security coverage insurance.
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Council Work Session March 28, 2016
Case: Stated that the Cyber Security Coverage is through a secondary
carrier. He noted that the audit recommended review and possible increase
of this coverage.
• Gemmill: Questioned the membership for Northern Virginia Justice
Academy.
Cournoyer: Stated this is the Town's membership in the Justice Academy
so that police cadets can attend.
Grigsby: It is required of localities with more than 85 sworn officers.
• Gemmill: Requested a status report for the skateboard park.
Williams: Stated that the gravel lot site came back with poor soils that
would require $100,000 of remediation and expenditure of the additional
funds will require a decision by Council.
• Burk: Stated that her understanding was that the Rescue Squad was
contributing money so that they could have the current skate park lot.
Lafollette: Noted that moving off the current site, which would
accommodate the Rescue Squad's needs, would require additional
engineering and site work. The "donation" from the Rescue Squad would
be used to cover part of the additional costs.
• Hammler: Questioned under what scenario would the Rescue Squad not
require a donation.
Lafollette: Stated if the skate park remains in its current location, the
Rescue Squad would not need to donate money to cover additional
engineering/design work. However, due to poor soils, remediation would
need to be done. The soil remediation work would be the town's
responsibility and the rescue squad would not be able to expand their
current facility.
ii. Decision Points
a. Governmental Funds—Proposed Budget
Council Comments/Questions:
• Fox: Stated she is interested in the Environmental Advisory's
initiative and would be interested in getting more information about
it. She stated she likes the possibility of significant savings. She
stated she does not want to see additional money going towards the
skate park and would not support additional money for soil
remediation at the current site or the gravel lot.
• Hammler: Stated she is not ready to itemize things at this point.
She noted that although the recommendation is to wait to purchase
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Council Work Session March 28, 2016
the police body/car cameras until the new chief takes over, having
them in the budget means they will be purchased.
Dentler: Stated that the technology for the body/car cameras are
intertwined, so it is important that they be bundled together.
• Butler: Stated that if there are significant reductions in the budget,
he would move to delay action on the tax rate and the budget from
April 11 and 12, respectively, to April 25 and 26 to give the public
time to respond.
• Martinez: Stated he has no changes but additions and deletions
should be made earlier in the process.
• Gemmill: Stated he is not ready or willing to itemize at this point.
Council expressed a consensus to delay action two additional weeks
on both the tax rate and the budget. Staff clarified that under State Code,
the Council has until June 30 to set the tax rate; however, the later that tax
rate adoption occurs, it squeezes staff's ability to issue tax bills on time so
that residents can receive their bills in a timely manner.
b. Capital Improvement Program
Council Comments/Questions:
• Fox: Stated her position that she does not want to spend additional
money on the skate park. She stated she is okay with moving it to
Ida Lee.
• Burk: Stated that the public spoke against moving the skate park to
Ida Lee because its present location serves an underserved portion
of the community. Further, staff does not want it at Ida Lee since it
was never intended to house all the active recreational uses in town.
• Hammier: Stated her goal is to determine if there is a proposal that
the Rescue Squad would consider that would release the Rescue
Squad from the commitment of$250,000 and the town from its
annual contribution to the Rescue Squad.
Rescue Squad representative: Stated that they would be willing to
talk through how this could play out.
• Dunn: Stated that the value of the land needs to be taken into
consideration as well. He questioned the cost of the splash park at
Mervin Jackson Park.
Williams: For just the water feature, a kit is purchased and installed
for approximately $150,000-175,000, but additional funds would be
needed for earthwork, utility movement, and safety design.
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Council Work Session March 28, 2016
• Dunn: Noted that the design for the water feature is excessive. He
stated if the amount spent on the water feature is reduced, the left
over funds can be used for the Morven Park sidewalk.
• Hammler: Questioned what other municipalities are proposing for
pay increases.
Dentler: Stated that Loudoun County government is proposing 3%
and the public schools have a package of increases.
• Burk: Expressed safety concerns with placement of a crosswalk at
Battlefield and the bypass.
Lafollette: Stated that within the current timing, pedestrian
movements could be added without impacting traffic.
2. Additions to Future Council Meetings
Council Member Gemmill requested a preliminary report by May 23 on
services that could be outsourced. He stated if the Council approves moving forward
at that time, he would ask for a more detailed report covering cost savings of
identified services by September 26. He stated he has discussed this with the town
manager. Council Member Dunn requested adding services that the Council
recommends as well.
There was consensus to add this to the May 23 agenda.
Council Member Gemmill also requested restructuring of the Boards and
Commissions so that all them are sub-committees of the Planning Commission and
the Board of Architectural Review. Council Member Dunn suggested that the work
session discussion be broadened to looking at the commission structure.
There was consensus to add this to a work session.
Mayor Butler requested a work session as soon as possible on changing the
rules of order to allow closed sessions during work sessions.
There was consensus to add this to a future meeting.
Further, Mayor Butler requested adding the appointment of a Technology and
Communication Commission member at Tuesday's meeting.
There was consensus to add this to Tuesday's agenda.
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Council Work Session March 28, 2016
On a motion by Council Member Martinez, seconded by Vice Mayor Burk, the meeting =
was adjourned at 9.47 p.m.
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