Minutes

TOWN BUSINESS LIAISON COMMITTEE

MINUTES

July 10, 2008

The Vienna Town Business Liaison Committee (T/BLC) held a meeting at 7:00 PM in the Council Chambers at the Vienna Town Hall. Present were Chairman William Harrison, Mark Uhron, Deborah Brehony, Orlene Grant, and Kurt Frogale. Also present were Julie A. Morris, Planner, and Jennifer M. Murphy, Committee Clerk. Chris Brunjes and Ms. Bindy Lichtenfels are absent.

Roll Call:

Ms. Murphy called roll. Mr. Brunjes and Ms. Lichtenfels are absent.

Approval of the Agenda:

Chairman Harrison asked for additions or changes to the Agenda. There being none the Agenda stands as drafted.

MINUTES:

Mr. Frogale made a motion to approve the minutes from the June 17, 2008, meeting as drafted. Mr. Uhron seconded the motion.

Motion: Frogale
Second: Uhron
Carried: 4-0-1
Abstain: Grant

Chairman Harrison stated that he received a very nice letter from former T/BLC member and chair, Ms. Carol Wolfand, thanking them for the award. He stated that he would pass the letter around for everyone to read as it is quite nice.

OLD BUSINESS:

1. Discuss Ribbon Cutting ceremonies and new business contacts.

Chairman Harrison asked for an update regarding the Pet Spaw and Yoshi Sushi. Ms. Brehony stated that she has been in contact with the owner of Pet Spaw and they believe that Yoshi Sushi is approximately two weeks away from opening and would like to combine their grand openings. She thought that would take place around the latter week of July or the first week of August. Chairman Harrison thought that they could be scheduled without a meeting. He asked if Ms. Brehony could let them know the date. Ms. Brehony agreed.

Chairman Harrison asked if anyone has had contact with the new businesses from their list. Ms. Brehony stated that she visited with the owner of Valerianne of DC. She stated that she is not interested in holding a ribbon cutting as she is unhappy with how her signage design was handled. She stated that she would check back with her at a later time and maybe change her mind.

Chairman Harrison stated that there is a new businesses list to divvy-up. He asked if they have had contact with any of them. Additional discussion followed and was determined that Mr. Harrison will contact Dastan Computer Service Center, Mr. Frogale will contact the Shenandoah Departure, Ms. Grant will contact ProFeed, and Mr. Uhron will contact the Mathnasium of Tysons. Chairman Harrison asked that they let Ms. Morris know when they have contacted their businesses and what they find out.


2. Report on findings with regard to economic development

Chairman Harrison asked if Mr. Uhron has additional information to report back. Mr. Uhron answered no. Chairman Harrison explained that they do need to be more careful in their proceedings and also with respect to contacting fellow Board and Committee members. It would be good to coordinate what they are doing more carefully.


NEW BUSINESS

1. Approve 2008-2009 Mission Statement and adopt goals

Two handouts were passed around for the Committee to review, the Vienna Town/Business Liaison Committee 2008-2009 Mission Statement and Proposed 2008 Goals and Objectives. Chairman Harrison stated that the Town Council has adopted a new Mission Statement for the Committee. He explained that he received a memorandum and read a portion for the Committee. “After concerns for misconception about the mission of the T/BLC, the Town Council decided in a unanimous vote to ask staff to develop a new Mission Statement for the T/BLC and get Departmental and Town Council approval.” He asked Ms. Morris if it has already gone before the Town Council. Ms. Morris answered yes, stating that it has been approved. She stated that with the exception that it might be a bit too wordy, they strongly agree with the content.

Chairman Harrison explained that they had Ms. Morris put together a draft with review by the Director of the Department of Planning & Zoning, Mr. Greg Hembree, and the Town Council.
Chairman Harrison asked if Ms. Morris could summarize for them the major differences between this document and what they had before. Ms. Morris explained that she tried to follow what had been done before, targeting the Committee’s goals and efforts from the past year or two. She stated efforts such as welcoming new businesses or new business contacts. She has tried to include all of the major activities that have taken place in the time that she has staffed the Board. The Committee should not stray too much from activities listed however if there is going to be, the Committee will need prior approval.

Chairman Harrison stated that the preamble is similar to what they had before. The main point that was the purpose of Town Council interest is the very last item listed on the Mission Statement which reads; “With regard to economic development, to conduct periodic satisfaction surveys and recommend suggested action to the Town Council.” He stated that it is the Town Council’s intention to be clear that the role of the T/BLC, in the area of economic development, is to be quite narrow. He asked for comment and/or suggestions with respect to the revised statement.

Ms. Brehony stated that the most important point that she can see is point number one, “…assist in engaging businesses…” it does not state whether those business are located inside or outside of the Town. She stated that so long as number one stays as stated she did not have a problem with the last one. She stated that although the last one is narrow, the first one is very broad.

Ms. Grant stated that she was not at the last meeting and asked how they might have overstepped their bounds. Chairman Harrison answered that it had been innocent without any intent. He explained that when Ms. Lichtenfels was interviewed by the Town Council for appointment to the Committee she mentioned that she hoped that the Committee could do something about economic development. Some members of the Town Council were concerned about that as they felt that was beyond the scope of what is intended for the Committee to do. He stated that was one reason that he sent his email asking that they hold off and not contact anyone else. He stated that he might have been remiss in not contacting the Chair of the Planning Commission earlier along with the Director of Planning & Zoning. When he learned that Mr. Hembree could not attend their meeting he did not proceed with contacting Ms. Laurie DiRocco.

Ms. Morris explained that at the last meeting there was a motion to invite both Mr. Hembree and Ms. DiRocco to the next scheduled meeting in order to discuss economic development. She had spoken with Mr. Hembree about the meeting and provided him with the list of questions that the Committee members had emailed to her. She stated that Mr. Hembree had wanted to review the questions for a few weeks. He would need to discuss some of them with other pertinent people as some of the questions deal with finance and information that he would not know. They would both be involved in researching some of the topics, providing a written response to the Committee. She stated that she was also told that they should not invite Ms. DiRocco as the requested information would not pertain to her or the Planning Commission. Ms. Morris read aloud from the Authority of the Planning Commission as stated in Chapter 17-3 of the Town Code. “The Planning Commission is charged with the responsibility of approving preliminary plats, etc., final plat and making recommendation for approval or disproval to the Town Council and shall exercise all other powers conferred upon it by the Code of Virginia and the Charter of the Town of Vienna.” She stated that it is a very narrow charge for the Planning Commission. It would be inappropriate to involve the Planning Commission because they would have to turn down an invitation to become involved. Chairman Harrison asked if that is because it would go beyond the scope of their Charter. Ms. Morris answered yes. She explained that Mr. Hembree had indicated that it is also going beyond the scope of staff expertise. He will be answering the questions but she gets the sense that it will be targeted towards trying to invoke as much help as possible from the Economic Development Authority in Fairfax County.

Ms. Morris passed around copies of the Planning Commission charge as it is stated in the Town Code. Chairman Harrison stated that it was his hope in holding a meeting with Mr. Hembree and Ms. DiRocco to find out more about the Charter and Jurisdiction of the Planning Commission as well as the Planning Department. He stated that it is still possible to have some good discussion and come up with some good plans for how to address issues of economic development. He noted that if not by them then by expressing their interest and concern to the Town Council. Mr. Hembree did take their interest in having a member of staff handle economic development to the Town Manager. They were told that it was not a very good time to be suggesting adding staff members when, for budget reasons, they may have to cut people from staff. It is not a simple issue and all government bodies have a regular budget cycle that you have to get into fairly early on. Once they are informed then, if they still think that it is something that the Town should consider, they should proceed, but cautiously. He would like to get as many persons in the Town government involved in thinking about it if they feel that it is important. With respect to the questions, he is not sure if they are dealing with an actual change in the composition of the businesses in the Town or the appearance of one. Others may have a better idea. He stated that it should not be assumed that the Town should go on doing the same things forever. Towns do not operate that way and they need to look at the future. He stated that they should proceed cautiously trying to work as cooperatively as possible with staff and elected Town Council members. If they find that things are not proceeding as they would like then they should act, but act as a Committee. He asked for comments and or suggestions.

Mr. Uhron stated that it is disheartening when something discussed in the minutes is read and Town Council decides to rewrite their Charter for them to tell them what they are supposed to be doing. He stated that it seemed as though they are being told that they have already overstepped their bounds and should limit their activities to Ribbon Cuttings, et cetera. It seems as though no one else was doing these sorts of things that they were beginning to explore to do and seem to be told to stop doing. As business owners and business runners they do know that you have to spend money to make money. If the Town does get to the point of being able to hire one or two full time persons to pursue the full time requirement of attracting businesses it will pay for itself with increased tax revenues. He stated that there will be better substantial businesses coming into Town, paying more taxes instead of having large retail spaces sit empty.

Mr. Frogale agreed with Mr. Uhron’s sentiments stating that a conversation would have been nicer as opposed to having something written out telling them what they should and should not do. There should be considerations made but conversations could have been had. With respect to the Mission Statement he stated that the last statement seemed vague. Ms. Brehony agreed. Additional discussion followed.

Chairman Harrison asked if the Committee would be comfortable having Mr. Hembree come to the next meeting, if so what should they be doing. Mr. Uhron answered yes, stating that he would like to continue to be helpful and used as a resource. The Town could tell them what they want them to do. He understands now what it is that they don’t want them to do but if they could tell them what it is that they can do in order to be helpful. They all have the same goal in mind of improving the business community and vitality of the tax payers. Chairman Harrison agreed stating that if Mr. Hembree is busy at work finding resources in taking action, he would like to be made aware of it so that they may coordinate and cooperate, moving in the same direction. He asked for additional suggestions. Do they want to perform a survey of the business community or would it be better to submit their questions to Mr. Hembree and wait for him respond. Mr. Uhron stated that would be a good way. He noted that the Committee already sent out a survey approximately five years ago to survey the businesses. They could review that information, which he volunteered to do so. They could keep it as an agenda item for the next meeting to discuss how to best survey the business owners in Town coming up with a potential plan of action.

Ms. Grant agreed that it would be good to review past actions and the technology currently available for getting information out to as many persons as possible. She stated that one of the goals of the survey is to see if our emphasis has changed in the last 5 years. Also, what do they really need to bring to the attention of Town Council in a concerted way.

Ms. Brehony stated that right now a concern of hers is the general status of the economy. She stated that no matter what business they talk to, in whatever jurisdiction, people are eating out less, purchasing less luxury goods, et cetera. Business might be slow and they have to keep in mind that the economy may be affecting that to some degree.

Chairman Harrison stated that there is also some concern with respect to further development of Tysons Corner, its impact upon Town traffic-wise and with respect to what kinds of business can survive here. He does not have contact with enough business owners to determine what they are really thinking. Additional discussion followed.

Chairman Harrison asked staff if Mr. Hembree would be responsive to their concerns. Ms. Morris answered that Mr. Hembree does want to respond in writing. She stated that if they were to invite him they may want to explain that they would like to have a back and forth dialogue. She asked if there was anyway they might want to meet during business hours, holding a work session. Additional discussion followed.

Ms. Grant made a motion that they hold a review of the former survey that was conducted and an analysis of that report to the Committee. Mr. Frogale seconded the motion.
Motion: Grant
Second: Frogale
Carried: 5-0

Chairman Harrison requested volunteers. Mr. Uhron volunteered.

Chairman Harrison stated that he would like to engage in dialogue with Mr. Hembree as soon as he is ready. He did not want to limit his time needed to perform his investigations. It seemed to him that they could hold a work session for an informal discussion with him sometime in the next two to three weeks if it will work with Mr. Hembree’s schedule. Ms. Grant asked that it be early in the morning.

Ms. Brehony made a motion that the Committee will call a special session of the Town Business Liaison Committee during business hours for the specific purpose of talking with Mr. Hembree, Director of the Department of Planning & Zoning to hold a back and forth discussion based upon the questions proposed by the Committee regarding economic development. Ms. Grant seconded the motion.

Motion: Brehony
Second: Grant
Carried: 5-0

Chairman Harrison asked everyone to look over the submitted questions to see if there are others that occur to them or need to be changed. Additional Discussion followed and was determined that they would like to change the order of the questions so that number 4 will be number 1 being placed at the top of the list. Question number 8 and the current number 1 are related and should be grouped. Question number 4 should be re-worded to read, “…work with municipal government or Town government…”


2. Discuss any issues from the business community/ other old business

Chairman Harrison stated that they should get back with news on businesses who want to hold ribbon cuttings. He stated that he will be out of Town the 17th through the 22nd and would be around otherwise.

Ms. Morris stated that she had wanted to report back regarding the New Business Packets. She had spoken with Mayor Jane Seeman and they came up with a compromise where the Mayor’s office will take care of the postage, alternating back and forth between the two offices. That should help to keep them from going over budget.
Chairman Harrison stated that with respect to reimbursement for the Softball Slam, Mayor Seeman expressed her preference that the Committee members not make donations to the Town. It can get very complicated. He stated that the simplest way is to submit a request for reimbursement for an actual amount. He suggested that since Ms. Brehony’s amount fits within their budget and is of the largest amount that she should submit her request for reimbursement from the Town. Ms. Brehony agreed stating that she would be sure to use the monies for the good of the Town once she gets it back.

There being no further business to discuss the meeting was adjourned at 7:50 p.m.


Respectfully Submitted,

Jennifer M. Murphy
Committee Clerk

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