TOWN OF HAYMARKET TOWN COUNCIL PUBLIC HEARING/RECULAR_MEETING  Ly  - MINUTES a 7:00PM  Kimberlyl Henry, Clerk oft the Council http:www. townothaymarketory Monday, May 6, 2024  15000 Washington! St Haymarket, VA: 20169 Council Chambers  APublic Hearing/Regular Meeting oft the Mayor and Council oft the Town of Haymarket, VA, was held this  evening in the Council Chambers, commencing at 7:00 PM. Mayor Kenneth Luersen called the meeting to order.  .Call To Order  Council Member Marchant Schneider: Present, Council Member Joe Pasanello: Present, Councilman Matthew Gallagher: Absent, Vice Mayor TracyLynn Pater: Present, Council Member Alexander Beyene: Absent, Council Member Mary Ramirez: Present, Mayor Kenneth Luersen: Present. II. Pledge of Allegiance - Girl Scout Cadet/Senior Troop #1812 Mayor Luersen introduced Girl Scout Troop 1812 andi invited them to lead int the Pledge of Allegiance. III. Invocation - Rev. Tim MacGowan, Living Hope Evangilical Presbyterian Mayor Luersen invited Reverend MacGowan to the podium to give the evening's invocation. IV.Community Spotlight - Nadia Stewart: Community Gardens Mayor Luersen invited Nadia Stewart to the podium to give an update on the upcoming season at the Community Gardens. Mrs. Stewart shared some newi ideas she has fort the gardens this year. She stated that this year, the garden will only be open when iti is attended which is unlike previous years. She said that she will have it open as much as possible and will promote those days. She shared that her mission is to provide education and nourishment and connection to our natural spaces for children and their families. After al brief question and answer time, Mrs. Stewart thanked the Town Council for their  Church  continued support of the gardens. V.Go Gov Presentation VI. Public Hearing 1.Public Notice 2. Citizens Comment 3. Close Public Hearing VII. Citizens Time  Town Manager Emily Kyriazi gave al brief update on the GoGov app and shared that the presentation on  the app will be given at ai future meeting.  Town Manager Emily Kyriazi read the public notice into the record. There were no citizens present wishing to address the comment on the public hearing. With no citizen comment, Mayor Luersen closed the public hearing.  Marie Turner, Fayette Street, complimented Vice Mayor Pater on her presentation from the recently held senior summit. Mrs. Turner requested that the presentation be made available on the Town's website. She also addressed the shrubbery at the property on the corner of Payne and Jefferson Street. She shared that there is al huge site distance issue. Mrs. Turner also stated thats she has not seen any bike racks ini the Town. She suggested since the Town is a walk-able town with bike lanes, that some businesses get creative and install colorful bike racks. Lastly, Mrs. Turner suggested that the Town pursue having middle oft the street rumble strips installed ati the ark on lower Fayette Street.  Town of Haymarket Town Council  Page 1  Printed 6/10/2024    Public Hearing/Regular Meeting VIII. Consent Agenda  Minutcs  May 6, 2024  Mayor Luersen asked ift there were any reports Council would like to pull for discussion. Councilmember Ramirez asked to pull the Community Outreach liasion report. Councimember Schneider asked to pull Councilmember Pasanello moved to approve Consent Agenda Items A:1-3, B:2,4 and 5, and C: After the discussion on the reports, Councilmember Pasanello moved that the Haymarket Town Council approve Consent Agenda Items B:1 and 3 and C:3. Vice Mayor Pater seconded the  the Town Administration report and the Chief of Police Report  1,2,4and 5. Vice Mayor Pater seconded the motion. The motion carried.  motion. The motion carried. A. Minute Approval  1.N Mayor and Council Work Session Mar 25, 20247:00PM  RESULT: MOVER: AYES: ABSENT: RESULT: MOVER: AYES: ABSENT: RESULT: MOVER: AYES: ABSENT: B. Department Reports 1.Town Administration Report  ACCEPTED [UNANIMOUS] Joe Pasanello, Council Member Matthew Gallagher, Alexander Beyene ACCEPTED [UNANIMOUS) Joe Pasanello, Council Member Matthew Gallagher, Alexander Beyene ACCEPTED (UNANIMOUS] Joe Pasanello, Council Member Matthew Gallagher, Alexander Beyene  SECONDER: Tracylynn Pater, Vice Mayor  Marchant Schneider, Joe Pasanello, TracyLynn Pater, Mary Ramirez  2. Mayor and Council Budget Work Session Apr 1,20246:00PM  SECONDER: Tracylynn Pater, Vice Mayor  Marchant Schneider, Joe Pasanello, Tracylynn Pater, Mary Ramirez  3. Mayor and Council- Public Hearing/Regular Meeting Apr 1, 20247:00PM  SECONDER: TracyLynn Pater, Vice Mayor  Marchant Schneider, Joe Pasanello, TracylLynn Pater, Mary Ramirez  Prior to the Town Council asking questions on the Administration report, Town Manager Emily Councimember Pasanello thanked the clerks fort their report from the conference that they recently attended. He asked Deputy Clerk Alexandra Elswick to elaborate a little more ont the conference. She shared thati it was a community and leadership involved conference and gave updated FOIA pamphlets toi the Council. There was al brief discussion on noticing committee or There was a discussion oni the property maintenance priority list. Mrs. Kyriazi shared that she and Maintenance Coordinator Matt Burrows is working on the list. There was a question on the progress oft thel Personnel manual. Mrs. Kyriazi stated thati iti is currently in review att the Town Mrs.Kyriazi shared that the Town has kicked off the farmer's market season on April 28th. She also shared that they had a nice turn out at the Mother's Day farmers market, despite the rain Councimember Schneider asked that the staff promote the Town elections to try and get more people to run for office. Mrs. Kyriazi stated that staff will start and heavily advertise howt to run for office. A discussion followed. The Council asked for staff to design and mail out a post card  Kyriazi introduced the new event coordinator, Julia Crofford.  department liaison meetings. Attorney's office.  on May 5th. She also shared about recent ribbon cutting ceremonies.  Town of Haymarket Town Council  Page 2  Printed 6/10/2024    Public Hearing/Regular Meeting  Minutes  May 6, 2024  withi important information about the Boards, how to run of Council, election dates andt the Lastly, there was a discussion on the property of. Jefferson and Payne that was addressed during citizens time. Mrs. Kyriazi stated that everything was released and that the owners were to go to settlement and that she would ask either the seller or buyer take care of the shrubs. There was a brief discussion the reports requested by the Town Council for the Chief to report. Chief Sibert updated the Council on the recent senior summit held at Park' Valley Church. He shared it was very successtui, very engaging and very well received. Chief Sibert shared some  polling place.  2. Town Treasurer Report 3. Chief of Police Report  initiatives and events set forth in May.  4. Town Engineer Report 5.7 Town Attorney Report C.Liaison Reports 1. Finance Liaison Report 2. Business Liaison Report 3. Community Relations Liaison Report  Councilmember Ramirez gave a presentation on the upcoming Open House scheduled for June 14th. She also shared that she is working on a community connections summers series which would partner with al local business. She briefly touched on the two Youth in Government programs that she is working on fort the Fall of 2024 and Spring of 2025. During her presentation, Mrs. Ramirez touched on why she is doing the open house, what willl be offered, the demands on staff, the finances needed for the event, andt the possibility of sponsorships. After her presentation, she opened thet floor for questions. The Town Council asked what she was looking for at this meeting. She stated shei is looking for a green light and support from Council to proceed and to discuss allocating the funds needed fort the Open House. There was a discussion on updating the sponsorship package. There was also a discussion on required staff and police department time for this event. There was a consensus on Council for Mrs. Councilmember Ramirez also gave ap presentation of the Community Connections Summer Series. She stated that the goal is to partner with at food! business to entice community members to meet the Council at the park where there could be organic conversations about the Town. She shared the dates fort the summer. She touched on the financial impacts. After this presentation, Councimember Ramirez opened the floor for discussion and questions. A discussion followed on required staff hours and preparation of the park for this type of event.  Ramirez to proceed with the Open House.  4. Planning Commission Liaison Report 5. Architectural Review Board Liaison Report 1. Resolution #2024-003: Budget Amendment  IX. Agenda Items  Town Treasurer Roberto Gonzalez shared that he provided an updated budget amendment reflecting changes on the expenditure line items. A short discussion followed. Councilmember Pasanello moved that the Haymarket Town Council approve an appropriation to FY2023-24 budget as designated under Resolution #2024-003. Councilmember Ramirez seconded the motion. The motion carried by a roll call vote.  RESULT: MOVER: AYES: ABSENT: 2. Trash Service Schedule  ADOPTED (UNANIMOUS] Joe Pasanello, Council Member Matthew Gallagher, Alexander Beyene  SECONDER: Mary Ramirez, Council Member  Marchant Schneider, Joe Pasanello, Tracylynn Pater, Mary Ramirez  Town Manager Emily Kyriazi stated that she distributed the results from thet trash service survey that was recently conducted at the last work session. She stated thati the survey was for the residents to voice their preferences for future trash services. She shared thate even though the residents were ok with one day a week trash service, the staff went through the data provided  Town of Haymarket Town Council  Page 3  Printed 6/10/2024    Public Hearing/Regular Meeting  Minutes  May 6, 2024  and she would like the Council to recognize the challenges that could arise. Mrs. Kyriazi recommended that the Town stay with the current 2 days a week for trash service. With no further discussion on the trash service, Mrs. Kyriazi stated that shel has provided the Council the information on thet three bids fort the future trash service contract which would run from July 1,2024 through June 30, 2029. She shared that after reviewing the contracts in great length, the staff recommends that the Town Council award the contract to American Disposal Vice Mayor Pater moved that the Town Council award the Town of Haymarket trash services contract to American Disposal Services for the term of. July 1, 2024 through June 30, 2029 with the current level of service at twice a week pick up. Councilmember Pasanello seconded the motion. The motion carried by a roll call vote. Att this time, Town Treasurer Roberto Gonzalez stated that he would adjust the budget accordingly and asked for directive from the Council to proceed with the FY25 budget public hearing for June 3, 2024. The Town Council gave Mr. Gonzalez a directive to proceed.  Services. She opened the floor for questions and discussion.  RESULT: MOVER: AYES: ABSENT:  ADOPTED [UNANIMOUS) TracyLynn Pater, Vice Mayor Matthew Gallagher, Alexander Beyene  SECONDER: Joe Pasanello, Council Member  Marchant Schneider, Joe Pasanello, Tracylynn Pater, Mary Ramirez  3. Planning Commission Vacancy  Councilmember Pasanello asked that the Planning Commission vacancy be moved up on the agenda since the strategic planning segment oft the agenda could take some time to discuss. The Council agreed to move thisi item ahead of the strategic planning discussion. Town Manager Emily Kyriazi informed the Town Council that Member Rob Hallet wishes nott to serve on the Planning Commission after his term expires on June 30,2024. She thanked Mr. Hallet for his many years of service on the Planning Commission and as the Planning Commission liaison to the Architectural Review Board. Mrs. Kyriazi stated that the vacancy will bei filled for a 4 year term as of. July 1, 2024. There was as short discussion on the subject. Town Manager Emily Kyriazi shared that shel has provided an updated work sheet as the Council works through the three priorities that they set at a previous meeting. She shared that shei is tracking tasks and adding the next steps of action and clarifying timelines. Shei first started with the public parking priority. She shared that staff started toi identify potential land options for a public parking space. She stated that they have started talking to ar real estate agent to see what is doable. She asked if Council still wanted to proceed with a consultant ona parking study. The Council agreed for Mrs. Kyriazi to strike the parking study at this time. The Town Council moved to the Town Center Complex priority. She shared that staff has started working with VMLNACO to get a benchmark analysis to determine funding opportunities. She shared that staff will be providing a presentation regarding the benchmark analysis at at future meeting. She provided at time line on this priority by stating that the site plan was signed in October 2022 and wille expire in October 2027 before having to expend engineering fees for an updated site plan. There was a discussion on the project andi there was as suggestion that the Council walk the site plan to discuss thei increased need to complete this Mrs.Kyriazi moved on to some of the other priorities and touched on the Communication Plan. She shared that Councilmember Gallagher will be helping with that project. She addressed the Jefferson Street turn lanes and stated that she will be reaching out to Prince' William County transportation and get the discussion going them again. A discussion ensued oni this subject. Town Manager Kyriazi continued with the discussion on the Town Park priority. She provided a visual for the Town Council to envision at the park. She shared that there will be an RFP for demolition of the town park building that Council will need to review and award the bid. She stated that she would like the Council to determine the 41 top elements so the project in order to keep the project moving forward. This is so she can start and draft and RFP for design and engineering phase of the project which would be divided into two phases. Phase 1 would include the pavilion, restrooms, the storm water management needed on site. Phase Il would  4. Strategic Planning  project.  Town ofH Haymarket Town Council  Page 4  Printed 6/10/2024    Public Hearing/Regular Meeting  Minutes  May 6, 2024  include the other major elements such as parking lot expansion, the entrylexit point, and walking trail plan. Mrs. Kyriazi provided the preferred master plani from 20161 for ag good visual. She asked the Town Council to consider the items of Phase II on the plan. She stated that this would leave ample green space to later come in with a gazebo, an ampitheater, and other passive areas for play. Discussion followed. Mrs. Kyriazi reiterated the 4 elements as 1.t the pavilion at the location of the current Lewis Home, 1a. restrooms to be appropriate alined with a clear sight line to the playground; 2. proper parking lot to adequately serve the playground and park use toi include the small handicap parking lot at the top oft the property by the pavilion and service road fort ther restrooms; 3.entrylexit point with ar median and to include a service roadi to the parking lot; 4. to mimic the loop trails that go throughout the entirety of the park that would tiei into the playground and the garden. She encouragedi the Town Council to looki into a new playground. She stated that she willl look at the current playground to see what the maximum capacity is. She shared that with the expansion of the grounds, the Council may want to consider upgrading the existing equipment to accommodate thei increase of activity at the playground. There was a discussion on the current playground. Councimember Ramirez stated that even though the equipment is ADA compliant, the mulch flooring is not. She suggested that Council consider a rubber type flooring. The Town Council asked Mrs. Kyriazi get comparisons and pricing of different play surfaces fort the playground. Mrs. Kyriazi added they play surfaces as af fifth element. There was also a discussion on moving the playground closer to the front oft the property. Mrs. Kyriazi gave al brief history on why the playground was placed at the top of the hill. She gave suggestions on barrier or fencing the playground if Council decided to move the playground closer to the front of the property. There was a suggestion from Council to consider asphalt on the trails. The Town Council also discussed the storage shed on the property. Mrs. Kyriazi shared that this topic has been discussed internally with the Chief andt the finance liaisons. She shared that thel longt term goal is to get the storage shed off oft the park property After the discussion, Town Manager Emily Kyriazi stated that she will proceed with the RFP for  and building a storage facility ont the Town Center complex.  design and engineering services.  X. Councilmember Time 1. Vice Mayor Pater  Vice Mayor Pater thanked Councimember Ramirez for her presentation earlier in the evening. She shared that the farmer's market is in full season and encouraged everyone to come out. She thanked Chief Sibert for allowing her to participate in the senior summit. She welcomed Councilmember Pasanello thanked the Girl Scouts for leading in the evening's Pledge of Allegiance. He also thanked Mrs, Turner for her suggestions during citizens time. He also thanked Supervisor Bob Weir, his staff and Chair. Jefferson from Prince William County for the beautification at the divergent diamond at Route 16 and I-66. He shared information about the ribbon cutting ceremony at the warrior retreat for Serve our Willing Warriors. He provided information about the early voting for the upcoming primary in. June. Councilmember Beyene did not provide a written report for Councilmember time. Councimember Gallagher did not provide a written report for Councimember time. Councimember Ramirez shared updated information on the finance request for the Open House event. She also shared that the week of May 6i is teacher appreciation week and encouraged everyone tot thank at teacher for thet time they take to educate our children. She reminded everyone to pay tribute tot those who gave the ultimate sacrifice later in May for Memorial Day. Lastly, she gave information on the annual Longstreet Commons end of school Councilmember Schneider stated that as he is winding down his career of being on the Town Council, he brought toi the Council's attention that a few years ago this Council set upt the tools, the plans, the strategies needed to move forward but nothing has been done. He stated that at time, the Council recognize the growth was going to increase significantly andt that has all played out. He stated that the Councili is now in a pivotal role in answering the needs of the  Julia, the new event coordinator, to the staff.  2. Councilmember Pasanello  3. Councilmember Beyene 4. Councilmember Gallagher 5.0 Councilmember Ramirez  year water balloon fight. 6.0 Councilmember Schneider  Town of Haymarket Town Council  Page 5  Printed 6/10/2024    Public Hearing/Regular Meeting  Minutes  Maye 6,2024  Town. He shared that! he feels that the Town is currently behind buti is glad that they are finally making some key decisions in personnel, increase in the police department to answer the call buti is behind in thei infrastructure. He said he would like to challenge this Council to set up the new Council for success. He stated that what this Council does with this budget and! how they finance these projects will have al long lastingi impact and that they seti it up so that it can be completed in at timely fashion. He stated that he looks forward in serving out his term to the end Mayor Luersen thanked the staff andi the event planner for the mothers day farmer's market event and the beautiful flowers that were provided for the moms. He also shared the date for the  of the year. 7. Mayor Luersen  monthly Mayors walk.  XI. Adjournment  With no further business before the Town Council, Councilmember Ramirez moved to adjourn  seconded by Vice Mayor Pater. The motion carried.  1. Motion to Adjourn  RESULT: MOVER: AYES: ABSENT:  ADOPTED [UNANIMOUS) Mary Ramirez, Council Member Matthew Gallagher, Alexander Beyene  SECONDER: TracyLynn Pater, Vice Mayor  Marchant Schneider, Joe Pasanello, Tracylynn Pater, Mary Ramirez  Submitted:  Approved:  oumbsenup Lonaly Mink Kimberly Henry.Clerk of the Council  KIN Kenneth Luersen, Mayor  Town of Haymarket Town Council  Page 6  Printed 6/10/2024