Town Council Meeting

Town of Vienna Charles A. Robinson Jr. Town Hall 127 Center Street South Vienna VA, 22180 Meeting Minutes - Final Town Council Meeting Monday, February 5, 2024 7:30 PM Charles Robinson Jr. Town Hall, 127 Center St. South Invocation: Reverend Brenda Burns, Vienna Assembly of God Church, Vienna Mayor Colbert called on Reverend Brenda Burns, Vienna Assembly of God Church, Vienna to provide the evening’s invocation. Pledge of Allegiance to the Flag of the United States of America 1. Roll Call 2. Acceptance of the Minutes: 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. 24-4223 Recommendations to Improve the Business Permitting & Licensing Process Mayor Colbert recognized Natalie Guilmeus, Director, Economic Development to present the Item. Also present were James Patteson and Kristi Dooley with True Purpose Leadership. In February 2022, the Town Council identified a list of five economic development priorities including updating the business licensing and permitting process. In an effort to provide solutions to improving customer experience, the Departments of Economic Development, Finance, Information Technology, and Planning and Zoning, worked with True Purpose Leadership to evaluate the Town of Vienna’s business licensing and permitting process throughout 2023. The project team summarized recommendations for improving internal Town processes and next steps that Town staff will take to support the business owner’s licensing and permitting experience. Council noted that implementation should make the process more user friendly for small businesses. B. 24-4227 Introduction to Government Procurement Mayor Colbert called on Marion Serfass, Director Finance, who introduced Jerry Amacker, CPPB, VCO, VCA, Town of Vienna Procurement Officer. Mr. Amacker presented a summary of the procurement process for the edification of Council. Comments and responses to questions from Council are summarized as follows: • Low bidders must also represent a qualified bid; • Price requirements may be a factor in the selection, but not the major factor; • Professional services bids include price negotiation after vendor selection; • There exists a history of Council involvement in the specification stage of Town of Vienna Page 1 Printed on 3/8/2024 Town Council Meeting Meeting Minutes - Final February 5, 2024 process, specifically with the Town Green project; Council may involve through discussion with Directors specifics of desired end result prior to development of scope of work; • Possible to reconcile receiving best value when cost cannot be a factor through finding best sources within any budget set through finding best proposal that meets needs. A. Report and Inquiries of Council Members Mayor Colbert opened the floor for Council reports. Council Member Springsteen reported that he received notice from residents that the new sidewalks are failing in various areas of the Town. He corroborated the observation and has reported this to Public Works. Council Member Springsteen further requested that observed zoning violations reported over the weekend should be handled immediately. David Levy, Director, Planning and Zoning, indicated that weekend problems are being addressed ASAP. Until the second compliance officer is on board staff is providing limited coverage during off hours. He requested that anyone observing a violation send a photograph, including time of day and date, to the Department of Planning and Zoning. Council Member Brill received a telephone call from Bob McCahill, president of Northeast Vienna Citizens Association, reporting that an invasive ivy is climbing trees in the space off Beulah Rd. Mr. McCahill has offered to organize volunteers to remove this vine if the Town approves. The pothole at McKinley and John Marshal Dr. has been repaired. Council Member Brill also noted that he has sent letters to all senators in opposition to the proposed casino and urges all residents to do the same. Council Member Baldwin recognized various Council Members and Walter Alcorn, Hunter Mill Representative to the Board of Supervisors for their forceful and effective advocacy in opposition to the casino proposal during the meetings in Richmond. Council Member Anderson reported that he is a member of the Organization of Organizations that is overseeing the fight to kill the casino bill. Anyone who wishes to be involved should contact him. Council Member Allen reported on recent interactions with citizens, noting that many express satisfaction with the Town and it’s governing. Others, particularly those in minority groups, express concern that their needs will not be addressed. She urged Council to find a means for changing this attitude. Council should be open to these other cultures and the elderly who may have a different way of expressing their needs. Council Member Allen expressed concern with the need for additional road maintenance. Council Member Ramakis thanked Leslie Herman, Director, Parks and Recreation for her prompt attention to the issues raised regarding Glyndon Park. B. Report of the Town Manager Town Manager Payton reminded Council that budget initiatives are to be submitted to Director Serfass no later than February 16, 2024. Working under a mandate by the Commonwealth of Virginia that requires a balanced budget, he remarked that Town of Vienna Page 2 Printed on 3/8/2024 Town Council Meeting Meeting Minutes - Final February 5, 2024 while the budget will be tight, there are other avenues to address initiatives. Director Serfass stated that should initiatives not be worked into the budget submitted July 1, 2024 there is often carryover from several line items to satisfy these needs. C. Report of the Mayor Mayor Colbert thanked the Council for their continued work on the casino issue. She also highlighted the activism by residents and the assistance of Melanie Clark, Town Clerk. A Town Hall will be held Saturday, February 10, 2024 from 9:00 AM- 11:00 AM to address the legislative agenda. The Meeting will be held at Town Hall. 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 February 5, 2024 at 6:30 PM in accordance with Virginia Code, Section 2.2-3711(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 later this date, February 5, 2024 at the conclusion of the regular meeting in accordance with Virginia Code, Section 2.2-3711, A(7) for discussion of plans to protect public safety as it relates to terrorist activity or specific cyber security threats or vulnerabilities and briefings by staff members, legal counsel, or law enforcement or emergency services officials concerning actions taken to respond to such matters where there is a related threat to public safety. Motion, Council Member Ramakis; second, Council Member Springsteen. Motion carried unanimously. It was moved that David Miller be reappointed to the Planning Commission for a two-year term. Said term to be retroactively effective from 1/4/2024 and expire on 1/4/2026. It was moved that Chloe Dane be appointed to the Vienna Public Arts Commission as a Junior Student Member for a term to be effective February 5, 2024 and expire June 30, 2025. It was moved that Jessica Ramakis be appointed to the Liberty Amendments Leadership Committee for a one-year term. Said Term shall be effective 2/12/2024 and expire 2/12/2025. Motion, Council Member Ramakis; second, Council Member Springsteen. Motion carried unanimously. A motion was made by Jessica Ramakis, seconded by Howard J. Springsteen, that this Town of Vienna Page 3 Printed on 3/8/2024 Town Council Meeting Meeting Minutes - Final February 5, 2024 was approved.. The motion carried by the following vote: 5. Regular Business A. 24-4241 Request to Direct the Town Clerk to advertise a Notice of Intent to Adopt Text Amendments Related to Preserving and Enhancing Tree Canopy in Chapters 17, 18 and 27 Mayor Colbert called on Leslie Herman, Director, Parks and Recreation and David Levy, Director, Planning and Zoning to present the Item for consideration. It was moved to defer publication of the intent to adopt the Tree Ordinance until 2/26/2024 and during such time Council Members shall submit comments, no later than 2/12/2024. Motion, Council Member Anderson; second, Council Member Springsteen. Motion carried unanimously. Council will allow Staff to determine the appropriate effective date. A motion was made by Anderson, seconded by Springsteen, that the Action Item be postponed. The motion carried by the following vote: B. 24-4257 Request for approval of final plat for subdivision of two lots into three lots at 445 and 447 Courthouse Rd SW in the RS-16, Single-Family Detached Residential zone. Deferred from January 29, 2024. Mayor Colbert recognized David Levy, Director, Planning and Zoning who presented a summary of the Item. Director Levy stated that the application has been approved with reservations. He recommended a review of the code standards that govern lot shape factor and how it interacts with frontage requirements. It was moved to approve the proposed final plat for a three-lot subdivision of the property located at 445 and 447 Courthouse Rd SW, and it was further moved to authorize the Mayor to execute a Deed of Subdivision and Grant of Easement in consistent with the Application and proposed Subdivision Plat. Motion, Council Member Anderson; second, Council Member Springsteen. Motion carried unanimously. Recording stopped at 9:30 PM. A motion was made by Anderson, seconded by Springsteen, that the Action Item be approved. The motion carried by the following vote: 24-4267 Second Closed Session It was moved that the members of the Vienna Town Council be polled to affirm that a Second Closed Session was held on February 5, 2024, in accordance with Virginia Code Section 2.2-3711A (19) For discussion of plans to protect public safety as it relates to terrorist activity or specific cybersecurity threats or vulnerabilities and briefings by staff members, legal counsel, or law-enforcement or emergency service officials concerning actions taken to respond to such matters or a related threat to public safety. Town of Vienna Page 4 Printed on 3/8/2024 Town Council Meeting Meeting Minutes - Final February 5, 2024 And 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 February 26, 2024 at 6:30 p.m. in accordance with Virginia Code Section 2.2-3711 (1), for consideration of personnel matters, specifically, the interviewing of individuals for consideration of appointment and /or re-appointment to Town Boards and Commissions. A motion was made by Ramakis, seconded by Springsteen, that this be approved. The motion carried by the following vote: 6. Meeting Adjournment This meeting was adjourned 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 3/8/2024