City Council

314 Mill Street PO BOX 195 TOWN OF OCCOQUAN Occoquan, VA 22125 Circa 1734 | Chartered 1804 | Incorporated 1874 (703) 491-1918 occoquanva.gov info@occoquanva.gov Occoquan Town Council Town Council Meeting June 21, 2022 | 7:00 p.m. 1. Call to Order 2. Consent Agenda a. June 7, 2022 Meeting Minutes 3. Discussion Items a. Coronavirus State and Local Fiscal Recovery Funds (SLFRF) Draft Spending Plan 4. Adjournment Portions of this meeting may be held in closed session pursuant to the Virginia Freedom of Information Act. A copy of this agenda with supporting documents is available online at www.occoquanva.gov. Town Council Agenda Packet 1 of 31  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 2. Consent Agenda Meeting Date: June 21, 2022 2A: Request to Approve Consent Agenda Attachments: a. Draft Minutes – June 7, 2022 Submitted by: Kirstyn Jovanovich Town Manager Explanation and Summary: This is a request to approve the consent agenda: a. Request to Approve June 7, 2022 Town Council meeting minutes Staff Recommendation: Recommend approval as presented. Proposed/Suggested Motion: “I move to approve the consent agenda.” OR Other action Council deems appropriate. Town Council Agenda Packet 2 of 31  OCCOQUAN TOWN COUNCIL Meeting Minutes - DRAFT Town Hall – 314 Mill Street, Occoquan, VA 22125 Tuesday, June 7, 2022 7:00 p.m. Present: Mayor Earnie Porta; Vice Mayor Jenn Loges; Councilmembers Cindy Fithian, Laurie Holloway, Robert Love, and Eliot Perkins Absent: None Staff: Kirstyn Jovanovich, Town Manager; Adam Linn, Chief of Police; Manual Casillas, Town Treasurer; Philip Auville, Town Clerk; Matt Whitmoyer, Management Fellow 1. CALL TO ORDER Mayor Porta called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE 3. CITIZENS’ TIME No one spoke at Citizens’ time. 4. SPECIAL PRESENTATION Mr. Mike Moran presented the FYE 2021 financial audit. 5. CONSENT AGENDA a. May 17, 2022, Meeting Minutes b. Request to Accept FYE 2021 Financial Audit Councilmember Perkins moved approval of the Consent Agenda. Councilmember Love seconded. Motion passed unanimously by voice vote. 6. MAYOR’S REPORT Mayor Porta reported the following: • Thanked town staff and volunteers who helped during RiverFest. • On May 5, he gave a presentation on updates in Occoquan at the Westminster retirement community. • On May 19, he attended an event at the NOVA Annandale Campus for visiting Pakistani Business Leaders, which was hosted by a town resident. • On May 21, he participated with Councilmember Fithian in the dedication of the Valentine Peyton Historic Marker in River Mill Park and attended the annual Blessing of the Fleet at Belmont Bay. He also attended the Music on Mill concert in River Mill Park. • On May 27, he emceed the first Trivia Night of the season at River Mill Park. • On June 4, he participatedTown in RiverFest and Craft Show event and administered the 2022 Council Agenda Packet 3 of 31 OCQ River Paddle Challenge, which was well attended by people from Maryland in Town Council Meeting Minutes Draft June 7, 2022 particular. • On June 5, he participated in the second day of RiverFest and Craft Show, including speaking at Conservation Alley on Dissolved Organic Compounds, and he attended a meeting of Pakistani Business Leaders in Town. • On June 7, he collaborated with the County’s Office of Historic Preservation on video that they are shooting as part of the commemoration of the 50th anniversary of Hurricane Agnes. • Mayor Porta also wished to remind everyone of the dedication of a bench swing in River Mill Park taking place on Wednesday, June 15; the swing was donated by the late Town resident Petra Casipit. 7. COUNCILMEMBER REPORTS Councilmember Perkins stated that he enjoyed volunteering at RiverFest and thanked everyone for their work in making RiverFest happen. Councilmember Holloway stated that she kicked off the Music on Mill Concert Series 2022 season in River Mill Park, which was well attended, and had a discussion with the Pakistani Business Leaders during the RiverFest and Craft Show event. She also thanked everyone for helping and volunteering during RiverFest. Councilmember Fithian noted the success of RiverFest weekend on June 4 and 5, she thanked the town staff and volunteers that worked to make RiverFest happen. She also thanked Ms. Jovanovich for working on getting fishing line recycling receptacles installed with the help of an Eagle Scout. Councilmember Love thanked town staff and all of the volunteers for the work put into the RiverFest event. Vice Mayor Loges noted that she was unable to attend RiverFest weekend but is looking forward to hearing the full report on it. 8. BOARDS AND COMMISSIONS ARB Chair Seefeldt reported that the Architectural Review Board met on May 24, and the Board reviewed and approved two exterior elevation applications. She noted that the ARB welcomed new regular Board Member Lisa Terry and new Alternate Board Member Jennifer Shown. Councilmember Perkins reported that the Planning Commission met on May 24, and welcomed new Planning Commissioner Don Wood. He further noted that the Community Plan development will be moving forward and that at the next meeting the Commission will include discussions on the future of the Riverwalk. 9. ADMINISTRATIVE REPORTS a) Administrative Report Ms. Jovanovich provided a written report as part of the agenda packet and further noted the Town Council Agenda Packet 4 of 31 following: Town Council Meeting Minutes Draft June 7, 2022 • Since the date of the Administrative Report, the COVID-19 Community Level in Prince William County has increased from low to medium. CDC Recommended actions based on this level include: staying up-to-date with COVID-19 vaccines; wearing a mask if you have symptoms, a positive test or exposure to someone with COVID-19; and wearing a mask on public transportation. The public may choose to wear a mask at any time, though not required, and high-risk individuals should consider wearing a mask indoors in public and taking additional precautions. Staff will continue to monitor community levels and update related policies as appropriate and necessary. At this time, masking is still optional inside Town buildings for fully vaccinated individuals. • The Ellicott Street Occoquan Greenway trail project has been selected to receive funding for FY23-24. This project includes addition of asphalt trail on Union Street to Ellicott Street and addition of missing sidewalk connection between Mill Street and Poplar Alley. The Town will coordinate with Prince William County and will provide updates as we move forward. • VDOT will be paving most VDOT roads in town before July 5, 2022. The Town will receive notice when the contractors are approximately 2 weeks out on the schedule. More information will be provided. • The Town has contracted to pave Center Lane which will occur the week of June 15. Notices will be going out by the end of the week. • We would like to welcome and introduce Matt Whitmoyer who is our new Management Fellow. The Town is working with the ICMA Fellow Program and he'll be with us for at least a year as part of the program. Ms. Jovanovich also expressed her appreciation to the Town Council for their support of RiverFest and for volunteering their time and energy to the show. She further recognized Town staff for their hard work before, during and after the event – Ms. Julie Little, Events Director; Chief Adam Linn, Lieutenant Jason Forman and the entire Public Safety team; Mr. Philip Auville, Town Clerk; Mr. Manuel Casillas, Town Treasurer; Mr. Bucky Brill, Maintenance Supervisor; and Mr. Matt Whitmoyer, Management Fellow. The entire team put in the extra effort this weekend to present a great show for the community and it was a great success due to their efforts and dedication. b) Town Treasurer Report Mr. Casillas provided a written report as part of the agenda packet. There were no questions. Mayor Porta reminded Council Members that several expense line items are exceeding budgeted amounts because of contractor price increases during the course of the year. He noted in particular trash services and insurance and noted that these had been discussed in multiple prior council meetings. c) Town Attorney Report Mr. Crim provided a written report as part of the agenda packet. There were no questions. 10. REGULAR BUSINESS a. Adopt and Appropriate Fiscal Year 2023 Budget and Tax Rates Councilmember Holloway Town moved adoption Council to set Agenda Packet the following tax rate for the Fiscal 5 of 31 Town Council Meeting Minutes Draft June 7, 2022 Year 2023 beginning July 1, 2022: a Real Estate Tax Rate of $0.12 per $100 of assessed valuation. Councilmember Fithian seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Perkins moved adoption to set the following tax rate for the Fiscal Year 2023 beginning July 1, 2022: a Meals Tax Rate of three (3) percent. Councilmember Holloway seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Fithian moved adoption to set the following tax rate for the Fiscal Year 2023 beginning July 1, 2022: a Transient Tax Rate of seven (7) percent. Vice Mayor Loges seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Holloway moved adoption of the Fiscal Year 2023 E-Summons Fund beginning July 1, 2022, as presented in the amount of $3,150 in expenses and $12,000 in revenue, and appropriate the funds for the expenses shown in the budget. Councilmember Fithian seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Perkins moved adoption of the Fiscal Year 2023 Mamie Davis Fund beginning July 1, 2022, as presented in the amount of $5,000 in expenses and $500 in revenue, and appropriate the funds for the expenses shown in the budget. Councilmember Fithian seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Fithian moved adoption of the Fiscal Year 2023 Events Fund beginning July 1, 2022, as presented in the amount of $196,223 in expenses and $256,870 in revenues, and appropriate the funds for the expenses shown in the budget. Vice Mayor Loges seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Councilmember Love moved adoption of to the Fiscal Year 2023 Capital Improvement Plan beginning July 1, 2022, as presented in the amount of $266,000 in expenditures and $181,000 in revenue, and appropriate the funds for the expenditures shown in the Town Council budget. Councilmember Holloway Agenda Packet seconded. 6 of 31 passed unanimously by roll call Motion Town Council Meeting Minutes Draft June 7, 2022 vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None Vice Mayor Loges moved adoption of the Fiscal Year 2023 General Fund Budget beginning July 1, 2022, as presented in the amount of $1,227,546 and appropriate the funds for the expenses shown in the budget. Councilmember Fithian seconded. Motion passed unanimously by roll call vote. Ayes: Vice Mayor Loges, Councilmember Love, Councilmember Fithian, Councilmember Holloway, Councilmember Perkins Nays: None During discussion, Vice Mayor Loges described the basis for her support of the General Fund budget, despite originally being surprised by the proposed increase in expenses. Based on discussions on the budget at prior Council meetings and her own review of the budget details, she has concluded that the expense increases are necessary given the current state of inflation and the need to bring certain services up to adequate levels. She noted that the Town has not raised any of its tax rates to accommodate these conditions and unlike larger entities such as the county, town residential real estate taxes are sufficiently modest that any reasonable reduction in the rates to compensate for any assessment increases would not generate meaningful savings for the taxpayer, but would hinder town efforts to provide adequate service levels. b. Request to Adopt Resolution to Refer Amendments to the Town Code Generally Relating to Solar Facilities to the Planning Commission Councilmember Love moved to adopt a Resolution to Refer Amendments to the Town Code Generally Relating to Solar Facilities to the Planning Commission. Councilmember Holloway seconded. Motion passed unanimously by voice vote. 11. CLOSED SESSION Vice Mayor Loges moved that the Council convene in closed session to discuss the following as permitted by Virginia Code § 2.2-3711 (A)(3), a matter involving: acquisition of real property for public purposes, specifically involving property within the Town boundaries, because discussion in an open meeting would adversely affect the Town’s bargaining position. Councilmember Holloway seconded. Motion passed unanimously by voice vote. The Council went into closed session at 8:06 p.m. The Council came out of closed session at 8:30 p.m. Vice Mayor Loges moved to certify that, in the closed session just concluded, nothing was discussed except the matter or matters (1) specifically identified in the motion to convene in closed session and (2) lawfully permitted to be discussed in a closed session under the provisions of the Virginia Freedom of Information Act as cited in that motion. Seconded by Councilmember Holloway. The Town motion Council Agenda Packetunanimously passed 7 of 31 by voice vote. Town Council Meeting Minutes Draft June 7, 2022 12. ADJOURNMENT The meeting was adjourned at 8:31 p.m. Philip Auville, Town Clerk Town Council Agenda Packet 8 of 31  TOWN OF OCCOQUAN TOWN COUNCIL MEETING Agenda Communication 3. Discussion Items Meeting Date: June 21, 2022 3 A: Coronavirus State and Local Fiscal Recovery Funds (SLFRF) Draft Spending Plan Attachments: a. Occoquan ARPA Information b. SLFRF Spending Plan Presentation Submitted by: Kirstyn Jovanovich Town Manager Explanation and Summary: Staff will provide a presentation and update the Town Council on the town’s Coronavirus State and Local Fiscal Recover Funds (SLFRF) Draft Spending Plan. Background Town staff provided a briefing on the Town’s SLFRF funds and presented a potential projects list with rough cost estimates at the February 15, 2022 Town Council meeting. Feedback received during that meeting was incorporated into a revised list, which was then presented for community feedback during a Town Hall meeting on March 1, 2022. On April 5, 2022, Town staff presented a revised potential project list and Town Council directed staff to develop a Draft Spending Plan for Council consideration. The website linked above includes updated information on the Town’s SLFRF process. About SLFRF In January 2022, the Treasury Department issued the Final Rule on the use of the American Rescue Plan Act (ARPA) funds, including the Coronavirus State Local Fiscal Recover Funds (SLFRF) program. The Town is entitled to $949,560.76 under the SLFRF NEU distribution, with the first tranche of $474,780.38 received in June 2021 and the second tranche expected in June 2022. Recipients may use SLFRF funds to: - Replace lost public sector revenue - Respond to the public health and negative economic impacts of the pandemic - Provide premium pay for essential workers - Invest in water, sewer, and broadband infrastructure The SLFRF funds provide flexibility for each jurisdiction to meet local needs within these four separate eligible use categories. Read the Final Rule Overview of the Final Rule Town Council Agenda Packet 9 of 31 Next Steps Staff is seeking direction from the Town Council on revisions to the SLFRF Draft Spending Plan. Based on Council and community feedback, a final SLFRF Spending Plan will be presented to Town Council for consideration and approval at their July 2022 meeting. Town Council Agenda Packet 10 of 31 Coronavirus State Local Fiscal Recovery Funds (SLFRF) Draft Spending Plan Occoquan Town Council June 21, 2022 Town Council Agenda Packet 11 of 31  • Occoquan is entitled to $949,560.76 under the SLFRF NEU Distribution • First tranche of $474,780.38 received June 2021 Fiscal • Second tranche distribution expected mid-2022 Recovery • Funds must be used for costs incurred on or after March 3, 2021 Funds • Funds must be obligated by December 31, 2024 and expended by December 31, 2026 • Annual Project and Expenditure Reports due through December 31, 2026 Town Council Agenda Packet 12 of 31  ELLIGIBLE USES INELLIGBLE USES • Replace lost public sector  Replenish surplus or rainy- revenue day funds • Respond to the public health  Payment to pensions SLFRF: and negative economic  Debt payments Eligible and impacts of the pandemic  Federal grant match funding • Provide premium pay for Ineligible Uses essential workers  Unless they are under the “revenue loss” eligible • Invest in water, sewer and category broadband infrastructure Town Council Agenda Packet 13 of 31  1. Infrastructure – Parks and Public Spaces Draft Spending 2. Infrastructure – Energy Efficiencies and Building Upgrades Plan 3. Infrastructure – Stormwater Funding Groups 4. Administrative Town Council Agenda Packet 14 of 31   McKenzie Drive Sidewalk  Washington Street Sidewalk Connection  River Mill Park Playground and Picnic Area Draft Spending  Old Pump House Demo + Parking Area + Beautification Project Plan  Riverwalk Connection Project  Riverwalk Overlook Extension at Mill House Museum Infrastructure –  Town Gateways Beautification Project Parks and Public  Public Fishing (Floating) Dock/Area Spaces  Parking Facility Plan Town Council Agenda Packet 15 of 31 Draft Spending  Energy Audit (Underway) – Town Hall, Annex, Street Gaslights Plan  Town Hall Energy and Ventilation Upgrades Infrastructure –  Street Gaslight LED Conversion Project Energy Efficiencies + Building Upgrades Town Council Agenda Packet 16 of 31   Stormwater System Planning Project (Grant Request submitted – pending review) Draft Spending  Implementation of Stormwater System Plan (pending plan development – multi year project) Plan  Stormwater Safety Projects Infrastructure –  Center Lane Pipe Abandonment  Commerce Street Pipe Reinforcement Project Stormwater  200 Mill Street Culvert/Sidewalk Repair Town Council Agenda Packet 17 of 31 Draft Spending  Personnel – SLFRF Support (allocated for FY2023) Plan  Process Improvement Programs - TBD Other Town Council Agenda Packet 18 of 31 Draft Spending Plan Project Estimates Town Council Agenda Packet 19 of 31  McKenzie Sidewalk Project  Estimated Project Cost: $137,704* Draft  Completed survey and as-built process to determine feasibility  Potential Grant Funding: Transportation Alternatives Program Spending Plan Projects Infrastructure – Parks and Public Spaces *Engineering estimate Town Council Agenda Packet 20 of 31 based on as-built  Washington Street Sidewalk Extension  Estimated Project Cost: $500,000*  Working with PWC to develop rough estimate Draft  Potential Grant Funding: SRTS Project Spending Plan  Approximately 480 feet of sidewalk to Riverview Lane; approximately Projects 220 feet is located outside of Town limits Infrastructure – Parks and Public Spaces *Placeholder; estimate pending Town Council Agenda Packet 21 of 31  River Mill Park Playground and Picnic Area  Estimated Project Cost: $300,000*  Currently working with Fairfax Water to develop engineering plans for Draft installation of base structure – costs are part of General Fund Engineering Costs Spending Plan  Playground structure can cost anywhere from $50,000 to $200,000 depending on size and scope Projects  Requires installation of base structure; engineering plans required – rough estimate of $50,000 for installation of base  Potential Grant Opportunities: USDA Community Facilities Direct Loan & Infrastructure Grant Program; AARP Community Challenge – Parks and Public Spaces *Rough Estimate Town Council Agenda Packet 22 of 31  Old Pump House + Demo + Beautification  Estimated Project Cost:* $25,000 (Demolition Only); $283,800 Draft  Estimate includes wet well structural repairs, curb and sidewalk, milling, paving and striping, and stormwater repairs – additional parking area Spending Plan  Consider other uses for the area; building currently used for Town storage Projects  Potential Grant Opportunities: TBD Infrastructure – Parks and Public Spaces *Rough Estimate Town Council Agenda Packet 23 of 31  Riverwalk Expansion Project  Estimated Project Cost: $800,000* Draft  Connect existing boardwalk section (Gaslight Landing) to planned section (Mill at Occoquan) ~400 feet of boardwalk Spending Plan  Potential Grant Opportunities: DCR Recreational Trails Program; VDOT Transportation Alternatives Program Projects Infrastructure – Parks and Public Spaces *Rough Estimate Town Council Agenda Packet 24 of 31  Riverwalk Overlook Extension Project  Estimated Project Cost: $20,000*  Install overlook deck behind Mill House Museum, connect to Riverwalk Draft  Potential Grant Opportunities: DCR Recreational Trails Program; VDOT Transportation Alternatives Program Spending Plan Projects Infrastructure – Parks and Public Spaces *Rough Estimate Town Council Agenda Packet 25 of 31  Town Gateways Beautification Project  Estimated Project Cost: $100,000*  Funding for gateway improvements Draft  Updated signage at key points of entry into town  Beautification projects at key points Spending Plan  Potential Grant Opportunities: DCR Recreational Trails Program; AARP Community Challenge Projects Public Fishing (Floating) Dock/Area  Estimated Project Cost: $20,000* Infrastructure  Identify Designated Fishing Area – Parks and  Potential Grant Opportunities: AARP Community Challenge Public Spaces Parking Facility Plan  Estimated Project Cost: $10,000*  Develop a parking facility plan; identify funding opportunities  Potential Grant Opportunities: TBD *Funding Bucket Town Council Agenda Packet 26 of 31  Town Hall Energy Audit Draft  Estimated Project Cost: $0 Spending Plan  Currently undergoing Energy Audit Projects Town Hall Energy and Ventilation Building Upgrades  Estimated Project Cost: $55,000* + $25,000 Infrastructure  Pending energy audit results – Energy  FY23 CIP Includes estimates for envelope improvements, HVAC upgrades  Review needed for electrical and ventilation improvements Efficiencies  Potential Grant Opportunities: DOE Energy Efficiency and Conservation and Building Block Grant (EECBG) Upgrades *Included in FY2023 CIP Town Council Agenda Packet 27 of 31  Streetlight LED Conversion Project Draft  Estimated Project Cost: $150,000* Spending Plan  Test electric mantle heads have been installed in Mamie Davis Park  Need to obtain estimate to run electric under sidewalk – 40 gaslights Projects  Part of Energy Audit review  Potential Grant Opportunities: DOE Energy Efficiency and Conservation Block Grant (EECBG) Infrastructure – Energy Efficiencies and Building Upgrades *Rough Estimate Town Council Agenda Packet 28 of 31  Stormwater System Planning Project  Estimated Project Cost: $150,000*  Potential Grant Opportunities: DCR Community Flood Preparedness Grant (submitted April 2022) Draft Implementation of Stormwater System Plan Spending Plan  Estimated Project Cost: $300,000** Projects  Implement Stormwater Plan by watershed  Not total implementation cost; multi-year project; based on completion of Stormwater System Plan Infrastructure  Potential Grant/Funding Opportunities: DCR Community Flood Preparedness – Stormwater Grant; Virginia Clean Water Revolving Loan Fund; Stormwater Assistance Fund; FEMA Grants Stormwater Safety Projects  Estimated Project Cost: $55,000  Potential Grant Opportunities: DCR Community Flood Preparedness *Grant Request Submitted Grant Town Council Agenda Packet 29 of 31 **Funding Bucket – not total implementation Cost  Personnel  Estimated Project Cost: $30,226*  Potential Grant Opportunities: N/A Draft Process Improvements Spending Plan  Estimated Project Cost: $25,000 Projects  Identify process improvement to improve customer service and access  Potential Grant/Funding Opportunities: TBD Administrative *Allocated for FY2023 Town Council Agenda Packet 30 of 31  Funding Bucket Project Total SLFRF Grant CIP TBD Title Allocation Infrastructure – $2,171,504 $454,334 - - $1,608,800 Parks and Public Spaces Draft Infrastructure – Energy $230,000 $100,000 - $55,000 - Spending Plan Efficiencies and Building Upgrades Funding Totals Infrastructure – Stormwater $2,205,000 $355,000 - - $1,750,000 Administrative $55,226 $40,226 - - - $4,661,730 $949,560 0 $55,000 $3,657,170 Town Council Agenda Packet 31 of 31