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 26, 2020 8:00 PM Charles A. Robinson, Jr. Town Hall, 127 Center Street, South Regular Meeting 1. Roll Call Present: 7- Council Member Chuck Anderson, Council Member Ray Brill Jr., Council Member Nisha Patel, Council Member Steve Potter, Council Member Ed Somers, Council Member Howard J. Springsteen and Mayor Linda Colbert 2. Resolution A. 20-1936 Resolution for Continuity of Government Mayor Linda Colbert read into the record the Continuity of Government. The Resolution was approved through voice vote. 3. Approval of the Minutes: A. 20-1935 Acceptance of the Regular Council Meeting Minutes of October 5, 2020 and the Work Session Minutes of September 28, 2020. The Regular Council Meeting minutes of October 5, 2020 and the Work Session minutes of September 28, 2020 were accepted by voice vote. A motion was made that the Minutes be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert 4. Receipt of petitions and communications from the Public that are not on the Agenda. (Limited to 3 minutes per issue and no formal action can be taken this evening) Mayor Colbert recognized Michael Amore, 601 Waters Drive, Vienna, VA. Mr. Amore opened his remarks by thanking the Town Council and Natalie Monkou, Manager, Economic Development, for their continued efforts to assist the business community during this unprecedented time. He acknowledged the extreme difficulties faced by local businesses as the seasons change and the weather limits outside activity. He urged Council to continue getting the word out to residents that Town businesses need their support. 5. Presentation A. 20-1912 Financial Review First Quarter 2020-21 Mayor Colbert called on Marion Serfass, Director of Finance, to provide an overview of first quarter financials. Director Serfass noted that despite state and Town of Vienna Page 1 Printed on 11/30/2020 Town Council Meeting Meeting Minutes October 26, 2020 federal cuts, the Town has received first quarter state funds at last year’s actual levels. In total, the General Fund is forecasted to have a small surplus for the fiscal year. Debt service is highlighted by the steady receipt of meals tax revenue which is running more positive than budgeted; 80% of last year. Responding to Council Member Anderson, Director Serfass noted that there has been no appreciable impact from the pandemic on residential property tax collection, however, she cautions that the same may not be true for commercial. She emphasized that the effect will not be felt until the 2022 budget planning 6. Closed Session Report Mayor Colbert called on Council Member Somers to report on the Closed Session. No closed session was held on October 26, 2020 virtually, via ZOOM, or in person. Therefore, it was moved that the Closed Session be continued to later this date, Monday, October 26, 2020, at the conclusion of the regular Council meeting in accordance with Virginia Code, Section 2.2-3711.A.(1) and the Town of Vienna’s Continuity of Government ordinance, for discussion of personnel matters. Motion, Council Member Somers; second, Council Member Springsteen. Vote carried unanimously. 6. Closed Session Report Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert 7. Regular Business A. 20-1934 Town Meeting with Restaurant Owners, Landlords, and Tenants to Find Financial Ways to Survive During the Upcoming Winter Season. (Requested By Councilmember Brill) Mayor Colbert called on Council Member Brill who offered a motion for consideration: It was moved that the Town of Vienna invite restaurant lenders, owners, landlords, and tenants to meet at 2:00 PM on November 12, 2020 at the Vienna Community Center gymnasium to discuss challenges that all stakeholders in the Vienna business community face from the ongoing COVID 19 crisis in the upcoming winter season, December 2020 through March 2021, as well as private sector initiatives to help alleviate the situation. Peter Sparber, a community minded 40-year-old resident of Vienna will moderate this gathering. This gathering is not an official function of the Town of Vienna. The Town is not proposing any specific legislative action as a result of this gathering and Town Council members may observe but will not participate in the discussion. Second, Council Member Anderson. Mayor Colbert and Council Member Somers expressed concern that it may appear as if the Town has sanctioned this event should the invitation originate with the Town. There must remain a separation of Town government and private industry. Following considerable discussion, the amended motion was presented by Council Member Anderson. The motion passed in a five to two vote. Town of Vienna Page 2 Printed on 11/30/2020 Town Council Meeting Meeting Minutes October 26, 2020 A motion was made by Council Member Brill, seconded by Council Member Anderson, that the Action Item be approved as amended. The motion carried by the following vote: Aye: 5- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter and Council Member Springsteen Nay: 2- Council Member Somers and Mayor Colbert B. 20-1897 Award IFB 21-03 for construction of new police facility. Mayor Colbert called on Jim Morris, Chief of Police, to provide an update on the new Police station facility. Chief Morris reported that Hoar Construction presented the top-ranked proposal for construction services totaling $13,237,514. At the recommendation of the project management team, the Police Department would like to add 5% contingency to construction services ($661,875), bringing the total to $13,899,389. Following Council Member questions regarding the contingency (Town will encumber a full 10%); water concerns (geotechnical work completed); design and or construction error and time frame, Town Manager Payton thanked the entire team for their efforts to bring the project to fruition. It was moved to award IFB 21-03 for construction of the new Town of Vienna police facility to Hoar Construction for an amount not to exceed $13,899,389. Motion, Council Member Springsteen; second, Council Member Brill. Motion carried unanimously. A motion was made that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert C. 20-1913 Approval of FY 2020-21 Capital Improvement Plan (CIP) Mayor Colbert called on Director Marion Serfass to review the revised Capital Improvement Plan. She briefly explained that as bonds will not be issued until 2022, the current CIP is a plan for long-term development, a process which has contributed to the Town’s AAA bond rating. It was moved to adopt the FY 2020-21 Capital Improvement Plan as presented. Motion, Council Member Anderson; second, Council Member Potter. Motion carried unanimously. A motion was made by Council Member Anderson, seconded by Council Member Potter, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert D. 20-1904 Mashie Drive Subdivision Performance Bond Reduction Request Mayor Colbert recognized Mike Gallagher, Director of Public Works. Director Gallagher noted the completion of associated project improvements, and inspection and approval by the DPW engineer, at the Mashie Drive Subdivision. It was moved to approve a bond reduction for improvements at the Mashie Drive Subdivision to a surety amount of $100,108 to be held until the remainder of public improvements are completed and, at that time, the bond will be reduced to a Town of Vienna Page 3 Printed on 11/30/2020 Town Council Meeting Meeting Minutes October 26, 2020 two-year maintenance bond. Motion, Council Member Anderson; second, Council Member Patel. Motion carried unanimously. A motion was made by Council Member Anderson, seconded by Council Member Patel, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert E. 20-1911 Set a public hearing for February 1, 2021 regarding amendments to Chapter 18 - Zoning related to family day homes and refer the matter to the Planning Commission for consideration. It was moved to set a public hearing for February 1, 2021 to receive Planning Commission recommendations as well as public input on proposed amendments to Chapter 18 related to family day homes. Motion, Council Member Patel; second Council Member Springsteen. Motion carried unanimously. Mayor Colbert called for a recess into Closed Session at 9:46 PM. Meeting Reconvened at 10:15 PM. A motion was made by Council Member Patel, seconded by Council Member Springsteen, that the Action Item be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert 20-1939 Second Closed Session It was moved that the members of the Vienna Town Council met today, October 26, 2020 virtually, via ZOOM, and in- person, in accordance with Virginia Code, Section 2.2-3711.A.(1), and the Town of Vienna’s Continuity of Government ordinance, specifically for discussion or consideration 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. It was further moved that the Closed Session be continued to Monday, November 2, 2020 at 7:15 PM in accordance with Virginia Code, Section 2.2-3711.A.(1), and the Town of Vienna’s Continuity of Government ordinance, for discussion or consideration personnel matters; specifically the interviewing of individuals for consideration of appointment and/or reappointment to Town Boards and Commissions. Motion: Council Member Somers; Second, Council Member Springsteen. Motion carried unanimously. A motion was made by Council Member Somers, seconded by Council Member Springsteen, that the Resolution be approved. The motion carried by the following vote: Aye: 7- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member Potter, Council Member Somers, Council Member Springsteen and Mayor Colbert Town of Vienna Page 4 Printed on 11/30/2020 Town Council Meeting Meeting Minutes October 26, 2020 8. Meeting Adjournment Point of Order, Council Member Somers with regard to the timely receipt of information by Council. He requested that if changes or new information is added to an agenda item, particularly on the day of a Council Meeting, that an email be sent to that effect. Meeting adjourned at 10:25 PM. 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 5 Printed on 11/30/2020