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 29, 2018 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Meeting Invocation: Reverend Kristen McBrayer, Emmaus United Church of Christ Pledge of Allegiance to the Flag of the United States of America 1. Roll Call Present: 8- Council Member Tara Bloch, Council Member Linda Colbert, Council Member Pasha Majdi, Council Member Douglas Noble, Council Member Douglas Noble, Council Member Carey J. Sienicki, Council Member Howard J. Springsteen and Mayor Laurie DiRocco 2. Approval of the Minutes: A. 18-1068 Approval of the Regular Council Meeting Minutes of August 20, 2018, October 15, 2018 and the Work Session Minutes of September 24, 2018. It was moved to approve the Regular Council Meeting Minutes of August 20, 2018, October 15, 2018 and the Work Session Minutes of September 24, 2018 as submitted A motion was made by Council Member Majdi, seconded by Council Member Sienicki, that the Minutes 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 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. 18-1067 Proclamation for “Bells of Peace” Councilmember Colbert presented the Proclamation for "Bells of Peace" The Proclamation was approved B. 18-1066 Proclamation for Small Business Saturday Councilmember Bloch presented the Proclamation for "Small Business Saturday." This Proclamation was approved. 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 1 Printed on 11/20/2018 Town Council Meeting Meeting Minutes October 29, 2018 A. Report and Inquiries of Council Members Councilmember Springsteen encouraged Council members to read the report sent by the Parks and Recreation Director on the Community Center. There are still a number of issues to be resolved and would like the Town Manager to report back the first week in December on the punch list. Councilmember Sienicki thanked everyone that participated in the Halloween Parade especially the Vienna Business Association, all the town staff and all the sponsors. It was a lovely evening and wanted to thank everyone for making it such a great event. Councilmember Sienicki also asked everyone to please be careful on Halloween as there will be a lot of ghost and goblin's on the street and to make sure children are wearing reflective gear and be careful driving. Councilmember Noble asked the Town Manager and the Planning and Zoning Director when the they can expect Fairfax County Schools to be back in for their trailer approval at Louise Archer Elementary. He thinks they are a little overdue since he believes it was only a one year renewal. B. Report of the Town Manager No report C. Report of the Mayor Mayor DiRocco thanked the Parks and Recreation Department, the Police and the Vienna Business Association for a wonderful 72nd Halloween Parade. It was a lovely event, beautiful event and lovely floats. 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 29, 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 Monday, November 19, 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 Colbert Town of Vienna Page 2 Printed on 11/20/2018 Town Council Meeting Meeting Minutes October 29, 2018 Carried Unanimously It was moved that Sharon Baum be re-appointed to the Planning Commission for a two-year term. Said term shall be retroactively effective from July 12, 2018 through July 12, 2020. and It was further moved that Gloria Runyon be re-appointed to Historic Vienna, Inc. for a two-year term. Said term shall be effective from November 22, 2018 through November 22, 2020. Motion: Councilmember Bloch Second: Councilmember Springsteen Carried Unanimously This 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. Regular Business A. 18-1061 Consideration of rezoning application for 430, 440, and 444 Maple Avenue West from C-1 Local Commercial Zone and RS-16 Single-Family Detached Residential Zone to Maple Avenue Commercial (MAC) Zone for the proposed 444 Maple project. Attachments: 444 Maple Avenue Submission 5 444 Maple Proffers 10.15.18 Applicant Incentives Sheet and Public Engagement Plan Responses to October 4, 2018 Work Session Summary of 444 Maple Design Changes 10.15.18 Proffers 10.29.18 (002)-Amended and updated as of 10-29-18 Redlined Proffers 10.29.18 It was moved to approve rezoning of 430, 440, and 444 Maple Avenue W from C-1 Local Commercial Zone and RS-16 Single-Family Detached Residential Zone to Maple Avenue Commercial (MAC) Zone for the proposed 444 Maple project. Such rezoning is specifically conditioned upon and subject to written proffers submitted by the applicant. A motion was made by Council Member Colbert, seconded by Council Member Sienicki, that the Action Item be approved. The motion carried by the following vote: Aye: 5- Council Member Bloch, Council Member Colbert, Council Member Noble, Council Member Sienicki and Mayor DiRocco Nay: 2- Council Member Majdi and Council Member Springsteen B. 18-1059 Request to award an architecture and engineering services contract for construction/renovation of a new police facility to Dewberry Architects Inc. with the Town of Vienna Page 3 Printed on 11/20/2018 Town Council Meeting Meeting Minutes October 29, 2018 cost of these services not to exceed $1,625,953. Attachments: E204-2017 - Final - 001(1) CONTRACT EXHIBITS COMBINED B101-2017 -2 Final__5(1) Dewberry contract RFP18-05FINAL Addendum1RFP18-05 Summary Report for Agenda RFP 18-05 It was moved to award the architecture and engineering services contract for a new police facility to Dewberry Architects, Inc. in an amount not to exceed $1,625,953. 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 C. 18-1035 Request approval for additional FY18 spending as well as FY19 spending for utility marking with Double H Locates and Pinpoint Underground LLC Attachments: Double H Locates Contract extension 2018 18-253-ITB Utility Marking Services - Complete award file rev1 PO 20180063 Change Order It was moved to approve $180,000 in FY19 spending for utility marking with Double H Locates and Pinpoint Underground as well as $1,095 in additional FY18 spending with Double H Locates. A motion was made by Council Member Noble, 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 D. 18-1046 Request award of IFB 19-06 for on-call, small-task concrete maintenance Attachments: IFB 19-06 Summary and Award Recommendation for Agenda IFB 19-06 US CONCRETE BID SUBMISSION IFB19-06FINAL It was moved to award IFB 19-06 for small task concrete maintenance to US Concrete and Paving, Inc in an amount not to exceed $617,745. 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 E. 18-1047 Request additional FY19 spending with Arthur Construction Town of Vienna Page 4 Printed on 11/20/2018 Town Council Meeting Meeting Minutes October 29, 2018 Attachments: IFB 17-03 - Arthur Construction It was moved to approve $102,000 in additional FY19 spending with Arthur Construction for additional street mill and overlay projects. A motion was made by Council Member Majdi, 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 F. 18-1048 Request approval for FY19 spending on de-icing salt with Mid-Atlantic Salt Attachments: Mid-atlantic Salt Bid IFB 1088536 Recommendation for Award memo IFB 1088536 It was moved to approve $114,000 in FY19 spending with Mid-Atlantic Salt for de-icing salt. 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 18-1037 Request Council appropriation of FY2017-18 encumbrance balances and carryforward funds into the FY2018-19 general fund budget Attachments: Carry Forward FY18 to FY19 for Council FINAL Section VII - Unmet Needs POTRAIT It was moved to approve a supplemental appropriation of $140,413 from FY2017-18 General Fund encumbrance reserve balance to FY2018-19 General Fund expenditure accounts. It was further moved to approve a supplemental appropriation of $109,250 from FY2017-18 General Fund carryforward reserve balance to FY2018-19 General Fund expenditure accounts. A motion was made by Council Member Majdi, 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 H. 18-1065 Award Capital Lease Contract (IFB 19-05) for Financing 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 10-18 Bid Tabulation 2019 It was moved to award the Capital Lease Equipment Purchase contract IFB 19-05 to Town of Vienna Page 5 Printed on 11/20/2018 Town Council Meeting Meeting Minutes October 29, 2018 US Bancorp at an interest rate of 3.206%. 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 I. 18-1069 Request to set a Public Hearing on Proposed Changes to the Community Enhancement Commission Code Provisions Attachments: 2018 Final CSC revisions with changes highlighted (No Markup) 2018 Final CSC revisions with changes highlighted It was moved to set a public hearing on November 19, 2018 regarding changes to the Community Enhancement Commission Town Code provisions. It was further moved to direct the Town Clerk to advertise a Notice of Public Hearing. 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: 5- Council Member Bloch, Council Member Colbert, Council Member Noble, Council Member Springsteen and Mayor DiRocco Nay: 1- Council Member Sienicki Abstain: 1- Council Member Majdi 6. Meeting Adjournment It was moved to adjourn the meeting at 10:10 p.m. A motion was made by Council Member Tara Bloch, seconded by Council Member Linda Colbert, that the meeting be adjourned: Aye: 7- Council Member Bloch, Council Member Colbert, Council Member Majdi, Council Member Noble, Council Member Sienicki, Council Member Springsteen and Mayor DiRocco 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 11/20/2018