OFFICIAL MINUTES OF THE REGULAR MEETING OF THE MANASSAS PARK GOVERNING BODY HELD ON TUESDAY, DECEMBER 20, 2011 AT 7:00 PM AT MANASSAS PARK CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA

1. Roll Call: Frank Jones, Mayor Bryan E. Polk, Vice Mayor William J. Treuting, Jr. Keith Miller Suhas Naddoni Preston Banks Brian Leeper

Absent: None

Staff Present: Lana A Conner, City Clerk James Zumwalt, City Manager Dean Crowhurst, City Attorney

1. Approval of Agenda:

MOTION: Councilmember Naddoni moved to approve the Amended Agenda with following changes: 7g. Add under Consent Agenda: Purchase of Agreement - Police Cameras and Evidence Storage 11, 12, and 13: Closed Meeting not required SECOND: Councilmember Treuting VOTE: Unanimously passed

2. Moment of Silence/Pledge of Allegiance: Councilmember Leeper

3. Citizen Time: a. Richard Schubert: 9207 Jessica Drive: He wants to speak about spending in the city because the city has talked about fiscal responsibility. We need to first look at the property we have. He does not think we need a new city hall at this time. He is talking about the PPEA project. We need to address the land that we have at this time. He would like to see a parking garage but would like city funds used only so city would benefit with how it is run.

4. Presentation: Northern Virginia Regional Commission (Northern Virginia Regional Commission (NVRC) Presentation: Water Supply Plan: Tammy D. Stephenson, Virginia Department of Environmental Quality, and Normand Goulet, Northern Virginia Regional Commission:

Copy of presentation made part of the record. In 2004 the Virginia Water Control Board adopted a regulation (62.1-44.38:1) requiring every local government to prepare and adopt a water supply plan. It allowed regional plans so the Northern Virginia communities agreed to prepare a coordinated plan through NVRC. This plan is to be updated every five years. Report includes inventory of existing water sources, assessment of existing water use and projected water demand, statement of needs if demands exceed source availability within the planning horizon, analysis of alternatives to address projected source water deficits if existing, description of water demand management actions and drought response and contingency plan from 2002-2007. DEQ requires every jurisdiction to have both a Plan and Resolution. The Governing Body thanked Mr. Goulet, and Ms. Stephenson, for this report. The Governing Body will hold a Public Hearing on January 3, 2012 on the Water Supply Plan. Formal action will be taken that night on the Resolution.

5. Forecast of 2012 Real Estate Assessment: Richard Sanderson, City Assessor:

Mr. Sanderson stated he is here to talk about a projection forecast of the 2012 assessment which takes effect July 1, 2012 and would affect the 2012/2013 budget. Copy of presentation made part of record. There are five effects that change the real estate tax base for the city: *Appreciation or depreciation of property in the city that is mandated to be assessed by the Virginia code. In past several years, we have had a depreciation of property values. *Changes in the state tax laws: No changes in tax laws this to affect tax base *Physical changes of property: over the past four years. *Appeals: the real estate tax base is expected to increase 3.5% (from the current total of $1,101,342,900) for the 2012 assessments given present information. This takes into consideration revisions to the 2011 assessments that resulted from the assessment review and appeal process. The Board heard five appeals this year. *Change in taxable status of property: Property appreciation appears to be the primary reason that assessments will change for 2012. The Assessor is expecting that improvements to existing properties will add about $2.2 million dollars to tax base for 2013 in the form of additions, decks, patios, etc which is about what the city averaged. 20874

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The number of foreclosures that took place in the City declined 37%, from 94 during the first 9 months of calendar year (CY) 2010 to 59 foreclosures during the first 9 months of CY 2011. 330 foreclosures took place during the first 9 months of CY 2008. Bank-owned property sales in the City declined 33%, from 52 during the first 9 months of CY 2010 to 35 foreclosures during the first 9 months of CY 2011. 285 bank-owned property sales took place during the first 9 months of CY 2008.

Residential Property Transactions (first nine months of each year) Transfer Type 2007 2008 2009 2010 2011 Typical Sales 147 43 143 169 142 Foreclosures 92 330 138 94 59 REO Sales 21 285 212 52 35 Total 260 658 493 315 236

Schedule: February Governing Body meeting (real estate market activities through December 31, 2011). Mid-March: a report of actual assessments to Finance Director. Mid-April: assessment notices mailed to property owners

6. Proclamation: Lifelong Learning Programs: Nancy Osborne:

MOTION: Councilmember Naddoni moved to proclaim the month of January as Lifelong Learning Month SECOND: Councilmember Treuting Ms. Osborne thanked the Governing Body for this Proclamation and explained this program was for classes for senior citizens 50 years of age or older. VOTE: Unanimously passed

7. Consent Agenda:

7a. Approval of Minutes: November 29, 2011, December 2, and 6, 2011 7b. VRE Operations Board Appointments: Frank Jones and Suhas Naddoni 12/31/2012: National Capital Regional Transportation Planning Board and Metropolitan Washington Council of Governments Board of Directors 7c. Appointments: (1) Community Services Board Appointment: Dean R. Sprague (2) Parks and Recreation Advisory Commission Richard Schubert (3) Parks and Recreation Advisory Commission: Martha Collier (4) Board of Zoning Appeals: Richard Schubert: Court Appointed 7d. Manassas Park Governing Body 3rd Quarter Appropriations: General Fund $8,576,835 Enterprise Fund $1,879,786 Stormwater Retention Fund $ 61,250 Bull Run ASAP $ 312,000 7e. Manassas Park City Schools 3rd Quarter Appropriations: Operating $7,489,146 Food Service $ 353,811 Medical Trust $ 1,497 7f. Purchase of Salt: Eastern Salt Company, Inc $22,572.00 7g. Approval of Agreement: Taser International: Police Cameras and Evidence Storage: $24,999.81

MOTION: Councilmember Treuting moved to approve amended Consent Agenda. SECOND: Councilmember Naddoni VOTE: Unanimously passed

8. Unfinished Business: No Unfinished Business:

8a. Report: Support for tenants living in illegal dwelling units: Vanessa Watson: City Planner:

Copy of report presented to Governing Body. As Zoning Administrator, she is tasked to enforce the City’s Code and Ordinances. Will Armstrong, Building Official, is responsible for enforcing building and property maintenance codes. In their capacities, neither is empowered to enter into private matters between landlord and tenant in a residential or business instance. 20873

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8b. FY2012 Financial Report and Audit: Gary Fields and Audrey Davis; Owner of Davis & Associates:

Gary Fields, Finance Director, the CAFR report should be presented by the first part of January 2012. Audrey Davis, Owner, Davis & Associates presented the audit findings. They performed an audit and determined the City’s financial statements and related footnotes, taken as a whole, are fairly presented in all material respects, and in conformity with GAAP. Internal Control and Compliance with Laws and Regulations: No issues were noted regarding Internal Control over Financial Reporting and no issues were noted over Compliance with Laws and Regulations. Accounting/Finance personnel are well trained and knowledgeable and are aware of the proper functioning of controls. Schedule of Expenditures of Federal Awards (SEFA): did not detect any material discrepancies, reviewed the internal controls in accordance with OMB circular A-133, tested certain account balances and reviewed disbursements and receipts

*Net Assets: The assets of the City exceeded its liabilities at June 30, 2011 by $22.1 million *The School Board’s net assets were $21.6 million *Revenues: Revenues from governmental activities totaled $32.0 million Water & Sewer: Revenues of $5.7 million Expenses of $6.8 million General Fund: *Fund balance of $4.8 million: Actual revenues and other financing sources including transfers were more than amended budget revenues by $2.8 million, Expenditures, transfers and other uses of funds were $1.0 million less than amended budget Long-term Debt: Total City debt was $130.9 million including $14.8 million of business-type activity debt supported by the enterprise fund and gross bonded debt of governmental activities decreased by $1.2 million from $103.6 million to $102.4 million. Completed parks and recreation center not properly moved from Construction in Progress in 2010 when construction was completed-recommend a written policy to address the process of bringing assets into service. Disclosure forms not properly filed by January 15 deadline for certain committee members-recommend a follow up be conducted to ensure proper filing and compliance with this APA requirement. On behalf of Governing Body, the Mayor thanked the auditors for this report.

8c. Contract: Solid Waste Disposal: Jay Johnson, Public Works Director:

The new contract will be effective January 1, 2012 and first pickup will be January 3, 2012. Everything is proceeding as planned and the transition has been smooth. The department will send out a letter to all residents letting them know about the new contractors. He will give Governing Body a report at a future meeting.

9. New Business:

9a. Contract to Replace VoIP Phone Equipment, Software & Support: Vance Hall, IT Director:

Our VoIP hardware and software is at end of life and no longer supported by Cisco. Current VoIP system has no redundancy built into the hardware. City’s original vendor has decided to sever all because of the state of city system. There is another component of this project and will be brought to Governing Body at a later date but City has existing funds in its budget for this quote and the third component. City received three quotes. ePlus quotation was lowest which staff is recommending. Upgrades should be completed within two week period. Most of the work will be completed on the weekends. Staff Employee phones on desktop will not change. The VM Wear will be updated. The City Attorney stated these are two separate items and have been procured under the small procurement process.

(1) Purchase Order for Purchase of Equipment: to ePlus for $21,825.04:

MOTION: Councilmember Treuting moved to approve as presented. SECOND: Councilmember Banks This is for hardware and as well as the support for the hardware equipment. The VM Ware will be 5.0. VOTE: Unanimously passed

(2) Service Agreement for Installation & Maintenance of Equipment with ePlus: Not to exceed $19,000:

MOTION: Councilmember Miller moved to approve service agreement not to exceed $19,000 and subject to Governing Body final review of statement of work and any additional documentation and feedback over the next two days. SECOND: Councilmember Treuting Vote: Unanimously passed 20872

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9a (2) Service Agreement: The total dollar value was $19,400.

MOTION: Councilmember Miller moved to amend previous motion to approve service agreement in the amount of $19,400 and subject to Governing Body final review of statement of work and any additional documentation and feedback over the next two days. SECOND: Councilmember Treuting VOTE: Unanimously passed

The Mayor declared the Governing Body in recess for ten minutes to set up tables for Worksession with Planning Commission and Economic Development Authority on city development incentives.

9b (1) Development Incentives: District Maps & Finances of Incentives: City Attorney:

Members of Economic Development Authority and Planning Commission were present. The City Attorney stated the ordinance to amend Ch 22, Taxation, of the Code of the City, to provide for incentives to encourage non-residential development in designated areas of the City and to encourage specific businesses to locate or expand in designated areas of the City, made reference to the city’s comprehensive plan for the actual boundaries of the redevelopment districts. The economic revitalization zones overlay those districts as do the defense production and the technology zone. It will depend on the Comprehensive Plan update being available at that time. The City Attorney requires that in order to get any of the economic incentives whether they are tax exemption or the waiver of fees for rezoning, building permits, site plan review, etc, they have to do certain things and one of those is to rezone to one of the incentive zoning district. The City Attorney stated there will be three incentive zoning district one for each one of the redevelopment areas. Within that the four corners redevelopment area district will be a stand alone. The City Center redevelopment district and the Conner Center redevelopment district will have various forms of technology zone and defense production zone. The technology zone will encompass all of City Center and Conner Center redevelopment district. The defense production zone will be co- extensive within Conner Center redevelopment. The Conner Center is designated as Town Center. The Mayor asked and Governing Body agreed to publish this with a view toward holding a Public Hearing the second meeting in January. The Mayor is asking for feedback by the second meeting in January. The City Center redevelopment district and the Conner Center redevelopment district will have various forms of technology zone and defense production zone. The technology zone will encompass all of City Center and Conner Center redevelopment district. Zoning Districts will have to be ready by the second meeting in January. They are updating the land use chapter at this time.

Mr. Nishanian, owner of Manassas Park Shopping Center, was present because his area is within the four corners district the northwest corner. The City Attorney stated the city took three areas of the city they thought should be redeveloped. These are areas that are important to commercial but not residential. This is pretty much everything from the southern boundary of Prince William County to the northern boundary of Prince William County and from the western side of Scott Drive all the way over to the beginning of the residential developments east of Route 28. This would not lead to any type of condemnation of property but just sitting the boundary zones. The City Attorney stated staff is looking for final approval on the boundary itself. The Governing Body asked the Planning Commission to make a recommendation on the zone areas. The Planning Commission recommended just the east side of Scott Drive. The Economic Development Authority wanted the twelve acres brought into the City Center Business District. The Governing Body added two properties on Manassas Drive west from Scott Drive to square the four corners. It was consensus of Governing Body to move quickly on redevelopment districts and updates to Comprehensive Plan. The City Planner hopes to have these updates for March meeting.

9b (2). Comprehensive Plan: Vanessa Watson, City Planner:

Ms. Watson presented draft updates to the three chapters outlined below.

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9b (2) a. Introduction to Land Use Chapter: A comprehensive plan is a general guide to the location, character, and extent of proposed or anticipated land use, including public facilities. It provides guidance for land use development decisions made by the Planning Commission and Governing Body. It provides a clear strategy for responsible fiscally-sound growth to produce a vibrant, prosperous, stable, “livable” community and encourages new opportunities for diverse housing and targeted economic development that will strengthen the city’s tax base and balance existing housing and economic activities. It seeks to ensure a high quality of life for all City residents and heighten the city image by encouraging higher land use densities at transit locations and provide adequate and affordable public services to meet the needs of current and future residents and improve the design of sites and buildings.

9b (2) b. Chapter Eleven Land Use: The city recognizes that growth and change will occur, and embraces that change is vital to the well being of the community. The City encourages smart growth principled development that is environmentally and fiscally sound. The long range development vision supports businesses and their expansion, strengthening the City’s financial health with providing an exceptional quality of life for its residents. The Planner broke them into residential, commercial, office and industrial and economic development. City is required to have an urban development area. The Planner would like to see the city install way finder signs in the future which are real identifiers for the community.

9b (2) c. Illustrative Design Guidelines: The purpose of this guide is to provide a helpful illustration of the objectives and action strategies contained in the Comprehensive Plan Update concerning the promotion of high quality office buildings with the City. It does not preclude any authority of the Zoning Ordinance, the Public Facilities manual or the Uniform Building Code.

The Mayor asked that all of the information be sent to the Governing Body the same time as sent to Planning Commission. He asks that all information be forwarded to School Board also.

The Planning Commission is working on the Comprehensive Plan and will hold a Public Hearing on January 12, 2012 and will forward to Governing Body for Public Hearing. The Mayor wants to start in February to start holding public forums or town hall. By the end of March, he wants Governing Body to hold a series of town halls. The Mayor stated that any Governing Body member can invite business leaders to the meetings. He stated that we have a city employee who has experience in the marketing arena and maybe she could give us advice on how to approach this. He ask the City Attorney if he could approach some of the attorney’s in the land use that he knows to get some advice on how to proceed.

Cancellation of January 17, 2012 Meeting to January 24, 2012:

MOTION: Councilmember Treuting moved to cancel the January 17 meeting to January 24, 2012. SECOND: Councilmember Polk VOTE: Unanimously passed

9c. HDR Contract Extension: James Zumwalt, City Manager:

City has received an unsolicited PPEA/PPTA proposal from EPI Partners. The City’s PPEA/PPTA guidelines provide for the City to employ outside experts to help evaluate proposals and to pass the cost of this work to the proposers. The City Manager believes city will need expert help evaluating the proposal and any other proposal received. The City’s 2007 agreement with HDR provides for a one year contract and four (4) one year extensions. This extension was exercised but ends January 9, 2012. The City Manager recommends that the 2007 contract with HDR be extended for six (6) months and during that time City will issue a RFP for consulting services for PPEA/PPTA review work, select a consultant, and bring a new contract to Governing Body for consideration.

MOTION: Councilmember Treuting moved to accept recommendation of the City Manager and extend HDR contract for six (6) months and during that time City will issue a RFP for consulting services for PPEA/PPTA review work, select a consultant, and bring a new contract to Governing Body for consideration. SECOND: Councilmember Naddoni VOTE: Unanimously passed

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10. James Zumwalt, City Manager:

Moody: Staff had a telephone conference with Moody’s analysis this afternoon. Councilmember Leeper and Councilmember Banks set in on this session. He believes the decision will be made after the first of the year.

11. Closed Meeting State Code of Virginia Freedom of Information Act Section 2.2-3711a of the Code of Virginia 12. Return to Open Session 13. Certification & Action out of Closed Meeting if Necessary

The Governing Body did not go into Closed Meeting.

12. Adjournment:

Adjournment at 8: 25 pm:

Vice Mayor Polk adjourned the meeting.

Approved January 24, 2012

______Frank Jones, Mayor

______Lana A Conner

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