agenda town council meeting hamilton, va monday, … · minutes-review and approval a. town council...

AGENDA TOWN COUNCIL MEETING

HAMILTON, VA Monday, February 10, 2020

7:00pm

I. CALL TO ORDER

II. PLEDGE OF ALLEGIANCE

III. ROLL CALL

IV. DETERMINATION OF QUORUM

V. PUBLIC COMMENT

The name and address of each speaker shall be provided and a speaking limit of three (3) minutes shall apply.

VI. GUESTSa. Community Safety Officer Report

VII. MONTHLY REPORTSa. Treasurers Report – January 2020, review/approval (pages 3-9)b. Utility Report – January 2020 (pages 10-18)c. Zoning Administrator/Planner Report – January 2020 (pages 19-20)

VIII. MINUTES-Review and Approvala. Town Council Meeting – January 13, 2020 (pages 21-26)

IX. MAYOR’S REPORT

X. COMMITTEE REPORTSa. WATER AND SEWER COMMITTEEb. PARKS AND RECREATION COMMITTEEc. FINANCE COMMITTEE – Next meeting February 20, 2020d. PUBLIC SAFETY, ZONING AND ENFORCEMENT COMMITTEEe. PERSONNEL COMMITTEEf. PLANNING COMMISSION-Next meeting February 19, 2020

XI. DISCUSSION ITEMSa. Updates/Changes to Town Code, Chapter 8 – Businesses and Business Regulations

(pages 27-29)

XII. OLD BUSINESS

XIII. NEW BUSINESS

a. Resolution 2020-4: Establishing a Town Consortium to develop & issue RFP’s for Refuse/Recycling Services in each Town (pages 30-31)

i. Motion to approve Resolution 2020-4 (page 32) b. New Mowing Agreement – Tree Frog (pages 33-36)

i. Motion to approve contract with Tree Frog (page 37)

XIV. CLOSED SESSION

XV. ADJOURNMENT

TREASURER'S REPORT

TOWN OF HAMILTON

JANUARY 2020

REVENUE SUMMARY

At the end of January 2020, we are 58% through the current budget year.

YTD Jan 2020 YTD Jan 2019 % YTD Difference Notes

*Real Estate Taxes $121,187 $115,179 5% * Includes fees/penalty

Personal Property/License Fees $36,359 $31,357 16%

Sales Tax $31,766 $30,618 4%

Utility Tax $15,500 $15,795 ‐2%

Business License (BPOL) $532 $4,980 ‐89%

Zoning/Permits $5,085 $850 498%

Real Estate Rental Income $27,550 $38,025 ‐28%

Interest Earned (General Fund) $7,242 $4,863 49%

Park Reservation Fees $950 $1,200 ‐21%

PPTRA Reimbursement $23,496 $23,496 0%

Miscellaneous Income $1,649 $1,086 52%

* GF Miscellaneous Revenue Accounts $10,500 $10,386 1% * Includes gifts/donations/check fees/grant/PY

* Water User Fees $248,828 $235,602 6% * Includes fees/penalty/cell tower leases/interest

* Sewer User Fees $229,804 $188,662 22% * Includes fees/penalty/surcharges/GP fees/interest

TOTALS $760,448 $702,099 8% Total Revenue Amount does not include the CIP Fund

Revenue & Expense Year‐to‐Date Budget Status:

REVENUE EXPENSES

GENERAL FUND 29% 25%

WATER FUND 27% 35%

SEWER FUND 36% 43%

CIP FUND 5% 10%

Cash Balances: Jan. 2020 Dec. 2019 Jan. 2019

Operating Account BB&T $81,920 $120,668 $168,390

Money Market BB&T $560,398 $609,902 $753,652

CD Accounts BB&T $521,002 $521,002 $513,807

CD Account ‐ Atlantic Union $168,066 $167,353 $165,363

CD Accounts ‐ United Bank $622,365 $622,365 $610,352

CD Account ‐ Bank of Charles Town $34,940 $34,743 $34,165

Local Government Investment Pool $887,723 $886,426 $868,107

Restricted Cash Balances:

Fire Dept. Fund $31,016 $31,016 $21,014

Park Fund BB&T $15,503 $15,503 $15,501

Park Fund United $1,789 $1,789 $1,789

Totals $2,924,722 $3,010,767 $3,152,141

TOWN OF HAMILTON

YEAR‐TO‐DATE SUMMARY CHART

JANUARY 2020

General Fund Water Fund Sewer Fund

Total

FY 18/19 $277,835 $235,602 $188,662 $702,099

FY 19/20 $281,816 $248,828 $229,804 $760,448

$3,981 $13,226 $41,142

$0

$50,000

$100,000

$150,000

$200,000

$250,000

$300,000

General Fund Water Fund Sewer Fund

FY 18/19FY 19/20

TOWN OF HAMILTON

BUDGET TO ACTUAL

JANUARY, 2020

Real Estate Taxes 232,807 ‐ 119,395 113,412 51%Personal Property Taxes 18,000 (218) 23,476 (5,476) 130%

Tax Penalty 1,000 (10) 1,543 (543) 154%

Tax Interest 200 31 250 (50) 125%Sales Tax 51,000 4,644 31,766 19,234 62%Utility Tax ‐ Dominion 14,000 1,158 7,510 6,490 54%Utility Tax ‐ Others 16,000 1,167 7,990 8,010 50%Other Business or Profession BPOL 20,000 ‐ 532 19,468 3%Motor Vehicle License Fee 12,000 ‐ 12,883 (883) 107%

Zoning & Subdivision Permits 2,000 275 5,085 (3,085) 254%Interest Earned 10,493 876 7,242 3,251 69%Real Estate Rental Income 46,800 4,638 27,550 19,250 59%Gifts & Donations ‐ Private Sources 500 350 350 150 70% Mural DonationsPark Reservation Fees 2,000 ‐ 950 1,050 48%Litter Prevention Grant 1,000 ‐ ‐ 1,000 0%Misc. Income 500 29 1,649 (1,149) 330%

Returned Check Fees 200 ‐ 150 50 75%PPTRA Reimbursement 23,496 ‐ 23,496 0 100%

Fire Programs Grant 10,000 ‐ 10,000 ‐ 100%Prior FY Surplus 510,665 ‐ ‐ 510,665 0%

TOTAL GENERAL FUND REVENUE 972,661 12,940 281,816 690,845 29%

Mayor & Town Council Wages 22,200 36 10,577 11,623 48%FICA ‐ Mayor & Town Council 1,698 ‐ 1,331 367 78%Pub Hearing‐Town Council 2,500 ‐ 618 1,882 25%Mayor & TC Discretionary Fund 999 (500) 1,400 (401) 140% Mural DepositMembership Dues (TC) 512 ‐ ‐ 512 0%Town Clerk/Recorder 4,000 216 2,228 1,772 56%Insurance ‐ Excess Liability 18,141 ‐ ‐ 18,141 0%Legal Services 89,000 3,400 32,275 56,725 36%Ordinance Codification 2,000 ‐ 1,743 257 87%Bank Charges and Fees 2,000 263 1,615 385 81%Legal Publications 700 ‐ 942 (242) 135% Additional expense for Ordinances/ResolutionsAdmin Staff Wages 20,433 2,797 15,363 5,070 75%FICA ‐ Admin Staff 1,678 214 1,183 495 71%Worker's Compensation‐Admin Staff 40 ‐ ‐ 40 0%Office Equip Maintenance 3,000 466 2,130 870 71%Printing 500 ‐ 220 280 44%Classified Advertising 200 ‐ 221 (21) 111% Additional advertising for Ords/Res.Internet Services/Web‐site 2,000 238 1,223 777 61%Postage 1,500 ‐ 1,464 36 98%Telephone ‐ Admin 4,900 402 2,418 2,482 49%Admin Discretionary Fund 2,259 ‐ 2,237 22 99%Election 2,200 ‐ ‐ 2,200 0%Gifts 1,750 ‐ 1,000 750 57%Office Supplies 1,200 317 1,206 (6) 101%Office Cleaning 200 ‐ 17 183 9%Software 11,270 ‐ 5,327 5,943 47%Office Equip & Furnishings 300 ‐ 1,168 (868) 389% Cell booster for office (unplanned expense)Computer Hardware 4,000 3,509 10,528 (6,528) 263% Additional IT expenseAudit 17,000 ‐ 16,000 1,000 94% Final expense amount FY20Town Treasurer Wages 34,419 4,044 24,258 10,161 70%FICA ‐ Treasurer 2,557 309 1,854 703 73%Retirement‐Admin 8,214 674 7,011 1,203 85%Health Insurance ‐ Retiree 4,342 342 2,633 1,709 61%Health Insurance‐Admin 30,840 492 10,343 20,497 34%Worker's Compensation‐Treasurer 100 ‐ 298 (198) 298% Workers comp audit expenseEducation/Mile Reimbursement ‐ Treasurer 400 ‐ ‐ 400 0%Membership Dues ‐ Treasurer 370 ‐ 210 160 57%Pub Hearing‐Budget 500 ‐ 486 14 97%Fire Department ‐ Donation 1,000 ‐ 1,000 ‐ 100%Fire Dept Fund Transfer 31,014 ‐ 10,000 21,014 32%Rescue Squad ‐ Donation 1,000 ‐ 1,000 ‐ 100%Electric ‐ Street Lights 6,000 515 3,647 2,353 61%Trash/Recycling 46,000 4,025 26,950 19,050 59%Building/Grounds Maintenance 1,700 109 4,094 (2,394) 241% Additional siding repair exp 43 E ColElectric ‐ Admin 3,000 256 1,500 1,500 50%Mowing 14,000 (800) 9,285 4,715 66%Recreation & Activity 4,000 357 2,901 1,099 73%Planning Commission 6,200 375 1,450 4,750 23%BZA 275 441 441 (166) 160%Zoning Administrator IC Fees 15,000 325 2,813 12,187 19%

Engineering Services 6,000 575 1,035 4,965 17%

Planning Services (&Recorder) 1,400 216 756 644 54%

Pub Hearing‐Plan Commission 600 ‐ ‐ 600 0%

ZA Cell Phone 400 55 332 68 83%

Water Management Wages 9,984 1,152 5,374 4,610 54%

FICA ‐ Water Management 764 88 411 353 54%

Waste Water Management Wages 9,984 1,152 5,374 4,610 54%

FICA ‐ Waste Water Management 764 88 411 353 54%Prior Year Surplus 513,654 ‐ 6,000 507,654 1%

TOTAL GENERAL FUND EXPENDITURES 972,661 26,148 246,301 726,360 25%

TREASURER/COUNCIL COMMENTS

AS OF JANUARY, 58% OF BUDGET YEAR

GENERAL FUND REVENUE TOTAL BUDGET

CURRENT

PERIOD REVENUE YTD VARIANCE

% OF BUDGET

TO ACTUAL

% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTS


GENERAL FUND EXPENDITURES TOTAL BUDGET

CURRENT

PERIOD EXPENSE YTD VARIANCE

TOWN OF HAMILTON

BUDGET TO ACTUAL

JANUARY, 2020

Interest Earned 11,203 679 5,705 5,498 51%

Cell Tower Antenna Leases 103,688 8,716 55,872 47,816 54%

Water User Fees 328,755 ‐ 131,227 197,528 40%

Late Payment Penalty 4,500 986 3,378 1,122 75%

Late Interest Penalty 800 135 583 217 73%

Water Surcharge ‐ VRA Bond 78,000 ‐ 39,663 38,337 51%

Connections ‐ ‐ 3,400 (3,400) 0%

New Account Fees 2,000 100 1,000 1,000 50%

Transfer In from Sewer Fund 379,557 ‐ ‐ 379,557 0%Sales of Surplus Property ‐ ‐ 8,000 (8,000) 0%

TOTAL WATER FUND REVENUE 908,503 10,616 248,828 659,675 27%

Water Fund Printing 400 ‐ 222 178 56%

Water Management Wages 36,534 4,473 24,843 11,691 68%

Water Management Over Time Wages 7,000 6 1,178 5,822 17%

FICA 3,330 343 1,907 1,423 57%

Retirement Contribution 3,980 249 3,648 332 92%

Water Health Insurance 15,498 (931) 3,766 11,732 24%

Water Workman's Comp 5,436 ‐ 744 4,692 14%

System Consultant 5,000 ‐ 1,395 3,605 28%

Water Plant Operation 197,000 16,405 98,665 98,335 50%

Electricity 32,000 6,413 17,725 14,275 55%

Internet Services 530 ‐ 132 398 25%

Postage 800 ‐ 479 321 60%

Telephone 550 58 342 208 62%

Cell Phone 600 30 365 235 61%

Water Staff Training 500 ‐ ‐ 500 0%

Water Management Discretionary Fund 3,127 ‐ 2,255 872 72%

Water Membership Dues 350 ‐ 350 ‐ 100%

Office Supplies 1,500 423 796 704 53%

Chemicals 3,000 772 3,142 (142) 105%

Repairs Bldg./Grounds 3,000 69 2,517 483 84%

Truck Expense ‐ Fuel 500 41 395 105 79%

Truck Expense Supplies 500 14 474 26 95%

Safety Supplies 1,500 ‐ 244 1,256 16%

Generator Fuel 500 ‐ 291 210 58%

Water Testing 5,000 78 1,520 3,480 30%

Miss Utilities 300 20 141 159 47%

Software/Repairs‐ Plant Equipment 25,000 2,570 19,111 5,889 76%

Repairs‐ Lines 19,000 ‐ 1,812 17,188 10%

Water System Integration 34,380 2,865 20,055 14,325 58%

Cross connection program 200 ‐ ‐ 200 0%

Additions ‐ Plant Equipment 3,000 ‐ 893 2,108 30%

VRA Bond Debt 114,488 ‐ 110,260 4,228 96%TRANSFER TO WF CIP 384,000 ‐ ‐ 384,000 0%

TOTAL WATER FUND EXPENDITURES 908,503 33,899 319,666 588,837 35%

WATER FUND REVENUE TOTAL BUDGET

CURRENT


% OF BUDGET



WATER FUND EXPENDITURES TOTAL BUDGET

CURRENT


% OF BUDGET



TOWN OF HAMILTON

BUDGET TO ACTUAL

JANUARY, 2020

Interest Earned 24,081 1,148 11,970 12,111 50%

Sewer User Fees 411,370 ‐ 167,574 243,796 41%

Late Payment Penalty 5,000 986 3,379 1,621 68%

Late Payment Interest 900 135 583 317 65%

Sewer Surcharge ‐ VRLF Loan 46,410 ‐ 23,556 22,854 51%

Grinder Pump Fee 26,208 ‐ 12,742 13,466 49%

Transfer In from General Fund 127,764 ‐ ‐ 127,764 0%Sale of Surplus Property ‐ ‐ 10,000 (10,000) 0%

TOTAL SEWER FUND REVENUE 641,733 2,269 229,804 411,929 36%

Waste Water Printing 500 ‐ 319 181 64%

Waste Water Management Wages 36,534 4,473 24,843 11,691 68%

Waste Water Management Overtime Wages 2,000 6 84 1,916 4%

FICA 2,948 343 1,908 1,040 65%

Retirement Contribution 3,980 249 2,866 1,114 72%

WW Health Insurance 15,498 (931) 3,766 11,732 24%

Waste Water Worker's Comp 5,079 ‐ 447 4,632 9%

System Consultant 63,000 320 27,018 35,982 43%

Pump & Haul 22,000 8,400 32,400 (10,400) 147% Additional pickups due to WW Plant repairs

Sewer Plant Operations 197,000 16,406 100,334 96,666 51%

Electricity 30,000 3,143 15,537 14,463 52%

Internet Services 530 88 484 46 91%

Postage 800 ‐ 479 321 60%

Telephone 3,200 286 1,705 1,495 53%

Cell Phone 600 30 365 235 61%

Waste Water Staff Training 1,500 ‐ ‐ 1,500 0%

Discretionary Fund 1,001 128 650 351 65%

Licenses 200 ‐ ‐ 200 0%

Office Supplies 900 481 821 79 91%

Chemicals 19,000 1,059 12,933 6,067 68%

Repairs Bldg. Ground Maintenance 3,000 69 3,079 (79) 103% WWTP gate repair

Truck Expense ‐ Fuel 500 41 395 105 79%

Truck Expense Supplies 500 10 470 30 94%

Safety Supplies 1,500 ‐ 1,795 (295) 120% WWTP gate repair

Generator Fuel 1,000 ‐ 402 598 40%

Lab Testing & Supplies 30,000 1,675 13,022 16,978 43%

Miss Utilities 300 20 141 159 47%

Software/Repairs ‐ Plant Equipment 13,000 (6,000) 7,883 5,117 61% Additional repairs to WWTP

Repairs Lines 8,000 ‐ ‐ 8,000 0%

Grinder Pump Maintenance 27,144 ‐ ‐ 27,144 0%

Additions Plant Equipment 5,000 ‐ 8,395 (3,395) 168% Additional repairs to WWTP

VRA Bond Debt 12,719 ‐ 12,251 468 96%

Annual DEQ Discharge Fee 2,800 ‐ 2,825 (25) 101%Transfer to SF CIP 130,000 ‐ ‐ 130,000 0%

TOTAL SEWER FUND EXPENDITURES 641,733 30,296 277,617 364,116 43%

SEWER FUND REVENUE TOTAL BUDGET

CURRENT


% OF BUDGET



VARIANCE

% OF BUDGET



SEWER FUND EXPENDITURES TOTAL BUDGET

CURRENT

PERIOD EXPENSE YTD

TOWN OF HAMILTON

BUDGET TO ACTUAL

JANUARY, 2020

Grants Received ‐ General Fund CIP 276,276 3,616 44,192 232,084 16%

Prior Year Surplus ‐ General Fund CIP 513,654 ‐ ‐ 513,654 0%

Availability Fees ‐ Water Fund CIP ‐ ‐ 18,100 (18,100) 0%

Prior Year Surplus ‐ Water Fund CIP 404,000 ‐ ‐ 404,000 0%

Availability Fees ‐ Sewer Fund CIP ‐ ‐ ‐ ‐ 0%Prior Year Surplus ‐ Sewer Fund CIP 150,000 ‐ ‐ 150,000 0%

TOTAL CIP FUND REVENUE 1,343,930 3,616 62,292 1,281,638 5%

FY2016 VDOT Sidewalk Project 420,403 64,626 80,976 339,427 19% 1st payment to M&F

FY2017 LC Drainage Project 329,527 ‐ 20,841 308,687 6%

41‐43 E Colonial Parking Lot ‐ ‐ 1,470 (1,470) 0%

Transfer to WF CIP 20,000 ‐ ‐ 20,000 0%

Transfer to SF CIP 20,000 ‐ ‐ 20,000 0%

Replacement & Upgrade of Lines (S Rogers Tank Valves) 30,000 ‐ ‐ 30,000 0%

Other Water System Improvements (Well Development) 370,000 ‐ ‐ 370,000 0%

Fire Hydrant Replacement 4,000 ‐ ‐ 4,000 0%

Water Treatment Plant Concept Planning Project ‐ ‐ 1,370 (1,370) 0%

Infiltration Problem Reserve 100,000 ‐ 30,060 69,940 30%Sewer Improvement Fund 50,000 ‐ ‐ 50,000 0%

TOTAL CIP FUND EXPENDITURES 1,343,930 64,626 134,717 1,209,214 10%

REVENUES 3,866,827 29,441 822,740 3,044,087 21%

EXPENSES 3,866,827 154,969 978,301 2,888,526 25%

NET INCOME (125,528) (155,561) ALL FUNDS

CIP FUND REVENUE TOTAL BUDGET

CURRENT


% OF BUDGET



% OF BUDGET



CIP FUND EXPENDITURES TOTAL BUDGET

CURRENT


% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTSTOTALS ‐ ALL FUNDS TOTAL BUDGET

CURRENT

PERIOD YEAR TO DATE VARIANCE

Check# Vendor Check Date Amount

21900 BROWNING EQUIPMENT 1/10/2020 $16.98

21916 HAMILTON SERVICE CENTER 1/24/2020 $20.00

21920 VIRGINIA EMPLOYMENT COMMISSION 1/24/2020 $36.02

21909 VUPS 1/10/2020 $40.95

21907 LOUDOUN MILLING 1/10/2020 $42.71

2020197 BRIAN DASKALOVITZ 1/14/2020 $50.00

2020198 GREG K. WILMOTH 1/14/2020 $50.00

2020199 Matthew Clark 1/14/2020 $50.00

21910 Daniel Gorman 1/15/2020 $50.00

21911 LESLIE F. CARLSON 1/15/2020 $50.00

2020201 RUSSELL BEAL 1/14/2020 $50.00

2020209 MATTIAS CARO 1/30/2020 $50.00

2020210 JAMES BOURNE 1/30/2020 $50.00

21921 JAMES MOON 1/30/2020 $50.00

2020208 ROBERT E. MCCANN 1/30/2020 $75.00

2020200 ROBERT E. MCCANN 1/14/2020 $75.00

21917 LOUDOUN COUNTY CENTRAL GARAGE 1/24/2020 $81.09

21922 TREASURER OF VIRGINIA ‐ VDOT 1/30/2020 $100.00

21923 TREASURER OF VIRGINIA ‐ VDOT 1/30/2020 $100.00

2020203 VERIZON WIRELESS 1/17/2020 $115.45

21902 CLIMATIC HEATING & COOLING, INC. 1/10/2020 $127.50

21912 BROY & SON PUMP SERVICE, INC. 1/24/2020 $250.00

2020206 HOME DEPOT CREDIT SERVICES 1/17/2020 $293.04

2020195 Martha M. Semmes, FAICP 1/6/2020 $325.00

21904 HACH COMPANY 1/10/2020 $372.55

21914 Coyne Chemical 1/24/2020 $399.33

21919 Virginia Business Systems 1/24/2020 $466.33

21918 Tri‐Tek Engineering 1/24/2020 $575.00

21901 C&M Communication Cabling, Inc. 1/10/2020 $609.99

2020211 JENNIFER NOEL 1/30/2020 $648.00

2020204 VERIZON 1/17/2020 $746.42

2020207 BB&T BANKCARD CORPORATION 1/17/2020 $1,002.64

21903 Coyne Chemical 1/10/2020 $1,058.75

21915 FIDELITY POWER SYSTEMS 1/24/2020 $2,320.00

21908 USA Septic Services LLC 1/10/2020 $2,400.00

21906 InstruLogic LLC 1/10/2020 $2,865.00

2020194 MAUREEN K. GILMORE 1/6/2020 $3,400.00

21913 C&M Communication Cabling, Inc. 1/24/2020 $3,509.00

21899 AMERICAN DISPOSAL SERVICES INC 1/10/2020 $4,025.25

2020202 ANTHEM BLUE CROSS BLUE SHIELD 1/17/2020 $4,186.00

2020205 DOMINION VIRGINIA POWER 1/17/2020 $10,333.91

21905 Inboden Environmental Services 1/10/2020 $34,884.49

21898 M&F Concrete, Inc. 1/9/2020 $64,625.82

TOTAL $140,577.22

JANUARY 2020

Town of Hamilton, VA

Authored by:

Inboden Environmental Services, Inc.

UTILITY REPORT

WATER

Water Quality

The treatment facilities and distribution maintained compliance with all required

sampling.

Bacteriological Analysis

Location Date Result

(020) Harmony Middle School 1/29/20 Absent (060) Hamilton Post Office 1/29/20 Absent

Water Treatment

The water treatment plants met the Town’s water demand with an average daily

production rate of 0.089MGD and a monthly total finished water volume of 2.701MG.

Operational Notes:

- 1/9 Scheduled service for old water tower generator and 6-month service for all

other generators with Fidelity Power Systems

- 1/13 Well 12 well non-operational. Broy & Son identified problems with terminal

connections and brought well 12 back online

- 1/14 Repaired compression fitting on booster pump at old water tower.

- 1/14 Broy & Son inspected Curry Springs Fire Hydrant. Found it to be functioning

but needs seals replaced. Quote will be provided to the Town

- 1/16 Instrulogic updated SCADA system to a more secure line.

- 1/16 Blew off valve at end of Bates Drive.

- 1/22 Water Meter rereads were completed

- 1/29 Changed out water meter at 336 W. Colonial Hwy. as it was not registering.

WASTEWATER

Effluent Quality

The wastewater treatment facility operated well and maintained compliance with all

permit required testing.

Wastewater Treatment

The wastewater treatment plant met the Town’s sanitation demand with an average

discharge of 0.121MGD and a total monthly effluent discharge of 3.738MG. These flows

are slightly elevated from preceding months, indicating I&I concerns.

Operational Notes:

- 1/8 Repaired heater in chemical room.

- 1/15 Dismantled and removed sludge belt press

- 1/15 Replaced blower #2 check valve assembly on blower discharge line

- 1/17 Installed 2 sewer monitors with TriTech to monitor high flows

- 1/23 Installed third flow monitor on Delaware Ave.

- 1/25 Significant rain event caused high flows at treatment facility. Total flow

for the day was .336.

OVERVIEW The following charts depict a graphical analysis comparing total and average flows for

water and wastewater.

0

0.02

0.04

0.06

0.08

0.1

0.12

0.14

Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20

Ave

rage

MG

D

Month


DW Average Flow MGD 0.0777 0.0945 0.0899 0.0948 0.0901 0.087 0.0865 0.089

WW Average Flow MGD 0.1204 0.1147 0.0872 0.0794 0.0910 0.0880 0.1100 0.1210

Town of Hamilton Average Daily Flow Jun19-Jan 20

DW Average Flow MGD WW Average Flow MGD

0

0.5

1

1.5

2

2.5

3

3.5

4


Tota

l MG


DW Total Flow MG 2.333 2.93 2.696 2.749 2.796 2.62 2.69 2.701

WW Total Flow MG 3.612 3.441 2.616 2.383 2.836 2.64 3.4 3.738

Town of Hamilton Total Daily Flow Jun19-Jan 20

DW Total Flow MG WW Total Flow MG

53 East Colonial Highway P.O. Box 130 Hamilton, VA 20159-0130 Phone: (540) 338-2811 Fax: (540) 338-9263 Web: www.hamiltonva.gov Email: [email protected]

MEMORANDUM TO: Mayor and Council FROM: Martha Mason Semmes, FAICP, Zoning Administrator DATE: February 3, 2020 RE: Monthly Report for January 2020

Here is a summary of Zoning, Land Development and Code related activities during the month of January. In addition to these items I answered multiple zoning and land development inquiries during this period, including additional questions regarding a proposed accessory structure at 243 West Virginia Ave. and sign questions related to the business behind the post office. I also met with the Mayor and Dwight Green regarding a possible commercial rezoning of the old Masonic building on S. Rogers Street. The property is currently zoned ML-Light Industrial. I attended three Town meetings this month – Council, Planning Commission and BZA. The Planning Commission decided to start a review of the comprehensive plan. Permits: Two Sign Permits were issued in January for Quail Run Signs:

1. 2019-0024 – Wall sign – Quail Run Signs – John Ralph – 43 E. Colonial Hwy. 2. 2019-0025 – Projecting sign – Quail Run Signs – John Ralph – 43 E. Colonial Hwy.

Active Applications: Review is progressing on 3 applications received and referred to Loudoun

County and the Town Attorney for review:

1. Boundary Line Adjustment Application – Dennis & Linda Virts – 343 & 351 E Colonial Hwy (343 in Town, 351 out of Town) – The application would adjust the boundary lines to create two buildable lots in the County with access from E. Colonial Highway. The applicant has received the final comments from both the Town and the County, and I will sign the final copies of the plat once received and reviewed to verify that all required changes have been made.

2. Construction Plans & Profiles – Hamilton Station Estates, Section 3, Lots 1A & 1B Resubdivision – Hamilton Sears, LLC – 39100 E. Colonial Highway – These plans accompany the subdivision plat submitted to create 7 lots from 2 existing lots zoned County Rural Commercial. The applicant requested and the Planning Commission approved an extension of time for the Town to act on the final plat application until May 31, 2020. The County has submitted the construction plans to their internal agency review list in mid-December, but we have not yet received comments back from them.

Mayor David R. Simpson

Town Council

Matthew L. Clark Craig Green

Rebecca Jones Catherine Salter

John D. Unger Kenneth C. Wine

Zoning Administrator

Martha M. Semmes, FAICP

Treasurer Tina M. Staples

Town Recorder

Jennifer Noel

53 East Colonial Highway P.O. Box 130 Hamilton, VA 20159-0130 Phone: (540) 338-2811 Fax: (540) 338-9263 Web: www.hamiltonva.gov Email: [email protected]

3. Subdivision Application & Associated Street Dedication Plats, Gateway Farm. This subdivision application is located in the northeast corner of Rt 287 and the Bypass within the Town’s one-mile extraterritorial subdivision control area. The Town Attorney and I met to review these plans briefly after the BZA meeting on January 29th and I am preparing comments to send to the applicant. The County’s first set of review comments were received and were forwarded to the applicant on January 23rd.

Enforcement Updates:

1. Quail Run Signs – Sign permit violation – This violation has been resolved. I met with the business owner John Ralph and he subsequently submitted sign permits for new signs that meet the Town’s sign ordinance. As noted above, I approved those sign permits.

2. Temporary Storage Behind Progressive Automotive – I was informed that a temporary storage unit was placed behind Progressive Automotive sometime in the last few months. I did a follow up site visit to the storage unit following the January Town Council meeting and determined that the unit is located on the Wilmoths’ property. I will follow up with communications with the property owner regarding the storage unit and the Town’s regulations that prohibit them this week.

3. 319 W. Colonial Highway – Permit Violation Issue. I reported possible building permit violations at this house under renovation to the County Building Permit officials on January 14th. I received a call from a County Building Inspector on January 22nd reporting that he had left door hangers at the property three times requiring the owners to call him, since he hasn’t found anyone there. I gave him a phone number for the owners that same day. I have not yet received an update from him on the matter. He did indicate that, from his observations of the work being done inside the house, permits from the County would definitely be required. I would need to give zoning clearance prior to any County permits being issued as well. I’ll keep you updated on this issue.

MINUTES HAMILTON TOWN COUNCIL

JANUARY 13, 2020 7:00 PM

TOWN COUNCIL: PRESENT: David R. Simpson, Mayor

Craig Green, Council member John Unger, Council member Cathy Salter, Council member Matthew Clark, Council member Rebecca Jones, Council member

ABSENT: Kenneth C. Wine, Vice Mayor STAFF: Tina Staples, Treasurer Maureen Gilmore, Town Attorney Martha Mason Semmes, Zoning Administrator

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:

Jim Bourne of 15 West Colonial came forward to speak. Mr. Bourne stated that he is here to talk about signage in the Town. He stated that during the zoning report there was talk about flashing signs at some of the businesses and the Fire Station wanted to put up a billboard at their station and that came up in meetings and now low and behold the Town has a flashing red sign and he would like to know how it came up, when it got approved, how much it cost was there any input from people about it flashing.

Greg Wilmoth – 39 South Woodlawn Avenue came forward to speak. Mr. Wilmoth stated that he saw the sign as well and questioned how that came about. He stated that he saw in the agenda that there is a proposal to paint a mural on the side of the Town Hall building at the cost of $3,800 and he does not know what benefit that would bring to the Town. He stated that he has always been very conservative and the Town has been conservative with its funds and he believes that that money could be better spent.

Town Council Regular Meeting Minutes January 13, 2020

MONTHLY REPORTS: A. Treasurer’s Report – December 2019 – Council member Unger made a motion to approve the

December 2019 Town of Hamilton’s Treasurer Report as presented.

Motion: Council member Unger Second: Council member Jones Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Salter- Aye Wine - Absent Clark - Aye Jones - Aye B. Utility Report – December 2019 – Mark Inboden was present to answer any questions from

the Council concerning the Utility Report in the agenda. He went through the report with the Town Council to update them on the operations of the past month.

C. Zoning Administrator/Planner Report – December 2019 – Ms. Semmes went over her Zoning

Report located in the Town Council Agenda.

MINUTES: Town Council Meeting – December 9, 2019 – Council member Salter made a motion to approve the minutes of the December 9, 2019 as submitted.

Motion: Council member Salter Second: Council member Unger Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Salter- Aye Wine - Absent Clark - Aye Jones - Aye


MAYOR’S REPORT: Mayor Simpson stated that the cost for the mural along with photos are included in the packet. He stated that he is looking for donations to pay for the mural. Mayor Simpson is requesting Council approval to move forward with requesting donations. The Council consented. COMMITTEE REPORTS: A. Water and Sewer Committee – Nothing to report. B. Parks and Recreation Committee – Council member Green stated that he is still moving

along on the tree planting project with the Department of Forestry. C. Finance Committee – The Committee will begin looking at the budget in February. D. Public Safety, Zoning and Enforcement Committee – Nothing to report. E. Personnel Committee – Nothing to report. F. Planning Commission – Next meeting will be January 15, 2020.

DISCUSSION ITEMS: None OLD BUSINESS: A. Sewer Moratorium – Current Sewer Capacity – Ms. Staples stated that this was added to the

agenda to answer questions that the Council had at its last meeting. She stated that staff is still resolving some of the I&I issues as Mr. Inboden discussed earlier. She stated that the Council had asked for the number of in Town residents that need to have taps left open for them and there are three of those. She stated that the Town would need to reserve taps for four vacant lots in Town.

NEW BUSINESS: None CLOSED SESSION: Council member Unger made a motion that the Hamilton Town Council recess the regular meeting and convene a closed session to discuss the following;

A. Discussion regarding performance and compensation of employees of the Town of Hamilton

as authorized by Code of Virginia §2.2-3711(A)(1). B. Litigation titled, Bouman v. Town of Hamilton, Loudoun County Circuit Court Case Number

102460, as authorized by Code of Virginia of 1950, as amended, §2.2-3711(A)(7).


The following individuals are invited to attend the Closed Session:

All Town Council members Maureen Gilmore, Town Attorney

Motion: Council member Unger Second: Council member Jones

Carried: 6-0-1


Council member Unger made a motion that the Town Council adjourn its Closed Session and reconvene its regular meeting.

Motion: Council member Unger Second: Council member Green

Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Salter- Aye Wine - Absent Clark - Aye Jones - Aye Council member Unger made a motion that the Town Council adopt Resolution 2020-01 certifying the Closed Session of January 13, 2020.


Carried: 6-0-1



Council member Unger made a motion that the Hamilton Town Council increase the Treasurers salary by $3,000 effective at the end of her six-month probationary period.

Motion: Council member Unger Second: Council member Green

Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Salter- Aye Wine - Absent Clark - Aye Jones - Aye Council member Unger made a motion that the Hamilton Town Council ratify the $6,000 bonus awarded to Kenneth Wine for extraordinary performance on Town projects and equipment in accordance with Chapter 2, Article I, Section 2-1 of the Town Code under the adopted Performance Award Program.


Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Salter- Aye Wine - Absent Clark - Aye Jones - Aye The Mayor gave the Town Council an update on the sidewalk project.


ADJOURNMENT: There being no further business the meeting adjourned at 8:50 PM. _______________________ David Simpson, Mayor ________________________ Jennifer L. Noel, Recorder

MEMORANDUM TO: Hamilton Town Council FROM: Tina Staples, Town Treasurer DATE: February 4, 2020 SUBJECT: BPOL Taxes; Business Professional and Occupational License Tax ************************************************************************ ISSUE: A study of the Town Business Professional and Occupational License Tax ("BPOL") Ordinances revealed that the Town of Hamilton collects a reduced amount of taxes than permitted under the State Code. Based on its population size, the Town may impose a license tax on the gross receipts of most of the business activities within the Town. This memorandum discusses the statutes, the BPOL taxes imposed and potential additional revenue. SUMMARY: BPOL amendments would require two advertisements and a public hearing. The BPOL filing date is March 1, so any increase in current business BPOL taxes would be effective in 2021. New businesses locating in the Town during 2020 would be subject to the amended rates. Proposed BPOL amendments would:

Repeal the $30 license fee and collect a tax on gross receipts to treat all businesses equally

Align existing tax rates with State Code threshold limits Provide additional General Fund revenue to fund services provided to businesses

within the Town. APPLICABLE LAW AND ANALYSIS: The Virginia Code empowers localities to require that businesses within its jurisdiction obtain a license. Code of Virginia of 1950, as amended § 15.2-3703 authorizes towns to levy a BPOL tax based on gross receipts and/or to charge a BPOL fee for gross receipts below a certain amount. While the State Code contains threshold gross receipts limitations for jurisdictions with populations of 25,000 and greater, there is no limitation for localities with a population less than 25,000. The State Code contains rate limitations for most businesses.

The current Town BPOL ordinance appears to be modeled after the Loudoun County Ordinance. Similar to the County Ordinance, the Town BPOL Ordinance exempts businesses with gross receipts less than $200,000 from payment of a license tax and charges an annual $30 fee. Elimination of the $30 license fee and imposition of the license tax, would subject all Town businesses equally to a tax calculated on gross receipts. Increases to the current Town rates to the maximum allowed by the State Code may result in additional revenue. The following table sets forth Business Classifications, current Town tax rates, allowable maximum tax rates, and the applicable State Code Sections. The table also shows estimated revenues, using data from 2019 BPOL filings. The revenue projections would likely increase because all businesses would report and be taxed on gross receipts:

Business Classification

Hamilton Tax Rate per/$100

Current Rate on $30,000

Gross Receipts

Allowable Tax Rate per/$100

Allowable Rate Difference on $30,000 Gross

Receipts

Code of Virginia

Reference

Contractors $0.09 $27.00 $0.16 $48.00 § 58.1-3706(1)

Retail Sales $0.17 $51.00 $0.20 $60.00 § 58.1-3706(2)

Amusements $0.21 $63.00 $1000/each

show

variable up to $1000/each

show § 58.1-3728

Financial Services $0.33 $99.00 $0.58 $174.00 § 58.1-3706(3) Itinerant Vendor/Flat Rate $500.00 no change $500.00 no change § 58.1-3717

Non-Profit (Exempt) N/A N/A N/A N/A N/A

Personal Service $0.23 $69.00 $0.36 $108.00 § 58.1-3706(4)

Professional Service $0.33 $99.00 $0.58 $174.00 § 58.1-3706(3)

Business Service $0.17 $51.00 $0.36 $108.00 § 58.1-3706(4)

Real Estate $0.33 $99.00 $0.58 $174.00 § 58.1-3706(3)

Repair Service $0.16 $48.00 $0.36 $108.00 § 58.1-3706(4)

Wholesale $0.05 no change $0.05 no change § 58.1-3716

Public Service 0.005% no change 0.005% no change § 58.1-3731 Fortune Tellers/Flat Rate $500.00 $500.00 $1,000.00 $1,000.00 § 58.1-3726

TOTALS $1,106.00 $2,954.00 Sample Data

Difference (Increase) $1,848.00

RECOMMENDATION AND CONCLUSION: Town financial staff recommends that the Town Council repeal the license fee and impose the BPOL tax on all Town businesses. This action would require:

Amendments to Town Code Part I, Chapter 8, Sections 8-31, and 8-32. A public hearing advertised once a week for two successive weeks prior to the

public hearing Town Council adoption of the Ordinance Amendments

o any increase in tax rates would require a two-thirds majority vote of the Town Council (Code of Virginia of 1950 § 15.2-1427 (G))

o tax rates would become effective 14 days after the Ordinance adoption.

TOWN OF HAMILTON LOUDOUN COUNTY, VIRGINIA

RESOLUTION NO. 2020-4 PRESENTED: February 10, 2020 ADOPTED: February 10, 2020

A RESOLUTION AUTHORIZING THE TOWN OF HAMILTON TO PARTICIPATE IN A TOWN CONSORTIUM FOR THE PURPOSE OF THE

DEVELOPMENT AND ISSUANCE OF A REGIONAL REQUEST FOR PROPOSALS

FOR REFUSE & RECYCLING SERVICES CONTRACTS IN EACH TOWN WHEREAS, currently each town in the counties of Loudoun and Prince William has a contract with a different vendor for the collection of refuse and recycling within their respective community; and, WHEREAS, a regional approach to the development of contracts to secure refuse and recycling services may result in more competitive costs for the individual towns; and, WHEREAS, the Towns of Hamilton, Haymarket, Hillsboro, Lovettsville, Middleburg, Purcellville and Round Hill have expressed interest in entering into a regional consortium, to be known as the “Town Consortium”, for the purpose of soliciting proposals from interested refuse and recycling collection businesses, with the goal of developing individual contracts with one vendor to provide refuse and recycling services to each town, said contracts to be effective upon the expiration of existing contracts; (the “project") and, WHEREAS, the Town of Middleburg has agreed to coordinate the development of a regional Request for Proposals (RFP) and serve as the Principal Procurement Contact for this project; and, WHEREAS, participation in the Town Consortium would not obligate any town to enter into a contract with the recommended vendor, but rather would simply allow each town to consider the responses to the RFP as an alternative; and,

WHEREAS, each town has an obligation to protect the public health, safety and welfare, to promote the common good, and to preserve an attractive and harmonious community; and,

WHEREAS, the Mayor and Members of the Town Council of the Town of Hamilton support the formation of the Town Consortium for the solicitation of a contract with one vendor for refuse and recycling collection services.

NOW, THEREFORE, BE IT RESOLVED that the Town Council does hereby direct that with the adoption of this Resolution, the Town of Hamilton shall become a member of the Town Consortium for the purpose of soliciting proposals from interested refuse and recycling collection businesses, with the goal of developing individual contracts with one vendor to provide refuse and recycling collection services for each of the towns. BE IT

FURTHER RESOLVED that the Town agrees to identify a representative to serve on a Town Consortium Review Committee, whose purpose shall be to develop and issue the regional RFP, review the proposals received as a result, and make a recommendation for the selection of a vendor(s) to each town.

PASSED THIS ____ DAY OF __________________ 2020. ______________________________ David R. Simpson, Mayor Town of Hamilton ATTEST: __________________________________ Jennifer Noel, Town Recorder

MOTION TO APPROVE RESOLUTION 2020-4

I MOVE THAT THE HAMILTON TOWN COUNCIL APPROVE RESOLUTION

2020-4 AUTHORIZING THE TOWN OF HAMILTON TO PARTICIPATE IN A

TOWN CONSORTIUM FOR THE PURPOSE OF THE DEVELOPMENT AND

ISSUANCE OF A REGIONAL REQUEST FOR PROPOSALS FOR REFUSE AND

RECYCLING SERVICE CONTRACTS IN EACH TOWN.

SECOND REQUIRED

VOICE VOTE REQUIRED

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TOWN OF HAMILTON, VIRGINIA MOWING AND MAINTENANCE AGREEMENT

THIS AGREEMENT, effective the 31st day of March 2020, is by and between the Town of Hamilton, Virginia (hereinafter “Town”) and Tree Frog Lawn Care LLC (“Contractor").

WHEREAS, the Town desires to schedule the performance of grounds maintenance services for utility and public areas and Contractor has submitted a proposal for performing such services.

NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties agree as follows:

1. Tree Frog Lawn Care LLC shall provide all labor and equipment to perform allgrounds maintenance work at the locations identified in the Attachment A which isincorporated as if fully set forth herein, Tree Frog Lawn Care LLC shall also performtrimming; clearing of fence and tree lines; and collection of brush, logs, and rock intopiles to be removed by the Town.

2. Tree Frog Lawn Care LLC shall receive approval from the Town of Hamiltonbefore any work is to be performed. Mowing/work invoiced without prior approval willnot be paid.

3. The term of this Agreement shall be from April 1, 2020, through March 31, 2021.The Agreement may be renewed annually, subject to the appropriation of funds by theTown. The Town shall notify Tree Frog Lawn Care LLC of its intent to renew theAgreement by April 1st of each year.

4. The Town shall pay Tree Frog Lawn Care LLC according to the following terms:

Per Mowing of the Hamilton Community Park: $ 165.00 Per Mowing of Wells 4: $ 25.00 Per Mowing of Wells 6 & 12: $ 45.00 Per Mowing of Wells 8: $ 40.00 Per Mowing of Reservoir: $ 40.00 Per mowing of Route 7 grassy strip near sidewalk: $ 100.00 Per mowing of Hamilton Acres Water Treatment Plant: $ 75.00 Additional services such as clearing, park maintenance, sidewalk cleaning of

debris, and debris removal at the per person hourly rate plus materials:$25.00/man hour

5. The Town shall make payment thirty (30) days from the receipt of a numberedinvoice which shall itemize the work performed, including the dates of service and

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description. Invoices submitted more than sixty (60) days after the services are performed shall not be eligible for payment.

6. By signing this Agreement, Tree Frog Lawn Care LLC certifies that it is incompliance with all applicable federal, state and local laws, including the Town ofHamilton’s "Business, Professional, and Occupational Licensing (BPOL) Tax"Ordinance. Tree Frog Lawn Care LLC also certifies that the representative executing thisAgreement has the authority to bind the entity to the terms.

7. This Agreement is not assignable without the prior written consent of the Town.This Agreement may be terminated by the Town with ten (10) days advance writtennotice to Tree Frog Lawn Care LLC by personal delivery or by first class mail to TreeFrog Lawn Care LLC shall maintain general liability and vehicle insurance with aminimum of $500,000 per occurrence and $1,000,000 total liability and agrees toindemnify, defend and hold the Town harmless from any actions or claims arising fromits performance of its work. Tree Frog Lawn Care LLC also agrees to maintain workerscompensation insurance in accordance with statutory requirements.

WITNESS THE FOLLOWING SIGNATURES:

David R. Simpson, Mayor

Date: ___________________________

Daniel C. Brooks Jr., Tree Frog Lawn Care LLC

Date: __________________________

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ATTACHMENT A

The Contractor shall provide grounds maintenance work at the following locations:

1. Town Reservoir2. Well #43. Well #124. Well #65. Well #86. Hamilton Acres Water Treatment Plant7. Town Park8. Route 7 strip

TREE FROG CONTRACT PRICING COMPARISON

The Town maintenance department will now take over the mowing of the following areas. As a result of the elimination of some of the mowing services, Tree Frog has requested an increase in some of its pricing.

• Wells 1, 7, 9, 10, 11 & 14• Sewage Lift Station (S. Saint Paul St.)• Harmony Lift Station (W. Colonial Hwy)• Bush Hog Well #14 Stone Eden (twice per year)• Waste-Water Treatment Plant (N. Rogers St.)• Harmony Intermediate School Water Tower (W. Colonial Hwy)

Old Pricing Yard

Mowing Sites Boys NEW Pricing

Park 125.00 park $165.00

Wells 250.00 well 4 $25.00

Harmony Lift Stn/Tower 75.00 wells 6 & 12 $45.00

WWTP 40.00 well 8 $40.00

Sewage Lift Stn 10.00 reservoir $40.00

Reservoir 40.00 route 7 $100.00

Rt 7 Strip 40.00 WTP $75.00

Total per cut/all sites 580.00 Add-ons 25/hr

TOTALS $490.00

24 Weeks of 13,920 24 weeks

regular mowing total $11,760.00

Additional Svcs $25/Hr

Snow Reml-SideW $45/Hr savings $2,160.00

Snow Rem-Roads $90/Hr

MOTION TO APPROVE REVISED CONTRACT WITH

TREE FROG LAWN CARE, LLC

I MOVE THAT THE HAMILTON TOWN COUNCIL APPROVE THE NEW CONTRACT WITH REVISED TOTALS FOR MOWING SERVICES WITH TREE FROG LAWN CARE LLC.

SECOND REQUIRED

VOICE VOTE REQUIRED

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