Town Council Meeting

Charles A. Robinson Jr. Town Town of Vienna Hall 127 Center Street South Vienna VA, 22180 Meeting Agenda Town Council Meeting Monday, August 18, 2014 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Meeting Invocation: Chairperson John Russo of the Town of Vienna Baha'i Community Pledge of Allegiance to the Flag of the United States of America 1. Roll Call 2. Approval of the Minutes: A. 13-367 Approval of the minutes of the Regular Council Meeting and three Public Hearings of July 7, 2014. Recommendation: "I move for the approval of the minutes of the Regular Council meeting and three public hearings of July 7, 2014 as submitted." Or Other action deemed necessary by Council. 3. Receipt of petitions and communications from the Public 4. Reports/Presentations A. 13-351 Proclamation for National Payroll Week. A. Report and Inquiries of Council Members B. Report of the Town Manager C. Report of the Mayor D. Proposals for Additional Items to the Agenda E. Closed Session 5. Public Hearings Town of Vienna Page 1 Printed on 8/18/2014 Town Council Meeting Meeting Agenda August 18, 2014 A. 13-349 Public Hearing on a Proposed Ordinance to Amend the Code of the Town of Vienna, Chapter 18, Zoning, Article 2, Section 18-4, Definitions, adding new Definitions, and adding a new Article 13.1 MAC: Maple Avenue Commercial Zone Regulations. Recommendation: "I move to close the Public Hearing but allow written comments to be submitted for consideration until September 8, 2014." "I further move to continue this matter until the Council meeting of September 8, 2014 to consider the proposed action." And "I further move to authorize the Town Clerk to advertise the proposed approval of the MAC Ordinance for September 8, 2014. Or Other action deemed necessary by Council. Attachments: 08.18.14-MAC Draft-With Edits 08.18.14-MAC Draft Graphics 08.18.14-MAC-Comment Responses 1.29.14-PC-Traffic Studies and Research 3.03.14-Traffic Signal Study 6.12.14-Water-Sewer Proposal DRAFT GH-MAC Corridor Analysis Map Town of Vienna Page 2 Printed on 8/18/2014 Town Council Meeting Meeting Agenda August 18, 2014 B. 13-335 Alley vacation Public Hearing 112 Ayr Hill Avenue NW and 119 Wilmar Place NW. Recommendation: "I move to close the Public Hearing." And "I move to adopt the Ordinance to Vacate for the portion of the public alley adjacent to 112 Ayr Hill Avenue NW, accept payment of $1,125.00 from Todd and Erika Walker for the vacated portion, and authorize the Mayor to execute." Or "I move to defer action until the December 15, 2014 Town Council meeting to provide time for Jon and Mildred Davidson, 119 Wilmar Place NW to submit the survey plat, deed of consolidation and other required documents." Attachments: UPDATED Wilmar Place NW Alley Application Map Walker, alley vacation application Walker_112AyrHill_Alley_OfferLetter Vacation-Consolidation Plat (2) WALKER Deed of Consolidation M & B Alley Vacation Ordinance to Vacate 5-30-2013 Property owner Council meeting letter - 8-8-2014 Property Owners summary for Council 6-2-2014 VIEWERS RPT__15-FT ALLEY--AYR HILL NW WILMAR PL NW__WILMAR PL SUBD Davidson Application Davidson offer letter 6-10-2014 DAVIDSON alley vacation plat DAVIDSON Deed of Consolidation DAVIDSON M B Description 7. Regular Business A. 13-321 Bond Reduction, Birdseye Subdivision 411 and 413 Upham Place NW Recommendation: "I move to accept the improvements, release the performance bond and establish a 2-year $7,160.78 maintenance bond for the Birdseye Subdivision." Or Other action deemed necessary by Council. Attachments: Signed ltr to release performance bond Birdseye SD - 2 year Maintenance Bond Prior Council Actions Town of Vienna Page 3 Printed on 8/18/2014 Town Council Meeting Meeting Agenda August 18, 2014 B. 13-336 Lullaby & Harmony Drive SE Sidewalk Construction Contract Award. Recommendation: "I move to award a $196,000 Lullaby & Harmony sidewalk construction contract to Sagres Construction, IFB 14-20, account #338427-48801." OR Other action deemed necessary by Council. Attachments: IFB Summary Report and Award Recommendation Bid Tab IFB 14-20 Lullaby & Harmony TC construction contract award notice letter 8-8-2014 Property Owners - Harmony & Lullaby List for Council 6-18-2014 SRTS-153-173 m501 C. 13-338 Glyndon Street, NE Sidewalk Construction Contract Award. Recommendation: "I move to award a $197,000 Glyndon Street NE sidewalk construction contract to Sagres Construction, IFB 14-25, account #338444-48803." And "I further move to refund the $9,762 unused portion of the 412 Glyndon Street NW performance bond." Or Other action deemed necessary by Council. Attachments: Location Map - Glyndon Street NE between Ainstree Court and Hill Top Road Glyndon Street NE sidewalk petition 6-13-2013 TOV GLYNDON ST NE 100 PERCENT PLANS page 6 TC construction contract award notice letter 8-8-2014 Glyndon Property Owners list for Council IFB 14-25 Glyndon Summary Report and award reccommendation Copy of Sidewalk only estimate 412 Glyndon Street NE D. 13-341 Award Center Street N Drainage Study Contract to Whitman Requardt. Recommendation: "I move to award a $72,637 Center Street North drainage study contract to Whitman, Requardt and Associates, LLP under RFP 13-05; $47,637 from account 200413-48801 & $25,000 from account 300413-48801." Or Other action deemed necessary by Council. Attachments: Center Street Drainage Study Proposal_revised Town of Vienna Page 4 Printed on 8/18/2014 Town Council Meeting Meeting Agenda August 18, 2014 E. 13-352 Approve MOU with Fairfax County and Award a Design Contract to Wetlands Studies and Solutions for a Hunters Branch Stream Restoration Project Recommendation: "I move to approve the Memorandum of Understanding agreement with Fairfax County for the Hunters Branch Stream Restoration Project and authorize the Mayor to execute the agreement pending final legal review by the Town Attorney." And "I further move to award a $342,653 engineering design contract to Wetlands Studies and Solutions, Inc. under RFP 14-05 from account 55111-43104." Or Other action deemed necessary by Council. Attachments: Hunters Branch stream restoration location map Letter to Fairfax County_Agreement Letter from Fairfax County_Confirming Funds SLAF_Grant Award Fairfax County _MOU Sample_Letter to Citizens WSSI Fee Proposal RFP 14-05 Summary Report and Award Recommendation with Evaluation Report F. 13-346 Vienna Train Station Sidewalk Construction Contract Award Recommendation: "I move to award a $236,000 Vienna Train Station sidewalk construction contract to Sagres Construction, IFB 14-15, account #200741-48801." Or Other action deemed necessary by Council. Attachments: IFB 14-15 Bid Summary and Tabulation Train Station Property Owner Mailing List TC construction contract award notice letter 8-8-2014 ENS12-153-174 m501 (Entire Plan) G. 13-350 Request Approval for Vermont Systems Inc. Maintenance Agreement for Parks and Recreation Department Rectrac/Webtrac Software Automated Registration and Facility Services. Recommendation: "I move to (Approve/Disapprove) the FY15 yearly maintenance contract for RecTrac/WebTrac provided by Vermont System Inc. at a cost not to exceed $14,943.25 from account 10711 - 43303." Or Other action deemed necessary by Council. Attachments: Waiver and Posting Notice for Vermont Systems.pdf WebtracMaintenanceFy14-15.pdf Town of Vienna Page 5 Printed on 8/18/2014 Town Council Meeting Meeting Agenda August 18, 2014 H. 13-364 Request Approval to Submit Conceptual Community Center Renovation and Expansion Site Plan to the Planning Commission. Recommendation: "I move to accept the concept site plan for the Vienna Community Center renovation and expansion and to authorize staff to proceed with submission to the Planning Commission. I further move that if any substantial changes to the site are required that staff will return to Council on September 8, 2014 for additional review and approval." Or Other action deemed necessary by Council. Attachments: 2014-0729 VCC LAYOUT I. 13-348 Request Approval of Resolution for Issuance of Vehicle and Equipment Replacement Financing. Recommendation: "I move to approve the resolution for intent to obtain financing for Town vehicles and equipment purchase in an amount not-to-exceed $700,000 principle, account 10912-48308." Or Other action deemed necessary by Council. Attachments: VRP RESOLUTION 081814 ATTACHMENT A IFB 15- IFB 15- TOV CAPITAL FINANCING J. 13-359 Catastrophic Leave Request for Jerry Lambert Recommendation: "I move to approve (disapprove) forgiving the $2,783 employee benefit advance to Jerry Lambert from account 10421-41006. I further move that this amount will not need to be re-paid by Mr. Lambert." Or Other action deemed necessary by Council. Attachments: Jerry Lambert Amount Owed K. 13-354 Adoption of Changes to the Town Code, Chapter 11 - Personnel, related to the 2014 Classification and Compensation Study. Recommendation: "I move to adopt changes to the Town Code, Chapter 11 - Personnel as proposed." Or Other action deemed necessary by Council. Attachments: Chapter_11_PERSONNEL - 08 18 2014 TC Red Line Version Chapter 11 Personnel - Redline 8. 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. Town of Vienna Page 6 Printed on 8/18/2014