Minutes

TOWN BUSINESS LIAISON COMMITTEE

MINUTES

April 9, 2009

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, Chris Brunjes, Mark Uhron, Deborah Brehony, and Orlene Grant. Julie A. Morris, Planner was present. Jennifer M. Murphy, Committee Clerk was absent.

Roll Call:

Ms. Morris called roll. All members are present.

AGENDA:

Chairman Harrison asked for corrections or additions to the agenda. Ms. Grant stated that she would like to add topics for the article on the Soundry and an Art and Wine Festival. Chairman Harrison stated that he had a small item to bring up under New Business.


MINUTES:

Ms. Brehony made a motion to approve the minutes from the February 12, 2009, meeting as drafted. Mr. Uhron seconded the motion.

Motion: Brehony
Second: Uhron
Carried: 5-0

OLD BUSINESS:

1. Discuss Ribbon Cutting ceremonies and new business contacts

Chairman Harrison stated that Mr. Brunjes has written a report for the Committee. Mr. Brunjes stated that copies of that report have been handed out to the Committee. He proceeded to summarize the report explaining that, to date he has contacted all of the businesses on the list. He is waiting to hear back from most of the businesses but currently they have three businesses who would like to schedule a Ribbon Cutting ceremony. He stated that those businesses are: PropNet – Proposal Solutions Networking Inc., Applegate Gallery, and the Soundry.

Mr. Brunjes stated that it has been his experience that a number of the new businesses are home businesses and not operating out of commercial locations. He stated that although it might be appropriate to contact all new businesses for introduction purposes he was not certain that holding Ribbon Cutting Ceremonies at their homes would be. He suggested that they keep it to commercial business locations that have customer visits. Chairman Harrison asked for comment or feedback. Ms. Brehony stated her agreement.

Mr. Brunjes stated that he will continue to contact new businesses list for April. Additional discussion followed regarding scheduling options for Ribbon Cutting ceremonies and was determined that Chairman Harrison will contact Mayor Seeman to check with her schedule.

Chairman Harrison introduced Mr. David MacGillivray from the VTRCC (Vienna Tysons Regional Chamber of Commerce.) Chairman Harrison stated that Mr. MacGillivray will be attending T/BLC meetings as a Chamber liaison. He stated that the T/BLC appreciates Mr. MacGillivray’s efforts in attending their meeting.

2. Report on status of communications with the Fairfax County Office of Revitalization

Chairman Harrison stated that he had a nice talk with Ms. Barbara Byron, Director of the Fairfax County Office of Revitalization. He stated that they are happy to present to the Committee. They have tentatively scheduled to present at the May 14th meeting. He asked the Committee would like to invite Mayor Seeman and members of the Town Council. Mr. Brunjes stated that it might be good, especially if there are Ribbon Cuttings scheduled to take place before their meeting. They may already be involved with the ceremony. Ms. Brehony stated that it may be better to meet with the Mayor and Town Council first in order to get a better idea of what they want to do and what the Committee can do. Additional discussion followed and was determined that the Committee would review the presentation and determine if it is something that they want to pursue.

Chairman Harrison stated that he will be in touch with Mr. Byron to get her up to speed on the Town’s efforts. He noted that Ms. Byron was very clear in her explanation as to what her office does. He was able to explain to her what their interests are and was told that they would be happy to come to discus further what it is that their office can do. There being no further discussion, Chairman Harrison stated that they would schedule Ms. Byron’s presentation for the May 14th meeting.

Chairman Harrison stated that with respect to meeting dates, he noted that he would not be able to attend the June 11th meeting. He asked if anyone else will be absent. Hearing none, he stated that he had gotten word back from the Mayor’s office that the Town Council will be considering applications for Board and Commission vacancies at the April 13th Town Council meeting. He stated that he is hopeful that they will have another member for the Committee by the May 14th meeting.

3. Complete plans for the Carol Wolfand Annual Community Service Award

Chairman Harrison stated that Ms. Lichtenfels had made arraignments for the plaque award to be prepared and sent over to the Town Hall. It should be ready by the April 14th presentation at the Mayor’s Advisory Award Ceremony. Chairman Harrison asked who would be able to attend. Additional discussion followed and was determined that Ms. Grant, Mr. Brunjes, and Chairman Harrison would attend the ceremony on behalf of the T/BLC.

Chairman Harrison asked staff if they are also presenting the Snow Removal Awards. Ms. Morris agreed, stating that there is one recipient. She explained that the Mayor’s Secretary, Ms. Julia Smith, has been keeping record of past recipients. There is someone else who had been nominated but they were a past recipient for the award. They will be listed as an honorable mention.

Chairman Harrison stated that the award ceremony begins at 7pm. He stated that the recipient, Mr. John Brunow of Bikes@Vienna will be there. He explained that they need to make a brief presentation on why Mr. Brunow is receiving the award.

4. Report on status of business outreach efforts to update the Dining and Retail

Chairman Harrison asked if there was any other information to report. Ms. Morris explained that the forms are now available on line. She stated that businesses can now log on to the Town’s website and update their company information. They have already had some businesses who have updated their information. The updates will generate email to Ms. Morris who will forward on that information to the IT Department to be updated. Chairman Harrison asked if they will be able to handle the work flow. Ms. Morris answered yes.

Ms. Brehony asked for the date of last publication of the Dining and Retail Guide. Ms. Morris answered 2005/06 as the last date of publication.

Chairman Harrison asked if the information would be updated automatically when businesses renew their business licenses. Ms. Morris answered that currently it is not an automated process. She explained that the businesses would typically get that information when they receive their welcome packet or via the newsletter. The information provided on the original application for business license tends to not be the same as what they would want included on the guide.

Ms. Brehony asked if there is something in the Welcome package that would direct businesses to call or email information on the Retail Guide. Ms. Morris answered yes. Chairman Harrison stated that it should help a great deal in collecting the information.


5. Continue discussion of plans for Business Appreciation Week

Chairman Harrison asked Ms. Grant for a report on her findings. Ms. Grant stated that she was tasked with putting together the “Buy Vienna” theme letter. She stated that a letter will be sent out from Mayor Seeman and the Fairfax Chamber of Commerce. It is a light but pointed letter requesting people to remember to buy Vienna and to remember to tell your friends to think of Vienna businesses first when seeking services and goods of any kind. She stated that it is to reiterate the Town’s appreciation for their local businesses and that they need to do so even more during these hard economic times.

Ms. Brehony asked if the letter will be sent out attached in the newsletter or printed in the publication. Ms. Grant answered that has yet to be determined.

Chairman Harrison asked for thoughts or discussion. Additional discussion followed regarding rewarding the letter. Ms. Grant asked for the dates for Business Appreciation week. Ms. Morris answered that officially the dates fall the week of May 11th through the 15th. She stated that at the last Committee meeting they discussed utilizing the entire month of May in order to encourage people to patronize businesses. Additional discussion followed.

Chairman Harrison stated that the deadline for the Town’s Newsletter is the 15th of the month. He asked that any changes or corrections be made quickly in order to make the deadline. Ms. Grant stated that she will contact Ms. Marie Kisner, the Public Information Officer to discuss any editing issues. Ms. Brehony stated that they could also request that the letter be sent out to the local newspapers. She explained that they typically publish letters written by the Mayor. Ms. Grant agreed.

NEW BUSINESS

1. Discuss recycling and green incentives for commercial businesses

Chairman Harrison stated that Ms. Lichtenfels had brought up the concept of promoting recycling and green incentives among the commercial businesses in Town. He stated that there is already a Green Expo underway. He asked if it is something that the Committee wanted to continue on with. He stated that it was his understanding that it will be an annual event. Additional discussion followed.

Chairman Harrison stated that it would be good for the Committee members to attend the Green Expo in order to take the opportunity to thank the exhibitors for their participation. He stated that they could also let them know about Committee’s interests.

Mr. Brunjes asked if they could get name tags so that they can be easily identifiable as T/BLC members. Chairman Harrison agreed that would be a good idea.

2. Discuss 2009 budget request

Ms. Morris stated that the Town Council may approve a nominal amount for budget that would cover such events as the Ribbon Cutting ceremonies, mailings for new business packets, or a coffee social. Chairman Harrison stated previously the Committee had been granted $200.00. He was not certain if that amount would cover mailing costs for new business packets. Ms. Morris answered that amount just covers costs for the year. It would depend what they wanted their budget to go towards.

Mr. Uhron asked how much the award will cost for the Carol Wolfand Community Service award. Chairman Harrison answered approximately $50. Additional discussion followed regarding an appropriate budget amount.

Ms. Grant made a motion that the T/BLC will submit a 2009 budgetary request in the amount of $300.00. Mr. Brunjes seconded the motion.

Motion: Grant
Second: Brunjes
Carried: 5-0

Ms. Morris stated that she will work on the submission deadline for May 1st so that it can be reviewed at the May 11th Town Council Meeting. She asked if someone could attend to make the request to the Town Council. Chairman Harrison stated that will attend.


3. Update the T/BLC Work Plan

Chairman Harrison stated that they have covered everything else except for updating the work plan. Copies of the work plan were distributed. He stated that nothing in their discussions have changed the plan. He noted that they have not included individual Ribbon Cuttings and did not see a need to do so. Additional discussion followed and was determined that Chairman Harrison will look over the current work plan. If there are any changes or updates required he will forward them on via email. He stated that he is hopeful that they will have their vacancy filled by the next meeting.

4. Discuss any new issues and announcements from the business community

Chairman Harrison stated that he was contacted by the Director of Public Works, Ms. Holly Chu with a request that she received from a Town Citizen. He stated that he told her that he would bring it up as a discussionary item for the Committee. The issue of concern was for Handicap accessibility for businesses in Town. A parent who has a wheelchair bound child has had trouble gaining access to some Town businesses. It is not a complaint against the Town but the citizen expressed the need to remind businesses that they are required by law to do so.

Mr. Brunjes asked if it is a federal law that is managed at the federal level. Chairman Harrison agreed. Mr. Brunjes stated that there are regulations protecting older buildings. Ms. Grant stated that they are grandfathered in. Mr. Brunjes agreed, stating that the Committee does not have any authority over that issue. Chairman Harrison stated that the Committee does not have any legal authority to assist with their concerns. Ms. Brehony stated that when they work on republishing the Town Dining & Retail Guide they can add in a section that highlights business that are handicap accessible. It may add some incentive to businesses that need to update. She agreed that unless the buildings are being modified then they are grandfathered in so that they are not required by law to do anything. She stated that the only choice they have is to provide incentive to business by noting the handicap accessible businesses. It also serves as notice as to which businesses they can or cannot attend. Additional discussion followed.

Chairman Harrison stated that they could place a call for businesses who are handicapped accessible in the Towns Newsletter. He asked who edits the website. Ms. Morris answered that the IT Department handles the Town’s website. They have agreed to update the online information for businesses. She did not believe that they could provide additional data for updating status and/or symbols to the Towns website. Chairman Harrison stated that he would like the opportunity to meet with them to further discuss options. He stated that even if it cannot be provided all at once it is still desirable to work towards noting which businesses are handicapped accessible.

Ms. Brehony stated that it goes back to the original concept of creating an email list and being able to communicate with the businesses more easily. She stated that the reason that they cannot do so at this point is because it is difficult to communicate with them effectively. If the could send out their questions electronically then they might be able to get that answer back effectively. Mr. Brunjes asked if they could place a notice in the Towns Newsletter that lets the businesses know that they are trying to update. They could set up an email that they could respond to with their updated information. Ms. Morris asked about the original plan where the Committee members would gather information to provide to staff so that she could update the listings. She stated that she has been updating new business information. She stated that it is a job for more than one person. Mr. Brunjes agreed, stating that since all of the businesses get the newsletter it would be a great way to notify them. Contacting the businesses individually through phone calls requires much more time. It would be better to communicate with one mass communication. Additional discussion followed and was determined that the Committee would like to meet with the IT Department.

Mr. Uhron made a motion that the T/BLC would like to meet in a subcommittee consisting of Chairman Harrison, Deborah Brehony and staff representative Julie Morris with the Town’s IT Department in order to explore possible ways to collect and record electronic business data. Ms. Grant seconded the motion.

Motion: Uhron
Seconded: Grant
Carried: 5-0

Chairman Harrison asked Ms. Grant about the topics she wanted to discuss. Ms. Grant presented the artist incubator colony article for the May Newsletter. She stated that it is reflective of her interview with Ms. Jennifer Crawford of the Soundry. She stated that it is a great business and encouraged everyone to visit and partake in it. The article is a snapshot of the business and is reflective of the vision that they have.

Mr. Brunjes stated that the article is fine. He noted that he had gotten feedback from Ms. Crawford who said that Ms. Grant had done a great job on the article.

Ms. Grant stated that one of their passions and vision is to try to sponsor Art & Wine Festivals locally. She stated that Ms. Crawford has already started to put together sponsors. Ms. Grant stated that she was uncertain if the T/BLC was the right Committee for reviewing such an event but that she would mention it and try to find out what the next step would be. They would like to see the Town become a destination for art in the region. They have also been meeting with the Church Street businesses about a third Thursday proposition to where businesses will remain open for patrons to visit. She was bringing up both ideas for the Committee to see if it is something that they should discuss it or who would be the appropriate party to present it to.

Chairman Harrison asked if they are working with the VTRCC. Ms. Grant did not believe so. She stated that they had not been in contact with the Mayor and Town Council and wondered the best way to do so.

Chairman Harrison stated that there have been several new businesses that have held Ribbon Cutting ceremonies who are involved in the art in one way or another. He stated that there are probably a number of businesses who might be interested in that. He asked for additional comments or thoughts. Mr. Uhron stated that there is a small town in San Diego, California called Coronado that is a very nice quiet residential community of active and retired Navy residents. Every Sunday they hold an event called Art in the Park. He noted that for most of the year they would hold the event where artists could showcase their work; there was live music and so on. He wondered if it is something that they could utilize the Town Green. They could hold it after the farmers market from May to November on Saturday afternoons. It could transition between the Farmer’s Market and evening shows that they have scheduled on the Town Green.

Chairman Harrison thought that the Vienna Arts Society might be interested in such an event. Mr. Brunjes asked if the Vienna Arts Society would be the best avenue for Ms. Crawford. Chairman Harrison agreed, stating that it would be good to contact them. He stated that the T/BLC can help with getting her in touch with Town officials. Ms. Brehony stated that the best person to speak to about the arts in the Town is Councilwoman Maud Robinson. She is an honorary member of the Vienna Arts Society and has expressed many times that she wants more art exhibits and art in the Town. She stated that although she will no longer be holding a seat on the Town Council she thought that she would continue to be very active in the arts. She suggested that Ms. Crawford contact Councilwoman Robinson directly. Additional discussion followed and was determined that Ms. Grant would notify Ms. Crawford of her options for contact. She is welcome to contact the T/BLC if she feels that she needs further assistance.

There being no further business to discuss the meeting was adjourned at 8:11 p.m.


Respectfully Submitted,

Jennifer M. Murphy
Committee Clerk

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