TOWN COUNCIL - REGULAR MEETING  Monday, October 07, 2024 at 7:00 PM  nun RC  Council Chambers - 15000 Washington St., STE 100 Haymarket, VA 20169  tpwww.townomnaymarket.org  MINUTES  CALL TO ORDER  Al 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 Councilmember Alexander Beyene Councimember Matthew Gallagher Mayor Ken Luersen Councimember Joe Pasanello Vice Mayor Tracylynn Pater Councilmember Mary Ramirez Councimember Marchant Schneider II. PLEDGE OF ALLEGIANCE  ABSENT  Mayor Luersen invited everyone to stand for the Pledge of Allegiance. III. INVOCATION - Chief AI Sibert, Haymarket Police Department IV. PRESENTATION OF OFFICERS: Chief of Police AI Sibert 1. Introduction of New Haymarket Police Department Officers  Mayor Luersen invited Police Chief Al Sibert to the podium to give the evening's invocation.  Chief Sibert introduced the new officers that were recently hired as full time officers to the department. He introduced Officer Monse and K9 Eno, as well as Officer Kalisz. Chief Sibert shared about each officers professional background and what each one will be bringing to the  Haymarket Police Department.  2. Promotion and Pinning Ceremony of Haymarket Police Department Sergeants  At this time, Chief of Police Al Sibert presented to the Town two newly appointed Sergeants, Sergeant Charles "Chip" Burgoon and Sergeant Donald Finley. Chief Sibert shared that keeping the rank of Sergeant requires alot. He shared that they have to continue their duties as al law enforcement officer, lead the other officers, be the voice of reasoning, direct and motivate the staff, review reports and plan community events, train and evaluate personnel and al host of  1    other things all while making decisions that could directly impact the community. Chief Sibert gave them some words of advice. In conclusion, Chief Sibert shared that on behalf oft the Town Council and Staff congratulated the officers for their accomplshments. Att this time, Chief Sibert called Sergeant Charles "Chip" Burgoon and his wife Melissa to the podium for his pinning ceremony. Chief Sibert then called Sergeant Donald Finley and his wife Shanna and son Eli to the podium for his pinning ceremony. At this time, Chief Sibert asked for the Mayor to call fora a brief recess sO that family and friends can celebrate the promotion of these officers and to welcome the two new officers to the Town of Haymarket. Without objection, MayorLuersen called for al brief recess. During the recess, photos were taken of the new officers and oft the newly appointed Sergeants with the Town Council and with their family members. In addition, the Town Council took photos with students from a Battlefield High School Government Class  who attended the evening's meeting. V. PRESENTATION: Senator Danica Roem  Mayor Luersen invited Senator Danica Roem and Delegate Josh Thomas to the podium to discuss possible legislative bills that they may be bringing to the General Assembly in February. Both Senator Roem and Delegate Thomas asked for feedback from the Town Council on what their concerns and suggestive bills. Councilmember Pasanello brought forth the subject on the impact of data centers for those in surrounding communities. He asked what could the Town do sO that these bills that were not considered during the last session can be considered during the upcoming session. Senator Roem gave some history on the bills that were presented during the last session. She gave the floor to Delegate Thomas who explained how his bill went through the Delegates but died when it got to the Senate floor. He explained that he has since revised the bill and explained the process in hopes that it will pass through both floors. Senator Roem shared that the Town Council can help with trying to get these bills to pass is to pass a resolution of support on the bills that she and Delegate Thomas will be presenting on limiting data centers on or near national battlefields and state protected forest. There was also a question on how the data center would effect stormwater and water usage. Senator Roem provided an answer. Delegate Thomas shared that he is a commercial real estate attorney and that he has drafted a stormwater management agreements and that there is a potential impact on the Town from a drinking water perspective. He shared that with the data centers and with the interstate being heavily salted in the winter time, it plays a role in run off to the watershed. There was also a question on the rate payer of electricity. Delegate Thomas shared that this topic is heavily debated in the Legislature. Senator Roem gave the history on this subject. With no other questions, Mayor Luersen thanked Delegate Thomas and  Senator Roem for attending this evening's meeting.  VI. CITIZENS TIME  There were no citizens wishing to address the Town Council at this meeting.  VII. CONSENT AGENDA  Mayor Luersen asked for any items that the Council would like to pull of the Consent Agenda. There was a request to pull items B-1: Town Administration Report, B-2: Town Treasurer's Report, B-3: Councilmember Pasanello moved that the Haymarket Town Council adopt Consent Agenda Items A:1-3; B:4-5; and C: 1,2,4,5. Councilmember Gallagher seconded the motion. The Motion made by Councilmember Pasanello, Seconded by Councilmember Gallagher. Voting Yea: Councilmember Beyene, Councimember Gallagher, Councilmember Pasanello,  Chief of Police Report and C-3: Community Relations Report.  motion carried.  Vice Mayor Pater, Councilmember Ramirez  2    After the discussion on the pulled reports, Councilmember Pasanello moved that the Haymarket Town Council adopt the remaining Consent Agenda Items B: 1-3 and C:3. Vice  Mayor Pater seconded the motion. The motion carried.  Motion made by Councilmember Pasanello, Seconded by' Vice Mayor Pater.  Voting Yea: Councilmember Beyene, Councilmember Gallagher, Councilmember Pasanello,  Vice Mayor Pater, Councilmember Ramirez  A. Minute Approval  1. Mayor and Council - Work Session - September 3, 2024 6:00 PM 2. Mayor and Council - Regular Monthly Meeting = September 3, 2024 7:00 PM 3. Mayor and Council Special Meeting September 11, 20247:00F PM  B. Department Reports 1. Town Administration Report 2. Town Treasurer Report 3. Police Chief Report 4. Town Engineer Report 5. Town Attorney Report 1.7 Town Administration Report  Councilme  mber Ramirez asked for any updates on information for a new Town's website. Town Manager Emily Kyriazi shared that the next steps is for staff and Council to come up with ideas on what they would like to see updated. She stated that she will be reaching out to the Town's current provider to see what is offered. Mrs. Kyriazi shared that a new company has merged with the old company that the Town was using for the website. She stated that she will be bringing that information back to Council and then staff will proceed with an RFP to seek comparative bids. At this time, Town Manager Kyriazi requested to give a most recent update to her report. She shared that the Town was awarded the stormwater assessment grant. She stated that the next step involves working with Prince William County to ensure the Town has the proper information and for the County to go through their procurement process to qualify the engineering servoce tol help facilitate the grant. She stated that she will be bringing updates as they come in. A short discussion followed on the subject. Councimember Pasanello complimented staff on the most recent historic walking tour that was recently held. Town Manager Kyriazi shared that staff will be distributing the brochure to area businesses to encourage consumers and Town residents to walk the self guided tour. Councimember Pasanell also asked if the elements related tot the Town Center site plan would be part of the topic at the strategic planning retreat scheduled for later in October. Mrs. Kyriazi shared that she will have the site plan available at the retreat for  discussion. 2. Town Treasurer Report  Council  member Beyene asked Town Treasurer Roberto Gonzalez about the proffers and when can the Council decide to allocate the funds. Mr. Gonzalez stated that those funds can be decided by the Council. He stated that the ARPA funds would be the first of the funds to be used. A short  discussion followed on the subject.  3. Police Chief Report  Cou 3  ncilmember Ramirez congratulated Chief Sibert on the growth oft the Police Department. She    asked ift there was anything that he would like to bring to attention of the Town Council. Chief Sibert shared that trends have been pretty consistent. He shared that the department has been able to keep up with pedestrian and traffic detail yet still be able to answer to the extra calls for service that they have had. Councimember Ramirez asked for details on the Prince William Public Safety Expo. Chief Sibert shared that the expo will be on Saturday, October 12th from noon - 5pm at the Phitzner Stadium in Woodbridge. He shared that there would be representatives from the fire department, hazmat, police and sheriff departments, civil air patrol, and department of forestry. He shared that there will be a lot activities for families of all ages to do. He shared that the Haymarket PD will be represented at the event. Councimember Pasanello asked for more details on the drug take back day scheduled for October 26th. Chief Sibert shared that the department partners with UVAI Health and Prince William from 10-2 at UVA Health System. There was several questions on calls for service report. Chief Sibert  answered the questions presented. C. Liaison Reports 1. Finance Liaison Report 2. Business Liaison Report 3. Community Relations Liaison Report 4. Planning Commission Liaison Report 5. Architectural Review Board Liaison Report 3. Community Relations Liaison  Report  Councilmember  Ramirez stated that she wanted to pull this report to bring attention to the Youth in Government program that will be starting on October 28th for middle school students. She requested Council approval to purchase t-shirts for the participants to wear in the Haymarket Day parade. She stated that she wanted to originally take the funds from the Convention and Education line item oft the budget. But since there are 4 Councilmembers attending the VML Conference, the line item is over budget. She asked if Council was still interested in purchasing the shirts and what line item would they like to pull the funds from. A discussion followed on the subject. She shared that the cost for the shirts would be approximately $145. There was a question to staff on suggestions as to where to pull the funding from. Town Manager Kyriazi suggested that this still be funded through convention and education and then do a budget amendment for tracking purposes. Mrs. Kyriazi also shared that ift there is going to be a spring program, the Council would need to look at the impact of budget on this line item. Town Treasurer Roberto Gonzalez shared that since this item was generally approved earlier in the year, he would work with the Finance Liaisons on al budget amendment for this item and fori future education opportunities for  the newly elected Council.  VII.AGENDA ITEMS 1. Haymarket Day  Event Coordinator Julia Crofford gave a brief presentation on the upcoming Haymarket Day event. She shared that road closures will start at 7 am and reopen at 6 pm with vendor set up starting at 7:30. Vendor breakdown will start at 4 pm until the road opens at 6 pm. She shared that parking and shuttle service to the event will be at the commuter lot on Heathcote and Tyler Elementary School. She also shared that the parade route would be different this year starting from the QBE parking lot and ending. just beyond Fayette Street. There was a question about parking in neighborhoods such as Greenhill Crossing. Police Chief Sibert provided information on the subject. Ms. Crofford continued in her presentation stating that there are 271 vendors and 2 beer gardens. A question was asked how the vendors are distributed. Ms. Crofford gave a brief explanation on how she is assigning the vendor spots. She also shared live entertainment  4    will be from 11-4. She asked that Council be at the QBE parking lot for the parade by 9:15 and to coordinate with one another on their attire. There was a question on the road closure and informing the citizens. Town Manager Emily Kyriazi answered by stating the road will be closed from the roundabout to Fayette for the parade and that the Police Department will be notifying the citizens in Haymarket Station and Greenhill Crossing of the closings. There was also a question about the sidewalk project. Mrs. Kyriazi shared that the sidewalk will be accessible by Haymarket Day but the project will not be completed by then. She stated that they will need to come back fori final stages such as trees, light poles and crosswalks. Lastly, Ms. Crofford shared that the staff is still looking for volunteers, especially in the morning during vendor set up time. Town Manager Emily Kyriazi shared that Ms. Crofford did a phenomenal in planning the event and that staff is excited about the merchandise that will available at the Town tent.  2. Upcoming Holiday Schedule  Town Manager Emily Kyriazi addressed the upcoming holiday schedule. She shared when the Council set the meeting schedule for 2024 they set the November work session for 6 pm on November 18 because of a Planning Commission meeting at 7 pm. She stated now that the Planning Commission is meeting on a different day, she asked that Council move the time to 7 pm. The Town Council agreed to move the meeting time to 7 pm on November 18th. Mrs. Kyriazi also addressed the Christmas Holiday schedule. She stated that the December Work Session is scheduled for December 30th. Mrs. Kyriazi suggested that the Town Council move that meeting to December 16th at 7 pm. The Town Council agreed to move the December Work Session to 7 pm on December 16th. She also asked that the Town Council consider closing the office to the public the week of Christmas sO that staff could have the opportunity to either take vacation, work in house or remotely. She said this eliminates having only one person to staff the office since there are several vacation requests for that week from staff. She stated that generally the office is very quiet during that week. A short discussion followed on the subject with no objections to close the office during that week. Lastly, Mrs. Kyriazi stated that in years past the Town Council had discussion giving additional holiday day time for New Years Eve. She asked if Council would like to consider giving additional holiday time for New Years Eve. The Town Council discussed the subject and decided make New Years Eve a half day for  employees.  3. Ordinance #2024-004: Tax Free Weekend  Mayor Luersen shared that this ordinance is for a meals tax free weekend for all in town Councilmember Ramirez moved that the Haymarket Town Council adopt Ordinance 2024-004. Councilmember Gallagher seconded the motion. The motion carried by a roll Motion made by Councilmember Ramirez, Seconded by Councilmember Gallagher. Voting Yea: Councilmember Beyene, Councilmember Gallagher, Councilmember  restaurants during Haymarket Day weekend.  call vote.  Pasanello, Vice Mayor Pater, Councilmember Ramirez  IX. CLOSED SESSION  1. Motion for Closed Session and Certification  Councilmember Pasanello moved that the Haymarket Town Council go into Closed Session Pursuant to Virginia Code 2.2-3711 (A)(29): discussion of the award of a public contracti involving the expenditure of public funds, including interviews of bidders or  5    offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. Councilmember Ramirez seconded the motion. The motion carried. Motion made by Councilmember Pasanello, Seconded by Councilmember Ramirez. Voting Yea: Councilmember Beyene, Councilmember Gallagher, Councilmember Councilmember Pasanello moved that the Council certify that, in the closed session just concluded, nothing was discussed except the matter or matters (1) specifically identified in the motion to convene in closed session and (2) lawfully permitted to be discussed in ac closed session under the provisions of the Virginia Freedom of Information Act as cited in that motion. Vice Mayor Pater seconded the motion. The motion carried by a roll call  Pasanello, Vice Mayor Pater, Councilmember Ramirez  vote.  Motion made by Councilmember Pasanello, Seconded by Vice Mayor Pater Voting Yea: Councilmember Beyene, Councilmember Gallagher, Mayor Luersen, Councilmember Pasanello, Vice Mayor Pater, Councilmember Ramirez  2. Directive or Motion, If Needed  There was no directive or motion coming out oft the Closed Session.  X. COUNCILMEMBER TIME 1, Vice Mayor Pater 2. Councimember Gallagher 3. Councimember Ramirez 4. Councimember Schneider 5. Councimember Pasanello 6. Councimember Beyene 7. Mayor Luersen Vice Mayor Pater  Vice Mayor Pater congratulated the new officers and the promotions of the two current officers to sergeants. Ms. Pater shared that the Crossroads Art Alliance had their gallery opening this past weekend in the Haymarket Museum. She stated thati iti is titled Everyone's Hometown and encourage everyone to pay a visit when they are open. She reminded everyone that October is Breast Cancer Awareness month and encourage everyone to get a breast exam. She also stated that she is very excited for all the things planned for the upcoming Haymarket Day.  Councilmember Gallagher  Councimember Gallagher encouraged everyone to get out and vote. He shared that early voting starts on October 13th. Councilmember Gallagher shared that Colin Gallagher would be working on his Eagle Scout project at the Town Park on Sunday October 13th and invited Council to come look  at the finished product. Councilmember Ramirez  6    Councimember Ramirez shared that Vice Mayor Pater will be a live model for the Crossroads Art Alliance on October 23 for one of their art classes. She also asked for volunteers to help with the  Youth in Government program scheduled for October 28 at 5:30 pm.  Councilmember: Pasanello  Councilmember Pasanello thanked Delegate Thomas and Senator Roem for attending this evening's meeting. He also thanked all the students from Battlefield High School Government Class for attending this evening's meeting. He congratulated Officers Finley and Burgoon on their promotions as well as welcoming Officers Monse and Eno and Officer Kalisz to the Haymarket PD family. Lastly, he shared that he is looking forward to welcoming everyone to a spectacular Haymarket Day.  Councilmember Beyene  Councilmember Beyene welcomed the two new officers and the officers that were promoted. He  also wished the Town Manager a very happy birthday.  Mayor Luersen  Mayor Luersen shared that his monthly Mayor's walk will be cancelled for October due to him  attending the Mayor's Institute Conference.  XI. ADJOURNMENT  With no further business before the Town Council, Councilmember Ramirez moved to adjourn with a second by Vice Mayor Pater. The motion carried. Motion made by Councilmember Ramirez, Seconded by' Vice Mayor Pater.  Voting Yea: Councilmember Beyene, Councilmember Gallagher, Councilmember Pasanello,  Vice Mayor Pater, Councilmember Ramirez  Submitted By:  Approved By:  AphINLA Ang Kimberly HenryClerk of Coupcil  KMd Kenneth Luersen, Mayor  7