Council Present:

Council Member Ramsey indicated that the Public Hearing for this application had taken place this evening at 7:30 PM with no public attending including the applicant. Mr. Ramsey asked that this be referred to the Land Use Committee, so that they can make a final recommendation to Town Council. There are several conditions that the Planning Commission wanted to have happen before they approve and give a recommendation to Council. The Mayor thought that this was appropriate, but also asked Mr. Ramsey to make sure that the required parties were properly notified of the public hearing this evening.

Zoning Administrator Search Committee Findings:

Council Member Ramsey presented a memo to Council from the search committee which contained the following recommendations:

· The Town makes an offer of employment to Bradley Polk for this position.

· That the Town amends the job description to be a Zoning Administrator with less planning responsibilities.

· That the Town Council appoints Bradley Polk to be the Zoning Administrator for the Town of Round Hill at the next Town Council regular meeting.

· Council Member Ramsey asked that the Mayor formally discharge the ZA Search Committee.

Discussion:

Council Member Gicker asks why the Search Committee is requesting that the job description be amended. Mr. Ramsey indicated that the current description suggests a lot of planning and that the committee was finding it difficult to fill the position, with those guidelines. Mr. Polk is completely qualified to fill the Zoning Administrator description and the Town will encourage him to further his training. This will enable him to eventually take on the Planning requirements of the town. Council Member Gicker asked if the salary had been adjusted considering the position was not being filled to meet the job description of a Town Planner/Zoning Administrator. Town Administrator Yost indicated that the salary had been reduced by thirteen thousand dollars. Mr. Yost further indicated that these additional monies could be used to hire consultants to fulfill the Planner needs and to assist with additional training for the ZA to bring him in-line with the needs of a Zoning Administrator/Planner.

There being no further questions, Mayor Etro formally discharged the Committee.

Office Staff Responsibilities Reorganization:

Mayor Etro briefly described the goal of this task. The responsibilities in the Town of Round Hill have increased dramatically with its growth. The goal is to assure that one person is not handling so many things that they are not being handled properly and, that all steps are being handled. There are many projects that the Town is looking to get accomplished and some of these projects have been postponed, due to lack of support. This review of all Town Staff responsibilities will help to re-organize and place the tasks where they make sense. Vice Mayor Graham presented Council Members with the current job responsibilities of both the Administrator and the ZA/Planner. Mayor Etro asked that Mrs. Graham also provide the remaining staff’s responsibilities by the next regular meeting. Vice Mayor Graham said she would email them out to the Council Members so that everyone could look at them and start the process of organizing them under separate headings:

1.) Record Keeping and FOIA Responsibilities.

2.) CIP Project Responsibilities.

3.) Office and Personnel Managerial Responsibilities.

4.) Utility Management.

5.) Financial and Contract Management.

Council Member Clark asked if this process was to help the Council better determine who to hold responsible if something goes wrong. Mr. Clark reminded Council that they had just completed the job descriptions for staff not too long ago. Mayor Etro responded that the purpose was not intended for pointing fingers rather to assure that the responsibilities held by each staff member is achievable. Mr. Ramsey added that it was to see if there was a more efficient way to allocate the work load.

Mayor Etro asked that when the Council Members received the email from the Vice Mayor, that they begin organizing thoughts so that this issue could be discussed at the next TC Meeting.

Utility Projects County Commission Permit:

Council Member Albright brought the Council Members up to date on the projects that will require a County Commission permit. Vice Mayor Graham asked why these permits are needed. Mayor Etro explained that any utility project that that is not identified with in the Town or County Comprehensive Plan a Commission Permit is required by State Code. This process allows the public and opportunity to review and comment on the project as it may have impacts on surrounding properties. Council Member Albright explained that the applications have been sent to the County in which public hearings will be held for each project identified. The Utility Committee was tasked with tracking the progress with the County and make sure that the Town is properly represented during Public Hearings and meetings as well as fulfill any additional requirements sited by the County during the process.

IV. Action Items:

A. Approval of Minutes from December 22, 2005

Vice Mayor Graham moved that the minutes be approved. Council Member Bzdyk seconded the motion. Vote to approve minutes: 4-0-2-0

Aye:                Mary Anne Graham, Vice Mayor
                        Scott Ramsey
                        Phil Bzdyk
                        Mark Albright

Abstain: Ivan Clark

Ken Gicker

Bills for Payment:

Motion made by Council Member Bzdyk for the Bills to be paid, motion seconded by Council Member Gicker. Vote to approve Bills for Payment:

6-0-0-0

Aye: Mary Anne Graham, Vice Mayor
Ivan Clark
Scott Ramsey
Mark Albright
Phil Bzdyk
Ken Gicker

Out of Town Water and Sewer Tap Purchase for Galis property:

Mayor Etro explained that neither the applicant nor representation for the applicant was present to give information requested by Council in earlier meetings; therefore, this item would be postponed. Council Member Ramsey asked that it not be put back on the agenda until there was contact from the applicant.

FOIA Policy

Mary Anne Graham moved that Town Council adopt the Rights of Requesters and the Responsibilities of the Town of Round Hill under the Virginia Freedom of Information Act Policy. Council Member Bzdyk seconds the motion. There was further discussion with Council Member Gicker seeking clarification on the fee for copies. Vote to adopt FOIA Policy: 6-0-0-0

Aye: Mary Anne Graham, Vice Mayor
Ivan Clark
Scott Ramsey
Mark Albright
Phil Bzdyk
Ken Gicker

BZA Appointment:

Vice Mayor Graham explained that currently there is an open position on the BZA. There are two candidates who are interested in the position both have been on the Board; Steve Krisa and Dave Underwood. Council Member Ramsey reminded the Council that they have not yet appointed a representative from the Planning Commission to the BZA, since Dave Underwood resigned from the Planning Commission. Commissioner Mike Hummel has been recommended from the Planning Commission, to fill this position. Mayor Etro suggested appointing this position before voting on who would fill the vacant position. Vice Mayor Graham moves to appoint Mike Hummel as the Planning Commission Representative, Council Member Gicker seconds the motion. Vote to appoint Mike Hummel as the Planning Commission Representative to the BZA: 5-1-0-0

Aye: Mary Anne Graham, Vice Mayor
Scott Ramsey
Mark Albright
Phil Bzdyk
Ken Gicker

Nay: Ivan Clark

Council Member Ramsey moves that either Steve Krisa or Dave Underwood be appointed as indicated by vote, to the BZA. Motion was seconded by Council Member Gicker.

Discussion:

Council Member Albright was not familiar enough with both candidates to make a fair decision. Input was requested from the remaining Council Members. Council Member Bzdyk asked if both candidates had attended the recent training. Mayor Etro and Vice Mayor Graham stated that to their knowledge, only Mr. Underwood had attended. Mayor Etro said that Steve Krisa has served on the Board for a long period of time and is presently the Chairman, although the BZA has not been very active in the past. The Mayor said that he believes that in the past the BZA has not taken their roles very seriously and he attributes that to the BZA not understanding what their roles were.

Mary Anne Graham said that the BZA needs someone who is decisive, and not bent by popular opinion; rather by the ordinances.. Vote for BZA Appointment: 5-0-1-0

Underwood: Mary Anne Graham, Vice Mayor
Scott Ramsey
Ivan Clark
Phil Bzdyk
Ken Gicker

Krisa: None

Abstain: Mark Albright

Council Members did want to thank Mr. Krisa for his time served, and wanted him to apply for this position again, should another position become available on the BZA. They wanted Mr. Krisa to be aware that there is currently a position on the Planning Commission available.

Zoning Administrator Job Description:

Vice Mayor Graham moved to adopt the new Town Zoning Administrator Job Description. Essentially, this description has merely reduced the amount of Planning experience and duties. Council Member Gicker makes an observation that there is no requirement for Microsoft Office knowledge. Council agreed, and made the decision to alter the knowledge and ability to use applicable software toperform duties. Council Member Clark asked if Mr. Polk had the knowledge andskills listed in the description. Mr. Yost said that all although the applicant appears to be qualified to perform all that is required, he will undergo the same probationary period as any other new employee. Vote to adopt the revised Zoning Administrator Job Description: 6-0-0-0

Aye: Mary Anne Graham, Vice Mayor
Scott Ramsey
Mark Albright
Phil Bzdyk
Ken Gicker

Ivan Clark

Vote to Draft Resolution to County for Trucks on Main Street:

Council Member Albright makes a motion that Council requests the County to request VDOT to re-route trucks to Evening Star Drive. Mr. Albright further suggests that Council request that there be no truck exiting at West exit at Harry Byrd Highway and West Loudoun Street; therefore not allowing any thru truck traffic on east and West Loudoun Street.

Mayor Etro stated that he really felt that the second part of this would create an enforcement issue. Council Member Ramsey and Clark agreed, and felt that if trucks coming from the West could not access Main Street, they would naturally be detoured around the highway to the exit closest to Evening Star Drive.

Mayor Etro suggests that Council draft a resolution for trucks to be re-routed from Main Street to Greenwood Drive only. After some discussion a consensus was reached to limit through truck traffic on Main Street from the Loudoun Street intersection up to the Evening Star Drive intersection. There was a further consensus amongst Council to begin this process at the next regular meeting. Council Member Albright was asked to draft the resolution for the next Council meeting, Vice Mayor Graham will provide Council Member Albright with such draft.

V. Reports:

A. Administrator Report:

Town Administrator Yost submitted his report and spoke more in depth on:

§ There will be a meeting to discuss an easement on the Draisey property January 11^th at 1:00 PM. Chairman Morrow with the Planning Commission will be present with Mr. Yost and Council Member Ramsey will also try and attend.

§ Citizen Education and Awareness – The Town would like to prepare a card or brochure to help make citizens more aware of water conservation, water theft and things to consider if they receive a higher than normal utility bill. Mr. Yost would like to do with the help of the Utility Committee. Council Member Ramsey suggested looking into the current software to see if there is a capability of an end of year report for customers, to indicate their month by month usage. Mr. Ramsey felt this would be a valuable tool to both the customer but also to the town, to show that water conservation is important.

§ On-site Utility Review which will take place within a week or so after updates/plans are received and staff has had a chance to review them. Mr. Yost asked if a member from the Utility Committee could be available at this meeting. Others are welcome.

§ Large Reservoir Dam Inspection will be taking place on January 6^th.

§ Criminal Charges have been filed against a contractor for taking water from a hydrant on two consecutive days. The Town is grateful for the citizen who informed them of this incident and hopes to educate other citizens so that they know what to do when this crime is occurring. Mr. Yost will appear in court on February 2^nd to pursue charges against this contractor.

§ A report of a sanitary overflow from a manhole turned out to be water puddling as a result of the “inflow protectors” that have been installed in all manholes.

Planning Commission Report:

There being no Planning Commission representative, this report was stricken.

Mayor’s Report:

At the invitation of Supervisor Snow, Mayor Etro attended a meeting with LCSA, the Town Hamilton, Leesburg, Purcellville and Lovettsville and other water resource organizations to here discussions in regard to the Chesapeake Act. It was considered an informational meeting reviewing the new requirements and the potential allocation of more money in an effort to reduce runoff pollution in the Chesapeake Bay. There was discussion that LCSA become a bigger entity than what it is, becoming more involved in waste water, drinking water and storm water management. The Mayor suggested that the town begin to look at these point source pollutions and associated treatment independently as large sums of grant money is becoming available. Vice Mayor Graham indicated that the Utility Committee had already intended on bringing this subject up beginning in the next several meetings.

Utility Operations, Public Facilities and Projects Committee Report:

Council Member Albright submitted a Well Production Report for November and December. Mr. Albright indicated that he liked the production occurring in the wells and he moved that the Mandatory Water Restriction revert to Voluntary Water Restriction. Vice Mayor Graham seconded the motion. Vote to end Mandatory Water Restriction and revert to Voluntary Water Restriction: 6-0-0-0

Aye:                Mary Anne Graham, Vice Mayor
                        Ivan Clark
                        Scott Ramsey
                        Mark Albright
                        Phil Bzdyk
                        Ken Gicker

Council Member Albright points out that the next Utility Commission Meeting will be on January 27^th at 6:00 AM.

E. Administration Committee:

Vice Mayor Graham explained that the Administration committee would be meeting on January 11^th at 7:30 PM. Two items on the agenda are:

§ Intent to amend the ordinances that relate to the Zoning Administrators power.

§ Health Benefits for retired personnel.

F. Land Use Committee:

Council Member Scott Ramsey indicated that the Land Use Committee had met on January 4^th. The main topic of discussion was 7 Main Street. The ninety-day deadline that Town Council has to act on the Planning Commissions recommendation will be coming up two weeks but CPAM public hearing has not yet taken place because of bad weather. This public hearing will take place on January 12^th and the applicant is being asked, through the Town Attorney, for an extension. Council Member Ramsey believes this to be in the best interest of all parties, so that the application can be reviewed fairly along with the CPAM. Additionally, the applicant will be invited to the next Land Use Committee Meeting, where there should be more feedback from the public hearing and the applicants proffer statement.

Council Member Ramsey stated that the town is awaiting proposals from engineering studies for the sidewalk and stormwater improvements.

VI. Council Comments:

Council Member Bzkyk inquired where the town was with the barn. The Mayor informed him that there is no additional information on the barn as Oak Hill has not signed the deeds as of yet.

The meeting adjourned at 10:11 p.m.

Respectfully Submitted

Gracie Miller

Approved Minutes are located in the Town Office.

I. Town Zoning Administrator Job Description

J. Letter from Commonwealth of Virginia re: State Water Control Board’s Withdrawal Reporting Round Hill Service Area

A. Approval of Minutes from December 22, 2005

I. Town Zoning Administrator Job Description

J. Letter from Commonwealth of Virginia re: State Water Control Board’s With­drawal Reporting Round Hill Service Area

A. Approval of Minutes from December 22, 2005

J. Letter from Commonwealth of Virginia re: State Water Control Board’s Withdrawal Reporting Round Hill Service Area