Town Council Meeting

Charles A. Robinson Jr. Town Town of Vienna Hall 127 Center Street South Vienna VA, 22180 Meeting Minutes - Final Town Council Meeting Monday, May 6, 2024 7:30 PM Charles Robinson Jr. Town Hall, 127 Center St. South Invocation: Councilmember Ray Brill Mayor Colbert called on Council Member Ray Brill, 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: A. 24-4422 Acceptance of the Draft Meeting Minutes of April 8, 2024 and the Draft Conference Session Minutes of April 15, 2024 The Draft Meeting Minutes of April 8, 2024 and the Draft Work Session Minutes of April 15, 2024 were accepted as corrected. A motion was made that the Action Item be approved. The motion carried by the following vote: 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) Mayor Colbert opened the floor for comment from the public. Mathew DiFiore 207 Owaissa Ct., SW There are three items I would like to bring before Council this evening- after action reports on projects the Town has undertaken. The first - Last year there was a leaf collection summary for 2022-2023. Will there be [a similar report] for 2023-2024? The issue at hand was the method for taking leaves from collection to the Beulah Road property and getting them to the facility for disposal. Options included line hauling, dropping/picking up and transport. I haven’t seen anything this year. I was less than impressed with last year’s report because it didn’t address the issue at hand – that most residents believe the Beulah Road site should not be used for leaf collection. Secondly – the Robinson Sidewalk Trust is coming to an end at the close of the calendar year. It seems to me that there should be an after action report that addresses the limitations/achievements/community engagement/insights/lessons learned, primarily because, while it’s in the minutes somewhere, it’s not in one place. So for history and posterity, we need to have this. The same goes for the police station construction. This job was much better than that of the Community Center, but you did things differently, you learned things. Town of Vienna Page 1 Printed on 5/22/2024 Town Council Meeting Meeting Minutes - Final May 6, 2024 That should be written down so we can take care of it in the future and others might as well. I don’t know if there is an after action report for the Community Center (granted it is 3-4 years old) but there are a lot of lessons that should have been learned – and I’m sure were. Citizen engagement material, agendas for the Boards and Commissions need to include material topics that will be discussed at the scheduled meetings. I know that the TSC had serious discussion this past week on street classification. It wasn’t in the reddit – nobody could see it but the people on the Board. Finally, there was a contract last year for [assessment of] building space for employees. I understand that the contract has been completed. I’m wondering when we will see the results. Thank you. George Creed, 217 Audreys Ct. SE I am here this evening to recognize Mr. Dowler, who is a fellow Board Member. In a couple weeks is Viva Vienna/Brewfest, May 25 – 27, 2024. What you may not know is that at the same time the Rotary Club will sponsor a blood drive. The blood mobile will be in Town on Sunday and Monday and I encourage people to sign up. We have flyers out which include a QR Code. I’ve sent copies to you, Madam Mayor, the Town Manager, as well as a few others. I’d like to pass copies tonight to the Council and hope that you will get your friends to participate. 4. Reports/Presentations A. 24-4411 7:45 p.m. - 7:55 p.m. Presentation for Robert Dowler Mayor Colbert presented Mr. Robert Dowler with a plaque in honor of his service to the Town of Vienna. B. 24-4415 7:55 p.m. - 8:05 p.m - Economic Development Week 2024 Proclamation & Presentation Mayor Colbert read a proclamation designating May 6-10, 2024 as Economic Development Week. Natalie Guilmeus, Director, Economic Development and Ashley Curtis, Marketing & Business Engagement Specialist provided a brief overview of the importance of Economic Development functions within the community. C. 24-4425 8:05 p.m. - 8:15 p.m. - Police Briefing Mayor Colbert recognized Jim Morris, Chief, Vienna Police Department. At the request of the Town Manager, Chief Morris presented an update on the pedestrian/auto accident last week. He further provided a report on vehicular related pedestrian accidents over the last few years. The Eye to Eye program continues to be one of the most effective means for avoiding these accidents. A. Report and Inquiries of Council Members Mayor Colbert opened the floor to Council for comment. Council Member Allen once again thanked residents who continue to advocate for their neighborhoods. It is important that Council hear their requests. She also noted that this is mental health month. Council Member Allen stated that she wrote an article for the Vienna Voice although it was not published. She regrets that she did not receive greater support for her effort. Town of Vienna Page 2 Printed on 5/22/2024 Town Council Meeting Meeting Minutes - Final May 6, 2024 B. Report of the Town Manager Town Manager Payton reported that he spoke personally with Karen Thayer, PIO, who worked with Council Member Allen on her article. Ms. Thayer noted receipt of an email requesting that the article not be published. C. Report of the Mayor Mayor Colbert opened her report by wishing Town Attorney Briglia Happy Birthday. She also noted attendance at the 60th birthday party for Meekins Preschool, 900 Maple Avenue East. On Saturday, May 4, 2024 Mayor Colbert attended the opening of the Vienna Farmers Market as well as the CSC Plant Sale. Lastly, Mayor Colbert noted that the Town was recognized by the Eric Monday Foundation for its efforts in supporting mental health awareness initiatives, especially their dedication and support for mental health advocacy of coaches, athletes and parents. 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 May 6, 2024 at 6:30 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. 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 May 20, 2024 at 6:30 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 Baldwin; second, Council Member Springsteen. Councilmember Ramakis abstained. Motion carried. It was moved to reappoint Bill Comerford to the Conservation and Sustainability Commission for a two-year term. Said term to be effective June 17, 2024 and expire May 5, 2026. It was moved to reappoint Christina Caplan to the Conservation and Sustainability Commission for a two-year term. Said term to be effective June 9, 2024 and expire June 9, 2026. It was moved to reappoint Jessica Plowgian to the Planning Commission for a two-year term. Said term to be effective June 17, 2024 and expire June 17, 2026. Town of Vienna Page 3 Printed on 5/22/2024 Town Council Meeting Meeting Minutes - Final May 6, 2024 Motion, Council Member Baldwin; second, Council Member Springsteen. Motion carried unanimously. A motion was made by Roy Baldwin, seconded by Chuck Anderson, that this was approved.. The motion carried by the following vote: 5. Regular Business A. 24-4409 8:15 p.m. - 9:15 p.m. - Approval Request to Award Design Contract for the Church St and East St Roundabout Project Mayor Colbert called on Brad Baer, Director, Public Works to present the Item for consideration. Comments by Council are summarized as follows: • Project timeline to include two years for design, one year for construction; • Projected construction costs will likely be greater than currently reported; • Request that design team pay attention to both signage and lighting; Design must address stoppage points prior to crosswalks; • Request report on lessons learned from Park St. roundabout project; • Proposal request is competitive, included other bidders; Request included costs associated with subcontractors; Project to be 100% funded by outside sources – 50 % under the VDOT Revenue Sharing program and 50% Town's Northern Virginia Transportation Authority (NVTA) 30% funds; NVTA funds could be used for other projects if not allocated to this project; • Town will install three way stop signs at this intersection until project completion; • Current contract includes lighting for Church St./East St. roundabout. Mayor Colbert called for a motion. It was moved to approve the design contract for the Church St and East St Roundabout, in an amount not to exceed $380,000. Further Discussion: Noting that 50% of the project funding represents money that could be used for other projects one Council Member questioned the worth of this project. The three way stop sign addition may resolve current problem. Other Council Members recognized the value of roundabouts. The Federal Highway Administration indicated that roundabouts improve safety, lead to improved operational performance, improve traffic flow efficiency, promote lower speeds and traffic calming, reduce conflicts and are versatile for unique intersection patterns. With no further discussion, Mayor Colbert called for a vote on the motion. Motion passed in a 5-2 vote. Action Item: Staff will provide an after action report on lessons learned from Park St. roundabout project; Action Item: Director Baer will provide a cost comparison between the existing Park St roundabout and the proposed roundabout at Church St/East St. Action Item: Director Baer will provide information on pedestrian concerns regarding placement of pedestrian crossings at the Park St. roundabout; Will raise this issue with design team. Action Item: Director Baer will negotiate to include additional design team feedback meetings. Town of Vienna Page 4 Printed on 5/22/2024 Town Council Meeting Meeting Minutes - Final May 6, 2024 Action Item: Director Baer will continue to pursue additional lighting for the Park St. roundabout. A motion was made by Springsteen, seconded by Anderson, that the Action Item be approved. The motion carried by the following vote: B. 24-4420 9:15 p.m. - 10:00 p.m.Continued Discussion (Part 4) of Potential Zoning Amendments, as Follow-Up to Code Create Mayor Colbert recognized David Levy, Director, Planning and Zoning and Kelly O’Brien, Deputy Director, Planning and Zoning to lead the discussion. Deputy Director O’Brien provided background for the ensuing discussion. During the recent code update process, it was determined that the ordinance is a dynamic document subject to regular review. As such, throughout the rewrite process certain topics were identified as “pinned” items that, for various reasons, would need to be addressed after the updated Chapter 18 was adopted. The intention of this discussion was to review as many of the remaining pinned items as time permits and receive guidance from the Council on which to advance for additional zoning amendments. Given the time constraints on Staff and the desire to allow time for the recently adopted code to be put into use, Council has been asked to determine which of the pinned items require more immediate consideration. Council’s priority assessment is organized into three options: • High interest • Low interest • Not in favor It was determined that at this fourth session Council would consider the pinned items related to signage and any others that time would permit. • #35-#40 Signs It was noted that the BAR put forth these items as they represent loopholes in the current zoning code. Recognizing BAR as the authority on these issues, Council unanimously determined this item to be of high interest. Vote 7-0 The following additional items were prioritized. • #42 Subdivisions Process (public notification) Town Attorney Briglia reminded Council that the Planning Commission performs first review for conformity with the subdivision ordinance and offers a recommendation to Council. Council then provides additional review; if it conforms, then it is by-right. Should Council vote negatively the appropriate provision that has not been met must be cited. Council voted item as low priority. Vote 2-5 • #10-#11 Church Street Vision Director Levy stated his concern with the magnitude and time commitment of this Item given the projects currently underway. Council questioned if this could be initially addressed in the current Comprehensive Plan discussions, to be followed later with a full review of the Vision. Council voted item as low priority. Vote 3-4 • #20-#21 Lot Coverage as related to permeable paving materials Council noted that with the continual emergence of new technology, this item may Town of Vienna Page 5 Printed on 5/22/2024 Town Council Meeting Meeting Minutes - Final May 6, 2024 deserve further discussion. Council voted item as high priority. Vote 5-2 #15 Fences as related to height Council voted item as low priority. Vote 2-5 Council was reminded that all items remain in formal discussion and any item, whether deemed of low interest for immediate discussion or not, can be brought forward by a Council Member. 6. Meeting Adjournment With no further discussion Mayor Colbert called for a motion to adjourn into Work Session at 9:35 PM. Motion, Council Member Baldwin; second, Council Member Brill. 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 5/22/2024