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, September 28, 2015 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Council Meeting Invocation: Reverend Johnny Kurcina, Christ Church Vienna Pledge of Allegiance to the Flag of the United States of America 1. Roll Call Present: 7- Council Member Linda Colbert, Council Member Edythe Frankel Kelleher, Council Member Pasha Majdi, Mayor Laurie DiRocco, Council Member Howard J. Springsteen, Council Member Carey Sienicki and Council Member Tara L. Voigt 2. Approval of the Minutes: A. Approval of the Regular Meeting Minutes of September 14, 2015 and the Work Session of September 21, 2015. It was moved to approve the Regular meeting minutes of September 14, 2015. Motion: Councilmember Sienicki Second: Counilmember Colbert Abstain: Councilmember Majdi was not at the September 14th meeting. Carried Unanimously It was move to approve the Work Session minutes of September 21, 2015 as amended. Motion: Councilmember Sienicki Second: Councilmember Carried Unanimously A motion was made to approve the minutes as noted above. The motions carried. 3. Receipt of petitions and communications from the Public Local Boy Scouts from Troop 1143 and Troop 345 introduced themselves to Council. They are working on the Communications merit badge and the Citizenship in the Community merit badge. 4. Reports/Presentations A. Report and Inquiries of Council Members Councilmember Colbert thanked the Vienna Police for the wonderful job they did with the Madison Homecoming parade, it was a huge success and a lot of fun. Town of Vienna Page 1 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 Councilmember Springsteen reported that the Homecoming parade was held this year at 2:00 p.m. instead of 4:00 p.m. because of the traffic and he didn't see any irate motorist out at 2:00 p.m. He would like the Police Department and the Town to work with the school to see if it can happen again next year. Councilmember Springsteen mentioned that there are a lot of deer in the town and although you are not allowed to hunt in Town, he was thinking that a place like Westwood Country Club could potentially let bow hunters go on their property and harvest the flock like they do on the bicycle trail and wondered if it was doable. Mr. Briglia stated that there is a provision in the Town Code that allows for bow and arrows to be set up. He will look to see if you have to apply for permission for the site. He thinks the Chief of Police grants permission. Councilmember Springsteen stated that there is an overabundance of deer here, people hit with cars and it is a safety issue. The Country Club has wide open spaces and if they are agreeable it may be something they can talk to the County and see if they will let the bow hunters go there, it would certainly help the population of deer. Chief Morris stated that it was a private group working through a manual control that comes in and does it for the County in the parks throughout the county. They try and bring them to the parks surrounding Vienna as much as possible. Councilmember Springsteen asked the Finance Director to explain the CIP that he spoke with her about. He also asked her to explain the part-time position going to full-time in DPW. Councilmember Sienicki reported that on Tuesday September 29th the Fairfax Connector buses will be free and thought it would be a great opportunity to hop on a bus and see where it goes, it could be a fun adventure. Councilmember Sienicki extended best wishes to Steve Shannon who will take the oath of office this week as a19th Circuit Court of the Commonwealth Judge. He is a resident of Vienna as well as a former State Delegate. Councilmember Sienicki also reported that Saturday October 3rd will be Oktoberfest. It is a big event for the Town and will close down Church St. from Center to Mill St., Dominion to Church and to Ayr Hill. The event takes place from 11:00 a.m. - 7:00 p.m. Councilmember Sienicki also stated that it was a wonderful ground breaking ceremony that the Parks & Rec Department put together for the Community Center. Maud Robinson did a spectacular job in grounding us to what the Community Center really is and what the purpose was. She thought it was just a wonderful event and thanked everyone involved and to those whose came. Councilmember Kelleher thanked the Police Department for participating in the prescription drug take back day. This is something that is done on a quarterly basis and the Police Department becomes a drop off point for old prescription drugs. Councilmember Kelleher reported that Fairfax County has something new that the Town is participating in, the "text to 911". People can now use their cell phones to text 911, you do not have to call and talk, you can just text. Councilmember Majdi announced that there is a new program rolling out from the County for Fairfax County school students, specifically, high school and middle school, where they can obtain a bus pass to ride Fairfax Connector buses for free Town of Vienna Page 2 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 this school year. They will run through August between 6:00 a.m. - 8:00 p.m during the school week. Students have to obtain the bus pass through the school and requires parental consent. Councilmember Majdi mentioned that the Evening in White was a fantastic event and added a special thank you to a couple of Parks & Rec staff and a couple of Police Officers that went way out of their way to make sure his grandmother made it back to her car safely. B. Report of the Town Manager No Report C. Report of the Mayor Mayor DiRocco thanked the Town staff for the Community Center ground breaking ceremony. The ceremony was wonderful and it was so nice to have former Councilmember Maud Robinson there to speak on the history of the Community Center and how she was on the committee when the first Community Center was started. She thanked all the Town staff that helped to get the renovation going. Mayor DiRocco reported that Council will be heading the the Virginia Municipal League Conference in Richmond from October 4th - 6th. It is an event where all the elected officials from all the Virginia cities and towns get together and share ideas. 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, September 28, 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, October 19, 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 Sienicki Carried Unanimously It was moved that Carey Sienicki be re-appointed to the Windover Heights Board of Review for a two year term.. Said term shall be retroactively in effect from April 16, 2015 through April 16, 2017. Motion: Councilmember Kelleher Town of Vienna Page 3 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 Second: Councilmember Springsteen Abstain: Councilmember Sienicki Motion carried It was further moved that Julie Hays be appointed to the Transportation Safety Commission for a two-year term of office. Said term shall be in effect from September 29, 2015 through September 29, 2017. She will also be the TSC representative to the Pedestrian Advisory Board replacing Mary McCullough spot as the TSC Representative. Mary McCullough will remain on the TSC and a member. Motion: Councilmember Kelleher Second: Councilmember Springsteen Carried Unanimously It was moved that the following individuals be appointed to the Vienna Public Arts Commission for a one-year term of office Said term shall be in effect from September 29, 2015 through September 29, 2016: Tara Ruszkowski as the Community Enhancement Commission representative Dale Sawaya as the Board of Architectural Review representative Midge Biles as a Citizen representative Mark Stahl as a Business representative It was moved that the following individuals be appointed to the Vienna Public Arts Commission for a two-year term of office. Said term shall be in effect from September 29, 2015 through September 29, 2017: Lu Cousins as a Vienna Arts Society representative Louisa Meruvia as a Citizen representative Mihae Kim as a Business representative Motion: Councilmember Kelleher Second: Councilmember Majdi Carried Unanimously E. Closed Session 5. Regular Business A. Request For Approval of Fall Contractors for Parks and Recreation Classes through December 31, 2015 In Excess of $20,000 per Terms and Conditions of RFP 15-01. It was moved to approve an amount not to exceed an additional $3000 for UK Elite Soccer through December 31, 2015 for classes from account number referenced in the Town Manager's Recommendation section 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 Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt B. Request to ride Aepa/Fairfax County Contract (Aepa Ifb #012c) #4400002721 for Replacement of the Synthetic Turf at Waters Field. Town of Vienna Page 4 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 It was moved to approve an amount not to exceed $581,691.65 for the replacement of the synthetic turf field and to approve the Memorandum of Understanding referenced and authorize the Mayor or Town Manager to execute. A motion was made by Council Member Majdi, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt C. Approval of Capital Improvement Plan Through 2034. It was moved for the approval of the Capital Improvement Plan through 2034 as updates made to the planning document as stated in the September 21, 2015 Town Council Work Session. A motion was made by Council Member Voigt, seconded by Council Member Sienicki, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt D. Memorandum of Understanding between the Town of Vienna and Faith Baptist Church. It was moved to defer this item to the Regular Council meeting of October 19, 2015. A motion was made by Council Member Kelleher, seconded by Council Member Voigt, that the Action Item be deferred. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt E. Consideration of a Proposed Ordinance and request to Advertise an Intent to Adopt to Amend Chapter 2, Administration, of the Code of the Town of Vienna, Adding a New Article 7 and New Sections 2-69 to 2-71 to Establish Procedures for the Disposition and Disposal of Property Seized by the Police in Accordance with Virginia Code Section 15.2-1719 (1950 as amended). It was moved to approve the language of the proposed ordinance. It was further moved to direct the Town Clerk to advertise an Intent to Adopt the proposed ordinance to be considered by the Town Council on October 19, 2015 as amended. A motion was made by Council Member Sienicki, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: Aye: 6- Council Member Colbert, Council Member Kelleher, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt Nay: 1- Council Member Majdi F. Request to review and accept the Public Infrastructure Manual It was moved to accept the Public Infrastructure Manual as guidelines for public Town of Vienna Page 5 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 improvements in the Town of Vienna. 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 Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt G. Award alteration of Town Hall rear parking lot engineering contract to Urban, Ltd. It was moved to award an engineering services contract for the Town Hall Parking Lot alteration in the amount of $31,500 to Urban, LTD from account number listed in the Town Manager's Recommendation section. A motion was made by Council Member Sienicki, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt H. Request to increase funding for Village Green Shopping Center Storm Drainage Design Contract. It was moved to award an additional $10,000.00 for the Village Green storm sewer design contract to Urban, LTD under RFP 13-05, account number referenced in the Town Manager's Recommendation section. A motion was made by Council Member Majdi, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt I. Approval of IFB 16-05, Janitorial Services for Vienna Town Hall and Vienna Police Department. It was moved to award IFB 16-05 to CAMCO, LLC of Gaithersburg, MD in the amount of $23,100.00, allocated from the accounts listed in the staff explanation and summary. A motion was made by Council Member Springsteen, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt J. Change Public Works Inspector Position from Part-Time to Full-Time. It was moved to change the Public Works Inspector position from part-time to full-time. A motion was made by Council Member Voigt, seconded by Council Member Majdi, that the Action Item be approved. The motion carried by the following vote: Town of Vienna Page 6 Printed on 11/9/2015 Town Council Meeting Meeting Minutes September 28, 2015 Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt K. Award On-Call Roadway Maintenance Contract to Sagres Construction. It was moved to award IFB 16-10 On-Call Roadway Maintenance Contract to Sagres Construction. A motion was made by Council Member Springsteen, seconded by Council Member Kelleher, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt L. Request approval of spending with Whitman, Requardt and Associates, LLP for Construction Management Support. It was moved to approve $18,304 in additional spending with Whitman, Requardt and Associates, LLP, under contract RFP 13-05, for Construction Management Support, bringing the total FY16 expenditure to $36,604. Said funding to come from the accounts listed in the Town Manager's Recommendation section. A motion was made by Council Member Kelleher, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt M. Consideration of Maple Avenue and Park Street Traffic Signal Reconstruction Grant. It was moved to endorse an HB-2 grant application for a Maple Avenue and Park Street Traffic Signal Reconstruction project. It was further moved to authorize the Mayor to execute the support Resolution and the Town Manager to sign other documents required for the grant. A motion was made by Council Member Springsteen, seconded by Council Member Colbert, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Colbert, Council Member Kelleher, Council Member Majdi, Mayor DiRocco, Council Member Springsteen, Council Member Sienicki and Council Member Voigt 6. Meeting Adjournment It was moved to adjourn the meeting at 9:29 p.m. 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 7 Printed on 11/9/2015