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, November 17, 2014 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Invocation: Reverend Garry Genser, Vienna Seventh-day Adventist Church Pledge of Allegiance to the Flag of the United States of America 1. Roll Call Present: 7- Council Member Emil Attanasi, Council Member Linda Colbert, Council Member Edythe Frankel Kelleher, Council Member Pasha Majdi, Council Member Carey J. Sienicki, Council Member Howard J. Springsteen and Mayor Laurie DiRocco 2. Approval of the Minutes: A. 13-445 Regular Meeting Minutes of October 20, 2014, October 27, 2014 and November 3, 2014. It was moved to approve the minutes of the regular Council Meetings of October 20, 2014, October 27, 2014 and November 3, 2014 as submitted. A motion was made by Council Member Attanasi, seconded by Council Member Springsteen, that the Minutes be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 3. Receipt of petitions and communications from the Public Mrs. Robey, Follin Lane reported that there will be 36 trees that will be cut down between Hine and 123. She would like Council to keep that in mind when they are approving the plan. She would like them to try and modify the plan to save as many trees as possible. A local Boy Scout from Troop 1978 introduced himself to Council. He is working on his Communications Merit Badge. 4. Reports/Presentations A. 13-408 Presentation of Community Enhancement Commission Beauty and Sustainability Awards A. Report and Inquiries of Council Members Councilmember Springsteen reported that Sunday November 23rd the annual Turkey Trot will be held. Town of Vienna Page 1 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 Councilmember Springsteen thanked the Town Manager for working with Dominion Power to get the Maple Avenue crosswalk signal issue and the Courthouse Road traffic signal issue completed. Councilmember Sienicki commended Public Works for a wonderful job they did on Church Street with the new striping and looking forward to experiencing it first hand while walking around during the Church Street stroll, it was a job well done. B. Report of the Town Manager No report. C. Report of the Mayor Mayor DiRocco reported that at the Vienna at Your Service meeting, the Director of Public Works, Dennis Johnson spoke about the forty something infrastructure projects that the Town is currently working on. He had brought a number of plans from some of the projects to show the audience. Lt. Marsh was also there and gave an update on what is happening with the Police within the Town. She thanked them both for coming, it was very informative and useful for the citizens who attended. The next Vienna at Your Service will be held on Tuesday, January 13, 2015 at 7:30 p.m. and they will be discussing the history of Vienna. Mayor DiRocco reported that there will be no Council meeting held on December 1st due to the Church Street Stroll that is hosted by the Town and Historic Vienna, Inc. D. Proposals for Additional Items to the Agenda E. Closed Session It was moved that the members of the Vienna Town Council be polled to affirm that during the Closed Session convened this date, Monday, November 17, 2014, the Town Council met for purposes of discussion of personnel matters, specifically the interviewing of an individual for consideration of re-appointment to a Town Commission. 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. And it was further moved that the Closed Session be continued to Monday, December 15, 2014 at 7:00 p.m. in accordance with Virginia Code Section 2.2-3711A(1) for purposes of discussion of personnel matters, specifically discussion of staff evaluation procedure and the interviewing of an individual for consideration of appointment and/or re-appointment to a Town board and commission. Motion: Councilmember Kelleher Second: Councilmember Sienicki Carried Unanimously It was moved that Tara Ruszkowski be re-appointed to the Community Enhancement Commission for a two year term. Said term shall begin December 18th, 2014 and will expire December 18th, 2016. It was further moved that Peter Tabash be appointed as a Town Council Town of Vienna Page 2 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 representative to the Historic Vienna Board of Directors. Motion: Councilmember Kelleher Second: Councilmember Colbert Carried Unanimously The above motions were approved. 5. Public Hearings A. 13-433 Public Hearing on a Request for Approval of a Revised Site Plan and certain Site Plan Modifications for the expansion of the Vienna Community Center on property principally located at 120 Cherry Street, SE, along with a limited portion of 130 Cherry Street, SE, in the PR-Park & Recreation zone and a portion of the W & O D Trail property zoned RM-2, Multi-Family Low Density. Application filed by Adtek Engineers, Inc. and the Department of Parks and Recreation, Agents for the Town of Vienna, owner. Mayor DiRocco called the Public Hearing to order at 8:13 p.m. The Clerk called the roll and all members were present. Matt Flis, Interim Director of Planning and Zoning explained that this item is a request for an amendment to the site plan for the Vienna Community Center. This item has been in discussion for renovations for about two years. The site plan has several significant elements; the first is the addition of a new gymnasium along with support facilities, a new lobby, the relocation on the NOVA Parks property of the trail and an expanded parking facility. The parking would increase from 125 spaces existing to 176 with the majority of it now occuring on the Town's property. This item went before the Planning Commission in October, there were four site plan modifications under consideration for the site plan. The first was for the parking, the site plan is providing 176 spaces in lieu of the 195 that are required, the other site plan waivers modifications include the side yard setbacks, the open space and then the park space. This is a very narrow and oddly shaped lot so they believe these waivers are appropriate considering the configuration of the site. The Planning Commission did hold a Public Hearing on October 22, 2014 and recommended approval of the site plan 8-0, conditioned upon the neccessary agreements from Fairfax County School Board for the portion that would extend onto school proptery. There is a small portion of the building that extends onto the side where Caffi and Waters field are located. The Town Attorney is working diligently on that agreement. Ms. Cathy Salgado explained that with her this evening was Doug Cowdry from Lukmire Partnership and Ashley Stafford from Adtek who are responsible for the actual site plan development. She stated that they will be going over the highlights and answering any questions that Council may have. She presented a powerpoint presentation showing the highlights. She stated that as Mr. Flis noted this did go before the Planning Commission and one of the main elements was the size of the site itself. They had very limited space in which to put in a full size gymnasium as well as to get as much parking in as possible; therefore, at the back of the existing building is the gymnasium addition along with a full set of restrooms that are required to go along with the gymnasium and then an exterior corridor that runs the lenght of the building that provides the connectiveness between the old and the new. In front of that will be a new lobby entrance area that will actually have two entrances, one facing Park Street and one facing Cherry Street in the front parking lot. The rest of the building stays basically the same including the exterior elements on the Waters Town of Vienna Page 3 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 and Caffi side. They do have existing sidewalks that run around that part of the building building and are not proposing any changes to that side. The gymnasium does protrude over the property line by 17.5 feet which is approximately 393 square feet which is what they are currently working with School Board in order to get an agreement in place in order to put in the gymnasium. In addition, another big feature of this plan is actually the re-location of the W & OD Trail. One of the desires of this renovation was to help make the trail a safer place as it passes by the Community Center and have it so they are not having pedestrian crossing over the trail itself in order to get in and out of the building. To do that they basically re-aligned the trail with its original location back before it was a multi-use trail. She showed on the presentation where the trail would go. The trail would run along the existing culvert and then it would come up and make an "S" turn as it crosses over Park Street. This alignment right now has been vetted through NOVA Parks and they have requested that the trail be widened to 18' which the plan shows; they have also requested the "S" curve as it crosses Park Street. They will be doing some additional markings on the trail crossings as well. There is also details shown for safety enhancements. Part of the whole plan is to make the trail crossing at Park Street safer than what it is now and so some safety enhancments. One of the components they are putting in is a teardrop medium that will go down the center of the trail on both sides which will hopefull slow down bikers. There is also a number of markings that will go on the trail itself and also some rumble strips. The parking right now is 125 spaces and this plan shows 176 on-site parking, the big change was the combination of the two parking lots into one parking lot to provide better flow. There was a conscious decision to close the entrance at Park Street in order to provide a safe route for the W&OD Trail and to elimate any crossover traffic from the trail and the entrance and exit of the Community Center. In doing so a number of spaces on the Park Street side had to be eliminated in order to move the trail to the other side and also get around a large electric tower. At the end of the parking lot they put in a turn around for a fire truck which was a request from the Fire Marshall. They did keep the loop in front of the existing building that will be for buses that they must get in and out on a regular basis. They did move the entrances to the parking lots by centering them up on Mill Street and Cherry Street and they kept the dumpster in the same place. They have a large gathering place in front of the main entrance that they hope to utilze and make it a special place by adding some elements to it that will make people want to sit and talk. They have bike racks, handicap parking and two electric parking spots. Down behind the building is the VYI Annex and they did create and 18' place for them to get deliveries. Councilmember Colbert noticed in the Town Code that the normal parking space size is 9x20 and the ones shown are 18' and she is wondering if that is going to be a concern for parking and is there going to be enough room to get around for the big suv's and did they look into diagnol parking. Mr. Flis stated they did look at the parking space and the length is slightly shorter but they don't think that is an issue as it is a standard parking space in most jurisdiciations, 20' feet is actually pretty long for any vehicle, the width is usually a bigger concern for opening doors and they are not changing that. It is consistent with ADA requirments. Douglas Cowdry with Lukmire Parnership explained that they looked at several parking layouts for the project and to utilize angled parking you actually lose parking spaces because it takes up more space to do that. Mayor DiRocco asked if this included any off-site parking. Mr. Flis stated the plan does not include off-site parking but there are 18 spaces on street within 400 feet of the lot. Councilmember Attanasi asked if the Fire Marshall has approved the plan with the Town of Vienna Page 4 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 modifications. Ms. Salgado stated that he taken a preliminary look at it but it has not gone through formal approval. They will be meeting with him arond the second week of December and do a thorough review of the whole set of plans with a formal submission later in December. Ms. Donna Kourtz, 422 Center Street South addressed Council on behalf of her Townhouse community and wanted to raise awareness about a couple of concerns with the project. Their biggest concern is the further anticipated traffic congestion in the Cherry Street area both during the renovation and once it is completed. The Cherry Street/Mill Street towards Center Street intersection has become a heavily used traffic corridor already, especially during weekend events and as a result there are times when the folks on the Mill Street side have a hard time exiting the parking lot. There is a stop sign there now which is a good safety mechanism but the point is that in the future with more anticipated traffic both during the construction and after, the Town may have to consider other safety measures, perhaps another stop sign on Cherry Street or a three way stop sign becuase they do anticipate there will be a lot of traffic in that area. Their second concern is the illegal parking from all of the events that has become an issue. They do nicely chase people out of their parking lot who park there illegally and they also have had, during construction processes of the larger homes, been blocked into the parking lot by some of the construction vehicles and have had to call the developer to get them moved. They just want to make sure that the Community Center is aware that the equipment is out of that area for people that are trying to leave. The third issue is rats. She does not know why they are experiencing this, they are a clean townhouse development, but whenver there is any building whether it is Maple Avenue, Fire Department, School or the large houses that were built, rats seem to migrate to their townhouse complex. They had not had a problem for several years now but whenver there is a major upheavel they seem to get rats. She asked that maybe some rat boxes could be put out at the Community Center to encourage them to stay in the area. This is a problem that a lot of their residents have issues with. Basically, they are going to continue to monitor the situation and will report on the Town's website any concerns or problems they are having. She just wants to make sure Council is aware of the issues. Mayor DiRocco thanked Ms. Kourtz for bringing the issues to them and she asked Cathy Salgado to confirm that they would be having regular community meetings during the project. Ms. Salgado stated that was correct, they will be scheduling meetings once a month with area residents and they first one will be held on December 10, 2014. It will be held at the Community Center and the residents will be getting letters in the mail. They will be having the meetings monthly through the construction itself and they will also be having a pre-construction meeting witht the residents and whomever the contractor may be so they can lay out all the ground rules and make sure everyone has a complete understanding as to where things go, what the job site needs to look like and how to be considerate with their neighbors. Mr. Bob McCahill, 429 Center St., North addressed Council stating he is curious about the parking lot in front that is going to be built on an existing area where there are lots of trees and a senior member recently saw something in the local newspapers where Councilmember Carey Sienicki mentioned that they had picked up some information at the VML conference regarding some neat things that are available now for paving that are pervious and allows water to filter through so it doesn't run off and increase the stormwater damage that they see in the creeks. Ms. Salgado stated they are going to be using a pervious concrete product for the parking lot itself and also installing whats called modular wetlands which is basically when you look at the parking lot and you see the parking spaces, the area in between the parking rows is actually going to be rain gardens but they will also, underground, Town of Vienna Page 5 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 contain modular wetlands, it is very interesting how it works. With this they will not have a need for an irrigation system either because it will provide for all the watering of the trees, shrubs and plants that go in. It was moved that the Public Hearing be closed. Motion: Councilmember Attanasi Second: Councilmember Sienicki Carried Unanimously 7-0 Councilmember Attanasi asked the Town Attorney that in terms of the motion that goes forward, would he recommend that it be conditional on the agreement with Fairfax County for encroachment of the property. Mr. Briglia stated that he absolutely would and he would ask Council to do when making the motion is to include that approval of the site plan would be conditional on approval by the Fire Marshall as well as the consent of the School Board on the encroachment of the southwest corner of the proposed gymnasium, approximately 393 feet. In his conversations with the School Board representatives when they had a Memorandum of Understanding for the use of Caffi and Waters field for recreational uses, which it is zoned recreational, so it is not really a zoning issue or heartburn from the School Board but it is a quazi permanent structure. They have done it several ways in the past, they have done a joint application for the flyaway improvements on Locust Street that intersect with Caffi/Waters field and on another project they did a license agreement. He has sent joint applications more similar to what the Town used with the Locust Street right of way improvements as well as a proposed license agreement that we used for the banner pole location on Maple Avenue. They should be getting some feedback soon, he has not heard any negative feedback from the Shool Board but he thinks it should be conditional on approval. Mayor DiRocco asked if they should put a date to the site plan, since they have had a couple of revised plans. Ms. Salgado stated that it should be 11-13-14 on the plans. It was moved for the Approval of a Revised Site Plan and certain Site Plan Modifications referenced in the site plan submitted 11-13-2014 for the expansion of the Vienna Community Center on property principally located at 120 Cherry Street, SE, along with a limited portion of 130 Cherry Street, SE, in the PR-Park & Recreation zone and a portion of the W & O D Trail property zoned RM-2, Multi-Family Low Density. Application filed by Adtek Engineers, Inc. and the Department of Parks and Recreation, Agents for the Town of Vienna, approval conditional upon the execution and approval of easement or agreement with the Fairfax County School Board for encroachment of approximately 393 feet in the southwest corner of the property, the encroachment of the gymnasium and also upon approval of the Fire Marshall. A motion was made by Council Member Attanasi, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco B. 13-440 Public Hearing on the 2015 Legislative Priorities. Mayor DiRocco opened the Public Hearing at 8:43 p.m., the Clerk called the roll and all members of Council were present. Town of Vienna Page 6 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 Mr. Briglia, Town Attorney explained that in response to the Work Session on November 10, 2014 he reorganized the proposed Legislative Agenda items in accordance with Council's direction. He put, what he would call, the top request at the top and moved some of the policy requests and the adoption of the Legislative Policy from the Virginia Municipal League towards the bottom. It is a short session and so our Legislators have a limited amount of bills they can introduce. Based on the feedback we received from them we hopefully will get the top 3 introduced into bills, the rest would be more of them opposing or adding amendments to bills that would be hostile to the Town's interest. The language in #2 specifically, that will have to go to Legislative Services, that was his proposed language that was highlighted and there may be a another way that they want to incorporate it but the goal of it is to commit the Town to be able to pass an ordinance to collect the $5 that is already being assessed on tickets in Fairfax County. It would enable to the Town to collect the money and put it in a special fund so it will offset the electronic summons systems that some of the Police Departments are going to move towards. Fairfax County has already implemented it. No one from the public came forward to speak on the item. It was moved to close the Public Hearing at 8:45 p.m. Motion: Councilmember Kelleher Second: Councillmember Attanasi Carried Unanimously It was moved to adopt the proposed 2015 Legislative Priorities as presented. Motion: Councilmember Kelleher Second: Councilmember Attanasi Carried Unanimously A motion was made by Council Member Kelleher, seconded by Council Member Attanasi, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 6. Regular Business A. 13-442 Request to Award RFP 15-02, Commissioning Services for the Vienna Community Center Expansion and Renovation. It was moved to award RFP 15-02, Vienna Community Center Commissioning, to Loring Consulting Engineers in the amount of $28,560 from account number 300707-43104. A motion was made by Council Member Sienicki, seconded by Council Member Colbert, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco B. 13-425 Janitorial Services Contract Renewal and FY15 expenditure approval. Town of Vienna Page 7 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 It was moved to renew IFB 14-22 with 2Clean Commercial Cleaning Services and approve total FY15 expenditures of $25,428.00, account 10432-43702. A motion was made by Council Member Springsteen, seconded by Council Member Sienicki, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco C. 13-427 Maple Avenue Traffic Signal Reconstruction Contract Award. It was moved to award a $580,000 Maple Avenue Traffic Signal Reconstruction contract to Ardent Company, IFB 14-22, account #388435-48803. A motion was made by Council Member Sienicki, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco D. 13-430 Endorsement of a Fairfax Water SCADA Installation Project. It was move to endorse a SCADA installation project by Fairfax Water in accordance with the Water Service Agreement, funding $175,000 from account 200510-48803. A motion was made by Council Member Springsteen, seconded by Council Member Majdi, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco E. 13-438 Award Town Hall HVAC Maintenance Contract. It was moved to award an IFB-15-08 HVAC Maintenance, Inspection, and On Call Service - Vienna Town Hall to Advanced Building Services, Inc. in the amount of $5,033 account 10432-43304. A motion was made by Council Member Kelleher, seconded by Council Member Attanasi, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco F. 13-439 Adopt a VDOT Land Use Permit Resolution. It was moved to approve the VDOT Land Use Permit Resolution. It was further moved to authorize the Mayor to execute the Resolution and the Town Manager or his designee to sign VDOT Permits. A motion was made by Council Member Sienicki, seconded by Council Member Colbert, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco Town of Vienna Page 8 Printed on 1/9/2015 Town Council Meeting Meeting Minutes November 17, 2014 G. 13-443 Paving Contract Increase for Water Main Breaks. It was moved to increase the Virginia Paving contract IFB 11-07 by $50,000 from Water CIP account 200510-48801 for water main break repaving. A motion was made by Council Member Springsteen, seconded by Council Member Majdi, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco H. 13-435 Accept Resignation Of Bridget Halsall From The Town Business Liaison Committee. It was moved to accept the resignation of Bridget Halsall from the Town Business Liaison Committee effective immediately. A motion was made by Council Member Sienicki, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 7. Meeting Adjournment It was moved to adjourn the meeting at 9:07 p.m. A motion was made by Council Member Edythe Frankel Kelleher, seconded by Council Member Carey J. Sienicki, that the meeting be adjourned. The motion carried by the following vote: Aye: 7- Council Member Attanasi, Council Member Colbert, Council Member Kelleher, Council Member Majdi, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 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 9 Printed on 1/9/2015