AGENDA TOWN COUNCIL MEETING HAMILTON, VA Monday, July10, :00pm

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1 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL DETERMINATION OF QUORUM PUBLIC COMMENT AGENDA TOWN COUNCIL MEETING HAMILTON, VA Monday, July10, :00pm GUESTS MINUTES Discussion and Approval Town Council Meeting June 12, 2017 (Pgs. 3-11) MAYOR S REPORT E Colonial Hwy Sewer Page property 40 S Rogers Sewer Ashby/Dix Property WATER & SEWER COMMITTEE (Snyder, Green, Simpson, Wine) Report from Staff CMOM Approval (Pg.12) PARKS & RECREATION COMMITTEE (Clark, Simpson, Unger, Wine) TREASURER S REPORT (Jones) July Treasurer s Report Through June 30, 2017 (Pgs ) FINANCE COMMITTEE (Unger, Jones, Simpson, Wine) FY2017 Audit o Confirmations July 12, 2017 o Fieldwork July 24-28, 2017 o Draft Report Presented to Finance Committee schedule a day mid to late August o Presentation to Town Council September 11, 2017 PUBLIC SAFETY & ZONING ENFORCEMENT COMMITTEE (Jones, Snyder, Simpson, Wine)

2 PERSONNEL COMMITTEE (Simpson, Green, Wine) PLANNING COMMISSION (McCann, Clark) Planning Commission Meeting July 19, 2017 OLD BUSINESS Municode Codification of Ordinances (5 th Packet distributed) Schedule workshop to discuss prior to adoption Water & Sewer Availability & Connection Application 40 S Rogers St (Pgs ) NEW BUSINESS Andrew Mark Donofrio Day Proclamation (Pg. 21) FY2018 Town Council Meeting Schedule (Pg. 22) ADJOURNMENT Page 2

3 MINUTES HAMILTON TOWN COUNCIL PUBLIC HEARING AND REGULAR MEETING JUNE 12, 2017 TOWN COUNCIL PRESENT: ABSENT: STAFF: David R. Simpson, Mayor Kenneth C. Wine, Vice Mayor John Unger, Council member Matthew Clark, Council member Rebecca Jones, Council member Craig Green, Council member Michael Snyder, Council member Lori Jones, Treasurer Daniel Galindo, Zoning Administrator Maureen Gilmore, Town Attorney CALL TO ORDER THE PUBLIC HEARING: Mayor Simpson called to order the Public Hearing of the Hamilton Town Council at 7:00 PM. PUBLIC HEARING ITEM: Zoning Ordinance Amendments - ZTA Parking Waiver Fee - ZTA Shipping Containers to be Used for Storage and Associated Fee and Fee - ZTA Parking Waiver Regulations Jim Bourne of 15 W Colonial Hwy, Hamiltoncame forward to speak. There being no public comments Mayor Simpson closed the public hearing. CALL TO ORDER THE REGULAR MEETING: Mayor Simpson called to order the Regular Meeting of the Hamilton Town Council at 7:05PM. Page 3

4 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 AGENDA AMENDMENTS: Council member Clark made a motion to amend the agenda to add an Executive Session. Motion: Council member Clark Second: Council member Unger GUESTS: Deputy Lopreto came forward to speak. He stated that he has written a few speeding tickets in Town and that as promised, he has had the sign moved. PUBLIC COMMENT: None MINUTES: Council member Unger made a motion to approve the May 8, 2017 Town Council minutes as amended. Motion: Council member Unger Second: Vice Mayor Wine MAYOR S REPORT: Page 4

5 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 Mayor Simpson stated that the flag pole at the entrance to the Hamilton Park that was installed by Eagle Scout Dustin Loving was very nicely completed. Mayor Simpson also stated that Hamilton Day went very well and everyone had a great time and there were no complaints. WATER & SEWER COMMITTEE - Report from Staff Staff member Wilmoth came forward to speak. Mr. Wilmoth stated that he believes that Council member Snyder will be calling a Committee meeting soon to discuss how the Town will proceed in the upcoming fiscal year with cameraing the sewer lines. There is money in the budget as of July 1 st to begin that project. He also stated that things are still very dry and while the Town is not out of water he believes that some sort of use water wisely campaign may be prudent. He stated that water restriction is not necessary but just some water conservation notice, maybe a sign at the park to conserve water, would be appreciated. PARKS & RECREATION COMMITTEE: Council member Clark stated he has nothing new to report. TREASURER S REPORT: Monthly Treasurer s Report Ms. Jones presented her report to the Town Council and entertained any question the members may have. Council member Unger made a motion to approve the Treasurer s Report as submitted. Motion: Council member Unger Second: Council member Jones FINANCE COMMITTEE: Council member Jones stated that she has nothing new to report. Page 5

6 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 PUBLIC SAFETY & ZONING ENFORCEMENT COMMITTEE: Nothing new to report. PERSONNEL COMMITTEE: Nothing new to report. PLANNING COMMISSION: Chairman McCann stated that the report for the actions the Planning Commission took on May 17 th is in the Town Council packet along with recommendations for the items that were heard at public hearing tonight before the Town Council. OLD BUSINESS: Planning Commission Member of Interest Daniel Gorman Council member Unger made a motion to appoint Daniel Gorman to the Planning Commission to fill an unexpired term thru July Motion: Council member Unger Second: Vice Mayor Wine Municode Codification of Ordinances Ms. Jones indicated that the next sections have been handed out to the Council for review. Ordinance to Approve FY2018 Budget Adopting Tax Rates, Motor Vehicle License Fees and make Appropriations for FY2018 Council member Unger made a motion to approve Ordinance to approve FY2018 Budget Adopting Tax Rates, Motor Vehicle License Fees and make Appropriations for FY2018. Page 6

7 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 Motion: Council member Unger Second: Council member Jones Staff Report Parking Waiver Fee and Parking Waiver Regulations - Proposed Parking Waiver Regulations - Public Hearing Notice Mr. Galindo gave a brief staff report to the Town Council regarding the above item. Council member Clark made a motion stating for the reasons stated in the June 12, 2017 staff report, I move that the Hamilton Town Council approve Ordinance which adopts ZTA as amended, amending the Town s parking waiver regulations in Article 6 of the Hamilton Zoning Ordinance. Motion: Council member Clark Second: Vice Mayor Wine Staff Report Shipping Containers to be Used for Storage and Associated Fee - Proposed Shipping Container Regulations - Proposed Development Application Fee Amendments Mr. Galindo gave a brief staff report on the above items. Page 7

8 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 Ordinance to Adopt Amendments to the Town of Hamilton Zoning Ordinance Article 3 to Allow Shipping Containers for Storage and Article 16 to Add a Definition for Shipping Containers. The Town Council decided to defer this item to the next meeting so that they can gather more information. Ordinance to Adopt Fees for the Temporary Placement of Shipping Containers and Parking Waivers to be added to the Land Development and Zoning Fee Schedule, as Adopted by Ordinance. Vice Mayor Wine made a motion to adopt Ordinance adopting fees for parking waivers to be added to the Planning Land Development Zoning Fee Schedule as adopted by Ordinance. Amend the first whereas to delete and ; delete ZTA ; and the temporary placement of shipping containers ; and delete 1. The $75 (seventy-five dollar) fee for the temporary placement of shipping containers by Ordinance; pursuant to the Virginia Code Motion: Vice Mayor Wine Second: Council member Jones NEW BUSINESS: Application for Water and Sewer Availability and Connection at 40 South Roger Street Town Council decided to make a recommendation following their executive session as this is part of what will be discussed. Ryan Allen Michon Day Proclamation Council member Unger made a motion to ratify the Proclamation of Ryan Allen Michon Day that made Tuesday, June 12, 2017 Ryan Allen Michon Day. Motion: Council member Unger Second: Council member Jones Page 8

9 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 Consolidated Tax Billing Letter of Support to Delegate Minchew Ms. Jones stated that, at this time the Town of Hamilton is choosing not to participate in consolidated tax billing at this time, however the Town does want to show support for the other jurisdictions to participate. Paving of Woodlawn Avenue Vice Mayor Wine made a motion that the Hamilton Town Council amend the FY2017 Town of Hamilton Budget to redirect expenditures in the General Fund CIP from Parking Lot/Garage at 43 East Colonial to the Paving of Woodlawn Avenue in the amount of $16,000. Motion: Vice Mayor Wine Second: Council member Unger CLOSED SESSION: Vice Mayor Wine made a motion that the Hamilton Town Council recess its open meeting and convene a closed meeting. The purpose of the closed meeting are as follows 1. Consultation with legal counsel regarding legal matters affecting the Town utility systems, as, as authorized by Section (A)(7)Code of Virginia 1950, as amended. Page 9

10 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 The following individuals are invited to attend the closed session: All Town Council Members Maureen K. Gilmore, Town Attorney Motion: Vice Mayor Wine Second: Council member Jones Vice Mayor Wine made a motion that the Hamilton Town Council adjourn its closed session and reconvene its public meeting and that the minutes of the public meeting reflect that no formal action was taken in the closed session. Motion: Vice Mayor Wine Second: Council member Jones Vice Mayor Wine made a motion that the Hamilton Town Council confirm resolution certifying the closed meeting June 12, 2017 and that a copy of the resolution be included in the minutes of the Town Council meeting. Motion: Vice Mayor Wine Second: Council member Unger Page 10

11 Town Council Public Hearing and Regular Meeting Minutes June 12, 2017 ADJOURNMENT: There being no further business the meeting adjourned at 7:57 PM. Jennifer L. Noel, Recorder David Simpson, Mayor Page 11

12 Molly Joseph Ward Secretary of Natural Resources COMMONWEALTH of VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY NORTHERN REGIONAL OFFICE Crown Court, Woodbridge, Virginia (703) Fax (703) David K. Paylor Director Thomas A. Faha Regional Director June 23, 2017 By Receipt Confirmation Requested J. Scott Englund Water and Wastewater Supervisor, Town of Hamilton P.O. Box 130 Hamilton, VA Re: Capacity, Management, Operation and Maintenance Plan for the Town of Hamilton STP (VPDES Permit No. VA ) Dear Mr. Englund: The Department of Environmental Quality (DEQ) received the Capacity, Management, Operation and Maintenance (CMOM) Plan for the Town of Hamilton s Sewage Treatment Plant on March 30, The CMOM Plan was submitted in accordance with Part I.C.11 of VPDES Permit No. VA DEQ has reviewed the CMOM and has determined it satisfies the requirements of Part I.C.11 of VPDES Permit No. VA As a reminder, the Inflow and Infiltration Annual Report shall be submitted yearly, beginning August 10, Please maintain records on the implementation of the CMOM Plan that can be made available upon request. If you have any questions or concerns, please contact Caitlin Shipman at (703) or caitlin.shipman@deq.virginia.gov. Respectfully, Bryant Thomas Regional Water Permits & Planning Manager Cc: Mr. Aaron Bartley, Tri Tek Engineering (abartley@tritekinc.com) Page 12

13 Treasurer's Report as of June 30, All Funds Summary Investment Summary 6/30/2017 5/31/2017 4/30/2017 3/31/2017 BB&T CheckingGeneral $ 28, $ 40, $ 3, $ 20, Water 165, , , , Sewer 364, , , , Total BB&T Checking $ 558, $ 547, $ 542, $ 515, BB&T CDs 513, , , , Wells Fargo Money Market 339, , , , United Bank Money Market & CDs 836, , , , Middleburg Bank CDs 161, , , LGIP 311, , , , Total All Funds $ 2,720, $ 2,708, $ 2,702, $ 2,674, Outstanding Debt - June 30, General Obligation Water Bond $ 476, General Fund Due To Water & Sewer Funds 340, Community Park & Fire Department Funds Town General Fund Park Maintenance Accounts BB&T Money Market Account $ 6, BB&T CD 9, Total Town GF Park Maintenance Accounts $ 15, Park Committee Donations Cardinal Bank Checking Account $ 1, Fire Department Fund BB&T Money Market Account $ 12, Water & Sewer Activity -June Regular Cycle Water/Sewer Bills Regular Delinquent Bills Water turn-offs Due to Non Payment 3 New Accounts Created Adjustments (leak or misread) 6 Adjustments (pool credits) New Water Connections New Sewer Connections Accounts Payable & Payroll Activity - June # Accounts Payable Checks + Wire Transfers $ 95, Accounts Payable Checks (List attached) 6 # Employees & Town Council $ 30, Payroll Expense $ 3, Retirement Expense Page 13

14 Treasurer's Report as of June 30, General Fund FY TO DATE BUDGET ANALYSIS FY2017 ACTUAL $ BUDGET % BUDGET 6/30/2017 REMAINING BUDGET EXPENDITURES Wages & Payroll Taxes $ 125,175 $ 120, $ 5, % Retirement Contribution 8,056 6, , % Health Insurance 25,938 24, , % Membership Dues 1, % General Office Expense 41,495 47, (5,569.73) Over Legal Services/Codification 48,000 55, (7,414.57) Over Engineering Services 5, , % Audit 15,000 15, % Trash/Recycling 47,145 45, , % Mowing 12,000 17, (5,875.00) Over Street Lights 8,000 6, , % Insurance & Workman's Comp 16,726 19, (2,887.00) Over Donations 2,000 2, % Planning Commission & Services 6,125 4, , % Recreation & Activity 2,500 3, (1,031.50) Over Transfers Out - CIP & Fire Dept 203, , , % Contingencies 18,755 4, , % TOTAL EXPENDITURES $ 586,038 $ 492, $ 93, REVENUE Real Estate Taxes $ 208,029 $ 211, $ (3,442.10) Over Personal Property Taxes 39,496 41, (2,283.67) Over Prior Year Taxes 100 2, (2,261.57) Over Penalty/Interest on Taxes 700 1, (371.17) Over Automobile Decals 10,000 11, (1,976.14) Over Zoning Fees 3,000 2, % Interest 2,001 1, % Sales Taxes 46,000 47, (1,558.71) Over Utility Taxes 28,000 28, (83.39) 100% BPOL Taxes 10,000 16, (6,904.64) Over Fire Programs Grant 10,000 10, % Park Reservation Fees 1,000 2, (1,400.00) Over Prior Year Surplus 183, , , % Real Estate Rental Income 42,000 15, , % Litter Grant/Misc Income 2,600 5, (3,200.77) Over TOTAL REVENUE $ 586,038 $ 518, $ 67, NET $ 26, Page 14

15 Treasurer's Report as of June 30, Water Fund FY TO DATE BUDGET ANALYSIS FY2017 ACTUAL $ BUDGET % BUDGET 6/30/2017 REMAINING BUDGET EXPENDITURES Wages & Payroll Taxes $ 135,430 $ 138, $ (2,607.98) Over Retirement Contribution 12,590 10, , % Health Insurance 36,187 35, % General Office Expense 4,475 5, (759.45) Over Workman's Comp/Liability 6,943 8, (1,258.00) Over System Consultant 10, , % Electricity 30,000 31, (1,244.46) Over Truck Supplies & Repair 7,000 2, , % Chemicals & Water Testing 10,000 8, , % Water Integration 31,860 34, (2,805.00) Over Repairs - Plant & Equipment 26,574 18, , % Repairs - Lines & Hydrants 15,000 5, , % Repairs Bldg/Grounds 2, , % Safety Supplies 1, % Cross Connection Program % 2002 VRA Bond Debt Pmt 114, , (0.13) 100% Training, Licenses & Dues 2,000 1, % Contingencies 5,350 2, , % Transfer to CIP 328,400 5, , % TOTAL EXPENDITURES $ 780,143 $ 422, $ 357, REVENUE Water Service Charges $ 275,800 $ 267, $ 8, % Connection Fees 3,400 10, (6,800.00) Over VRA Bond Surcharge 78,000 78, (569.77) Over Cell Towner Antenna Lease 81,505 87, (5,825.04) Over Interest % Transfers In / PY Surplus 340,907 5, , % TOTAL REVENUE $ 780,143 $ 449, $ 330, NET 27, Page 15

16 Treasurer's Report as of June 30, Sewer Fund FY TO DATE BUDGET ANALYSIS FY2017 ACTUAL $ BUDGET % BUDGET 6/30/2017 REMAINING BUDGET EXPENDITURES Operating Wages & Payroll Taxes $ 107,196 $ 111, $ (4,522.78) Over Retirement Contribution 10,079 8, , % Health Insurance 30,514 29, , % Workers Comp/Liability 6,086 5, % System Consultant 39,637 18, , % General Office Expense 7,100 7, (170.94) Over Sewer Operations 18,000 17, % Electricity 32,000 27, , % Truck & Generator 7,000 2, , % Chemicals & Lab Testing 65,000 46, , % Repairs - Plant & Equipment 10,000 3, , % Repairs - Sewer Lines 6, , % Repairs Bldg/Grounds 5, , % Safety Supplies 1, % Training & Licenses 1,240-1, % 2010 Water Bond Debt 12,737 12, (0.12) 100% Grinder Pumps/Maintenance 28,736 24, , % Contingencies 6,010 3, , % Transfer to CIP 167, , % TOTAL EXPENDITURES $ 561,435 $ 321, $ 240, REVENUE Sewer Service Charges $ 308,984 $ 314, $ (5,638.75) Over Connection Fees 5,000 15, (10,000.00) Over Interest 1,504 5, (3,529.72) Over Surcharge for Sewer Loan 46,410 46, % Prior Year Surplus 197, , % Sewer Tax District Loan 2,300 2, % TOTAL REVENUE $ 561,435 $ 383, $ 178, NET 61, Page 16

17 Treasurer's Report as of June 30, CIP FY TO DATE BUDGET ANALYSIS FY2017 ACTUAL $ BUDGET % GENERAL FUND CIP BUDGET 6/30/2017 REMAINING BUDGET Expenditures 41 E Colonial Parking/Repairs $ 25,000 $ 2, $ 22, % VDOT FY2016 Grant 209,709 7, , % VDOT FY2018 Grant 372,100 29, , % WF & SF Loan Payback 40,000 40, % LC Transportation CIP Request 566,414 $ 29, , % Total Expenditures $ 1,213,223 $ 110, $ 1,102, Revenue VDOT Grant Revenue 465, $ 465, % LC CIP Revenue 566, , % Transfer In from General Fund 181, , , % Total Revenue $ 1,213,223 $ 110, $ 1,102, WATER FUND CIP Expenditures East Loop & Fire Flow Model $ 100, , % Water Meter Replacement 2,000 1, % Well 1&4 Improvements 200, , % Decommission Wells , , % Water System Distribution Model 21,500 25, (4,364.02) Over Hydrant Replacement 4, , % 3/4 Ton Pickup 29,000 31, (2,331.22) Over Total Expenditures $ 366,500 $ 59, $ 307, Revenue Transfer in from PY Surplus $ 328,400 $ 5, $ 323, % Loan from General Fund 20,000 20, % Availability Fees 18,100 54, (36,200.00) Over Total Revenue $ 366,500 $ 79, $ 287, SEWER FUND CIP Expenditures I & I Program $ 50,000 $ , % Sewer System Evaluation Study 100,000 21, , % 1 Ton Pickup w/plow 50, , % Total Expenditures $ 200,000 $ 21, $ 178, Revenue Transfer in from PY Surplus $ 167,600 $ 0.00 $ 167, % Loan from General Fund 20,000 20, % Availability Fees 12,400 37, (24,800.00) Over Total Revenue $ 200,000 $ 57, $ 142, Page 17

18 Treasurer's Report Check Listing May 2017 CHECK# PAYEE PURPOSE AMOUNT BROWNING EQUIPMENT Misc Supplies $ Crystal Springs Office Water Cooler $ Daniel Donohue Woodlawn Ave Paving $16, DOMINION VIRGINIA POWER Electricity $4, FIVE STAR SEPTIC, INC. Park Portable Renttal $ Holton Design Hamilton Day T Shirts $ HOME DEPOT CREDIT SERVICES Misc Supplies $ IMAGISTX of Virginia Copier Maintenance $ InstruLogic LLC Monthly SCADA $2, J2 Engineers, Inc Rt 7 W Drainage Project Engineering $6, LOUDOUN LUMBER CO INC Misc Supplies $ NICHOLS HARDWARE Misc Supplies $ SOUTHERN STATES Misc Supplies $ TREE FROG LAWN CARE, LLC Mowing $2, Tri Tek Engineering Water Treatment Plant Concept & CMOM $ Vesta Settlements, LLC RE Tax Refund $ VIRGINIA MUNICIPAL LEAGUE FY2017 Dues $ VML INSURANCE PROGRAMS FY2018 Dues $31, VUPS Miss Utilities $ Advance Auto Parts Misc Supplies $ AMERICAN DISPOSAL SERVICES INC Trash and Recycling $3, BB&T BANKCARD CORPORATION Postage, Software, Internet, Supplies $1, BROWNING EQUIPMENT Misc Supplies $ Coyne Chemical Chemicals $2, COZO Homes HVAC Repair 41 E Colonial $ Crystal Springs Office Water Cooler $ DE LAGE LANDEN Copier Lease $ HD SUPPLY WATERWORKS Water Meters $ JOINER MICRO LABORATORIES, INC Lab Testing $2, Kenneth C Wine Truck Tires $ LOGICS LLC FY2018 Software Maintenance $8, LOUDOUN COUNTY Lien Filing Fee $ LOUDOUN COUNTY Lien Filing Fee $ LOUDOUN LUMBER CO INC Misc Supplies $ MATTHEW BENDER & CO Legal Publications $ MR PRINT Utility Bill Printing $ Purcellville Gazette & Loudoun Today Legal Advertisements $ USA Septic Services LLC Pump & Haul $1, VALLEY ENERGY Generator Fuel $ VERIZON Telephone $ VERIZON WIRELESS Cell Phones $ The Barns at Hamilton Station Vineyards COLT Meeting $ MAUREEN K. GILMORE May Legal Services $2, JENNIFER NOEL May Recorder Services $ TOTAL $95, Page 18

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21 Whereas, Whereas, Whereas, Proclamation in honor of Andrew Mark Donofrio the Town of Hamilton wishes to honor its young men and women for their accomplishments; and Andrew Mark Donofrio has achieved the rank of Eagle Scout with Troop #163 in Purcellville, Virginia; and Andrew Mark Donofrio has participated in Troop #163 since 2009 after crossing from Hamilton s Cub Scout Pack 969; and Whereas, Andrew Mark Donofrio is an active contributor to his church as a youth group board member and 5-time participant in Group Missions Christian-based mission trips each summer, and in the local community as a little league baseball player for several years, a 4- year member of the Fellowship of Christian Athletes (FCA) Babe Ruth Baseball Team for Loudoun County; and Whereas, Andrew Mark Donofrio is an active high school student who graduated with honors in June 2017, who participated in multiple honor societies, FCA, Latin Club, and baseball; and Whereas, Andrew Mark Donofrio conducted his Eagle Scout Project on the Hamilton Elementary School property where he constructed a first-ever new regulation T-Ball field for the Upper Loudoun Little League. The project included fundraising in excess of $2,000 and over 100 service hours by the community and enabled the inaugural season of fall T-ball, where five new teams were fielded; and, Whereas, Andrew Mark Donofrio will hold his Eagle Scout Court of Honor on Sunday, July 23, 2017 at the T-Ball baseball field on the grounds of Hamilton Elementary School, 54 S Kerr St., Hamilton, Virginia. Now, Therefore Be It Resolved, that Tuesday, July 24, 2017 be named Andrew Mark Donofrio Day Throughout the Town of Hamilton in honor of Andrew s accomplishments as an Eagle Scout. David R. Simpson, Page 21 Mayor

22 TOWN OF HAMILTON, Virginia FY2018 Council Meeting Schedule PROPOSED The Hamilton Town Council has set the following dates for Council Meetings for the remainder of the fiscal year and the first meeting of the fiscal year: August 14, 2017 September 11, 2017 October 16, 2017 November 13, 2017 December 11, 2017 January 8, 2018 February 12, 2018 March 12, 2018 April 9, 2018 May 14, 2018 June 11, 2018 July 19, 2018 All Town Council Meetings will begin at 7:00pm. Public Hearings, if scheduled, will also begin at 7:00pm, with the Council Meeting beginning immediately after. If the scheduled Town Council Meeting is canceled due to inclement weather or other emergency, the meeting will be rescheduled for the following Monday at the same time. David R. Simpson, Mayor Page 22