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 12, 2016 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Council Meeting Invocation: Rev. John Giunta, MA, FRC, SI, Interfaith Minister and Chaplain at American Legion Post 180 Pledge of Allegiance to the Flag of the United States of America 1. Roll Call 2. Approval of the Minutes: A. Approval of the minutes for the Regular Council Meeting of August 22, 2016 and the Work Session of June 13, 2016. It was moved to approve the minutes of the Regular Council Meeting of August 22, 2016 as submitted. Motion: Councilmember Sienicki Second: Councilmember Voigt Carried Unanimously It was further moved that the minutes of the Work Session of June 13, 2016 be approved as submitted. Motion: Councilmember Sienicki Second: Councilmember Voigt Abstain: Councilmember Noble Motion Carried A motion was made by Council Member Sienicki, seconded by Council Member Voigt, that the Minutes be approved as shown above. 3. Receipt of petitions and communications from the Public A local Boy Scout from Troop 1978 introduced himself to Council. He is working on his Citizenship in the Community Merit Badge. 4. Reports/Presentations A. Recognition of the Creators of a Sustainable Garden. Ms. Susan Stillman, Chairman of the Community Enhancement Commission and Mayor DiRocco recognized Wanpen and Michael Ordonez for their creation of a Sustainable Garden. Town of Vienna Page 1 Printed on 11/23/2016 Town Council Meeting Meeting Minutes September 12, 2016 B. Proclamation for Constitution Week. Councilmember Sienicki presented the Proclamation designating September 17th through September 23rd, as Constitution Week, to representatives from the local DAR Chapter. C. Proclamation for Blood Cancer Awareness Month and Lymphoma Awareness Day 2016. Councilmember Colbert presented a Proclamation designating September as Blood Cancer Awareness Month and September 15, 2016 as Lymphoma Awareness Day. D. Proclamation for Green Hedges School 75th Anniversary. Mayor DiRocco presented the Proclamation recognizing the 75th Anniversary of Green Hedges School. A. Report and Inquiries of Council Members Councilmember Sienicki reported that Whole Foods is doing a 5% fund raiser on September 14th to benefit First Night. Councilmember Sienicki also reported that there is a new Vienna Choral Society Director, Mike Poranski. Councilmember Sienicki also reported that former Councilmember Polychrones is now the Director of Member Services for the Virginia Municipal League. Councilmember Springsteen reported that new carpeting has been put in the elevator. Councilmember Springsteen also reported that he thinks the new roundabout has been very successful but there has been some question about the sign having both english and a picture that they are approaching a traffic circle. They have discussed this with the Acting Public Works Director and he will monitor the area. Councilmember Springsteen asked if the Town Attorney could provide an update on the Bey Lounge noise complaint issue. Mr. Briglia stated they have two open court dates and stipulation of facts on another and a review for the third complaint depending on if they take immediate steps. Also their conditional use permit comes up near the end of October, beginning of November, so they are well aware if they don't address the noise complaints that they could lose their live music conditional use permit. Councilmember Springsteen stated that he was shocked when he received the report on traffic issues on Church Street from the Police Chief on how much traffic enforcement is done on Church Street. He thinks they still need to get a sidewalk down the other side of the street. Councilmember Noble complimented the Public Works Department and their contractor on the construction of the mini roundabout. They had a 5 week window up on the detour sign and the street was opened in just over 3 weeks. That shows that we as a community and the contractor we select can get things done and ahead of schedule. He really appreciates the work that Public Works did, Luis Blandon the site manager and the contractor. Town of Vienna Page 2 Printed on 11/23/2016 Town Council Meeting Meeting Minutes September 12, 2016 Councilmember Majdi stated that most of the feedback he has received on the roundabout has been favorable. He did hear from multiple citizens talk about horror stories about folks that just don't know how to operate a vehicle in traffic circles and they are just driving straight over the hump instead of going around the circle. He asked Mr. Gallagher what is the process by which he makes decisions to make alterations and how can the public provide input to his department besides going through Council. Mr. Gallagher stated that the process would go as they monitor and take in comments/complaints from the public and Councilmembers, they would consider it with the Federal Highway Administration on what they think and they do their best assessment. It is going to be a continuous process. They will have a post monitoring assessment of the circle. Councilmember Majdi asked if citizens were allowed to contact Public Works. Mr. Gallagher stated of course and there is also social media that has been used a lot and those comments are forwarded to him and he does his best to take everything into account and respond back. They have made quite a few adjustments to signage that he thinks has helped. B. Report of the Town Manager Mr. Payton reported that the Christina Cassidy a former intern with the town has passed away recently. She was 25 years old and a law student at Rutgers University. She was involved in a car accident. He asked that everyone remember her family at this time. C. Report of the Mayor Mayor DiRocco reported that they held a ribbon cutting ceremony at the new mini roundabout at Park & Locust St. It sounds like people are still learning how to maneuver within that roundabout but she thinks overall its doing well. She thanked the Department of Public Works for all they have done as well as the Transportation Safety Commission. They came up with a creative solution to what was a really problematic intersection, they tried a lot of different things there that did not work. She thinks this is something that was unique and as we move forward we will see how effective it continues to be. Mayor DiRocco also reported that she is hosting Mayor @ Your Service on September 13th at 7:30 p.m. in Town Hall. Susan Shaw from VDOT will be providing an update on the I-66 Expansion project. Mayor DiRocco also reported that Chillin on Church will be held on Friday September 15th on Church Street near the Town Green from 6:30 p.m. to 9:30 p.m. There will be food and drink and music and should be a lot of fun. Mayor DiRocco also reported that Susan Stillman, Chairman of the Community Enhancement Commission and her committee organized getting Vienna recognized from the National Wildlife Federation as a Community Wildlife Habitat and that means that Ranger Rick will be presenting the Town with a certification and also plant a native tree on the Town Green. This will take place at 7:00 p.m. during Chillin on Church. 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 first Closed Session convened this date, Monday, September 12, 2016, the Town of Vienna Page 3 Printed on 11/23/2016 Town Council Meeting Meeting Minutes September 12, 2016 Town Council met for purposes of discussion of personnel matters, specifically the interviewing of an individual for consideration of appointment to a Town Board and Commission. It was further move 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 later this date, Monday, September 12, 2016 at the conclusion of the Regular Council Meeting in accordance with Virginia Code Section 2.2-3711A(7) for purposes of consultation with legal counsel and/or briefings by staff members or consultants pertaining to possible litigation, and also in accordance with Virginia Code Section 2.2-3711A(1) for discussion of personnel matters. A motion was made by Council Member Tara L. Voigt, seconded by Council Member Howard J. Springsteen, that this was approved. The motion carried by the following vote: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble 5. Regular Business A. Request approval to enter into contract for a Classification and Compensation study with Springsted Incorporated, Mechanicsville, Virginia. It was moved to approve to (a) ride the City of Manassas contract; (b) to enter into contract for Classification and Compensation study with Springsted Incorporated, Mechanicsville, Virginia; and (c) to expend an amount not to exceed $30,000 for the study, including contingencies that may result from discoveries from the initial findings. 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 Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble B. Request approval of vehicle purchases within the Vehicle Replacement Program It was moved to approve proposed expenditures and use of existing contracts and one waiver to replace Vehicles #216, #101, #144 and #15 within the Vehicle Replacement Program in the amount of $224,635.96. A motion was made by Council Member Voigt, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble C. Award of IFB 17-09 to Broad Run Recycling, LLC for construction and demolition waste disposal It was moved to approve award of IFB 17-09 to Broad Run Recycling, LLC in the amount of $237,500. Town of Vienna Page 4 Printed on 11/23/2016 Town Council Meeting Meeting Minutes September 12, 2016 A motion was made by Council Member Noble, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble D. Request award of IFB 16-12, Beulah Road Phase II It was moved to award a contract in the amount of $305,000 (quote + 10%) to Sagres Construction for the Beulah Road Phase II sidewalk project. 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: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble E. Award of Capital Lease Contract (IFB 17-08) for Financing of FY 16-17 Vehicle and Equipment Replacement Program It was moved to award Capital Lease Contract IFB 17-08 to TD Equipment Financing at an interest rate of 1.232%. A motion was made by Council Member Voigt, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble Second Closed Session It was moved to recess into a Closed Session at 8:55 p.m. Mayor DiRocco called the regular meeting back in session at 10:01 p.m. It was moved that the members of the Vienna Town Council be polled to affirm that during the second Closed Session convened this date, Monday, September 12, 2016, the Town Council met for purposes of consultation with legal counsel and/or briefings by staff members or consultants pertaining to possible litigation, and also for discussion of personnel matters. 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, September 26, 2016 at 7:15 in accordance with Virginia Code Section 2.2-3711A(1) for purposes of discussion of personnel matters, specifically the interviewing of an individual for consideration of appointment to a Town Board and Commission. A motion was made by Council Member Voigt, seconded by Council Member Springsteen, that the Resolution be approved. The motion carried by the following vote: Aye: 7- Council Member Springsteen, Council Member Sienicki, Council Member Voigt, Mayor DiRocco, Council Member Colbert, Council Member Majdi and Council Member Noble 6. Meeting Adjournment Town of Vienna Page 5 Printed on 11/23/2016 Town Council Meeting Meeting Minutes September 12, 2016 It was moved to adjourn the meeting at 10:03 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 6 Printed on 11/23/2016