Planning and Public Works December 11 2012

Summary

Meeting Overview

The Planning and Public Works Committee met on December 11, 2012, at 1:00 p.m., presided over by Bill Farmer. The committee addressed eight agenda items during the meeting, including approval of the previous meeting's summary, updates on infrastructure and maintenance programs, and reviews of municipal ordinances and policies.

The committee took three votes during the session. Four members of the public provided comments to the committee. In addition to public input, the committee received six informational presentations covering topics including a re-paving program update, road salt services coordination with Fairfax County Public Schools (FCPS), vacuum leaf collection operations, and a Design Excellence Task Force update.

Two agenda items were deferred for future consideration: a discussion on erecting large utility poles in the right-of-way and a review of street tree and street tree protection ordinances. The committee also received updates on items previously referred to the committee. The November 20th, 2012 meeting summary was approved.

Attendance

The following individuals were present at the meeting on December 10, 2012:

• Bill Farmer
• Chuck Ellinger
• Linda Gorton
• Steve Kay
• Chris Ford
• Tom Blues
• Diane Lawless
• Julian Beard
• Doug Martin
• Peggy Henson

No members were recorded as absent or late.

Votes and Decisions

Approval of November 20th, 2012 Meeting Summary 1:00

A motion to approve the meeting summary from November 20th, 2012 was made by Chuck Ellinger and seconded by Steve Kay. The motion passed unanimously with no abstentions.

Amendment of Article 5-1(a) Right-of-Entry Referral 6:00

A motion to refer the Amendment of Article 5-1(a) Right-of-Entry back into the Planning and Public Works Committee was made by Linda Gorton and seconded by Steve Kay. The motion passed unanimously with no abstentions.

Adjournment 1:01:22

A motion to adjourn the meeting was made by Linda Gorton and seconded by Diane Lawless. The motion passed unanimously with no abstentions.

Budget and Financial Actions

The meeting addressed funding mechanisms for a repaving program through the following financial actions:

Repaving Program Bond Issuance

The body approved a $13,000,000 bond issuance to fund a repaving program.

Debt Service Appropriation

An appropriation of $1,500,000 per year was approved for debt service on the repaving bond, to be funded through MAP money.

Public Comment

Four speakers addressed the council on December 10, 2012, raising concerns about utility infrastructure and emergency preparedness.

Utility Poles and Oversight

Doug Martin spoke at 39:27 about utility poles in the right-of-way, emphasizing the need for stronger oversight of utility pole installations. He cited the Euclid Avenue example and recommended several policy changes, including requiring more stringent review of installations, notifying property owners, and establishing aesthetic guidelines.

Underground Utility Reliability

Julian Beard raised questions about underground utility reliability at 37:21. He noted that repairs of underground utilities take longer than repairs of above-ground systems and that fault location is more difficult, particularly in limestone areas.

Underground Utility Funding

Vice Mayor Linda Gorton spoke at 46:42 about underground utility funding. She recalled past council decisions to allocate funds for burying utilities downtown block by block and suggested that future funding could be prioritized using a similar approach.

Emergency Preparedness

Diane Lawless addressed emergency preparedness at 56:39, noting that the committee should clarify whether Lexington is prepared for catastrophic events and whether citizens know how to respond. She suggested the issue be referred to her for follow-up.

Appointments

Steve Kay was appointed to the Design Excellence Task Force.

Contested Items

Utility Pole Regulations and Aesthetic Guidelines

Council members engaged in a heated discussion regarding utility pole regulations and aesthetic guidelines. The debate centered on balancing three competing priorities: public safety, aesthetic considerations, and cost implications. A key concern raised during the discussion involved utility companies' ability to pass infrastructure costs to ratepayers through the Public Service Commission. Council members grappled with how to establish standards that would address visual and safety concerns without creating undue financial burdens that could be transferred to consumers.

Underground Utility Costs and Feasibility

The council experienced a split vote on the question of whether undergrounding utilities represents an affordable and feasible approach. Council members expressed divided views on this issue. Some members highlighted the substantial costs associated with undergrounding utilities, citing figures ranging from $4 to $18 million per mile, which they characterized as prohibitively expensive. Other council members countered by emphasizing the long-term benefits that undergrounding utilities could provide, suggesting that the initial investment would be justified over time. This disagreement reflected fundamental differences in how members weighed immediate fiscal constraints against potential future advantages.

November 20th, 2012 Summary

0:00

The committee reviewed and approved the minutes from the November 20th, 2012 meeting. Bill Farmer and Linda Gorton were the key speakers during this discussion.

A clarification was requested regarding a statement in the minutes about a planning easement inside the sidewalk. Following this request, the statement was corrected to clarify that it is not a true easement.

The minutes were approved following this correction.

Re-Paving Program Update

4:26

Staff presented an update on the re-paving program during this informational agenda item. The presentation included details on financing and implementation timeline for the upcoming paving work.

Financing and Timeline

The program plans to issue a $13 million bond in March, with paving work scheduled to begin in late March or early April.

Key Discussion Points

Staff emphasized the importance of early submission of recommendations to ensure timely execution of the paving program. Capacity and scheduling considerations were discussed as part of the presentation.

Speakers

The update was presented by Bill Driscoll, Kevin Wente, Brian Billings, and Sam Williams.

Outcome

This agenda item was informational in nature, providing the body with an update on the re-paving program status and timeline.

Erecting Large Utility Poles in the ROW

18:49

Council Member Martin's staff presented a detailed analysis of utility pole regulations in Lexington and other cities. The presentation examined current policies governing the erection of large utility poles in the right-of-way (ROW).

Key Speakers: - Jonathan Hollinger - Doug Martin - Linda Gorton - Diane Lawless - Julian Beard

Discussion:

The presentation included a comparative review of how other cities regulate utility pole placement and aesthetics. The staff analysis explored several options for potential reform of Lexington's existing regulations.

Options Discussed:

• Stricter review processes for utility pole placement
• Property owner notification requirements
• Aesthetic guidelines for utility poles in the ROW

Outcome:

The committee agreed to defer the matter and keep the issue in committee for further work. No immediate action was taken on the proposed reforms.

Items Referred to Committee

The committee reviewed and updated several items on its referral list during this agenda item 50:56.

Actions Taken

The committee moved the Oliver Lewis Way Project to a new chair and updated the design excellence referral to a new chair as well. Additionally, building permit extensions in ND1 and HD1 were removed from the agenda following a motion that passed.

Key Participants

Bill Farmer, Tom Blues, Chris Ford, and Diane Lawless participated in this discussion.

Outcome

The referrals were updated as discussed, with the committee successfully reorganizing leadership assignments and removing the specified building permit extension items from consideration.

Review of Street Tree and Street Tree Protection Ordinances

David Leonard from the Tree Board presented a comprehensive review of the city's street tree and street tree protection ordinances 1:00. The presentation highlighted several significant challenges with the current regulatory framework and tree management practices.

Key Issues Identified

Leonard outlined three primary concerns driving the need for ordinance revision:

• Low canopy cover across the city
• Poor overall tree health
• Lack of enforcement of existing regulations

Recommended Actions

The Tree Board proposed a multi-faceted approach to address these issues:

• Revising zoning and code provisions to better support street tree management
• Improving planting conditions to enhance tree survival and growth
• Enhancing public outreach and education efforts

Discussion Participants

The agenda item was discussed by several council members and staff, including Karen Angelucci, Bill Farmer, Steve Kay, and Tom Blues, in addition to David Leonard's presentation.

Outcome

The matter was deferred, indicating that further review, discussion, or information gathering is needed before the council takes action on revising the street tree ordinances.

Working with FCPS to Sustain Road Salt Services

Kevin Wente led a discussion on coordination between the city and Fayette County Public Schools (FCPS) regarding snow removal and salt usage services 3:00.

Key Discussion Points

The committee addressed the operational relationship between the city and FCPS for road salt services. Two primary issues emerged during the discussion:

• Authorized Requesters: The need to clearly define which individuals or departments within FCPS are authorized to request snow removal and salt services from the city.

• Service Valuation: The importance of clarifying and documenting the value of services being provided to schools, ensuring transparency about resource allocation and costs.

Participants

The discussion involved Kevin Wente, Linda Gorton, and Bill Farmer.

Outcome

This agenda item was presented as informational, with no formal action taken. The discussion identified areas requiring further definition and coordination between the city and FCPS to establish clearer procedures and documentation for ongoing road salt and snow removal services.

Vacuum Leaf Collection

Rob Allen presented on the city's leaf collection program during this agenda item. The program currently serves 90,000 residential addresses across the city.

Key Discussion Points

The presentation addressed the scope and operations of the existing leaf collection service. Diane Lawless and Tom Blues participated in the discussion alongside Allen.

Concerns Raised

Members raised several concerns about the program:

• Stormwater impacts: Questions were raised regarding how the leaf collection program affects the city's stormwater systems
• Program costs: Concerns were expressed about the expense of maintaining the service
• Program necessity: Some members questioned whether the program was necessary

Outcome

This agenda item was informational in nature, with no formal decision or action taken. The discussion served to present information about the leaf collection program and allow members to raise concerns for consideration.

Design Excellence Task Force Update

Tom Blues provided an update on the Design Excellence Task Force's progress. 59:48

Status Report

The task force has issued a Request for Qualifications (RFQ) for a consultant. Two firms responded to the RFQ, and interviews have been scheduled with the respondents.

Governance Structure

The Design Excellence Task Force will serve as the project steering committee moving forward.

Outcome

This item was presented for informational purposes.