OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD ON TUESDAY AUGUST 15, 2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Vonna L. Privett Michael Bunner Fran Kassinger AGENDA ITEM 64 Absent: Bryan Polk, Vice Mayor Cynde Gardner Adam Larson*
Staff Present: Lana A. Comer, City Clerk Mercury T. Payton, City Manager Dean Crowhurst, City Attomey
*Councilmember Larson arrived at 7:35 pm
2. Approval of Amended Agenda:
MOTION: Councilmember Privett moved to approve with following amendments: Remove Item 7e from Agenda: Joint Animal Shelter Agreement to September meeting and remove Item 7c (3) Sole Source Procurement: SPN E-911 PALLAS System until City Attomey can talk with Jeff Crook of SPN. He believes this should be an emergency resolution rather than sole source procurement resolution. SECOND: Councilmember Kassinger VOTE: Unanimously passed
3. Moment of Silence
4. Pledge of Allegiance: Councilmember Privett
5. Presentations:
5a. Promotions: Police Department: *Sergeant Travis Mosher to Captain. He has been with the City since June 1997. *Corporal Dean Goodwin promoted to Sergeant and then reclassified to Lieutenant. He has been with the City since June 2003. *Sergeant Douglas Sawyer has been reclassified to Lieutenant. He has been with the City since February 1999. *Sergeant Rupert Prinz has been reclassified to Lieutenant. He has been with the City since June 2000. *Sergeant Kevin Hampton has been reclassified to Lieutenant. He has been with the City since November 1999. *Corporal Jeffrey Shubert has been reclassified to Sergeant. He has been with the City since September 2002. The Mayor congratulated these individuals for their promotions and thanked the entire police department for a job well done, for rapid responses to incidents that occurred over last several weelcs and for their continuing outstanding professionalism on behalf of the City. He thanked Officer Qazei for his part in an outstanding National Night Out Program. He thanked the police department and the Gang Task Force for aggressively pursuing elements of our population in the City that are not welcome in the City and he called Congressman Wolf to tell him how appreciative the City is for the money he puts forward for the Regional Gang Task Force and Mr. Wolf stated there may be additional funds.
5b Proclamation: Muscular Dystrophy: Fire Department:
The Mayor read the Proclamation into the record. The fire department thanked the Governing Body for their support on allowing the fire department to collect donations for MDA.
MOTION: Councilmember Privett moved to approve as presented. Frank Winston, Firemen, accepted the Proclamation along with Heather Donatelli, Program Coordinator, MDA-Greater Washington. SECOND: Councilmember Bunner VOTE: Unanimously passed Page Two Governing Body Meeting August 15,2006
5c SPN: Jeff Crook: Police Station Update: Copy of report made p'art of record.
5d Superintendent of School: Thomas DeBolt: Copy of report made part of record.
6. Citizens Time: No citizens wishing to address Governing Body. 7. Review and Approval of the Consent Agenda
7a. Approval of Minutes: July 1 and 18,2006 7b. Payments: 1. SPN: Police Department Project: $257,603.15 2. Portugal Construction: $136,561.56 3. Treasurer of Virginia $10,000 Refund 4. Branscome Paving Company $291,996.43 7c. Resolutions: 7c (1) Personal Property Tax Relief Act Rate 06-1000-1010: Treasurer 7c (2) Adopting the Northern Virginia Regional Hazardous Mitigation Plans: Fire Chief: Resolution 06-1000-1011 7c (3) Sole Source Procurement: SPN: E-911 PALLAS System: Verizon: New Police Department: Resolution 06-1000-1012 7d. Tower Lease T-Mobile: City Attorney 7e. Joint Animal Shelter Agreement: Removed from agenda 7f. Public Works 1. Purchase and Payment for Three Solar Powered Electronic Message Board: $56,400 Capital Rental 2. Contract Tibb's Construction: Patching of Street: Not to exceed $20,000 3. Approval to Purchase and Payment for 280 Radio Read Meters: Not to exceed S60,OOO 4. Authorization to award a Contract for Salt Shed Construction to Taft Construction: Not to exceed $650,000 7g. Appointment: Senior Committee: Anna Treuting and Douglas Judd
MOTION: Councilmember Privett moved to approve Consent Agenda. SECOND: Councilmember Icassinger Councilmember Bunner abstained on July 18 minutes. VOTE ROLL CALL: Yes: Privett, Kassinger, Bunner, Jones
*Councilmember Larson arrived at this time.
8. Unfinished Business: 8a. Report on PPV: City Attorney
The City Attorney stated that Governing Body asked that a Resolution be approved regarding projects in the city that would be public-private partnerships ideal for those. In the interim the City Manager put the following letter which states exactly what the Resolution was going to say and it has had some good reception throughout the state. The City Attorney is asking that Governing Body ratify the City Manager letter that is on the website outlining city projects.
The following letter was placed on website from the City Manager: The Public-Private Education Facilities and Infrastructure Act and the Public-private Transportation Act allow the City of Manassas Park, Virginia to develop innovative, public-private partnerships through proposals for projects for which there is a public need. Public needs consistent with the City's Comprehensive Plan include a new Parks and Recreation facility at Costello Park, a new City Hall structure, and a parking deck adjacent to the current VRE station to be integrated with mixed-use development. Manassas Park's Comprehensive Plan can be found under the "Library" tab of the City's homepage at www.citvofmanassaspark.us. The Governing Body of the City of Manassas Park, Virginia recently adopted "Combined Guidelines for Projects Pursuant to the Public-private Education Facilities and Infrastructure Act of 2002 and The Public-private Transportation Act of 1995." PPEAIPPTA questions or requests may be sent via e-mail to Mercury Payton, City Manager, at nipavton@citvofnlanassaspark .us. Page Three Governing Body Meeting August 15,2006
More information about PPEAIPPTA including the aforementioned guidelines will be posted in the Vendor Opportunities section of the City website by next week.
MOTION: Councilmember Kassinger moved to ratify the three projects which are parks and recreation, new city hall and parking deck as outlined by City Manager and ratify City Manager letter that has been placed on website. SECOND: Councilmember Privett VOTE ROLL CALL: Yes: Kassinger, Privett, Bunner, Larson, Jones
Public Works Projects: Review: Kathy Garnmell:
Salt Shed Construction: Public Works expects the notice to proceed on 08-16-06 and they expect mobilization by August 23, 2006 and substantial completion by 1 1-16-06.
Euclid/Manassas Intersection: Owens and Dove (O&D), the contractor for the Prince William County Service Authority, expects to begin the Birmingham Green pipeline construction across the Euclid/Manassas Intersection on Sunday night, August 20, 2006. I have coordinated with the Police Department to make sure they are comfortable with the plan. Work will be done between 8:30 p.m. and 5:00 a.m. O&D will be putting out electronic signs today or tomorrow. The intent is to keep at least one lane open in both directions during the night work and to have the entire intersection open during the day. O&D will hire a Manassas Park police officer to help enforce the barricades, and the area will be well lit.
During the crossing it is likely that the "loops" will be cut. The "loops" are embedded sensors that trigger the lights when vehicles are detected at the intersection. Since we will eventually abandon the loops at the Manassas/Euclid intersection and use the camera for detection of vehicles stopped at the intersection, PW staff believes this is a good time to make that change so that monitoring of the intersection is not interrupted during the construction. PW would like to have the system installed before O&D enters the intersection, which means equipment must be purchased immediately and work completed this week. The estimate for the components is $19,500, which will be drawn from approved FY2007 funding. Labor will be by Manassas Park staff with a LOT of help from staff with the City of Manassas PW. If all are okay with this, I will prepare a report for the 3rd September meeting for open meeting approval of the funds. after the fact. Signs will be installed at Route 28. A notice could be posted or handed out at VRE platform.
City-wide Clean-up: The Department is planning to make dumpsters available for the residents at various times during the year for seasonal home cleanup projects. Thanks to Catherine Morretta and PW Managers for their valuable input. Right now American Disposal (AD) performs curb-side pickup during the May clean-up. AD picks up bulk items, construction debris and other items typically taken to the dump. I propose to continue that service but add 3 more times during the year when dumpsters will be available for residents to deliver items for disposal themselves (as they would to a dump if one were available). The current plan is: a) Dumpsters will be available on a Saturday and Sunday and manned by PW staff to guard against contractor disposal, other jurisdiction disposal, and hazardous waste disposal. b) Because of the controls required, there will be one location in the city. This location has been identified as the area across Signal View Drive from the park, where event parking is usually located. Catherine's staff already had plans to build a wood fence to enclose the area, and this will allow at least some night-time security. We can re-assess the public works yard as a location in the future after salt shed construction is completed, and the area can be better secured. c) Four dumpsters (at the same location) will be available to residents from 8:00 a.m. to 5:00 p.m. on Saturday and Sunday. d) Only one weekend will be scheduled for now, September 23/24, 2006. Based on "lessons learned," I will adjust the curb-side cleanup in 2007 to fit better with 3 additional dumpster cleanup events.
Estimated per-weekend cost at about $2,000 to cover bins and OT, which will be funded from approved FY07 funds. Page Four Governing Body Meeting August 15,2006
Hazardous Waste Disposal: The Director has made arrangements with Waste Management to have a Manassas Park hazardous waste drop day at the Manassas Transfer Station (operated by Waste Management) on September 30, 2006 from 8:00 a.m. to noon. Costs will come from approved FY07 funds (anywhere from $5,000 to $10,000). As you know, our residents currently have no access to a dump site, so this is extremely important for the care of the environment. The Manassas Transfer Station (Quarry Road in Manassas) is the only location acceptable to Waste Management because of security and containment concerns. The Director tried to extend the time but we are limited by requirements of the City of Manassas. Advertisement includes flyers distributed at the "National Night Out" and the Latino Festival, the city's TV show (Brandon's production), at least one press release, and the web site. The Director would like to request an announcement in the Governing Body meetings, beginning tonight, August 15, 2006. We will learn a lot from this first scheduled drop. Based on the level of success and "lessons learned", I plan on scheduling these drops at least 3 times a year, maybe 4. Next year the Director will better coordinate hazardous waste drops with the dumpster events (discussed above).
Utility Billings: the Director is working on a change over from the current utility billing format to a regular envelope format. This will provide us with the ability to mail additional information ("stuffers") to residents on a monthly basis. For instance, PW did a special mailing for the mosquito spraying, which was very important but costly. That notice could have gone out as a stuffer in the envelope with the utility bill. As another example, if we had this ability right now, I would send out the flyer on the hazardous waste drop as well. I do not have costs right now but the changeover will be funded from approved FY07 Enteiprise funds. I hope to have this in effect by the October billing. I caution that there will need to be some controls for stuffers, i.e. limit to only one stuffer per month to keep postage down (exceptions of course), use the front and back of the stuffer if there are several departments requesting that information be sent. Councilmember Larson asked if there was a possibility of having automatic bill pay for residents. This is where it is automatically deducted from their checking account each month. The Director stated she will look into this issue to see if it is a possibility.
9. New Business:
9a. Schedule Town Hall Meetings: Five Year Plan The Governing Body scheduled two meetings: Scheduled for T~~esday,September 26 at 7pm, and Saturday, September 30 at 9am at City Hall from 9am - 1 lam.
The City Manager stated that last year the five year plan was started in regards to budgeting and projecting where our revenues and expenditures are for the city as a whole. All department directors in September 2005 submitted their five year projections. It will be modified based on what has been approved with the fiscal year 2007 budget. Staff has already had preliminary discussions about the next five year plan and updates the FY08 projection.
Councilmember Kassinger stated they had discussed looking at this strategically. We know the tactically needs and immediate needs we have now and in the next five years. The City does not have an identity or a vision. WE are doing operations on a business level what we need today and next year. Where are we going with this? This is the dialogue we need to have with our citizens. What do they want to see and what are we doing today to support that vision. Where are the gaps?
The Mayor stated there are two pieces to this from the individual departments head as they look out five years what are the big wickets not routine operational expenses because they a re what they are. What are the big things the departments sees coming anywhere from five to seven years. How does that roll into what we see as the bigger five year plan for the city? As we start planning resources and we know what is going on in the economy, etc. It will help the city understand the longer term planning process and will get us a leg up on where we will stand with planning, programming and budgeting. We will have citizen feedback earlier in the process than we have ever had before. Normally the budget is developed and folks will come and listen but they have only one opportunity to speak at a public hearing. This will move citizen input to the front of the process. The process will be an overview by the City Manager a summary discussion with each department heads on the major things they see in their department and where the focus comes. The City Manager will set the groundwork by saying this is the big picture identity for each department. The Finance Director will then give the cost associated with these projects. We will then look at citizen feedback. The Mayor stated if you have to have a slogan the one he likes is "Come Home to the Park". Councilmember Kassinger stated the more feedback we have from citizens upfront, the better we serve them in the end. This is a time for everyone to dream and come together on a vision. Page Five Governing Body Meeting August 15,2006
Organizations Requesting Donations:
The City Manager, Deputy City Manager, and Finance will meet with these organizations and find out their request for FYO8 and consolidate the list and provide to Governing Body along with the back ground material. The organizations will provide the backup material to Governing Body for their review.
9b Schedule Work session: Overcrowding: September:
The City has an Overcrowding Task Force to start to deal with these issues. This meeting will be with key members of staff and those who have been a part of Neighborhood Task Force and Overcrowding Task Force. City must start to set priorities. Meeting scheduled for September 12 immediately after regular meeting.
Revisit Item 7c (3): Resolution 06-1000-1012: Sole Source Procurement SPN: E911 PALLAS System: Verizon: New Police Department:
MOTION: Councilmember Privett moved to revisit Item 7c (3). SECOND: Councilmember Kassinger VOTE: Unanimously passed
MOTION: Councilmember Privett moved to approve Item 7c (3) Resolution: Sole Source Procurement SPN: E911 PALLAS System: Verizon: New Police Department as recommended by City Attorney. He added one word practically in second paragraph and move list of reasons from the Resolution and list separately. SECOND: Councilmember Kassinger The City Attorney stated he wanted to verify with Jeff Crook that there is one source practically available in this area. Mr. Crook confirmed that it was. The City Attorney stated the summary of reasons listed at bottom should be separate and not part of Resolution. VOTE ROLL CALL: Yes: Privett, ICassinger, Bunner, Larson, Jones
Northern Virginia Regional Commission: Councilmember Larson
He attended the last NVRC meeting. This is a group of municipal representatives. One of the things everyone was able to agree on is the fact that Richmond is giving Northern Virginia the shaft. They were talking about what NVRC could do to try and change that. Northern Virginia provides about 46% of all of the state revenue and for every dollar that goes there we get pennies back. We are financing the entire state. They are not supporting our transpoi-tation problem. They are strangling the geese that lay the golden egg. Councilmember Larson wanted to know where our'delegates in all of this are. If the northern Virginia delegation was able to agree on anything they could control Richmond. We need to let our delegates know that they need to protect our interest and make sure we are getting the money from the state we need because the state is cutting funding right and left to the municipalities especially the northern Virginia municipalities. Any place that is growing is getting seriously punished. Look at the car tax where we were getting 70% reduction but because of the formula they have chosen to do that from most of the places in northern Virginia is getting 40%. Smaller places are getting more like 70%. All of the different areas are able to qualify for $40,000 toward solving rural transportation problems. Essentially in order to qualify you have to have 25% rural in your area. Northern Virginia does not qualify for that so we don't get the money. Richmond does not quality for that either or Hampton Road but they end up getting the money. That is how unfair the whole situation is. Especially with elections coming up for delegates let them know how you feel about this and get them to band together to protect Northern Virginia interest. The Mayor asked Councilmember Larson to keep the Governing Body informed of this situation. The Governing Body might wish to sponsor a public forum here non-partisan in nature that would allow those individuals seeking office of delegate for 5othto give their viewpoint on some of these critical issues.
10. Convene in Closed Session (as per 2.2-3711(a) of the Virginia Code): 8:20 pm:
MOTION: Councilmember Kassinger moved that the Governing Body go into Closed Meeting to consult with the City Attorney regarding a specific legal matter requiring the provision of legal advice by the City Attorney; pursuant to Paragraph 7, of Subsection 2.2-371 1(A) of the Code of Virginia. SECOND: Councilmember Larson VOTE ROLL CALL: Yes: Kassinger, Larson, Bunner, Privett, Jones Page Six Governing Body Meeting August 15,2006
11. Reconvene in Open Session: 10:40pm:
MOTION: Councilmember Kassinger SECOND: Councilmember Privett VOTE: Unanimously passed
12. Certification of Closed Meeting and addition of items to Agenda due to closed meeting (If Necessary):
MOTION: Councilmember Kassinger moved the following Resolution: WHEREAS, the Governing Body of the City of Manassas Park has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712(d) of the Code of Virginia requires a certification by this public body that such closed meeting was conducted in conformity with Virginia law. NOW THEREFORE BE IT RESOLVED that the Governing Body of the City of Manassas Park hereby certify that, to the best of each member's knowledge, (i) only public business matters lawhlly exempted from open meeting requirements under this chapter and (ii) only such public business matters as were identified in the motion by which the closed session was convened were heard, discussed or considered in the meeting by the public body. SECOND: Councilmember Larson VOTE ROLL CALL: Yes: Kassinger, Larson, Bunner, Privett, Jones
Birmingham Green:
MOTION: Councilmember Bunner moved to authorize the Mayor to sign agreement with Birmingham Green that sets forth amount they are to pay towards the water meter vault on Euclid; this will require ratification by the Governing Body at the first meeting after the Mayor signs agreement. SECOND Councilmember Kassinger VOTE ROLL CALL: Bunner, Kassinger, Larson, Privett, Jones
13. Adjournment at 8:55 PM:
With consensus of Governing Body, the Mayor adjourned the meeting.
Approved November 2 1,2006
Francis C. Jones, Jr., Mayor
Lana A. Conner, City Clerlc OFFICIAL MINUTES OF THE BOARD OF DIRECTORS MEETING OF THE MANASSAS PARK GOVERNING BODY HELD TUESDAY SEPTEMBER 5,2006 AT 7:25 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Buimer* Fran Kassinger Adam Larson
Absent: Cynthia Gardner
Staff Present: Lana A. Conner, City Clerk Mercury Payton, City Manager Dean Crowhurst, City Attorney Laura Fitzpatrick, Deputy City Manager
*Councilmember Bunner arrived at 7:45 pm.
2. Consent Agenda:
The Mayor stated that there will be no Consent Agenda or Action Item on the Board of Directors agenda unless it is an emergency item. All Consent Agenda items will be removed from this agenda and placed on September 12 agenda. In the future, all business items will be placed on 3'" Tuesday business meeting. Each department head gave a brief explanation of each item. Back up information was attached to each item. The City Attorney stated the agreement between the City and Birmingham Green will be placed on next week's agenda but does not believe at this time that it will be ready for approval unless Governing Body approves subject to City Attoiney review. At this time, Birmingham Green's attonley is reviewing. He will send the Governing Body copy of agreement.
2a. Resignation of Adam Larson:
Councilinember Larson stated he gave the Governing Body his letter of resignation. For various reasons, lately he has been living in two houses; one in Manassas Park and one in Prince William County. They have been living in Manassas Park but are in the process of moving. Because of the fact they did not want to disrupt the kids too much in the future they decided to enroll them in Prince William County schools. As such he does not feel it is proper for him to continue serving. The last months have been quite an experience with the campaign and working here. He did have mixed feelings about leaving here. He feels like it is the best thing for him to do for him and his family. He thinks you have a bright future here in the city and he is not going to be very far away.
With proper actions coming out of Governing Body with Park Center coming and developinent bringing in tax revenue as well as recreational activities, one of the things he looked at was the possibility of renting out the new house and staying here for awhile. He stated he thought it was kind of interesting but the house in Manassas Park actually makes for a much better attractive rental property because there are so many good things here. It is a great neighborhood and you have VRE.
It got to the point they had to make a final decision. He will stay tonight if they want him to stay around. He thanked everyone for all their support and wished than all the best.
Mayor Jones stated all he can say is they do not want to see him leave. You have had some good ideas you brought a different perspective to things and we certainly will miss you. The Mayor asked the City Attorney if we had a quorum because technically we are down to five. The City Attorney stated the city code defines a quorum as majority of members in the office. He must review the state code. The Mayor wanted folks to understand is Adam has been forthright with Governing Body about this from the time the interest in the property came on. In Councilmember Larson's words this was a dream property his family had looked at for some period of time not something that occurred as a flash but the opportunity to get his hands on a piece of property he wanted. It was a matter of timing good or bad whichever way you wanted to look at it. We appreciate everything you have done for the time you have been with us. The Mayor infonned Councilinember Larson that he can stay for the meeting or leave whichever he chooses. Mr. Larson left the meeting at this time. Page Two Board of Directors September 5, 2006
The Mayor stated we are now down to five members as far as he is concerned and it is not contestable.
MOTION: Councilmember Kassinger moved to accept resignation of Adam Larson effective immediately. SECOND: Councilmember Polk VOTE: Kassinger, Polk, Jones
Affirmation: With this resignation, City must re-advertise for two vacancies but the date for submission of resumes will remain September 21'' and the terms will remain the same. Interviews will start immediately afterwards. The City Attorney will petition the court for two vacancies tomoi~ow. There will be one set of interviews. One will be for a two year term and that one will come up for election again with regular four year term after that and the other one will be for half of a full term with special election for another two year term. After further review of State law, the City Attorney stated according to State law a quorum is four members. The Governing Body will hold this item until Councilmember Bunner amved at the meeting.
5. Consent Agenda:
a. PD: DTS Electrical Construction Change Order $28,288 Underground conduit for Verizon and Comcast per drawings for relocated underground utilities as provided by Comcast and Verizon. Councilmember Polk wanted to make sure that these two compailies were installing tracer lines when utilities were installed. These are copper lines that show up when they move across the lines that have been marked. Will Armstrong, Building Official, stated that tracer lines are now required on all utilities. b. PD: Resolution: Sole Source Procurement: Action Target Inc: $158,000: For firing range equipment and associated appurtenances being constructed for it. c. PD: RM Contracting Change Order Request: $16,400.00 Chief Evans stated that Item C: RM Contracting Change Order Request for $16,400 was a request for additional hnding (total of $27,242.50) regarding rock at storm sewer from structure 18 to just past structure 16. SPN determined RM was responsible for rock per their bid and reduced the cost to $16,400. d. PD: T&B Enterprises Inc. Change Order: $28,336 Upgrade vinyl coinpositioi~tile flooring because of less and maintenance high durability. Business license must be obtained before contract is awarded. e. PD: Paragon Casework Change Order: $12,145 Additional architectural casework requirements for the project. f. PD: AAON, Inc Purchase Order: $5 1,350 HVAC system equipment for new building. Camer was not able to meet the specifications. That is why there are two vendors. g. PW: Expenditure for Purchase of Fire Hydrants: $12,133.34 Purchase eight new fire hydrants h. PW: Contract: Data Prose: Outsource Utility Billing: $22,300 Annually Change billing format in October billing to a letter size utility statement mailed in standard #10 envelopes. Other City information can be placed in the envelope when needed by city. The Governing Body is in consensus to change the billing format with October billing.
Councilmember Polk stated they will be riding on Arlington contract and he wanted to make sure this company has satisfied all the requirements of handling sensitivity. Ms. Gammell stated that they meet all the requirements as far as handling and confidentiality of information on the bills. The IT department will be involved during this entire process. The Mayor stated if the City is going to this new form the public needs to be notified because they are use to another type of envelope. Councilinember Icassinger wanted to see if we could have a permanent bulletin board to place pertinent city information on so the citizens can read it when coming into the City. i. PW: Birmingham Green Pipeline Project: Reimbursement to Prince William County Service Authority: $263,093 34. This represents everything the city agreed to. The City Attorney is waiting to hear from Birmingham Green's attorney. They have agreed in concept to split the cost of water meter vault. However, Chuck Weber of Prince William County Service Authority has been out on vacation. The Birmingham Green Attorney wants to verify information in the agreement. Page Three Board of Directors September 5, 2006
The Public Works Director has been talking with Chuck Weber and we aren't locked in to putting in that vault down at Conner. We can put that vault at Blooms Quarry Lane and let them pipe down to where they want to place it. The Birmingham Green Cost Sharing contract will be placed on September 12 agenda for approval pending final approval by City Attorney.
j. Planning: Ordinance: Amendments to Zoning Ordinance: Section 3 1-19, B-2 General Business District Section 3 1-27, Off-street parking requirements Section 3 1-33, Landscaping and Buffering Section 3 1-34, Conditional Uses, (Conditional Use Permit) Guides and Standards Section 3 1-52 - 3 1-55 Zoning Changes & Amendments
Vanessa Watson addressed the amendments to the ordinances. These are the ordinances discussed by Planning Commission and Governing Body at their August 28 meeting.
Child Care Facilities: Conditional Use Permit: allowed in R-1 and R-2 but Conditional Use Permit must be obtained for all other districts. The Mayor stated it was health and safety issue and for something like this he does not believe in giving blanket approval. It allows the city the opportunity to revisit conditions. Definition for a manned car wash: staff cleaning facility for motor vehicles where employees of the facility perform the cleaning. The Mayor would like to add: all aspects of the business are conducted under the cover or structure that would be built to support the enterprise. If you look at Route 28 business a fair amount of that is done outside the cover of the building. Councilmember Polk stated at end of Mayor's sentence that the words "or screened from view be added". The Mayor stated he was okay with that but his concern is that or screened has a liberal connotation if you say it has to be inside the structure it has to be inside the building. He does not want somebody putting up a sheet metal wall. Councilmember Bunner arrived at this time (7:45 pm).
Resignation of Adam Larson:
The City Attorney stated according to State law a quorum is four members. The Governing Body will hold the resignation of Adam Larson until Councilmember Bunner amved at the meeting.
Resignation of Adam Larson: Previous motion was invalid because of lack of Quorum.
MOTION: Councilmember ICassinger moved to accept resignation of Adam Larson effective immediate]y. SECOND: Councilmember Polk VOTE: ICassinger, Polk, Bunner, Jones
It was consensus of Governing Body that the same time line be used; September 21Stwith appointment being made first part of October and the City Attorney file a writ of special election with circuit court for two vacancies instead of one.
3. Building Height in Mixed Use District and Overlay District: Planning Department: Will Armstrong and Vanessa Watson:
Overlay District: The overlay district provides a popular and flexible vehicle to applying quality growth principles in local governments that use zoning. The overlay district is popular because it allows a higher level of protection or quality within a specific, defined district. It also allows flexibility in the application for standards that are spatially limited. It provides more discretion than outright rezoning in situations that are politically sensitive. Some of the more common uses for such zones coincide with environmental protection and other quality growth goals. Floodplain zones and watershed protection zones are good examples. Other uses are to maintain the integnty of historic areas, to preserve view, to restrict public uses, and to limit building heights in certain parts of a city. Types of districts includes: natural resources, historic preservation, design review, safety and social.
The City's overlay district would include Manassas Drive from Mathis Avenue to Andrew Drive, and all of Euclid Avenue. The Mayor would like to include one-way Scott Drive to Old Centreville Road. Vice Mayor Polk would like to see both sides of Scott Drive included. The Mayor would like to iilclude Owens Drive & Venture Court in Conner Center. Page Four Board of Directors September 5,2006
The City Attorney stated the reason we are adopting the Overlay is that we have a Comprehensive Plan which adopted these guidelines for streetscapes. If anybody redevelops properties then they are going to be obligated to do that otherwise they are not in confonnance with Comprehensive Plan and you would have every light to deny the rezoning. They are going to be swept in if you adopt the Comprehensive Plan to expand everything from Scott eastward and for Comprehensive Plan that would be a very good idea because if anyone every asked to go in and develop as commercial enterprise or whatever they are going to do you could designate those requiring them to make those improvements. The overlay district is designed for the existing uses that might want to expand come in with a site plan or something to expand an industrial use or some other use that is not really in conformance with Comprehensive Plan. For instance, along Euclid we designated Euclid as C-2 Commercial with the idea that something like that would be the gateway to the city if Euclid is every continued into the County. That will not be captured unless the people come in for rezoning. That is where the overlay is really helpful. The same along Manassas Drive: you have property that is already zoned for B-2 and some industrial essentially as it stands right they can come in with a bi-right development and thumb their noses at the city as far as what the Comprehensive Plan says.
City Attorney recommends the Overlay District because that would cover those areas the city wants to have part of the town center and the draw into the town center to encourage them if they are going to keep their bi-right industrial use or whatever use it is to get them to do that. We have a commitment from folks along Manassas Drive and those coming in for bi-right are generally doing what the city wants them to do. We don't have the right to force them unless we have an Overlay District.
City Attorney stated you can put the overlay district on western side if city is concerned about the residences starting to super size their homes. That is a good reason to do it. There is serious money involved in streetscaping.
The City Attorney would like the overlay district right on top of Park Center and cominercial area along Manassas Drive, and Euclid Drive. We are talking about land that fronts Digital, fronts Railroad Drive, Venture Court and Owens Drive.
The City Attomey stated you can amend Comprehensive Plan to show the Scott Drive Mathis Avenue area for future development areas as long term goal. Have the overlay district cover that area. The City has architectural guidelines for Park Center.
Councilmember Kassinger asked about the land next to police department known as 7-1 1 in Kent Village and including this land in overlay district. The City Attorney stated it is already under development and it is kind of late to be doing anything with that. The 7-1 1 store will probably come up for sale when the new facility is opened. The Mayor stated the city should look at what can go into that tract of land.
The Mayor stated he is interested the streetscape image, tree image, lighting image, visual blocking image. He does not want dumpster but visual blocking image. He wants the city to have control over fences visual from the street, the height and composition. There is an accepted range on what the store fronts have to look like. For example, he is not interested in Butler building faqade. The Mayor wants a consistent image. Councilmeinber Kassinger stated we want Park Center to be unique. The city wants supporting commercial development for Park Center. It cannot be a distracter for the project but a feeder to Park Center. You want to have architecturally compatible environment.
Councilmember Bunner stated in Rhode Island, they have a program where you have four or five models of homes that the buyer could build and if that buyer chooses one of those design criteria, the city gives them an incentive or credit. The blue print could be free of charge. Councilmember Kassinger stated that Santa Fe had very specific architectural guidelines. The Mayor stated this is a program that the City could look at because it does put some control over what can be done with some of the concerns the city has with places turning into quasi-apartments.
Will Armstrong, Director of Building, Planning and Zoning, asked the Governing Body to give him a list of six or eight houses in the City they like as far as size and structure that would reflect modernization that would reflect an increase in size of the structure but within a fairly consistent image.
The Mayor asked the City Planner to take a look at these ideas and bring something back to Governing Body once she has a chance to examine this.
The Mayor stated that all of the items listed above will be carried over until September 12 meeting. Unless it is an emergency, there will be no action items on Board of Directors. Page Five Board of Directors September 5,2006
4. Public Works: Funding for New MechaniclFleet Maintenance: Kathy Garnrnell, Director of Public Works and Troy Payne, Chief Mechanic:
Copy of Manassas Park Fleet Maintenance Concept of Operation was given to Governing Body for review.
Vehicle Maintenance ("Garage") for the City of Manassas Park operates out of the city. Historically, management and operation of the garage has been seriously deficient in meeting demands of the city's growing fleet. In the past there has been questionable maintenance practices and lack of confidence in the abilities of the city's garage to properly maintain school buses. As a result, the school system withdrew school bus maintenance from the garage in 2004. The withdrawal of school buses reduced the total number of vehicles for which the three city mechanics were responsible from 96 to 68 vehicles. The Garage's current 2 man team (comprised of a mechanic and a lead mechanic) is responsible for a fleet which has grown to 82 vehicles. The team also routinely provides maintenance for the city's heavy equipment and small machinery (Bob Cat, tractors, backhoe, Gators, water and trash pumps, generators, chain saws, pressure washer, radar trailers, salt spreaders, plows, snow blowers and leaf vacs). The lead mechanic, hired in February 2005, has proactively begun to take steps to improve the efficiency of service delivery and improve customer satisfaction.
The City of Manassas Park Vehicle Maintenance ("Garage") operates out of a single facility, located at 329 Manassas Drive. Currently numbers 97, including 82 vehicles and 15 equivalent vehicles (heavy machinery and generators). The "Garage" is staffed with two mechanics, which includes the chief (lead) mechanic. Current staffing equates to an average of 48 vehicles per mechanic. Nationally, the transportation industry and most school districts recommend a ratio of 20 to 30 vehicles per mechanic, depending on the age and condition of the fleet. Locally, Fairfax County and Prince William County have 20.1 and 22.8 vehicles (respectively) assigned to each mechanic. If the equivalent vehicles assigned to the Manassas Park mechanics were discounted, the ratio would still be nearly double that of their local counterparts, i.e. 41 vehicles assigned to each mechanic. I11 fact, however, the maintenance of the heavy equipment and generators is a significant part of the mechanics' responsibilities and cannot be eliminated without incurring significant outsourcing costs.
Jurisdiction Vehicles to Mechanic Ratio Manassas Park 4811 Manassas Park (vehicles only) 4111 Fairfax County 2011 Prince Willia~nCounty 2311
'Two mechanics work extensive overtime when required to put police, fire or public works vehicles back in service, and also during winter snow events in support snow removal equipment. If either of the two mechanics is sick or takes a day of vacation, it is impossible for the single mechanic to keep up with the workload. Limited staffing affects the ability of the Lead Mechanic to concentrate on administrative functions including implementation of fleet management software, and the Gas Boy fueling system. The Public Works Administrative Assistant can be of limited service from the Municipal Building, which may improve when the Public Works Department moves to the Police Building Funding: Cost of operations in FY2006: Labor (including benefits) - $157,688 Parts, Supplies, Outsourcing - $166,620
Budgeted Operations in FY2007 (not including additional mechanic) Labor (including benefits) - $192,865 Parts, Supplies, Outsourcing - $173,842
Working Environment: Core hours are 7:00 AM to 3:30 PM, 5 days per week. The building is structurally sound but the roof is failing. Ceilings are metal with little or no insulation and the environment is very hot in the summer months. This will improve when the Police Department vacates the existing Police Building and Public Works is able to transfer maintenance operations to the bays in the Police Building.
Presently, the garage has 3 available bays. Equipment: The current city garage is sufficiently equipped to perform the following maintenance: Preventative Maintenance, tire changes on light cars and trucks, fabrication work for plows and spreaders, vehicle upfitting, rear differential overhauls, bake inspections, Gas and Diesel engine diagnosis, air conditioning diagnosis (not repair, steering and suspension repair, minor and major engine repair (not rebuilds) Page Six Governing Body Board of Directors September 5,2006
The city provides $300 per year for mechanics hand tools. The city's mechanics hand tools, which have mostly been paid for by the individual mechanics, would cost over $25,000 to replace if a mechanic left employment with the city and the city had to replace.
Services Provided: Activities in the garage include maintenance of vehicles for all city departments. Major users of fleet maintenance services include Police, Fire, Public Works and Parks & Recreation.
Services Currently Provided In House Vehicle Acquisition Assistance, Vehicle Upfitting (coordinating or performing installation of radios, decals, fire extinguishers, first aid kits, push bumpers, plows, spreaders, lights, etc.), New Vehicle Construction (installing truck bodies and equipment), Maintenance Services: Preventive maintenance, DOT brake inspections, Mechanical Repairs: Welding, fabrication, differential repairs Fuel Management Services Vehicle retirement and disposal Emergency vehicle maintenance
Services Currently Outsourced Maintenance Services: emissions inspections, aerial manlift inspections, state inspections Mechanical Repairs: engine rebuilds, transmission rebuilds, front-end alignment, air conditioning, body & paint, glass Component rebuild: alternatorslstarters, hydraulic cylinders, radiator repairlrebuild.
Shortfalls: While the garage has become more efficient over the last year, key shortfalls still include: vehicle downtime inability to accurately track parts on hand inability to track costs and services for each city vehicle.
Improvements: The garage has improved considerably since the existing Lead Mechanic was hired in February 2005. Positive changes have included: Organization of parts on hand Organization of general garage operations Reduced downtime for minor repairs Development of vehicle replacement policy (see attachment A). Plans for future cost and performance efficiency.
Outsourcing: Potential Advantages of Outsourcing Vehicle Maintenance Reduced costs associated with building maintenance, utilities, custodial and grounds- keeping Reduced cost associated with vehicle maintenance equipment and tools that require replacement on a periodic basis. Options for different use of facility or property. Revenue from sale of property. Revenue from sale of excess equipment. Reduction in environmental exposure from garage and fueling operations.
Potential Disadvantages of Outsourcing Vehicle Maintenance Reduced service levels and increased vehicle downtime. In an outside service garage, city vehicle maintenance would be competing with other vehicle work on a limited 6-day, 10-hour schedule. The city does not have a large enough fleet to absorb the absence of vehicles which are taken off the road. There is average of 8 city vehicles requiring service at the same time, with as few as 3 and as many as 20. On the day of this writing, there are 5 police cars, 1 city hall car, 1 fire truck (Quint), and 2 Public Works trucks in for some level of service. Increased transportation costs and department personnel downtime for moving vehicles to and from work site and vendors. Page Seven Board of Directors September 5,2006
Delivery and pickup of vehicles would periodically reduce police, fire and public works staffing. Relocating or reducing mechanic support that is required for vehicle support in other areas (preparation for seasonal operations). Increased need to monitor subcontract repairs. Lack of control over qualifications of mechanics.
Local Experiences: "One of the more notable outsourcing fiascos of the early '90s occurred in Fairfax County, VA, where a contract for the maintenance and repair .... was terminated only months after being implemented.' (Automotive Fleet, "6 Ways Fleets Can Succeed in a Managed Competition," November 2001. The article warns against making decisions to outsource fleet maintenance services based on the expectation that maintenance can be performed more quickly and cheaply, and recommends that the in-house fleet management organization be permitted to become competitive with outsourcing rather than moving critical services.
Objectives of Future Fleet Maintenance Operations: Mission Statement: The Department of Public Works Fleet Maintenance Group strives to be recognized as a provider of efficient, cost effective, customer driven municipal fleet management services. Our mission is to provide safe, efficient, cost effective vehicle and equipment services in support of the City of Manassas Park's operating departments.
Goals and Objectives Improve Customer Service Provide city departments with dedicated repair, maintenance and set-up services, where city vehicles and equipment are always first priority and many repairs are performed while the driver waits with minimal delay. Resolve most emergency vehicle repairs in-house within 24 hours. Provide one-hour turn-around for minor repairs. Implement policy for periodic customer surveys to ensure department needs are being met. Assume Vehicle Administration: Assume primary role for the acquisition of city vehicles. The significant number of vehicles in the city requires uniformity of vehicle makes as much as possible within each department. This will allow the city to minimize stocked supplies, tools, and mechanic certifications. Uniformity will vary depending on the category of equipment i.e. pickup trucks/cars, fire fighting vehicles, street sweeper, flush truck, backhoe, etc. Control of vehicle purchases could save up to 20% in vehicle maintenance costs. Assume the primary role for retirement and disposal of vehicles for the city departments. Implement fleet management software to track maintenance and parts.
Improve Overall Operations Capabilities Ensure that preventive maintenance services are performed on all equipment per manufacturers' specifications or selective city needs. Develop and maintain a highly productive mechanic's team by meeting appropriate training and equipment needs for completion of established performance goals. Identify vehicle maintenance issues that cause the greatest amount of down time and implement training, maintenance operations and/or out-sourcing that best address the needs of the city's departments. Develop contracting and working relationships with outside vehicle maintenance shops to perform maintenance and services that are not practical for in-house work. Develop a rigorous preventive maintenance program tied to tough performance standards. Stock parts for minor maintenance
Recommendations Blended Outsourcing and In-House Maintenance Staff recommends a blend of outsourced and in-house vehicle service. This should include competitive bidding to local vehicle maintenance garages for some outsourced maintenance services. Governing Body received table indicating staffs recommendation for in-house and outsourced services. (Note: Service times are averaged and may differ based on parts availability and priority of workload).
Staffing Hire a Third Specialized Mechanic: $85,000 (maximum with salary and benefits) Page Eight Board of Directors September 5,2006
A third mechanic is required to meet many of the Fleet Maintenance objectives. An additional mechanic will provide additional time and skill required to provide many of the services outlined in the table above.
Recommended qualifications include at least 10 years of experience, knowledge of all vehicle sub- systems, a minimum of 2 years formal vehicle maintenance training or factory training, and certifications. Fabrication experience, including welding should also be required. A CDL, or ability to obtain a CDL within 6 months, will be required.
Equipment: Add the following equipment to meet goals and objectives:
Air conditioning recycling machine - $4,000 Diagnostic equipment - $10,000 Brake lathe - $8,000 Fleet Maintenance Software - $20,000
Fleet Management software is required to establish asset control and compliance with goals, objectives, and best practices. The system will provide detailed service records, accurate cost analysis, tracking of individual vehicle service (parts, labor, outsourcing).
Tracking of maintenance schedules and issues will provide basis for better decisions on new purchases and retirements. Cost, inventory and maintenance records will assist in the evaluation of fleet maintenance policies. As the software is implemented, information will be available to allow for mid coarse corrections in outsourcing or in-house maintenance if needed.
Training
The Lead Mechanic has certifications in everything but transmissions. The staff mechanic has most certifications but needs to renew in some areas when training budget is available.
ASE (Automotive Service Excellence) certifications, including transmission repair. State Inspection license(s) Emergency Vehicle Repair
ASE-certified mechanics have the ability to provide more accurate diagnosis. This reduces vehicle downtime because components will be repaired right the first time. Training also reduces the need to replace parts unnecessarily.
Summary: Outsourcing total fleet maintenance has advantages and disadvantages. Staff believes that the disadvantages of outsourcing far outweigh the advantages. Where budget may be saved, customer service provided to residents by some city departments will be sacrificed.
Staff recommends a balance of outsourcing and in-house maintenance as discussed above. With the tools requested, these recommendations can be adequately evaluated and adjusted as needed. It is to the city's advantage to give in-house fleet maintenance services a chance to complete.
Chief Evans stated even with the new vehicles; it still takes a lot of time to keep them operating. The Mayor stated he read an article regarding road miles for each police cruiser the engine run time is 150% of the time associated with what would otherwise be time on the road because the motors are never turned off. They will stop but not turn off the motors. That drives oil changes, belts, hoses, etc. Mr. Payne stated the other thing you must keep in mind is the small footprint and that increases the idle time of the vehicle which is also detrimental to the life of the vehicle. We are not doing any highway driving on our vehicles. Idling all day increases oil changes, it may be under warranty but wear items such as brakes are not covered. The average brake pads last approximately 30,000/40,000 miles and on these vehicles it is probably 12,000 miles. Mr. Payne stated with the big equipment, if city has the equipment they will try to do the repairs in- house. If Mr. Payne does not think they can safely handle the repairs, they will send it out. Ninety percent of work on backhoes, he handles in-house. Sometimes they have to call in person with specialized tools to make the repair or send them out. Page Nine Board of Directors September 5,2006
Mr. Payne stated their average work day is from eight to nine hours. The Mayor asked what his backlog of work was any given day. Mr. Payne stated right now probably two weeks but in the winter with inclement weather it could be up to two months. Mr. Payne stated there are a lot of things he thinks are still lacking but he does not have the time to do a lot of the administrative type things because he spends the majority of his day turning wrenches. The Mayor asked what would happen if city out sources part of it such as brakes, oil changes, etc. City set up a contract so he does not get tied up with those in the garage. Mr. Payne stated he does not like that idea. Ms. Garnmell stated that is one thing that they point out as positive is they can get the car back on the road and not wait for the contractor to complete the job. The Mayor stated there is no reason under a performance based contract that we couldn't set up an agreement with somebody in Conner Center that says as long as we give them 24-hour notice if we are there at 8am in the morning we are taken care of first. If it is an oil change they turn it around in 45-minutes. The Mayor stated that is type of thing they are doing in federal government right now to get out of GSA motor pool. Mr. Payne asked who would be responsible for dropping off and picking up vehicles. The Mayor stated the officers would wait on it. Ms. Gaminell and Mr. Payne stated they saw no problem with that but would the police department want officers taken off the road for that length of time. The Chief stated we would have to take a look at that. Look at how many vehicles are take home vehicles. Those that take vehicles home are responsible to take care of them. You could look at dropping off the vehicle and leaving it. The Mayor stated he is looking at something here in the city that is under performance based criteria. Mr. Payne stated he does not think we can control that type of work we are getting. The Mayor asked how much the mechanics time is spent doing routine maintenance like oil change or brake job. Repairs that a general mechanic shop ought to be able to deal with. Mr. Payne stated that is probably 50160% of the job. The Mayor stated you could take a chunk of what is general routine maintenance so you could focus on the stuff like electrical issues. The Mayor stated that Chief Evans speaks highly of Mr. Payne's ability to trouble shoot those electrical systems.
The Mayor stated the things that are specialized and really do require that expertise if we could take some of that normal load off your back would that give you enough time to be able to get those other kinds of things done. Mr. Payne stated probably short term but he believes the city's fleet is going to continue to grow along with the department and,Mr. Payne would like to have more control over the vehicles that we have invested money in to make sure they are maintained properly. The City could probably get more money at auction if they are maintained properly. Councilmember Icassinger asked if it would be cheaper to go the vendor route to see if it works rather than hire two more mechanics. Mr. Payne stated the City did not purchase the equipment to do its own inspections because the facility we have now will not fly by the state. The Mayor stated this issue is part of the conversation tonight. The diagnostic equipment now is able to do up to 06 vehicles. We have an air conditioning recovery and charging machine and are able to not oilly do air conditioning repairs but repairs of spot removal of air conditioning components. The city is not releasing that into the atmosphere and getting thousands of dollars in fines. The garage got rid of a lot of the outsourcing but he stated he thinks we have gotten poor service froin in the past. If you leave a vehicle with car dealership you have no control over how long they will have it, parts that need to be ordered and how many times you may have to take it back. One public works vehicle has been at ford dealership for two weeks waiting for a recall. The Mayor stated we have never written a performance based contract for work with any of businesses. It is just drop off on a piece meal basis. He is talking about instituting a performance based contract. He knows a guy in Centreville that is the best in state and will give Mr. Payne his name. The Mayor stated performance based contracts in a circumstance like this is the way to go. Mr. Payne stated a lot of city time would be better spent if we didn't have to do this type of thing. He thinks in the winter time when we don't have additional help for all the snow removal equipment we are still going to be pretty tight. The Mayor stated which is the difficulty when you got 2417 service running and you need hands. He understands that. Snow reinoval equipment is one concern but Mr. Payne's other concern is when he or the other mechanic takes a vacation. That leaves you with one. To serve the Quint you need two people all day long doing filters, oil changes, etc. The problem with outsourcing the Quint to a business that does work on large pieces of equipment is that you have the truck and the chassis and then you must decide which of the two has the problem and then deal with getting the parts. Vice Mayor Polk asked about routine inspections. Mr. Payne stated each time a vehicle comes to the shop they perform a V8 based inspection. They pull the wheels and inspect the brakes, inspect anything that is loose or may be dangerous such as nail in tires, check the lights to make sure they are working. Just an overall safety inspection even though it was brought in for an oil change. They could potentially find something that could cause a catastrophic failure. Vice Mayor Polk stated the burden would go to the officer to get on a routine schedule where it may or may not actually need service going in. The Mayor stated that is the type of call out stuff that by lines in addition to the required service any time you touch a vehicle from City you do belt hoses, tires, brakes, etc. 19835 Page Ten Board of Directors September 5,2006
Councilmember Polk stated you do not want to have it both ways where you have the officer drop it off and then have the mechanic try to figure out why something didn't get done right or whether we really needed brakes. The Mayor stated he agreed with Vice Mayor Polk. Councilmember ~unnerstated he is uncomfortable if they go with the Mayor's suggestion with the officer dropping off the vehicle. He wants that officer on the street patrolling. The Mayor stated he does not disagree but the total drop off and pick up should not be more than forty-five minutes. If they are down for maintenance then that means somebody picks them up and goes back to the station to pick up another vehicle. Presumably we have enough if we did that we got enough vehicles to handle a drop off kind of circumstance but city would loose patrol time to Councilmember Bunner's point. The Mayor stated you could have administrative help drop it off. Ms. Gammell stated you would have to have two people to drop it off. The Chief stated outsourcing for things like oil change or brakes might be okay but if a vehicle has a constant problem and needs troubling shooting, it won't work. The Mayor stated he is talking about routine stuff not anything complicated. He is trying to get to the routine things not things that will take somebody of Troy's skills to be able to get at. Councilmember Kassinger asked if this was budgeted. Ms. Garnmell stated she has five budgets and the $85,000 will be taken out of those budgets. Councilmember Bunner asked about the revenue projection. The City Manager stated they will look at the budget in January. The Mayor stated it was his understanding that the City Manager had taken action to trim spending in anticipation based on the last set of budget numbers. Discussion followed on budget projections for FY07. The Mayor stated he absolutely agrees that there is a function that needs to be done. He hasn't heard the math that said here is the cost of the mechanic here is cost to outsource and here is why we want to go ahead. He understands all of the issues associated with why we want to do it and understand surge and understands whether and those kinds of things. He hasn't seen the number and he would like to understand what the numbers are. Mr. Payne stated the last time Governing Body visited the garage part of what he wanted was a fleet management software to be put in place so there aren't these problems every year of what shall we do with the. garage do we get rid of it do we outsource it. As of right now we haven't gotten it yet but he thinks it would definitely show you that bringing a third person in would reduce a lot of their out sourcing., and down time. The Mayor stated you have had at least a year of antidotal experience with a more modern fleet than we understood that we got a more modem set of vehicles coming. He would like to get a set of projections that says here is what you would in terms of the labor associated with just routine stuff (brake jobs, oil changes, etc) something you don't have to have with super skilled technician to do. He is talking about a mechanic 101 type of stuff. Mr. Payne stated the average mechanic rate is $79189 an hour even for brake jobs and oil changes. The Mayor stated if we struck a deal a performance based contract with somebody here and said for this particular service understanding that on top of oil change you want to do what is on the list it would take not be to hard to get a couple of estimates of what those would be by x value whatever the number you think would be in six month or years time. Mr. Payne stated the third person he is asking for will not be doing just oil changes and brake jobs, but more specialized things such as outfitting vehicles with lights. Mr. Payne will require that he is certified in transmissions so the city will can do-its own minor transmission repairs of which the city is having problems at this time. The Mayor stated those are things that would go away under warranty service as we modernize. Mr. Payne stated it was really up to the dealership. They may say it is abuse and is not covered. Mr. Payne stated he couldn't say that it wasn't. Ms. Gammell stated there is a concern with vehicles being off road for two weeks waiting for repairs. The Mayor stated that is a factor in this especially with the winter and snow evolution and 2417 evolution. You can't have them gone for two weeks. The Mayor stated it may mean if some of these exceptions to normal business mount up that may be the compelling case that says we have to buy the third person understanding that we are buying into labor for some of the other work we wouldn't otherwise do. It may mean we are buying into some surge labor. That may be the compelling reason. Vice Mayor Polk stated by having staff members drop off vehicles, we are creating some centralized labor activities by persons throughout the government. Mr. Payne stated he does not want somebody else working on his vehicles because he wants to make sure 100% that they are safe ready for the road. Councilmember Polk stated that is what he is thinking that he does not want to trade $85,000 in labor for $85,000 of hidden labor that is not disbursed throughout the organization. We will start to play a shell game. Councilmember Kassinger- stated there are two issues whether to outsource or hire another mechanic. Councilmember Bunner stated shortly we will have two additional members coming on board and they should be involved. Does the city have the money for additional mechanic? The Mayor stated that is something he wants to make sure of and not get to some point and realize you do not have sufficient hnds for FY07 budget. The Mayor stated he understands Mr. Payne's concern about keeping everything in house but there may come a time when that may not be the best decision for the city. 19834 Page Eleven Board of Directors September 5, 2006
Mr. Payne stated he needs to know what is the long term goal of the city as far as the garage. Will the city continue to keep service in-house or eventually outsource everything? Councilmember Polk stated he is not sure but believes it is a balance because of what you have pointed out. There are things that make sense to come to garage.
The Mayor stated part two of these is how soon you can move the operations out of that place into the bays with relocation of the jacks and the lifts, etc., so we can get a feel for the kinds of operations that can only be supported once you relocated to a more adequate space. Ms. Gammell stated they have engineering firms looking at the bays to make sure that the lifts, etc can fit into the old police station bays. Mr. Payne stated they will have drive thru bays so his lifts will not be hindering what he is doing with other equipment. He will have a lot more room. Mr. Payne stated he hopes to have an Asset program where a person can work for the city while he is being trained.
The Mayor stated he wanted to know how soon city can get garage out of that facility. He would like to know what the front cost will be what is in the budget and what is not what is the plan for affecting that move. Ms. Ganmell stated there are funds in budget for relocation of public works.
Ms. Gammell will bring back information to Governing Body.
5. W&S: Discussion on Water Options, Enterprise Fund and Water Rates: Kathy Gammell and Karen Spence: Manassas Park Water & Sewer Fund: Copy of report made part of record.
Enterprise Fund - to provide goods/services to the general public on a continuing basis be financed or recovered primarily through user charges, to operate in a similar manner to private business This report iilcludes operational budget but excludes tap fees which are one time revenues. The City is operating at a loss.
Manassas Park Water & Sewer Fund
History Fy 01/02 Operating Loss* (773,193) Fy 02/03 Operating Loss* (741,483) Fy03104 Operating Loss* (918,342) Fy 04/05 Operating Loss* (662,016) Fy 05/06 Estimated Operating Loss (1,010,000) Fy 06/07 Projected Operating Loss with no changes (1,600,000)
*Note - ftom respective CAFR's Manassas Park Water & Sewer Fund What is "lost" water revenue? - Potential/uncaptured revenue from the sale of water - Some lost revenue is normal - around 15%( city is around - Two primary reasons: Physical loss of water - Leaks, hydrant testinglflushing, fire department Billing system problems/ei~ors - Unmetered water, reading errors (dropped zeros), incorrect rates "Lost" revenue quantified: - FY 04-05: Lost revenues of $2,500,000 - FY 05-06: Lost revenues of $ 900.000 This significant improvement accomplished through: - Aggressive campaign to stop leaks, check valves & replace meters.
- Finding and correcting billing problems and errors. Lost revenue is the difference between billed amounts and the amount of water coming in froin purchased water and city wells. City still has to pay for the FY06 cost of lost revenue of $900,000.
Manassas Park Water & Sewer Fund Facts April 18, 1995 - date of last assessment and change to the Schedule of Rates and Charges of water and sewer fund Page Twelve Board of Directors September 5,2006
Customer Base - Average Total Number of Residential Accounts 3,690 Average Total Number of Commercial Accounts 295
Average Monthly Consumption for Residential Accounts 5.6(1000gal) Average Monthly Consumption for Commercial Accounts 17.9K (1 000gal) Average Monthly Bill for Residential Accounts $57.40 Average Monthly Bill for Commercial Accounts $194.1 1
A construction utility truck hooked up to a hydrant is supposed to get a permit from the City for hooking up that includes a fees but sometimes the city does not catch them all. It is a problem the department is constantly monitoring.
A rate comparison with other jurisdiction made part of the packet of meeting. Prince William County and Loudoun County does not have their own treatment plant. They pay wholesale rates from Fairfax Water. Fauquier, Vienna and Falls Church are in the Fairfax Water Service Authority. The City gets wholesale rates from City of Manassas. Expenses increase if the city treats the three existing wells of city purchases Prince William County Service Authority water. Other options: add wells or partner with the PWCSA or Fairfax Water. Partner with Prince William County Service Authority would have the advantage of large customer base for reduced rates.
The Governing Body asked public works to send a formal letter to Prince William County Service Authority askinn them if they are interested in integrating Manassas Park into the Prince William County Service Authority or Fairfax Water. Fairfax Water is interested if Prince William County Service Authority passes.
The W. Rugby Road is not on line at this time. The Director of Public Works stated she has concerns about putting money into this well. Jay Johnson, City Engineer, stated he advised the city not to purchase this well. The Director of Public Works will look into this matter to see what is necessary to place it on line.
Staff will come up with a fee structure to increase fees for outside entities using city water which will increase revenue for city.
6. Adjournment at 9:23PM:
With consensus of Governing Body, the Mayor adjourned the meeting at 9:23 pm.
Approved October 17,2006
Francis C. Jones, Jr., Mayor
Lana A. Comer, City Clerk OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD 01V TUESDAY, SEPTEMBER 26 2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bunner Fran Kassinger Cynde Gardner
Absent: None
Staff Present: Lana A. Conner, City Clerk Mercury T. Payton, City Manager Dean Crowhurst, City Attorney
Opening Remarks from Mayor Jones: This meeting was a Town Hall Meeting to get citizen input on Five Year Plan. Copy of presentation made part of the record. The Governing Body wants public involvement on what the values are that the city has and what the things are that citizens say that are important to make investments in. We are looking at a finite amount of money against a larger set of requirements. The requirements that you are going to hear talked about tonight are not screened they are unconstrained in terms of numbers and dollar values so you understand the ltinds of things the department heads are focusing on as we look at current year and five years out in the future. It talks to the notion of where strategically we want to move the city. You will see as we move forward is the development of a strategic plan that has real meat and real substance and start to talk about defining the future of the city. That Plan has to pick up some of those value propositions that the citizens ay are important to help shape the identity of the city and help Governing Body bound the investments we need to make in the programs the citizens are interested in. This all begins to come together as we get past the start of the calendar years with marrying up some planning documents marrying up programs and marrying the dedication of resources to those things that the citizens say they want to focus on.
Councilmember Kassinger stressed that the Strategic Plan is the way to wrap our arms around the future. She believes that what are going to be said tonight are steps toward that. It makes the meat of Strategic Plan but we need that bigger vision bigger identity to the city. The Mayor stated as you hear the presentations tonight he is going to ask you a question -that Councilmember Kassinger aslted him when she came on Governing Body. "What is your vision for the City"'! Think about it from a strategic perspective of what is your vision for the city what should the city look like how do we want to move the city in any particular direction. That will help as you look at some of the long term investments we are talking about.
Opening Remarks Regarding the City Budget Process: Mercury Payton, City Manager
He is excited about this meeting that discusses the five year goals and plans in a very rough draft format. This is different from what he has seen in local government. It is good to get citizens input and feedback about they would like to see as far as services to the citizens. The reason they went to a five-year process is because in many localities the budget process get cranked up in JanuarylFebruary of the calendar year. He figured it would be better to get that process earlier maybe in SeptemberIOctober to give staff the opportunity to have the appropriate time to get all the information in and look at the forecasting of revenues and get a good look at all of that. Page Two Town Hall Meeting September 26,2006
They looked at a five year projection so they can look at what revenues may look like over the course of the next five years and look at what our needs as far as serving the public in the way of expenditures in each department would look like and how they grow and how the revenues equal expenditures and how we can make that work and looking at the next four or five year fashion it helps us to better plan to see how we can make this a reality when we are looking into sewing the public. This is the thought process and the concept behind doing a five year budget. They started last year and it went really well. Staff did an excellent job in pulling those numbers together in the five-year forecasting. This being the second year, they have revised their numbers and added an extra year to that process. That is how we have come to this point. They are going to be looking at October and November for outside agencies and non-profits to make some of their needs known to the various departments that coincide for example social services have a few agencies they are aware that may have needs they may want to bring forward. That is earlier than we have done in the spring. It is usually a set time or date. They like to come to Governing Body and make a presentation. In December, they will look at revising the budgets and look at getting revenues and expenditures more closely to reality.
Department Presentations:
Finance Department: Gary Fields: City is two months ahead of the budget curve. Initiation of the budget process. Normally done in November. These requests are a step in the budget process not normally seen by the public OR Governing Body. Presented here for informational purposes. These requests will be reviewed, considered and reduced as part of budget process to develop a balanced budget for presentation to the Governing Body in early January. It is a work in process and is no where near finalized. You will see numbers at the end of the presentation that shows we have a lot of work to do.
His presentation deals with ten departments: Administrative & General Government, City ManagerIManagement Services, Information Technology, law Enforcement, Fire, Building, Planning & Zoning, Public Works, Social Services, Parks & Recreation. These departments provide core governmental services, support services to other departments and they provide statutorily required services such as Registrar, Treasurer, Assessor and Commissioner of the Revenue. Most of the cost involved is personnel related salaries and fringe benefits. Some of this budget is made of close 85190% of salaries and fringe benefit. If it is personnel related there is relative insignificant capital cost in these and equipment needs such as computers and office furniture, etc no a lot of capital requirement such as rebuilding streets, replace fire trucks and those types of things. In total these ten departments make up a total cost about equal to a police department a fire department a public works department. They are very important department. City must provide compliance with laws and regulations and all these departments help the city to do that. The Commissioner of the Revenue has one additional staff person requested in 2009 budget. There are no other personnel request included. Most of the departments are focused on customer service. The main goal would be to enhance customer service looking to the internet to provide better customer service.
Deputy City Manager: City ManagerlManagement Services: Existing services currently provided and funded by the budget: Administration of Policies and Procedures for the City, Management of all City wide services, Human Resources, Risk Management, Administration of grants, Public Relations, Translation Services
New personnel in 5-year budget: 2008 Human Resources Manager: handled by Deputy City Manager at this time and many task are decentralized to senior management team Page Three Town Hall Meeting September 26,2006
2009 Public Information Officer: Wou.ld be dedicated position and would enable city to do more of what we are doing now. We have quarterly newsletter (possibly to monthly), limited television programming and this position could add to that. Senior Management Analyst: Assist City Manager with general management and research 201 0 Director, Human Resources Legislative Liaison 201 1 HR Administrative Assistance: Will bring this function up to three people
IVew Projects in 5-year budget: Diversity Training VisionlStrategic Planning Consultant Photographer Contract with Hispanic Newspaper (Outreach) Tuition Assistance Increased for Employees New equipment in 5-year budget: purchase of office furniture for new employees if needed
Information Technology Division: Existing services provided:
All telecommunications costs city wide. Support of all technology-related equipment and applications Management of City's web site (contract) Computer refreshment program. Manages technology contracts for city: Verizon, Spring, V2 Systems, CNC, etc Assists in the planning, purchasing and implementing of IT related equipment and practices city wide Management of the e-Services suite (contract) for online services and bill payment
New personnel requested: New projects for consideration
GIs Supervisor '08 Continuity of Operations Plan GIs Specialist '08 Self-supported GIs program IT Director '09 Improved network infrastructure Web Developer '09 City hosted web site IT Help Desk Specialist '09 Enhanced disaster recovery program IT Help Desk Specialist Computer replacement program
In the future the computers will be replaced in a scheduled organized fashion.
New equipment requested: GIs (geographic data) related equipment, ServiceIEOC Support vehicle, Replacement servers and computers and Enterprise-level Microsoft licensing Page Four Town Hall Meeting September 26, 2006
Chief John Evans:
Police Department - Mission Provide 24 hour law enforcement services, Enhance community policing and public safety programs. Encourage public confidence by maintaining professional, well- trained & equipped staff. Respond to over 25,000 service calls annually. Improve quality of life through sound pro-active policing methods.
Police Department Goals & Obiectives *Plan for increase staffing of police & communications personnel assisting in maintaining the highest level of quality police services. *Develop police reserve officer and explorer programs. (Citizen Volunteers) *Upgrade police vehicle fleet, replacing aging police vehicles and increasing fleet to accommodate additional staff and duties. *Completing construction of 22,000 square foot police public safety building. *Continue youth oriented projects such as (2) two school resource officers, (1) one gang task force investigator, (1) one community resource officer, and (1) Community Resource Lieutenant. *Maintain overtime funding of Special Problem Units. *Maintain Police K-9 Units for pro active enforcement. *Enhance crime prevention & community policing programs, assisting schools, parks & recreation, and other city agencies. *Maintain Virginia Law Enforcement Accreditation training standards and certification. *Seek grant funding to continue selective traffic enforcement increasing patrol visibility and improving highway safety. "Enhance public safety by improving quality of life for our citizens by reducing and/or eliminating gangyouth violence. "Maintain overtime funding of Special Problem Units. *Maintain Police K-9 Units for pro active enforcement. *Enhance crime prevention & community policing programs, assisting schools, parks & recreation, and other city agencies. One Community Resource Officer has an office at parks & recreation. *Maintain Virginia Law Enforcement Accreditation training standards and certification. *Seek grant funding to continue selective traffic enforcement increasing patrol visibility and improving highway safety. Department received $3 1,000 grant from DMV which included $20,000 for additional overtime for selective enforcement, funds for radar units and some alco-sensor for vehicles. *Enhance public safety by improving quality of life for our citizens by reducing and/or eliminating ganglyouth violence.
Administrative
Patrol 5 4 5 5 Lieutenants 5 5 Patrol 4 4 4 4 Sergeants 4 4 19 Patrol Officers 13 15 17 1 21 8 Police Reserve 2 0 2 2 Officers 2 2 3 Investigators 3 3 3 3 3 2 School Resource 2 2 2 Officers 2 2 1 Records Clerk 1 1 1 1 1 Admin Crime 1 0 0 1 Analyst 0 1 EOC 1 1 1 1 Supervisor 1 1 8 Dispatchers 6 7 8 7 7 1 Animal Control 1 1 1 1 1 47 4 5 1 Total 39 45 53 9 Total Sworn 29 32 34 35 36 38 Officers
This is within the officerlcitizen ratio. The ratio between officer and citizen is about 2.4 to 3.1 for cities. We are at about 2.0 per 1,000. The Chief has one of the new vehicles outside if anyone would like to see the newer technology that the police departments use such as mobile terminal, the 800 radios, the car video cameras, the GIs mapping, etc.
Fire & Rescue Department: Chief John O'Neal: Existing: services currently provided and funded by the budget:
Fire suppression, EMS response and other emergency services (25 uniformed personnel, 1 civilian) Fire code inspection services, plan reviews and post fire investigation Public fire prevention education and child passenger safety inspections Coordination of emergency management and disaster response Federal & State required training/certifications, IS0 recommended training, inspection and testing of hoses, hydrants and fire apparatus 2005: 21 13 incidents; 291 1 unit responses. No Responses: 37-EMS, 1-fire 2006: 0813 1 YTD; 1534 incidents, 2264 unit responses. No Responses: 41 -EMS, 10-fire.
New personnel requested: New projects in 5-year budget: 12 Firefighters Career Development Program
New equipment requested: Replacement Pumper (1 988), 2 - Replacement Ambulances (2003) 2 - Replacement Staff Vehicles (2000 & 2001) Page Six Town Hall Meeting September 26,2006
City of Manassas Park Department of Building, Planning & Zoning: Will Armstrong: Mission: "With a helpful and well-trained staff, we strive to make Manassas Park a better place to live and work through a commitment to building safety, responsible planning for the future of the city, and the enforcement of our zoning ordinances" Continued cross training of personnel. Manassas Park has the distinction of having two Master code professionals on staff Community awareness: Quality of Life focus of team is evidenced through publication of articles in community newsletters and newspapers and our attendance and participation in Homeowners Associations across the City (including Blooms Crossing, Belmont Station, Brandy Station, Brandy Court and Moseby Ridge); improvements to departmental web pages; senior outreach. Overcrowding Taskforce: Team reviews city processes to improve and strengthen interdepartmental cooperation; BP&Z trains other city teams to proactively report potential overcrowding situations. Customer Service: Streamlining of forms and processes; established additional building project guides for citizenry, including bi-lingual versions. Ensure the team maintains the necessary technical proficiency to serve the citizens of Manassas Park through training and certification. Mechanize labor-intensive processes to improve efficiencies (establishment of Code Enforcement database for management of ordinance workload). Increase team partnerships with additional HOA boards and management companies to improve community environment. Increase community outreach and education, building on the "Know the Code" "Conozca el c6digo" program. Build on partnerships with other city departments to define roles, build relationships, and refine procedures and processes. Amend Erosion and Sedimentation ordinance and seek E&S certification for all appropriate personnel. Staff appropriately certified in FEMA/NIMS courses to ensure continuity of services and assistance to the citizenry and City Team in the event of a disaster.
Existing staff of 8: Team functioned with 4 FT employees for much of the year; departure of planner and reassignment of two code enforcers to combination inspector position and deputy director position created many challenges for the team for a large portion of the year. Recent staff additions: O City Planner (March 2006) O Code Enforcement Inspector (May 2006) O Code Enforcement Inspector (June 2006) O Bi-lingual Administrative Assistant (August 2006)
Public Works: Kathy Gammell, Director: Existing Services: *Streets: Snow removal, Pavement maintenance, Traffic signals and signs (in-house training is on- going) (Will try to move to a more of maintenance type mode rather than catch up. *Buildings and Grounds: Landscaping of City property (mowing, planting, trimming (trees, bushes) Landscaping activities have been outsourced. HVAC, interior improvements/maintenance. *City fleet maintenance and fueling *Capital Project management *Refuse collection: The Department plans to hold two more city wide pickup. Page Seven Town Hall Meeting September 26,2006
*Water & Sewer (not in General Fund)
Department Requests *Six (6) New Crew Workers Over Next 5 Years Additional developments, new Town Center *Implementation of annual maintenance programs *New City buildings Capital Projects Improvement of Euclid and Manassas intersection: applied for VDOT matching funds Public Works Facilities: New salt shed installed Annual maintenance of City infrastructure (streets, water tanks, sewer pump stations, water and sewer pipelines. *Equipment Replace aging backhoe and other heavy equipment as needed and replace aging trucks as needed.
City of Manassas Park Department of Social Services: Elizabeth Henry, Director: Existing services currently provided and funded by the budget:
*Personnel is funded through our State eligibility and service administrative budget and the pass- through administrative budget lines (Currently 17 staff members) they have four vacancies. Their new translator starts next week *DSS will get additional Eligibility administration funding this year due to the implementation of TANF reauthorization *CSA Allocation has increased FY08 request: Full time receptionist (from part time) Full time Eligibility aide (from part time) Eligibility Supervisor (upgrade) Additional Eligibility worker Full time Social Worker I1 Deputy Director (dedicated position*) *currently the Social Work Supervisor serves as Deputy Director.
They place a high value on customer service to the citizens. They have renovated their entire office facility. Their Department brings in about $1.6 million in revenue but they spend more than that for services. They have about 33 cases that are not actually included in their staffing pattern and takes up a whole social worker. Personnel are funded through state eligibility and service funding with a local match.
Social Services: New equipment requested: Vehicle, network system for computers and new computers for staff. Present computers are provided by stated but they are old and needs upgrading Page Eight Town Hall Meeting September 26,2006
Parks and Recreation Department: Catherine Morretta, Director:
The Department of Parks and Recreation makes available recreation programming through the delivery of efficient needs based leisure services. Five service divisions provide for the delivery of a comprehensive park system that offers facilities and amenities to support city based provisional recreation programming.
Existing Services Aquatics Management, Parks and Turf Management, Historic Preservation, Recreation Programming *Office for Teens, Special Events, Community Programming, Athletics, Senior Programs and Therapeutic Recreation* Administrative Oversight jive Year Requests (Draft) 'Y 07-FYI1 Year New New Projects New Equipment Personnel Ground Breaking for Vehicle purchases new facility Aquatics FY Comer House Phase Play structures 0 08 I11 Polk Street Park Accreditation Comer House Phase Vehicle Purchases FY IV Play structures 0 09 Skate Park Expansion Turf equipment Signal Hill Security Signal Hill Parking Vehicle Purchases Improvements Play structures FYlO 0 OLD IES Park 3 5th Anniversary *Facility Grand ITIRegisters for front of house MD 4 Opening FYlO Signal Hill Pavilion Signal Hill Gators FY 4 Monument Site Tractor 11 Camv Carondelet
Financial Overview: Gary Fields:
The Finance Director gave slide presentation on: 5 Year Financial Overview-Revenue *Revenues are projected out to 201 1 based on existing tax rate for all years ($1.14) *Schools receive 57% of the "uncommitted" revenues per revenue sharing agreement. Debt service ranges in $4 million mark Regional Services we pay County for services they provide which is over $2-53 million up to 201 1 Note: Department requests were unconstrained, with "outside the box" thinking to provide for enhancing existing services.
Tax Rate Slide: we are compared with surrounding jurisdictions. City is higher than surrounding jurisdictions but there are no additional taxes included. Revenues generated: City total revenue is about $24 million compared to City of Manassas which is $63,000,000 and Prince William County at $556,000,000. Page Nine Town Hall September 26,2006
The Mayor stated a penny on city's tax rate is worth about $170,463 and if you go out to 201 1 it would be $258,767. A $.02 cent rate reduction in 2007 would be $340,926 and out to 201 1 $517,533. A $.05 cent rate reduction in 2007 would be $852,314 and out to 201 1 $1,293,834 The Mayor stated he wants you to understand as we look at this process of requirements versus revenue and begin to pull the pieces together the requirements list is unconstrained. We have some serious work to do to shape and balance the budget. The Governing Body is aware that the citizens desire a tax rate reduction to get city back down to surrounding localities. The City has to focus on tax rate and is looking for innovative ways to be able to do business better in the city so we can bring the tax down. The city is residential in nature and has almost no commercial base. The final modifications to Park Center have been approved and closing should take place in January 2007 on first land take down. City is looking at overlay districts to help with planning of our city ten or twenty years out. It is imperative that the city has to come together under the umbrella of a Strategic Plan that says this is the vision for the city. This is the identity of the city long term.
The Mayor stated the city does not windfall spend anymore. They do not deficit spend anymore which means they do not dip into fund balance any longer. Each department has a management reserve line to be able to effectively deal with issues that may arise during the year. There are mandatory services that have to be supported. The City has to have a good continuous preventive maintenance program on city infrastructure.
Councilmember Polk stated that occasionally they get an e-mail from citizens asking why we are doing something why are we replacing or upgrading something. Wliy did we buy x instead of y. The city is in the middle of executing a budget plan and it is hard to go back and change anything. Maybe the city should not have done something but if you have a street torn up it is a little bit late to think about whether you should repave it. The City is starting the process a little bit earlier this year. City is publicizing it at this near immature point of data as Finance Director has stressed. This is very early. What would the citizens like to see or add what type of programming added. This is opportunity from now all the way through the cycle which will go into first quarter of next year to dialogue with City Manager and Governing Body and Department Heads let the people know your thoughts about where you see a proposed spending element that you disagree needs to occur. This is the time to start that dialogue. The citizens should understand what we getting for the dollars. He encourages everyone to get involve and dialogue with all involved.
Councilmember Kassinger: She stated everything had already been summed up that she supports. She stated that focus has got to be on prioritization. The leadership of City Manager, Mayor and Governing Body can work together and make this work. We cannot loose site of prioritization. We cannot do everything as everybody knows. It will be a hard decision but she believes the Strategic Plan will help City filter out. The tax rate people made very astounding noise about that last May and she thinks it was heard. That is something that will not be forgotten in this process. As we move forward as prioritization with a vision in mine and knowing that business is going to have to offset residential burden we make this work.
Councilmember Bunner: he stated that last May, he went around and talked with a lot of citizens. He heard that the Governing Body did a lot of talking at instead of talking with and to. This is an important first step and we have to meet with the citizens to let them see what we are thinking about and get their input on what we are planning on doing. This is the first but not the last. We will have several more of these. It is very important that everybody gives their voice on what they want and where they want to go with the city. Page Ten Board of Directors September 26,2006
Councilmember Gardner: She likes the idea that the Governing Body had this meeting. A lot of time people come into a meeting and say their point and leave. This is a chance for the citizens to get a feedback on what they want so we will know what the citizens want.
They will hold another Town Hall meeting in about 90 days after they have received citizen feedback and hold another meeting about 90 days beyond that meeting. Town Hall meetings are tended to be interactive. Come out and give your opinions and ideas. What do you want or not want as far as the city. Feedback must come from the citizens.
Citizens wishing to speak:
Rachael Kirkland, 8638 Reinecke Court: She was here on behalf of the special needs population in this community. There are not a lot of services out there for us. A lot of it is under the umbrella of Prince William County, Manassas Park, and Manassas. As you go through the five year plan, she would like some things looked at. She has talked with parks and recreation about a therapeutic recreation opportunity for children and adults with special needs in this community. In our relationship with Community Service Board; most of the time you join many waiting lists and the city may not have any control over that. You might find opportunies to provide respite in the community or other unmet needs. She would possibly volunteer to be part of a committee to look at the needs for people with special needs or disabilities. Are we meeting those needs? Do services exist in surrounding jurisdictions to bridge that gap? Can we as taxpayers bridge the gap in some of these services. We need to bridge a gap. We need to try and see what we can do.
The Mayor stated a second Town Hall meeting will be held on Saturday, September 30, 2006 at 9ain at City Hall.
The Mayor closed the meeting at 8:45 pm.
Approved IVovember 2 1,2006
Francis C. Jones, Jr., Mayor
Lana A. Conner, City Clerk OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD ON SATURDAY, SEPTEMBER 30, 2006 AT 9:00 AM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Fran Kassinger Cynde Gardner
Absent: Bryan Polk, Vice Mayor Michael Bunner
Staff Present: Mercury T. Payton, City Manager Dean Crowhurst, City Attorney
Opening Remarks fiom Mayor Jones: This meeting was a Town Hall Meeting to get citizen input on Five Year Plan. Copy of presentation made part of the record. The Governing Body wants public involvement on what the values are that the city has and what the things are that citizens say that are important to make investments in. We are looking at a finite amount of money against a larger set of requirements. The requirements that you are going to hear talked about tonight are not screened they are unconstrained in terms of numbers and dollar values so you understand the kinds of things the department heads are focusing on as we look at current year and five years out in the future. It talks to the notion of where strategically we want to move the city. You will see as we move forward is the development of a strategic plan that has real meat and real substance and start to talk about defining the future of the city. That Plan has to pick up some of those value propositions that the citizens ay are important to help shape the identity of the city and help Governing Body bound the investments we need to make in the programs the citizens are interested in. This all begins to come together as we get past the start of the calendar years with marrying up some planning documents marrying up programs and marrying the dedication of resources to those things that the citizens say they want to focus on.
Councilmember Kassinger stressed that the Strategic Plan is the way to wrap our arms around the future. She believes that what are going to be said tonight are steps toward that. It makes the meat of Strategic Plan but we need that bigger vision bigger identity to the city. The Mayor stated as you hear the presentations tonight he is going to ask you a question that Councilmember Kassinger asked lim when she came on Governing Body. "What is your vision for the City"? Think about it fiom a strategic perspective of what is your vision for the city what should the city look like how do we want to move the city in any particular direction. That will help as you look at some of the long term investments we are talking about.
Opening Remarks Regarding the City Budget Process: Mercury Payton, City Manager
He is excited about this meeting that discusses the five year goals and plans in a very rough draft format. This is different fiom what he has seen in local government. It is good to get citizens input and feedback about they would like to see as far as services to the citizens. The reason they went to a five-year process is because in many localities the budget process get cranked up in JanuaryIFebruary of the calendar year. He figured it would be better to get that process earlier maybe in SeptemberIOctober to give staff the opportunity to have the appropriate time to get all the information in and look at the forecasting of revenues and get a good look at all of that. Page Two Town Hall Meeting September 30,2006
They looked at a five year projection so they can look at what revenues may look like over the course of the next five years and look at what our needs as far as serving the public in the way of expenditures in each department would look like and how they grow and how the revenues equal expenditures and how we can make that work and looking at the next four or five year fashion it helps us to better plan to see how we can make this a reality when we are looking into serving the public. This is the thought process and the concept behind doing a five year budget. They started last year and it went really well. Staff did an excellent job in pulling those numbers together in the five-year forecasting. This being the second year, they have revised their numbers and added an extra year to that process. That is how we have come to this point. They are going to be looking at October and November for outside agencies and non-profits to make some of their needs known to the various departments that coincide for example social services have a few agencies they are aware that may have needs they may want to bring forward. That is earlier than we have done in the spring. It is usually a set time or date. They like to come to Governing Body and make a presentation. In December, they will look at revising the budgets and look at getting revenues and expenditures more closely to reality.
Department Presentations:
Finance Department: Gary Fields: City is two months ahead of the budget curve. Initiation of the budget process. Normally done in November. These requests are a step in the budget process not normally seen by the public OR Governing Body. Presented here for informational purposes. These requests will be reviewed, considered and reduced as part of budget process to develop a balanced budget for presentation to the Governing Body in early January. It is a work in process and is no where near finalized. You will see numbers at the end of the presentation that shows we have a lot of work to do.
His presentation deals with ten departments: Administrative & General Government, City ManagerIManagement Services, lnformation Technology, law Enforcement, Fire, Building, Planning & Zoning, Public Works, Social Services, Parks & Recreation. These departments provide core governmental services, support services to other departments and they provide statutorily required services such as Registrar, Treasurer, Assessor and Commissioner of the Revenue. Most of the cost involved is personnel related salaries and fringe benefits. Some of this budget is made of close 85190% of salaries and fringe benefit. If it is personnel related there is relative insignificant capital cost in these and equipment needs such as computers and office furniture, etc no a lot of capital requirement such as rebuilding streets, replace fire trucks and those types of things. In total these ten departments make up a total cost about equal to a police department a fire department a public works department. They are very important department. City must provide compliance with laws and regulations and all these departments help the city to do that. The Commissioner of the Revenue has one additional staff person requested in 2009 budget. There are no other personnel request included. Most of the departments are focused on customer service. The main goal would be to enhance customer service looking to the internet to provide better customer service.
Deputy City Manager: City ManagerIManagement Services: Existing services currently provided and funded by the budget: Administration of Policies and Procedures for the City, Management of all City wide services, Human Resources, Risk Management, Administration of grants, Public Relations, Translation Services
New personnel in 5-year budget: 2008 Human Resources Manager: handled by Deputy City Manager at this time and many task are decentralized to senior management team Page Three Town Hall Meeting September 30,2006
2009 Public Information Officer: Would be dedicated position and would enable city to do inore of what we are doing now. We have quarterly newsletter (possibly to monthly), limited television programming and this position could add to that. Senior Management Analyst: Assist City Manager with general management and research 201 0 Director, Human Resources Legislative Liaison 201 1 HR Administrative Assistance: Will bring this function up to three people
New Projects in 5-year budget: Diversity Training VisionIStrategic Planning Consultant Photographer Contract with Hispanic Newspaper (Outreach) Tuition Assistance Increased for Employees New equipment in 5-year budget: purchase of office furniture for new employees if needed
Information Technology Division: Existing services provided:
All telecommunications costs city wide. Support of all technology-related equipment and applications Management of City's web site (contract) Computer refreshment program. Manages technology contracts for city: Verizon, Spring, V2 Systems, CNC, etc Assists in the planning, purchasing and implementing of IT related equipment and practices city wide Management of the e-Services suite (contract) for online services and bill payment
New personnel requested: New projects for consideration
GIs 'Supervisor '08 Continuity of Operations Plan GIs Specialist '08 Self-supported GIs program IT Director '09 Improved network infrastructure Web Developer '09 City hosted web site IT Help Desk Specialist '09 Enhanced disaster recovery program IT Help Desk Specialist Computer replacement program
In the future the computers will be replaced in a scheduled organized fashion.
New equipment requested: GIs (geographic data) related equipment, ServiceIEOC Support vehicle, Replacement servers and computers and Enterprise-level Microsoft licensing Page Four Town Hall Meeting September 30, 2006
Chief John Evans:
Police Department - Mission Provide 24 hour law enforcement services, Enhance community policing and public safety programs. Encourage public confidence by maintaining professional, well- trained & equipped staff. Respond to over 25,000 service calls annually. Improve quality of life through sound pro-active policing methods.
Police Department Goals & Obiectives *Plan for increase staffing of police & communications personnel assisting in maintaining the highest level of quality police services.
"Develop police reserve officer and explorer programs. ' (Citizen Volunteers) *Upgrade police vehicle fleet, replacing aging police vehicles and increasing fleet to accommodate additional staff and duties. "Completing construction of 22,000 square foot police public safety building. "Continue youth oriented projects such as (2) two school resource officers, (1) one gang task force investigator, (1) one community resource officer, and (1) Community Resource Lieutenant. "Maintain overtime funding of Special Problem Units. *Maintain Police K-9 Units for pro active enforcement. *Enhance crime prevention & community policing programs, assisting schools, parks & recreation, and other city agencies. *Maintain Virginia Law Enforcement Accreditation training standards and certification. *Seek grant funding to continue selective traffic enforcement increasing patrol visibility and improving highway safety. *Enhance public safety by improving quality of life for our citizens by reducing and/or eliminating gangyouth violence. *Maintain overtime funding of Special Problem Units. *Maintain Police K-9 Units for pro active enforcement. *Enhance crime prevention & community policing programs, assisting schools, parks & recreation, and other city agencies. One Community Resource Officer has an office at parks & recreation. "Maintain Virginia Law Enforcement Accreditation training standards and certification. *Seek grant funding to continue selective traffic enforcement increasing patrol visibility and improving highway safety. Department received $3 1,000 grant from DMV which included $20,000 for additional overtime for selective enforcement, funds for radar units and some alco-sensor for vehicles. *Enhance public safety by improving quality of life for our citizens by reducing and/or eliminating gangyouth violence. Page Five Town Hall September 30,2006
Personnel Summary Projected Five Year Staffing For Years: 2007-2012 FY2007 FY2008 FY2009 FY2010 FY 2011 FY 2012 Position gtrdget Requested Projected krojected Projected Prqjected 1 Chief 1 1 1 1 1 Major (Deputy 1 1 1 1 Chief) 1 1 Captain 1 1 1 1 (Commander) 1 1 Administrative 1 1 1 1 Lieutenant 1 1 Patrol 5 4 5 5 Lieutenants 5 5 Patrol 4 4 4 4 Sergeants 4 4 19 Patrol Officers 13 15 17 1 2 1 8 Police Reserve 2 0 2 2 Officers 2 2 3 Investigators 3 3 3 3 3 2 School Resource 2 2 2 Officers 2 2 1 Records Clerk 1 1 1 1 1 Admin Crime 1 0 0 1 Analyst 0 1 EOC 1 1 1 1 Supervisor 1 1 8 Dispatchers 6 7 8 7 7 1 Animal Control 1 1 1 1 1 47 4 5 1 Total 39 45 9 53 Total Sworn 29 32 34 35 36 38 Officers
This is within the officerlcitizen ratio. The ratio between officer and citizen is about 2.4 to 3.1 for cities. We are at about 2.0 per 1,000. The Chief has one of the new vehicles outside if anyone would like to see the newer technology that the police departments use such as mobile terminal, the 800 radios, the car video cameras, the GIs mapping, etc.
Fire & Rescue Department: Chief John O'Neal: Existing. services currentlv provided and funded by the budget:
Fire suppression, EMS response and other emergency services (25 uniformed personnel, 1 civilian) Fire code inspection services, plan reviews and post fire investigation Public fire prevention education and child passenger safety inspections Coordination of emergency management and disaster response Federal & State required traininglcertifications, IS0 recommended training, inspection and testing of hoses, hydrants and fire apparatus 2005: 21 13 incidents; 291 1 unit responses. No Responses: 37-EMS, I-fire Page Six Town Hall Meeting September 30, 2006
2006: 0813 1 YTD; 1534 incidents, 2264 unit responses. No Responses: 41-EMS, 10-fire.
New personnel requested: New projects in 5-year budget: 12 Firefighters Career Development Program
New equipment requested: Replacement Pumper (1988), 2 - Replacement Ambulances (2003) 2 - Replacement Staff Vehicles (2000 & 2001)
City of Manassas Park Department of Building, Planning & Zoning: Will Armstrong: Mission: "With a helpful and well-trained staff, we strive to make Manassas Park a better place to live and work through a commitment to building safety, responsible planning for the future of the city, and the enforcement of our zoning ordinances" Continued cross training of personnel. Manassas Park has the distinction of having two Master code professionals on staff Community awareness: Quality of Life focus of team is evidenced through publication of articles in community newsletters and newspapers and our attendance and participation in Homeowners Associations across the City (including Blooms Crossing, Belmont Station, Brandy Station, Brandy Court and Moseby Ridge); improvements to departmental web pages; senior outreach. Overcrowding Taskforce: Team reviews city processes to improve and strengthen interdepartmental cooperation; BP&Z trains other city teams to proactively report potential overcrowding situations. Customer Service: Streamlining of forms and processes; established additional building project guides for citizenry, including bi-lingual versions. Ensure the team maintains the necessary technical proficiency to serve the citizens of Manassas Park through training and certification. Mechanize labor-intensive processes to improve efficiencies (establishment of Code Enforcement database for management of ordinance workload). Increase team partnerships with additional HOA boards and management companies to improve community environment. lncrease community outreach and education, building on the "Know the Code" "Conozca el c6digo" program. Build on partnerships with other city departments to define roles, build relationships, and refine procedures and processes. Amend Erosion and Sedimentation ordinance and seek E&S certification for all appropriate personnel. Staff appropriately certified in FEMA/NIMS courses to ensure continuity of services and assistance to the citizenry and City Team in the event of a disaster.
Existing staff of 8: Team functioned with 4 FT employees for much of the year; departure of planner and reassignment of two code enforcers to combination inspector position and deputy director position created many challenges for the team for a large portion of the year. Recent staff additions: O City Planner (March 2006) O Code Enforcement Inspector (May 2006) O Code Enforcement Inspector (June 2006) O Bi-lingual Administrative Assistant (August 2006) Page Seven Town Hall Meeting September 30,2006
Public Works: Kathy Gammell, Director: Existing Services: "Streets: Snow removal, Pavement maintenance, Traffic signals and signs (in-house training is on- going) (Will try to move to a more of maintenance type mode rather than catch up. "Buildings and Grounds: Landscaping of City property (mowing, planting, trimming (trees, bushes) Landscaping activities have been outsourced. HVAC, interior improvements/maintenance. *City fleet maintenance and fueling *Capital Project management *Refuse collection: The Department plans to hold two more city wide pickup. *Water & Sewer (not in General Fund)
Department Requests *Six (6) New Crew Workers Over Next 5 Years Additional developments, new Town Center "Implementation of annual maintenance programs *New City buildings Capital Projects Improvement of Euclid and Manassas intersection: applied for VDOT matching funds Public Works Facilities: New salt shed installed Annual maintenance of City infrastructure (streets, water tanks, sewer pump stations, water and sewer pipelines. *Equipment Replace aging backhoe and other heavy equipment as needed and replace aging trucks as needed.
City of Manassas Park Department of Social Services: Elizabeth Henry, Director: Existing services currently provided and funded by the budget:
*Personnel is funded through our State eligibility and service administrative budget and the pass- through administrative budget lines (Currently 17 staff members) they have four vacancies. Their new translator starts next week *DSS will get additional Eligibility administration funding this year due to the implementation of TANF reauthorization *CSA Allocation has increased FY08 request: Full time receptionist (from part time) Full time Eligibility aide (from part time) Eligibility Supervisor (upgrade) Additional Eligibility worker Full time Social Worker I1 Deputy Director (dedicated position*) *currently the Social Work Supervisor serves as Deputy Director.
They place a high value on customer service to the citizens. They have renovated their entire office facility. Their Department brings in about $1.6 million in revenue but they spend more than that for services. They have about 33 cases that are not actually included in their staffing pattern and takes up a whole social worker. Personnel are funded through state eligibility and service funding with a local match.
Social Services: New equipment requested: Vehicle, network system for computers and new computers for staff. Present computers are provided by stated but they are old and needs upgrading Page Eight Town Hall Meeting September 30,2006
Parks and Recreation Department: Catherine Morretta, Director:
The Department of Parks and Recreation makes available recreation programming through the delivery of efficient needs based leisure services. Five service divisions provide for the delivery of a comprehensive park system that offers facilities and amenities to support city based provisional recreation programming.
Existing Services Aquatics Management, Parks and Turf Management, Historic Preservation, Recreation Programming *Office for Teens, Special Events, Community Programming, Athletics, Senior Programs and Therapeutic Recreation* Administrative Oversight
Five Year Requests (Draft) FY 07-FYll Year New New Projects New Equipment Personnel Ground Breaking for Vehicle purchases new facility Aquatics FY Comer House Phase Play structures 0 08 I11 Polk Street Park Accreditation Conner House Phase Vehicle Purchases FY IV Play structures 0 09 Skate Park Expansion Turf equipment Signal Hill Security Signal Hill Parking Vehicle Purchases Improvements Play structures FYlO 0 OLD IES Park 35 th Anniversary *Facility Grand ITIRegisters for front of house MD 4 Opening FYlO Signal Hill Pavilion Signal Hill Gators FY 4 Monument Site Tractor 11 Camp Carondelet
Financial Overview: Gary Fields:
The Finance Director gave slide presentation on: 5 Year Financial Overview-Revenue "Revenues are projected out to 201 1 based on existing tax rate for all years ($1.14) *Schools receive 57% of the "uncommitted" revenues per revenue sharing agreement. Debt service ranges in $4 million mark Regional Services we pay County for services they provide which is over $2-53 million up to 201 1 Note: Department requests were unconstrained, with "outside the box" thinking to provide for enhancing existing services.
Tax Rate Slide: we are compared with surrounding jurisdictions. City is higher than surrounding jurisdictions but there are no additional taxes included. Revenues generated: City total revenue is about $24 million compared to City of Manassas which is $63,000,000 and Prince William County at $556,000,000. Page Nine Town Hall September 30,2006
The Mayor stated a penny on city's tax rate is worth about $170,463 and if you go out to 201 1 it would be $258,767. A $.02 cent rate reduction in 2007 would be $340,926 and out to 201 1 $517,533. A $.05 cent rate reduction in 2007 would be $852,3 14 and out to 201 1 $1,293,834 The Mayor stated he wants you to understand as we look at this process of requirements versus revenue and begin to pull the pieces together the requirements list is unconstrained. We have some serious work to do to shape and balance the budget. The Governing Body is aware that the citizens desire a tax rate reduction to get city back down to surrounding localities. The City has to focus on tax rate and is looking for innovative ways to be able to do business better in the city so we can bring the tax down. The city is residential in nature and has almost no commercial base. The final modifications to Park Center have been approved and closing should take place in January 2007 on first land take down. City is looking at overlay districts to help with planning of our city ten or twenty years out. It is imperative that the city has to come together under the umbrella of a Strategic Plan that says this is the vision for the city. This is the identity of the city long term.
The Mayor stated the city does not windfall spend anymore. They do not deficit spend anymore which means they do not dip into fund balance any longer. Each department has a management reserve line to be able to effectively deal with issues that may arise during the year. There are mandatory services that have to be supported. The City has to have a good continuous preventive maintenance program on city infrastructure.
Councilmember Kassinger: She stated everything had already been summed up that she supports. She stated that focus has got to be on prioritization. The leadership of City Manager, Mayor and Governing Body can work together and make this work. We cannot loose site of prioritization. We cannot do everything as everybody knows. It will be a hard decision but she believes the Strategic Plan will help City filter out. The tax rate people made very astounding noise about that last May and she thinks it was heard. That is something that will not be forgotten in this process. As we move forward as prioritization with a vision in mine and knowing that business is going to have to offset residential burden we make this work.
Councilmember Gardner: She likes the idea that the Governing Body had this meeting. A lot of time people come into a meeting and say their point and leave. This is a chance for the citizens to get a feedback on what they want so we will know what the citizens want.
They will hold another Town Hall meeting in about 90 days after they have received citizen feedback and hold another meeting about 90 days beyond that meeting. Town Hall meetings are tended to be interactive. Come out and give your opinions and ideas. What do you want or not want as far as the city. Feedback must come from the citizens.
Citizens wishing to speak: There were no citizens wishing to speak at this Town Meeting.
The Mayor closed the meeting at 10:30 am.
Approved November 2 1,2006
Francis C. Jones, Jr., Mayor Lana A. Comer, City Clerk OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD ON TUESDAY OCTOBER 3, 2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bunner Fran Kassinger Cyndi Gardner
Absent: None
Staff Present: Lana A. Conner, City Clerk Mercury Payton, City Manager Dean Crowhurst, City Attorney Laura Fitzpatrick, Deputy City Manager
2. Public Hearing: List of Candidates being Considered for two Governing Body Vacancies: Published September 26,2006:
City of Manassas Park One Park Center Court Manassas Park, VA 201 11
Public Hearing Governing Body Vacancies
The Governing Body of the City of Manassas Park, Virginia will hold a Public Hearing on Tuesday, October 3,2006 at 7pm at City Hall One Park Center Court to get citizens comments on persons being considered for appointment to Governing Body. Listed below are the Manassas Park applicants being considered. Appointments will be made to two unexpired terms to expire in 2008:
Alejandro Arauz, 3 17-D Moseby Court Kevin P. Brendel, 9187 Matthew Drive Peter Joseph Farrell, 9301 Joshua Court Michael L. James, 9292 Matthew Drive Douglas E. Judd, 9417 Primrose Lane Jesse C. Ludvigsen, 9255 Matthew Drive Keith D. Miller, 9402 Rosebud Court Rajie Mokha, 9306 Laurie Court Christopher S. Morningstar, 8567 Overhill Drive David T. Murphy, Sr, 109 Colburn Drive Lucille Schneider, 115 Tremont Street William J. Treuting, Jr., 9337 S. Whitt Drive
Alejandro Arauz, by e-mail, withdrew his name from consideration.
The Mayor opened the Public Hearing.
Citizens Wishing to Address this Public Hearing:
1. Joseph Dazzo, 72 Meeker Court: He has been a resident of the TownICity since August 19, 1969 and is retired military. He is here to support two people. He has been at odds with them but they did serve their community: William J. Treuting, Jr., and Kevin P. Brendel. He would come up and argue with them state his opinion which he has done since when Costello was Mayor. He has taken an interest in Manassas Park politics since he moved here. There were times when the police department had to restore order when Bill Steele was Mayor and the same thing happened with Mayor Murphy which goes back many years. There are more people here in this room than voted in 1970. Voting has always been lax in Manassas Park. He is asking that these two individuals be given deep consideration. They have been on the committee they have been through the lines and he believes they have served the citizens of Manassas Park well. He has not always agreed with them and he doesn't always agree with you people but he will come up and tell you when he don't. Page Two Public Hearing October 3,2006
2. Michael Wine, 8526 Sandstone Way: He has lived there for almost twenty years. He would like to speak for two folks. He got to know Michael James as a former band parent. On many occasions, he has come to them and said what can I do and it is not necessarily just what can I tote from here to there what can I help you put on the truck how can I get involved what can I do for you. Let's work something out lets take the fight to somebody and do whatever we need to do to get something done. He appreciates that. There were times when Mr. Wine loaded and unloaded trucks in the rain with one or two other band parents watching ten or twelve cars watching us. It is refreshing to have someone say "What can I do". He holds a deep concern for an ass as Park and the things that happens here for the welfare of our city and school system. He suggests that you give him heavy consideration. The other person is David Murphy. He would have to follow the lead and say that he has not always agreed with David Murphy but you have to give him the respect that he speaks his mind. Mr. Wine likes that and likes David as well. David is also one of those that say "What can I do". These are the folks he would like to speak for and ask for your consideration of these folks.
3. Elizabeth Judd, 9417 Primrose Lane: If you want someone who will genuinely listen and weigh decisions based on facts, Douglas Judd is your choice. If you want someone who bring over 30 years of budget experience, community services and counsel management, genuine concern about smart growth strong infrastructure and public safety then Douglas Judd is your choice. She has known Douglas Judd for 38 years and has known him to do the hard right rather than the easy wrong a rare treat in today's world. She could go on about his qualities which are many. Suffice to say, you should choose Douglas Judd as your next councilineinber.
4. Brett Shorter 9317 Michael Court: He is here tonight to endorse and support William J. Treuting. He worked with him for a lot of years and he was good to work for. He has always had a good working relationship with Mr. Treuting. Mr. Treuting has always been very knowledgeable. Please give him favorable consideration.
5. Rachel ICirkland 8638 Reinecke Court: In early September, she sent an e-mail to Governing Body when the resignation of Adam Larson was announced. She feels she was defied as a voter and if she had time and energy she would investigate legal action against him Adam Larson. Why should she bother to vote when her vote can be negated by someone who does not intend to serve? Why he was even allowed to take office. She wrote she can't believe for a moment that any of the five had your hands completely tied. If Kevin Brendel or Douglas Judd applied for either seat they should be given special consideration. Kevin's seat was stolen from under false pretenses. People who want to promote fiscally conservative views and as much as she likes you personally this whole affair has been a waste of time and money. She thinks less of Adain Larson and his supporters for it. She still feels that way today even though she sent the e-mail a month ago. The Governing Body pointed out her flaws and logic in this. They had no ability or grounds to stop him from taking his seat on Governing Body. There is a difference between what is legal and what is right. He knew he was on the ballot and could have stepped aside. Adam Larson should have stepped aside. Instead of having an election we are asked to come and share their opinions rather than their votes. That is not how democracy works. In May she cast her vote for Kevin Brendel and is asking that her vote be counted tonight. Twelve plus years of service to the community should be more of a reason than merely the fact that he finished fourth after Mr. Larson. Even after he lost, he put himself back in the service of the city in a voluntary capacity. Many of those tonight asking for consideration do not have that voluntary experience. She is also supporting Doug Judd. He is the only other person here who took the time and effort to run in the last election. She likes his ideas about citizen involveinent and keeping people actively involved to sustain the good things that are underway and help plan for the future. He has a lot to offer with his personal and professional experience. She was impressed with some of the things that David Murphy wrote. She hopes those not selected in this process will opt to get involved in the community.
6. Douglas Judd, 9417 Primrose Lane: He is one of the folks under consideration. He would like to speak as a citizen. He would like to speak on behalf of Kevin Brendel. He thinks that under the circu~nstancesMr. Brendel deserves some special consideration. He thinks with the number of years he has put in service to the city that has to account for something. In addition he has demonstrated the skills knowledge and ability to perform as a member of Council serving both as Councilmember and Vice Mayor. Under the circumstances, he thinks the citizen's voice needs to be heard as stated earlier. Page Three Board of Directors October 3, 2006
7. Kerry Dunable, 9419 Primrose Lane: He is here tonight to support Doug Judd. He has been a friend and neighbor. He has known him for three and half years. He is a good solid neighbor. He is a hard worker with a high level of attention to detail. He is a great listener. He sees him as a team member and he thinks he would make a good member of Council.
8. Andrew Studeny, 9236 Andrew Drive: He is here tonight to support Kevin P. Brendel. He has known Kevin for three or four years. He knows him via the cub scouts, and boy scouts that are supported by Manassas Park. He is always coming up with things for the kids trying to get them involved in the community. He is a wonderful person in wanting to make sure that the kids have something to do keeping their involvement things like that. He hopes you will support him.
9. Scott Clay, 9278 Matthew Drive: A number of people tonight have said that because of people who weren't elected should get special consideration. He believes the voters spoke in May and said it was time for a change. Because of that decision for a change, he thinks the people that weren't elected should not have any type of special dispensation. He thinks we have a couple of people that would be great for the Goveniing Body. Bill Treuting is one. He would love to see Bill come back. He thinks we need to return to some of the values that Bill brought to this Council. Another person is Michael James. He has worked with Michael James on the Blooms Station HOA. He is always willing to help. He always has great ideas. For those reasons that you should consider those two individuals.
Close Public Hearing at 7:20 PM:
MOTION: Councilmember Bunner SECOND: Councilmember Polk
The City received e-mails from Noreen Slater and Sharon Corbin and they will be made part of the records of the City. He thanked everyone and stated the Governing Body has an incredible challenge before them to try to pick the two individuals. Having been around Manassas Park for about 18 years, he heard Joe Dazzo talk about the days when people were no so involved. To see the caliber and quality of people who stepped up to say they were interested in serving is indicative of what he hopes is a real turn around in the willingness to get involved in the City. He thanked each one personally for having submitted your name and resume and taken time to go through interview process and having taken time to answer question for us. We appreciate it. Our challenge now is to try and come up with the best fit that we can to drive toward the future for the city. The plan is to review all the information and make the appointment on October 10, 2006. If the two applicants chosen are present, the City Clerk will administer the Oath of Office and those two individuals will talce their seat for the remainder of the business meeting.
Councilmember Bunner thanked everybody for coming up and took the time to interview. This is a very hard decision. He appreciates you taking your time to do it. VOTE: Unanimously passed
The Mayor closed out the business portion of the meeting and will go into Board of Directors meeting at 8:25 pm. Page Four Board of Directors October 3, 2006
3. Briefing on New Elementary School: School Board Request: Public Hearing Issuance of Bonds for Construction of new 4"' & 5'" Grade Elementary School & Upgrade to existing Elementary School:
Present: Michael Johnson, Jason Sowalla, Dana Williams, Michael Wine, Elizabeth Judd
On September 6 School Board Chairman sent letter formally requesting that the Governing Body issue $7.5 million bond anticipation note in order to allow the School Board to begin the A&E services and begin construction of a new facility for 4t" & 5'" grade students. The Literary loan application of $7.5 will later be submitted to the Department of education upon completion of the construction plan document. The schools have submitted a drawing to city staff on September 18 that depicts the pre-kindergarten school remaining at Manassas Park Elementary School and 4"' & 5'" grade facility being located next to existing Cougar. On September 18 city and school staff met to discuss this project. The Police Chief, the Fire Chief and Finance Director had no major concerns. The Building Official had no major concerns about the plan but asked questions about setbacks, parking and flow of traffic, which will be part of site plan review. The Parks and Recreation Director has no major concerns about the facility but expressed concern about the pre-kindergarten school having its day interrupted by the construction of a new parks and recreation facility and traffic that will be generated with the new facility.
Financial Impact: If the city were to move forward with all possible building projects (City Hall, park Garage, Public Works Facility and the new elementary school) the city is projected to have a remaining debt limit of approximately $18,000,000. The annual debt on all projects listed above would be in the range of $3,500,000 to $5,000.000. That is approximately 21 - 30 cents of the tax rate each year. Debt serve on elementary school project is approximately 10 cents of total tax rate. City projects would represent 8 to 17 cents to the tax rate Public Works facility represents 3 cents to tax rate All capital projects managed by the schools are paid out of the 57% of uncommitted general fund revenue they receive on revenue sharing agreement. Moving the school to Cougar would add up to 13 acres of land to parks and recreation site. It would give space for more programs.
The elementary school project reduces the city's available debt limit from approximately $93,000,000 to $70,000,000. Governing Body must understand the debt service is a fixed cost, which must be paid even in difficult financial times.
The City Attorney stated that based on Supreme Court decision is the school board decides schools go. The school board does not have taxing authority. Some agreement has to occur as to total amount. In accordance with Sec 22.1, there are ways School Board can fund certain things they need without Governing Body approval such as Literary Fund up to $7.5 million dollars. Long term bonds require Governing Body action which they are requesting.
The move to Cougar would have possible cost $1 92 - $207 square feet or about $23,000,000 to build new school. If you were to construct a pre-k facility at facility at Cougar it would be between 17,000- 20,000 square feet at $200 sf. ft. That is $4,000,000 including technology, furniture, etc. They are talking about nine classrooms. The Mayor stated this program is discretionary as far as number of kids and how services are provided. Pre-school is not a mandatory program and you don't have to do it. You don't have lo have head start or at risk four-year olds. You have to do pre-school handicapped. They have 45 kids but Dr. DeBolt stated they could increase to 120 kids if they had space.
The Mayor stated if the Governing Body was to say that $25 and half million dollars is the number do what you need to do but you have to vacate Manassas Park Elementary School site so the city can do what they need to do with parks & recreation program, could the school board to it. The School Board stated they could not give an answer at this time. Councilmember Gardner asked in the $23 million that it will take build the fourth and fifth does that include the renovation of what you call the pre-k. Dr. DeBolt stated no. There are other renovations needed at Manassas Park Elementary School. He does not have a cost for renovations at this time. They have done considerable renovations to Manassas Park Elementary School. Cougar has almost 23 acres. Can you put pre-k at Cougar? Page Five Board of Directors October 3, 2006
MOTION: Councilmember Gardner moved to authorize advertising for Public Hearing to borrow $7.5 million dollar Bond Anticipation Note for A&E cost to start construction of 4"' & 5'" grades. SECOND: Mayor Jones The Mayor stated his support is likely to hinge on a total package of $25.5 million. VOTE: Yes: Bunner, Gardner, Jones, Polk The Mayor would like to see a presentation on what the proposed facility would look like for the citizens to review before Public Hearing.
4. Board of Directors Meeting:
4a (1) Signal Hill Irrigation Recommendations: parks & recreation Issue: procure the services of Hydro-Tech Irrigation Company to furnish all labor, equipment and inaterials to install an automatic underground irrigation system for the athletic fields at Signal Hill Park. In July, an IFB was authorized. The Director rejected all bids and re-advertised as RFP. Two proposals were submitted. This project is approved CIP through FY07 budget process in amount of $90,000.00. The bids came in lower because fields #1,2, 3 and softball field were primary project with omitted field as add alternate. The project is $13,080.00 over budget and it will increase Signal Hill water bills. Recommendation: Add to October 17 consent agenda to award to Hydro-Tech Irrigation for the entire project ($84,870) plus the add alternative ($18,210.00) total $103,080.00. Cost will be covered through cost saving realized in operation budget. The City Manager was directed to make necessary adjustments in the budget for this project amount.
4a (2) Conner House Discussion on Grant: Parks & Recreation: City received a grant from VA department of Historic Resources in amount of $100,000 in FY07. The grant provides 50% reimbursement funding for projects up to $200,000 contributing a maximum of $100,000 towards the project's bottom line. The city has been committed to restoring the Comer Houses since 1970's. The critical point is the interior stonework. The services of Richard Bierce were procured to produce RFP documents and diagrams for the exterior shell stabilization. Elliott La Beouff & Assoc is a professional architecture firm that specialized in historic projects. They provided professional services for the exterior shell stabilization in 2002 and the firm has laowledge of Conner House structural concerns. The Conner house is a nationally registered and state registered historic landmark. Consensus: Place on the October 17. 2006 consent agenda Elliot La Beouff and Associates, procurement of professional services for an interior analysis of the Conner House in the amount of $14,200 for the analysis.
4a (3) Pool Contract going out to bid: Parks & Recreation Staff is requesting authorization for advertisement of an RFP for swimming pool management services at October 17, 2006 meeting. The Department believes that this process will prove to deliver favorable proposals as competition drives the market. Century Pool Management, Inc has provided aquatic management services for Costello Park and Signal Bay Water Park for seven years. Century Pools has transitioned many of their upper management personnel and as a result the quality of service provided has waned. The city has sent a notice of termination to Century Pools Management per their contract.
4a (4) PIPPEA Parks & Recreation Facility: Parks & Recreation
Staff is asking to advertise for an RFP for a PPEA, as a turn-key design build, for the Costello Park Recreation Center Project. This will give avenue for city to enter a competitive process that shall deliver a facility within budget and with minimal change order. This will advertise the process to a large audience which will exponentially increase the city's opportunity to enter into an agreement that inaxiinizes the investment of city funds in a prudent, yet expeditious manner. This process does not mandate a particular course of action but provides another avenue for the city to encourage offerors to subinit proposals for this project. Consensus: Place this item on October 17, 2006 Agenda for approval and give City Attonley direction to prepare the modifications to procedural regulations and get RFP ready to go so we can tun1 it loose. We are going to need a consultant for any future endeavors. The cost would be offset by fee structure. Page Six Board of Directors October 3, 2006
Consensus: Accept recommendation of Staff and place on October 17.2006 agenda.
VMDO Projects: It was consensus of Governing Body to issue stop work order for any future parks & recreation projects. Make sure there are no outstanding issues with VMDO on current projects.
MOTION: Councilmember Bunner moved to authorize the City Manager to sign letter to VMDO issuing a stop order on all city projects, outlining any outstanding issues, and outlining city positions on future parks & recreation project. SECOND: Councilmember Polk VOTE: Unanimously passed
4b. Political Sign Issue: City Attorney, Registrar, Parks & Recreation:
The issue the Parks Department is contending with is the over saturation of the public park space with election signs upwards of two weeks prior to an election. To compound matters, Costello Park is now a polling site for the City. The current code states: Sec. 3 - 17 (7) Any and all signs advocating or opposing a candidate for public office or a position on an issue.
Registrar opinion: Political signs should not be allowed on City Hall property. I do think that the time that signs are allowed to be posted on public property should be better defined.
DPR respecthlly requests consideration to move, by ordinance, that all election signage be prohibited form all public parks. The exception to this would be Costello Park where the preference is that signs will be permitted but no earlier than 24 hours prior to an election. After favorable consideration DPR respecthlly request, and upon City Attorney review, this item be placed on the June 20, 2006 Business meeting of the Governing Body.
The City must decide where they wish signs to be placed and the length of time they can be placed on city property. There are two voting precincts in the City. Costello Park is now an election precinct. City Attorney asked that this item be can-ied forward. The Mayor would like the City Attorney to come up with a broad comvrehensive sim ordinance for the city addressing individual categories. What can and can't be allowed and how long should they be there. This item will be placed on January 2007 Board of Directors for further consideration.
4c. Holiday Schedule for City Employees: Deputy City Manager:
Background: In September, 2005, the Governing Body approved a permanent change to the City's paid holiday schedule granting an additional paid holiday for Christmas Eve (Motion passed on 9/20/05; Item 9C). This year Christmas Eve falls on a Sunday. When a holiday falls on a Sunday, the following Monday is observed. Because the following Monday is already observed for Christmas Day, another day needs to be observed for Christmas Eve. Discussion: Tuesday, December 26"' is a preferred day to observe Christmas Eve. Assuming we are open both dates, City Management believes citizen traffic at City Hall would be lighter on the 26"' than on the 22"d. As such, the 26"' is a better day to close. Additionally, observing the 26th for Christmas Eve allows employees who travel another day after Christmas to do so. Alternatives: Declare Friday, December 22, 2006 as the observed holiday for Christmas Eve or declare Tuesday, December 26,2006 as the observed holiday for Christmas Eve. Recommendation: Declare Tuesday, December 26, 2006 as the observed holiday for Christmas Eve. City Management will notify employees and citizens.
Consensus: Accept recommendation of Staff and place on October 17,2006 Consent Agenda.
4d. Request to mount Optimist Inteinational Club Sign: Route 28: (Two Signs):
It was consensus of Governing Body to approve this request and place on October 17 Consent Agenda.
4e. Resolution Personnel Policy: City Manager
This is Resolution giving the City Manager the responsibility to maintain and revise the City of Manassas Park Personnel Policy. The maintenance and revision of the Personnel Policy is a responsibility of the City Manager. The Personnel Policy is the administrative rule book for all city employees. The current policy is undergoing revisions by city staff. It needs to be revised. Consensus: Place Resolution on October 17 Consent Agenda that would give the City Manager responsibility to maintain and revise the Personnel Policy without ratification from the Governing Body because the City Charter gives administrative oversight responsibility to the City Manager. Page Seven Board of Directors October 3,2006
Consensus: Place on October 17.2006 Consent Anenda.
4f. Fire & Rescue Monthly Incident Report: Chief O'Neal: Copy of report made part of record.
4g. Tax Rate Increase: The Coinmissioner of Revenue and Treasurer needs to know the tax rate so they can print the bills and get ready to send them out. The City Manager stated there is $55,000 more that will need to be spent by the end of this fiscal year than what was planned. The primary cause of that is the increase in retirement that city has to pay. They had 11% but the actual percentage was 12.43% increase. There was $7inillion in total salaries coines to about $107,000 in additional cost. They will review the budget first part of next year. There is additional overtime cost in police department. There is additional certification cost not budget for fire department. Social Services: There were several vacancies and other people hired at rates higher than what was in the budget. The same thing happened in parks & recreation. There was a savings of about $50,000 in vacant positions. There is about $10,000 savings in fuel cost. They looked at one quarter of the year of cost and a savings of 25% of budgeted cost. That is pretty wide range. The Mayor stated this is pretty straight forward. He asked Councilmember Bunner if this information answered his question. Councilme~nberBunner stated it answers his questions. It was consensus of Governing Body: continue with the $1.14 tax rate.
4h. Sidewalk Project for FY06107: Remaining Sidewalk Projects - FY 06, 07
Portugal Construction has completed construction of new sidewalks on Morton Court, Forrest Street, and Martin Court. Co~lstructionwill be complete on Price Street as soon as Columbia Gas completes the relocation of its six (6) inch gas main. This is scheduled to be complete by October 18, 2006. Portugal Construction has already started construction of new sidewalks on Adams Street and will start Scott Drive as soon as utility investigation is complete.
Five (5) streets in the FY06 and FY07 project list will require additional funds to complete new sidewalks. These streets are Runyon Court, Yost Street, Alpine Street, Drake Court and Evans Street. The original estimate for the actual sidewalk on all five (5) streets was $74,238. However, there are some areas on each of these streets that will require retaining walls and step reconstruction after the sidewalks are complete. Staff estimates that the total estimated cost for the required retaining walls and step re-construction cost is $404,000.
Below is a breakout of the total estimated cost:
Retaining Walls and Step Approved FY 06-07 Street Name Reconstruction Estimate Sidewalks Estimate Runyon Court $1 59,657 $3,244 Yost Street Alpine Street Drake Court $46,116 Evans Street $31,526
Total $403,231 $74.238
Staff recommends completing new sidewalks on Yost Street, Alpine Street, Drake Court and Evans Street.
- Runyon Court is the only street that staff is recommending against construction of a new sidewalk. The cost of the actual sidewalk is estimated at $3,244 when compared to the $159,657 for the retaining walls and step re-construction. Runyon Court is a short dead end street characterized by steep slopes which has a length of 0.09 miles (525 ft.). Pictures are attached as an illustration. - Yost Street provides access to Costello Park and has a large amount of pedestrian traffic. The length of Yost Street is approximately 0.21 miles (1 170 feet). - Alpine Street has a length of 0.19 miles (980 ft.) - Drake Court is a short dead end street which has a length of 0.10 miles (550 ft.) The slopes are not nearly as steep as the slopes on Runyon Court - Evans Street has a length of 0.32 miles (1669 ft.) Page Eight Board of Directors October 3, 2006
If the work is approved the projected start date is scheduled for spring 2007 due to weather limitations.
The Governing Body requested that Staff go back and look at these streets especially the streets with retaining walls to find out the true cost and how the cost were arrived at for this report. i. Board of Directors Information: Patricia Brendel: HAVA (Help America Vote Act) originally gave fixed amounts of money to each locality that qualified funds to replace old voting machines and punch card voting. Recently the pool of money was released and while it available localities are able to request more money to fulfill the act. We submitted the following, $2,400 for computers, $9100 for two DRE machines and a scanner for our Central Absentee Precinct. With the new release of funds some of the rules changes and we were able to request and get approved $1,400 towards a mass mailing for the purpose of voter education. j. Storm Water Channels: Kathy Gammell, Public Works Director:
Public Works staff is requesting authorization from the Governing Body to enter into a professional services agreement with Apex Environmental, Inc. in an amount not to exceed $55,000 for clearing and grading storm water channels in Manassas Park contingent on the City Attorney's review and approval. The storm water channels in the city are in need of cleanup and grading. Apex provided an estimate to the city for restoration of optimum flow in storm water channels. There is server erosion of the banks from past storms. There are brush and trees in the stream bed. Undermined areas at discharge pipes and depressions in the stream beds where material has eroded. Consensus: Accept recommendation of Staff and place on October 17.2006 a~enda
6. Convene in Closed Session (as per 2.2-3711(a) of the Virginia Code): 9:30 pm:
MOTION: Councilmember Polk moved that the Governing Body go into Closed Meeting to consult with the City Attorney regarding three discussion points pursuant to Paragraph 7, respectively, of Subsection 2.2-371 l(A) of the Code of Virginia. SECOND: Councilinember Bunner VOTE ROLL CALL: Yes: Polk, Kassinger, Bunner, Gardner, Miller, Treuting, Jones
7. Reconvene in Open Session:
MOTION: Councilmeinber Polk SECOND: Councilmember Burner VOTE: Unanimously passed
8. Certification of Closed Meeting and addition of items to Agenda due to closed meeting (If Necessary):
MOTION: Coui~cilmemberPolk moved the following Resolution: WHEREAS, the Governing Body of the City of Manassas Park has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712(d) of the Code of Virginia requires a certification by this public body that such closed meeting was conducted in conformity with Virginia law. NOW THEREFORE BE IT RESOLVED that the Governing Body of the City of Manassas Park hereby certify that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements under this chapter and (ii) only such public business matters as were identified in the motion by which the closed session was convened were heard, discussed or considered in the meeting by the public body. SECOND: Councilmeinber Kassinger VOTE ROLL CALL: Yes: Polk, Icassinger, Bunner, Gardner, Miller, Treuting, Jones
9. Adjournment at 8:55 PM:
With consensus of Governing Body, the Mayor adjourned the meeting at 10:lOpm.
Approved November 2 1,2006
Francis C. Jones, Jr., Mayor
Lana A. Colu~er OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD ON TLIESDAY OCTOBER 10, 2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bunner Fran Kassinger Cyndi Gardner
Absent: None
Staff Present: Lana A. Comer, City Clerk Mercury Payton, City Manager Dean Crowhurst, City Attorney Laura Fitzpatrick, Deputy City Manager
2. Appointments: Two Unexpired Terms to 2008: Governing Body Vacancies:
MOTION: Councilmember Polk moved to appoint William J. Treuting, Jr. to the unexpired term of Vonna Privett to June 30,2008. SECOND: Councilmember Bunner VOTE ROLL CALL: Yes: Polk, Bunner, Gardner, Kassinger, Jones
MOTION: Councilmember Polk moved to appoint Keith D. Miller to the unexpired term of Adam Larson to June 30, 2008. SECOND: Councilmeinber Kassinger The person being appointed to this term will have to run in Special Election in 2008 for the remainder of the term of Adam Larson to 2010. VOTE ROLL CALL: Yes: Polk, Kassinger, Bunner, Gardner, Jones
The Mayor stated on the left hand side web page icon, there is a new Council Comer section. This is an opportunity for Governing Body members to communicate any particular item of interest or respond to issues, etc. Iie has given information to the City Clerk that will be posted in thls section. He is asking the citizens to look at this section and if they have comments or concerns please let the Governing Body members know. The Mayor is going to try to have something posted weekly to talk about things going on in the City. This is a good way to get out information to the public.
Councilmember Polk stated the Governing Body had eleven very good candidates and as you know there were only two selected. There was a lot of feedback. He hopes the other nine will remain civic minded and active in the community and seek other ways through other committees and cornnlissions to remain involved with Manassas Park. He thanked all who interviewed and hope they continue their interest in the city.
The Mayor asked for those who were interested in participating but were not selected, he echo's what Councilmember Polk said about the quality of the candidate pool. This is an incredbly deep candidate pool and we have got some very well qualified individuals. We have some key positions that are open in the city and are going to have a dramatic impact on development and redevelopment. We are trying to get enough individuals interested to join us in re-activating the City's Industrial Development Authority (IDA) with the view that we might flip it into an Economic Development Authority (EDA). Mr. Bunner is heading that effort and the Mayor is asking those individuals who were applicants who weren't selected that would be interested please let us know if you would be interested in serving in that capacity. We are loolung to reconstitute that Body immediately. He thinks everyone interested has a real good place to fill in the reconstitution of IDA and flipping it to EDA and working with redevelopment of the City. He thanked everyone who put their name in the hat. He thanked everyone who came out to speak. In fifteen years of being associated with city government for CMP this is the strongest turn out he can remember ever on record and the most involved. He has gotten more good phone calls and e-mails interesting in some cases with viewpoints and perspective but he thanked everybody who reached out to touch and who said this is what I think please take my view into consideration and the vote of the Governing Body tonight is reflective of that.
The City Clerk swore in William J. Treuting, Jr., and Keith Miller and they took their seat on Governing Body.
The Mayor stated you don't know how it feels to have a full council again.
Councilmember Kassinger congratulated both members and stated you bring a wealth of information, talents and skills to the Committee. Those that applied and did not make it, this was very tough for all of us and as Mayor and Bryan stated earlier have so much to offer the city and she hopes you will remain active and interested in the City. Page Two Governing Body Meeting October 10,2006
3. Presentations:
3a. Police Gang Task Force Special Presentation:
The Mayor stated the person that is chiefly responsible for the majority of the funding associated with this effort could not be with us tonight. He is tied up in another matter. He will deliver a special thanks to Congressman Frank Wolf on the hill later. We all understand how the impact of Congressman Wolfs lobbying has been and you hear tonight about some of the things that the funding he has provided has been able to directly do for our community. The Mayor wanted you to recognize some of the faces that you don't always see that are behind the management scene of the activities that are associated with the Task Force.
John Evans, Chief of Police, introduced Tousaint Summers, Chief of Police for Herndon, to Governing Body. He is the Chairperson of the Regional Gang Task Force. He recogmzed Lt. Ron Haugsdahl, Fairfax County Police Department, Supervisor, of the Gang Task Force itself. He recognized Lt. Trevor Reinhart of Manassas Park Police Department who is very active within the task force.
The Mayor stated we greatly appreciate Chief Summers taking time out. of his busy schedule with the task force and his regular job to be here tonight. Chief Summers thanked the Governing Body for inviting the Gang Task Force to address the Governing Body. He stated that Chef Evans is on the Governing Board. The Gang Task Force is governed by fourteen (14) chiefs of the northern Virginia jurisdictions. He stated he happens to be Chairman because nobody else wanted to do it.
The Task Force was formed in July 2002 and Manassas Park was an original member. The Task Force acts as a force multiplier for the region. What they found before that time. They knew the gang problem was rising in our northern Virginia community and found there were pockets such as Herndon, Manassas Park and other areas that were not fortunate enough to have a gang unit themselves like the bigger agencies such as Fairfax and Prince William County and Loudoun. We were not giving it the attention that it needed. Through the support and funding of Congressman Wolf they were able to form the Northern Virginia Criminal Gang Task Force with the main focus of dealing with the gang issue on three fronts; suppression, prevention and intervention. It is not just a suppression thing. What everybody sees most often is suppression. What you are going to be presented tonight is the suppression side. He stated he is pulling his hair out about the prevention atid iqtervention side. They are very active in that in that they have the court services unit involved in helping them come up with programs to prevent kids from getting involved and should a kid be involved who is it the parent calls if they believe their child is in a gang. How do we get him out? How do we get the tattoo removed? That is very much a part of gang task force. We are probably more successful in our suppression and it is important to weed them out because in a garden you have to weed so the good things will grow. They are weeding and reseeding and hopefully in the near future they will have more intervention.
Lt. Haugsdahl and Detective Reinhait are the ones that make this program work because they are the ones who actually do the work and actually get the job done. The Mayor presented Chief Summers with a plaque thanking the Gang Task Force for all their work in the protecting the public against continuing threats from gangs and deterring the progress of illegal criminal activities. The Mayor stated with the opening of the new police station you will have a place to operate as much as you need to. We have dedicated space in the station to support the task force as long as it operates.
Lt. Haugsdahl gave a presentation on how the task force can assist the Manassas park police department and the city. The slide presentation was not shown to the public because of some of the graphic pictures. He gave information on a few cases involving gangs in the City and what has been done about them. The Mayor stated he was riding with the Task Force when they served warrants throughout the City. The task force is an incredible asset to our community and one we should be eternally grateful to have. He congratulated them and stated well done.
Councilmember Burner stated that if in the future they need laws to be changed to help them with enforcement do not hesitate to let us know.
3b. Tricia E. Sutherland: Petition to Increase Fine for Speeding on Polk Drive:
She presented a petition with 51% of the residents on Polk Drive signing asking the Governing Body to increase the fine for speeding on Polk Drive. The Mayor asked the City Attorney to look at city ordinance to see what action needs to be taken to include Polk Drive as a street where fine can be increased. The City Attorney stated according to state law, it allows the City to add an additional $200 in residential district for speeding. This is a decision of Governing Body. The Mayor placed this on the October 17 agenda for further consideration. The City Attorney will prepare ordinance. Councilmember Polk asked for input from Chief of Police.
3c. Superintendent of Schools: Copy of report made part of the record. Enrollment as of September 30, 2006 was almost 2,500 which is a record. The high school enrollment is up as well as middle school almost 70 students. Friday, they will move into the middle schools once they have passed all inspections. Page Three Governing Body October 10,2006
3d. SPN Report: Copy of Report made part of the record. There is a concern about the identification of some additional technology elements that they were not aware were part of the overall budget. The Mayor stated the city has $100,000 held in reserves. For next month Mr. Crooks believes we are going to be okay. He does not believe the city will spend $62,000 in contingency. Over the next few weeks it is likely the city will have to appropriate some piece of that $100,000 which was against the original $8.5 million city pulled down for the project.
3e. Citizen Appreciation: Fire & Rescue Team: They responded to a call on Cabbel Drive and the mother credits them with saving her daughters life. The daughter was unconscious when they arrived.
3f. Report: Fill the Boot Fundraiser: The fire & rescue department collected $16,025.95 on Labor Day weekend September 1-4, 2006 for Muscular Dystrophy organization.
3g. Comprehensive Annual Financial Report: June 30,2005: Qualified for Certificate of Achievement for Excellence in Financial Report: Gary Fields, Finance Director:
City will receive a Certificate of Achievement.
4. Park Center - Kristi Laurenz wlClark Realty: Richard Drummonds, Clark Realty:
She gave a slide presentation on update on Master Plan for Park Center which will be made part of the record.
5. Payment Made Per Contract: Informational:
a. SPN $421,490.57 Police Station
The City received a certified letter from FEMA regarding flood plain. The Mayor asked that this letter before forwarded to Prince William County because the area they are talking about is located in the County. It is at the foot of the tract located at bottom of Blooms Quarry Lane toward Route 28.
6. Convene in Closed Session (as per 2.2-3711(a) of the Virginia Code): 8:05 pm:
MOTION: Councilmember Polk moved that the Governing Body go into Closed Meeting to consult with the City Attorney regarding briefing the new Governing Body members on privilege and confidential information or matters for the city including acquisition of real property for public purpose and disposition of publicly held real property where discussion in open meeting would adversely affect the bargaining position or negotiation strategy of the city and specific legal matters requiring the provision of legal advice by the City Attorney; including the Rack N Roll lawsuit, the JDB lawsuit, and one additional threat of litigation matter by private citizen pursuant to Paragraph 3 and 7, respectively, of Subsection 2.2-371 l(A) of the Code of Virginia. SECOND: Coui~cilmemberKassinger VOTE ROLL CALL: Yes: Polk, Kassinger, Bunner, Gardner, Miller, Treuting, Jones
7. Reconvene in Open Session:
MOTION: Councilmember Polk SECOND: Councilmember Bunner VOTE: Unanimously passed
8. Certification of Closed Meeting and addition of items to Agenda due to closed meeting (If Necessary):
MOTION: Councilmember Polk moved the following Resolution: WHEREAS, the Governing Body of the City of Manassas Park has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712(d) of the Code of Virginia requires a certification by this public body that such closed meeting was conducted in conformity with Virginia law. NOW THEREFORE BE IT RESOLVED that the Governing Body of the City of Manassas Park hereby certify that, to the best of each member's knowledge, (i) only public business matters lawfully exempted from open meeting requirements under this chapter and (ii) only such public business matters as were identified in the motion by which the closed session was convened were heard, discussed or considered in the meeting by the public body. SECOND: Councilinember Kassinger VOTE ROLL CALL: Yes: Polk, Kassinger, Bunner, Gardner, Miller, Treuting, Jones Page Four Goveming Body Meeting October 10,2006
The Goveming Body will go into a Worksession on Tuesday, October 17, 2006 to discuss the elementary school issue.
9. Adjournment at 8:55 PM:
With consensus of Governing Body, the Mayor adjourned the meeting at 8:55 pm
Approved November 21,2006
Francis C. Jones, Jr., Mayor
Lana A. Conner OFFICIAL MINUTES OF THE MANASSAS PARK GOVERNING BODY MEETING HELD ON TUESDAY OCTOBER 17, 2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COLIRT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bunner* Fran Kassinger Cynde Gardner Keith Miller William J. Treuting, Jr.
Absent: None
Staff Present: Lana A. Conner, City Clerk Laura Fitzpatrick, Deputy City Manager Mercury T. Payton, City Manager Dean Crowhurst, City Attorney
*Councilmember Bunner arrived at 7:33pm during Worksession on school funding.
2. Approval of Amended Agenda:
MOTION: Councilmember Polk moved to approve with following amendments: Item 7b (4) RFPIPPEA Parks and Recreation Facility (remove from agenda), ltem 7f (1) Prince William Area Agency on Aging: Teresa McKay appointment removes from agenda and ltem 10, and II, was removed because there was no closed meeting. SECOND: Councilmember Kassinger VOTE: Unanimously passed
3. Moment of Silence
4.. Pledge of Allegiance: Councilmember Treuting
5. Citizens Time: There were no citizens wishing to address Governing Body.
6. Presentations: No presentations
7. Review and Approval of the Consent Agenda
7a Approval of Minutes: September 5, 12, 19, 25, 27, 28, 29, 2006 7b Parks & Recreation Department: 1. Signal Hill Irrigation Recommendation: Parks & Recreation 2. Conner House Discussion on Grant: Parks & Recreation 3. Pool Contract Going Out to Bid: Parks & Recreation 7c Police Department 1. ACNS Change Order $39,070: SPN 2. George Moehrle Masonry Change Order $5,086.00 3. Del Ray Glass Change Order $2,917.00 4.. Fitness Equipment Purchase Order Request: $18,499.78 to Leisure Fitness Page Two Governing Body October 17, 2006
5. Police Station Telephone System: 1. Cisco Networking Equipment CDW-G: $54,833 2. VOlP CDW-G $15,680 3. DTS: Liebert NX Three Phase Power Supply: $25,325.30 6. New Police Station Furniture Purchase: $102,193.66 7d. Holiday Schedule for City Employees: Deputy City Manager 7e. Request to mount Optimist International Club Sign: Route 28 7f. Appointments: 1. Prince William Area Agency on Aging: Teresa McKay (Revocation) 2. Senior Citizen Committee 7g. Silva Cable Construction Inc $25,677.99: Treasurers Office 7h. Personnel Policy: City Manager 7i. Department of Social Services: Change Order: $6,433.85 7j. Agreement with Apex Environmental for Clearing Storm: $50,362
MOTION: Councilmember Polk moved to approve Consent Agenda. SECOND: Councilmember Gardner The Mayor stated that Councilmember Bunner asked on Item 7b if he were here would have abstained. He makes it as a record point even though he is not here to vote. VOTE ROLL CALL: Yes: Polk, Gardner, Kassinger, Miller, Treuting Jones
8. New Business:
8a. Increase in Fine $200 for Polk Drive: Petition:
The City Attorney stated he will bring back an ordinance that mirrors the language that we currently have elsewhere for the one-way streets. This would legitimize the petition we have received. It would not require a public hearing but the state code that authorizes this does require we have some sort of mechanism for posting the signs. The City Attorney recommended that be the mechanism which would be 51% of the owners along the street that would be affected. By affirmation, the Governing Body accepted staff recommendation and directed the City Attorney to prepare ordinance.
The Governing Body will hold a Public Hearing on October 24, 2006 to discuss the indebtedness relating to construction of new elementary school.
The Mayor is asking that because decals and water bills are due the same day he is encouraging our citizens to please not wait until last day. The line may be lengthy and patience will be short.
The Mayor closed the business meeting at 7:08 pm. Page Three Governing Body Regular Meeting October 17, 2006
9. Worksession: Funding for new Elementary School and related Issues llie Governing Body moved into Worksession at 7:15 pm to talk about the new elementary school that has been proposed and the actions the school board took last night which is a modification to their plan. The work session was held to discuss funding of new construction in support of the School Board's proposal to relocate the current MPES program to the Cougar Elementary site.
Councilmember Polk has been working with the schools on this project. The School Board at their meeting on October 16, 2006, by Resolution, modified their plan to move all school programs from lblanassas Park Elementary School (MPES) and put them at Cougar Elementary. The MPES site would revert back to the city because it is no longer a school site and could become part of parks and recreation program. The school to be built would house grades pre-school, Kindergarten first and second and the existing school would house grades 3, 4, and 5. The schools are asking for $7.5 million and the second tier will be from $14-18 million dollar range. The Mayor stated the city does not dictate where the School Board places their educational facilities or how the educational process is run. The City must borrow the funds to build the facility. The Mayor is concerned about the impact additional funding will have on the future needs of the City. Councilmember Kassinger stated moving an elementary school out of a neighborhood hurts neighborhood property values and hurts educational process. If you move MPES you have moved all the schools out of the west side of the city. Councilmember Treuting stated we have to do something about space for parks & recreation.
*Councilmember Bunner arrived at this time.
Catherine Morretta, Director of Parks and Recreation, stated her department needs more space for programs. The demographics of the city are changing. She would like to build a football field and soccer field. There is a decrease in little league registration. Their current 15,000 square foot building has served its purpose but just isn't big enough to house more programs. She stated if MPES stays on present facility and renovates, the recreation department will lose three ball fields. If everything went as scheduled and the School Board approved the move, it would probably be about three years before the MPES is vacated. She stated that moving the school out of MPES would give her more options because of the additional space. Ms. Morretta stated there is arbitrage involved in the $8 million borrowed for parks & recreation facility. It was borrowed as part of funds for police, fire. and schools.
The Governing Body agreed that something needs to be on west side of City a vocal point if the school is moved. Governing Body agreed that additional school capacity is needed. Governing Body agreed that parks & recreation does not have enough space and needs to be expanded. Governing Body agreed that the pre-school should not be in a separate facility but part of Cougar Elementary facility. Page Four October 17, 2006 Regular Meeting
Vice Mayor Polk will send the followirlg questions to the School Board per discussion by Governing Body:
1. What is final total cost and cost per square foot of the Middle School renovationlnew construction project. 2. If new building is placed at present Cougar, what are the anticipated cost impacts to the project if grades are reallocated across buildings by placing K-2 at current Cougar and grades 3-5 at the new building? 3. Please provide a conceptual site plan for the Cougar site that shows the placement of the new 4-5 (or 3-4-5) building and the Pre-K. 4. Please provide updated worksheets ("Manassas Park City Schools - 4th/5thGrade Elementary School Building Conceptual Budget Evaluation" and "School Facility (grades 4- 5, 225 studentslgrade) - August 29, 2006") that demonstrate conceptual budget and programming square footage based on the new building proposal. 5. What is School Board's contingency plan in the event that enrollment exceeds capacity at some point in the future? If additional capacity is required, is there room to expand on the Cougar site? What approach would the School Board take to expand the buildings or otherwise accommodate the additional students? Is "surge capacity" (i.e., surges of enrollment that may appear at different grade levels in different years) built into the programming? 6. Please provide enrollment projection model (i.e., numbers of children per household that are anticipated based on the type of housing). Has the School Board developed a model that represents the housing transformation that is occurring on the West end of the City? For instance, when a rambler or Cape Cod is renovated into a house of two to four times the original square footage, how does this impact the model? Please provide enrollment projections for as many years into the future as are available. 7. The School Board has proposed a new building for the 4-5 (or 3-4-5) that is separate from the existing Cougar facility. Did the School Board consider a single K-5 school to reduce duplication of physical infrastructure and staffing requirements rather than a new separate building? Information provided to date indicates that the two (or three) structures would share the current Cougar food preparation facilities. Is this correct? 8. If a separate building is created, will the new building have a full complement of administrative staff (i.e., Principal, Assistant Principal, etc.)? Or will administrative staff be shared across the facilities? Other than food preparation, what significant facilities andlor staff will be shared among the buildings on the site?
Vice Mayor Polk will request a response by next Tuesday when the Public Hearing is held so that Governing Body can hold a Special Meeting on October 30, 2006 to consider a Resolution on $7.5 million dollar funding request for proposed Pre-K and Grades 4-5:
10. Adjournment at 10:OO PM:
With consensus of Governing Body, the Mayor adjourned the meeting
Approved November 21, 2006
Francis C. Jones, Jr., Mayor City Clerk OFFICIAL MINUTES OF THE PUBLIC HEARING HELD BY THE MANASSAS PARK GOVERNING BODY ON TUESDAY OCTOBER 24,2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bumer Cyndi Gardner
Absent: Fran Kassinger
Staff Present: Lana A. Conner, City Clerk Mercury Payton, City Manager Dean Crowhurst, City Attorney Laura Fitzpatrick, Deputy City Manager
2. PUBLIC HEARING: Published October 9 & 16,2006
"Notice is hereby given that the Governing Body of the City of Manassas Park, Virginia will hold a public hearing in accordance with Section 15.2-2606 of the Code of Virginia of 1950, as amended, on the issuance of general obligation bonds of the City (or a Literary Fund loan) and notes in anticipation
of such bonds or loan in the estimated maximum amount of $7,500,000 to finance capital- projects- for public school purposes. Specifically, the funding is being requested to begin design and construction of an elementary school facility. A resolution authorizing the issuance of the Bonds will be considered by the Governing Body. The public hearing, which may be continued or adjourned, will be held on Tuesday, October 24,2006 at 7:00 P.M. before the Governing Body, in the Council Chambers at Manassas Park City Hall, One Park Center Court, Manassas Park, Virginia 201 1 1" Copies of the Educational Program for the Proposed Elementary School Facility may be picked up at the office of the School Board Clerk, One Park Center Court, Suite A, Manassas Park, Virginia between the hours of 8:00 a.m. and 4:30 p.m. Lana Conner, City Clerk
The Mayor opened the Public Hearing.
Superintendent of Schools: Dr. DeBolt stated the project is a 3-5 new elementary school facility which is about 100,000 square feet and a new pre-k facility which is about 8,400 square feet. Estimated total value of the project: the 3-5 project is about $25,000,000 and the pre-k is about $2,000,000. The Mayor asked if funding to satisfy the indebtedness is within the affordability of the schools within their 57% uncommitted revenues associated with the Revenue Sharing Agreement. Dr. DeBolt stated that is correct. This is driven by needed replacement of the outdated facility and increased enrollment throughout the citizen especially K-3.
Citizens Wishing to Speak:
1. Bill Wren, 253 Cabbel Drive: He is here in favor of the bond issue. He lives on the founder side of town but Manassas Park Elementary School has served us well and faithfully. He remembers when we bought that school in 1976 from the County. He remembers for the first couple of weeks it was in City Attorney's name only for a while until city finally got He is here to speak in favor of building the new school at the Cougar site. Manassas Park Elementary School has served the city well but has outgrown its usefulness. That school is way over population over capacity and has more trailers around that in school in northern Virginia. We have a collection of educational talent here in this beloved city that has been a little more than twelve years in the making and it has really got a tremendous record on behalf of this school of this city. They favor this plan. They have not come up with this plan lightly. It is well considered. It is in conjunction with our other department in the city that also very favorable and very credible record and that is our parks & recreation department. Between those two divisions this plan will serve this city excellently and he highly recommends it.
2. David Coates, 4957 Corbett Circle: Removed his name from speaking.
3. Veronica Miller, Manassas Park Schools: She is the Community Liaison for the schools: The Mayor asked the Latino group in the audience that she was representing to come forward so the public could see them. She has done interpretive work for this Latino group. They asked her to pass on that they are very excited about the proposed new Manassas Park Elementary School to the Cougar campus for many reasons including centralized registration area, combined bus routes, elimination of trailers. Page Two October 24,2006 Public Hearing
They were initially disappointed that the pre-school would also be leaving that side of town. Once some of their concerns were addressed especially transportation they felt much more comfortable with the idea. Now they are looking forward to a world class park on their side of town. The focus for these families are they would progress made and construction starts on these schools. Many of them have very young children but would be pre-school age in next two or three years. They are anxious to have the additional pre-school programs and classes to benefit their kids. They see the need for a new school. They have been part of the process. As far as the parks, they have had some wonderful ideas they would like to share with the Council. Once city gets into the planning stage they would like to be part of that and be included in meetings. Catherine Morretta, Director, is the person they need to see about that. She will offer her services and be the contact person and attend the meetings. The Mayor asked her for their names so they can be included in the record.
4. Dennis Dyer, 9323 Laurie Court: He has lived in the City for seven years. He grew up in Manassas and knows what Manassas Park has gone through. He has a daughter in sixth grade. We have the best school system. This school purchased instruments for the kids which gives them the opportunity at no charge to have band. Nobody else can do that. They had many meetings in the spring about moving the schools the way they are. I-Ie is in favor of moving the schools. We have a-1 administrators, teachers, employees and you can't touch them anywhere in the United States. Teacher ratio is fabulous. He would like to see us move forward.
5. Karen Smith, 9306 Jan Street: She has lived in the city five years and has three children. They actively volunteer in schools that their children attend and she substitute teaches in Manassas Park schools. She echoes what Mr. Dyer said that they are very happy with the education of their children are receiving. They have a great deal of admiration for the faculty and staff and first class staff should have first class facilities which they do in three out of four schools. She would like to see that uniform. She urges you to do what ever you need to allow these projects to move forward. If we don't do this now, the quality of education that our kids are receiving will not be able to remain that way. She is talking about things like overcrowding. She would like to see the land where Manassas Park Elementary School now sits to be dedicated to parkland. There are concerns about how it would be developed if not parkland.
6. Ruby Sotelo, 9317 E. Carondelet Drive: They have lived here for three years. They are from a small town in Texas. They looked at all school districts and chose Manassas Park because of the small school district nestled among many large districts. They both attended small schools in Texas. It is important that their children would know people all the way through the system rather than 15/20 schools. They believe their children are getting a good education but right now things are getting a little tight. Even in Cougar things are tight and have overflowed into the learning cottages she thinks they are called. They are learning from top notch educators there. They deserve and the people doing the educating deserve a top class building where we can do what we need to do for the kids that we have coming in. She works with people every day and hears parents say we are coming to Manassas Parlc schools because we hear you are doing great things. They want to be able to continue to do great things. To be able to do that we need all of you to take a stand tonight decide the process can move forward and take your vote and allow it to move forward by passing this bond issue. She supports Karen Smith's request to have Manassas Park Elementary School site dedicated for parkland. This would make a lot of people happy and make you popular. It would be best for the schools, families, and the best for the kids that are growing up here. Every child deserves a good education and she thinks we are here to give them one.
7. Richard Krafsig, 851 1 Overhill Drive: About five years ago, when his child was about to enter kindergarten, they seriously considered not living in Manassas Park because they were concerned about the schools. They decided to remain here and enroll Zachary in kindergarten. He is amazingly pleased that the people who teach his children are an amazing group of children. He is in favor of moving forward with this bond issue as is his wife. We need to give them the tools that need to use the skills that they have. He is asking that you do this expediously because there is a window of opportunity and we do not want to miss it. The sky is the limit for our kids if you give them proper facilities as well.
8. Adam Larson, 9408 Jack Drive: He owns property at 9408 Jack Drive: He congratulated Councilmember Treuting and Miller for their appointment to the Council and wished them the best. He thinks the school facility is desperately needed there is no question. He is concerned about the timing of floating $7.5 million dollar bond. That is approximately $645 for every man woman and child in the city and as such it has to be spent carefully. We need to make sure the money is there to cover it. The Revenue Sharing Agreement means a reduction in city revenue means a corresponding reduction in school revenue. As you know property values in the city have been dropping. This becomes a concern because this year's budget was based on 23% increase in total property value in the city. Page Three Public Hearing October 24,2006
Even with new development, he thinks we are going to be lucky if the total property values in the city remain flat. If the property values remain as of January of this year we will faced with an approximate $1.8 million dollar shortfall for this fiscal year which would require a tax rate of about $1.40. Next year instead of being $1.8 million dollar shortfall it will be a $3.6 million dollar shortfall. That is even if the assumption in the five year budget plan falls true. One of those assumptions is a 20% increase in property values for next year. It seems questionable to him as to whether or not it will end up holding true. He agrees we need a new school facility but before we float a bond for $7.5 million dollars we need to update the five year budget and give the schools a realistic idea of what kind of revenue they are going to be getting over the next few years. He thinks they are basing their ability to pay on some outdated and unrealistic numbers. Before you float a bond in the city you hold a Public Hearing while we have many people here tonight it is a very small fraction of the citizens of the city. In Prince William County before they do a bond they place it on a ballot where they get a lot more input. He would recommend the city do the same?
9. Icendall Gardner, 114 Martin Drive: He was unaware that there was a decision to put the school on the Cougar site. He has concerns about that. He agrees with everybody else that our kids need an excellent education. His kids have gotten and excellent education up until now so he is not sure what the problem is now. With moving the school to the Cougar site right now the evening events he participates in at Cougar site he finds out that people are parking in the yellow zone, there are too many cars for the parking lot and now you are going to put another school there. Safety should be considered over everything. If you are going to put up another school where you have people parking in the yellow zone the fire trucks cannot get to where they need to go. There is a problem.
10. Kismet May, 9204 Golf Court: She is pleased with the education her children received at Cougar. She substituted last year. It is a warm family environment and she loves the schools and all the teachers and what they bring to the school and the support to the children and parents. She supports the move. She has been a resident for four years. When talking to her neighbors at school bus stop they say when there child is to go into 4'" grade that they will move or send them to private school. Sometimes you judge a book by its cover. It is unfortunate because she knows we have good teachers at all the school. We need a school that has the same type of structure and quality that Cougar brings. There is a disappointment that once you get something that is that great then you have to move into a school that doesn't look good and is not up to par even though the teachers, etc are great. It would be great to have it all together under one campus. The issues of parking were addressed and how they can make that work. She is for Costello Park receiving what they need because that is a big need for the community too. The recreation center is so important and they deserve to have top notch recreation center.
11. Dinah Mullins, 93 10 Nancy Street: She is an eleven year resident of Manassas Park. She feels the same way as Kismet. When her daughter went to 4'" grade, she was a nervous wreck because her daughter is going into this building that is falling apart. They considered putting her in private school as well. She has gone through a remarkable first three years at Cougar and continued her education through Manassas Park Middle School. She has been a substitute teacher for four years. She has seen the old Manassas Park Elementary School and Manassas Park Middle School. She is very pleased with the education her children are receiving. Manassas Park Elementary School is a facility that is over crowded and classrooms do not have the same type technology that other schools have. It is hard on the kids and they don't want to go. She heard kids say I don't want to go to that school. She agrees with what Kendall Gardner said about parking. That is a big concern. Dr. DeBolt lives next to the school and he has people parking in front of his house as well as other resident on Brandon Street. It is a concern with things going on at both schools. Hopefully that can be addressed. She would like to see the proposal started as soon as possible. She has a third grader and she would like to have a nice school by the time she gets to fifth grade.
12. Mike James, 9292 Matthew Drive: He echoes what the majority of people have said tonight. He is a firm believer that the citizens in this community believe the most important asset that we have is our children. If this is what it takes to make sure that we maintain the same level of excellence that he has seen for the last three years then that is what we have to do. The children come first.
MOTION: Councilmember Treuting moved to close Public Hearing at 7:30 pm. SECOND: Councilmember Gardner VOTE: Unanimously passed Page Four Governing Body Meeting October 24,2006
The Governing Body held a short meeting to go over vacancies in Boards, Commissions and Authorities for Governing Body.
Councilmember Polk stated he needs an Alternate for Northern Virginia Transportation Authority. Councilmember Miller stated he would be the alternate.
Councilmember Polk stated city needs a representative on Northern Virginia Regional Commission. Councilmember Treuting stated he would be City Representative on this Board. Councilmember Miller stated he would be the alternate.
Councilmember Bunner will be City Liaison on Manassas Park Industrial Development Authority (IDA). Councilmember Bunner will be City Representative on Parking Committee.
Councilmember Treuting will be City Liaison to Public Safety.
Members of Governing Body will meet at 7pm on November 1, 2006 at Flory Center to discuss the City starting up the IDA again.
With consensus of Governing Body, the Mayor adjourned the meeting at 7:45 pm.
Approved November 2 1,2006
Frank Jones, Mayor
Lana A. Comer, City Clerk OFFICIAL MINUTES OF THE SPECIAL MEETING HELD BY THE MANASSAS PARK GOVERhTING BODY ON MONDAY OCTOBER 30,2006 AT 7:00 PM AT CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGIhTIA
1. Roll Call: Frank Jones, Mayor Bryan Polk, Vice Mayor Michael Bunner Cyndi Gardner Fran Kassinger Keith Miller William J. Treuting, Jr.
Absent: None
Staff Present: Lana A. Conner, City Clerk Mercury Payton, City Manager Laura Fitzpatrick, Deputy City Manager
MOTION: Couilcilmember Bunner moved to approve agenda as presented. SECOND: Commissioner Brendel VOTE: Unanimously passed
2. Resolution : School Board Request: Public Hearing Held: Issuance of Bonds for Construction of new 4th & 5thGrade Elementary School:
Councilmember Treuting thanked citizens who came and gave their input either at the meeting or e- mails and letters. There were two comments repeated by several citizens about parking space concerns and also concern about the expansion being approved and making the land at old Manassas Park Elementary School dedicated for park uses. He appreciated the follow up that the School Board did in coming back with answers to the questions particularly the parking issue showing how they expanded the parking from what was originally there to make up for some of the existing shortfall. One comment several citizens made that caught his ear is they talked about how important it was to have a quality building and several people comments they imagined that we good teachers but that the building was more important. He looks at it the other way around. The School Board and School District have worked diligently over the years to get the type of quality teachers we need in all the school whether it was the most aesthetically pleasing or the one that was the least aesthetically pleasing. He thinks the parents should know that and take as much interest as possible in that. He is for relocating Manassas Park Elementary School to Cougar site because it seems to make the best use of the site, consolidates the school assets into one place and it frees up a lot of land the city needs to expand its parks and recreation department. With everything the city is looking to do to improve parks & recreation this will greatly add what Parks and Recreation Director and her staff are trying to do. He is for that. He wants to also say that it is the schools decision on how to allocate the land and how allocate the resources once the Governing Body does it. He is not overly impressed with the way the site has been utilitzed or the lack of sharing some of the existing facilities at Cougar. He still thinks the project needs to go ahead and thinks it will greatly improve the educational plant that citizens and students need.
Councilmember Kassinger stated she wanted to voice the opposite view. She thinks the she is the only educator that is up here and has spent more time in education. She believes in the teachers in these schools but believes they are separate from the buildings. There is no say whatever that shows that if you have a good building you will have good education. Page Two Special Meeting October 30,2006
It rests with the teachers. If you have a good teacher you have good education. She does believe that we need a new school building but she also believes we need to stay in budget. Our city is hurting for a lot of things. You saw that three weeks ago at a Public Hearing. We need more social workers, more firemen, more equipment and it goes on and on in the neighborhood of about $350,000 a year. As much as she believes in the school and she has been an educator for 37 years and has her doctorate. She has worked in the Manassas park school system. She believes the schools need a new school but we have to do it in a very prudent manner. We have to build school buildings within budget and enhance it as we go along. We can't have another Taj Mahal all of a sudden. We don't funds to keep doing that and lower the taxes at the same time.
She stated she heard at the VRE station tlis morning about the parents coming and sonlebody was laughing about the same parents come up. It is almost like a parade. Bring them up and give them something to say. She hears what they are saying through these people that have reported to me. She has also read e-mails that are really concern about what it is going to do to the west side. She has yet to see a real estate agents package or talk to real estate agent that has told her that three ball fields or recreation center is equal to a school in a neighborhood.
They value neighborhood according to the value that a school brings to the neighborhood or proximity to a school. If you look for a house in any neighborhood in the United States it tells you what school district it is in not what parks & recreation center it is close to. She really doubts that we are helping the west side of town. She thinks the real reason we are moving froin the west side of town is the vandalism over there. It has increased and has attacked our schools. That needs to be addressed. In the mean time, we don't need to hurt the west side of town by taking the school away. She promised the citizens when she came on Governing Body that she would do everything in her power to keep the taxes lower. This is only the beginning if we are going to give $7.5 million dollars. Inflation will increase. We will have new items for the schools they will need. It will go on and on. She just doesn't think we need open door yet for that. She stated you will not see her voting yes tonight. It is not because she doesn't believe in the teachers it is because she doesn't think we have the funds to do this at this point.
Councilmember Gardner: She is not in favor of moving Manassas Park Elementary School to Cougar Elementary. She has several concerns. She is over there every day. They drove through the intersection before Cougar and could find no outlet. Everything from Cougar intersection on is one way to get out of there. They saw how many houses are over there. She is concerned about moving all those students out of that area if something happened. Just because she does not support the school being moved to Cougar doesn't mean she doesn't support the parks & recreation projects.
Mayor Jones: This decision is a school board decision. The ability to incur the Literary Fund Indebtedness is clearly a School Board decision. What they are asking is for Governing Body to go into a Bond Anticipation Note which is what this is for the $7.5 million dollars. School Board is on record that this is within the Revenue available under the Revenue Sharing Agreement within their 57% and with the planned tax rate reduction and revenue estimates that have been provided by the City. The City Manager stated that was correct. Within the scope of Governing Body authority, it is not ours to decide where a school is placed. It is not ours to decide who attends those schools. It is the school board categorical authority to do that. It is ours as Councilmember Kassinger pointed out to manage the city's resources as long as we have this revenue sharing agreement in place and this Governing Body holds fast to that agreement this is within the definition of affordability as far as he sees. Page Three Special Meeting October 30,2006
He is concerned about the school leaving the west side of the city. He has not found any research that says that a school that has moved out and replaced by other city infrastructure (park) has the damaging effect that the literature you read about school departing with nothing coming in its place. That is absence the literature he has seen doesn't speak to that. He is excited about the opportunity to expand the parks & recreation program and provide things for the west side of the city and for the city in general to a much more vital parks & recreation program than we have been able to offer in the past. He will support this.
MOTION: Councilmember Bunner moved to approve Resolution as presented. SECOND: Councilmember Treuting VOTE ROLL CALL: Yes: Bunner, Treuting, Gardner, Miller, Polk, Jones No: Kassinger
The Mayor made two announcements for the public record:
November 1, 2006: Governing Body has a meeting with E. S. Flory Center to start discussion on reforming the City's IDA. There may be as many as three Governing Body members present to discuss city business so this will serve as public notice. November 2, 2006: The City will meet with Clark Realty on Park Center. There may be as many as three Governing Body members or three Planning Commission members present. This is public notice on that meeting. This could be a formally constituted meeting of either or both of these entities.
November 4, 2006: On Saturday at loam, there is a walk through of the police station. Councilmember Kassinger is going to be there and the opportunity for other to who might join. There could potentially be three members of Governing Body present so this would serve as public notice. These are not meetings where business is carried but where the potential for three or more Governing Body members or Planning Commission members to be present at a meeting at the same time.
We have Election Day next Tuesday November 7,2006. We had feedback from some of our seniors who were concerned about their ability to get in and out of voting. Councilmember Treuting talked with Registrar and she stated if someone comes into vote and is in some way disabled, they can go to the head of the line. If there are any issues, please let the officers of elections know and they will take you to head of the line. If a person cannot get out of a car, an election official will deliver a ballot to the car so the individual can vote. You can still vote by absentee ballot. Halloween: Everyone please be very careful and slow down and watch for the kids.
With consensus of Governing Body, the Mayor adjourned the meeting at 7: 13 pm.
Approved November 2 1,2006
Frank Jones, Mayor
Lana A. Conner, City Clerk