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, July 11, 2016 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Council Meeting Invocation: Rev. John P. Giunta, Interfaith Minister and Chaplain of the American Legion Pledge of Allegiance to the Flag of the United States of America 1. Roll Call 2. Approval of the Minutes: A. Approval of the Work Session Minutes of May 16, 2016. It was moved to approve the Work Session minutes of May 16, 2016 as amended. A motion was made by Council Member Sienicki, seconded by Council Member Voigt, that the Minutes be approved as amended. The motion carried by a unanimous vote. 3. Receipt of petitions and communications from the Public 4. Reports/Presentations A. Recognition of 2015 Solarize Vienna Program for Eco-Efficient Homes. Mayor DiRocco along with Ms. Susan Stillman, Chair of the Community Enhancement Commission and Ms. Leslie Herman, Director of Parks and Recreation, recognized Ruth McGregor and her family for participating in the 2015 Solarize Vienna Program. They were presented with a certificate of recognition. A. Report and Inquiries of Council Members Councilmember Sienicki reported that there are new brochures available for Vienna Eco-Efficient Homes 2016-2017, that Ross Shearer and his daughter Corrine worked on for the Community Enhancement Commission. There were a few tweaks to the old one and included both builder and home owner. She thanked them for doing a great job on them. Councilmember Sienicki thanked Historic Vienna Inc. for a wonderful Tea commemorating the Women's Suffrage Movement. They have a wonderful display at the Freeman Store that anyone can go and see. Councilmember Springsteen asked the Parks & Recreation Director for a report on how the bicycle trail is coming. He stated that it was supposed to be moved over Town of Vienna Page 1 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 about a month ago and if it hasn't could that be made a priority. Ms. Herman reported that she spoke with Brad Macomber, Project Manager, and he stated that the only thing they are waiting on right now is for Keller to coordinate the handling of the asphalt with the removal of the old trail so they can do it at the same time. There are two different companies that they have to coordinate with in order to seamlessly make it happen so that they can open up the new trail and close the old trail at the same time because NOVA Parks does not want the trail closed at any time. Councilmember Springsteen stated that he knows we have been having issues getting things done but it has been over a month and if they can just get the new trail done. He asked the Town Attorney if there was anything the the Town can do to get them to move. Mr. Briglia stated that they had a scheduling meeting with Keller and will be having a follow up meeting on scheduling issues. They have shown us some details and certain aspects, not particularly on the trail, they were talking about more general continuous scheduling issues but they can raise this with them. He does know on the north side, which is the trail side access, there has been a delay because of the footing issues on the north side of the wall that has held up the steel for the new entrance. He is not sure that is the reason but they are going through the trail to set the foundations for where the steel is. They will ask at the meeting on Thursday. Councilmember Springsteen also reported that Follin Lane is finally done and he would like to get a punch list if one was done. He asked the Interim Director of Public Works how the punch list was coming, is it done? Are the port o johns and trailers getting out of there? Mr. Gallahger stated the punch list is nearly complete, he believes they were looking at the end of the week. The port o johns have been removed and he thinks there is still a storage trailer to be removed along with various other minor things and signage needs to be put up. Councilmember Noble stated that it is very, very close to being complete and he has been in communication with the Public Works Director over the past couple of weeks. The project looks good, good pavement markings and all that. Councilmember Colbert reported that it was a good decision to move the fireworks to July 5th and thanked the Parks & Recreation Department and the Police for a very nice night. B. Report of the Town Manager Mr. Payton asked Chief Morris to bring Officer John Sterling forward and introduce him to Council. He is a new Officer with the Town of Vienna. He is a veteran of the Fairfax County Police Department. C. Report of the Mayor Mayor DiRocco welcomed the newest member of Council, Mr. Doug Noble. She thanked him for being there and looks forward to serving with him over the next few years. Mayor DiRocco mentioned that she has two new appointments that she will be serving. She will be the Vice-Chair of the Northern Virginia Regional Commission and the Virginia Municipal League asked her to serve on a new committee called the Federal Advisory Committee. D. Proposals for Additional Items to the Agenda It was moved to add consideration of an agenda item for the approval of the Bicycle Friendly Community application to the end of the agenda. Town of Vienna Page 2 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 Motion: Councilmember Noble Second: Councilmember Colbert Carried Unanimously 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, July 11, 2016, the Town Council met for purposes of discussion of personnel matters, specifically Town Council Member Committee Assignments. 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, August 22, 2016 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 and Commissions. Motion: Councilmember Voigt Second: Councilmember Springsteen Carried unanimously It was further moved that the following Council appointments to local committees be approved for fiscal year 2016-17: Northern Virginia Regional Commission - Mayor Laurie DiRocco Town Employee Retirement Committee - Councilmember Howard Springsteen Representative to the Fairfax County Board of Supervisors - Councilmember Tara Voigt Representative to the Hunter Mill Land Use Committee - Councilmember Doug Noble Representative to the Hunter Mill Budget Committee - Councilmember Carey Sienicki Representative to the Northern Virginia Park Authority - Councilmember Carey Sienicki Representative to the Northern Virginia Transportation Authority and PCAC - Councilmember Linda Colbert Hunter Mill District Transportation Advisory Committee - Councilmember Pasha Majdi Mayor Pro Tempore for Fiscal Year 2016-2017 - Councilmember Tara Voigt Charter Committee - Mayor Laurie A. DiRocco, Chairperson Town Manager - Mercury Payton Town Attorney - Steve Briglia All Members of Council Motion: Councilmember Voigt Second: Councilmember Springsteen Carried Unanimously Town of Vienna Page 3 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 It was moved that Jim Brooke be appointed to the Town/ Business Liaison Committee for a two-year term. Said term shall be effective July 12, 2016 through July 12, 2018 and It was further moved that Roy Baldwin be re-appointed to the Board of Architectural Review for a one-year term. Said term shall be retroactively effective from February 5, 2016 through February 5, 2017 and It was further moved that Andrew Meren be appointed to the Planning Commission for a two-year term. Said term shall be effective from July 12, 2016 through July 12, 2018 and It was further moved that Sharon Baum be appointed to the Planning Commission for a two-year term. Said term shall be effective from July 12, 2016 through July 12, 2018 and It was further moved that Angela Sorrell be appointed to the Pedestrian Advisory Committee for a two-year term. Said term shall be effective July 11, 2016 through July 11, 2018 and It was further moved that Charlie Strunk be appointed to the Transportation Safety Commission for a two-year term. Said term shall be effective from July 12, 2016 through July 12, 2018 and It was further moved that Keith Aimone be appointed to the Transportation Safety Commission for a two-year term. Said term shall be effective from July 12, 2016 through July 12, 2018 and It was further moved that Emma Choi be appointed to the Community Enhancement Commission as a student member, for a two-year term. Said term shall be effective from July 12, 2016 through July 12, 2018. Motion: Councilmember Voigt Second: Councilmember Springsteen Abstained: Councilmember Majdi Motion carried Motions were approved as shown above. 5. Regular Business A. Award IFB17-01 to Day & Night Printing for Printing and Mail Preparation of Vienna Voice. It was moved to award IFB 17-01 in an amount not to exceed $22,008, payable from account listed, to Day & Night Printing for mail preparation and printing of 12 issues of the Vienna Voice newsletter to include color photographs. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: B. Request approval of MOU between the Town of Vienna and Vienna Business Association for 2016 Oktoberfest It was moved to authorize the Mayor to execute the attached MOU between the Town and Vienna Business Association for the 2016 Oktoberfest. Town of Vienna Page 4 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 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. Amendment to the motion to increase funds for the Vienna Community Center renovation project, originally presented as agenda item #16-150 at the June 6, 2016 Council Meeting. It was moved to increase the Vienna Community Center contingency account in an amount not to exceed $305,725 for the Vienna Community Center project, IFB 16-04, account listed. A motion was made by Council Member Majdi, seconded by Council Member Colbert, that the Action Item be approved. The motion carried by the following vote: D. Service Agreement Renewal for Outsourced Bill Printing with Datamatx It was moved to approve renewal of the service agreement with Datamatx for outsourced bill printing for a total of $45,200 as allocated in the accounts listed. 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: E. Contract Renewal for SunGard Public Sector ASP Hosting Fees It was moved to approve contract renewal for SunGard Public Sector ASP Hosting fees for $50,269.35 from account 100-102-1024-11241-43302. 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: F. Request Approval of Resolution for Issuance of Vehicle and Equipment Replacement Financing Request for Proposals for FY2017 It was moved to approve the resolution authorizing the Town to obtain financing for vehicles and equipment purchases in an amount not to exceed $700,000 in principal, from the account listed. 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: G. Town Council will consider sending Zoning Ordinance amendments to the MAC, RM-2 Zone, and Parking Requirements to the Planning Commission for review and recommended changes and updates. It was moved to divide the question so that we can consider zoning ordinance amendments to the MAC, to RM-2 and parking requirements all three separately. Motion: Councilmember Majdi Second: Councilmember Springsteen Councilmember Majdi made a motion to amend motion to divide the question, instead of three separate categories, two categories, one category of MAC and parking and a separate category for RM-2. The seconder was ok with the amended motion. Town of Vienna Page 5 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 Motion failed 5-2 Voting Aye: Colbert, Majdi Voting Nay: Noble, Sienicki, Springsteen, Voigt, Mayor DiRocco It was moved to initiate amendments to the Zoning Ordinance by sending proposed changes to the MAC, RM-2 Zone, and Parking Requirements sections to the Planning Commission for review and recommendations to Council for changes. Motion: Councilmember Voigt Second: Councilmember Colbert Councilmember Noble offered a friendly amendment to include definitions as part of the motion. The seconder was ok with the amendment. It was moved to initiate amendments to the Zoning Ordinance by sending proposed changes to the MAC, RM-2 Zone, and Parking Requirements sections and definitions to the Planning Commission for review and recommendations to Council for changes. Motion carried with a 6-1 vote Voting Aye: Colbert, Noble, Sienicki, Springsteen, Voigt, Mayor DiRocco Voting Nay: Majdi Item was approved as shown above. H. Consideration of approval by Town Council of a final plat for a proposed re-subdivision into two lots of existing Parcel 1, First Addition to Beulah Heights, on property located at 409 Beulah Road NE and in the RS-12.5, Single-Family Detached Residential zone. It was moved to approve re-subdivision of the property located on 409 Beulah Road NE as recommended by staff and the Planning Commission in order to create two rectangular, 20,000 + square foot lots in keeping with existing lots in the surrounding neighborhood. It was further moved that approval of this subdivision be subject to the applicant formally vacating the existing subdivision plat pursuant to Sec. 17-13 of the Town's Subdivision Ordinance. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: I. FY2017 funding and renewals of Town contracts It was moved to approve FY2017 expenditures of $158,900 and one-year contract renewals identified in the attached table from the listed account numbers. A motion was made that the Action Item be approved. The motion carried by the following vote: J. Award Park and Locust Streets SE Mini Roundabout Construction Contract It was moved to award a $350,460 Park and Locust Streets SE Mini Roundabout construction contract, IFB 16-21, to M&F Concrete from account listed. A motion was made by Council Member Voigt, seconded by Council Member Town of Vienna Page 6 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 Springsteen, that the Action Item be approved. The motion carried by the following vote: K. Request approval for spending $25,000 with Petroleum Management for the Northside stormwater vault cleaning. It was moved to approve Petroleum Management's cleaning of the Northside stormwater vault for an amount of $25,000 from the account listed. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: L. Request approval for additional FY16 spending with Double H Locates in the amount of $20,000 It was moved to approve additional spending in the amount of $20,000 with Double H Locates from the account listed. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: M. FY2017 funding with National Asphalt It was moved to approve FY2017 spending in the amount of $196,850 with National Asphalt under IFB 15-04. 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: N. Award On-Call Roadway Maintenance funding to Sagres Construction It was moved to approve FY17 spending in the amount of $200,000 with Sagres Construction for on-call roadway maintenance under IFB 16-10. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: O. FY2017 funding with Service Tire Truck Centers in the amount of $30,000 It was moved to approve FY2017 spending in the amount of $30,000 with Service Tire Truck Centers, riding the Fairfax County contract noted. A motion was made by Council Member Colbert, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: P. Request award of IFB 16-11, Cottage Street Sidewalk Construction It was moved to award a contract in the amount of $369,576 to Sagres Construction for the Cottage Street sidewalk project. A motion was made by Council Member Noble, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Q. Award Asphalt Milling, Overlay, and Traffic Marking Contract to Arthur Construction It was moved to award IFB 17-03 for Asphalt Milling, Overlay, and Traffic Marking Town of Vienna Page 7 Printed on 8/23/2016 Town Council Meeting Meeting Minutes July 11, 2016 to Arthur Construction. A motion was made by Council Member Springsteen, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: R. Addendum to the Town Manager’s Employee Agreement It was moved to approve the Addendum to the Town Manager's Employment Agreement for a two-year period beginning July 1, 2016. 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: S Consideration of approval of the Bicycle Friendly Community application It was moved to approve the Bicycle Friendly Community Application to the American Bicyclist subject to the comments and responses that various Council members have provided to the Chair of the Bicycle Advisory Committee and Mr. Gallagher. It was further moved to authorize the Mayor to sign the application. A motion was made by Council Member Noble, seconded by Council Member Springsteen, that this was approved. The motion carried by the following vote: 6. Meeting Adjournment It was moved to adjourn the meeting at 9:45 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. Town of Vienna Page 8 Printed on 8/23/2016