OFFICIAL MINUTES OF THE REGULAR MEETING OF THE MANASSAS PARK GOVERNING BODY HELD ON TUESDAY, JULY 19, 2016 AT 7:00 PM AT MANASSAS PARK CITY HALL, ONE PARK CENTER COURT, MANASSAS PARK, VIRGINIA Roll Call: Absent: Staff: Frank Jones, Mayor Bryan E. Polk, Vice Mayor Suhas Naddoni Preston Banks Jeanette Rishell Michael Carrera Keith Miller Lana A Conner, City Clerk Dean Crowhurst, City Attorney Kim Alexander, City Manager 1. Approval of Agenda: MOTION: Councilmember Carrera moved to approve the agenda as presented. SECOND: Councilmember Polk 2. Moment of Silence/Pledge of Allegiance: Councilmember Carrera 3. Citizens Time: None 4. Public Hearing: Ordinance Peddlers: Farmers Market: The Mayor opened the Public Hearing at 7:03pm. Citizens wishing to address this issue: There were no citizens wishing to address Governing Body on this issue. MOTION: Councilmember Naddoni moved to close Public Hearing. 5. Presentations/Recognitions: Strategic Plan: Ryan Gandy: Mr. Gandy was congratulated on his election to the Prince William Chamber of Commerce Board of Directors. This is the Economic Development Strategic Planning document. This document is in the planning stages. There are issues for Governing Body to consider as they go through the document. They are looking at a process to pull together different stake holders to be included in the process. This is template on how to start the process and then go from there. This is the layout to the Plan. He would like to get ideas from Governing Body on some of the things in this plan. He will pull together stakeholders from the businesses, community and the public. He has spoken with Linda Decker of the Flory Center about their participation. He would like feedback from the Governing Body by end of August 2016. 6. Consent Agenda 6a. Approval of Minutes June 21, 2016 6b. Ordinance 16-1700-993: Health and Safety Menaces: Public Hearing held June 21, 2016 6c. First Quarter Appropriations: 6c1 First Half City 2017 Budget: Appropriations: $52,573,802 6c2 First Quarter Appropriation: Manassas Park City Schools: $14,495,739 6d. IT: Edge Network Switch Replacement: $26,979.78 MOTION: Councilmember Rishell moved to approve Consent Agenda as presented. Councilmember Polk abstained on the June 21, 2016 minutes. 21594
Page Two Manassas Park Governing Body July 19, 2016 7. UNFINISHED BUSINESS: 7a. Modular Clinic at Costello Park Potential Contract Award: Calvin O Dell: City is running behind schedule on this project but City is still on track to meet the January 1, 2017 schedule. Any extension of grant funding is likely to expire January 1, 2017. City needs to move forward on the contract. Staff visited with two responsible respondents from RFP and city cut cost back as much as they thought feasible. RFP was issued, and responses evaluated/scored. Staff worked with responsible respondents to search for potential cost reductions and keep the project within grant budget. Respondents presented several cost saving options, including optional finishes and foundations, and staff has determined there are two potential options to proceed with the project. Option 1: Vanguard Modular Building Systems has presented an optional foundation system and floor system design, combined with an alternative building finish of cementitious siding material. This option includes completing and bonding all designed site work in accordance with the approved site plan. The total cost of this work would be $212,967. Combined with funds already expended in site design and development, this option keeps the project within the original grant budget, with the exception of the currently undetermined cost of bringing electric utility to the site. Although Mason and Partners continues to pursue funding options (including donation of services from NOVEC), for covering these costs, this option would only leave an available $12,133 in grant funds to cover these undetermined costs. Under this option, the City would need to commit to covering any costs of electric utility design and location in excess of $12,133, unless future additional funding or donation is secured. This is an estimate and cost for NOVEC cannot be determined at this time. Option 2: Vanguard Modular can supply the desired brick finish on the building, but cannot do so with alternative foundation design. Therefore, in order to complete all proposed site work, and provide the most desirable building finish, the cost would be $296,357. This option would put the project over budget, in the amount of $71,257. Since the project cannot move forward without certain funding commitment, the City would need to agree to be responsible for this $71,257, and the currently undetermined costs of electrical utility design and location, unless future additional funding or donation is secured. Staff recommendation is that the Governing Body authorize staff to finalize contract for the construction of the Modular Clinic at Costello Park. With this action requires consensus from the Governing Body, that the City will be responsible for any expenses related to the design or location of the electric utility to the site in excess of $12,133, unless Mason and Partners can successfully secure donation of service from NOVEC, or additional project funding from other sources. Dr. Anshar and Dr. Sutter are continuing to look for additional funding. Councilmember Banks is in favor of Option 1 and asked if there was a program where funds could be donated by NOVEC. They are going to try and get NOVEC to donate the electrical to the site. NOVEC has a program where they will donate funds for the public good. Ms. Anshar has applied for this funding. He asked that when the colors are chosen that the Director of Parks & Recreation be involved in the choice. Councilmember Rishell favors Option 1 with cementitious siding. It is a different building use, and a different location behind the recreation center. The clinic is important to the citizens. Councilmember Carrera favors Option 1 so this project can move forward. It is a benefit to the city. Mayor Jones stated he has talked with citizens in the community who will probably be users of the facility and it is much anticipated. In the interest of the community, he does not believe that this project should be deferred. Given the financial impact, he is in support of Option 1. Councilmember Polk asked if there was not a potential for right of way acquisition. It would not be right of way. NOVEC could as part of their cost need to obtain easement from a private landowner on the corner of Courtney Drive and Lambert Drive. It is yet to be determined if they have the room to set the poles for the project within public right of way. Councilmember Naddoni is in favor of Option 1. Councilmember Polk was in favor of the clinic but not in favor of Option 1. We set a different expectation for the homeowners down there when they came in and described this. He is concerned because there is no upper limit for cost of NOVEC. Mr. O Dell stated he cannot give a firm figure on the cost at this time. NOVEC engineers make that determination. Typically, when they are not set to make any more money, the price goes up but when they can set a meter and charge for service and make money on a monthly basis the cost would go down. The Governing Body will be briefed on the colors for the clinic. 21593
Page Three Manassas Park Governing Body July 19, 2016 MOTION: Councilmember Rishell moved to authorize staff to finalize the contract for the construction of the Modular Clinic at Costello Park with Vanguard Modular Building Systems, in accordance with Option 1, in the amount of $212,967, with the understand that this does not include funds for electrical service to the site and that the Governing Body authorize the Mayor to sign such contract, pending review by the City Attorney. VOTE: Yes: Rishell, Carrera, Banks, Naddoni, Jones No: Polk 7b. Keystone Program Update: President Judd Van Der Vort, Keystone Information System: He is here to provide a positive update on the remaining items in the multi-phase implementation of city wide business and operations system for Manassas Park. In past discussions it is the one that involves the most software development. There are some new pieces being built specifically for use by the Commissioner of Revenue and the Treasurer s office. There are some upgraded applications they need to put in for the public works utility department. They are into the final lap on the software development; some testing, training and first cycles of things on the revenue side of the operation. They are focused on the Commissioner of Revenue applications specifically the personal property tax billing, and real estate tax billing. The product has been delivered. They are into a mode of receiving feedback from the users which is a natural part of the process. They recognize this is where they will get the best input about usability, efficiency, and steps that must be taken that is not seen on a day to day basis. As software developers, they need that feedback. They are making changes where practical and feasible. In a timely way, they are making updates to the system as they are getting good practical ideas for streamlining and making things more efficient. They are building those into the product. They are getting ready for real estate and personal property tax billing. Time is shorter than it has been in past years. The cycle is shorter. There has been discussion on process of options to increase capability to put data into the system to keep on track. An updated timeline documents has been discussed and reviewed with Keystone key members, and City Staff. Governing Body has been given a copy of the document. Keystone believes this is a feasible document in terms of time frames remaining for these task. They think that everything that is listed there is well understood between Keystone team in terms of what they have to do and what needs to be done at the City s end. Debbie Wood, Commissioner of Revenue, is okay with the progress as long as she gets additional staff to help with getting the personal property and real estate taxes out on time. The Human Resources Director stated they will get the additional staff necessary. The Treasurer is okay with this report. Mayor Jones stated what he is hearing that given help is coming and there are no major hiccups, City will meet the deadline and will not miss the delivery of the documentation out to the citizens. Keystone will send a staff member at no charge to train when the temporary staff is hired. Mayor Jones stated to the degree possible he wants that training videoed or captured somehow so if there is staff turnover or changes in employees, we will have that training available. Get with IT and get that imaged and captured so it is available. Licenses at Cost: Councilmember Rishell asked about this item. One of the issues raised when Councilmember Rishell went to see the system was the need to open multiple sessions sometimes to be able to jump back and forth between things. That consumed an additional user license. Keystone is taking some of the user licenses from time to time as they are still in development mode. You probably want to have some of the licenses going forward anyway so Keystone is willing to work with city on a reduced cost. They had to buy them from a third party. You can increase the licenses to be able to have people jump between programs. Councilmember Banks asked if you have to a license in order to work on multiple programs for different computers. Mr. Van Der Vort stated you do not need to have that. It is a way to jump more quickly from one input screen to another input screen without closing out one going into the other. It is a way of short cutting things that the system otherwise protects against because it wants one login session to only be updating one thing at a time. It is a way of tricking the system by having one person logged in as three different people and be able to minimize those screen and jump back and forth when making entries in different programs. It is a way of increasing efficiency. This was called out when Councilmember Rishell visited the Commissioner of Revenue office and Keystone is willing to work with the City to get additional user licenses at a minimal cost. Councilmember Banks stated in case something goes array does Keystone have a contingency plan. Mr. Van Der Vort stated they are very committed to making this program work and have a successful project. They have different parts of this program working in several northern Virginia cities. The system they are replacing here is an antiquated system that is installed throughout the Commonwealth. Manassas Park is a place they want to shine a spotlight on as a successful program. 21592
Page Four Manassas Park Governing Body July 19, 2016 8. New Business 8a. Ordinance 16-1700-994: License Tax for Peddlers: Farmers Market: MOTION: Councilmember Naddoni moved to approve Ordinance as presented. SECOND: Councilmember Banks The Commissioner of Revenue has asked that this Ordinance be approved tonight rather than waiting until the next meeting which is normal procedure because of having to refund money to the businesses. VOTE ROLL CALL: Unanimously passed 9. Manager Report: 1. National Night Out at Signal Hill Park from 5pm-8pm: August 2, 2016. This is a night for the community to come together. 2. Denver Drive Culvert Project construction project: Denver Drive is now closed until November 12, 2016. 3. Farmers Market: Last Friday of the month. Last Friday in July from 3pm 7pm. 10. Closed Meeting State Code of Virginia Freedom of Information Act Section 2.2 3711 of the Code of Virginia: 7:30pm: MOTION: Councilmember Naddoni moved that the Governing Body go into closed meeting to (i) discuss the performance and disciplining of a specific City employee, (ii) discuss and consider the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the City, (iii) discuss a prospective business where no previous announcement has been made of the business interest in locating in the City, and (iv) consult with legal counsel regarding a legal matter requiring the provision of legal advice by legal counsel, pursuant to paragraphs 1, 3, 5 and 7 of Subsection 2.2-3711A of the Code of Virginia. SECOND: Councilmember Rishell 11. Return to Open Session: 9:30pm MOTION: Councilmember Carrera SECOND: Councilmember Rishell 12. Certification & Action out of Closed Meeting if Necessary MOTION: Councilmember Naddoni 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. VOTE ROLL CALL: Yes: Naddoni, Carrera, Banks, Polk, Rishell, Jones 21591
Page Five Manassas Park Governing Body July 19, 2016 13. Adjourn: The Mayor adjourned the meeting at 9:30 pm. Approved August 16, 2016 Frank Jones, Mayor Lana A. Conner, City Clerk 21590