Leesburg Diversity Commission Meeting - May 14, 2026

The Leesburg Diversity Commission convened at 7:04 p.m. for its regular monthly meeting. The raw transcript recites the call to order as Wednesday, May 13, 2026, but the supplied meeting timestamp is 2026-05-14; this summary uses the supplied date. No petitioners appeared. The commission approved routine items, heard a sustainability program overview, reviewed event and logo procurement plans, and made fiscal year 2026 spending decisions.

Consent Calendar / Routine Approvals

• Approved electronic participation for Shri, who is out of the country for school, and Asante, who had work-related logistics; no nays were heard.
• Approved the meeting agenda by motion and second.
• Approved the April 22, 2026 meeting minutes by motion and second.
• Staff announced the town's voluntary and anonymous Title VI demographic survey, available by QR code or paper copy.

Staff Reports and Updates

• Preservation planner Heather Schmidt proposed partnering around Construction Inclusion Week, October 12-16, 2026. Commission members expressed interest; staff will try to arrange for preservation staff to attend a summer meeting.
• The vice mayor had forwarded a community request about a possible Diwali event. The commission was interested; staff will contact the requester and potentially invite him to a meeting.
• Staff promoted the 'Inside Leesburg' community orientation event and asked commissioners to share flyers.
• The police department liaison had no report.

Sustainability Program Presentation and Discussion

• Sustainability Coordinator Deb Moran explained that the town's sustainability program began when she was hired in April 2023. She presented the third annual progress report to town council in April 2026 and asked for commission help because the report had no diversity represented.
• The food waste composting program, launched December 2024, has disposed of 25 tons of material to date. A second drop-off site at Tuscarora Creek Park was requested but not approved in this year's budget; the program may use bag-tax revenue. Sites must be town-owned. Commissioners suggested considering Rotary Park and avoiding putting too many programs at Idylwood.
• The recycling tagging 'oops' campaign is expected to begin around June 15, pending final confirmation. It is designed to educate rather than punish: contaminating carts receive a red 'oops' door hanger and are not collected, with pickup two business days later if corrected; clean carts receive a thank-you tag. The program will cover one collection area per week and includes postcards, HOA letters, scripts, and social media/news outreach.
• Commissioners raised the idea of student volunteers, possibly with work-based learning, and asked about reaching neighborhoods where English is not the primary language. Tags are in English and Spanish; Moran said she would check whether language data can be incorporated into route selection.
• Other sustainability work discussed: an EV charging 'charge smart' certification, a green business designation with economic development, a heat vulnerability map highlighting lower-income and 55+ populations in western Leesburg areas, weatherization resources, and a community orchard/food forest called for in the Legacy Leesburg Town Plan.
• On data centers, Moran said she is not included in data-center conversations. The Environmental Advisory Commission collected public feedback at the Flower and Garden Festival, including many 'stop data centers' comments, and will share an infographic with council.
• Moran cited a sustainability budget of $8,000 and being a team of one as the biggest barriers; she was receptive to volunteer and student pathways.

Networking Event Debrief and Collaboration Items

• The networking event was lightly attended. Commissioner Ed's follow-up notes were read: the Performing Arts Commission chair was interested in having a song or poem performed at a future Domestic Violence Awareness Month event; the diversity commission should involve LAWS in selecting the artist. Staff will invite LAWS to a meeting.
• The Techcom Commission chair suggested making the Bablic website translation service a town general fund expense rather than a diversity commission budget item. The commission appeared supportive, but needs to decide before December budget requests. The current contract ends April 2027. Staff noted Bablic's current payment-system problems, an upcoming new town website RFP, and an April 2028 federal accessibility deadline; the current site has more than 6,000 PDFs that are not screen-reader accessible.
• A planning commission member raised possible fair/affordable housing collaboration. Staff noted county investments in affordable housing; a commissioner suggested a community land trust as an underutilized idea.

Logo RFP

• Staff proposed an RFP timeline: send materials to procurement by Friday, May 15; artist questions due May 20 at 5 p.m.; proposals due May 28 at 3 p.m.; evaluation committee work during the first week of June; commission meeting June 10; purchase requisition by June 12 so FY26 funds can be used even if the final logo is not delivered until July 15.
• The RFP would be posted about 10-14 days. Artists submit previous work samples, not a logo; compensation is $500. The commission agreed to request two proofs, allow 90 days for final delivery, and make attendance optional.
• Evaluation criteria weights were adjusted: one criterion was set at 10% and the other three at 30% each. The evaluation committee will be Linda, Shri, and Vanessa, meeting virtually on June 3 at 3 p.m. Eastern. Staff will circulate the RFP link.

FY26 Funding and Future Budget Planning

• Fiscal 2026 funds must be committed by June 30. Staff estimated roughly $1,800 remaining, with the exact amount to be confirmed at the next meeting because the Bablic invoice payment has not cleared.
• The commission approved $50 for Holiday for the Cops gift-wrapping supplies, including three large rolls of wrapping paper and tape.
• It also approved sponsoring two Holiday for the Cops children at $250 each, for a total of $500. Sponsorship money is used to buy Target gift cards for children selected through schools/family liaisons.
• The commission amended its prior Pride flag raising authorization to allow purchase of pride temporary tattoos and fans within the existing up-to-$300 budget.
• For future budgeting, commissioners discussed a microgrant for a historian to research diversity in Leesburg history; a plaque for the Thomas Robinson barbershop, cited as the oldest operating Black-owned business in Loudoun County, operating since 1888; possible Leesburg Business Awards sponsorship; and sign-language interpretation at town events. These are likely FY27 items.

Key Outcomes

• Approved electronic participation, agenda, and minutes.
• Approved participation in National Night Out, scheduled for the first Tuesday of August.
• Approved the logo RFP direction, timeline, evaluation criteria weights, and three-member evaluation committee; directed staff to share the RFP link and proceed with the June 3 committee meeting.
• Approved FY26 spending: up to $300 for Pride flag raising supplies including fans and temporary tattoos; $50 for Holiday for the Cops wrapping supplies; and $500 to sponsor two Holiday for the Cops children.
• Directed staff to schedule a preservation staff visit, contact the Diwali requester, invite LAWS to a meeting, confirm the exact FY26 budget balance, and coordinate Pride and National Night Out logistics.