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, October 15, 2018 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Invocation: Mr. Kian Huang, L.S.A. of the Bahai's of Vienna 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: None 2. Approval of the Minutes: None 2. Approval of the Minutes: None 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) 4. Reports/Presentations A. 18-1044 Presentation by VDOT On The I-66 Expansion Project Attachments: Nutley_Exhibit_Plan_With_Ramp_36x48_redux Ms. Susan Shaw of the Virginia Department of Transportation (VDOT) along with Nancy Smith and Chris Doughtery from 66 EMP Partners as well as Justin McNaul presented an update on the I-66 Expansion Project that is due to be complete in December of 2022. B. 18-1045 Stormwater Management Presentation Attachments: Vienna Council 2018 Presentation_08-30-2018 Ms. Lynn Mallory of Wood, which is the town's 3rd party engineering consultant that helps the town with compliance for stormwater and the annual report to the Virginia Department of Environmental Quality, provided a presentation to show where the town is at with their current regulations and their future goals. C. 18-1043 Presentation by the Vienna Arts Society Mr. Ken Britz representing the Vienna Arts Society provided information on a project they are doing. The project is for 41 wood benches that would be painted by artists Town of Vienna Page 1 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 of the Vienna Arts Society. Once they are painted they would be installed throughout the town in a location near the sponsoring businesses. They plan to begin the installation around the 1st of next year and it will continue through to November 1st. They already have 43 sponsors that have covered the cost of purchasing the benches. The artists are donating their time and materials to the work. All the sponsors are Vienna based businesses. A. Report and Inquiries of Council Members Councilmember Sienicki thanked everyone that did such a good job with Oktoberfest. It was a wonderful day full of support from Parks & Rec, the Police and Volunteers from organizations and sponsors, it was really well done. A special thanks to the Vienna Business Association for their hard work to get it all done. Councilmember Noble asked Ms. Herman about an issue with the drain in the men's room at the Community Center and if she could report back. Ms. Herman stated that she would look into it and report back to Council. Councilmember Majdi addressed a couple issues that have happened recently. One was a news story that came out about a debate about the summer schedule and the question that was raised was whether we had enough meetings to address MAC applications as they came up and has been a debate that had gone on for a few months. The Mayor had said all along that we would add meetings as needed for MAC applications and that is evident as our last meeting was a work session that we added to the calendar on Thursday night, devoted entirely to one MAC application. He wanted to note for the record that it is exactly what the Mayor said we would do all along and it went perfectly. He thanked the Mayor for her leadership on that. He also noted that several other Councilmembers agreed with her that it would be taken care of that way and it was handled just perfectly. Councilmember Majdi also stated that he had been critical of a newsletter article regarding a MAC project and he wanted to put it in a broader context. He didn't agree with how that one particular article was written but he wanted to note that overall our public information efforts have dramatically improved over the past couple of years and he thinks that is directly attributable to Lynne Coan's extensive work on this. It has been night and day since she has come on board with the town and it has made a huge difference. He also mentioned that the Director of Planning and Zoning, Cindy Petkac has stepped up our communications with re-development in the town. Generally we used to do what we were legally required to do, and now we regularly go above and beyond that. We are stretching our services to keep our citizens informed and he thinks it has been very positive. He thanked the Town Manager for making it a priority with all of the departments in response to a request from Town Council. He has definitely seen a huge change across the board. Councilmember Colbert reported that November 16th is Ethics Day for Seniors at Madison High School. She thanked Council and Leslie Herman for offering the Community Center again. They are very excited to do it again and thinks they will be getting more participation. Councilmember Colbert thanked Councilmember Sienicki for all the work that she did for Oktoberfest, she worked very hard on the event. B. Report of the Town Manager Mr. Payton reported there was a fire at the Marco Polo location and asked the Town of Vienna Page 2 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 Police Chief to come forward and provide some details. He thanked Lynne Coan for getting all the information out about street closures etc. Chief Morris stated the fire was reported a little before 2:00 p.m. There was a significant response from the Fire Dept. There was some impact on Maple Avenue for most of the fire but he has not received any complaints so believes everything was handled properly. The Fairfax County Fire Marshall is in charge of determining the cause of the fire. The property has been completely fenced in but they will be keeping an eye on things due to a lot of activity around the building. Mr. Payton asked Ms. Kelly O'Brien of Planning and Zoning to come forward with an update on the Maple Avenue Commercial Zone Visual Preference Survey that is out now. Ms. O'Brien provided Council with an update. The survey went live on the 10th and will be open until midnight November 12th. Staff will analyze the results very rapidly after and they will have a BAR meeting on November 15th to discuss the results. They will also have the results on the website. C. Report of the Mayor Mayor DiRocco reported that they had been at the Virginia Municipal League Conference and the Town of Vienna received a Certified Green Government Award. It is for successfully implementing environmental policies and taking practical actions to reduce carbon emissions. She thanked town staff and the Community Enhancement Commission especially the Chair, Susan Stillman for all the work they have done on this. She hopes they continue to do well in the Go Green Challenge and do even better next year. Mayor DiRocco thanked the Parks & Recreation staff for a number of wonderful community events this month. They had Oktoberfest, Halloween on the Green and coming up is the 72nd Halloween Parade. She also thanked the Vienna Business Association and Peggy James along with Councilmember Sienicki for all of the hard work they did for Oktoberfest. 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, October 15, 2018, the Town Council met for 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 this date, Monday, October 15, 2018 at the conclusion of the Regular Meeting in accordance with Virginia Code Section 2.2-3711.A.(3) for aquisition of real property for a public purpose. Motion: Councilmember Bloch Second: Councilmember Noble Town of Vienna Page 3 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 Abstain: Councilmember Majdi Motion carried It was moved that Midge Biles be re-appointed to the Vienna Public Art Commission a two-year term. Said term shall be retroactively effective from September 29, 2018 through September 29, 2020. It was further moved that Mark Stahl be re-appointed to the Vienna Public Art Commission for a two-year term. Said term shall be retroactively effective from September 29, 2018 through September 29, 2020. And it was further moved that Michael Cheselka be re-appointed to the Vienna Public Art Commission for a two-year term. Said term shall be effective from October 24, 2018 through October 24, 2020. Motion: Councilmember Bloch Second: Councilmember Springsteen Abstain: Councilmember Majdi Motion carried 5. Regular Business A. 18-1041 Request approval of MOU between the Town of Vienna and Vienna Business Association for 2018 Halloween Parade Attachments: MOU Halloween Parade-Final 9-13-18 It was moved to authorize the Mayor to execute an MOU between the Town and the Vienna Business Association for the 2018 Halloween Parade. 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 B. 18-1030 Transportation Safety Commission (TSC) motion for Pedestrian Improvements at the intersection of Lawyers Road NW with Malcom Road and Holmes Road Attachments: Lawyers Rd Improvements Estimate 9-26-18 Lawyers Road NW 1-31-17 Motion Lawyers_Malcolm_Holmes_Sketch_Estimate Lawyers_Ped_Improvements_Sketch_Estimate IFB 16-10 SAGRES It was moved to approve the motion for Lawyers Rd NW as presented by T.S.C. and to use Sagres Construction IFB 16-10 for the Pedestrian Improvements as set forth by the TCS in the amount of $46,169 and also add pedestrian warning signage and bollards. 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: Town of Vienna Page 4 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco C. 18-1026 Request additional FY19 spending with National Asphalt Mfg Corp (Primary Award) and Superior Paving Corp (Secondary Award) utilizing IFB 19-02 Attachments: IFB 19-02 Summary Award Info Package IFB19-02FINAL 070918 Approval It was moved to approve FY19 spending with Water Operations in the amount of $35,000 from the account listed above with National Asphalt Mfg Corp (Primary Award) and Superior Paving Corp (Secondary Award) for asphalt hot mix as needed. This added amount will bring the Year to date FY19 total to $230,492. 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: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco D. 18-1027 Request approval of vehicle purchase within the Vehicle Replacement Program for Vehicle #88 Attachments: Acceptance and Award-Henderson-080114 Acceptance and Award-National Auto 081716 Memo_Quotes It was moved to approve the proposed expenditure of funds for replacing VRP Vehicle# 88 in the amount of $144,356 for riding Sourcewell Contract #080114-HPI and 081716-NAF. 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. 18-1031 Funding agreement and design contract for the Tapawingo Road SW and Kingsley Road SW Traffic Calming Urban Bioretention Project Attachments: 20180928 Citizen 20181015 TC Meeting Notice for Kingsley-Tapawingo Urban... Citizen Meeting Notice - Council Design Package - 28 Sep 2018 IQ # 304914 Tapawingo Kingsley Agreement Kingsley Tapawing_Urban Proposal Kingsley Tapawingo Citizen Notification Map Tapawingo Rd SW and Kingsley Rd SW project map It was moved to approve the Funding Agreement with Fairfax County for the Tapawingo Road SW and Kingsley Road SW Traffic Calming Urban Bioretention Project as presented by TSC and award on-call civil engineering contract to Urban Ltd in the amount of $56,350 from the account and project number listed above. Town of Vienna Page 5 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 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 F. 18-1033 Funding agreement for the design of Hunter’s Branch Phase II Stream Restoration Attachments: Hunter's Branch Agreement Hunters Branch Phase 2 Stream Restoration project map It was moved to approve the Funding Agreement with Fairfax County for the Hunter's Branch Stream Restoration Phase II Project and authorize the Mayor to execute the agreement pending final legal review by the Town Attorney. 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: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco G. 18-1034 Replace Reception Desk, Human Resources Staff Furniture and Lobby Kiosk Attachments: Projects 2018 Bond VIENNA TOWN HALL_RECEPTION_9-5-2018 JT181007A_VIENNA TOWN HALL_KIOSK_9-14-2018 VIENNA TOWN HALL_HR OFFICE_9-5-2018 HON Contract in full HON Bid Award letter It was moved to approve $23,788.20 for Town Hall furniture replacement with Trendway riding Fairfax County contract number 4400006226 from the account and project number listed above. 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: 6- Council Member Bloch, Council Member Colbert, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco Nay: 1- Council Member Majdi H. 18-1036 Award of Capital Lease Contract (IFB 19-05) for Financing of FY 18-19 Vehicle and Equipment Replacement Program Attachments: IFB19-05FINAL ATTACHMENT A 2019 IFB 19-05 LABELS Signed Resolution 2019 IFB 19-05 Capital Lease Bid Summary Bid Tabulation 2019 Town of Vienna Page 6 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 It was moved to defer this agenda item to the next Council meeting on October 29, 2018 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: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco I. 18-1038 Approval of Capital Improvement Plan through 2034 Attachments: 10-15-18 CIP UPDATE FINAL It was moved to approve the Capital Improvement Plan through 2034 as updated this evening and as updated from the plan presented at the September 24, 2018 Town Council Work Session. 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 Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 18-1063 Second Closed Session It was moved and seconded to recess into Closed Session at 9:56 p.m. Mayor DiRocco called the Regular Meeting back into session at 10:20 p.m. The Town Clerk called the roll and all members of Council were present. 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, October 15, 2018, the Town Council met for consideration of an acquisition of real property for a public purpose. 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 29, 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. A motion was made by Council Member Bloch, seconded by Council Member Noble, that the Resolution 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 6. Meeting Adjournment It was moved to adjourn the Regular Meeting at 10:21 p.m. This meeting was adjourned Town of Vienna Page 7 Printed on 10/30/2018 Town Council Meeting Meeting Minutes October 15, 2018 THE TOWN OF VIENNA IS COMMITTED TO FULL COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT STANDARDS. 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