Town Council Meeting

Town of Vienna Charles A. Robinson Jr. Town Hall 127 Center Street South Vienna VA, 22180 Meeting Minutes Town Council Meeting Monday, September 17, 2018 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Invocation: Reverend Brenda Burns, Vienna Assembly of God Pledge of Allegiance to the Flag of the United States of America 1. Roll Call Present: 7- Council Member Tara Bloch, Council Member Linda Colbert, Council Member Pasha Majdi, Council Member Douglas Noble, Council Member Carey J. Sienicki, Council Member Howard J. Springsteen and Mayor Laurie DiRocco 2. Approval of the Minutes: A. 18-1019 Approval of the Regular Council Meeting Minutes of August 20, 2018, the Work Session Minutes of August 20, 2018 and the Work Session Minutes of September 4, 2018. It was moved to approve the revised Work Session Minutes of September 4, 2018 and to defer approval of the Regular Council Meeting Minutes of August 20, 2018 and the Work Session Minutes of August 20, 2018. Motion: Councilmember Majdi Second: Councilmember Springsteen Councilmember Bloch made a friendly amendment to include the Work Session minutes of August 20th for approval this evening. Amendment was accepted. Motion carried A motion was made by Council Member Majdi, seconded by Council Member Springsteen, that the Minutes be approved as stated. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 3. Receipt of petitions and communications from the Public that is not on the Agenda. (Limited to 5 minutes per issue and no formal action can be taken this evening) None 4. Reports/Presentations A. 18-1013 JMHS Sports Recognition Presentation Mayor DiRocco presented the following James Madison High School Teams a plaque recognizing their achievments in 2018: Town of Vienna Page 1 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 Girls Varsity Softball Team VHSL 6A State Champions, Varsity Girls Swim & Dive VHSL 6A State Champions, Varsity Girls Soccer VHSL 6A State Runner-up and the Varsity Boys Swim & Dive VHSL 6A State Runner-up. B. 18-950 Proclamation for Vienna Wireless Society Amateur Radio Week. Councilmember Colbert presented a Proclamation to the Vienna Wireless Society for Amateur Radio Week. C. 18-994 Proclamation for Town of Vienna Employee Appreciation Week Attachments: Proclamation - Town of Vienna Employee Appreciation Week-2018 Councilmember Bloch presented a Proclamation in honor of Employee Appreciation Week in the Town of Vienna. D. 18-1018 Proclamation for 9-11 Commemoration Councilmember Springsteen presented a Proclamation for the 9-11 Commemoration. A. Report and Inquiries of Council Members Councilmember Colbert reported that she has received many compliments about the flashing yellow arrow at Courthouse and Maple Avenue. She thanked whoever is responsible for this. Councilmember Noble reported that on September 28th James Madison High School will have their Homecoming Parade from about 1:30 p.m. to 2:30 p.m. B. Report of the Town Manager Mr. Payton thanked the Parks and Recreation Direction, Leslie Herman, for her efforts in moving the 9-11 Ceremony from our normal location outside to the Community Center, it went off extremely well and it was well done. Mr. Payton mentioned that next Monday the 24th there will be a Work Session on the CIP (Capital Improvement Plan). C. Report of the Mayor Mayor DiRocco mentioned that this week, September 17th to September 21st, is the first ever Town of Vienna Employee Appreciation Week. There are a number of fun activites planned as well as goodies and treats. She thanked Maggie Kain in the HR Department for putting it together. She wanted to start off the week by saying "Thank you!" to all the Town staff for their hard work and dedication. She believes the town staff helps to make Vienna a better place to live and work. Mayor DiRocco also mentioned that from September 30th to October 2nd most of the Town Council, Town Manager and Town Attorney will be attending the annual Virginia Municipal League Conference in Hampton, VA. D. Proposals for Additional Items to the Agenda None Town of Vienna Page 2 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 E. Closed Session It was move that the members of the Vienna Town Council be polled to affirm that during the Closed Session convened this date, Monday, September 17, 2018, the Town Council met for personnel matters, specifically the interviewing of individuals for consideration of appointment and /or re-appointment to a Town Board or Commission. 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 15, 2018 at 7:15 p.m. in accordance with Virginia Code Section 2.2-3711.A.(1) for personnel matters, specifically the interviewing of individuals for consideration of appointment and/or re-appointment to Town Boards or Commissions. Motion: Councilmember Bloch Second: Councilmember Noble Carried Unanimously It was moved that Laine Hyde be re-appointed to the Board of Architectural Review for a two-year term. Said term shall be retroactively effective from July 6, 2018 through July 6, 2020. It was further moved that James Brooke be re-appointed to the Vienna Town/Business Liaison Committee for a two-year term. Said term shall be retroactively effective from July 12, 2018 through July 12, 2020. Motion: Councilmember Bloch Second: Councilmember Noble Carried Unanimously Item approved as shown above. Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 5. Public Hearings A. 18-1014 Joint public hearing with Planning Commission and Town Council on the temporary suspension of the Maple Avenue Commercial (MAC) Zone for a period of time between 120 and 270 days for staff to develop design guidelines. Attachments: Proposed Timeline for MAC Design Guidelines MAC Suspension of Ordinance 18-95.1 See Public Hearing minutes attached. A motion was made that the Action Item be approved. The motion carried by the following vote: Town of Vienna Page 3 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco B. 18-1012 Public hearing to consider Planning Commission recommendations on proposed text amendments to Article 13.1. - MAC Maple Avenue Commercial Zone Regulations, Sec. 18-95.1. - Statement of Purpose and Intent, Sec. 18-95.3. - Procedure for MAC Zone Designation, Sec. 18-95.4. - Permitted uses, Sec. 18-95.9. - Height limit, Sec. 18-95.14. - Site Development Standards of Chapter 18 of the Vienna Town Code. Attachments: TC STAFF REPORT - 8-20-2018 - MAC AMENDMENTS Dwelling Units per Acre 6-22-18 MAC Comparable Mixed-Use Projects Proposed MAC Text Amendments - Summary of Public Hearing Comments Planning Commission - 7-30-18 Mayor DiRocco called the Public Hearing to order at 11:08 p.m. The Town Clerk called the roll and all members of Council were present. Councilmember Noble asked a procedural question stating that since they voted to suspend the code as it stands, would it be better served to postpone this part of the Public Hearing to some date in the future when any prospective changes in code come back. Ms. Petkac that they would like to postpone the Public Hearing until a later date to be determined based on the process as they just discussed for the temporary suspension of the MAC. Councilmember Noble stated that then they would be coming back for a Public Hearing on a comprehensive set of amendments not simply the few they have agreed too or have been recommended by the Planning Commission plus some that may have not been recommended or some we don't even know about yet. Mayor DiRocco stated they will be having work sessions with the Planning Commission and the Planning Commission will look at this once they go through the visual design guidelines. Then there will be public hearings both at the Planning Commission level and at the Town Council. It was moved to postpone the public hearing on the proposed text amendments to Article 13.1 - MAC Maple Avenue Commercial Zone Regulations, Sections 95.1 - Statement of Purpose and Intent, 95.3 - Procedure for MAC Zone Designations, 95.4 - Permitted Uses, 95.9 - Height limit, and 95.14 - Site Development Standards of Chapter 18 of the Town Code. Motion: Councilmember Sienicki Second: Councilmember Springsteen Carried unanimously "I move to postpone the public hearing on proposed text amendments to Article 13.1 - MAC Maple Avenue Commercial Zone Regulations, Sections 95.1. - Statement of Purpose and Intent, 95.3. - Procedure for MAC Zone Designation, 95.4. - Permitted Uses, 95.9. - Height limit, and 95.14. - Site Development Standards of Chapter 18 of the Town Code." Or Other action deemed necessary by Council. Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco Town of Vienna Page 4 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 6. Regular Business A. 18-998 Request modification of requirements for required parking associated with restaurant use at 133 Maple Avenue East Attachments: PC STAFF REPORT - 8-08-2018 - 133 MAPLE AVE EAST MODIFICATION OF REQUIREMENTS PC Memo to TC on Parking Modification for Restaurant at 133 Maple Ave East 133 Maple Avenue East Site Plan Set Modification Request Letter 133 Maple Ave East - Board of Directors Approval - 7-24-2018 Modification of Requirements Application It was moved to approve the request for modification of requirements for required off-street parking associated with a proposed restaurant use at 133 Maple Avenue East, Units 100 and 100A subject to the condition that a specific location for bicycle parking is shown on their site plan submission as well as trail access. A motion was made by Council Member Noble, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 5- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble and Mayor DiRocco Nay: 2- Council Member Sienicki and Council Member Springsteen B. 18-997 Request approval of final plat for Malcolm Road subdivision located at 424 and 440 Malcolm Road NW Attachments: PC Staff Report - Malcolm Road Subdivision - 8-21-2018 Malcolm Road Subdivison Plan Set Malcolm Road Sudivision Plat DPW Memo - Malcolm Road Subdivision It was moved to approve the final plat for the 3 lot subdivision locate at 424 and 440 Malcolm Road NW contingent on a ground penetrating radar survey to be performed in an area of 120 feet by 15 feet by 10 feet deep with the results to be given to the Public Works Department and Historic Vienna Inc. with a representative from both be present at the time of survey. A friendly amendment was made to make it contingent upon staff to be given the opportunity to attend. It was accepted by the motioner and seconder. Councilmember Sienicki Second: Councillmember Colbert Carried Unanimously A motion was made by Council Member Sienicki, seconded by Council Member Majdi, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco Town of Vienna Page 5 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 C. 18-1003 Intent to adopt ordinance amendment to Section 18-4 - Definitions - Finished Lot Grade under Article 2 of Chapter 18 of the Vienna Town Code as recommended by staff, the Planning Commission, and Town Council. Attachments: Sec. 18-4. Definitions - Finished Lot Grade Text Amendment - Clean Version TC STAFF REPORT - 8-20-2018 - FINISHED LOT GRADE DEFINITION PC Memo to TC on Finished Lot Grade Definition It was moved to adopt amendments to the Finished Lot Grade definition, as revised by staff and recommended by the Planning Commission, under Section 18-4 - Definitions of Article 2 of Chapter 18 of the Vienna Town Code and direct the Town Clerk to advertise a Notice of Adoption with an effective date of ten (10) days after publication. A motion was made by Council Member Springsteen, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco D. 18-946 Request approval of MOU between the Town of Vienna and Vienna Business Association for 2018 Oktoberfest. Attachments: VBA - 2018 Oktoberfest Agreement final It was moved to authorize the Mayor to execute an MOU between the Town and Vienna Business Association for the 2018 Oktoberfest. At this time It was moved to reconsider the Malcolm Subdivision due to public requesting to speak. Motion: Councilmember Sienicki Second: Councilmember Springsteen Carried Unanimously A motion was made by Council Member Bloch, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco E. 18-966 Request approval of MOU with Vienna Little League to accept funds for preliminary engineering analysis for possible improvements to Southside Park Attachments: Southside Park Field Improvements - Scope of Work 5-8-2018 revised Southside Park Field Improvements - diagram proposal 18-500.R1 9-4-18 Gorove Slade South side Park 08.30.2018 WSSI South Side Park Revised Proposal MOUandAgreementViennaLittleLeagueSouthsideFieldRenovation 09 12 2018 It was moved to approve a Memorandum of Understanding with Vienna Little Town of Vienna Page 6 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 League regarding preliminary engineering analysis for possible improvements to Southside Park. 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: Aye: 6- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki and Mayor DiRocco Abstain: 1- Council Member Springsteen F. 18-986 2019 Town Council Meeting Resolution for its Schedule and Calendar Attachments: 2019 working calendar It was moved to adopt the resolution to set the 2019 Town Council meeting schedule as presented and approve its inclusion in the 2019 Town Calendar A motion was made by Council Member Springsteen, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 5- Council Member Bloch, Council Member Colbert, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco Nay: 2- Council Member Majdi and Council Member Noble G. 18-1002 Request approval to increase spending and extend project area for Glyndon Street Improvements Design Construction Attachments: 17-667 Work Order Revised Extended Area Exhibit RFP 19-01 - URBAN PO 20180313 It was moved to increase the engineering services contract with Urban, LTD for the Glyndon Street Improvements project in the amount of $12,300. A motion was made by Council Member Springsteen, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco H. 18-967 Award contract with Urban Ltd. to prepare a preliminary engineering analysis for a possible Southside Park renovation. Attachments: Southside Park Field Improvements - Scope of Work 5-8-2018 revised Southside Park Field Improvements - diagram proposal 18-500.R1 9-4-18 Gorove Slade South side Park 08.30.2018 WSSI South Side Park Revised Proposal It was moved to award a contract with Urban Ltd. in the amount of $49,450 to prepare a preliminary engineering analysis for a possible renovation to Southside Park. Town of Vienna Page 7 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 A motion was made by Council Member Bloch, seconded by Council Member Colbert, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco I. 18-1000 Request approval for FY19 spending with Water Works Supply Attachments: IFB 17-13 - Waterworks Supply It was moved to approve FY19 spending in the amount of $22,000 with Water Works Supply. 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 Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco J. 18-1005 Request approval of vehicle purchases within the Vehicle Replacement Program for FY19 Attachments: MEMO, QUOTE & CONTRACT - Jetter MEMO, QUOTE & CONTRACT - VRP #82 - Pickup MEMO, QUOTE & CONTRACT Motorcycles_ It was moved to approve expenditure of $299,037.90 for replacement of the identified vehicles within the Vehicle Replacement Program (VRP), utilizing the identified cooperative procurement provisions. A motion was made by Council Member Springsteen, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco K. 18-1008 Award Town Hall BMP Parking Lot Improvements, IFB 19-04 Attachments: IFB 19-04 Summary for Council Agenda Addendum1IFB19-04 Addendum2IFB19-04 IFB19-04FINAL It was moved to award the Town Hall BMP parking lot improvements project, funded at an amount not to exceed $130,000 to LCS Site Services, LLC. A motion was made by Council Member Bloch, seconded by Council Member Noble, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco L. 18-1001 320 Nutley St SW Performance Bond Extension Request Town of Vienna Page 8 Printed on 1/8/2019 Town Council Meeting Meeting Minutes September 17, 2018 Attachments: Extension letter Subdivision Performance Agreement It was moved to extend the public improvement bond for the 320 Nutley Street subdivision for an additional 18 months to expire March 9, 2020. A motion was made by Council Member Springsteen, seconded by Council Member Bloch, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco M. 18-1004 Request approval for payment not to exceed $82,156 to Tyler Technologies for the standard software maintenance agreement. Attachments: SSMA Tyler -New World Sole Source New World Waiver New World It was moved to approve payment not to exceed $82,156 to Tyler Technologies for the first year of a standard software maintenance agreement for the Police Department's computer-aided dispatch, law enforcement records management, and mobile data systems. A motion was made by Council Member Springsteen, seconded by Council Member Noble, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco N. 18-1009 Request approval to fund joint feasibility study to redesign Patrick Henry Library with Fairfax County Attachments: Email on status 1-24-18 Patrick Henry public parntership Letter of Agreement PH Library_Signed It was moved to appropriate funding in an amount not exceed $75,000 for the joint Town-County Patrick Henry Library feasibility study. 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 Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 7. Meeting Adjournment It was moved to adjourn the meeting at 2:02 a.m. Town of Vienna Page 9 Printed on 1/8/2019