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HomeMy Public PortalAbout2021_agenda_02-08_Work_Session_Packet TOWN OF LEESBURG Town Hall, 25 West Market Street AGENDA Town Council Work Session February 08, 2021 7:00 PM Council Chamber 1. REMOTE PARTICIPATION MOTION I move to allow _________________ to electronically participate in the February 8, 2021, Town Council Work Session. 2. ITEMS FOR DISCUSSION a. Proposed Town Code Amendments for Airport Commission and Review of Other Town Boards and Commissions (Kaj Dentler) b. Review of Town Council’s Ethics Policy (Christopher Spera) c. Discontinuance of Invocation at Public Meetings (Kaj Dentler) 3. ADDITIONS TO FUTURE MEETINGS a. Future Council Meetings and Agenda Topics 4. ADJOURNMENT 5. INFORMATION MEMORANDUM a. Visit Loudoun Monthly Report 6. UPCOMING EVENTS February 15 – Town Offices Closed for President’s Day February 15 – Ribbon Cutting Hammer & Nails Grooming, 1610 Village Market Boulevard SE, Suite P125, 4:30 p.m. March 4 – Writing Your Family History by Norah Schneider, Thomas Balch Library, Virtual Workshop, 10 a.m. – 12 p.m. March 10 – Ribbon Cutting Honeybaked Ham of Leesburg, 214 Catoctin Circle SE, 10 – 11 a.m. ASSISTIVE LISTENING SYSTEM Qualified individuals with a disability who require a reasonable accommodation to attend and/or participate in this meeting should contact the Clerk of Council at eboeing@leesburgva.gov or 703-771-2733 to request the accommodation. Three days advance notice is requested. Meetings are broadcast live on the Town’s local government access cable TV channel (Comcast 67 and Verizon 35) and streamed live on the website at www.leesburgva.gov/webcasts. 1 -2- REGULARLY SHEDULED COUNCIL MEETINGS Citizens are invited to attend and participate in Town Council meetings. The petitioner’s portion of the meeting and scheduled public hearings offer the public two opportunities to present their views to the Council during its meeting. Petitioners The petitioners’ portion of the Council agenda is the first item taken up by the Council following proclamations and certificates of appreciation. This part of the meeting affords individuals the opportunity to address the Council on any matter not scheduled for a public hearing. Prior to the meeting, those citizens wishing to speak should sign the Clerk’s Register on the podium at the front of the Chambers. The Mayor will announce the availability of the sign- up sheet at the beginning of all regular meetings. Petitioners’ presentations should be limited to five minutes. Public Hearings Certain items of Town business can only be conducted after the Town Council conducts an advertised public hearing. Certain major issues affecting the town’s government can also be scheduled for public hearing at the option of the Council. Adoption of the town budget, rezonings, special exceptions and amendments to the Town’s subdivision and zoning ordinances all require a public hearing. Decorum A person addressing the Council as a petitioner, or during a public hearing, should advance to the podium when recognized by the Mayor and state his or her name and address. Persons should also indicate whether they are representing anyone other than themselves. After the presentation or comments, the Mayor or members of Council may have questions of the petitioner. Decorum will be maintained. Statements, which are demeaning or defamatory to members of the public, the staff or the Council, are inappropriate and out of order. OTHER COUNCIL MEETINGS Work Sessions/Committee of the Whole Council may elect to place an item on the Tuesday night meeting agenda for action. Items will only be added to the agenda if agreed to by a majority of Council present. Closed Sessions Under certain circumstances, the Virginia Freedom of Information Act permits the Town Council to meet in a session where the public is excluded. This may be a discussion of personnel matters, legal matters, the acquisition or sale of property and other selected topics. The Council can only go into closed session from a public session and the notice must cite the specific statutory authority to go into closed session and also indicate the general topic to be discussed. Only those matters in the adopted motion to go into closed session can be discussed at that time. TOWN COUNCIL AGENDA MATERIALS Generally, all items on the regular Council agenda have been first considered at the Council Committee of the Whole. Individual council members, however, can request full Council action on an item considered, but not reported out of committee. Materials previously distributed to the Council on Wednesday are available to citizens on request from the Clerk’s Office. Citizens may also provide the Clerk of Council with an e-mail address or self-addressed, stamped envelopes and Council agendas will be provided to the citizens without further charge. For more information, call the Clerk’s Office at (703) 771-2733 during normal business hours or e-mail at clerk@leesburgva.gov. Meeting agenda packets are available for public inspection in the lobby of Town Hall on Wednesdays prior to the scheduled meeting. Council agendas can also be viewed on the town’s World Wide Web site at http://www.leesburgva.gov. 2 Date of Council Meeting: February 8, 2021 TOWN OF LEESBURG TOWN COUNCILWORK SESSION Subject: Proposed Town Code Amendments for Airport Commission and Review of Other Town Boards and Commissions Staff Contact: Kaj H. Dentler, Town Manager Council Action Requested: At their January 11, 2021 Work Session, Council requested a discussion on the proposed Town Code Amendments for the Airport Commission, and a review of the other Town Boards and Commissions. See Attachment #1 related to the Airport Commission. See Attachment #2 for the other Boards and Commissions. Staff Recommendation: No staff recommendation. Airport Commission Recommendation: See Attachment #3. Fiscal Impact: Dependent upon action by Council. Work Plan Impact: Dependent upon Council direction. Executive Summary: Town Council requested a Work Session discussion on the proposed Town Code amendments for the Airport Commission. See Attachment #1. In response, the Airport Commission submitted a recommendation for Council consideration dated January 21, 2021. See Attachment #2. Council also requested a review of the other Town Boards and Commissions as part of the Work Session although no amendments are proposed to date. See Attachment #3. Subsequently, the Tree Commission submitted a letter dated January 22, 2021 recommending the Tree Commission and the Environmental Advisory Commissions remain as separate commissions with their respective duties. See Attachment #4. Background: At their January 11, 2021 Work Session, Town Council addressed a variety of organizational topics including proposed Town Code Amendments for the Airport Commission per Attachment #1. As such, Council requested a Work Session discussion at their January 25, 2021 meeting on this topic along with a review of the other Town Boards and Commissions. Due to inclement weather, the January 25, 2021 Work Session was cancelled, and the respective topic was automatically moved to the February 8, 2021 Work Session. Attachments: 1. Draft Amendments to Town Code Sec. 2-223 – Leesburg Executive Airport Commission 2. Airport Commission Recommendation 3. Town Code Regulations for all Town Boards and Commissions. 4. Tree Commission Recommendation 3 Item a. CURRENT TOWN CODE SECTION 2-223 Sec. 2-223. - Leesburg Executive Airport Commission. (a) Recreated and reestablished. The Leesburg Executive Airport Commission is hereby recreated and reestablished. (b) Commission duties. The Leesburg Executive Airport Commission oversees rules and regulations at the town executive airport. The commission makes recommendations to the town council and the airport director to ensure effective and efficient administration of the airport. (c) Membership. Membership, exclusive of the rules outlined in division 1 of this article, membership on the executive airport commission may consist of town residents, town property owners, town business owners, or anyone employed in the town. An additional member shall be appointed by the county board of supervisors to serve a two-year term and shall serve as the liaison to the county board of supervisors. (d) Additional powers and duties. The following shall be additional powers and duties of the executive airport commission: (1) Review all requests for services, leases and proposals for airport developments originated with or directed by the commission, and refer the commission's recommendations to the town manager for implementation or to the town council if required by law. (2) Maintain a continuous oversight and review of the airport rules and regulations and make recommendations from time to time to the town manager for proposed amendment of the airport rules and regulations and to the director for the effective and efficient administration of the airport rules and regulations. (3) Prepare and maintain a capital improvement plan for development of the airport. (4) Make recommendations concerning the adoption of rules governing operations at the airport as are necessary and appropriate. (5) Review and make recommendations to the town council of proposed annual budgets for airport improvements and operations. (6) Make recommendations to the town council on development and utilization of land and commercial operations at the airport, including leases thereof. (7) Perform such duties and have such powers as prescribed by the airport rules and regulations. (8) Make recommendations to establish rates of charge for services provided by the department, such as aircraft tiedown, hangar and other rents, fuel and lubricant charges and landing fees. (9) Maintain liaison with county offices to promote implementation of appropriate land use controls affecting the airport. (10) Initiate timely actions with both the Federal Aviation Administration, state department of aviation and the state corporation commission, division of aeronautics, to provide priority support to proposed improvement or expansion of the airport. (11) Conduct public surveys and meetings, as appropriate, to aid in planning improvements and acquiring public support for the airport. (Ord. No. 2008-0-17, § XXIV(art. VII(2.88)), 6-24-2008) 4 Item a. Sec. 2-223. - Leesburg Executive Airport Commission. (a) (a) Recreated and reestablished. The Leesburg Executive Airport Commission is hereby recreated and reestablished. (b) (b) Commission duties. The Leesburg Executive Airport Commission oversees rules provides recommendations and regulations at the advice to the town council regarding the operation of the town executive airport. as promulgated by the airport director. The commission makes recommendations commission’s role is to serve in an advisory capacity to the town council and to the airport director to ensurein the development of an effective and efficient administration of the airport. (c) (c) Membership. Membership, exclusive Exclusive of the rules outlined in division 1 of this article, membership on the executive airport commission may consist of town residents, town property owners, town business owners, or anyone employed in the town. An additional member shall beshall be comprised as follows: i.One resident who has no business connection with the Leesburg Airport from anyof the following Town of Leesburg neighborhoods that surround or are adjacent to the airport: Evergreen Meadows, Oaklawn, Stratford, Turner Wilson, Beauregard Estates, Beauregard Heights, Tavistock Farms, or Kincaid Forest; ii.Four licensed pilots with airplanes based at the Leesburg Airport that have nobusiness or personal affiliation with the flight schools or the Fixed Based Operator(s) located at the Leesburg Airport; iii.Two persons with experience in commercial business operations unaffiliated withthe Leesburg Airport and without the requirement of aviation business experience; These two persons may either be a town resident and/or have a business located in the town corporate limits; iv.One representative from each of the Fixed Based Operators authorized to dobusiness at the Leesburg Executive Airport, each of which shall be non-voting as ex-officio commission members. v.The flight schools located at the Leesburg Executive Airport may select one person to represent their mutual interest on the commission as a non-voting, ex-officio commission member; and vi.One member appointed by the county board of supervisors to serve a two-year term and shall serve as the liaison to the county board of supervisors. , who shall be non- voting as an ex-officio commission member. (d) Each of the members identified in items (c)(i), (c)(ii) and (c)(iii) above shall be appointed by the members of the Town Council, each Council member to appoint one of the commission members. (d) Additional powers and duties. The following shall be additional powers and duties of the executive airport commission: Style Definition ... Formatted: Font: Times New Roman, 12 pt, Bold Formatted: Justified Formatted: Section start: New page Formatted: Font: Times New Roman, Bold Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted ... Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted ... Formatted ... Formatted: List Paragraph, Justified, Numbered + Level: 2 + Numbering Style: i, ii, iii, … + Start at: 1 + Alignment: Right + Aligned at: 0.75" + Indent at: 1" Formatted ... Formatted: List Paragraph, Justified, Numbered + Level: 1 + Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" Formatted ... Proposed Changes to Town Code Section 2-223 Showing Revisions 5 Item a. (1) (1) Review allMakes recommendations to the airport manager, town manager, and the town council, as applicable, regarding requests for services, leases, and proposals for airport developments originated with or directed by the commission, and refer the commission's recommendations to the town manager for implementation or to the town council if required by law. (2) (2) Maintain a continuous oversight and review of theMake recommendations regarding airport rules and regulations and make recommendations from time to time to the town manager for proposed amendment of as promulgated by the airport rules and regulations and to the director for the effective and efficient administration of the airport rules and regulations. (3) (3) Prepare and maintainMake recommendations regarding a capital improvement plan for development of the airport. as promulgated by the airport director. (4) (4) Make recommendations concerning the adoption of additional rules or amendment of existing rules governing operations at the airport as are necessary and appropriate. as promulgated by the airport director. (5) (5) Review the budget as proposed by the airport director and make recommendations to the town manager and town council of proposed annual budgets for airport improvements and operations. (6) (6) Make recommendations to the town council on development and utilization of land and commercial operations at the airport, including leases thereof. as promulgated by the airport director. (7) (7) Perform such duties and have such powers as prescribed byMake recommendations to the town council on the airport rules and regulations. as promulgated by the airport director. (8) (8) Make recommendations to the town council to establish rates of charge for services provided by the department, such as aircraft tiedown, hangar and other rents, fuel and lubricant charges, and landing fees. as promulgated by the airport director. (9) (9) Maintain liaison with county officesMake recommendations to promotethe town council regarding implementation of appropriate land use controls affecting the airport. as promulgated by the airport director. (10) (10) Initiate timelyMake recommendations to the town council regarding actions with both the Federal Aviation Administration, state department of aviation and the state corporation commission, division of aeronautics, to providepromote priority support to proposed improvement or expansion of the airport. as promulgated by the airport director. (11) Conduct public surveys and meetings, as appropriate, to aid in planning improvements and acquiring public support for the airport. (11) (Ord. No. 2008-0-17, § XXIV(art. VII(2.88)), 6-24-2008) in coordination with the airport director. 6 Item a. PROPOSED CHANGES TO TOWN CODE SECTION 2-223 CLEAN VERSION WITHOUT EDITS SHOWING Sec. 2-223. - Leesburg Executive Airport Commission. (a) Recreated and reestablished. The Leesburg Executive Airport Commission is hereby recreated and reestablished. (b) Commission duties. The Leesburg Executive Airport Commission provides recommendations and advice to the town council regarding the operation of the town executive airport as promulgated by the airport director. The commission’s role is to serve in an advisory capacity to the town council and to the airport director in the development of an effective and efficient administration of the airport. (c) Membership. Exclusive of the rules outlined in division 1 of this article, membership on the executive airport commission shall be comprised as follows: i. One resident who has no business connection with the Leesburg Airport from any of the following Town of Leesburg neighborhoods that surround or are adjacent to the airport: Evergreen Meadows, Oaklawn, Stratford, Turner Wilson, Beauregard Estates, Beauregard Heights, Tavistock Farms, or Kincaid Forest; ii. Four licensed pilots with airplanes based at the Leesburg Airport that have no business or personal affiliation with the flight schools or the Fixed Based Operator(s) located at the Leesburg Airport; iii. Two persons with experience in commercial business operations unaffiliated with the Leesburg Airport and without the requirement of aviation business experience; These two persons may either be a town resident and/or have a business located in the town corporate limits; iv. One representative from each of the Fixed Based Operators authorized to do business at the Leesburg Executive Airport, each of which shall be non-voting as ex-officio commission members. v. The flight schools located at the Leesburg Executive Airport may select one person to represent their mutual interest on the commission as a non-voting, ex-officio commission member; and vi. One member appointed by the county board of supervisors to serve a two-year term and shall serve as the liaison to the county board of supervisors, who shall be non- voting as an ex-officio commission member. Each of the members identified in items (c)(i), (c)(ii) and (c)(iii) above shall be appointed by the members of the Town Council, each Council member to appoint one of the commission members. (d) Additional powers and duties. The following shall be additional duties of the executive airport commission: 7 Item a. (1) Makes recommendations to the airport manager, town manager, and the town council, as applicable, regarding requests for services, leases, and proposals for airport developments, and refer the commission's recommendations to the town manager for implementation or to the town council if required by law. (2) Make recommendations regarding airport rules and regulations as promulgated by the airport director for the effective and efficient administration of the airport rules and regulations. (3) Make recommendations regarding a capital improvement plan for development of the airport as promulgated by the airport director. (4) Make recommendations concerning the adoption of additional rules or amendment of existing rules governing operations at the airport as are necessary and appropriate as promulgated by the airport director. (5) Review the budget as proposed by the airport director and make recommendations to the town manager and town council of proposed annual budgets for airport improvements and operations. (6) Make recommendations to the town council on development and utilization of land and commercial operations at the airport, including leases thereof as promulgated by the airport director. (7) Make recommendations to the town council on the airport rules and regulations as promulgated by the airport director. (8) Make recommendations to the town council to establish rates of charge for services provided by the department, such as aircraft tiedown, hangar and other rents, fuel and lubricant charges, and landing fees as promulgated by the airport director. (9) Make recommendations to the town council regarding implementation of appropriate land use controls affecting the airport as promulgated by the airport director. (10) Make recommendations to the town council regarding actions with both the Federal Aviation Administration, state department of aviation and the state corporation commission, division of aeronautics, to promote priority support to proposed improvement or expansion of the airport as promulgated by the airport director. (11) Conduct public surveys and meetings, as appropriate, to aid in planning improvements and acquiring public support for the airport in coordination with the airport director. 8 Item a. ARTICLE V. - BOARDS AND COMMISSIONS DIVISION 1. - GENERALLY Sec. 2-193. - Membership. (a) Unless specifically noted, each board and commission shall consist of seven members who shall be residents of the town or town business owners (as allowed by law) and appointed by the town council. (b) The term of board and commission members, unless specifically noted, shall be for four years, if nominated by a councilmember, or two years, if nominated by the mayor, and such member shall continue on the board or commission until a replacement is appointed by council. If a councilmember resigns or vacates his/her seat for any reason, the appointed board or commission member shall remain through his/her original appointing councilmember's term. (c) An appointment to fill a vacancy shall be for the unexpired term. (d) In all cases, except as specified in the State Code, at least four members of any board or commission shall be residents of the town. (e) Unless specifically noted, a person may not be a member of more than one board, commission, or committee at the same time. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(a)), 6-24-2008; Ord. No. 2010-O-015, § I, 6-22- 2010; Ord. No. 2014-O-012 , 4-22-2014; Ord. No. 2018-O-007 , § I, 2-13-2018) Sec. 2-194. - Appointment process. With the exception of the board of architectural review, the following procedure shall apply to appointment of individuals to the town boards and commissions. (1) In the event of a vacancy, inclusive of the conclusion of regular terms, the clerk of town council shall advertise such vacancies. Submitted letters of interest and/or qualifications shall be forwarded to town council. (2) Reserved. (3) After general elections, each newly elected or re-elected councilmember, including the mayor, nominates one person to each board or commission to fill vacancies. (4) The town council shall vote to approve or disapprove the selection. (5) Board members and commission members shall serve at the pleasure of the town council, except for members of the planning commission who pursuant to state law may only be removed for malfeasance and/or nonfeasance. The following apply to all boards and commissions including the board of architectural review: (6) Should a vacancy occur, the council member who nominated that individual submits a replacement nominee. (7) Should a vacancy exist for more than 60 days, either at the expiration of a term or prior to the end of a term, the town council may accept replacement nominations from any council member. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(b)), 6-24-2008; Ord. No. 2010-O-015, § II, 6-22-2010; Ord. No. 2018-O-007 , § I, 2-13-2018) Sec. 2-195. - Duties. 9 Item a. (a) The board/commission shall elect its chair annually. The commission shall elect annually the officers it deems necessary. Elections are encouraged to occur between January and March. (b) The chair shall report any attendance problems to the town council, which has the authority to require a member to resign. Attendance problems include, but are not limited to, if the member is absent from three consecutive meetings, or is absent from any four meetings within any 12-month period. (c) The board/commission shall meet monthly, and may meet as necessary upon the call of the chair or two or more members. Unless otherwise noted, failure to attend additional meetings called by the chair or at least two members shall not count against the monthly requirement. (d) The board/commission shall provide at least annually a report to the town council on the activities and accomplishments of the board/commission. (e) The board/commission shall adopt rules/bylaws governing the conduct of its business and meetings. (f) The board/commission shall be knowledgeable of the requirements of the State Freedom of Information Act (Code of Virginia, § 2.2-3700 et seq.), State and Local Government Conflict of Interests Act (Code of Virginia, § 2.2-3100 et seq.) requirements, and the town's board and commission handbook. (g) Unless otherwise noted, all actions of boards and commissions shall be subject to town council approval. (h) The chair, or his designee, shall provide to the clerk of town council key events/actions from each meeting which shall be provided to town council in a summary format monthly reporting on board and commission activities. (i) The board/commission shall assist in and carry out such other duties as may be assigned by the town council. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(c)), 6-24-2008; Ord. No. 2014-O-012 , 4-22-2014; Ord. No. 2018-O-007 , § I, 2-13-2018; Ord. No. 2019-O-013 , § I, 6-11-2019) Sec. 2-196. - General meeting requirements. (a) A majority of the voting members of the board or commission shall constitute a quorum. The majority of votes necessary to take action or to transact business shall be a majority of those present and voting. (b) Meetings shall be open to the public under the State Freedom of Information Act (Code of Virginia, § 2.2-3700 et seq.). (c) Unless otherwise noted, all actions of boards and commissions shall be subject to town council approval. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(d)), 6-24-2008) Sec. 2-197. - Compensation. (a) Compensation for the mayor and councilmembers, after July 1, 2013, shall be $16,200.00 and $15,600.00 per annum, respectively, payable in equal monthly installments. (b) Unless specifically noted, compensation for the chair and members of boards and commissions, exclusive of the councilmanic liaison, shall be $1,350.00 and $1,200.00 per annum, payable in equal monthly installments. 10 Item a. (c) To be compensated, every board and commission member must present themselves with proper identification to the appropriate town department and must complete and submit all federal and state payroll tax witholding forms, as required by law. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(e)), 6-24-2008; Ord. No. 2013-O-011, § I, 5-14-2013; Ord. No. 2013-O-017 , § I, 11-26-2013; Ord. No. 2014-O-012 , 4-22-2014) Editor's note— Ord. No. 2013-O-011, adopted May 14, 2013, shall be effective July 1, 2013. Sec. 2-198. - Councilmanic liaison. (a) At the biannual organizational meeting of the council, members may nominate a liaison to each board and commission. (b) The role of the councilmanic liaison shall be as follows: (1) Councilmanic liaisons are non-voting members who provide a link between the board or commission and the town council. (2) Councilmanic liaisons serve as resources for relating relevant town council actions to the board or commission and for sharing relevant board or commission matters to the town council. (3) Councilmanic liaisons are encouraged to attend advisory group meetings and/or communicate regularly with group members and remain current on all activities of the advisory group so that they can be accessible to members or provide information on behalf of the town council. (Ord. No. 2008-0-17, § XXIV(art. VII(2.87)(f)), 6-24-2008; Ord. No. 2010-O-015, § III, 6-22-2010; Ord. No. 2014-O-012 , 4-22-2014; Ord. No. 2018-O-007 , § I, 2-13-2018) Secs. 2-199—2-219. - Reserved. DIVISION 2. - SPECIFIC BOARDS AND COMMISSIONS Sec. 2-220. - Leesburg Board of Architectural Review. (a) Recreated and reestablished. The Leesburg Board of Architectural Review is hereby recreated and reestablished. (b) Purpose. The purpose of the Leesburg Board of Architectural Review shall be to administer the provisions of the zoning ordinance relating to historic districts and to advise the town council in its efforts to preserve and protect historic structures and sites within the town. (c) Compensation. (1) Compensation of the chair of the Leesburg Board of Architectural Review shall be $3,750.00 per annum, payable in equal monthly installments. (2) Compensation of members of the Leesburg Board of Architectural Review, exclusive of the councilmanic appointment, shall be $3,600.00 per annum, payable in equal monthly installments. (Ord. No. 2008-0-17, § XXIV(art. VII(2.90)), 6-24-2008; Ord. No. 2013-O-011, § I, 5-14-2013) Editor's note— Ord. No. 2013-O-011, adopted May 14, 2013, shall be effective July 1, 2013. Sec. 2-221. - Leesburg Economic Development Commission. 11 Item a. (a) Recreated and reestablished. The Leesburg Economic Development Commission is hereby recreated and reestablished. (b) Duties. The Leesburg Economic Development Commission's mission is to foster the economic vitality and stability of the town. The commission works to retain/expand existing businesses, attract/recruit new businesses, to review the town's regulations and procedures as they relate to economic development, and enhance economic activities that will benefit local businesses and residents. (c) Membership. Membership, exclusive of the rules outlined in division 1 of this article, may consist of town residents, town property owners, town business owners, or anyone employed inside the town. At least four members shall be town residents. (d) Additional powers and duties. (1) To work with all organizations impacting economic development in the Greater Leesburg Area. (2) To help review and recommend to council all proposals that affect economic development requiring council action. (3) To offer guidance in developing and/or updating annually comprehensive economic development businesses plan (short/intermediate/long range with targeted and measurable goals, objectives and strategies; subject to council approval) and assist with implementation. (4) To make specific policy recommendations to the council pertaining to economic development. (5) To assist in reviewing proposed annual budgets for town expenditures related to economic development and making budgetary recommendations to the council. (6) To help identify and pursue sources of public and private grant funds for local economic development initiatives. (7) To publicize the economic development program to gain acceptance in the community. (8) To assist in the development of an effective communication effort between the town government and the private business community. (9) To help identify possible improvements in community services and infrastructure, both public and private, which enhance economic development. (10) To recommend policies and practices for the retention and expansion of existing businesses. (11) To assist in the promotion of economic development through close coordination with the County's economic development activities and statewide initiatives. (12) To assist in the promotion of tourism through close coordination with the tourism efforts in the town, county and statewide initiatives. (Ord. No. 2008-0-17, § XXIV(art. VII(2.93)), 6-24-2008; Ord. No. 2015-O-012 , § I, 6-23-2015; Ord. No. 2018-O-007 , § I, 2-13-2018) Sec. 2-222. - Leesburg Environmental Advisory Commission. (a) Recreated and reestablished. The Leesburg Environmental Advisory Commission is hereby recreated and reestablished. (b) Duties. The Leesburg Environmental Advisory Commission's mission is to promote and protect the environmental interests of the town. The Environmental Advisory Commission reviews town planning and policy documents as they relate to the environment, conducts an annual environmental awards program, and advises the town council on town environmental concerns. (c) Additional powers and duties. The following shall be additional powers and duties of the Leesburg Environmental Advisory Commission: 12 Item a. (1) To review significant town planning and policy documents periodically and provide recommendations on updating its environmental element as needed. (2) To identify and pursue sources of funds for implementation of the commission's goals. (3) To administer an annual environmental awards program for conservation and beautification projects and other environmentally responsible efforts, encouraging business and citizen participation. (4) At the request of the planning commission concurrently review plans for development (e.g., rezoning or special exception plans) for potential environmental impacts and provide comment to the planning commission for incorporation within the planning commission's comments on the plans. (5) To internally conduct or recommend to the town council commissioning of studies that address the town's environmental concerns. (6) To interface with representatives of the town and/or neighboring jurisdictions to collect information on environmental issues of interest to the town. (7) To initiate, facilitate, plan, direct and/or coordinate community-wide efforts that are supportive of the commission's goals. Such efforts may include coordination with local volunteer, private, and government organizations. (8) To otherwise promote public interest in the general improvement of the environment. (Ord. No. 2008-0-17, § XXIV(art. VII(2.94)), 6-24-2008) Sec. 2-223. - Leesburg Executive Airport Commission. (a) Recreated and reestablished. The Leesburg Executive Airport Commission is hereby recreated and reestablished. (b) Commission duties. The Leesburg Executive Airport Commission oversees rules and regulations at the town executive airport. The commission makes recommendations to the town council and the airport director to ensure effective and efficient administration of the airport. (c) Membership. Membership, exclusive of the rules outlined in division 1 of this article, membership on the executive airport commission may consist of town residents, town property owners, town business owners, or anyone employed in the town. An additional member shall be appointed by the county board of supervisors to serve a two-year term and shall serve as the liaison to the county board of supervisors. (d) Additional powers and duties. The following shall be additional powers and duties of the executive airport commission: (1) Review all requests for services, leases and proposals for airport developments originated with or directed by the commission, and refer the commission's recommendations to the town manager for implementation or to the town council if required by law. (2) Maintain a continuous oversight and review of the airport rules and regulations and make recommendations from time to time to the town manager for proposed amendment of the airport rules and regulations and to the director for the effective and efficient administration of the airport rules and regulations. (3) Prepare and maintain a capital improvement plan for development of the airport. (4) Make recommendations concerning the adoption of rules governing operations at the airport as are necessary and appropriate. (5) Review and make recommendations to the town council of proposed annual budgets for airport improvements and operations. 13 Item a. (6) Make recommendations to the town council on development and utilization of land and commercial operations at the airport, including leases thereof. (7) Perform such duties and have such powers as prescribed by the airport rules and regulations. (8) Make recommendations to establish rates of charge for services provided by the department, such as aircraft tiedown, hangar and other rents, fuel and lubricant charges and landing fees. (9) Maintain liaison with county offices to promote implementation of appropriate land use controls affecting the airport. (10) Initiate timely actions with both the Federal Aviation Administration, state department of aviation and the state corporation commission, division of aeronautics, to provide priority support to proposed improvement or expansion of the airport. (11) Conduct public surveys and meetings, as appropriate, to aid in planning improvements and acquiring public support for the airport. (Ord. No. 2008-0-17, § XXIV(art. VII(2.88)), 6-24-2008) Sec. 2-224. - Thomas Balch Library Commission. (a) Recreated and reestablished. The Thomas Balch Library Commission is hereby recreated and reestablished. (b) Duties. The Thomas Balch Library Commission serves as advisors to the library director on collection development and policies and report to town council about their activities. It helps publicize Thomas Balch Library, sponsor the Annual Loudoun History Awards, and work with Friends of the Thomas Balch Library, Inc., to promote and support programs and collections. (c) Membership. Membership, exclusive of the rules outlined in division 1 of this article, membership may consist of anyone with a stated interest in the Thomas Balch Library. The town council shall also appoint a member of the board of supervisors as a member of the Thomas Balch Library Commission whose term shall correspond to the official tenure of office as supervisor. The Thomas Balch Library Commission shall consist of seven members, and not less than four members shall be residents of the town. (d) Additional powers and duties. The following shall be additional powers and duties of the Thomas Balch Library Commission: (1) To assist in marketing the Thomas Balch Library. (2) To encourage and coordinate efforts of private fundraising, donations to the collection, completeness and protection of the collection, and effectiveness of the facility. (Ord. No. 2008-0-17, § XXIV(art. VII(2.89)), 6-24-2008) Sec. 2-225. - Leesburg Parks and Recreation Commission. (a) Recreated and reestablished. The Leesburg Parks and Recreation Commission is hereby recreated and reestablished. (b) Duties. The Leesburg Parks and Recreation Commission advises the town council on the acquisition, development, funding and programming of the parks and recreation system throughout the town. The commission also encourages public support of the town's parks and recreational activities, events, programs and facilities. (c) Additional powers and duties. The following shall be additional powers and duties of the Leesburg Parks and Recreation Commission: 14 Item a. (1) To make general policy recommendations to the town council with respect to the acquisition, development, funding and programming of a parks and recreation system throughout the town. (2) To advise the town council with respect to the acceptance of any grant, gift, bequest or donation of real property offered or made available for public recreation purposes. (3) To identify and pursue sources of funds, grants, gifts and donations for parks and recreation activities and facilities. (4) To advise the town manager with respect to annual proposed funding for parks and recreation facilities and activities submitted to the town council. (5) To promote parks and recreation activities, special events, and programs. (6) To serve as liaison between the town council and board of supervisors to ensure that Leesburg residents receive county recreation facilities and services comparable with the level of need and services made available to other parts of the county. (7) To remain acutely aware of the latest developments and trends in parks and recreation development and service delivery. (Ord. No. 2008-0-17, § XXIV(art. VII(2.95)), 6-24-2008; Ord. No. 2014-O-012 , 4-22-2014) Sec. 2-226. - Leesburg Planning Commission. (a) Recreated and reestablished. The Leesburg Planning Commission is hereby recreated and reestablished pursuant to the provisions of Code of Virginia, § 15.2-2210. (b) Duties. The Leesburg Planning Commission shall advise the town council on all matters relating to the orderly growth and development of the town. Additional information relating to the role and powers of the Leesburg Planning Commission are covered in zoning ordinance section 2.2. (c) Membership. All members of the Leesburg Planning Commission shall be residents of the town, with the majority being property owners. All members are strongly encouraged to complete the Virginia Certified Planning Commissioner course within 18 months of their appointment, if not already certified. (d) Compensation. (1) Compensation of the chair of the Leesburg Planning Commission shall be $3,750.00 per annum, payable in equal monthly installments. (2) Compensation of members of the Leesburg Planning Commission, exclusive of the councilmanic appointment, shall be $3,600.00 per annum, payable in equal monthly installments. (3) Members of the Leesburg Planning Commission shall be reimbursed for actual expenses incurred in the exercise of their duties. (e) Additional powers and duties. Additional powers and duties of the planning commission are outlined in section 2.2.3 of the zoning ordinance. (Ord. No. 2008-0-17, § XXIV(art. VII(2.96)), 6-24-2008; Ord. No. 2013-O-011, § I, 5-14-2013) Editor's note— Ord. No. 2013-O-011, adopted May 14, 2013, shall be effective July 1, 2013. State Law reference— Planning commissions, Code of Virginia, § 15.2-2210. Sec. 2-227. - Leesburg Commission on Public Art. 15 Item a. (a) Recreated and reestablished. The Leesburg Commission on Public Art is hereby recreated and reestablished. (b) Duties. The Leesburg Commission on Public Art serves to support the development of a public art program and the expansion of public access to and participation in the arts, in the town and as an advisory body for the public art in the town. (c) Additional powers and duties. The following shall be additional powers and duties of the Leesburg Commission on Public Art: (1) To advise the town council concerning appropriate policies that will strengthen the arts and further public access to public art with the ultimate approval of a public art project resting with the town council; (2) Administration of all activities concerning public art which are not conducted as part of a regularly scheduled town program, including: a. To recommend and periodically review criteria and standards for grant applications for town funds and accountability for the use of such funds; and b. To recommend allocation to particular arts activities from such funds as may be appropriated from time to time by the town council for such purpose; (3) To seek national, state and private support on behalf of the arts in the town. (Ord. No. 2008-0-17, § XXIV(art. VII(2.92)), 6-24-2008) Sec. 2-228. - Leesburg Technology and Communications Commission. (a) Created and established. The Leesburg Technology and Communications Commission is hereby established and created. (b) Powers and duties. The Leesburg Technology and Communications Commission makes recommendations to the town council for the efficient, economical, and productive use of technology and telecommunications for the town's residents and businesses. (c) Additional powers and duties. The following shall be additional powers and duties of the Leesburg Technology and Communications Commission: (1) To make recommendations regarding the operation, staffing, maintenance, capital improvements and funding of the department of information technology. (2) To develop and maintain a town technology plan including recommendations on the utilization and enhancements to the town's public communications media, especially utilizing cell phones, the internet, and other public computer-based technologies. (Ord. No. 2008-0-17, § XXIV(art. VII(2.99)), 6-24-2008; Ord. No. 2014-O-012 , 4-22-2014; Ord. No. 2015-O-012 , § I, 6-23-2015) Sec. 2-229. - Leesburg Tree Commission. (a) Recreated and reestablished. The Leesburg Tree Commission is hereby recreated and reestablished. (b) Duties. The Leesburg Tree Commission vision is to provide leadership to enhance, expand and preserve the tree canopy for the benefit of the community. The commission is dedicated to promoting tree preservation and planting within the town, providing a healthy, diverse tree canopy, and ensuring an aesthetic quality of life for all citizens. (c) Additional powers and duties. 16 Item a. (1) The Leesburg Tree Commission shall recommend tree preservation and enhancement ordinances. (2) The Leesburg Tree Commission shall disseminate technical information for professional groups and developers, and shall strive to inform the general public of the community need for tree preservation. (3) The Leesburg Tree Commission shall advise the town council in the development and maintenance of the policies, standards and guidelines of the town code and zoning ordinance which will provide guidance for persons involved in planting, preserving, protecting or replacing trees (tree management program). (4) The Leesburg Tree Commission shall act as an advocate group to increase the tree canopy in the community by assisting in coordinating the efforts of the town council and private groups such as homeowner's associations. (5) The Leesburg Tree Commission shall promote programs that educate citizens about trees and their benefits and assist in choosing appropriate trees and sites for planting. (6) The Leesburg Tree Commission shall develop a capital tree management program for the public and private sector. (Ord. No. 2008-0-17, § XXIV(art. VII(2.97)), 6-24-2008) Sec. 2-230. - Reserved. Editor's note— Ord. No. 2018-O-007 , § II, adopted Feb. 13, 2018, repealed § 2-230, which pertained to Leesburg Utility Rate Advisory Committee and derived from Ord. No. 2008-0-17, § XXIV(art. VII(2.98)), adopted June 24, 2008 and Ord. No. 2011-O-006, § I, adopted March 8, 2011. Sec. 2-231. - Leesburg Board of Zoning Appeals. (a) Recreated and reestablished. The Leesburg Board of Zoning Appeals is hereby recreated and reestablished. (b) Compensation. Compensation of members of Leesburg Board of Zoning Appeals shall be $100.00 per meeting attended. (c) Membership; powers; and duties. All aspects of the membership, powers, duties, and authority of the Leesburg Board of Zoning Appeals are outlined in Zoning Ordinance Section 2.4. (Ord. No. 2008-0-17, § XXIV(art. VII(2.91)), 6-24-2008) State Law reference— Board of zoning appeals, Code of Virginia, § 15.2-2308 et seq. Sec. 2-232. - Leesburg Standing Residential Traffic Committee. (a) Duties. The Standing Residential Traffic Committee serves to provide recommendations to the town council for residential traffic calming, pedestrian safety, and other issues regarding traffic and transportation. (b) Compensation. Members of the Leesburg Standing Residential Traffic Committee shall not receive compensation. 17 Item a. (c) Members. In addition to seven appointed members as outlined in division 1 of this article, the Standing Residential Traffic Committee shall have five additional members, including one each from the Leesburg Department of Public Works, Leesburg Police Department, Loudoun County Fire and Rescue, Leesburg Planning Commission, and a town planner, nominated by their respective organizations. No person may serve as more than one representative at one time. The town council shall ensure that all town quadrants are represented among town representatives on the committee. All town representatives shall be town residents. (d) Additional powers and duties. The following shall be additional powers and duties of the Standing Residential Traffic Committee; (1) Evaluate traffic calming requests and issues forwarded by town staff. (2) Determine, when needed, the level of resident support for proposed traffic calming projects. (3) Forward recommendations on residential traffic management to the town council. (4) Respond to other requests for recommendations on traffic or transportation issues referred to the committee by the town council. (Ord. No. 2014-O-012 , 4-22-2014) Sec. 2-233. - Leesburg Diversity Commission. (a) Established. The Leesburg Diversity Commission is hereby created and established. (b) Duties. The Leesburg Diversity Commission's mission is to help foster diversity and inclusion within the community at large. (c) Additional powers and duties. The following shall be additional powers and duties of the Leesburg Diversity Commission: (1) To make recommendations to the town council that potentially enhance the Town of Leesburg government's ability to communicate with and to deliver services more effectively to minority residents and business owners within the town; (2) To work with the Leesburg Economic Development Commission and town staff on a regular outreach effort to the minority business community in order to increase awareness of town services, and to understand potential opportunities to do business with the town; (3) To make recommendations to the town council that provide the Town of Leesburg with the opportunity to enhance and celebrate the town's diverse community; (4) The duties of the Commission shall not include discussion of any individual employment action or information or the investigation, examination or analysis of hiring practices by town staff. (Ord. No. 2015-O-006 , § I, 3-10-2015) Secs. 2-234—2-273. - Reserved. 18 Item a. Leesburg Executive Airport Commission 1001 Sycolin Road SE, Suite 7 ■ Leesburg, Virginia ■ 20175 ■ 703-737-7125 ■ www.leesburgva.gov/airport Hometown of the 21st Century To: Mayor Kelly Burk and Members of Council From: Leesburg Executive Airport Commission Subject: Proposed amendments to the Airport Commission structure Date: January 21, 2021 Dear Madame Mayor and Members of Council, At a special meeting held on January 20th, the Airport Commission met to collectively discuss and provide Council its recommendation regarding the proposed Town Code amendments to the duties and membership of the Commission. The consensus of the Commission is that, based on a multi-decade track record of the Airport Commission working harmoniously with the Council and Staff, additional time and resources, as well as public input, are needed in order to properly address these proposed changes. Historically, the Commission has worked successfully to grow and develop the airport, so major changes should be carefully studied to elaborate on the purpose for the changes, the problems that changes are focused on, and how these changes will affect the businesses and customers of the airport. It is also the sense of the Commission that changes should be made in consonance with the upcoming Town Plan, taking into consideration the Town’s desires for the appropriate roles of all Commissions in the future. The Mayor has also opined that the question of an Airport Authority should be considered, and the Airport Commission concurs with that sentiment. As the airport grows, and additional developments are considered, a closer study of the benefits and costs of an independent Airport Authority is in the Town’s best interest and should be completed before making any changes to the current structure. The Airport Commission recommends the following: - Defer action on the current proposal. - Assign a working group consisting of members of the Town Council, Staff, and the Airport Commission to establish: 1. A mission statement and objective for the airport that coincides with the new town plan. 19 Item a. Leesburg Executive Airport Commission 1001 Sycolin Road SE, Suite 7 ■ Leesburg, Virginia ■ 20175 ■ 703-737-7125 ■ www.leesburgva.gov/airport Hometown of the 21st Century 2. Gather inputs from the various segments of the airport, business, and residential communities. 3. Provide opportunities for multiple business stakeholders at the Airport to have input. 4. Research the applicability of an independent Airport Authority. - Report back to the Town Council with recommendations for the items above. The Commission looks forward to supporting the Council in its efforts to develop and improve the Leesburg Executive Airport. The Airport Commission has spent the better part of four decades bringing the Airport to the executive status it enjoys today, and we look forward to doing the same in the future. Sincerely, Dennis B. Boykin IV, Chair Leesburg Executive Airport Commission 20 Item a. 1 TREE COMMISSION TO: Mayor Kelly Burk Members of Leesburg Town Council FROM: Earl W. Hower, Chair, Tree Commission SUBJECT: Status of Tree and Environmental Advisory Commissions DATE: January 22, 2021 Please note that the Leesburg Tree Commission recommends that the Town Council maintain the Tree Commission and the Environmental Advisory Commission (EAC) as separate commissions with their respective duties and powers. In December 2020, I learned that the members of the Town Council had discussed and once again considered enacting an ordinance to amend the Town Code in order to recreate and reestablish the Environmental Advisory Commission and Tree Commission as a single entity. At the invitation of the Environmental Advisory Commission’s Chair, Jennifer Chu, I attended their January 5, 2021 meeting to help explore the implications of consolidating the two commissions. During this public session, I presented the historical background, mission and objectives of the Tree Commission. In addition, I further provided an overview of this commission’s many previous activities and accomplishments (since 1995) and planned current and future projects. While at a quick glance, one could recognize that the work of these two commissions are, to some degree, both related to protecting and promoting the natural resources of the Town. Yet, the respective duties 21 Item a. 2 and powers of the Tree Commission and Environmental Advisory Commission are very specific and generally do not overlap. While the Tree Commission advises the Town Council “to enhance, expand and preserve the tree canopy in the Town of Leesburg for the benefit of the community,” the Environmental Advisory Commission’s advisory role includes many other environmental issues—including litter and recycling issues, energy and water conservation and the use of pesticide and herbicide with in the Town limits. In fact, it was the Environmental Advisory Commission’s strong recommendation to Council to form a separate Tree Commission in 1994, because tree canopy issues required more focus attention by specialized, trained residents to provide advice to Council and staff. At our January 19, 2021 meeting, and after reviewing the missions of each commission and discussing the proposed commission merger, the Tree Commission voted (6-0-1) to recommend to the Town Council to retain the Tree Commission and Environmental Advisory Commission as two separate commissions. Thank you in advance for your consideration, and we look forward to continuing to serve the Town of Leesburg. CC: Town Council CC: Kaj Dentler, Town Manager CC: Chris Spera, Town Attorney CC: Eileen Boeing, Clerk of Council CC: Renée LaFollette, Director, Public Works and Capital Projects CC: G. Tyler Wright, Urban Forester and Liaison, Public Works and Capital Projects 22 Item a. Date of Council Work Session: February 8, 2021 TOWN OF LEESBURG TOWN COUNCIL WORK SESSION Subject: Review of Town Council’s Ethics Policy Staff Contact: Christopher P. Spera, Town Attorney Council Action Requested: Not applicable. Work session discussion only at this time. Staff Recommendation: Not applicable at this time. For purposes of discussion, the Council should be aware that the current ethics policy omits elements that are relatively common such as a conduct and decorum policy, and a disciplinary process. Another observation for discussion purposes is to consider a change from a “statutory” format to plain language. Commission Recommendation: Not applicable. Fiscal Impact: None. Work Plan Impact: None. Executive Summary: At their July 28, 2020 meeting, Council requested a discussion on its Code of Ethics policy at their October 5, 2020 work session with the newly hired Town Attorney. The delay in discussion by Council was intended to provide Mr. Spera who started as the Town Attorney effective August 17, 2020 adequate time to review the current ethics policy. At their October 5, 2020 meeting, Council deferred this item to the in-coming Council who confirmed their intent to discuss this topic at their January 12, 2021 meeting per Resolution No. 2021-014. See Attachment #5. Background: Council initially adopted an ethics policy in 1996 (Resolution No. 96-212) and amended that policy twice, first in 2004 (Resolution No. 2004-182), and again in 2009 (Resolution No. 2009-144). Council subsequently approved Resolution No. 2019-131 in September of 2019 directing the Town Attorney to propose an updated ethics policy ensuring compliance with state law including a code of conduct and disciplinary process. Attachments: 1. Resolution No. 96-212 2. Resolution No. 2004-182 3. Resolution No. 2009-144 4. Resolution No. 2019-131 5. Resolution No. 2021-014 23 Item b. The Toum of Leesbt1rg, 1Virginia -, ( v p ··· "1 PHESBNTED October B, ·1-2:2L RESOLU'.i'.lON\~.:?:c/96•212 ) I ADOPTED. __ o_e_to_h_e_r_8~:,~1~99~6~.- ,. ~ ·r I A IfDSOLUT10N: ADOtfTINtl AN &W.l\JT.@.~ POLICY FOR TOWN COUNCJL WHEREAS,· 11ie Pet·sonnC! Commltice has recommended !he adoption of an Etlifcfs Policy as guidailce for To\titl Council; mid WHEllEAS, ;11its Odober 1, 1996 mee!iiig, thE Adi11infstration .a1)d P\tbllc Works Conu\linee rccommcmicd 11cloptfon by the foll Councll. THEREFORE, :rrnsCJLVED by the 0Hm.cll of tho Town of Leesburg in Vil'glnia as follows: 'fhc a llachcd <loctiment ls hereby c\tloptetl as ihe l'lffkilil .&11\i~.li Polky ·of The To,vr1 CouiiciL PASSED this 8th ATTEST: ' ·r October 1·99r.· <•ity o ~· --~~~--~-~~· .... ti:. 1 mes B, Cleri1, Mayor · 01vn of Lccs1111rg ~ /2.111,;JCli,,J Clerk of Cot1ncJI I · R:cihcpol.res 24 Item b. The Town of Leesburg, 1Virginia ETHICS POLICY I. Council Activities Reporting. I A. Council members shall disclose any meeting with an individual or group with an active <1pplication, bid or proposal before the town, where a discussion relating to such application, bid or proposal took place. B. Council members shall disclose any event attended where such event was paid for by an individunl or group with an active application, bid or proposal before the town. n. Council Correspondence. A. The use of official town stationery or letterhead by Council or Mayor shall be restricted to officinl correspondence directed by the majority of the Town Council except as set forth below. 1. Councilmembcrs shall have the authority to correspond on behalf of the Council .for ceremonial duties; areas of responsibility or assignments such as commissions, committees, Nntional League of Cities, Virginia Municipal Lengue or Northern Virginia Regional Planning District. B. Councllmembers shall use personal stationery for correspondence representing an individual position or personal influence. C. Copies of all correspondence on town stationery or letterhead shall be included in the next regularly scheduled Council agenda packet. D. Councilmembcrs shall make every effort in written correspondence and in oral communications to distinguish between the official position of the Council as demonstrnted by an official vote and personal views of the individual Councilmember. 1. Councilmembers shnll distinguish Council policy positions from personal positions when giving public speeches, addresses or comments. III. Council Executive Sessions. A. Councilmernbcrs shall comply with §2.1-344.1 et seq. of the 1950 Code of Virginia, as amended. 25 Item b. .. IV. Council Fiduciary Responsibilities J :ethics.policy A. Councilmembers arc required by state law to file disclosure statements of certain personal and financial interests by January 15 of each year. These forms shall be filed and maintnined as public record for five years in the Office of the Clerk of the Council. B. Councihnembers are encouraged to voluntarily update disclosure statements any time there is a material change in circumstance. C. Councilmembers shall not knowingly use their office or position for personal or family gain or profit. D. Councilmembers shall not use town-owned property or town services for personal or family gain or profit. E. Council members shall not use information acquired in confidence from a town customer, supplier, lessee, or contractor. for other than town purposes. 26 Item b. The Town of Leesburg, lrglnla. PRESENTED: November 9, 2004 RESOLUTION NO. 2006-182 ADOPTED: November 9, 2004 RESOLUTION: AMENDING RESOLUTION NO. 96-212 RELATING TO ETHICS POLICY WHEREAS, the Town Council desires to amend Resolution No. 96-212 in order to strengthen its ethics policy. THEREFORE, RESOLVED by the Council of the Town of Leesburg in Virginia that Section I of Resolution No. 96-212 is amended to provide as follows: Section I. Council Activities Reporting Ao Councilmembers shall disclose any communication with an individual or group regarding a rezoning or special exception application that it has submitted, or proposes to submit, to the town and a bid or proposal on a contract requiring Council approval that it has submitted, or proposes to submit to the town. "Communication" shall include, without limitation, a meeting, telephone call, letter, memo or email. Bo Councilmembers shall disclose any event attended where such event was paid for by an individual or group having a matter requiring disclosure under Section (A) above. Co Such discloSures shall be made verbally at the next regular Council meeting attended. In addition, a disclosure statement in the form of Exhibit A shall be submitted to the Clerk of Council, in writing or electronically, on or before the next regular Council meeting. Such statements shall be open to the public and shall be retained by the Clerk for at least two years. PASSED this 9th day of November 2004. ATTEST: lerk of Council Kn'~tstsen C. U~stattd, Mayor Town of Leesburg RO4:Ethicspolicy 27 Item b. 1 ~2t~ ~ t}i{!}i E)j:' fz ,+ ' R>StaLI~i~I'IQt~ N~.~aa~-l~la PRFSENTEZ~ Sentenber 22, 2(la9 r~I3(3P~1'LZ3 Notirembea 24, 2Qa4 r1 RI:St)Z,I;T'It3N: f~1~t~P`fIhIG t4~ UPZ7ATED' 1;`1 HIES Pt}LICY I~t712 "I'O~Ult! Ct}UNCIL tifEREA~, on Oetobes• $, 14r}b C©uncil adopted an ethics 17trli~y ~,vith Resolaiton k96-212; and Vv'I IF;REAS; Council aincnded this policy tivith the adoptio,i of Resoltttian #2aa~-t $2 on Iti'oven#I7er 9, 2aa4; aiict WHEREAS, Council ti~lshes to ccinsolidate and elealy slate its ethics l;solcy. TIZERFFC}RF,, RI:SOII~ED b)~ the Corincil of the Town ofEeesbiirg'in Virgi3iiathat Elie foilotw'ttlg is adtapted as the ethics polio}` 1'ortlre Town (:owicil: 1, t'ornlcl Activities Reporting a. Couiieil iVleiiibers shall disclose any con5ir~rmication wvith an individual or group aegardtig a rezoning or special excelitivn application drat it has submitted of j~iop©ses to submit to the Town and a bid or l~i•oposal an a cos~ttact requiring Council appz•oti~~al that it has sub~rsitted, or laroposes to subsilit to the '1"oil=n, "Con7mrtnieation"'.shall include; without hmitation;a meethig, telephone ea11„ letter, memo oi`eii~ail, b. Gciutieil Nleizibers shall diselpsc an}~ event. tittended tuhere such event was paid for by an individual or grouphaving a matterr~quirin~disclosure uxtder Section (a} above: e• Sne31 disclosures slratl be n~acleverbally at the next regular Council nieetiitg atten<ied. In addition, ailisclosure statemciit in tl5e form of Z:hlibit A shall be suG~nitted to the Clerk iif Caunoil. m writing or electtonicaily,on orbefoi~e the next regrilar Coinioil meeting. Such st~atcmerits shall be open to the iiublic and shall be retained by this. Clerk Cor at (cast two }rears. Zl. Council Gorrespixadence a, Tlie use of ofl7cial Tutvn stationery or IetterEicad by t:ouncl or Mayor shall be i estrictcn to ofiici2l corresp©ndence directed by the majcst•ity of the TaGVi~ t;ouncil except as set forth bcio~a~. 1. Counst`I Members shalZ'have the authorit}' io correspond on behalf of tl~c C'ornrcil foi ceremotiiai duties; ai`nas of resp<insibility oi• assigii~i~ents such.. as coniniissions, committees, National League of 28 Item b. 2- A RI:S()Irt1'I'1C}i`l; t1DE)P`1'ING 11N Ul'L)t1"1'LI)1?T[IICS POLICY F{tR TUt~JN CUUNCJI, Cities, Uiiginia Municipal Lcagua or• Nortlrerti l'irgiiria Regional Plannitrg I?istrict b. Council Members siiali use personal stationery foi coirespcindence representing an hi€tividiral position or personal influance. c. Co}~ies of all corcaslsoncience oir Ti~xm stationery or latterhaad>s1rall be inalitcled in the nett regularly scheduled Cornrcil agattda packet: d. Council Meni6ers shalLmaka wary elfor•Ydar ru~t•ittcn cott•espondenae znd in oral aou~tnuriiaations totlistingtaish batweatrthe official position oftha Connell as dernonstrated'by an official. vota and tieisonal mews of the indii~iduai Cotmeil tVfeiiabei'. 1: 'Council Mam6ei's shall distinguish Caunai3 palic}~ pasitious fi•oni personal liositiohs when gititing public speeches, addresses of c:iimi~ietrts, lII. Council EYacuti~ie Scssioiis a. Cotuieil ~'feinbers shall comply wiflr ~2.7~34~}.l at sect. of the1'9~4Gode of Virginia; as amended.. 1V. Connell Piduciruy Responsibilities a. C.oatnci] nietnlaers are re~}uirad by State 1aav to fife ddselosw~e statamerits of certain personal and financial interests by January 15 of aacli }~ear~. "Phase forms shall be filed an<E ti-taintaitied as public record ftir five }ears in the ifce of the C1t rk of the Coutrcil, b. Gorriici] Members are ancoura~e<l to voluntarily update disclosure statements ariy tuna ihei~a is a material alaange in eircuir3stance. c. Coriiicil Members shall net knowvngly use tlteit• office ar position file peisoiral or faiiiily gaiiior profit. d. Cotinail Members shall not use'1'otVt2-awned property or Town serroiees fat• personal or i'atriily gain tir• profit. e. Council 1ti~Icmbers shall not use information acclrrirad itr com[dataca front a Teuzr austomar, supplrat} lessee; or contractor fot• other than `Gown purposes. Pr'tSSED this 2~lrir day of ~lcrvenber, 2C}69. ATE ES;T': Cterk of Coalct[ -- Kris en C, Uinstattd, Mayer To~~n of I.eesbiiig t',iRisolultuds\Resolurrons 2QC~9lt 12A FthiCSPoIt¢y.dtic 29 Item b. The Town of Leesburg, Virginia PRESENTED: September 10, 2019 RESOLUTION NO. 2019-131 ADOPTED: September 10, 2019 A RESOLUTION: UPDATING TOWN COUNCIL'S ETHICS POLICY WHEREAS, Town Council's current Ethics Policy was adopted in November of 2009; and WHEREAS, Council desires to consider adding a Code of Conduct to its Ethics Policy that contains guidance for council members in the performance of their duties as council members; and WHEREAS, Council also desires to include a disciplinary process for the Council to use if necessary. THEREFORE, RESOLVED, by the Council of the Town of Leesburg in Virginia that the Town Attorney is directed to update the Council's Ethics Policy by making necessary changes to comply with the Code of Virginia; by inserting a code of conduct including a disciplinary process; and to present drafted amendments to the Ethics Policy to Council for discussion at a future work session. PASSED this 10th day of September, 2019. ayor eesburg ATTEST: Is erk of Council ta.t_ic? LF\LeesburgRMS\Town_C1erk\Resolutions\2019\0910 Initiating Amendments to Council's Ethics Policy 30 Item b. The Town of Leesburg, Virginia PRESENTED: January 12, 2021 RESOLUTION NO. 2021-014 ADOPTED: January 12, 2021 A RESOLUTION: COUNCIL DIRECTION ON VARIOUS ORGANIZATIONAL TOPICS FOR THE 2021-2022 TOWN COUNCIL WHEREAS, a new assembly of Town Council members for the calendar years 2021 and 2022 held their first official meetings on January 11 and 12, 2021; WHEREAS, during the January 11, 2021 Work Session, Council discussed several organizational topics including a Council planning retreat, Council Rules ofProcedure for their meetings, the process for placing Town Proclamations on their agenda,Council Code ofEthics, the Invocation for Council meetings, Office space for the Mayor and Council, and Town Code amendments to the Airport Commission. THEREFORE,RESOLVED,by the Council of the Town of Leesburg as follows: 1. The date of the Council Planning Retreat is confirmed for Saturday, January 30, 2021 at the Ida Lee Park Recreation Center Lower Level and shall be legally posted by the Clerk of Council. 2. The Council Rules of Procedure will be discussed by Council during their Planning Retreat on January 30, 2021. 3. Town Resolution No. 2019-116 establishing the Town Proclamation process is hereby amended by this Resolution as attached. 4. The Council Code of Ethics will be discussed at a future Council Work Session that the Town Manager is directed to schedule. 5. The potential discontinuance ofthe Invocation at Council meetings will be discussed at a future Council Work Session that the Town Manager is directed to schedule. 31 Item b. 2- A RESOLUTION: COUNCIL DIRECTION ON VARIOUS ORGANIZATIONAL TOPICS FOR THE 2021-2022 TOWN COUNCIL 6. The Town Manager is directed to evaluate available options for office space for the Mayor and Town Council in conformance with Town Procurement policies. This effort is to include,but not limited to, available office space at Town Hall,Loudoun Museum, other Town controlled properties, and private commercial spaces deemed suitable for such use. 7. The proposed Town Code amendments for the Airport Commission as presented in the January 11, 2021 Work Session agenda will be scheduled for a Council Work Session discussion on January 25, 2021. This discussion will also include a review of other Town boards and commissions. PASSED this 12 day of January, 2021. Kelly B k, or Town of Leesburg ATTEST: Clerk of Council Attachment: Changes to Town Proclamation Process LF\LeesburgRMS\Town_Clerk\Resolutions\2021\0112 Organizational Topics for Council 32 Item b. PRESENTED: August 13, 2019 RESOLUTION NO. 2019-116 ADOPTED: August 13, 2019 AMENDED: September 10, 2019 A RESOLUTION: PROCESS FOR TOWN PROCLAMATIONS WHEREAS, Council desires to amend its Rules of Procedure to include a process for all future proclamations to ensure accuracy and advance notice to the public, recipients and Council. THEREFORE, RESOLVED, by the Council ofthe Town of Leesburg in Virginia that the process for Town proclamations is as follows: 1. Require Council member sponsorship. 2. Require advance requests for proclamations of at least one (1) business meeting prior to presentation unless the majority of Council Members present waive this requirement to allow proclamations to be presented in shorter time frame.,- 3. Require advance voting of at least one (1)business meeting on Town proclamations. 4. A Council Member's yes vote indicates the Council Member's desire to have their name added to the proclamation. A nay vote or an abstention indicates a member does not want their name on the proclamation. If a member is absent, the member must notify the clerk within seven(7)days ofthe votestaff will contact the member to determine whether or not they wish to have their name listed on the proclamation. 5. Require only those Council Members signatures be written on signature lines. 6. Prohibit anyone else to sign for a Council Member, unless Council Member gives specific authorization to staff to affix electronic signature to proclamations on their behalf. 33 Item b. 2- A RESOLUTION: PROCESS FOR TOWN PROCLAMATIONS 7. Require the name or organization of the recipient of the proclamation be listed on the proclamation with exception of the bulk proclamation list approved at the first business meeting in January. PASSED this 4-0t day of September,2-04-92021. Kelly Burk, Mayor Town of Leesburg ATTEST: Clerk of Council n..,...t.,....,.'ISMSb 34 Item b. Date of Council Meeting: February 8, 2021 TOWN OF LEESBURG TOWN COUNCILWORK SESSION Subject: Discontinuance of Invocation at Public Meetings Staff Contact: Kaj H. Dentler, Town Manager Council Action Requested: Work Session discussion to consider the discontinuance of the Invocation at Council meetings. Staff Recommendation: None. Commission Recommendation: Not applicable. Fiscal Impact: None. Work Plan Impact: None. Executive Summary: At their January 12, 2021 meeting, Town Council requested a work session discussion to consider the discontinuance of the Invocation at their meetings. Background: At all regular session meetings of Town Council, a public invocation is held. At their January 12, 2021 meeting, Council approved Resolution 2021-014 (Attachment 1) directing the Town Manager to schedule a future Council Work Session discussion to consider the discontinuance of the Invocation at future Council meetings. Attachment(s): 1. Town Resolution No. 2021-014 35 Item c. The Town of Leesburg, Virginia PRESENTED: January 12, 2021 RESOLUTION NO. 2021-014 ADOPTED: January 12, 2021 A RESOLUTION: COUNCIL DIRECTION ON VARIOUS ORGANIZATIONAL TOPICS FOR THE 2021-2022 TOWN COUNCIL WHEREAS, a new assembly of Town Council members for the calendar years 2021 and 2022 held their first official meetings on January 11 and 12, 2021; WHEREAS, during the January 11, 2021 Work Session, Council discussed several organizational topics including a Council planning retreat, Council Rules ofProcedure for their meetings, the process for placing Town Proclamations on their agenda,Council Code ofEthics, the Invocation for Council meetings, Office space for the Mayor and Council, and Town Code amendments to the Airport Commission. THEREFORE,RESOLVED,by the Council of the Town of Leesburg as follows: 1. The date of the Council Planning Retreat is confirmed for Saturday, January 30, 2021 at the Ida Lee Park Recreation Center Lower Level and shall be legally posted by the Clerk of Council. 2. The Council Rules of Procedure will be discussed by Council during their Planning Retreat on January 30, 2021. 3. Town Resolution No. 2019-116 establishing the Town Proclamation process is hereby amended by this Resolution as attached. 4. The Council Code of Ethics will be discussed at a future Council Work Session that the Town Manager is directed to schedule. 5. The potential discontinuance ofthe Invocation at Council meetings will be discussed at a future Council Work Session that the Town Manager is directed to schedule. 36 Item c. 2- A RESOLUTION: COUNCIL DIRECTION ON VARIOUS ORGANIZATIONAL TOPICS FOR THE 2021-2022 TOWN COUNCIL 6. The Town Manager is directed to evaluate available options for office space for the Mayor and Town Council in conformance with Town Procurement policies. This effort is to include,but not limited to, available office space at Town Hall,Loudoun Museum, other Town controlled properties, and private commercial spaces deemed suitable for such use. 7. The proposed Town Code amendments for the Airport Commission as presented in the January 11, 2021 Work Session agenda will be scheduled for a Council Work Session discussion on January 25, 2021. This discussion will also include a review of other Town boards and commissions. PASSED this 12 day of January, 2021. Kelly B k, or Town of Leesburg ATTEST: Clerk of Council Attachment: Changes to Town Proclamation Process LF\LeesburgRMS\Town_Clerk\Resolutions\2021\0112 Organizational Topics for Council 37 Item c. PRESENTED: August 13, 2019 RESOLUTION NO. 2019-116 ADOPTED: August 13, 2019 AMENDED: September 10, 2019 A RESOLUTION: PROCESS FOR TOWN PROCLAMATIONS WHEREAS, Council desires to amend its Rules of Procedure to include a process for all future proclamations to ensure accuracy and advance notice to the public, recipients and Council. THEREFORE, RESOLVED, by the Council ofthe Town of Leesburg in Virginia that the process for Town proclamations is as follows: 1. Require Council member sponsorship. 2. Require advance requests for proclamations of at least one (1) business meeting prior to presentation unless the majority of Council Members present waive this requirement to allow proclamations to be presented in shorter time frame.,- 3. Require advance voting of at least one (1)business meeting on Town proclamations. 4. A Council Member's yes vote indicates the Council Member's desire to have their name added to the proclamation. A nay vote or an abstention indicates a member does not want their name on the proclamation. If a member is absent, the member must notify the clerk within seven(7)days ofthe votestaff will contact the member to determine whether or not they wish to have their name listed on the proclamation. 5. Require only those Council Members signatures be written on signature lines. 6. Prohibit anyone else to sign for a Council Member, unless Council Member gives specific authorization to staff to affix electronic signature to proclamations on their behalf. 38 Item c. 2- A RESOLUTION: PROCESS FOR TOWN PROCLAMATIONS 7. Require the name or organization of the recipient of the proclamation be listed on the proclamation with exception of the bulk proclamation list approved at the first business meeting in January. PASSED this 4-0t day of September,2-04-92021. Kelly Burk, Mayor Town of Leesburg ATTEST: Clerk of Council n..,...t.,....,.'ISMSb 39 Item c. COUNCIL ACTIONS CALENDAR Tentative/Subject to Change 2/3/202112:31 PM MeetingDate MeetingType Name SubmittedBy 02/08/2021 Town Council Work Session DISCUSSION: Airport Commission Town Code Amendments and Review and All Town Board and Commissions Belote, Tara DISCUSSION: Council Code of Ethics - Potential Amendments Smith, Carmen DISCUSSION: Discontinuance of Invocation Belote, Tara Visit Loudoun Monthly Report Turney, Elaine 02/09/2021 Town Council Meeting CONSENT: Award On Call Mechanical Contracts for Utilities Wyks, Amy CONSENT: Purchase of a Street Sweeper (Approved '21 CARP)Southerland, Danielle CONSENT: Authorizing the Town Manager to Execute a 3-Year Microsoft M365 License Agreement and Purchase M365 Licensing Callahan, John CONSENT: Battlefield Pkwy/Rte 15 Bypass Interchange – IAR Contract Award Steyer, Cindy PRESENTATION: Town Manager's Presentation of Proposed Fiscal Year 2022 Budget Cournoyer, Jason PROCLAMATION: Black History Month Belote, Tara PROCLAMATION: Recognition of Reverend Deborah Parsons Alvarez, Corina PROCLAMATION: Resolution of Respect for The Honorable Frederick R. Howard Alvarez, Corina PUBLIC HEARING: 2021 Personal Property Tax Rate Cournoyer, Jason RESOLUTION: Fiscal Year 2022 Budget Development and Adoption Schedule Boeing, Eileen 02/22/2021 Town Council Work Session DISCUSSION: Broadcasting/Recording/Archiving of Commission Meetings Callahan, John DISCUSSION: BUDGET WORK SESSION- FISCAL YEAR 2022 PROPOSED BUDGET Cournoyer, Jason DISCUSSION: Council Member Goals for Next 2 Years Belote, Tara DISCUSSION: EDC Business Recovery Plan Recommendations Seymour, Russell DISCUSSION: Financial Update, Annual Financial Update Presentation and Strategic Financial Proposals Belote, Tara DISCUSSION: Sycolin Cemetery - MOU with Loudoun Freedom Center Smith, Carmen INFORMATION MEMO: Board and Commission Report - January Boeing, Eileen INFORMATION MEMO: Semi-Annual Utilities Plant Capacity Report Wyks, Amy 02/23/2021 Town Council Meeting CERTIFICATES: Recognizing Outgoing Board & Commission Members Boeing, Eileen CONSENT: Appointment to the SRTC (Cummings) - Tentative Boeing, Eileen CONSENT: Approve Encroachment Agreement of Sanitary Sewer Easement for Goose Creek Club Wyks, Amy CONSENT: Award Contract and Change Order to Synagro for WPCD Biosolids Hauling and Disposal Wyks, Amy 40 Item a. COUNCIL ACTIONS CALENDAR Tentative/Subject to Change 2/3/202112:31 PM MeetingDate MeetingType Name SubmittedBy 02/23/2021 Town Council Meeting CONSENT: Award Cornwall Street Waterline Replacement Project Wyks, Amy CONSENT: Award Sole Source Contract to Andritz for WPCD Mixer Replacement Wyks, Amy CONSENT: Award Task Order to McDean for Water Pollution Dryer Building Fire Alarm System Replacement Wyks, Amy CONSENT: Battlefield Pkwy/Rte 15 Bypass Interchange – VDOT Review Agreement Steyer, Cindy POTENTIAL CLOSED SESSION: Boundary Line Adjustment and Revenue Sharing Agreement Smith, Carmen PUBLIC HEARING: Noise Ordinance Amendments (Placeholder)Smith, Carmen PUBLIC HEARING: Sycolin Cemetery Lot Dedication to Loudoun Freedom Center Smith, Carmen RESOLUTION: Harrison Street Art Mural Kosin, Leah RESOLUTION: Ida Lee Tennis Court Air Structure Construction Contract Award Steyer, Cindy RESOLUTION: Land Acquisition Authorization for Edwards Ferry Rd Sidewalk Improvements Steyer, Cindy RESOLUTION: Land Acquisition Authorization for Morven Park Rd Sidewalk Improvements Steyer, Cindy 02/27/2021 Town Council Work Session DISCUSSION: BUDGET WORK SESSION- FISCAL YEAR 2022 PROPOSED BUDGET Cournoyer, Jason 03/08/2021 Town Council Work Session DISCUSSION: BUDGET WORK SESSION- FISCAL YEAR 2022 PROPOSED BUDGET Cournoyer, Jason INFORMATION MEMO: Cross Connection and Backflow Program Edits Wyks, Amy 03/09/2021 Town Council Meeting CONSENT: Award Task Order to Hazen for Design of Alternate Disinfection at Water Treatment Plant Wyks, Amy PROCLAMATION: Women's History Month Belote, Tara PUBLIC HEARING: At Home BLA at Compass Creek (Tentative)Smith, Carmen PUBLIC HEARING: Fiscal Year 2022 Budget Cournoyer, Jason PUBLIC HEARING: Walmart Text Amendment Cicalese, Karen 03/22/2021 Town Council Work Session DISCUSSION: BUDGET WORK SESSION- FISCAL YEAR 2022 PROPOSED BUDGET Cournoyer, Jason INFORMATION MEMO: Board and Commission Report - February Boeing, Eileen 03/23/2021 Town Council Meeting CONSENT: Richmond Dam Sanitary Sewer Encroachment Agreement Wyks, Amy ORDINANCE: ADOPTION OF FISCAL YEAR 2022 BUDGET Cournoyer, Jason PROCLAMATION: Keep Leesburg Beautiful Belote, Tara PUBLIC HEARING: 2021 Tax Rate and Fees Ordinance Cournoyer, Jason RESOLUTION: Airport Civil Engineering Continuing Services Contract Award Steyer, Cindy 41 Item a. COUNCIL ACTIONS CALENDAR Tentative/Subject to Change 2/3/202112:31 PM MeetingDate MeetingType Name SubmittedBy 03/23/2021 Town Council Meeting RESOLUTION: Cattail Run Extension of Utilities Request Wyks, Amy RESOLUTION: Fiscal Year 2022-2027 Capital Improvements Program Cournoyer, Jason RESOLUTION: Loudoun County Animal Shelter Encroachment Agreement of Waterline Easement Wyks, Amy RESOLUTION: Tuscarora Crossing Extension of Utilities Request Wyks, Amy 04/12/2021 Town Council Work Session DISCUSSION: Town of Round Hill Affordable Housing Ordinance - Town Manager Melissa Hynes (Tentative)Cicalese, Karen 04/13/2021 Town Council Meeting CONSENT: Award Contract to FJ Industrial for Water Pollution Control Boiler Replacement Wyks, Amy CONSENT: Village of Landbay D Sanitary Sewer Agreeement Wyks, Amy PROCLAMATION: Arbor Day Belote, Tara PROCLAMATION: Sexual Assault Awareness Month Belote, Tara RESOLUTION: Walmart BLA (Tentative)Smith, Carmen 04/26/2021 Town Council Work Session INFORMATION MEMO: Board and Commission Report - March Boeing, Eileen INFORMATION MEMO: Quarterly Budget and CIP Update Fazenbaker, Cole 04/27/2021 Town Council Meeting PROCLAMATION: National Day or Prayer Belote, Tara PROCLAMATION: World Ovarian Cancer Day Belote, Tara 05/11/2021 Town Council Meeting PROCLAMATION: Kids to Park Day Belote, Tara PROCLAMATION: Mental Health Awareness Month Belote, Tara PROCLAMATION: National Military Appreciation Month Belote, Tara PROCLAMATION: National Police Week Belote, Tara 05/24/2021 Town Council Work Session INFORMATION MEMO: Board and Commission Report - April Boeing, Eileen 05/25/2021 Town Council Meeting PROCLAMATION: National Gun Violence Awareness Day Belote, Tara PROCLAMATION: Wayne's Crossing Day Belote, Tara RESOLUTION: Town Shop Expansion – Design Contract Award Steyer, Cindy 06/08/2021 Town Council Meeting PROCLAMATION: Juneteenth Belote, Tara PROCLAMATION: LGBTQ Pride Month Belote, Tara PUBLIC HEARING: Monthly Meals Tax Filing Code Fazenbaker, Cole 06/21/2021 Town Council Work Session INFORMATION MEMO: Board and Commission Report - May Boeing, Eileen 42 Item a. COUNCIL ACTIONS CALENDAR Tentative/Subject to Change 2/3/202112:31 PM MeetingDate MeetingType Name SubmittedBy 07/13/2021 Town Council Meeting CONSENT: Award Contract for Industrial Coatings Application for Utilities Wyks, Amy RESOLUTION: Geotechnical Services Continuing Services Contract Award Steyer, Cindy RESOLUTION: Renewal and Extension of Consolidating Billing MOA with County of Loudoun Fazenbaker, Cole 07/26/2021 Town Council Work Session INFORMATION MEMO: Board and Commission Report - June Boeing, Eileen INFORMATION MEMO: Quarterly Budget and CIP Update Fazenbaker, Cole 08/10/2021 Town Council Meeting PROCLAMATION: National Payroll Week Belote, Tara PROCLAMATION: World Suicide Prevention Day Belote, Tara 09/14/2021 Town Council Meeting PROCLAMATION: Childhood Cancer Awareness Month Belote, Tara PROCLAMATION: Constitution Week Belote, Tara PROCLAMATION: Hispanic Heritage Month Belote, Tara 10/12/2021 Town Council Meeting PROCLAMATION: Bullying Prevention Month Belote, Tara PROCLAMATION: Domestic Violence Awareness Month Belote, Tara PROCLAMATION: Dysautonomia Awareness Month Belote, Tara 11/09/2021 Town Council Meeting PROCLAMATION: Diabetes Awareness Month Belote, Tara PROCLAMATION: National American Indian Heritage Month Belote, Tara PROCLAMATION: Small Business Saturday Belote, Tara PROCLAMATION: Veterans Day Belote, Tara 12/14/2021 Town Council Meeting PROCLAMATION: Recognition of Public Service of Town Employees Retiring Belote, Tara 43 Item a. Date of Council Meeting: February 8, 2021 TOWN OF LEESBURG TOWN COUNCIL WORK SESSION INFORMATION MEMORANDUM Subject: Visit Loudoun Monthly Report Staff Contact: Russell Seymour, Director of Economic Development Council Action Requested: Information memo only. No action is required by Council at this time. Staff Recommendation: Information memo only. No staff recommendation at this time. Commission Recommendation: None. Fiscal Impact: None. Work Plan Impact: None. The partnership and associated coordination with Visit Loudoun is part of the Department of Economic Development’s current work plan. Executive Summary: Visit Loudoun’s Travel Pulse Monthly Report for the month of December 2020. Background: As part of the Town’s MOA, Visit Loudoun provides monthly reports on information pertaining to Hotel Occupancy (for both the Town and County) and Visitor Center data. Attachment: 1. Monthly Report for December 2020 44 Item a. Travel Pulse Please find monthly indicators below for Loudoun County in December 2020. Absolute performance was down compared to November, but relative to last year December was slightly better than November. Visit Loudoun has purchased a custom forecast report from STR, Inc. that features projected occupancy, ADR and RevPar for 18 months out. Monthly projections have been included in each metric below, as the dotted lines on the graphs. This forecast was last updated in late August. Loudoun County Hotel Occupancy Occupancy in December 2020 was 35.2%, a 32.7% decrease from December 2019 and an 8.6% decrease from last month. This performance is ahead of Northern Virginia as a whole whose December occupancy was 31.0%. The greater Washington DC region had 27.9% occupancy. Loudoun's average annual occupancy for 2020 was 40.5%, down 39.6% from 2019's average of 67.0% Source: STR Inc. 45 Item a. Loudoun County Average Daily Room Rate (ADR) ADR for December 2020 in Loudoun County was $96.68, a 13.0% decrease from December 2019. Loudoun's average annual ADR for 2020 was $105.04, down 17.1% from 2019's average of $126.76. Source: STR Inc. 46 Item a. Loudoun County Revenue Per Available Room (RevPAR) RevPAR for Loudoun County in December 2020 was $34.06, a 41.5% decrease from December 2019. Loudoun's average annual RevPAR for 2020 was $42.56, down 49.9% from 2019's average of $84.97. Source: STR Inc. 47 Item a. Dulles Airport Passenger Traffic 677,648 passengers passed through the gates of Dulles in October 2020, a 68.6% decrease from October 2019. Domestic passenger activity decreased 60.9% from last year and international passenger activity decreased 84.8% from last year. IAD is faring slightly better than DCA airport which is down 78.7% from last year. This is primarily due to DCA's higher reliance on business travel. Additional insights from MWAA can be found in the link below. November and December statistics have not been released yet. Source: Metropolitan Washington Airports Authority 48 Item a. Visitors Center Data We had 97 visitors in December 2020, which is -63% from last year and -24% from last month.  We had 26 surveys completed this month. o 34% Loudoun county residents (9) o 88% day trips (23)  61% of day trips are visitors from outside the county (14) o 12% stayed overnight in paid accommodations (3) o No international visitors 49 Item a. Leesburg Figures for December 2020 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 45.5%48.3%62.1%66.8%76.9%82.8%70.6%71.6%69.8%75.5%66.9%48.9% 2019 50.0%56.8%63.6%74.4%85.6%84.3%75.9%72.5%73.7%80.8%65.6%49.3% 2020 49.7%51.7%37.2%27.8%23.5%31.3%41.1%46.2%47.3%52.3%36.8%30.6% 20% 30% 40% 50% 60% 70% 80% 90%Leesburg Occupancy: 30.6% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 $99.4 $99.4 $102.$110.$115.$118.$110.$110.$115.$113.$106.$100. 2019 $95.8 $96.8 $100.$107.$116.$116.$112.$115.$116.$119.$112.$99.4 2020 $95.5 $101.$100.$86.0 $84.0 $90.0 $92.7 $95.2 $98.0 $104.$97.9 $90.7 $80 $85 $90 $95 $100 $105 $110 $115 $120 Leesburg Average Daily Rate (ADR): $90.74 50 Item a. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 $45.28 $48.01 $63.78 $73.97 $88.65 $98.30 $78.27 $78.99 $80.40 $85.41 $71.46 $49.05 2019 $47.88 $55.07 $63.62 $80.18 $99.36 $98.33 $85.67 $83.46 $85.75 $96.17 $73.77 $49.05 2020 $47.44 $49.90 $37.36 $23.89 $19.78 $28.18 $38.12 $43.95 $46.41 $54.42 $35.99 $27.75 $18 $28 $38 $48 $58 $68 $78 $88 $98 $108 Leesburg Revenue Per Available Room (RevPAR): $27.75 51 Item a.