Minutes

REGULAR COUNCIL MEETING
October 22, 2007


The Town Council met in regular session on Monday, October 22, 2007, in the Council Room of the Town Hall, 127 Center Street, South. Mayor M. Jane Seeman, called the meeting to order with the following members of Council present: Laurie G. Cole, Daniel M. Dellinger, Edythe F. Kelleher, George E. Lovelace, Michael J. Polychrones, and Maud F. Robinson. Also present were John H. Schoeberlein, Town Manager; Steven D. Briglia, Town Attorney; and Carol A. Orndorff, Town Clerk.

The invocation was offered by Father John Dolan, Our Lady of Good Counsel Catholic Church; followed by the Pledge of Allegiance to the Flag of the United States of America.



APPROVAL OF THE MINUTES OF THE REGULAR COUNCIL MEETING OF SEPTEMBER 24, 2007 AND REGULAR MEETING OF OCTOBER 1, 2007.

It was moved for the approval of the Minutes of the Regular Council Meeting of September 24, 2007 and Regular Meeting of October 1, 2007.

Motion: Dellinger
Second: Cole
Motion carried unanimously



RECEIPT OF PETITIONS AND COMMUNICATIONS FROM THE PUBLIC

Mrs. Lynn Sanderson, 301 George Street, S.W., addressed Council and inquired as to the procedure for requesting a speed hump. Mr. Schoeberlein advised that a petition signed by seventy-five percent of the residents must be presented, which is then considered by the Transportation Safety Commission (TSC). The TSC then requests the Police Department to develop a speed and traffic report, which is then reviewed by the Commission. TSC then forwards a recommendation to the Town Council whereupon, the request is reviewed, public input received and decision rendered. Mrs. Sanderson further commented on vehicular parking on Park and Glyndon Streets and stated that “No” parking signs exist and either the Town should enforce the restriction or remove it. She questioned when the water and sewer issue would be reviewed by the Town Council, with Mr. Schoeberlein indicating that representatives from the Fairfax Water Authority would be present at the Council Work Session on November 12, 2007. She again stated that she would like to be on the Committee which she had suggested previously, to determine the best plan for the citizens.

Mayor Seeman recognized in the audience a Boy Scout who introduced himself and stated he was from Troop 1128, and was present working on the Issues in the Community Merit Badge.

Mr. Michael Spring, of Saint Bernard Drive, addressed Council and stated that he would request that the issue of drainage on Saint Bernard Drive be reopened; that his neighbor at 113 Saint Andrews is in agreement and indicated that in his opinion only his property would be impacted.

Mayor Seeman stated that egress on the properties was still an issue, and his neighbors had not been in agreement to the project and had informed the Town of their objections. Further, if the project was to be reopened and reconsidered, it would have to again be placed on the priority listing of such projects; and monies would have to again become available.



REPORT AND INQUIRIES OF COUNCIL MEMBERS

Councilwoman Cole spoke on the development of the Storm Water Management brochure and complimented the Northern Virginia Regional Commission for the excellent work product. She suggested that copies should be provided to our State Legislators and our State Legislators requested to pursue legislation relative to recordation of storm water detention devices on the land records. Councilwoman Cole further spoke on development of a state ordinance requiring absentee landlords to provide information as to their location/address; and suggested this be included as one of the items in our recommended legislative package for our State Senator and Delegate.

Mayor Seeman indicated the recommended legislative items would be an item on the upcoming Work Session Agenda.

Councilwoman Kelleher offered congratulatory wishes to Mayor Seeman for being re-elected as Vice Chair of the Town Section Committee for the Virginia Municipal League; and also announced and offered congratulatory wishes to Councilman Polychrones for being elected President-elect of the Virginia Municipal League. She stated that Councilman Polychrones would become President of the League in October, 2008.

Councilman Polychrones spoke on the passing of former Councilman Vince Olson and stated the Town had lost a dedicated, ethical and loyal man and Council Member. That he had had the privilege for six years of sitting next to Vince at the dais and learned much from his tutorage; that Vince would be greatly missed.

Mayor Seeman and Councilwoman Robinson both spoke of the many years of friendship, loyalty and respect they had had for Vince Olson, and echoed Councilman Polychrones’ expression that he would be greatly missed.

Councilman Lovelace requested the Town Manager to place on the next available Work Session Agenda, discussion of building heights and grading.



REPORT OF THE TOWN MANAGER

None



REPORT OF THE MAYOR

Mayor Seeman stated the Town Council had convened in Closed Session at 7:15 P.M. and would again reconvene at the conclusion of the last Agenda Item.

Mayor Seeman congratulated Brian Trumpeter for the excellent article which he had written in the Examiner on Vince Olson.

Mayor Seeman stated she was in receipt of a letter from Supervisor Hudgins announcing the County’s participation in the U.S. Cool Counties Climate Stabilization Declaration Initiative; and in an effort to establish and support the Initiative, a committee to oversee the Hunter Mill Cool District Initiative, would welcome a representative from the Town Council. Councilman Lovelace volunteered to serve on the committee.

The Mayor spoke on the recommendations received from the Planning Commission relative to Maple Avenue, and she felt that a Work Session should be conducted prior to a Public Hearing, to consider options and/or future redevelopment plan for Maple Avenue. The Mayor suggested that the Work Session for this matter be held after the first of the 2008 year.

Councilwoman Robinson stated that she felt each Council Member should clarify in their own minds, what they want Vienna to be or not to be, define the development of Vienna, etc., whether it is desired to keep the small town identity or go for big-time redevelopment.

Mayor Seeman stated that in addition to the previously suggested items for the legislative package for our representatives, should be full funding of the #599 funds to the localities; additional authority on single-lot development; time limits on building permits.

Mayor Seeman voiced concern regarding leaf pickup along Beulah Road and also snow plowing; motorists are now taking various routes through the neighborhoods and felt new route priorities should be considered.

Ms. Holly Chu, Director of Public Works addressed Council and indicated the Department had conducted its work session review regarding leaf pickup and snow plowing. She stated that a new priority route plan had been developed for those streets being used during the Beulah Road reconstruction project.

Mayor Seeman indicated that within the Storm Water Management brochure produced by the Northern Virginia Regional Commission, on page 17 provides a storm water detention agreement between the land owner and the jurisdiction; this agreement spells out that the owner is aware of the storm water detention facility. The Mayor indicated that she had spoken with the Director of Planning & Zoning and suggested this agreement be incorporated within the Occupancy Permit application. She further spoke that on page 14 there is information relative to permeable paving material, which shows the proper installation of such material. The Mayor also stated she felt this plan should be made a part of the development plans.



PROPOSALS FOR ADDITIONAL ITEMS TO THE AGENDA

None



RECOMMENDATIONS FROM THE TRANSPORTATION SAFETY COMMISSION FOR WEST STREET, N.W., INCLUDING A SPEED LIMIT SIGN, A SPEED HUMP ON THE 400 BLOCK, A “CROSS TRAFFIC DOES NOT STOP” SIGN AT LEWIS STREET AND A REQUEST FOR THE DEPARTMENT OF PUBLIC WORKS TO LOOK IN TO THE IDEA OF PARALLEL STRIPING.

Mr. Cassel Hoston, 470 West Street, N.W., addressed Council and spoke in support of the citizens’ petition and of the dangers of speeding motorist on West Street. He further indicated that his wife had a day care center on West and Malcolm Streets, and they were concerned about the children as a motorist would not be able to stop if speeding and a child ran out into the street; and that many motorist do not stop at the stop sign.

Councilman Lovelace indicated that based on his own observations and the recommendations of the Transportation Safety Commission, wondered if one speed hump was enough. That Mr. Hoston needs a speed hump near his house but he felt that an additional speed hump approximately near West Court; halfway between West Court and Lewis Street.

Councilman Dellinger inquired if any of the residents voiced any opposition to the installation of a speed hump. Councilman Lovelace indicated that he had not heard of any opposition.

Rhonda VanDiest, 436 West Street, N.W. spoke of the hearing held before the Transportation Safety Commission relative to other traffic calming devices, striping, signage and two speed humps. Fifteen homeowners had signed the petition out of the existing sixteen households, and that no one had voiced opposition to the various traffic calming measures; the homeowner who had not signed the petition was not available. Mrs. VanDiest indicated that she supports placement of two speed humps.

Councilwoman Cole voiced concern relative to the placement of a speed hump relative to driveway locations on the street, and felt it would require engineering determination.

Discussion ensued relative to installation of one speed hump at this time to determine its effectiveness, and if needed, a second one installed at a later time.

Mayor Seeman inquired if anyone else in the audience desired to speak on the matter. Noted for the record there were none.

The Town Manager stated that all signage could be approved administratively and did not require a formal motion by Council.

It was moved for approval of the Transportation Safety Commission recommendation for a speed hump to be installed on West Street, N.W., with the exact location to be determined by the Department of Public Works. It was further moved that in approximately six months, or at the appropriate time, traffic studies be taken with consideration being given for the need of a second speed hump on West Street, N.W.

Motion: Lovelace
Second: Mayor Seeman
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman

It was moved for approval for the Department of Public Works to look into parallel striping on West Street, N.W.

Motion: Lovelace
Second: Robinson
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman




REQUEST FOR APPROVAL OF A FINAL PLAT FOR THE BLAIR ROAD N.W. SUBDIVISION, A RESUBDIVISION OF PROPERTY LOCATED AT 407 BLAIR ROAD, N.W., (EXISTING ADDRESS TO REMAIN THE SAME, NEW LOT TO THE SOUTH TO BE ADDRESSED AS 409 BLAIR ROAD) AND IN THE RS-12.5 SINGLE-FAMILY DETACHED RESIDENTIAL ZONE. FILED BY LAND DESIGN CONSULTANTS, INC., AGENT FOR YOUNG ESTATES, L.C., OWNER.


Mr. John Sekas, owner, indicated that since the inception of the two lot subdivision, they have gone through three revisions and the plan before Council meets all Code requirements. He indicated he had met with the neighbors and based on their main concern of reducing the size of the homes in an effort to save as many trees as possible, he has done this and the surrounding neighbors seem pleased with the plan; that none of the trees on the surrounding lots will be affected since the design now puts everything at last ten feet from the neighboring trees. Mr. Sekas stated that are currently thirty-three existing trees on the site, sixteen are proposed for removal however, seventeen are being saved. He indicated there is an existing storm water outlet on the property which they will add to and storm water will be detained in a piping system to that outlet; there is no storm water runoff onto neighboring properties. Mr. Sekas stated there is existing curb, gutter and sidewalk and therefore, no additional public improvements are required.

Mayor Seeman discussed with Mr. Sekas the location of the storm water outlet located on site, along with pre and post runoff calculations.

Mayor Seeman inquired if anyone present desired to speak on the proposed subdivision. Noted for the record there were none.

Councilwoman Kelleher discussed with Mr. Sekas the tree canopy calculations, with Mr. Sekas stating only the trees on the proposed site were counted.

It was moved for approval of the Final Plat for the Blair Road (NW) Subdivision, a resubdivision of property located at 407 Blair Road, NW and in the Rs-12.5 Single Family detached residential zone, as filed by Land Design Consultants, Inc., agent for Young Estates L.C. owner.

Motion: Polychrones
Second: Kelleher
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



REQUEST FOR AWARD OF IFB #08-04 NORTHSIDE PARK TRAIL CONNECTOR CONTRACT, TO WEBB CONSTRUCTION COMPANY, INC., IN THE AMOUNT OF $79,764.00.

It was moved for approval to award IFB #08-04, Northside Park Connector Trail to Webb Construction Company, Inc. in the amount of $79,764.00 to be paid from CIP Account #370701-48803.

Motion: Dellinger
Second: Robinson
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



REQUEST FOR RELEASE OF THE PUBLIC IMPROVEMENTS BOND FOR THE CARTERS GLENN PHASE III SUBDIVISION LOCATED AT 321 AND 323 NUTLEY STREET, S.W., AND ACCEPTANCE OF THE PUBLIC IMPROVEMENTS INTO THE TOWN’S SYSTEM FOR MAINTENANCE.

It was moved for approval to accept public improvements for the Carters Glenn Phase III Subdivision located at 321 and 323 Nutley Street, S.W. into the Town of Vienna maintenance system.

Motion: Kelleher
Second: Robinson
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman

It was moved that the original letter of credit in the amount of $61,152.00 be reduced to $6,115.20 or 10% of the original bond and retained for a period of two years for future maintenance. It was further moved that the Town Clerk be authorized to accept the maintenance bond of $6,115.20 and to release the original letter of credit.

Motion: Kelleher
Second: Polychrones
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



REQUEST AUTHORIZATION TO RIDE CITY OF CHESAPEAKE, VIRGINIA, CONTRACT NUMBER 68-011-775-45 FOR THE PURCHASE OF SSODIUM CHLORIDE (ROCK SALT), FROM INTERNATIONAL SALT COMPANY, LLC, WITH AN ESTIMATED COST OF $41,922.00.

It was moved for approval to ride the City of Chesapeake, Virginia, contract #08-011-775-45 for the purchase of Sodium Chloride (Rock Salt) from International Salt Company, LLC, with an estimated purchase of 600 tons at a bid price of $69.87 per ton, or $41,922.00.

Motion: Lovelace
Second: Dellinger
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



REQUEST AUTHORIZATION TO CONTINUE RIDING COMMONWEALTH OF VIRGINIA CONTRACT NUMBER 20001-01-08VP FOR THE PURCHASE OF CLOTHING, UNIFORMS AND ACCESSORIES FROM SAFEWARE, INC., USING FUNDS WHICH WERE APPROVED FOR THIS PURPOSE AT THE MEETING OF MAY 21, 2007.

It was moved for approval to continue riding Commonwealth of Virginia Contract Number 20001-01-08VP for Clothing, Uniforms and Accessories, with Safeware, Inc. using funds approved in May, 2007.

Motion: Cole
Second: Lovelace
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



REQUEST AUTHORIZATION TO EXTEND IFB #07-09 COMMERCIAL TRASH SERVICE FOR ANOTHER YEAR WITH AMERICAN DISPOSAL SERVICES, USING FUNDS WHICH WERE APPROVED AT THE MEETING OF June 4, 2007.

It was moved for approval to extend IFB #07-09, Commercial Trash Service to American Disposal Service for the first (1st) of four (4) possible one year extensions using funds approved on June 4, 2007.

Motion: Cole
Second: Lovelace
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman



PROPOSAL TO SET DATE FOR PUBLIC HEARING FOR DISCUSSION OF PROPOSED FEE REVISIONS TO BOND FEES, RESIDENTIAL WATER AND SEWER FEES, WATER METER FEES, AND HYDRANT METER DEPOSIT FEES, WHICH CURRENTLY AVERAGE BELOW THOSE OF NEIGHBORING JURISDICTIONS.

It was moved to set the date of November 19, 2007 to conduct a Public Hearing on the proposed revisions to the Bond fees, Residential Water and Sewer fees, Water Meter fees and Hydrant Meter deposits.

Motion: Dellinger
Second: Lovelace
Carried unanimously – Poll vote




APPROVAL TO REFER TO THE PLANNING COMMISSION A REQUEST TO STUDY THE PARKING ISSUES ON CHURCH STREET.

It was moved that the Planning Commission be directed to conduct a study and formulate recommendations regarding the parking issues on the Church Street Commercial Corridor, and present same to the Town Council when completed.

Motion: Kelleher
Second: Cole
Carried unanimously


At this time, 9:00 P.M. Mayor Seeman recessed the Regular Meeting for the purpose of the Town Council reconvening in Closed Session.

The Town Council reconvened in Regular Session at 9:33 P.M. Noted for the record that all members of Council as previously recorded were again present.

Mayor Seeman reported that the Closed Session had been conducted for the purpose of conducting interviews with individuals interested in appointment to Town Boards and Commissions; and to discuss with the Town Manager matters of personnel regarding salaries, promotions and adjustments. She further stated that no other business had transpired during the 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, October 22, 2007, the Town Council discussed matters of personnel, specifically the conducting of interviews with individuals interested in appointment and/or reappointment to Town Boards and Commissions, and for the discussion with the Town Manager matters of personnel regarding salaries, promotions and adjustments. It was further moved that the Certification Resolution be adopted in accordance with State Statutes and the Town Clerk is authorized to execute the Certification Resolution. It was further moved that the Closed Session be continued to November 19, 2007 at 7:15 P.M., in accordance with Virginia Code Section 2.2-3711.A (1) for the purpose of discussing matters of personnel specifically the conducting of interviews with individuals interested in appointment and/or reappointment to Town Boards and Commissions.

Motion: Kelleher
Second: Robinson
Carried unanimously – Poll vote

Voting Aye: Cole, Dellinger, Kelleher, Lovelace, Polychrones,
Robinson, Mayor Seeman

As noted above, the Town Clerk conducted a Poll vote of the members of Council, recorded same and thereafter, executed the Certification Resolution.


It was moved that Mr. Alexander Cooley be appointed as the Student Members of the Community Enhancement Commission for a term of nine (9) months. Said term of office shall be effective this date, October 22, 2007 and will expire June 30, 2008.

Motion: Kelleher
Second: Cole
Carried unanimously


It was moved to adjourn.

Motion: Robinson
Second: Cole
Carried unanimously


The Regular Meeting of Council adjourned at 9:35 P.M.

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