TOWN COUNCIL REGULAR MONTHLY MEETING  Monday, July 01, 2024 at 7:00 PM ttplwww.townofnaymarket.org'  DED  Council Chambers 15000 Washington St., STE 100 Haymarket, VA: 20169  MINUTES  CALL TO ORDER  AF Regular Meeting of the Mayor and Council of 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.  PRESENT Councimember. Alexander Beyene Mayor Ken Luersen Councimember Joe Pasanello Vice Mayor Tracylynn Pater Councimember Mary Ramirez Councimember Marchant Schneider Councimember Matthew Gallagher  ABSENT  Roll Call  II. PLEDGE OF ALLEGIANCE Troop #9525  Mayor Luersen invited Girl ScoutTroop #9525 to the dais to lead in the Pledge of Allegiance. Mayor Luersen invited Pastor Brian Johnson from Haymarket Church to the podium to give the  III. INVOCATION: Brian Johnson, Haymarket Church  evening's invocation. IV. CITIZENS TIME  There were no citizen's present at this meeting. V. RECOGNITION OF OFFICER JOE COPPAGE  Town Manager Emily Kyriazi read into the record 2 letters from Chief of Police Al Sibert, who was not physically present at this evening's meeting, recognizing Officer Coppage and Officer Watson commending them on a job well done regarding a incident that took place on June 11th. Chief Sibert's first letter of commendation explained the incident and how Officer Coppage stepped up to de-escalate the problem. On behalf of the Town Council, the Town Manager and the entire Police Department, Chief Sibert congratulated Officer Coppage's dedication and commitment to the Haymarket Community. Town Manager Kyriazi proceeded with reading the letter of commendation    for Officer Matt Watson. The letter also referred toi the same incident on June 11th and how Officer Watson handled the situation in the most professional manner and helping Officer Coppage calm the individual down. On behalf of the Town Council, the Town Manager and the entire Police Department, Chief Sibert congratulated Officer Watson for his dedication and commitment to the community. Town Manager Kyriazi handed the floor over to Chief Sibert who was in attendance via Chief Sibert thanked both Officer Coppage and Officer Watson apologized that he was not able to attend in person. He thanked them for the job that they do everyday and their exceptional performance. He stated that he appreciate the time and effort that both officers put into this call in  Zoom.  order to get the proper help for the individual involved.  VII. CONSENT AGENDA  Mayor Luersen asked if Council would like to pull any reports from the Consent Agenda. After the requested reports pulled, Councilmember Pasanello moved to adopt Consent Agenda Items A: 1-3, B: 3-5 and C: 2-5. Vice Mayor Pater seconded the motion. The motion carried. After the discussion of the pulled reports, Councilmember Pasanello moved to adopt Consent Agenda Items B: 1-2a and C:1. Vice Mayor Pater seconded the motion. The motion  carried.  Motion made by Councimember Pasanello, Seconded by Vice Mayor Pater.  Voting Yea: Councimember Beyene, Councimember Pasanello, Vice Mayor Pater, Councimember  Ramirez, Councilmember Schneider A. Minute Approval  1. Mayor and Council - Work Session - 052824 2. Mayor and Council - Regular Meeting - 060324 3. Mayor and Council - Special Meeting - 061724  B. Department Reports  1. Town Administration Report  Councilmember Ramirez asked questions on the Town's GoGov App that is rolling out. She stated that she saw there was no direct way for the citizens to contact the staff through the App. Town Manager Kyriazi stated that in order to have the capability for the public to communicate with Town staff, it would require adding an additional applet. Mrs. Kyriazi stated that staff could check in to see what the additional cost would be to add that feature to the App. Councimember Ramirez also asked about the Communication Plan and suggested that the Town provide more advance notice on items such as the recent new trash service and the exchanging of the trash cans by using different formats. She also shared information about the Small Towns Conference that she recently attended and shared that she would like to utilize two of the speakers from the Conference for a Town's strategic planning and organizational meeting. She thanked the Town for an update on the Verizon lines that were down and ai time line on when they will have it resolved. Town Manager Kyriazi stated that Town Maintenance Matt Burrows has been staying on top with Verizon to get the matter resolved. There was a question on how updates were communicated to the community during that time. Mrs. Kyriazi stated that Chief Sibert took the  Council for giving her the opportunity to attend.  Counclmember Ramirez also asked    lead and posting regular updates through social media  platforms.  Couniclmember Pasanello asked Town  Manager Kyriazi to share the most recent updates on the Town Park sidewalk. Mrs. Kyriazi stated that she was notified by VDOT that sidewalk was approved, all the site plans are complete, the turn lane and crosswalk was approved. She shared that she will be working with the Town Engineer to post a notice to proceed to send to the contractor sO that staff can sign the contract. She continued to state that staff will get the deed and plat reçorded at the County and construction should start soon. She stated that the Council will need to do al budget amendment at their next regular meeting in order to fund the project. She stated that Town nM Manager Kyriazi addressed the admin report on the storm water assessment report with Prince William County. She gave a brief update on the subject. There was a question on the proffers being completed at Crossroads Village Center with education funding for the schools and fire safety. Mrs. Kyriazi stated that she has a meeting scheduled with Prince William County Fire Chief on the possibility of having the Town Hall as a comfort station. She said she will also reach out to the School Board to start the appropriate conversations. Mrs. Kyriazi gave member from the Planning Commission serve on the Board of Zoning Appeals. Mrs. Kyriazi stated that the Town Attorney confirmed that to be true. Short discussion followed on the SUP that will be coming before the Town Council at a future meeting, the banner program and Haymarket Day Vendor wait list. There was a brief discussion on the transferring to the new trash company and requests for larger bins. Mrs. Kyriazi stated that she would look into that and Park building. Mrs. Kyriazi shared that staff met with a company interested in the demolition project. She announced that at the end of July would be a bid meeting for anyone interested in submitting al bid. She shared that August 12th is the deadline for the bid packets to be submitted. She also shared that she is working on the architectural RFP and will have updates at a future meeting. There was a question on the strategic planning priorities. Mrs. Kyriazi stated that a financial advisor will be at the next Town Council work session to discuss financial Mayor Luersen asked if Councimember Ramirez and Town Manager Kyriazi provide a written summary on the Small Town Conference with information they received and would like  Treasurer Roberto Gonzalez can speak on the  subject.  Tow  al brief description on a comfort station.  There was a brief discussion on having one  bring back more information att the July work session as staff works with  American.  Councilmember Beyene asked for any updates on the Town  options.  to implement in the Town. 2. Town Treasurer  Councimember Schneider asked if the Town Council could schedule some meetings in September to put a plan together once they have the meeting with the financial advisor at the July work session. He asked staff to propose some tentative dates at the work session. A discussion followed on the subject of the financial options that will be presented to the Town at the July work session.Town Treasurer Roberto Gonzalez stated that since the sidewalk project isnow going forward, he will need to amend the budget. He shared that since it is over the 1% threshold, the Town Council will need to hold a public hearing. Mr. Gonzalez asked if he could advertise for public hearing at the July work session. A short discussion followed with a  consensus to proceed with the public notice.  3. Police Chief Report 4. Town Engineer Report 5. Town Attorney Report    C. Liaison Reports 2. 3.  1. Finance Liaison Report Business Liaison Report Community Relations Liaison Report 4. Planning Commission Liaison Report 5. Architectural Review Board Liaison Report  VIII. AGENDA ITEMS  1. Planning Commission Vacancies  Town Clerk Kim Henry stated that the first appointment is for the re-appoint of Pankaj Singla to the Planning Commission to a four year term beginning July 1, 2024 and expiring June 30, Councilmember Beyene moved to re-appoint Pankaj Singla to the Haymarket Planning Commission to a four year term beginning July 1, 2024 and expiring June 30, 2028. Vice Mayor Pater seconded the motion. The motion carried by a roll call vote. Motion made by Councilmember Beyene, Seconded by Vice Mayor Pater. Voting Yea: Councilmember Beyene, Councilmember Pasanello, Vice Mayor Pater, Town Clerk Kim Henry stated that next appointment was to fill the vacant seat once held by Rob Hallet who's term expired on June 30, 2024. She stated there is one applicant. Councilmember Beyene moved that the Haymarket Town Council appoint Justin Baker to the Haymarket Planning Commission for a four year term beginning July 1, 2024 and Motion made by Councilmember Beyene, Seconded by Councilmember Ramirez, Voting Yea: Councilmember Beyene, Councilmember Pasanello, Vice Mayor Pater, Motion made by Councimember Beyene, Seconded by Councilmember Ramirez. Voting Yea: Councimember Beyene, Councimember Pasanello, Vice Mayor Pater,  2028.  Councilmember Ramirez, Councilmember Schneider  expiring June 30, 2028. The motion carried by a roll call vote.  Councilmember Ramirez, Councilmember Schneider Councimember Ramirez, Councimember Schneider  Motion made by Councimember Beyene, Seconded by Councimember Ramirez. Voting Yea: Councimember Beyene, Councimember Pasanello, Vice Mayor Pater,  Councilmember Ramirez, Councimember Schneider  2. Resolution #2024-004  Town Planner Thomas Britt shared that while working with some developers that the Town's historic resource in the Comprehensive Plan was not current. He shared that he has brought the update to the Planning Commission and at their last meeting recommended approval tot the Town Council. Mr. Britt stated that a public hearing will be needed and asked for a directive to hold the public hearing at the August Town Council meeting. The Council gave the directive to  proceed. 3. Ordinance #2024-002    Town Planner Thomas Britt shared that the Ordinance is on outstanding requirements by DEQ on the Chesapeake Bay Preservation Act showing plat requirements in the Zoning Ordinance. He stated that the Planning Commission held their public hearing and recommended approval to the Town Council. Mr. Britt asked to hold a public hearing at the August meeting on this item. Town Clerk Kim Henry asked since the Town Council directed Mr. Gonzalez to proceed with the Budget Amendment public hearing at the July work session, if they would like the public hearing on this item and the previous item also at the July Work Session. A short discussion followed with the Town Council directing staff to schedule the public hearings for the July Work Session. Town Manager Emily Kyriazi asked if Council would like to have a 6 pm start time to give the financial advisor time to speak. There was a consensus to have a 6 pm start time.  The Council directed Mr. Britt to proceed.  4. Snow Removal Policy  Town Manager Emily Kyriazi shared that after the discussion at the previous meeting with the Town Attorney on the draft policy, she would like to hold the public hearing at the July Work Session along with the other public hearing items. She provided a clean version of the policy with an attached map. A discussion followed on the map and being in communication with the contractor to let them know what the Town is taking responsibility for. There was also a discussion on how the staff would communicate the modification or extension of the time period. Mrs. Kyriazi stated that staff would use the established means of communication through social media, the website and the GoGov app and also implement the police department to notify the  citizens while on patrol. 5. Veteran Banner Program Discussion  Town Manager Emily Kyriazi shared that recently staff has received alot oft feedback from the community regarding the veterans banner program. She stated that there has been some interested parties wanting to purchase al banner or parties that have purchased a banner but has been damaged. She stated that the Town has not establish a replacement program. She proposed that staff hang up all the banners that are in good working order for Veteran's Day. In the meantime, staff will work on developing a new program to start in 2025 with a full outline of criteria, schedules and replacement program for damaged banners going forward. She shared that staff would like to make these modifications in order to run a better program. Mrs. Kyriazi also shared that she would like to have the information available for Haymarket Day. A discussion followed. Mrs. Kyriazi stated that staff will work on a draft and present it at a future  meeting. IX. COUNCILMEMBER TIME 1. Mayor Luersen  Mayor Luersen shared he attended the Ribbon Cutting for a new business, Ace Granite located in Leaberry Way. He thanked them for their hospitality. He also shared that his monthly Mayor's walk is  scheduled for. July 13th. 2. Vice Mayor Pater  Vice Mayor Pater thanked the police officers that were recognized earlier in the meeting for their dedication and actions to our community. She shared the dates for the Blood Drive and Womens Self Defense Class. She also shared that the next Business Roundtable is scheduled for July 23rd.  3. Councilmember Beyene  Councimember Beyene did not have anything to report.    4. Councilmember Pasanello  Councimember Pasanello complimented the police officers that were recognized earlier in the evening. He also thanked the members of the audience who attended the evening's meeting.  5. Councilmember Schneider  Councimember Schneider shared that his daughter finished her Eagle Scout Project at Haymarket Baptist Church. He shared that she installed a free food pantry and invited everyone to visit it and  take advantage of the opportunity, if needed. 6. Councilmember Ramirez  Councimember Ramirez thanked the officers that were recognized earlier int the evening. Councimember Gallagher was not present and did not have a written report to submit.  7. Councilmember Gallagher  X. ADJOURNMENT  With no further business before the Town Council, Councilmember: Pasanello moved to adjourn with a second by Councilmember Ramirez. The motion carried.  Motion made by Councimember Pasanello, Seconded by Councimember Ramirez. Voting Yea: Councimember Beyene, Councimember Pasanello, Vice Mayor Pater, Councimember  Ramirez, Councilmember Schneider  Submitted:  Approved:  nnlyr) AJny Dnk KimberyHemk,cleikoig C@uncil  Kenneth Luersen, Mayor Ik