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, May 11, 2015 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Council Meeting 1. Roll Call 2. Approval of the Minutes: A. Regular Meeting Minutes of April 13, 2015 and April 27, 2015. It was moved to approve the Regular Meeting minutes of April 13, 2015 as amended. Motion: Councilmember Attanasi Second: Councilmember Sienicki Carried Unanimously It was moved to approve the Regular Meeting minutes of April 27, 2015 as amended. Motion: Councilmember Attanasi Second: Councilmember Sienicki Abstained: Councilmember Kelleher Motion carried A motion was made by Council Member Attanasi, seconded by Council Member Sienicki, that the Minutes be approved as shown. 3. Receipt of petitions and communications from the Public None 4. Reports/Presentations A. Report and Inquiries of Council Members Councilmember Attanasi congratulated the newly elected members of the Town Council. Councilmember Colbert asked Mr. Johnson, Director of Public Works for an update on the water pipe replacement on Glyndon Street SE. She knows the road has been patched and asked if it was temporary, they are a little rough. Mr. Johnson stated that yes, when a water line is replaced they do temporary patches as the pipe is put in. When the whole section is put in it then has to be tested, once everything has passed they do a permanent patch. Councilmember Springsteen asked what the status was for replacing the flashing on the roof. Mr. Johnson stated that he will get back to Council with that. Town of Vienna Page 1 Printed on 9/1/2015 Town Council Meeting Meeting Minutes May 11, 2015 Councilmember Springsteen also asked what the status was with repairing the lights on Church Street. Mr. Johnson stated that Dominion Power had a crew that worked over the weekend and it was reported to him that they were all fixed and then they discovered three more that were out and weren't tagged. They are going to check it again. Meanwhile the regional manager is in conversation about whether the Town can use their bases and/or their LED supply. Councilmember Springsteen asked when Public Works will start repaving some of the roads. Mr. Johnson said the order for the riser rings has not arrived yet and they need them in place before they do the milling. Councilmember Springsteen asked if the money from the vacant PIO position and Police vacancies is being reprogrammed into the town's budget or will they put it in cash reserves. He would like to know where the money from all the vacant positions goes. Mr. Payton stated that with line items in which they spend less than what was budgeted and approved by Council, for example salary lines for personnel, and at the end of the year they are all accustomed to the year-end carry forward funds, and what happens is they make sure they end each year in the black and then they have the carry forward funds, in which Council typically takes about half that amount and puts it towards the fund balance and takes the other half to use for projects they didn't get to in the prior fiscal year. That has been the practice and his recommendation in the past and it is his recommendation this time as well. As for the Police Department there is only one vacancy right now and they will soon be filling it. Councilmember Springsteen asked if they had any idea how much will be available at the end of the year. Mr. Payton stated that it is hard to determine at this point what the amount will be in the carry forwards at the end of the year. Councilmember Sienicki congratulated the Vienna Women's Club who had their 60th Anniversary event where they awarded scholarships to deserving students in the Vienna area, it was a wonderful event. Councilmember Sienicki reported that there were walk to school events that were held, it was a gorgeous week to have them and she thanked all the school coordinators that made it happen and all the parents that put helmets on their children and got them out the door to help make it a lovely event. Councilmember Sienicki also reported that there is a solarize event that is happening on May 14th at 7:30 p.m. at the Community Center. Anyone interested in solar energy and putting solar panels on their roof can come and listen to a presentation. The Community Enhancement Commission has been working very hard on this. B. Report of the Town Manager No report C. Report of the Mayor Mayor DiRocco reported that she attended the Club Phoenix Teen Council meeting on Friday May 8th. She was invited by the President of the Teen Council and some of the Community Center staff. They had a full agenda and talked about elections. She provided them with an update of what was happening in Town and then they asked her a lot of questions. One of them asked if the Vienna Police could look into drivers who run the stop sign at DeSale Street SW and James Drive SW as well as DeSale Street SW and Kinglsey Road SW. He has his bus stop there and he regularly sees people violating the stop signs and not stopping, she told him she would pass the Town of Vienna Page 2 Printed on 9/1/2015 Town Council Meeting Meeting Minutes May 11, 2015 information along. She was very impressed with the Club Phoenix Teen Council. They are smart, they ask a lot of questions and they do an amazing amount of community service. They presented her with a book of all the activities that the Teen Council did in 2014 and 2015, it is amazing what they have been a part of. She thanked all of the Parks & Recreation and Community Center staff who support them as well as all the Teen Council members. Mayor DiRocco reported that the Mayor's Vienna at Your Service is being held on Tuesday, May 12th at 7:30 in the Council Chambers. The topic that will be mainly discussed is the I-66 Corridor Expansion. Susan Shaw from VDOT will be there to discuss what is happening and answer questions from the community. D. Proposals for Additional Items to the Agenda None 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, May 11, 2015, the Town Council met for purposes of discussion of personnel matters, specifically the interviewing of individuals for consideration of appointment and/or re-appointment to Town Boards or 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. And it was further moved that the Closed Session be continued to Monday, June 1, 2015 at 7:30 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 re-appointment to Town Boards or Commissions. Motion: Councilmember Kelleher Second: Councilmember Majdi Carried Unanimously It was moved that Michael Gelb be re-appointed to the Planning Commission for a two year term. Said term shall be in effect from June 20, 2015 through June 20, 2017. It was further moved that Sarah Couchman be appointed to the Planning Commission for a two year term of office. Said term shall be in effect from May 11, 2015 through May 11, 2017. Motion: Councilmember Kelleher Second: Councilmember Majdi Carried Unanimously A motion was made by Council Member Edythe Frankel Kelleher, seconded by Council Member Pasha Majdi, that the above motions be approved. The motion carried by the following vote: 5. Public Hearings Town of Vienna Page 3 Printed on 9/1/2015 Town Council Meeting Meeting Minutes May 11, 2015 6. Regular Business A. Request for Approval of Instructor Contractors for Parks and Recreation Classes through June 30, 2015 in Excess of $20,000 per Terms and Conditions of RFP15-01. It was moved to approve an amount not to exceed $14,500 for All Kids Sports and Games, $3,760 for Nathan Greiner, $16,000 for UK Elite, $12,500 for FirstServe Tennis and $15,000 MVP Baseball through June 30, 2015 for classes and camps from account number 10712-43308. 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: B. Request to award Ayr Hill Avenue NE sidewalk design contract. It was moved to award a $104,000 Ayr Hill Avenue NE between Dominion and Lawyers design contract to Rinker Design Associates through RFP 12-01 On-Call Engineering Services, from account #388446-48801. 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: C. Intent to Adopt the Real Estate Tax Rate for Fy15/16. It was moved for approval of the Resolution setting the tax rates for the Fiscal Year beginning July 1, 2015 as follows: Real Estate Tax Rate of $0.2250 per $100 of Assessed Valuation, Bank Net Capital Tax Rate of $0.80 per $100 of Valuation, Residential Utility Tax Rate of 20 percent of the first $15.00, and Commercial Utility Tax Rate of 15 percent of the first $300.00. A motion was made by Council Member Kelleher, seconded by Council Member Sienicki, that the Action Item be approved. The motion carried by the following vote: D. Intent to Adopt FY2015-2016 Water and Sewer Rates It was moved for the approval of an Ordinance setting Water and Sewer Rates for the Fiscal Year beginning July 1, 2015 as proposed. And it was further moved that the Town Clerk be directed to advertise a Notice of Adoption. 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: E. Intent to Adopt the FY 2015-2016 Budget. It was moved for the adoption of the FY 2015-2016 Proposed Budget as amended by the proposed list of changes in the total amount of $33,143,700. And it was further moved that of said total, $23,130,060 be appropriated for General Fund expenditures; $2,641,000 be appropriated for Debt Service Fund expenditures; and $6,990,510 be appropriated for Water and Sewer Fund expenditures; and $382,130 for Stormwater Fund expenditures. And it was further moved the Town Clerk be authorized to publish a Notice of Adoption. Motion: Councilmember Kelleher Town of Vienna Page 4 Printed on 9/1/2015 Town Council Meeting Meeting Minutes May 11, 2015 Second: Councilmember Majdi Councilmember Attanasi made a motion to amend the line item for salaries to 1%. Councilmember Springsteen seconded the motion. Voting Aye: Councilmember Attanasi, Sienicki and Springsteen Voting Nay: Councilmember Colbert, Kelleher, Majdi and Mayor DiRocco Vote on amendment failed by a 4-3 vote. Vote was then taken on original motion. A motion was made by Council Member Kelleher, seconded by Council Member Majdi, that the Action Item be approved. The motion carried by the following vote: F. Request Approval of Resolution for Issuance of Vehicle and Equipment Replacement Financing. It was moved 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. A motion was made by Council Member Colbert, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: G. Authorization of the expenditure for annual auditing fee with Robinson, Farmer, Cox Associates. It was moved to approve the expenditure for the annual auditing fees with Robinson, Farmer Cox, Associates PLLC in an amount not-to-exceed, $55,000, from account 10241-43103. A motion was made by Council Member Colbert, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: H. Service Agreement Renewal for Outsourced Bill Printing with Datamatx. Upon written justification and public notice, it was moved to approve renewal of the service agreement with Datamatx for outsourced bill printing as detailed above in the agenda item report. 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: I. Contract Renewal for Sungard Public Sector ASP Hosting Fees It was moved to approve the contract renewal for Sungard Public Sector ASP Hosting fees for $56,201.33 from account 10243-43302. A motion was made by Council Member Attanasi, seconded by Council Member Sienicki, that the Action Item be approved. The motion carried by the following vote: 7. Meeting Adjournment It was moved to adjourn the meeting at 9:28 p.m. A motion was made by Council Member Edythe Frankel Kelleher, seconded by Town of Vienna Page 5 Printed on 9/1/2015 Town Council Meeting Meeting Minutes May 11, 2015 Council Member Carey J. Sienicki, that the meeting be adjourned. The motion carried by the following vote: 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 9/1/2015