Town Council Meeting
Regular MeetingVienna, VA · October 2, 2023
Minutes
Town of Vienna Charles A. Robinson Jr.
Town Hall
127 Center Street South
Vienna VA, 22180
Meeting Minutes
Town Council Meeting
Monday, October 2, 2023 8:00 PM Charles Robinson Jr. Town Hall, 127 Center
St. South
Invocation: Reverend Jon Strand, Episcopal Church of the Holy Comforter
Mayor Colbert called on Reverend Jon Strand, Episcopal Church of the Holy
Comforter Vienna to provide the evening’s invocation.
Pledge of Allegiance to the Flag of the United States of America
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. Acceptance of the Minutes:
A. 23-4009 Acceptance of the Conference Session Minutes of September 18, 2023
The Conference Session Minutes of September 18, 2023 were accepted as presented.
3. 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)
4. Reports/Presentations
A. Report and Inquiries of Council Members
Council Member Patel wished a happy two-year anniversary to the Royal Nepal
Bistro.
Council Member Springsteen thanked Andrew Jenks, Transportation Engineer for
the continued progress with the bridge work.
Council Member Somers thanked Public Works for the new traffic light at Park St.
and Locust, commending previous Council for their vision. He also commended the
Vienna Police Force for their responsiveness with regard to cases of mental health.
Council Member Brill reminded Council of the Octoberfest celebration this weekend,
October 7, 2023 form 11:00 AM – 7:00 PM on Church Street. He also noted that
Wolftrap Performing Arts Center is hosting a Bat Festival on Sunday, October 29,
2023 from 3:00 PM- 6:00 PM.
B. Report of the Town Manager
Town Manager Payton called on Leslie Herman, Director, Parks and Recreation, to
provide an update on the LSG landscape project along Church Street and Maple
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Avenue. Director Herman introduced Jeremy Edwards, Parks Maintenance
Supervisor who reported that most of the identified trees have been removed. As a
reminder, these trees were either in decline, an invasive species, or nonconforming.
There will be a one to one replacement. Natalie Monkou, Director, Economic
Development has been notified to provide business community outreach to build on
the information provided during an earlier business community meeting. Council
presented the idea of a stroll led by the designers and planner to allow residents
and business owners to see and enjoy the new landscape.
C. Report of the Mayor
Mayor Colbert reiterated earlier appreciation to the Vienna Police Department,
especially for their efforts during the James Madison High School homecoming
parade. Council Member Somers recognized PIO Karen Thayer for her efforts to push
street closure information for the parade. It helped to avoid complaints.
Mayor Colbert reminded Council that Octoberfest is seeking additional volunteers.
D. Proposals for Additional Items to the Agenda
E. Closed Session Report
It was moved that the members of the Vienna Town Council be polled to affirm that a
Closed Session was held on October 2, 2023 in accordance with Virginia Code,
Section 2.2-3711.A.(1), for discussion or consideration of personnel matters,
specifically the interviewing of individuals for consideration of appointment and/or
reappointment 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, October
23, 2023 at 7:00 PM in accordance with Virginia Code, Section 2.2-3711.A.(1), for
discussion or consideration of 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.
It was moved to reappoint Jessica Ramakis to the Planning Commission for a
two-year term. Said term shall commence October 12, 2023 and expire October 12,
2025.
Further, it was moved to reappoint Paul Layer to the Board of Architectural Review
for a two-year term. Said Term shall commence October 5, 2023 and expire October
5, 2025.
Motion, Council Member Somers; second, Council Member Anderson. Motion
carried unanimously.
This matter was approved
5. Public Hearings
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A. 23-3978 Public Hearing on 2023-24 Budget Supplemental Appropriations (Purchase Order
Roll Forwards and Carry Forwards)
Mayor Colbert called the public hearing to order at 8:25 PM. All Council were
present.
Marion Serfass, Director, Finance presented the Item for consideration.
The Town Council must conduct a Public Hearing to receive public input if it wishes
to consider an amendment to the approved Budget that exceeds 1%.
Council Member Springsteen questioned if the carbon monoxide detector repair at
the Community Center was due to expiration of warranty. Leslie Herman, Director,
Parks and Recreation responded that the fire department connection test failed, and
rust was detected on the pipes, necessitating that the well and pipes be sealed to
prevent seepage. Council Member Springsteen further inquired about the purchase
of the holiday tree and ornaments that were approved at the Conference Session of
September 18, 2023. Director Serfass noted that this item was inadvertently left off
and the budget will be corrected to reflect this purchase.
Director Serfass remarked that tonight the discussion will be directed toward the
reallocation of carryover funds that are part of the 2023-2024 operating budget. It is
the Town’s practice to put half of any fiscal year surplus in the Unreserved Fund
Balance (Rainy Day Fund) up to an amount that represents at least 18% of the
subsequent year’s budget (Rainy Day percent). The remainder can be spent on items
determined by the departments and prioritized/approved by the Budget Committee
and Council.
As a reminder, the $700,000 surplus discussed at the last meeting will be an agenda
item at the October 16, 2023 Conference Session (these are capital funds which don’t
necessarily expire). This is bond money that was borrowed in 2022, but with receipt
of ARPA funds, many projects were transferred to ARPA, while others were delayed or
moved to the 2024 bond. It is necessary to spend 85% of this $700,000 by 2025, and
can only be used for items defined in the bond document. While taxes are not among
the item listed, others include streets, water and sewer, stormwater, parks, etc.
Council Member Potter indicated that he had a question regarding the roll forward.
The explanation stated this was due to supply chain issues or lack of staff. Please
identify those purchases that have been completed. Director Serfass indicated that
many of the projects have been completed. While she did not complete a status
check prior to this meeting there are most likely funds remaining in paving, cell
phones, laser fish, Code Create, blog post. These are items that have not been
completed as of June 20, 2023. Exact information will be compiled and forwarded to
Council. In response to Council Member Potter, these projects will be completed by
2024. Director Serfass clarified that the lack of staff issue was a reference to lack of
contractor staff.
Council Member Brill requested an explanation for the sign laminator and the sign
machine. Adam Layman, Acting Director, Public Works, explained that the sign
machine will allow for signage creation work in house, while the laminator will
extend the life of the sign.
A motion was made to close the public hearing at 8:40 PM.
Motion, Council Member Patel; second Council Member Springsteen. Motion
carried unanimously.
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It was moved to adopt the $576,380 amendment to the FY 2023-24 General Fund
budget as presented and direct the Town Clerk to advertise a Notice of Adoption.
Motion, Council Member Patel; second, Council Member Springsteen. Motion
carried unanimously.
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
6. Regular Business
A. 23-3948 Request approval to utilize VDOT Transportation Alternative funds for design and
construction of Locust Street Trail Improvements and Mashie Drive, SE, Sidewalk.
Mayor Colbert called on Adam Layman, Acting Director, Public Works and Andrew
Jenks, Transportation Engineer to present the Item for consideration by Council.
A motion was made to approve utilizing VDOT Transportation Alternative funds for
design and construction of Locust Street Trail Improvements and Mashie Drive, SE,
sidewalk.
Motion, Council Member Patel; second, Council Member Somers. Motion carried
unanimously.
A motion was made by Council Member Patel, seconded by Council Member Somers, 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
B. 23-3924 Request approval for spending of up to $327,608.60 with the Berg Corporation to
remove asbestos containing material and demolish the Annex building located at 301
Center Street South.
Mayor Colbert called on Adam Layman, Acting Director, Public Works to present the
Item for Consideration by Council.
Comments by Council included the following:
• The request is for $327,608 but the original quote was $250,000; the additional
dollars will be used for the abatement of asbestos, which must be removed prior to
demolition;
• A third party inspector was contracted out at $20,000;
• It is standard operating procedure to import clean fill and top soil;
• A similar lot located at 123 and Nutley St. did not provide clean fill and top soil
following demolition; Acting Director Layman will discuss with Civil Engineer and
report back to Council; Council stressed the importance of completing this work, if
possible;
• Alternate proposal for the Annex site was presented at the September 18, 2023
Conference Session; Town requested information to allow for a complete evaluation
of the proposals viability; Applicants were unable to provide requested information.
A motion was made to approve spending of up to $327,608.60 with The Berg
Corporation to remove asbestos containing material and demolish the Annex
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Building located at 301 Center Street South.
Motion, Council Member Springsteen; second, Council Member Somers.
Additional discussion comments included the following:
One of the bids for this project was substantially lower than the others, yet it was not
selected. Town Attorney Briglia stated that the Town questioned whether the
contractor fully understood the totality of the project. Additionally, they failed to
provide a bid bond (required to ensure that the contractor is financially able to
complete the project) and when contacted, elected not to provide the bond.
With no additional comments or questions, Mayor Colbert called for a vote on the
motion.
Motion carried unanimously.
A motion was made by Council Member Springsteen, seconded by Council Member
Somers, 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. 23-3991 Request approval to award IFB #24-04 to Bright Construction Group for
$1,250,315.00 for the construction of Robinson Trust Sidewalk projects at Beulah
Road, NE, Lawyers Road, NW, and Tapawingo Road.
Mayor Colbert once again called on Adam Layman, Acting Director, Public Works to
present the request for consideration.
A motion was made to award IFB #24-04 to Bright Construction Group in the amount
not to exceed $1,250,315.00 (bid + 10% contingency) for the construction of the
Robinson Trust sidewalk projects at Beulah Road, NE, Lawyers Road, NW, and
Tapawingo Road.
Motion, Council Member Somers; second, Council Member Patel.
Comments from Council are summarized as follows:
• Property at 230 Beulah Rd. is unusual as it presents with a significant
embankment abutting the right-of-way; Project will incorporate a 5-6 ft. mass
retaining wall (mixture of stone and rock joined with mortar to make a mass
structure) whose weight will resist and retain the soil behind it; Where walls exceed
42 inches, black iron railings with vertical pickets and railing will be installed. Use
of a panel system will be used where necessary to avoid deep excavation and allow
for saving trees;
• Consider not adding sidewalk to this portion of Beulah Rd. until property
changes hands to avoid destruction of trees; Sidewalk is recommended because of
heavy traffic volume, existence of bus route and the availability of funding through
Robinson Trust;
• A total 10-12 mature trees will be removed; Trees will be replaced with 2-inch
diameter nursery stock, through funding from the Robinson Trust; Staff met with
residents opposed to project; Several years ago Town decided, due to engineering
challenges, to leave that one side portion of Beulah Rd without sidewalk; Consider
shifting road over to provide larger right-of-way for accommodating a sidewalk
without disturbing the trees.
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A motion was made to award IFB #24-04 to Bright Construction Group in the amount
not to exceed $1,250,315.00 (bid + 10% contingency) for the construction of the
Robinson Trust sidewalk projects at Beulah Road, NE, Lawyers Road, NW, and
Tapawingo Road.
Motion, Council Member Patel; second, Council Member Somers.
Further discussion included:
• Shifting the road would require new curb and gutter which would make it
potentially cost prohibitive as it would no longer qualify for Robinson Trust
funding;
• Contract is written to allow completion of other two locations in proposal
should the Beuhla Rd. portion be excluded; Removal of this location from the
contract would leave a heavily trafficked area, close to Maple Avenue and with a
high volume of walkers, without sidewalk on both sides of the street; Failure to
complete the sidewalk because of the existence of trees would be inconsistent with
actions taken in other locations throughout Town;
• Sidewalk is typically placed to include a grass utility strip that serves as a
buffer between it and the street; Placement against the curb may result due to
limited Town right-of-way, avoidance of grading on private property, or in an effort
to save a tree;
• Sidewalk already exists on both sides of Beulah Rd. with the exception of a
section from Ayr Hill Avenue to Maple Avenue; Walkers are required to cross Beulah
Rd. to reconnect with a sidewalk to Maple Avenue, presenting a safety hazard.
With no further comments, Mayor Colbert called for a vote on the motion.
Motion passed in a 5-2 vote.
Action Item: Staff to provide Council Member Springsteen cost for shifting Beulah Rd.
from Ayr Hill Avenue to Maple Avenue.
A motion was made by Council Member Patel, seconded by Council Member Somers, that
the Action Item be approved. The motion carried by the following vote:
Aye: 5- Council Member Anderson, Council Member Patel, Council Member Potter, Council
Member Somers and Mayor Colbert
Nay: 2- Council Member Brill and Council Member Springsteen
D. 23-3992 Request approval for spending $236,230 with Kimley-Horn for Park System Master
Plan
Mayor Colbert recused herself due to a family connection to the company under
consideration. Mayor Pro Tem Somers assumed the Chairmanship for the duration of
the discussion of Item 7 D.
Mayor Pro Tem Somers called for a motion.
It was moved to approve the spending of $236,230 with Kimley-Horn for a Parks
System Master Plan as indicated in this report.
Motion, Council Member Springsteen; second, Council Member
Mayor Pro Tem Somers recognized Leslie Herman, Director, Parks and Recreation
who introduced David Somba, Project Manager, Kimley Horn.
Comments by Council are summarized as follows:
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• Concerned about timeline of 12-16 months; Kimley Horn will work to find
efficiencies to accelerate the project;
• Concern that scope of work contains competencies that already exist in Town
Staff such as marketing and communication skills, dedicated core team, project
management, etc; Proposal advises the formation of a specialist advisory panel,
notes the need for assistance to create alignment with the commission for
accreditation of parks and recreation agency, and states that a consultant assistant
will be provided to efficiently manage partnerships; This suggests gaps in the
Town’s ability that requires taxpayers to pay a consultant $236,230 to correct; As an
example, the document of June 6, 2022 entitled Town of Vienna Parks & Potential
Property for Parks Master Plan Study already exists with the exception of a
condition report, which staff could quickly compile, and checks several of the boxes
noted in the proposal;
• Stated deliverables replicate work that has already been completed and
significantly increases the timeline; The focus appears to be on workshops and focus
groups rather than financial implications and needs analyses; Of the 26 deliverables
identified in the proposal, only two mention cost of funding strategies; Remaining
deliverables are repetitive of the material gathered for the Annex project;
• Question if this is an effective use of Town funding at this time; Suggest that
Town should focus on the key findings from previous studies/workshops and
consider putting this current project on a path that includes Staff involvement,
similar to the Code Create model;
• Should be aligned with CIP; Proposal should include current and future
funding scenarios;
• Kimley Horn noted that the project will work collaboratively with Town Staff;
Urge Council to remember that this will be the first Parks System Master Plan ever
completed; Among the outcomes will be the digitization of all the gathered data to
allow for easy future updating and access; Among the first steps in the process is the
collection and review of all existing data (past studies) to avoid duplication; This
allows for starting the project from a position of strength;
• Proposed work includes a five to ten-year financial analysis and strategies;
• Must develop a mechanism to keep the final plan up to date;
• No additional costs projected for this project unless Council requests
information outside of the original scope of work;
• Prior Council determined the need for a Parks Master Plan; First step is to
determine if work can be completed internally; Magnitude of effort required for this
project necessitated contracting with experienced company to work in tandem with
Town Staff; Result should provide information critical for CIP and serve as a
foundation for future spending;
• Project must focus on providing data to answer basic questions of what do we
have, what are our needs, what will this cost, what are future cost projections, what
are our undeveloped assets and capital/operational cost; what are options for
undeveloped assets;
• Proposal under discussion lacks robust fiscal operating cost analysis
(coordinated with financial officer); Plan must be greater than five years, must align
with CIP timetable;
• Town has funded two prior studies with Kimley Horn that have produced little
in the way of useful information; Town has 17,000 residents, yet the proposal bases
big decisions on small sample of involved residents; Don’t believe results justify the
cost;
• Must be able to say that for each of the best options for Town parks they have
been vetted, this is the cost, this is how it will benefit the community, this is what to
expect financially long term, this is what we can generate in revenue, and this is the
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unmet need that will be satisfied; Deliverables must be tangible and realistic;
• Not enough useful information in the proposal to make an informed decision;
• Council directed Director Herman to include in the proposal every property
owned by the Town that had nothing on it; Beulah Rd. property currently includes
leaf storage so must address options for this property that account for the
activities/uses already in place; Caution against setting false expectations;
• Concerned that decision on short term use for Annex property will be delayed
until Parks Master Plan is concluded;
• Should Council elect to defer awarding the contract, Council must provide
clear list regarding what additional information is requested; Recommend focusing
questions on Item 4-4 (Task, Timeline, Key Deliverables); Cannot request more
information than defined in the RFP; Likely date for reconsideration would be the
Town Council meeting of October 23, 2023; If proposal approved on that date, 2X2’s
will be scheduled to follow immediately;
Town Attorney Briglia recommended that all questions be forwarded to Director
Herman for final assembly. She will forward the final list to Jerry Amacker,
Procurement Officer and C.C. Council.
A motion was made to amend the spending of $236,230 with Kimley-Horn for a Parks
System Master Plan until the Council Meeting of October 23, 2023. It was further
moved that Council will provide written comments/questions to the Parks and
Recreation Staff by close of business on October 6, 2023.
Motion, Council Member Springsteen; second, Council Member Potter.
Town Manager Payton reminded Council that agendas will be distributed on
October 17, 2023. Questions will need to be received by Kimley Horn on October 16,
2023 to allow for reply by October 13, 2023.
Council reiterated that numerous surveys, workshops, etc have been held to date,
the current proposal identifies 10 additional months of these; Must reduce this
number and increase inspections and needs analyses.
With no further discussion, Mayor Pro Tem called for a vote on the motion.
Motion passed unanimously.
A motion was made by Council Member Springsteen, seconded by Council Member Potter,
that the Action Item be approved. The motion carried by the following vote:
Aye: 6- Council Member Anderson, Council Member Brill, Council Member Patel, Council Member
Potter, Council Member Somers and Council Member Springsteen
Recused: 1- Mayor Colbert
E. 23-3990 Code Create - Consideration of Intent to Adopt new Chapter 18 of Town Code, to
replace the current Chapters 17 (Subdivisions) and 18 (Zoning) of the Town Code.
Mayor Colbert called on David Levy, Director, Planning and Zoning to present the
Item. Director Levy noted two items that require Council input. The first item is
related to mixed use zones and what limits to place on ground floor access to upper
floors. Council requested additional information on how much square footage
could be residential serving amenities. Having originally decided 25%, information
was requested on what uses could be included. It was agreed that no list would be
included because these could be requested for modification. The final decision was
to retain 25% and take up the discussion of specific uses eligible for modification at
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a later date.
The second item evolved from editing corrections provided by one Council Member.
Division 3 Section 18-307 addresses adult businesses. The original draft contained
language that included “anyone over 18 years of age”. This language was removed
from the final draft as it could inadvertently effect other businesses (tobacco stores,
hookah bars, etc.) The Council Member requested that the language be retained.
Following discussion, it was determined to leave the draft as is. Council requested
requirements for classifying tobacco stores as an adult business. Such a change
would initially entail an investigation into state law to determine if there is
language that prohibits this action. Staff was directed to investigate if the Town has
the authority to regulate tobacco stores.
A motion was made to direct the Town Clerk and staff to advertise and conduct all
required notifications regarding the Town Council’s Intent to Adopt, on Oct. 23,
2023, the new Chapter 18 of the Town Code, as presented, to replace the current
Chapters 17 and 18 of the Town Code, and the updated Zoning Map, as presented,
with an effective date of Jan. 1, 2024.
Motion, Council Member Patel; second, Council Member Somers. Motion carried
unanimously.
A motion was made by Council Member Patel, seconded by Council Member Somers, 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
F. 23-4012 Renew the motion to set a Public Hearing on Proposed Amendments to Town Code
Chapters 17, 18 and 27, related to Enhancing Vienna’s Tree Canopy
Mayor Colbert called on Town Manager Payton to present the Item for Council
consideration. According to Town Code, when requested by one Council Member,
an item must be added to the next agenda (Town Code Section 2-53). The item under
consideration tonight failed Council approval at the September 25, 2023 Council
meeting. At least one Council Member filed a request for the item to be added to
tonight’s agenda. It is the Mayor’s role to rule whether the request is proper.
Council comments are summarized as follows:
• The inclusion of two documents for consideration by the public would be
confusing; The proposed language submitted by the Town Attorney has been
determined to be legally vetted; The citizen submitted document may or may not
include ideas/suggestions that are legal;
• Recommend a Conference Session to allow for greater clarity of both
documents;
• There were at least three Council Members who requested reconsideration of
this Item.
A revised motion was presented as follows:
To renew the motion to set a public hearing for Oct. 23, 2023, on the two proposed
approaches to amending Chapters 17, 18 and 27 of the Town Code with respect to
enhancing Vienna’s tree canopy with the Option 1 approach also to be presented to
the public for consideration of its form, content and structure for possible inclusion
into a tree ordinance. It was further moved to direct the Town Clerk and staff to
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advertise this public hearing as required.
Council comments and concerns are summarized as follows;
• Still have difficulty putting forth for public comment a document that is not
legally defensible; Attachment 4 contains information that compares the two
documents and provides clarity on differences;
• Residents have identified Vienna as a tree city and regard this as a critical
issue; It is wrong to limit further discussion of this topic; It is evident that residents
want a document that they can read, understand, locate in one place and trust as
timely; Residents should be allowed to consider unique element in the Land
proposal for inclusion in the final ordinance.
A motion was made to strike the phrase “two proposed approaches amending
chapters 17, 18 and 27” and replace with “the Town Attorney recommended
approach to amending Chapter 17, 18 and 27” which included recommendations
made by Conservation and Sustainability Commission Chairman Christine Kaplin
regarding an amended tree board.
Motion, Council Member Somers; second, Council Member Anderson.
Further discussion by Council included the following:
The offered amendment fails to include the possibility that a better ordinance might
be developed; If something is missing in the Town Attorney’s approach that makes
sense, is legal and is already in use in other jurisdictions, it should be considered
for inclusion; Failing to consider both options eliminates the potential for healthy
discussion on ways to improve the proposed ordinance.
Vote on proposed amendment, via Council Member Somers:
Motion failed in a 4-3 vote.
Council Member Anderson offered additional language changes to his proposed
amendment as follows; Following the word “of” include the statement “elements of
its form, content and structure for possible inclusion”.
Vote on proposed amendment, via Council Member Anderson:
Motion passed in a 4-3 vote.
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: 4- Council Member Anderson, Council Member Brill, Council Member Potter and Council
Member Springsteen
Nay: 3- Council Member Patel, Council Member Somers and Mayor Colbert
7. Meeting Adjournment
Mayor Colbert called for a motion to adjourn at 12:16 AM.
Motion, Council Member Patel; second, Council Member Anderson.
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Agenda
Town of Vienna Charles A. Robinson Jr. Town
Hall
127 Center Street South
Vienna VA, 22180
Meeting Agenda
Town Council Meeting
Monday, October 2, 2023 8:00 PM Charles Robinson Jr. Town Hall, 127 Center St.
South
Invocation: Reverend Jon Strand, Episcopal Church of the Holy Comforter
Pledge of Allegiance to the Flag of the United States of America
1. Roll Call
2. Acceptance of the Minutes:
A. 23-4009 Acceptance of the Conference Session Minutes of September 18, 2023
Attachments: 1. Draft Conference Session Minutes 9-18-2023
3. 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)
4. Reports/Presentations
A. Report and Inquiries of Council Members
B. Report of the Town Manager
C. Report of the Mayor
D. Proposals for Additional Items to the Agenda
E. Closed Session Report
5. Public Hearings
A. 23-3978 Public Hearing on 2023-24 Budget Supplemental Appropriations (Purchase Order
Roll Forwards and Carry Forwards)
Attachments: 1 2023 to 2024 for Council
3. Regulatory Requirements - Carry forward public hearing
6. Regular Business
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Town Council Meeting Meeting Agenda October 2, 2023
A. 23-3948 Request approval to utilize VDOT Transportation Alternative funds for design and
construction of Locust Street Trail Improvements and Mashie Drive, SE, Sidewalk.
Attachments: 1. Locust Trail - Sketch - 06-26-2023
2. Mashie Dr Sketch - 09-11-2023
3. ResolutionTemplate - Locust St Trail Improvements 09-11-2023
4. ResolutionTemplate - Mashie Dr SE Sidewalk 09-11-2023
5. Regulatory Requirements for 23-3948 Agenda Items Rev 08-18-2023
B. 23-3924 Request approval for spending of up to $327,608.60 with the Berg Corporation to
remove asbestos containing material and demolish the Annex building located at 301
Center Street South.
Attachments: 1. Memo to Council - Annex Long Term Use Study - Future of the Existing Annex Building - May, 24, 2023
2. JSK-2023-48_Town of Vienna_Old Church Building_301 Center St S_ACM Survey Report_08-25-2023
3. Bid Tabulation - IFB 24-02 - 09-06-2023
4. Bid Table - Berg Corporation - 10-02-2023
5. Email Steve Briglia - 09-06-2023
6. Non Responsive Letter - 09-07-2023
7. Regulatory Requirements for 23-3924 Agenda Items Rev-08-04-2023
C. 23-3991 Request approval to award IFB #24-04 to Bright Construction Group for
$1,250,315.00 for the construction of Robinson Trust Sidewalk projects at Beulah
Road, NE, Lawyers Road, NW, and Tapawingo Road.
Attachments: 1. Location Maps October 02, 2023
2. Bid Tabulation - September 06, 2023
3. Notification Letters September 18, 2023
4. Bright Construction Group Bid - October 02, 2023
5. Construction Drawings- Beulah, Lawyers, and Tapawingo - July 2023
6- IFB 24-04 Sidewalk Projects - September 06, 2023
7. Regulatory Requirements for 23-3991 Agenda Items Rev - September 12, 2023
D. 23-3992 Request approval for spending $236,230 with Kimley-Horn for Park System Master
Plan
Attachments: 1. Regulatory Requirements for Agenda Items- Park Master Plan 10.2.23
2. RFP 23-42 Park System Master Plan
3. Town Owned Properties - Updated 7.23.22
4. Kimley-Horn Proposal - 1 of 2
4. Kimley-Horn Proposal - 2 of 2
Page 2 Printed on 10/2/2023
Town Council Meeting Meeting Agenda October 2, 2023
E. 23-3990 Code Create - Consideration of Intent to Adopt new Chapter 18 of Town Code, to
replace the current Chapters 17 (Subdivisions) and 18 (Zoning) of the Town Code.
Attachments: 01 - Draft of Chapter 18 Zoning and Subdivision Ordinance - 10.02.23
02 - Draft Zoning Map
03 - Revisions to Draft Code based on Council direction
04 - Revisions to Draft Code proposed by staff
05 - Regulatory Requirements for Agenda Item
F. 23-4012 Renew the motion to set a Public Hearing on Proposed Amendments to Town Code
Chapters 17, 18 and 27, related to Enhancing Vienna’s Tree Canopy
Attachments: 1. Brian Land Proposal - Option A
2. Town Attorney Proposal - Amdts Chs 17 18 27 - Option B
3. Regulatory Requirements Trees 9-25-23
4. TreeOrdinanceComparison9-24-23
7. 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.
Page 3 Printed on 10/2/2023
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