HATT non 4  TOWN OF HAYMARKET TOWN COUNCIL  WORK SESSION MINUTES 2 7:00PM  Kimberly Henry, Clerk oft the Council http:www. townofhaymarketorg Monday, March 25, 2024  15000 Washington St Haymarket,' VA 20169 Council Chambers  Al Work Session oft the Mayor and Council of the Town of Haymarket, VA, was held this evening int the  Council Chambers, commencing at 7:00 PM. Mayor Kenneth Luersen called the meeting to order.  .Call To Order  In accordance with' Virginia State Code 2.2-3708.3 (B): land the1 Town of Haymarket's: adopted remote participation policy, Councilmember Pasanello attended the meeting remotely from his home at 6895 Track Court through electronic communication means due to his ongoing medical condition Council Member Marchant Schneider: Present, Council Member Joe Pasanello: Remote, Council Member Matthew Gallagher: Present, Vice Mayor Tracylynn Pater: Present, Council Member Alexander Beyene: Present, Council Member Mary Ramirez: Present, Mayor Kenneth Luersen: Present. Mayor Ken Luersen invited everyone to stand for the Pledge of Allegiance.  preventing him from physically attending the meeting.  II. Pledge of Allegiance III. Agenda Items  1. Monthly Financial Report  Town Treasurer Roberto Gonzalez asked for any questions on the monthly financial report. Town Treasurer Roberto Gonzalez shared that Chief of Police AI Sibert applied for and received a grant after the FY24 budget was adopted. Mr. Gonzalez stated that he would needt to doa budget amendment to appropriate the expenditures in uniforms and supplies linei item. He stated that a public hearing is not needed since it was not the 1% of the total budget. There was Town Manager Emily Kyriazi presentedi the red line and the clean version of the draft Ordinance in the evening's agenda. She addressed the subject oft the appeal process mentioned in the ordinance. Mrs. Kyriazi stated that staff looked through the ordinance and also looked at other localities for the appropriate language on the appeal process. She stated that the appeal process was taken out of the clean version oft the ordinance. She stated that the language would be that the Town Manager would have the authority to suspend or revoke the business license ift thet food vendor did not comply to the ordinance. She stated that a public hearing is scheduled for the next regular monthly meeting. A discussion followed on how long a food vendor would have to wait to regain access ift their vendor license was revoked. Town Clerk Kim Henry shared that each. April the Dominion Women's Club decorates the Town Museum yard with pinwheels recognizing April as Child Abuse Awareness Month. She stated thati in previous years, the Town Council does a proclamation. Ms. Henry provided the proclamation for the Town Council to sign and have readyf for the next regular monthly meeting. Councimember Schneider shared that the Architectural Review Board had 2 meetings since the Town Council overturned the denial of demolition oft the Town Park building. He shared that the ARB came back with recommendations, conceptual plans and requested materials that they would like to see incorporated into the new pavilion. Mr. Schneider provided a drawing oft the requested design that was generated by a Board Member and al list of the requested items to save. He shared that the only material on the structure would be the decorative brackets ont the front porch. He stated that the ARB would like to keep the porch itself with the pylons, the  There were no questions from the Town Council.  2. Resolution #2024-002: Budget. Amendment  no discussion on the subject. 3. Ordinance 2024-001: Mobile Food Establishment  4. Draft Proclamation Child Abuse Awareness Month  5.Architectural Review Board Design Recommendations for Pavilion  Town of Haymarket Town Council  Page 1  Printed 6/6/2024    Work Session  Minutes  March 25, 2024  gables, save the chimney and stone columns fort the side porch. He stated that the ARB suggested that the new pavilion havet the same general footprint oft the original house. Mr. Schneider continued with some of the elements of the building that the ARB recommended to bring forth to the Town Council. He stated that the ARB was encouraging the Town Council to proceed with an RFP to start putting the basics of the design together. A discussion followed on the ARB recommendations andt thel RFP. There was a question to staff on how the Council proceeds with some of the ideas and does the Council determine ift they are cost prohibitive and Town Manager Emily Kyriazi shared that shel has an RFP ready to post for the demolition oft the building. She stated that based on the ARB meeting she attended that included the site visit, she understood that thei items to be saved would be the decorative brackets from thet front porch andt to retain the stone pillars and stone foundation. She stated that ifiti is the Town Council's wishes to also save thet fireplace and hearth as well asi the entirety of the wall, she would need to make a revision to the RFP. She asked for direction from the Town Council on whether they are ready for her to post the RFP for demolition. She shared that ift the Town Council wants a structure that mimics the building, then an RFP for the architectural design of structure may need to be established first. A discussion followed. Mrs. Kyriazi voiced her safety concerns with leaving part oft the structure in tack with the playground in close proximity. There was a discussion on the subject of saving some oft the materials. After al lengthy discussion on the subject of an architectural design, the Town Council directed staff to proceed with the RFP for demolition and to start with the RFP for the architectural consultant and give a proposal for design work fort the construction of the pavilion structure to include design elements from the Town Park building aka Lewis Home as modeled in photos, dimensions given and drone Town Manager Emily Kyriazi shared that following a discussion with the Finance Liaisons, staff reviewed the RFP1 fort trash services andt the alternative schedule. Currently, the town residents have ai two day a week trash pick up and a one day a week recycle pick up. She stated that all the bidders gave a quote ift trash was picked up once a week. She shared that the liaisons highly encouraged the stafft to draft a survey for the purpose of a discussion. Mrs. Kyriazi shared the numbers between at two days a week trash pick up versus a one day a week trash pick up and the impact it has on the budget. A discussion followed on the questions and thei introduction oft the survey. There was also a discussion on how the survey would be distributed. After the discussion, the Town Council directed staff to proceed with the survey and distribute iti in the At this time, Mayor Luersen asked if there were any objections to add Community Outreach event championed by Councimember Ramirez to the agenda. There were no objections and Councilmember Ramirez shared that shei is hoping to get a directive from the Town Council to move forward with staff on planning a Community Outreach Day that would be fore elementary school children. She stated it would be geared for K-5 students and would be somewhat like an Open House on June 14th. She gave at tentative schedule andI list of activities or programs that would be offered. There was as short discussion on staffing requirements, Council involvement during the day, and activities planned. The Council asked for budget outline that would be neededi to fund the day. The Town Council asked for Councilmember Ramirez to submit an estimated cost and a draft outline for the day. There was also a discussion of involving some of the areas businesses on the event. The Town Council gave the directive for Councimember Town Treasurer Roberto Gonzalez distributed the revised proposed FY25 budget. Mr. Gonzalez went over key! linei items on both the revenue and expenditure side. He started with the Real Estate tax rate. He stated that the budget is reflecting a proposed flat tax rate. He stated that thei increase is based on the increase assessments from the County. Mr. Gonzalez asked fora a directive from the Town Council to publicly notice a public hearing for the May Regular meeting with a proposed flat tax rate at. .111. Discussion followed on the subject and to proceed witha a  trying to minimize the some of the issues.  footage.  6.A Alternative Trash Schedule Survey  quarterly newsletter with a QR code. this item was added tot the agenda.  7. Community Outreach Event  Ramirez to proceed with planning the event with staff. The Town Council took a brief recess prior toi the budget work session.  8. FY2025 Budget' Work Session  tax rate.  Town of Haymarket Town Council  Page 2  Printed 6/6/2024    Work Session  Minutes  March 25, 2024  With no further questions on the proposed tax rate, Mr. Gonzalez went over highlighted items on the revenue side oft the budget. He stated that he is projecting an increase inr revenue in BPOL and meals taxi income with a wide variety of businesses and restaurants opening in the Town, proffers, lease amounts on rental properties, and the fire program funds grant along with the DMV Select Grant. He showed a small decrease int funding on interest earnings on investments. There was al brief discussion on some linei items on the revenue items. Mr. Gonazalez continued to the expenditure side of the budget showing funds for council education and conventions since this is an election year, increase in rates on' VRS, health insurance and life insurance, the conversion of the event coordinator from a part time to a full time position and the related expenses, increase in expenses for continuing education with the associated meals lodging and mileage allowance for attending, increase in accounting and At this time, Mr. Gonzalez handed the floor over to Chief Sibert for the police department section oft the budget. Chief Sibert read a presentation to the Town Council high pointing some key areas. He shared that the biggest and most impactful on his budget is the addition oft two FTE police officers. Her read some statistics and trends over the past year that had a negative impact on thei inability for officers to protect the citizens and businesses in Town and how to fund the two FTE's to meet the Town's objectives. After Chief Sibert read his presentation into the record and went over the expenses associated with the two FTE's, he asked for any questions. A discussion followed on affordability and where the funds would come fromi fort the Town Treasurer Roberto Gonzalez continued ther rest of the FY25 proposed budget with the increase in trash services, pest control services, snow removal, museum, and engineering fees for town owned projects. Mr. Gonzalez continued to the non departmental lines items such as the annual debt payments. He shared that he and the Town Manager met with' VML about the possibility of potential debt on some CIP projects.He shared that VML will be at at future meeting to discuss with the Town Council once the report is done. He continued onto the proffers line item, sidewalk expenditures. A discussion ensued on moving proffers over for the town park pavilion project and the town center plans. The Town Council also discussed adding an expenditure line item for funds to rebuild the Town's website. They instructed Mr. Gonzalez to use. ARPA funds fort the funding oft the website.. At the conclusion, Mr. Gonzalez stated that he would work oni the suggested revisions coming from the evening's meeting and will present a  auditing services and legal services.  two FTE's.  Att this time, Councimember Pasanello left the meeting.  revised budget fori the next regular monthly meeting.  IV. Adjournment  With no further business before the Town Council, Vice Mayor Pater moved to adjourn with a  second by Councilmember Ramirez. The motion carried.  1. Motion to Adjourn  RESULT: MOVER: AYES: ABSENT:  ADOPTED [UNANIMOUS] Tracylynn Pater, Vice Mayor Joe Pasanello  SECONDER: Mary Ramirez, Council Member  Schneider, Gallagher, Pater, Beyene, Ramirez  Submitted:  Approved:  Lunablya Lny Plonk Kimberly HenryClerk of the Couyncil  Ken Page 3  Mayor  LA  Town of Haymarket Town Council  Printed 6/6/2024