AHATI n0n 000 IRGIN TOWN OF HAYMARKET TOWN COUNCIL WORK SESSION MINUTES 2 7:00PM Kimberly Henry, Clerk oft the Council http:www. townofhaymarketory Monday, April 29, 2024 15000 Washington St Haymarket, VA: 20169 Council Chambers Al Work Session of the Mayor and Council of the Town of Haymarket, VA, was held this evening ini the Council Chambers, commencing at 7:00 PM. Mayor Kenneth Luersen called the meeting to order. .Call To Order Council Member Marchant Schneider: Absent, Council Member Joe Pasanello: Present, Councilman Matthew Gallagher: Present, Vice Mayor TracyLynn Pater: Present, Council Member. Alexander Beyene: Present, Council Member Mary Ramirez: Present, Mayor Kenneth Luersen: Present. II. Agenda Items 1. Proposed Eagle Scout Project Presentation Town Manager Emily Kyriazi introduced Colin Gallagher and invited him to the podium to give a presentation on a Eagle Scout project that he would like to do at the Town Park. Mr. Gallagher shared that he is ar resident of! Haymarket and his overall goali is tot foster sense of community and well being by creating a lasting space for contemplation and reflection at the Town Park. He shared that hel has had an interest in different religions and that he would like to give back to his community. He also shared that he came up with this idea from a school project. Mr. Gallagher showed thei idea of his reflection garden. He providedi ideas ofi flowers and greenery at the garden. He stated thatt the Scout Troop he belongs to would maintain the garden twice ay year. Hes stated that he's looking for permission from the Town Council to proceed with the project sO Mrs. Kyriazi stated that ift the Town Council is interested in envisioning this at the Town Park, they could give Mr. Gallagher the go ahead to further developing the plan and the steps he needs to take before the Eagle Scout Board for their permission on the project. The Town Council asked several questions and also provided ideas fort the garden. There was also a question to the Town Manager on how this would impact on thei ideas of what the Council would like to do ati the Park. Mrs. Kyriazi shared that when she andl Mr. Gallagher met, she showed him the location of the future pavilion and provided suggestions on where the reflection After the discussion, the Town Council directed Mr. Gallagher to proceed with! hisi idea and to work with the Town Manager. They asked that he come back to the Town Council meetings with Town Treasurer Roberto Gonzalez highlighted some line items on the Monthly Financial Report. After he provided the updated information from the report, Mr. Gonzalez asked for any questions. There was a question on how the Capital Improvement funds expense line itemi is Town Manager Emily Kyriazi shared that staff has been working on some improvements within Town Hall to enhance a professional image as wella as utilizing a good work space. She stated that the goal is to make Town Hall a welcoming open space for the community andi for meeting with clients and so1 forth. She shared that recently the building has been painted, a security door has been installed, and there has been a discussion on replacing the flooring throughout the building. Mrs. Kyriazi stated with the expansion of staff, there was a need for an additional work space. This brought a design change to one of the offices by removing an old service window and closing iti in to give more space within that office fort the additional work space needed for the Maintenance Coordinator and the need to provide him with a desk. Since ar new desk and furniture was needed, Mrs. Kyriazi requested to purchase new furniture fort the rest of staff sO that everything looks professional and complete. She stated that she has been working with the Vice Mayor and would like to match the existing conference room table and chairs with the that he can present hisi idea toi the Eagle Board. garden could be located. updates with the materials being used. 2. Monthly Financial Report calculated. Mr. Gonzalez explained the line item. 3. Resolution 2024-002 Town of Haymarket Town Council Page 1 Printed 6/10/2024 Work Session Minutes April 29, 2024 remainder of the offices that needs upgrading, to includei the Treasurers office, the Town Manager's office and the Clerk's/Town Planner's office. She stated that although the cost for the furniture is under the spending limit allowed by Council, she wanted to bring this to them. Mrs. Kyriazi shared thats she would like to use proffer funds to purchase these items. She also shared that the existing furniture will be moved over to the Police Department to be used int there. She continued to state that any furniture not used byt the Police Department will be appropriately surplus. There was as short discussion on the subject of the furniture, the work space and how it would be funded. Councimember Pasanello stated that the Finance Liaisons looked at the expense and felti it was properly funded through the proffers. The direction was to putt this item This item was struck from the agenda since it was discussed in Closed Session, Town Manager Emily Kyriazi distributed the most recent residential trash service survey results. She shared how the survey was sent out. Mrs. Kyriazi gave the results from the survey, A short discussion followed. The Council decided to review the survey fori further discussion at the next Town Manager Emily Kyraizi provided the first draft ordinance for the snow removal policy for the Town Council to start working on. There was a discussion on providing a map to accompany the policy to define the streets that the Town would be responsible for. There was also a discussion on compensation ifa as staff member had to come into the office toi implement the policy. There was also a discussion on the cost tot the Town to be reflected during each budget. After the discussion, Town Manager Kyriazi stated that she will send this draft onto the Town Attorney for review and once edited she will bring it back at af future meeting. Town Treasurer Roberto Gonzalez provided an updated proposed FY25 budget for Council review. He shared that the actuals shown on the budget are current. He shared that business license fees surpassed the current budget and that meals taxi is trending to surpass the current budgeted amount. He stated that the proposed budget is reflected with the suggested real estate tax rate and gave examples on how that would affect an individual tax bill. Mr. Gonzalez shared that Chief Sibert was present to answer questions regarding the police department budget. He also stated that the public hearing for the real estate tax rate is scheduled for May There was a continued discussion on ther real estate tax rate and the Capital Improvement expenditure linei item. Mr. Gonzalez shared thati int the past years, the real estate tax rate dropped from 1.29 to 1.15 andi that the ARPA funds have helped fund some of the projects that the Town is doing, such as the Town Park sidewalk. He stated that this Council has not executed any big projects. He shared that the Town Park sidewalk would cost the Town almost $1,000,000. He stated that ift the ARPAI funds were not available, the Town would have had to expend those funds. Discussions followed on sustainability, assessments and building al budget for the next Council to work off of since this Council will only be on this budget for 6 months Town Treasurer Gonzalez shared that thet take away for this evening was to discuss in detail any linei item that Council would like to discuss. He shared that the real estate tax public hearing A discussion continued on the Police Department budget, in particular staffing and the hiring of 2 additional officers. Al lengthy discussion followed on the law enforcement needs int the town to Town Manager Emily Kyriazi addressed the Capital Improvement Project 5 year plan with the Council. She went over eachi item and start of each project that would affect thaty years budget. Town Manager Emily Kyriazi stated the top three priorities that were established from previous planning discussions. These items were Town Park, public parking and the Town Center Complex. The Council discussedi the priorities and determined that the Town Park project was the top priority followed by public parking andt then the Town Center Complex. There was a discussion regarding the turn lane on Jefferson Street that is incorporated ini the Town Center Complex plan. The Town Council also discussed steps in the public parking options. After the oni the regular monthly meeting agenda for approval. 4. Town Hall Flooring Directive 5. Trash Services Schedule regular monthly meeting. 6. Snow Removal Policay 7. Budget Work Session regular monthly meeting. because of the elections. is scheduled fort the next Regular Monthly Meeting on May 6. ensure a safe plaçe for not only the citizens but the officers as well. Adiscussion followed on some of thei items presented. 8. Strategic Planning Work Session Town of Haymarket Town Council Page 2 Printed 6/10/2024 Work Session Minutes April 29, 2024 discussion, the Council directed the Town Manager to research identified parcels available and ift they are attainable. The Town Council proceeded to discuss the town park project. Town Manager met with the Town Engineer to establish the trigger points and how ita affects the Town. She read ther memo from the Town Engineer that references the Chesapeake Bay Preservation Act and land disturbance. Mrs. Kyriazi stated that the Council will, att this point, need to affirm what is going in at the Town Park. She stated that the plan is to construct a pavilion after the demolition of the park building. She questionedi ift the Council would want to proceed with an RFP on design of the pavilion as well as thes site engineering consultant that would puti iti ini two phases. There was a discussion on the phases brought forth. Town Manager Kyriazi provided two options. The first was to do the design, storm water management and construction of the pavilion alone. The other option was to do a complete design study of the entire property, including the storm water management plan. She stated that although the second option could take up toi two years, it would be most effective and recommended the second option. The Town Council asked what direction was she looking for. She said that she would like for Council to further discuss and provide direction when Councilmember Schneider was present since he isf fully invested int this project. III. Adjournment With no further business before the Town Council, Vice Mayor Pater moved to adjourn with a second by Councilmember Beyene. The motion carried. 1. Motion to Adjourn RESULT: MOVER: AYES: ABSENT: ADOPTED (UNANIMOUS] TracyLynn Pater, Vice Mayor Marchant Schneider SECONDER: Alexander Beyene, Council Member Pasanello, Gallagher, Pater, Beyene, Ramirez Submitted: Approved: APE Kimberly Henry Clerk of the Çouncil Kenneth Luersen, Mayor Town of Haymarket Town Council Page 3 Printed 6/10/2024