AGENDA PUBLIC HEARING I. CALL TO ORDER II. PLEDGE OF ... · Monday, September 9, 2019 7:00pm I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. DETERMINATION OF QUORUM V

AGENDA PUBLIC HEARING

Monday, September 9, 2019 7:00pm

I. CALL TO ORDER

II. PLEDGE OF ALLEGIANCE

III. ROLL CALL

IV. DETERMINATION OF QUORUM

V. PUBLIC COMMENT ON PROPOSED SEWER ORDINANCE AMENDMENTS

The Hamilton Town Council has scheduled a public hearing to receive comment on proposedamendments to the Town Sewer Ordinances (Chapter 14, Article IV Section 24-91 and ArticleVII Section 24-182) that would (i) allow Hamilton Area Sewer Tax District property owners withsewer availability fees paid prior to 2006, to physically connect on a date determined by theproperty owner and (ii) impose a sewer surcharge on all sewer users, thereby removing theexemption for Hamilton Area Sewer Tax District property owners because a sewer tax is nolonger imposed.

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

VI. ADJOURN PUBLIC HEARING

AGENDA TOWN COUNCIL MEETING HAMILTON, VA

Monday, September 9, 2019 Will begin immediately following the public hearing

I. GUESTSA. Auditor’s Report (pages 3-9)B. Community Safety Officer ReportC. Proclamation – Constitution Week (page 10)

II. MONTHLY REPORTSA. Treasurer’s Report-Review and Approval (pages 11-18)B. Hamilton Utility Report - IES (pages 19-25)C. Zoning Administrator/Planner Report (page 26)

1

III. MINUTES-Review and ApprovalA. Town Council Pubic Hearing and Meeting Minutes July 8, 2019 (pages 27-38)

IV. MAYOR’S REPORTA. Discussion Item – Purchase of Chromebooks for meetings (page 39)

V. COMMITTEE REPORTSA. WATER AND SEWER COMMITTEEB. PARKS AND RECREATION COMMITTEEC. FINANCE COMMITTEED. PUBLIC SAFETY, ZONING AND ENFORCEMENT COMMITTEEE. PERSONNEL COMMITTEEF. PLANNING COMMISSION-Next meeting September 18, 2019

VI. DISCUSSION ITEMS-None

VII. OLD BUSINESS-None

VIII. NEW BUSINESSA. 2019 Sewer Tax District Amendments Ordinance Adoption (pages 40-41)B. Planning Commissioner Vacancy Appointments ~ Brian Daskalovitz, CPA MBA

Resume (pages 42-43)

IX. CLOSED SESSIONA. The Hamilton Town Council will convene a closed session to discuss the

following: ~ Hamilton Closed Session Motion (page 44)1. Discussion of personnel matters, specifically compensation for

performance evaluation, as permitted by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(1), and:

2. Discussion of personnel matters, specifically, the discussion of appointment of candidates to Planning Commissioner vacancies, as permitted by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(1), and:

3. Utility-related matters requiring consultation with and the provision of legal advice by the Town Attorney, as authorized by Code of Virginia of 1950, as amended, Section 2.2-3711(A) (8).

B. Resolution 2019-20 to Certify the Closed Session ~ Hamilton Closed Session Resolution (page 45)

X. ADJOURNMENT

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Town of Hamilton, Virginia

6/30/19 Summary

Mitchell & Co.,P.C.Certified Public Accountants

110 East Market Street, Leesburg, Virginia

Finance Committee August 22, 2019

Town Council September 9, 2019

3

Key Financial Data

GovernmentalActivities Water Fund Sewer Fund Total 6/30/19 Total 6/30/18

Total Assets 1,862,633$ 4,927,962$ 4,657,679$ 11,448,274$ 11,697,859$

Cash/Investments 978,188 476,184 1,600,665 3,055,037 3,222,776

Receivables 19,381 49,701 61,427 130,509 198,825

Fixed Assets 1,097,458 4,266,711 2,833,648 8,197,817 8,208,292

Other Assets 27,606 5,366 31,939 64,911 67,966

Due from other funds (260,000) 130,000 130,000 - -

Deferred Outflows 13,604$ 24,186$ 20,506$ 58,296$ 63,227$

Deferred Charge on Refunded Debt - 8,942 6,669 15,611 20,813

Deferred Pension Obligation 13,604 15,244 13,837 42,685 42,414

Total Liabilities 49,624$ 380,830$ 75,514$ 505,968$ 637,401$

Accounts Payable 16,195 6,844 11,338 34,377 32,536

Compensated Absences 3,754 1,877 1,877 7,508 37,011

Accrued Interest - 3,380 376 3,756 5,010

Bonded Debt - 319,500 35,500 355,000 465,000

Bond Premium - 19,894 2,207 22,101 29,468

Rental Deposit 3,900 - - 3,900 3,900

Unfunded Pension Liability 25,775 29,335 24,216 79,326 64,476

Deferred Inflows 1,824$ 2,076$ 14,214$ 18,114$ 24,164$

Prepaid Connections Fees - - 12,500 12,500 14,000

Pension Advance Payments 1,824 2,076 1,714 5,614 10,164

4

Operating Revenues

0

200

400

600

800

1000

1200

2015 2016 2017 2018 2019

General

Special Revenue

Water

Sewer

5

Budget vs. Actual - General Fund

0

200

400

600

800

1000

1200

1400

1600

2015 2016 2017 2018 2019

Actual Rev.

Budget Rev.

Actual Exp.

Budget Exp.

In 2016, a budget amendment was approved by town council for the purchase of real estate increasing expenses by $800,000.

6

General Fund - Surplus Fund Balance

FY 2019 -- $ 702,198

FY 2018 -- 755,222

FY 2017 -- 292,272

FY 2016 -- 287,631

FY 2015 -- 979,766

0

100

200

300

400

500

600

700

800

900

1000

2015 2016 2017 2018 2019

Projects

Surplus

- In 2016, prior year fund balance accumulated surplus was used to purchase real estate.- In 2018 Loudoun County prefunded the drainage and pedestrian project

7

Revenue/Expense Summary

6/30/2019 6/30/2018 6/30/2017 6/30/2016 6/30/2015

General Fund-----

Overall Surplus (Deficit) (53,024)$ 462,950$ 4,642$ (692,135)$ 9,617$

Adjustment for Nonoperating items:

Infrastructure Improvements from Surplus 73,312 - 26,455 - -

Building Purchase - - - 705,043 -

Unspent Grants Received in Advance - (497,747) - - -

Operating Surplus 20,288 (34,797) 31,097 12,908 9,617

Water Fund-----

Overall Surplus (Deficit) (38,933) (29,043) (10,727) 20,117 (9,990)


Depreciation 176,971 178,088 174,992 174,149 171,178

Availability Fees/Capital Contributions (18,100) (18,100) (54,300) (13,600) -

Interest Income (11,131) (2,355) (343) (293) (616)

Lease Income (99,242) (95,419) (87,330) (84,024) (74,291)

Principle Debt (99,000) (94,500) (90,000) (85,500) (81,000)

Transfers In - - - - 47

Operating Surplus (Deficit) (89,435) (61,329) (67,708) 10,849 5,328

Sewer Fund-----

Overall Surplus (Deficit) (86,047) (83,432) (26,635) 70,848 56,921


Depreciation 103,158 104,833 108,880 141,861 134,483

Availability Fees - - (37,200) (16,500) -

Interest Income (19,623) (8,289) (5,279) (2,186) (855)

Principle Debt (11,000) (10,500) (10,000) (12,477) (252,325)

Transfers In - - - - 49

Operating Surplus (Deficit) (13,512) 2,612 29,766 181,546 (61,727)

8

Auditor Comments

Required Communications

Real Estate Lease

Personnel Changes

Capital Project Budgeting

9

TOWN OF HAMILTON PROCLAMATION FOR CONSTITUTION WEEK

WHEREAS, It is the privilege and duty of the American people to commemorate the two hundred and thirty-second anniversary of the drafting of the Constitution of the United States of America with appropriate ceremonies and activities; and

WHEREAS, Public Law 915 guarantees the issuing of a proclamation each year by the President of the United States of America designating September 17 through 23 as Constitution Week,

THEREFORE, The Town Council of Hamilton, Virginia by virtue of the authority vested in it as the governing body of the Town of Hamilton in the Commonwealth of Virginia does hereby proclaim the week of September 17 through 23 as

CONSTITUTION WEEK

and urges all citizens to study the Constitution and rededicate themselves to fulfilling the noble aims of its Preamble, to wit: “to form a more perfect Union, establish Justice, insure domestic Tranquility, provide for the common defense, promote the general Welfare, and secure the Blessings of Liberty to ourselves and our Posterity.”

IN WITNESS WHEREOF, the Town Council of Hamilton members have hereunto set their hands and caused the Seal of the Town to be affixed this 9th day of September of the year of our Lord two thousand nineteen.

_______________________________

Mayor David R. Simpson SEAL Attest

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TO: Mayor Simpson and Members of the Hamilton Town Council

FROM: Tina Staples, Treasurer

DATE: September 9, 2019

SUBJECT: Treasurer’s Report to Council for August 2019

The August 2019 financials are attached for your review. This is the second month in the new fiscal year,

but the numbers look promising to‐date. The revenues are coming in at approximately 11% higher than

this time last year. I have also included a summary of expenses per department, however if more

detailed information is needed for any line item please do not hesitate to ask.

We have implemented our new automatic billing system via ACH draft for our utility customers, and it

has been working flawlessly. We are currently preparing and mailing out the personal property bills this

month, with real estate to follow shortly.

We have also introduced a new agenda format this month. We welcome any suggestions and feedback

that you may have.

If you have any questions or would like to discuss anything contained herein please feel free to contact

me at [email protected] or (540) 338‐2811.

TOWN OF HAMILTON

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TREASURER'S REPORT

TOWN OF HAMILTON

AUGUST 2019

At the end of August 2019, we are 17% through the current budget year.

Aug‐18 Aug‐19 YTD AUG 2019 YTD AUG 2018 % YTD Difference Notes

REAL ESTATE TAXES $1 $1 $1 $1 0.00% 2nd half of real estate due Dec. 5th

PERSONAL PROPERTY TAXES & VEHICLEE DECALS $209 $0 $25 $188 ‐86.70% personal property bills due Oct. 5th

SALES TAX $4,550 $4,478 $8,909 $8,819 1.02%

UTILITY TAX $2,268 $2,195 $4,463 $4,512 ‐1.09%

BUSINESS LICENSE (BPOL) $90 $30 $120 $180 ‐33.33%

ZONING/PERMITS $75 $1,385 $1,485 $225 560.00%

REAL ESTATE RENTAL INCOME $3,900 $1,400 $2,800 $10,300 ‐72.82%

INTEREST EARNED $2,154 $6,266 $9,396 $4,432 939500.00% Interest earned for all funds

PARK RESERVATION FEES $500 $550 $650 $750 ‐13.33%

* WATER USER FEES $64,436 $74,579 $89,689 $73,998 21.20% * Includes Fees/Penalty's/Cell Tower Leases

* SEWER USER FEES $57,975 $67,592 $68,376 $64,094 6.68% * Includes Fees/Penalty's/Surcharges/GP Fee's

TOTALS $136,158 $158,476 $185,914 $167,499 10.99%

Town Expenses & Revenue:

We are at 08% of the appropriated budget expenses in the General fund year to date.

We are at 05% of the appropriated budget revenue in the General fund year to date.

We are at 08% of the appropriated budget expenses in the Water fund year to date.

We are at 10% of the appropriated budget revenue in the Water fund year to date.

We are at 06% of the appropriated budget expenses in the Sewer fund year to date.We are at 11% of the appropriated budget revenue in the Sewer fund year to date.

Cash Balances:

Operating Account BB&T $123,813

Money Market BB&T $707,959CD Accounts BB&T $521,002

CD Account ‐ Atlantic Union $166,644 Restricted Cash Balances:

CD Accounts ‐ United Bank $618,318 Fire Department Fund 21,015$

CD Account ‐ Bank of Charles Town $34,355 Community Park Fund BB&T 15,503$

Local Government Investment Pool $880,697 Community Park Fund United 1,789$

Totals $3,052,788 Totals 38,307$

12

TOWN OF HAMILTON

YTD CHART

AUGUST 2019

Interest Water Sewer

All Funds User Fees User Fees Total

FY 18/19 $1 $188 $8,819 $4,512 $180 $225 $10,300 $4,432 $750 $73,998 $64,094 $167,499

FY 19/20 $1 $25 $8,909 $4,463 $120 $1,485 $2,800 $9,396 $650 $89,689 $68,376 $185,914

$0 ($163) $90 ($49) ($60) $1,260 ($7,500) $4,964 ($100) $15,691 $4,282

18390.91 529735.01

Rental Income Park FeesSales TaxPersonal PropertyReal Estate Utility Tax BPOL Zoning

$0

$50,000

$100,000

FY 19/20 FY 18/19

13

TOWN OF HAMILTON

REVENUES

101‐3110101‐0000 REAL ESTATE TAXES $232,807.00 $0.00 $0.00 232,807 0% 2ND HALF DUE DEC. 5TH101‐3110301‐0000 PERSONAL PROPERTY TAXES $18,000.00 $0.00 $0.00 18,000 0% DUE OCT. 5TH101‐3110601‐0000 TAX PENALTY $1,000.00 $0.00 $0.00 1,000 0%101‐3110602‐0000 TAX INTEREST $200.00 $0.00 $25.33 175 13%101‐3120101‐0000 SALES TAX $51,000.00 $4,478.00 $8,908.51 42,091 17%101‐3120203‐0000 UTILITY TAX ‐ DOMINION $14,000.00 $1,125.36 $2,234.41 11,766 16%101‐3120204‐0000 UTILITY TAX ‐ OTHERS $16,000.00 $1,069.89 $2,228.55 13,771 14%101‐3120308‐0100 BPOL $20,000.00 $30.00 $120.00 19,880 1%101‐3120501‐0000 MOTOR VEHICLE DECALS $12,000.00 $0.00 $0.00 12,000 0%101‐3130307‐0000 ZONING & PERMITS $2,000.00 $1,384.71 $1,484.71 515 74%101‐3150101‐0000 INTEREST EARNED $10,493.00 $2,610.00 $3,656.00 6,837 35%101‐3160101‐0000 REAL ESTATE RENTAL INCOME $46,800.00 $1,400.00 $2,800.00 44,000 6%101‐3189903‐0000 GIFTS & DONATIONS $500.00 $0.00 $0.00 500 0%101‐3189904‐0000 PARK RESERVATION FEE'S $2,000.00 $550.00 $650.00 1,350 33%101‐3189911‐0000 LITTER PREVENTION GRANT $1,000.00 $0.00 $0.00 1,000 0%101‐3189912‐0000 MISC. INCOME $500.00 $2,579.33 $2,579.10 (2,079) 516%101‐3189913‐0000 RETURNED CHECK FEE'S $200.00 $0.00 $50.00 150 25%101‐3220109‐0000 PPTRA REIMBURSEMENT $23,496.00 $23,495.67 $23,495.67 0 100%101‐3240201‐0000 FIRE PROGRAMS GRANT $10,000.00 $0.00 $0.00 10,000 0%101‐3250000‐0000 PRIOR FY SURPLUS $510,665.00 $0.00 $0.00 510,665 0%TOTAL REVENUE‐GENERAL FUND 972,661 38,723 48,232 924,429 5%

% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTSREVENUE‐GENERAL FUND TOTAL BUDGET

ACTIVITY CURRENT

PERIOD REVENUE YTD VARIANCE

AS OF AUGUST, 17% OF BUDGET YEAR

Page 1 of 2 14

TOWN OF HAMILTON

REVENUES

501‐3150101‐9010 INTEREST EARNED $11,203.00 $1,187.03 $2,096.50 9,107 19%501‐3150210‐9040 CELL TOWER LEASES $103,688.00 $8,420.28 $16,840.56 86,847 16%501‐3180110‐9510 WATER USER FEES $328,755.00 $44,673.51 $44,714.45 284,041 14%501‐3180110‐9515 LATE PAYMENT PENALTY $4,500.00 $0.00 $805.95 3,694 18%

501‐3180120‐8515 LATE INTEREST PENALTY $800.00 $60.93 $157.09 643 20%

501‐3180125‐9525 WATER SURCHARGE ‐ VRA BOND $78,000.00 $13,224.00 $13,224.00 64,776 17%

501‐3180130‐9030 CONNECTIONS $0.00 $0.00 $3,400.00 (3,400) 0%

501‐3180135‐0000 NEW ACCOUNT FEES $2,000.00 $200.00 $450.00 1,550 23%

501‐3180404‐0000 TRANSFER IN FROM SEWER FUND $379,557.00 $0.00 $0.00 379,557 0%

501‐3189905‐0000 SALES OF SURPLUS $0.00 $8,000.00 $8,000.00 (8,000) 0%

502‐3150101‐9010 INTEREST $24,081.00 $2,469.18 $3,643.51 20,437 15%

502‐3180110‐0000 SEWER USER FEES $411,370.00 $47,419.15 $47,301.04 364,069 11%

502‐3180110‐9515 LATE PAYMENT PENALTY $5,000.00 $0.00 $805.95 4,194 16%

502‐3180120‐8515 LATE PAYMENT INTEREST $900.00 $60.93 $157.09 743 17%

502‐3180125‐9525 SEWER SURCHARGE ‐ VRLF LOAN $46,410.00 $7,865.00 $7,865.00 38,545 17%502‐3180125‐9530 GRINDER PUMP FEE $26,208.00 $4,247.08 $4,247.08 21,961 16%

502‐3180402‐0000 TRANSFER IN FROM GF $127,764.00 $0.00 $0.00 127,764 0%

502‐3189905‐0000 SALE OF SURPLUS PROPERTY $0.00 $8,000.00 $8,000.00 (8,000) 0%TOTAL REVENUE‐WATER/SEWER 1,550,236 145,827 161,708 1,388,528 10%

800‐3200000‐0000 GRANTS RECEIVED $276,276.00 $10,924.02 $10,924.02 265,352 4%

800‐3250000‐0000 PY SURPLUS $513,654.00 $0.00 $0.00 513,654 0%

801‐3180120‐9520 AVAILABILITY FEES $0.00 $18,100.00 $18,100.00 (18,100) 0%

801‐3250000‐0000 PY SURPLUS $404,000.00 $0.00 $0.00 404,000 0%

802‐3180120‐9520 AVAILABILITY FEES $0.00 $0.00 $0.00 ‐ 0%

802‐3250000‐0000 PY SURPLUS $150,000.00 $0.00 $0.00 150,000 0%TOTAL REVENUE ‐ CIP FUNDS $1,343,930.00 $29,024.02 $29,024.02 1,314,906 2%

VARIANCE

% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTSREVENUE‐CIP FUND TOTAL BUDGET

ACTIVITY CURRENT

PERIOD REVENUE YTD

TREASURER/COUNCIL COMMENTSREVENUE‐WATER/SEWER TOTAL BUDGET

ACTIVITY CURRENT

PERIOD REVENUE YTD VARIANCE

% OF BUDGET

TO ACTUAL

Page 2 of 2 15

TOWN OF HAMILTON

EXPENSES

GENERAL FUND/WATER & SEWER FUND ‐ Administration & Building 972,661 42,265 73,832 898,829 8% ‐ Water 908,503 38,217 73,091 835,412 8% ‐ Sewer 641,733 8,115 41,071 600,662 6%

TOTAL GENERAL FUND/WATER & SEWER FUND EXPENDITURES 2,522,897 88,597 187,994 2,334,903 7%

CIP FUND ‐ FY2016 VDOT Sidewalk Project 420,403 1,880 1,880 418,523 0% ‐ FY2017 LC Drainage Project 329,527 14,778 14,778 314,749 4% ‐ 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% ‐ Infiltration Problem Reserve 100,000 ‐ ‐ 100,000 0% ‐ Sewer Improvement Fund 50,000 ‐ ‐ 50,000 0%

TOTAL CIP FUND EXPENDITURES 1,343,930 16,658 16,658 1,327,272 1%

REVENUES 3,866,827 213,574 238,964 3,627,863 6%EXPENSES 3,866,827 105,255 204,652 3,662,175 5%

NET INCOME 108,319 34,312 GENERAL FUND/WATER FUND/SEWER FUND/CIP FUND

% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTSAS OF AUGUST, 17% OF BUDGET YEAR

EXPENDITURES TOTAL BUDGET

ACTIVITY CURRENT

PERIOD EXPENSE YTD VARIANCE

% OF BUDGET

TO ACTUAL TREASURER/COUNCIL COMMENTSTOTALS ‐ ALL FUNDS TOTAL BUDGET

ACTIVITY CURRENT

PERIOD YEAR TO DATE VARIANCE

AS OF AUGUST, 17% OF BUDGET YEARTREASURER/COUNCIL COMMENTSEXPENDITURES TOTAL BUDGET

ACTIVITY CURRENT

PERIOD EXPENSE YTD VARIANCE

% OF BUDGET

TO ACTUAL

16

CheckListing

8/1/2019 to 8/31/2019

All Checks

Check# Vendor# Vendor Check Date Amount

21723 525 VIRGINIA EMPLOYMENT COMMISSION 8/9/2019 $5.35

21727 727 UNITED STATES TREASURY 8/15/2019 $6.14

21751 727 UNITED STATES TREASURY 8/29/2019 $7.68

21746 2 USA BLUEBOOK 8/26/2019 $9.69

21740 135 NORTON EMBROIDERY INC 8/26/2019 $20.00

21715 27 NICHOLS HARDWARE 8/9/2019 $37.49

21700 182 BROWNING EQUIPMENT 8/9/2019 $43.75

21724 33 VUPS 8/9/2019 $50.40

21737 24 LOUDOUN COUNTY CENTRAL GARAGE 8/26/2019 $53.17

21742 96 PURCELLVILLE COPY 8/26/2019 $69.00

21732 662 Crystal Springs 8/26/2019 $72.05

21741 689 PMSI 8/26/2019 $76.05

21731 516 BROY & SON PUMP SERVICE, INC. 8/26/2019 $100.00

21739 74 MR PRINT 8/26/2019 $102.88

21749 681 Virginia Business Systems 8/26/2019 $119.72

21711 724 KENNETH W. CULBERT ELEMENTARY SCHOOL 8/9/2019 $120.95

21708 308 HOME DEPOT CREDIT SERVICES 8/9/2019 $132.93

21713 682 Loudoun Now 8/9/2019 $147.42

21706 726 GOVERNMENT FINANCE OFFICERS ASSOCIATION 8/9/2019 $160.00

21719 2 USA BLUEBOOK 8/9/2019 $214.78

21701 120 C&M Communication Cabling, Inc. 8/9/2019 $218.98

21718 1 POSTMASTER HAMILTON 8/9/2019 $235.00

17

21748 533 VERIZON WIRELESS 8/26/2019 $256.53

21714 285 MID‐ATLANTIC ENTRY SYSTEMS INC 8/9/2019 $283.00

2019132 702 Martha M. Semmes, FAICP 8/2/2019 $300.00

21734 632 Home Paramount Pest Control 8/26/2019 $320.00

21716 135 NORTON EMBROIDERY INC 8/9/2019 $356.00

21729 12 ANTHEM BLUE CROSS BLUE SHIELD 8/26/2019 $402.00

2019131 511 JENNIFER NOEL 8/2/2019 $540.00

21738 682 Loudoun Now 8/26/2019 $617.76

21721 82 VALLEY ENERGY 8/9/2019 $692.46

21733 126 HAMILTON SERVICE CENTER 8/26/2019 $725.51

21722 36 VERIZON 8/9/2019 $738.24

21707 630 Hamilton Elementary PTA 8/9/2019 $743.01

21747 36 VERIZON 8/26/2019 $745.17

21712 17 LOGICS LLC 8/9/2019 $900.00

2019134 273 SAMUEL A. FINZ 8/2/2019 $1,200.00

21703 588 David Simpson 8/9/2019 $1,369.00

21736 595 J2 Engineers, Inc 8/26/2019 $1,532.50

21730 57 BB&T BANKCARD CORPORATION 8/26/2019 $1,938.24

21717 725 ORION TREE & LAWN LLC 8/9/2019 $2,000.00

21743 32 TREASURER OF VIRGINIA ‐ DEQ 8/26/2019 $2,825.00

21710 304 InstruLogic LLC 8/9/2019 $2,865.00

21744 571 TREE FROG LAWN CARE, LLC 8/26/2019 $2,940.00

21728 12 ANTHEM BLUE CROSS BLUE SHIELD 8/26/2019 $2,979.00

21702 670 Core & Main LP 8/9/2019 $3,075.00

21709 719 Inboden Environmental Services 8/9/2019 $3,091.60

21745 635 Tri‐Tek Engineering 8/26/2019 $3,176.25

21704 22 DOMINION VIRGINIA POWER 8/9/2019 $3,334.17

21699 21 AMERICAN DISPOSAL SERVICES INC 8/9/2019 $3,778.50

21720 582 USA Septic Services LLC 8/9/2019 $4,800.00

21705 562 FIDELITY POWER SYSTEMS 8/9/2019 $6,777.05

2019133 121 MAUREEN K. GILMORE 8/2/2019 $8,700.00

21735 719 Inboden Environmental Services 8/26/2019 $32,810.99

Total: $98,815.41

18

19

20

21

22

23

24

25

26

MINUTES HAMILTON TOWN COUNCIL

PUBLIC HEARING AND REGULAR MEETING JULY 8, 2019

7:00 PM

TOWN COUNCIL:

PRESENT: David R. Simpson, Mayor Kenneth C. Wine, Vice Mayor John Unger, Council member Craig Green, Council member Rebecca Jones, Council member Matthew Clark, Council member – Arrived at 7:49PM

ABSENT: Vacancy

STAFF: Lori Jones, Treasurer Maureen Gilmore, Town Attorney Jennifer Noel, Recorder

CALL TO ORDER THE PUBLIC HEARING:

Mayor Simpson called to order the Public Hearing of the Hamilton Town Council at 7:00PM.

• Proposed Water Rate Changes

• Proposed Sewer Rate Changes

PUBLIC COMMENT:

Bill Ober of 315 Woodlawn Avenue came forward to speak. Mr. Ober asked that the Town Council explain the need to increase the Water and Sewer Rates. Council member Unger explained that the rates have not been increased since 2014 and that the cost of doing business has increased therefore there is a need to increase the rates.

Tom Kunz of 592 Curry Spring Place came forward to speak. He stated that he received a letter telling him that if he does not hook up to the Town’s sewer system by the end of the year, it may not be an option to him in the future. Mr. Kunz asked if all the homes that can hook up by the end of the year did so, where would that bring the sewer capacity for the Town. Mayor Simpson stated that the Town system has allowed for the 62 that have the option to hook up so the system would still be at a normal capacity. Council member Green indicated that the Town is currently looking at this policy and could potentially make changes to it in the future.

27

Town Council Public Hearing and Regular Meeting Minutes July 8, 2019

Beth Salter of 38293 West Colonial Highway came forward to speak. She stated that it was brought to her attention that as an out of Town resident her water rates will almost double and she wanted to know the reasoning behind the large increase. Ms. Jones explained that the out of Town residents pay a higher percentage than in Town residents and that this increase was brought more into proportion with other jurisdiction’s out of Town rates and was percentage wise similar to the in-Town rates.

GUESTS:

None

MINUTES: Vice Mayor Wine made a motion to approve the minutes of June 11, 2019 Town Council Regular Meeting as presented.

Motion: Vice Mayor Wine Second: Council member Jones

Carried: 5-1-1 Simpson - Aye

Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Absent Jones - Aye Council member Green made a motion to approve the minutes of July 1, 2019 Town Council Special Meeting as presented.

Motion: Council member Green Second: Vice Mayor Wine

Carried: 5-1-1 Simpson - Aye

Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Absent

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Jones - Aye

MAYOR’S REPORT: Mayor Simpson stated that he will make his report under the Water and Sewer Committee item on the agenda. WATER & SEWER COMMITTEE: Mayor Simpson stated that he received a bill from Imboden, the contractor tasked with managing the Plant, to repair the blowers which help aerate the sludge which makes the plant work more efficiently to keep the overflow down. Mayor Simpson stated that the cost will be around $3810 to repair them. He just wanted to make the Town Council aware of the expenditure. Mayor Simpson stated that the Town has also hired a new Maintenance person that will start on July 18th.

RECREATION COMMITTEE:

Vice Mayor Wine stated that he identified some repairs that need to be made to the playground equipment that the County installed several years ago, and he and the Mayor will be getting the pieces needed to repair it. TREASURER’S REPORT: Monthly Treasurer’s Report – Ms. Jones gave the Treasurer’s report for June 2019 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 May as submitted.

Motion: Council member Unger Second: Council member Jones Carried: 5-1-1 Simpson - Aye

Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Absent Jones - Aye

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FINANCE COMMITTEE: Ms. Jones indicated that auditors would be visiting on July 22nd do so some preliminary work for the audit. PUBLIC SAFETY & ZONING ENFORCEMENT COMMITTEE: There is nothing new to report. PERSONNEL COMMITTEE: Mayor Simpson stated that the Town has hired a new Maintenance person as indicated above. He stated that the Town has also interviewed applicants for the Treasurer position and that will be discussed in Closed Session tonight. PLANNING COMMISSION: None OLD BUSINESS: None NEW BUSINESS: 1. Ordinance 2019-18 Adopting the Water and Sewer Rate Increases

Council member Unger made a motion that the Hamilton Town Council adopt Ordinance 2019-18 amending utility Ordinance, Chapter 24, Article VII. Charges for use of Public Sewer, Section 24-180(a), and Chapter 24, Article XII, Division Three, Waterworks use and Service Charges, Section 24-395(a).

Motion: Council member Unger Second: Council member Green Carried: 5-1-1 Simpson - Aye


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2. Town Council Vacancy – Appointment and Special Election Process

Ms. Gilmore stated that she had sent an email to the Town Council explaining the appointment process. She stated that former Council member Snyder’s seat will be deemed a Special Election even though there is an election taking place in May because his seat is not up until 2022. She stated that she needs authorization from the Town Council to file the petition with the Circuit Court to request a Special Election. Council member Green made a motion that the Hamilton Town Council authorize the Town Attorney to file a petition with the Circuit Court requesting a Special Election on May 2020 to fill the interim term of the currently vacant Town Council seat.

Motion: Council member Green Second: Council member Jones Carried: 5-1-1 Simpson - Aye


3. Nomination and Appointment of Vice Mayor

Council member Unger made a motion that the Hamilton Town Council nominate Kenneth Wine as the Vice Mayor.



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4. FY2020 Town Council Meeting Calendar

Vice Mayor Wine made a motion that the Hamilton Town Council adopt Resolution 2019-21 adoption the FY2020 Town Council Meeting Calendar as proposed.

Motion: Vice Mayor Wine Second: Council member Green Carried: 5-1-1 Simpson - Aye


5. Application for Water Connection – 38301 West Colonial Highway Council member Jones made a motion that the Hamilton Town Council accept the application for Utility Connection at PIN41829675 38301 West Colonial Highway.

Motion: Council member Jones Second: Vice Mayor Wine Carried: 5-1-1 Simpson - Aye


6. Declare 2014 Ford F150 Surplus Equipment – Resolution 2019-19

Council member Green made a motion that the Hamilton Town Council adopt Resolution 2019-19 Declaration of Surplus Personal Property and Intent to Dispose/Sell.

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7. Utility Services Co – Termination of Contract and Refund

Ms. Gilmore stated that the Town had a long-term maintenance contract for the Harmony tank and that contract called for the company to perform regular inspections and maintenance on the tank. The Town Treasurer noted last year that although the Town had made payments the inspections were not being made nor was maintenance being done. She stated that the Town noted a crack in the tank that was to be fixed but the company never returned to fix it. She stated that last August at the Town Council’s direction she sent the company a letter requesting all their documentation on the tank to include reports and photographs. She stated that she received no response to the first letter, she then sent a second that was sent certified mail the last week of June and to the Town’s delight, the company has written back stating that they wish to terminate the Town’s contract and they will send back the funds the Town paid to them which is a little over $33,000. She asked that the Town Council authorize her to accept the payment and conclude the termination. Council member Unger made a motion that the Hamilton Town Council authorize the Town Attorney to collect money owed to the Town and conclude the termination of contract.



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8. Planning Commissioner Member’s Terms Expiring July 31, 2019 – New Four-Year

Term through July 31, 2023 • Robert McCann – Vice Mayor Wine made a motion to reappoint Robert McCann to the

Planning Commission to a four-year term ending July 31, 2023.

Motion: Vice Mayor Wine Second: Council member Green Carried: 5-1-1 Simpson - Aye


• Gregory Wilmoth – Council member Green made a motion to reappoint Gregory Wilmoth to the Planning Commission to a four-year term ending July 31, 2023.



• Russell Beal – Council member Green made a motion to reappoint Robert McCann to the Planning Commission to a four-year term ending July 31, 2023.

Motion: Council member Green Second: Council member Unger Carried: 5-1-1

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Town CouncilPublic Hearing and Regular Meeting Minutes

July 8, 2019

Simpson - Aye Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Absent Jones - Aye

CLOSED SESSION:

Vice Mayor Wine made a motion that the Hamilton Town Council will convene a closed session to discuss the following;

1. Discussion of personnel matters, specifically, the discussion of potential employees, aspermitted by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(1); and

2. Discussion of personnel matters, the solicitation, interview and the discussion of potentialcandidates for appointment to Town Council Vacancy, as permitted by Code of Virginiaof 1950, as amended, Section 2.2-3711(A)(1); and

3. Utility-related matters requiring consultation with and the provision of legal advice by theTown Attorney, as authorized by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(8).

The following individuals are invited to attend the Closed Session:

All Town Council members Maureen Gilmore, Town Attorney

Motion: Vice Mayor Wine Second: Council member Green Carried: 5-1-1

Simpson - Aye Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Absent Jones - Aye

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July 8, 2019

Vice Mayor Wine made a motion that the Town Council adjourn its Closed Session and reconvene its regular meeting.

Let the minutes reflect that Council member Clark joined the meeting at 7:49PM

Motion: Vice Mayor Wine Second: Council member Green Carried: 6-0-1

Simpson - Aye Unger - Aye Green - Aye Vacancy- No Vote Wine - Aye Clark - Aye Jones - Aye

Vice Mayor Wine made a motion that the Town Council adopt Resolution 2019-20 certifying the Closed Session of July 8, 2019.

Motion: Vice Mayor Wine Second: Council member Jones Carried: 6-0-1

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

Council member Green made a motion that the Hamilton Town Council request the Town Treasurer to memorialize the Town Council’s decision on the Town Water System Sewer Tax District Policies as follows;

1. If you have previously paid the $6,500 sewer tap fee to the Town, you will have access toa tap in perpetuity for as long as this policy remains in effect; and

2. Payment will convey with the sale of the property; and3. There is no other option for the property owner within the service district to receive tap

services for less than market rates; and4. There are no free grinder pumps; and

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5. There is no option for people that have not paid.

Motion: Council member Green Second: Council member Clark Carried: 6-0-1 Simpson - Aye

Unger - Absent Green - Aye Snyder - Aye Wine - Aye Clark - Aye Jones - Aye Council member Green made a motion to authorize the Mayor to offer terms of employment to Christina Staples for the position of Town Treasurer and negotiate salary with her and Christy Ashby as he sees fit.


Unger - Absent Green - Aye Snyder - Aye Wine - Aye Clark - Aye Jones - Aye ADJOURNMENT: There being no further business the meeting adjourned at 8:34PM. _______________________ David Simpson, Mayor ________________________ Jennifer L. Noel, Recorder

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July 8, 2019

Mayor Simpson called the Hamilton Town Council back to order for the following motion.

Council member Green made a motion to direct the Town Treasurer to advertise a Special Town Council meeting on July 15, 2019 at 7PM to interview Town Council candidates in Closed Session.

ADJOURNMENT:

There being no further business the meeting adjourned at 8:36PM.

_______________________ David Simpson, Mayor

________________________ Jennifer L. Noel, Recorder

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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]

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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

39

TOWN OF HAMILTON IN

LOUDOUN COUNTY, VIRGNIA

ORDINANCE NUMBER: 2019-__ PRESENTED: September 9, 2019 ADOPTED: ___________

An Ordinance: AMENDING UTILITY ORDINANCE, CHAPTER 24, ARTICLE IV, BUILDING SEWERS AND CONNECTIONS, SECTION 24-91 AND ARTICLE VII, CHARGES FOR USE OF PUBLIC SEWER, SECTION 24-182 (a)

BE IT ENACTED AND ORDAINED BY THE COUNCIL OF THE TOWN OF HAMILTON THAT CHAPTER 24, ARTILCE IV, BUILDING SEWERS AND CONNECTIONS, SECTION 24-91 AND ARTICLE VII, CHARGES FOR USE OF PUBLIC SEWER, SECTION 24-182 (a) OF THE TOWN CODE OF THE TOWN OF HAMILTON BE AMENDED AS FOLLOWS:

Section 24-91 Time within which hook-ups must be physically connected.

All connections must be used by physically connecting plumbing to the main sewer line within two (2) years after approval by the Town Council, provided, however, that residents of the Hamilton Area Sewer Tax District shall be permitted to pay for the availability/connection and physically connect the house plumbing to the main sewer line no later than December 31, 2019. Properties within the Hamilton Area Sewer Tax District with availability fees paid prior to December 31, 2006, may physically connect the house plumbing to the main sewer line at a date determined by the property owner.

Section 24-182 Additional surcharge on users of public sewer system.

(a) The Town hereby imposes a monthly sewer surcharge to be paid bythe users of the Hamilton sewer system. The sewer surcharge shall be inaddition to the monthly sewer charges on the sewer bill and the paymentof such additional surcharge shall be due within 30 (thirty) days ofbilling.

These ordinance amendments shall be effective September 9, 2019.

PASSED THIS ____ DAY OF SEPTEMBER 2019.

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2

______________________________David R. Simpson, Mayor Town of Hamilton

VOTING ON THE AMENDMENT:

ATTEST: ________________________ Jennifer Noel, Town Recorder

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Chief Financial Officer & Head of Branch Operations / Fairfax County FCU

MAY 2016 – PRESENT ● Oversaw the financial direction of the Credit Union, establishing major economic and financial objectives and policies. This

is accomplished through daily Asset Liability Management and monitoring of liquidity positioning. I also invest funds not

required for operating expenses, federally mandated reserve requirements, and credit demands ● Provided leadership, direction, and supervision that enables all Credit Union Branches, Call Center, and Card Services

departments to operate at peak efficiency and attain organizational production goals and expectations. Directed all front

line operational activities with an emphasis on member service.

Highlights and Successes ● Three consecutive years with a +2.0% ROA ● Three consecutive years of efficiency ratio below 50% ● Reduced Home Equity Concentration from 737% to below 500% of Net Worth (this was to comply with an NCUA DOR) ● Completed multiple secondary market loan pool sales resulting in gains ● Identified arbitrage borrowing opportunities that generated positive revenue. ● Implemented a Sales/Service program ● Received a 1 overall rating on our 2018 NCUA Exam. ● Created a referral based incentive program for operational staff.

Director of Financial Services / FedChoice FCU JANUARY 2013 – MAY 2016

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2

Highlights and Successes ● Two years with a +1.0% ROA ● Reduced Investment Concentration from +800% to below 600% of Net Worth (this was to comply with an NCUA DOR) ● Implemented the ALM program which had not existed previously ● Implemented a Sales/Service program ● Managed a portfolio of Investments that included MBS, Private Label CMOs, Inverse Floaters, SBA Pools, and others ● Created a referral based incentive program for operational staff.

Audit Manager McGladrey SEPTEMBER 2011 – JANUARY 2013

Clifton Larson Allen MAY 2005 – SEPTEMBER 2011

● I oversaw the management of audit and consulting engagements for Financial Institution clients. Services provided to banks and credit unions included opinion audits, outsourced internal audit consulting, performing testing and reporting on an institution’s compliance with the internal control requirements of the Sarbanes‐Oxley Act, Bank Secrecy Act compliance audits, NACHA compliance requirement audits, and operational & profit improvement reviews. In addition, I have experience performing Material Loss Reviews for failed financial institutions. Finally, I have experience in performing A‐133 Single Audits for State and Local Government

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September9,2019TOWNCOUNCILMEETINGCLOSEDSESSIONMOTION

I move that the Hamilton Town Council recess its regular meeting and convene a closed session to discuss: Discussion of personnel matters, specifically, compensation for performance

evaluation of employees, as permitted by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(1) and:

Discussion of personnel matters, specifically the discussion of appointment of candidates to Planning Commissioner vacancies, as permitted by Code of Virginia of 1950, as amended, Section 2.2-3711(A)(1), and:

Utility-related matters requiring consultation with and the provision of legal advice by the Town Attorney, as authorized by Code of Virginia of 1950, as amended, Section 2.2-3711(A) (8).

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: 2019-16, 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.

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TOWN OF HAMILTON LOUDOUN COUNTY, VIRGINIA

RESOLUTION NO.2019-20 PRESENTED: ADOPTED:

SEPTEMBER 9, 2019 _______________

A RESOLUTION: CERTIFYING THE CLOSED SESSION ON SEPTEMBER 9, 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 __________________ 2019.

______________________________ David R. Simpson, Mayor Town of Hamilton

ATTEST:

__________________________________ Jennifer Noel, Town Recorder

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Documents

AGENDA PUBLIC HEARING I. CALL TO ORDER II. PLEDGE OF ... · Monday, September 9, 2019 7:00pm I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. DETERMINATION OF QUORUM V