AGENDA PUBLIC HEARING Monday, April 8, :00pm

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1 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL DETERMINATION OF QUORUM Tax Equalization Public Hearing (Pg. 3) AGENDA PUBLIC HEARING Monday, April 8, :00pm AGENDA TOWN COUNCIL MEETING HAMILTON, VA Monday, April 8, 2019 Will begin immediately following the public hearing CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL DETERMINATION OF QUORUM PUBLIC COMMENT GUESTS MINUTES Discussion and Approval Town Council Meeting March 11, 2019 (Pgs. 4-10) MAYOR S REPORT WATER & SEWER COMMITTEE (Snyder, Green, Simpson, Wine) PARKS & RECREATION COMMITTEE (Clark, Simpson, Unger, Wine) TREASURER S REPORT (L. Jones) April Treasurer s Report As of March 31, 2019 (Pgs ) FINANCE COMMITTEE (Unger, R. Jones, Simpson, Wine) Town Council Budget Workshop Monday, April 15, :00pm Finance Committee Meeting PUBLIC SAFETY & ZONING ENFORCEMENT COMMITTEE (R. Jones, Snyder, Simpson, Wine)

2 PERSONNEL COMMITTEE (Simpson, Green, Wine) PLANNING COMMISSION (McCann, Clark) OLD BUSINESS Intent to Amend Tax Exemptions From the Payment of Taxes for Elderly and Disabled Budget Public Hearing 7:00pm, Monday May 13, 2019 NEW BUSINESS 2019 Legislative Summary CLOSED SESSION (Motion Pg. 17) The Hamilton Town Council will convene a closed session to discuss the following: Litigation titled, Bouman v. Town of Hamilton, Loudoun County Circuit Court Case Number , as authorized by Code of Virginia of 1950, as amended, Section (A)(7); and NEW BUSINESS (CONT.) Resolution to Certify the Closed Session (Pg. 18) ADJOURNMENT Page 2

3 NOTICE OF PUBLIC HEARING TOWN OF HAMILTON, VIRGINIA PROPOSED REAL PROPERTY TAX EQUALIZATION The Town of Hamilton will hold a public hearing at the Hamilton Town Office, 53 East Colonial Highway, Hamilton, Virginia, on April 8, 2019, beginning at 7:00 p.m. for the purpose of receiving comment on the proposed real estate tax rate for fiscal year The previous year s tax rate was $.28 per $100 of assessed value. Town Council has proposed a tax rate of $.28 per $100 of assessed value for the fiscal year SUMMARY OF REAL ESTATE PROPERTY TAX RATES Tax Year Fiscal Year 2018 Appropriated Fiscal Year 2019 Proposed Fiscal Year 2020 Proposed Tax Rate $.28 $.28 $.28 Assessed Value of Real Estate $76,988,839 $79,649,924 $83,517, Assessment increase: Total assessed value of real property, excluding additional assessments due to new construction improvements to property, exceeds last year s total assessed value of real property by 4.67 percent. 2. Lowered rate necessary to offset increased assessment. The tax rate which would levy the same amount of real estate tax as last year when multiplied by the new total assessed value of real estate with the exclusion mentioned above would be $.268 per $100 assessed value. This rate will be known as the lowered tax rate. 3. Effective Rate: The Town of Hamilton proposes to adopt the tax rate of $.28 per $100 assessed value. The difference between the lowered tax rate and the proposed rate would be $.012 per $100, or 4.67 percent. This difference will be known as the effective tax rate increase. Individual property taxes may, however, increase at a percentage greater than or less than the above percentage. 4. Proposed Total Budget Increase: Based on the proposed real property tax rate and changes in other revenues, the proposed total budget of the Town of Hamilton will be more than last years by 0.62% percent due to an increase in funding for capital improvement projects. 5. There is no plan to increase the tax rate above that of last year. However, due to the fact that assessments have increased, the tax revenue will increase. The regularly scheduled Town Council meeting will begin immediately after the public hearing. David S. Simpson, Mayor Town of Hamilton Page 3

4 MINUTES HAMILTON TOWN COUNCIL REGULAR MEETING MARCH 11, :00 PM TOWN COUNCIL: PRESENT: STAFF: David R. Simpson, Mayor Kenneth C. Wine, Vice Mayor John Unger, Council member Matthew Clark, Council member Rebecca Jones, Council member Michael Snyder, Council member Craig Green, Council member Lori Jones, Treasurer Martha Semmes, Zoning Administrator Maureen Gilmore, Town Attorney Jennifer Noel, Recorder CALL TO ORDER THE REGULAR MEETING: Mayor Simpson called to order the Regular Meeting of the Hamilton Town Council at 7:00PM. PUBLIC COMMENT: None GUESTS: None MINUTES: Vice Mayor Wine made a motion to approve the minutes of February 11, 2019 Town Council Regular Meeting as amended. Motion: Vice Mayor Wine Second: Council member Jones Page 4

5 Town Council Regular Meeting Minutes March 11, 2019 MAYOR S REPORT: Mayor Simpson stated that most of his report will be discussed in Closed Session. WATER & SEWER COMMITTEE: Mayor Simpson stated that he went with staff to Woodbridge to meet with DEQ about overflows from the rains and the violations that resulted from the overflows. He stated that the Town will have to come up with a plan to correct this issue. He stated that the Town has acquired four sensors which will allow staff to narrow down the sites of the overflow to between two manholes and this would allow the Town to narrow down the I&I. The Committee scheduled a meeting for March 20, RECREATION COMMITTEE: Mayor Simpson stated that the train is still on hold until the weather clears up. TREASURER S REPORT: Monthly Treasurer s Report Ms. Jones gave the Treasurer s report for February to the Town Council and was open for any questions that the Town Council may have. Council member Unger made a motion to approve the Treasurer s Report for February as submitted. Motion: Council member Unger Second: Vice Mayor Wine Page 5

6 Town Council Regular Meeting Minutes March 11, 2019 FINANCE COMMITTEE: Finance Committee has scheduled a meeting for March 21, 2019 at 9:30AM PUBLIC SAFETY & ZONING ENFORCEMENT COMMITTEE: Items to be discussed in Closed Session. PERSONNEL COMMITTEE: Items to be discussed in Closed Session. PLANNING COMMISSION: Nothing new to report. OLD BUSINESS: Hamilton Day 2019 Monday, May 27, 2019 Memorial Day This day has changed from Saturday to Monday. NEW BUSINESS: Resolution Intent to Amend Tax Exemptions from the Payment of Taxes for the Elderly and Disabled Mrs. Gilmore stated that Loudoun County amended its tax exemption section for the Elderly and Disabled. She stated that the State Code authorizes localities to provide exemptions for the Elderly and Permanently Disabled for State taxes and Personal Property taxes. She stated that the County has chosen to do so for both real property and personal property. Hamilton s Ordinance has one for Real Property. She stated that the County also adopted partial exemption as well as prorations, Hamilton has not adopted either of those revisions. Staff would like to recommend that the Town Council hold a public hearing on amendments to the Town Ordinance. She stated that staff would recommend language be added to the Town of Hamilton Ordinance adopting the revisions added by the County. Council member Snyder made a motion to adopt Resolution Intent to Amend Tax Exemptions from the Payment of Taxes for the Elderly and Disabled. Page 6

7 Town Council Regular Meeting Minutes March 11, 2019 Motion: Council member Snyder Second: Council member Clark Trash Receptacles in the Park Ms. Jones indicated that the Town trash can lids need to be replaced but given the price for just the lids she has looked into just replacing the entire trash can. Ms. Jones stated that the cost for three installed would be $4,700. Ms. Jones stated that there is money available in Parks and Recreation. Council member Snyder made a motion to purchase the trash cans and have them installed in the park. Motion: Council member Snyder Second: Vice Mayor Wine Town Council Budget Workshop 7:00 PM, Monday, April 1, 2019 Tax Equalization Public Hearing Council member Snyder made a motion to advertise for a Tax Equalization Public Hearing on Monday, April 8, 2019 at 7:00PM. Motion: Council member Snyder Second: Council member Jones Page 7

8 Town Council Regular Meeting Minutes March 11, 2019 Budget Public Hearing Council member Snyder made a motion that the Town Council hold a Budget Public Hearing on Monday, May 13, 2019 at 7:00PM. Motion: Council member Snyder Second: Council member Jones Elderly and Disabled Exemption for Real Property Tax Council member Snyder made a motion that the Town Council hold a Public Hearing on Elderly and Disabled Exemption for Real Property Tax on Monday, May 13, 2019 at 7:00PM. Motion: Council member Snyder Second: Council member Jones Hamilton Green Clean Day Saturday, March 16, 2019 Page 8

9 Town Council Regular Meeting Minutes March 11, 2019 CLOSED SESSION: Vice Mayor Wine made a motion that the Hamilton Town Council will convene a closed session to discuss the following; Litigation titled, Bouman v. Town of Hamilton, Loudoun County Circuit Court Case No: , as authorized by Code of Virginia of 1950, as amended, Section (A)(7); and Litigation titled, Jaquelin Heard v. Town of Hamilton Virginia Board of Zoning Appeals Loudoun County Circuit Court Case Number 55559, as authorized by Code of Virginia 1950, as amended, Section (A)(1). Discussion of personnel matters, specifically, the solicitation and interviewing of employees, as permitted by Code of Virginia of 1950, as amended, Section (A)(1). Consultation with legal counsel regarding probable administrative legal proceedings surrounding the utility system, as authorized by Code of Virginia of 1950, as amended, Section (A)(7). The following are requested to attend the Closed Session; All Town Council members Maureen Gilmore, Town Attorney Martha Semmes, Zoning Administrator Motion: Vice Mayor Wine Second: Council member Jones Vice Mayor Wine made a motion that the Town Council adjourn its Closed Session and reconvene its regular meeting. Motion: Vice Mayor Wine Second: Council member Jones Page 9

10 Town Council Regular Meeting Minutes March 11, 2019 Vice Mayor Wine made a motion that the Hamilton Town Council adopt Resolution to certify that while in Closed Session the participants discussed only those matters for which the Closed Session was convened. Motion: Vice Mayor Wine Second: Council member Jones ADJOURNMENT: There being no further business the meeting adjourned at 8:45PM. David Simpson, Mayor Jennifer L. Noel, Recorder Page 10

11 Treasurer's Report as of February 28, All Funds Summary Investment Summary 3/31/2019 2/28/2019 1/31/ /31/2018 BB&T CheckingGeneral $ 482, $ 495, $ 531, $ 535, Water (5,646.97) 4, , , Sewer 381, , , , Total BB&T Checking $ 858, $ 896, $ 913, $ 942, BB&T CDs 513, , , , Bank of Charles Town CD 34, , , United Bank Money Market & CDs 610, , , , Middleburg Bank CDs 165, , , , LGIP 871, , , , Total All Funds $ 3,054, $ 3,090, $ 3,104, $ 3,131, Outstanding Debt - March 31, General Obligation Water Bond $ 355, General Fund Due To Water & Sewer Funds 280, Community Park & Fire Department Funds Town General Fund Park Maintenance Accounts BB&T Money Market Account $ 15, Park Committee Donations United Bank Checking Account $ 1, Fire Department Fund BB&T Money Market Account $ 21, Water & Sewer Activity - March 2019 Regular Cycle Water/Sewer Bills 127 Regular Delinquent Bills 3 Water turn-offs Due to Non Payment 2 New Accounts Created 1 Adjustments (leak or misread) Adjustments (pool credits) New Water Connections New Sewer Connections Accounts Payable & Payroll Activity - February # Accounts Payable Checks + Wire Transfers $ 73, Accounts Payable Checks (List attached) 7 # Employees + TC $ 45, Payroll Expense $ 4, Retirement Expense Page 11

12 Treasurer's Report as of February 28, General Fund FY TO DATE BUDGET ANALYSIS FY2019 ACTUAL $ BUDGET % BUDGET 3/31/2019 REMAINING BUDGET EXPENDITURES Wages & Payroll Taxes $ 149,526 $ 107, $ 41, % Retirement Contribution 11,458 7, , % Health Insurance 43,981 34, , % Membership Dues % General Office Expense 38,909 20, , % Legal Services/Codification 56,000 52, , % Engineering Services 5,000 2, , % Audit 16,000 15, % Trash/Recycling 47,271 34, , % Mowing 14,000 9, , % Street Lights 6,000 4, , % Insurance & Workman's Comp 16, , % Donations 2, , % Planning Commission & Services 5,975 3, , % Recreation & Activity 4,500 2, , % Contingencies 9,611 6, , % TOTAL EXPENDITURES $ 427,445 $ 302, $ 124, REVENUE Real Estate Taxes $ 217,802 $ 113, $ 104, % Personal Property Taxes 41,496 42, (850.02) Over Prior Year Taxes (77.05) Over Penalty/Interest on Taxes 750 1, (563.04) Over Automobile License Fee 10,500 12, (1,579.46) Over Zoning Fees 2,000 1, % Interest 6,297 6, % Sales Taxes 48,000 39, , % Utility Taxes 28,000 21, , % BPOL Taxes 12,000 23, (11,042.23) Over Park Reservation Fees 1,500 1, (100.00) Over Real Estate Rental Income 46,800 43, , % Litter Grant/Misc Income 12,200 15, (2,884.77) Over TOTAL REVENUE $ 427,445 $ 320, $ 106, NET $ 18, Page 12

13 Treasurer's Report as of February 28, Water Fund FY TO DATE BUDGET ANALYSIS FY2019 ACTUAL $ BUDGET % BUDGET 3/31/2019 REMAINING BUDGET EXPENDITURES Wages & Payroll Taxes $ 128,140 $ 99, $ 28, % Retirement Contribution 12,139 8, , % Health Insurance 42,073 34, , % General Office Expense 5,200 2, , % Workman's Comp/Liability 7, , % System Consultant 8, , Over Electricity 31,000 29, , % Truck Supplies & Repair 3,500 3, (473.11) Over Chemicals & Water Testing 8,000 4, , % Water Integration 31,860 21, , % Repairs - Plant & Equipment 36,792 16, , % Repairs - Lines & Hydrants 19, , % Repairs Bldg/Grounds 3, , % Safety Supplies 1, , % Cross Connection Program % 2002 VRA Bond Debt Pmt 114, , (0.26) 100% Training, Licenses & Dues 2,000 1, % Contingencies 4,067 2, , % TOTAL EXPENDITURES $ 458,613 $ 341, $ 117, REVENUE Water Service Charges $ 277,300 $ 181, $ 95, % Connection Fees 0 3, (3,400.00) 0% VRA Bond Surcharge 78,000 52, , % Cell Towner Antenna Lease 97,157 73, , % Interest 6,156 7, (1,317.62) Over TOTAL REVENUE $ 458,613 $ 319, $ 139, NET (21,587.05) Page 13

14 Treasurer's Report as of February 28, Sewer Fund FY TO DATE BUDGET ANALYSIS FY2019 ACTUAL $ BUDGET % BUDGET 3/31/2019 REMAINING BUDGET EXPENDITURES Operating Wages & Payroll Taxes $ 117,219 $ 91, $ 25, % Retirement Contribution 11,155 8, , % Health Insurance 40,508 33, , % Workers Comp/Liability 5,571 (37.00) 5, % System Consultant 43,000 9, , % General Office Expense 7,800 5, , % Sewer Operations 22,000 8, , % Electricity 30,000 21, , % Truck & Generator 3,500 4, (968.47) Over Chemicals & Lab Testing 50,000 28, , % Repairs - Plant & Equipment 18,000 10, , % Repairs - Sewer Lines 6,000 6, (89.69) Over Repairs Bldg/Grounds 3, , % Safety Supplies 1, , % Training & Licenses 1,700-1, % 2010 Water Bond Debt 12,754 12, % Grinder Pumps/Maintenance 31, , % Contingencies 5,966 2, , % TOTAL EXPENDITURES $ 410,733 $ 245, $ 165, REVENUE Sewer Service Charges $ 310,982 $ 212, $ 98, % Connection Fees 0 5, (5,000.00) - Interest 13,341 9, , % PY Surplus 40,000-40, % Surcharge for Sewer Loan 46,410 31, , % TOTAL REVENUE $ 410,733 $ 258, $ 152, NET 13, Page 14

15 Treasurer's Report as of February 28, CIP FY TO DATE BUDGET ANALYSIS FY2019 ACTUAL $ BUDGET % GENERAL FUND CIP BUDGET 3/31/2019 REMAINING BUDGET Expenditures 41 E Colonial Parking/Repairs $ 27,259 $ 9, $ 17, % VDOT Sidewalk Project 389,672 39, , % WF & SF Loan Payback 40, , % Town Park Improvements 20,000 11, , % Sidewalk Improvements 11,000 9, , % LC Transportation CIP Request 497,464 $ 12, , % Total Expenditures $ 985,395 $ 83, $ 901, Revenue VDOT Grant Revenue 315,261 22, $ 293, % Loudoun County CIP Funds 0 50, (50,000.00) - VML Safety Grant 0 2, (2,000.00) - Transfer In from General Fund 670, , % Total Revenue $ 985,395 $ 74, $ 911, WATER FUND CIP Expenditures Water Meter Replacement 6, , % Well 1&4 & Peachtree Ct Well 225, , , % Decommission Wells , , % Rt 7 Waterline Replacement 50,000 18, , % Hydrant Replacement 4, , % Total Expenditures $ 295,000 $ 178, $ 116, Revenue Transfer in from PY Surplus $ 275,000 $ 160, $ 114, % Connections 0 18, (18,100.00) Loan from General Fund 20, , % Total Revenue $ 295,000 $ 178, $ 116, SEWER FUND CIP Expenditures I & I Program/CMOM $ 100,000 $ 25, , % Total Expenditures $ 100,000 $ 25, $ 74, Revenue Transfer in from PY Surplus $ 80,000 $ 13, $ 66, % Loan from General Fund 20, , % Availability Fees 0 12, (12,400.00) Over Total Revenue $ 100,000 $ 25, $ 74, Page 15

16 Treasurer's Report Check Listing MARCH 2019 CHECK# PAYEE PURPOSE AMOUNT AMERICAN DISPOSAL SERVICES INC Trash & Recycling $3, COMMONWEALTH ENGINEERING & SALES INC. VAC Pump & Repair Kit $ Crystal Springs Office Water Cooler $ DMV DMV Stop Removals/Online Access Key Fob $ DOMINION VIRGINIA POWER Electricity $8, Duke's Root Control Inc Itrackers (4) $6, Ernestine Kicker RE Tax Relief Refund $ FREEMIRE & ASSOCIATES INC Wheatley Grinder Pump Repair Not Covered $ HOME DEPOT CREDIT SERVICES Misc Supplies $ InstruLogic LLC Monthly SCADA $2, J2 Engineers, Inc Drainage Project $4, NICHOLS HARDWARE Misc Supplies $ TERRYS BODY SHOP INC 2017 Ford Truck Repair $3, Tri Tek Engineering WTP Concept Planning $ US BANK OPERATIONS CENTER April 1st Loan Interest $7, BRAMHALL TRUCKING, INC. Parking Lot Work $9, Alarcon Cotzajay Vehicle License Fee Refund $ ALL RECREATION OF VIRGINIA INC 50% on New Trash Cans for Park $2, ANTHEM BLUE CROSS BLUE SHIELD Health Insurance $9, BB&T BANKCARD CORPORATION Office, Comcast, Supplies, Cell Phone Bill $1, BROWNING EQUIPMENT Cut Iron $ Coyne Chemical Chemicals $1, JOINER MICRO LABORATORIES, INC Water Testing $1, LOUDOUN COUNTY CENTRAL GARAGE Vehicle Fuel $ MR PRINT Letterhead/Business Cards $ VERIZON Telephone $ VERIZON WIRELESS Cell Phones $ Virginia Business Systems Copier Lease $ VUPS Miss Utilities $ MAUREEN K. GILMORE February Legal Serivces $4, JENNIFER NOEL February Recorder Services $ Martha M. Semmes, FAICP February Zoning Administrator Services $ TOTAL $73, Page 16

17 APRIL 8, 2019, 2019 TOWN COUNCIL MEETING CLOSED SESSION MOTIONS I move that the Hamilton Town Council recess its regular meeting and convene a closed session to discuss: (1) Litigation titled, Bouman v. Town of Hamilton, Loudoun County Circuit Court Case Number , as authorized by Code of Virginia of 1950, as amended, Section (A)(7). The following individuals are invited to attend the closed session: All Town Council Members Maureen K. Gilmore, Town Attorney Second and Recorded Voice Vote required. I move that the Hamilton Town Council adjourn its closed session and reconvene its regular meeting. Second and Recorded Voice Vote required. I move that the Hamilton Town Council adopt Resolution No: , to certify that while in closed session, the participants discussed only those matters for which the closed session was convened. Second and Recorded Voice Vote required. Page 17

18 TOWN OF HAMILTON LOUDOUN COUNTY, VIRGINIA RESOLUTION NO PRESENTED: April 8, 2019 ADOPTED: A RESOLUTION: CERTIFYING THE CLOSED SESSION ON APRIL 8, 2019 WHEREAS, the Hamilton Town Council, has this day convened a closed session in accordance with an affirmative-recorded vote of the Hamilton Town Council and in accordance with the provisions of the Virginia Freedom of Information Act. NOW, THEREFORE, BE IT RESOLVED that the Hamilton Town Council does hereby certify that to the best of each member s knowledge, 1) only public business matters lawfully exempted from open meeting requirements under the Freedom of Information Act were discussed in the closed session to which this certification applies; and 2) only such public business matters as were identified in the Motion by which the said closed session was convened were heard, discussed or considered by the Hamilton Town Council. PASSED THIS DAY OF, ATTEST: David R. Simpson, Mayor Town of Hamilton Jennifer Noel, Town Recorder Page 18