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, April 17, 2017 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Council Meeting Invocation: Reverend Martin Pickett, Faith Encounters Community Church Pledge of Allegiance to the Flag of the United States of America 1. Roll Call 2. Approval of the Minutes: A. Approval of the Regular Minutes of April 3, 2017 and the Work Session Minutes of January 23, 2017. It was moved to approve the Regular Minutes of April 3, 2017 as submitted. Motion: Councilmember Sienicki Second: Councilmember Springsteen Carried unanimously It was moved to approve the Work Session minutes of January 23, 2017 as submitted. Motion: Councilmember Sienicki Second: Councilmember Sprinsteen Abstained: Councilmember Noble Motion carried A motion was made by Council Member Sienicki, seconded by Council Member Springsteen, that the Minutes be approved. The motion carried by the following vote: 3. Receipt of petitions and communications from the Public None 4. Reports/Presentations A. Recognition of 2016 Solarize Vienna Program for Eco-Efficient Homes. Mayor DiRocco, Ms. Susan Stillman of the Community Enhancement Commission and Mr. Robert Lazaro from NVRC presented the Solarize 2016 Recognition for Eco-Friendly Homes to homeowners in Vienna. They also provided information on the 2017 Solarize program B. Proclamation for Volunteer Recognition Day 4-18-2017. Town of Vienna Page 1 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 Mayor DiRocco presented the Proclamation for Volunteer Recognition Day. B. 16-417 Proclamation for Volunteer Recognition Day 4-18-2017. A. Report and Inquiries of Council Members Councilmember Voigt reported that a citizen had asked her about a newly renovated property that does not have a driveway and she was wondering if that was acceptable. The address is 807 Cottage St., SW and she believes it was a renovation on an existing home. Where the driveway was has now been seeded and there is no driveway on the property. The Town Attorney does not know anything about it but there is a requirement for off street parking in single family, they will check into it. Councilmember Springsteen thanked the Parks & Recreation Director for responding to his email regarding the contractor working on the Community Center on Easter. He also asked if the date for substantial completion was still August 11th. Mr. Briglia stated that they have no indication that it is not the substantial completion date. It is not the date that it will be open to the public but that is when the contractor is supposed to be done. Councilmember Springsteen stated that they need to watch the contractor very carefully especially after them working on Easter. He thinks it was a shame that they worked on Easter and on Sunday. Mr. Briglia stated that after talking with the Director of Parks & Recreation it was not authorized by the project superintendent, apparently the roofing contractor was concerned about on coming rain and wanted to get some things done. Councilmember Springsteen asked Public Works to give Council a briefing on the sewer project on Windover Ave. Mr. Donahue, Deputy Public Works Director provided an update. Councilmember Majdi thanked the Town Clerk for producing the work session minutes of January 23rd so quickly, it was a mammoth endeavor. Councilmember Majdi also thanked the Parks & Recreation Department for the Easter Egg Hunt and the Easter Egg roll on back to back days. It is a lot of work for the staff but both events were a huge success. It was a great kick-off for a season full of events lead by the Parks & Recreation staff. They are doing a terrific job and very much appreciated. Councilmember Noble asked Mr. Briglia for an update on the Bey Lounge. Mr. Briglia stated that they have not had any noise complaints for some time and the reason might be, as he was told by their Attorney, that all the provisions that were put in the CUP have been completed. He did ask for that in writing. They are still going to follow through with some sound monitoring. B. Report of the Town Manager No report C. Report of the Mayor Mayor DiRocco reminded everyone that the Mayor's Volunteer Service Awards reception will be held Tuesday evening April 18th at the Vienna Volunteer Fire Department at 7:30 p.m. The Vienna Jammers will be playing and the Madison Madrigals will be singing. The Solarize Program will have an information session at 7:30 p.m at Town Hall on Town of Vienna Page 2 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 May 23rd. Mayor DiRocco thanked the staff overall. She realizes how many things are going on in the town this spring and they are working really hard. She thanked everyone in all departments for their time, it will be an intense few months but they appreciate all the hard work. 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, April 17, 2017, the Town Council met for purposes of discussion of personnel matters, specifically, the interviewing of individuals for consideration of appointment to Town Boards and 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, April 24, 2017 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 to Town Boards and Commissions. Motion: Councilmember Voigt Second: Councilmember Noble Abstained: Councilmember Colbert Motion carried 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 effective from April 17, 2017 through April 17,2019. It was further moved that Richard DeGuzman be appointed to the Bicycle Advisory Committee for a two-year term. Said term shall be effective April 18, 2017 through April 18, 2019. Motion: Councilmember Voigt Second: Councilmember Springsteen Abstained: Councilmember Sienicki Motion carried Item approved as shown above. 5. Public Hearings A. Public Hearing for FY2017-18 Water and Sewer Rates Mayor DiRocco called the hearing to order at 8:29 p.m. The Town Clerk called the roll and all members of Council were present. Town of Vienna Page 3 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 Ms. Marion Serfass, Director of Finance explained this hearing was to allow public input on water and sewer rates. She clarified that there were two parts to the rates, consumption rates that are billed on water and sewer metered consumption and water and sewer fees or fees paid to establish new water and sewer service and other fees not based on consumption. The Town had performed a water rate study beginning in 2014 and switched to block rates for consumption at that time. The rates were updated in 2016 for fiscal year 16-17, this current fiscal year. The town's plan is to re-evaluate the consumption rates every two years, accordingly, they are not proposing any changes to the consumption rates this upcoming budget year. The town has determined that it will coordinate it's water and sewer fees for developer and other non-consumption related charges with fees charged by Fairfax County for sewer and Fairfax County Water Authority for water. These rates have changed for fiscal year 17-18 in their budgets. These rates and fees support and balance the water and sewer budget with a budget total of $8,123,760. No one from the public came forward to speak on this item. Councilmember Springsteen asked how they came up with 40% administrative overhead for emergency repairs shown in the schedule of fees. Ms. Serfass stated that she took the advice of the Water & Sewer Superintendent, now the Deputy Public Works Director, who suggested the rate. Mr. Donahue stated that they got the cost from Fairfax Water as a similar fee. The actual cost is what the employees actually make and then you add the administrative burden and other costs that are not included in their hourly rates which brings it up to around 40%. Mr. Donahue stated this is something they haven't charged since he has been here but he wanted to update the rate because they used to have it in the budget for $1,000 which was an unrealistic lump sum and he wanted it to match more to what the actual cost would be if they ever had to do it. Councilmember Springsteen would like to see some backup for the 40%. Councilmember Springsteen also asked about the charge of $136,000 for water availability on a 4" line. Ms. Serfass stated they do not have many 4" lines if any. Mr. Donahue stated that the only one would be Navy Federal Credit Union but it will not apply for them because they have an existing meter so the charge would be less. Mr. Payton mentioned that we receive our water from Fairfax Water so ever since that switch over and the associated cost with the buy in and everything associated with it, it was determined by Council to have these fees amounts to match Fairfax Water in an effort to make sure that we were keeping up with all the costs associated with being a partner with them. Mr. Briglia stated that the best way to describe this is when a new customer comes into the system they have to reserve that capacity at the water treatment plant. In the Town of Vienna, the current rate payers are financing $17,000.000. When we signed a water supply agreement as part of the current rates, current rate customers are paying off that buy in. What Fairfax does not is they pay it up front and this is the upfront for new water customers and that is why they match and are so big. With a 4" water main they will have to set aside a lot of water capacity at the plant. Councilmember Noble clarified that basically the point is with the water availability, we are buying the capacity at connection instead of getting hit with a rate increase for the actual water service on the back end for every customer. Whether or not we actually have 4" lines if we end up doing any kind of major development on Maple Avenue the 3" and 4" availability service we will need that in our rate table. In terms of the emergency repair and night work, the 40% general administrative fee is not an Town of Vienna Page 4 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 unreasonable number from his experience but it would be interesting in terms of how many of these we actually have and what our cost experience actually is. Ms. Serfass stated they can give an update during the mid-year financial report. Councilmember Majdi stated that the 40% figure stood out to him as well and what he finds interesting is that it is described as administrative overhead but does it actually include labor costs. Mr. Donahue stated that it is indirect labor costs, not what they actually pay the employees but the benefits that are on top of that. Councilmember Majdi stated that one of these items, specifically water meter purchase charge 3", the phrase is 40% for general and administrative overhead and for the remainder all the others is 40% for administrative overhead and asked if there is a material difference between those or is it the same concept. Ms. Serfass stated it was the same concept. Councilmember Majdi stated that for general and administrative overhead is more accurately describing. Ms. Serfass stated they can change the wording in the other ones and will have it changed for the adoption. Councilmember Noble asked for a clarification that these items that have the general administrative overhead applied the actual cost is simply the direct labor cost and whatever materials but does not include any of the fringe benefits etc. on top of the direct labor that is being charged. Mr. Donahue stated that occasionally they do put a bill together and that includes the labor which is their actual hourly rate but it doesn't include the benefits and then its the material costs and equipment costs. Councilmember Noble stated then this general administrative overhead will pick up the fringe benefits for the direct labor. It was moved to close the public hearing. Motion: Councilmember Colbert Second: Councilmember Voigt Carried unanimously It was further moved to approve the Water and Sewer rates and Public Works fees for FY17-18. And it was further moved that the Town Clerk be directed to advertise Notice of Intent to Adopt water and sewer rates and public works fees for Fiscal Year2017-18 at the May 8, 2017, Council meeting. A motion was made by Council Member Colbert, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: B. Public Hearing on FY 2017-2018 Proposed Budget Mayor DiRocco called the hearing to order at 8:43 p.m. The Town Clerk called the roll and all members of Council were present. Ms. Serfass, Director of Finance, explained that the Town Manager's proposed budget for Fiscal Year 17-18 has been presented to Mayor, Town Council and Residents. The proposed budget has been reviewed by Council during Work Sessions on March 18th, March 20th and April 3rd 2017. This hearing is being held so Town of Vienna residents can provide input. The proposed FY17-18 budget totals $36,337,460 for fiscal year beginning July 1, 2017 and ending June 30, 2018. It is broken down as follows: $24,207,310.00 for General Fund Revenues and expenditures, $3,623,560.00 for Debt Service Fund expenditures, $8,123,760.00 for Water & Sewer Fund expenditures and $382,830.00 for Stormwater Fund expenditures. The Proposed Budget is based upon a Real Estate Tax Rate of $0.2250 per $100 valuation; Bank Net Capital at $0.80 per $100 valuation, and Utility Tax Town of Vienna Page 5 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 for residential uses at a rate of 20% of the first $15 and for commercial uses at a rate of 15% of the first $300. No one from the public came forward to speak on this item. Mayor DiRocco stated that she has received a number of emails as well as Council on some issues within the budget that they discussed at their work sessions and she knows that was all put together in the list to make some adjustments to what was proposed by the Town Manager. It was moved to close the public hearing. Motion: Councilmember Colbert Second: Councilmember Springsteen Carried Unanimously It was further moved that the Town Clerk be directed to advertise Notice of Intent to Adopt the Fiscal Year 2017-2018 Budget at the Council meeting on May 8, 2017, following Town Council's consideration of the Real Estate Tax Rate. A motion was made by Council Member Colbert, seconded by Council Member Voigt, that the Action Item be approved. The motion carried by the following vote: 6. Regular Business A. Request to increase FY17 spending with GRI Cedar Park LLC for lease of space at Cedar Park Shopping Center for the Parks and Recreation Department during the Vienna Community Center renovation and expansion project It was moved to approve an additional $6,400 in expenditures, from accounts listed above, for lease of space at Cedar Park Shopping Center for Parks and Recreation Department administrative and programming uses through the remainder of the FY2017 fiscal year, which is June 30, 2017. 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: B. Request to increase funds for John Marshall Drive NW Sidewalk and Road Reconstruction, IFB 16-06. It was moved to increase IFB 16-06 in the amount of $16,148.50, payable to Sagres Construction from account number listed above. 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: C. Request increased funding for Glyndon St NE Sidewalk Construction IFB 14-25 It was moved to increase funding for IFB 14-25 by $12,664.04, payable to Sagres Construction from account number listed above. 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: D. Award survey and design contract for Church Street NE Sidewalk Extension Project Town of Vienna Page 6 Printed on 5/9/2017 Town Council Meeting Meeting Minutes April 17, 2017 It was moved to award a $96,241 Church Street sidewalk design contract to Rinker Design Associates, through RFP 12-01 On-Call Engineering Services, from accounts listed above. 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: 7. Meeting Adjournment It was moved to adjoun the meeting at 9:03 p.m. 8. Meeting Adjournment 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 5/9/2017