Town Council Meeting

Charles A. Robinson Jr. Town Town of Vienna Hall 127 Center Street South Vienna VA, 22180 Meeting Minutes Town Council Meeting Monday, October 28, 2013 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Meeting Invocation: A. Ms. Carol Scruggs of the Baha’i Community of the Town of Vienna Pledge of Allegiance to the Flag of the United States of America 1. Roll Call Mayor M. Jane Seeman called the meeting to order at 8:00 p.m. and the Town Clerk called the roll. All members of Council were present. Present: 7- Council Member Laurie Genevro Cole, Council Member Laurie A. DiRocco, Council Member Edythe Frankel Kelleher, Council Member Michael J. Polychrones, Vice Mayor Carey J. Sienicki, Council Member Howard J. Springsteen and Mayor M. Jane Seeman 2. Approval of the Minutes: A. Approval of the minutes of the Work Session meetings of September 30 and October 21, 2013 and to defer approval of the minutes of the Regular Council Meeting of October 7, 2013 to November 4, 2013. Subject to a change/addition requested by Councilmember Springsteen it was moved for approval of the minutes of the Work Session Meeting of September 30, 2013 and October 21, 2013 as submitted. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman 3. Receipt of petitions and communications from the Public Mr. John Schreffler, President of the Westbriar Civic Association, addressed Council to speak in support of the work being done by Pam Konde and others in support of enhancing child safety in the vicinity of the Westbriar Elementary School with the Safe Routes to School program. He wants the Town to know that Westbriar Civic appreciate and fully support the PTA President, Pam Konde an her efforts to secure funds to make the safety improvements under a grant program. He asks that the Town extend whatever support they can to help Pam and school in this worthy goal. A local Boy Scout from Troop 1978 introduced himself to Council, he is working on his Citizenship in the Community Merit Badge. Town of Vienna Page 1 Printed on 11/19/2013 Town Council Meeting Meeting Minutes October 28, 2013 4. Reports/Presentations Vice-Mayor Carey Sienicki presented a Proclamation for "Vienna Business Saturday" which will be held on November 30, 2013. Vice Mayor Sienicki present a Proclamation for Vienna Business Saturday to be held on November 30, 2013. A. Report and Inquiries of Council Members Councilmember DiRocco reported that she and other Councilmembers attended the VML Conference in Arlington where she had attended a couple different presentations that she found very interesting, one was a presentation on Real Estate Economic Development in the new Economy and the other was the Ageless Community Creating a Great Place for every generation. Councilmember Sienicki thanked the participants and the organizers of the Halloween Parade, it was a wonderful event. She thanked the Vienna Business Association and the Town Staff especially the Police Department who did a wonderful job with rerouting Maple Avenue and the Parks & Recreation Department. Councilmember Sienicki also reported that the Transportation Safety Commission will be holding a meeting on Oct. 29th at 8:00 p.m. for a presentation on mini roundabouts. Councilmember Cole reported on the annual Halloween party that the Community Center hosts for kids in costumes to come and play games, do crafts, decorate pumpkins etc. Brandy Wyatt, Amy-Jo Hendrix, students and volunteers from the Optimist Club helped out with the event. Councilmember Polychrones thanked the Department of Public Works, especially, the Water & Sewer department staff for their early call on the water break on the lower half of Cottage Street, it left a lot of residents in the area either without water or very low pressure. B. Report of the Town Manager Mr. Payton reminded everyone that at the November 4th Council meeting they will be doing the Halloween Parade awards. A reception will be held prior to the awards at 7:30 p.m. C. Report of the Mayor No report Mayor Seeman gave a special thanks to Jammin' Java for stepping forward at the last minute to host the Halloween Parade Mixer. They said they were happy to do it and would like it to be a yearly event. D. Proposals for Additional Items to the Agenda None E. Closed Session Town of Vienna Page 2 Printed on 11/19/2013 Town Council Meeting Meeting Minutes October 28, 2013 It was moved that the members of the Vienna Town Council be polled to affirm that during the Closed Session convened this date, Monday October 28, 2013, the Town Council met for purposes of discussion of personnel matters, specifically the interviewing of individuals for consideration of appointment and/or reappointment to Town Boards and Commissions. It was further moved that the Certification Resolution be adopted in accordance with State Statutes, and that the Town Clerk is authorized to execute the Certification Resolution. It was further moved that the Closed Session be continued to later this date, Monday, October 28, 2013, at the conclusion of the Regular Council Meeting in accordance with Virginia Code Section 2.2-3711A(1), for purposes of discussion of personnel matters. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman 5. Public Hearings A. Request to approve the proposed General Obligation Debt Ordinance at the conclusion of the Public Hearing on 2014 Financing of Capital Improvement Projects. Mayor Seeman called the Public Hearing to order at 8:18 p.m., the Clerk called the roll, all members were present. Karen Spence, Finance Director explained that this Public Hearing is covering the 2014 Capital Improvement Projects in an amount not to exceed $10,000.000. The CIP that they are representing is for 6,500,000 and approximately 3.4 million in refunding potential. Councilmember Cole made a motion to close the public hearing. Councilmember Polychrones seconded the motion. All members were in favor of closing the Public Hearing. Councilmember Cole further moved for Council approval of the General Obligation Debt Ordinance. It was further moved that the Town Clerk be authorized to advertise the Notice of Intent to Adopt. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman 6. Regular Business A. Request to endorse the Westbriar Elementary Safe Routes to School Sidewalk grant application. It was moved to endorse a Safe Routes to School sidewalk grant application for Old Courthouse Road NE. It was further moved to authorize the Mayor to execute the support Resolution and Town of Vienna Page 3 Printed on 11/19/2013 Town Council Meeting Meeting Minutes October 28, 2013 the Town Manager to sign other documents required for the grant. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman B. Request to endorse cooperative agreement with Fairfax County to share stormwater service district fees. David Bulova of AMEC was called to speak, Randy Bartlett of Fairfax County was called to speak It was moved that the Vienna Town Council endorses the concept of a cooperative agreement between the Fairfax County Board of Supervisors and the Town of Vienna to share certain stormwater service district fees and responsibility for related services. It was further moved to authorize the Mayor to sign the final draft of the agreement after final review by the Town Attorney. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman C. Request to adopt the Town of Vienna Capital Improvement Plan for 2014 through 2030. It was moved for the adoption of the Capital Improvement Plan for 2014 through 2030 as revised, in the single year 2014 amount of $6,500,000 and in the 16-year aggregate amount of $44,245,000. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman D. Request to ride Baltimore County Bid No. B-349 Tennis/Basketball Court Renovations for the repair and resurfacing of Glyndon Park tennis courts and basketball court. It was moved to award a $23,497.50 tennis and basketball court repair and resurfacing contract to American Tennis Courts, Inc. based upon their October 2, 2013 quotation under Baltimore County Bid No. B-349 Tennis/Basketball Court Renovations. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman E. Request to approve a contract for Maple Avenue West median improvements. It was moved to award a $459,252 contract to Sagres Construction for IFB 14-03 Maple Avenue Median Improvements from CIP Account number 388412-48801. It was further moved to authorize the Mayor to execute any necessary easement documents and send a letter of thanks to the property owners. Town of Vienna Page 4 Printed on 11/19/2013 Town Council Meeting Meeting Minutes October 28, 2013 Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman F. Request to grant permanent and temporary easements to Fairfax Water at the Wall Street water tank. Motion split It was moved to approve the easements on Parcel 2 as shown on the attached plats and deeds at the Wall Street water tank and authorize the Mayor to execute the documents. then It was moved to approve the easements on Parcel 26A as shown on the attached plats and deeds at the Wall Street water tank and authorize the Mayor to execute the documents Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman G. Request to award new Janitorial Services Contract to 2Clean Commercial Cleaning Services. It was moved for the approval to award IFB 14-12, Janitorial Services for Town Hall and Police Station, to 2Clean Commercial Services, LLC in the amount of $24,392.00 from accounts 10432-43702 ($16,952.00) and 10311-43702 ($7,440.00). Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman H. It was moved for approval to replace vehicle #44 under the Vehicle Replacement Program utilizing the listed contract for a total cost of $17,023.34 from account number 10912-48308. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman I. Request for authorization to ride Commonwealth of Virginia Contract #E194-736 for the Purchase of a Ford F-150 One-half-ton Pickup Truck from Hall Automotive, Virginia Beach, VA, to replace existing Vehicle #55 in accordance with the Town of Vienna's Vehicle Replacement Program. It was moved for the approval of the staff recommendation to ride Commonwealth of Virginia Contract #E194-736 for the purchase of one (1) Ford F-150 One-half-ton Pickup Truck from Hall Automotive, 3757 Bonney Road, Virginia Beach, VA 23452, Town of Vienna Page 5 Printed on 11/19/2013 Town Council Meeting Meeting Minutes October 28, 2013 for the amount of $16,704.71 and from General Fund account number 10912-48308. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman J. Request to accept the resignation of Corinne Abbott from the Community Enhancement Commission. It was move for Council to accept the resignation of Corinne Abbott from the Community Enhancement Commission effective October 28, 2013. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman E-2 Closed Session It was moved that the members of the Vienna Town Council be polled to affirm that during the second Closed Session convened this date, Monday October 28, 2013, the Town Council met for purposes of discussion of personnel matters. It was further moved that the Certification Resolution be adopted in accordance with State Statutes, and that the Town Clerk is authorized to execute the Certification Resolution. It was further moved that the Closed Session be continued to Monday, November 4, 2013, at 7:15 p.m. in accordance with Virginia Code Section 2.2-3711A(1), for purposes of discussion of personnel matters, specifically the interviewing of individuals for consideration of appointment and/or reappointment to Town Boards and Commissions. Aye: 7- Council Member Cole, Council Member DiRocco, Council Member Kelleher, Council Member Polychrones, Vice Mayor Sienicki, Council Member Springsteen and Mayor Seeman 7. Meeting Adjournment THE TOWN OF VIENNA IS COMMITTED TO FULL COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT STANDARDS. TRANSLATION SERVICES, ASSISTANCE OR ACCOMMODATION REQUESTS FROM PERSONS WITH DISABILITIES ARE TO BE REQUESTED NOT LESS THAN 3 WORKING DAYS BEFORE THE DAY OF THE EVENT. PLEASE CALL (703) 255-6304, OR 711 VIRGINIA RELAY SERVICE FOR THE HEARING IMPAIRED. THE TOWN OF VIENNA IS COMMITTED TO FULL COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT STANDARDS. TRANSLATION SERVICES, ASSISTANCE OR ACCOMMODATION REQUESTS FROM PERSONS WITH DISABILITIES ARE TO BE REQUESTED NOT LESS THAN 3 WORKING DAYS BEFORE THE DAY OF THE EVENT. PLEASE CALL (703) 255-6304, OR 711 VIRGINIA RELAY SERVICE FOR THE HEARING IMPAIRED. Town of Vienna Page 6 Printed on 11/19/2013