MINUTES
REGULAR
MEETING – October 2, 2003
Mary
Anne Graham, Vice Mayor
Mark Albright
Absent: Phil Bzdyk
Hazen Dean
Public Attendees: Bill Fox, Loudoun Habitat for Humanity, Ashburn, VA
Tim Gamble Ashburn, VA
Jeff Mitchell Leesburg, VA
Doug Webster Jamison, PA
Bruce Webster Plymouth, MI
Anne Crouch Round Hill, VA
Marv Davis Round Hill, VA
Gary Dick Round Hill, VA
Leslye Edwards Round Hill, VA
Craig Fredericks Round Hill, VA
Donna Gicker Round Hill, VA
Ken Gicker Round Hill, VA
Pete Kanis Round Hill, VA
Mackle Q Marrow Round Hill, VA
Steve Monaghan Round Hill, VA
Marty O’Connor Round Hill, VA
Glo Reeder Round Hill, VA
Ann Thomas Round Hill, VA
Carolyn Thomas Round Hill, VA Powers Thomas Round Hill, VA
Meeting Began: Mayor Frank Etro called the meeting to order at 8:07 p.m. He welcomed the Hamilton, VA Boy Scout Troop 969, present as part of their requirements for a community service merit badge.
I.
Public Comments:
Marv Davis, Stoneleigh Homeowner’s Association: Mr. Davis requested permission to make comments on Agenda Item XIII, regarding final notices on water bills.
II.
Approval of the
Agenda:
Discussion: Ms. Nash requested Agenda Item X.E. be moved to Agenda Item VIII.A. Ms. Graham concurred with this change.
Vote to approve
agenda with the one modification: 4-0
Aye: Mary
Anne Graham, Vice Mayor
Mark Albright
John Heyner
Meg
Nash
III.
Audit Summary by Mitchell &
Company:
Jeff Mitchell, CPA, Leesburg VA, presented two items to the Council: a presentation package, and a draft full report. He reported that his firm’s audit found all accounts in order, reconciled, and properly recorded. He walked the Council through the presentation, pointing out the following:
- Review of Analysis of General fund and Utility fund Assets, noting that two wells came online this year. The biggest asset for Utility fund was fixed assets; the biggest liability for the Utility fund is the bonded debt. (See footnote on page 14, which lists debt).
- General fund had a deficit this year, while Utility fund had a surplus, netting a surplus.
- Operating Revenue Trends (page 4 of presentation): water/sewer continues to grow, increase in sales tax revenue, and increase in assessed values.
- Utility operations: under interest expense, we had to capitalize part of the interest as part of the project cost. In the future that won’t happen, as the project will be completed, and then this will be an additional expense.
- Page 6 contains an outline of the budget. Mr. Mitchell noted that actual revenue exceeded budgeted revenue, while actual expenses were less than budgeted.
- Page 7 reports that no issues were found. This year’s consolidated financial records make the accounting job easier. The Town received $2300 during the period through their participation in the state’s debt offset program. Should a citizen be due a state tax refund, but be on record as indebted to the Town, the state refund is turned over to the Town as payment towards that debt.
Mr. Mitchell concluded that much continues to happen in the Town, and the need exists to continue to upgrade the accounting software system used. The audit went well, and that there are no outstanding questions. He introduced his associate, Josh Guelin, CPA who works with him on this account, and thanked the Council for the opportunity to work with and for them.
III.
Budget Amendments
Ms. Karen Kirk, Town Treasurer, reported the following requests for budget amendments:
- The Matching Grant (Virginia Art Grant) is matched by the state. We have received the money from the state, but we did not put in the matching portion in our expense line. Requested to increase that line by $5,000 to the appropriate amount.
- Advertising Expense needs to be increased from current $2,000 to at least $10,000 at this point. Town Attorney has advised that The Blue Ridge Leader can no longer be used to advertise legal public notices. This was our cheapest advertisement source. The request would accommodate inclusion of budget information in the Loudoun Times Mirror, and the increase in public notices. To offset this increase, Ms. Kirk proposes a decrease to the capital improvement fund.
- On the Utility side, there was well maintenance, which was accomplished last year, but the bills did not come in until well into this year, so there was a deficit last year. Request to move this $15,000 deficit from last year to this year to cover that work. This would also be offset with a transfer.
- Capital Improvements: there was $431,696.89 left in the wastewater treatment plant improvement loan. The amount was agreed to by Mitchell & Company during the audit; request that this be added as a revenue, and as an expense, because we will be getting the money from the bond and making final payments with it.
-
We will have a little more expense for the 500,000-gallon
water tank. We want some contingency
because we are incurring engineer, attorney, and miscellaneous expenses in
order to get the tank accepted. We’ll
offset that with “the other” transfer.
-
With the Council’s agreement on these items, the treasurer can
prepare a year-to-date “budget vs. actuals” for the next meeting.
Ms. Graham asked if Mr. Mitchell has seen these items, and if so, did he have a problem with any of them. Treasurer responded that Mr. Mitchell had reviewed them, and had no issues with them. Mr. Heyner asked what the actual expenditures were for advertising in the first quarter. Ms. Kirk responded with the advertisements that had been placed in this quarter, and that last year, the cost to advertise just the budget in The Loudoun Times Mirror was over $2,000. Ms. Nash asked why The Blue Ridge Leader could no longer be used. Mr. Yost stated The Leader does not meet certain state-mandated requirements to provide public and legal notices in them. Ms. Graham stated that at one time Leesburg Today had been used for this purpose, and was cheaper than The Mirror. Mr. Yost replied that the Council could decide to do that; the alternate question would be whether Leesburg Today would fully reach the targeted audience. The Treasurer added that more things (workshops, fees notice) seem to be coming up that requires public notices than had been anticipated. Mr. Heyner noted that Leesburg Today is a free paper delivered to all residents, where The Loudoun Times Mirror is by subscription only, and thus not as likely to fully cover the target audience. Mr. Etro and Ms. Graham noted that Leesburg Today is not delivered to all residents.
Mr. Etro asked the Attorney if it is necessary to advertise before making this type of budget change. The attorney replied she is fairly certain that it would be—the code requires this once a certain percentage has been reached. She will research the details. Mr. Etro then tabled this topic until these details are learned, and if necessary, the appropriate advertising takes place. Mr. Etro noted to the Council that this would delay the quarterly year-to-date budget report.
IV. Stoneleigh Water System - Marv Davis:
The recent hurricane caused a number of issues to surface. Stoneleigh residents wish to express their appreciation to the Council and staff for their commitment to provide water service during the recent storms. Discussions revealed that there is currently no back-up generator for Stoneleigh water pumps in the event of a sustained power outage. Mr. Davis asked the Council to evaluate whether it would make sense to either install a permanent back-up generator or perhaps secure a fast-turn-around-rental generator should these circumstances present themselves in the future.
Mr. Albright responded that efforts are underway to provide not only back-up power, but also back-up water supply for these residents. The new treatment facility will be able to send town water to Stoneleigh if it becomes necessary (this is a part of the Fallswood/Yatton Rd changes that are in process). Additionally, there are plans to add another water storage facility, which would provide water in the event of power loss. The permit, engineering, and easement process is underway, and Mr. Albright forecasts these improvements will be constructed mid next year. Mr. Albright confirmed that the Fallswood/Yatton Rd improvements are in this year’s budget.
Mr. Davis suggested that, in the spirit of continuos improvement, should another potential crisis present itself, steps be taken to have an HOA representative be part of the town efforts so that timely communication can be passed on to the residents of Stoneleigh.
V.
Webster Property
Development-- Gamble, Wolford, and Webster.
Mr. Doug Webster introduced himself and his brother Bruce as owners of the Webster tract of land at the western end of town. They are seeking to develop that land. Because the land belonged to their grandparents, and then their mother, they feel a connection to Round Hill despite the fact that they no longer reside here. Because of this connection, they desire to develop this land into something in keeping with the character and historical roots of the Town.
A portion of the parcel is within the town limits; the remainder is in the County Joint Land Management Area (JLMA). About a year ago, they had requested the Town execute a Boundary Line Adjustment (BLA), which would incorporate the property as a whole within the town limits. At that time, this request was rebuffed. They have come to once again seek the Town’s agreement to execute said BLA. Mr. Webster then introduced Mr. Tim Gamble, a builder who is currently building a home within Round Hill, and with whom the Webster’s have had discussions concerning developing their property.
Mr. Gamble stated he has been a Loudoun County resident for 18 years. He is a small builder who typically builds 4-6 homes/year, and is currently constructing the new home on Locust Street. His goal with respect to the Webster property would be to bring homes to this area that are new but that fit the character of the Town of Round Hill.
Mr. Jeff Wolford, of Wolford & Chen, then addressed the Council with a presentation that included two concept plans. The first plan addresses development of the Webster tract given the existing zoning of the parcel. This includes seven R-2 (20,000 sq. ft) lots for the in-town portion of the land, and five JLMA1 (cluster concept with about 1 acre of common open space next to North Locust street, and another 1.4 acres common open space on the west and north side) lots for the JLMA portion of the parcel.
The second concept plan provides similar information under the condition that the Town annexes the JLMA portion of the Webster property into the Town boundaries. Water and sewer would be extended from High Street and West Loudoun Street. This plan would accommodate straight R-2 development of 16 lots.
Powers Thomas asked Mr. Wolford for elaboration to point out some physical landmarks, and specifically for information on the location of the High Street connector and of the minor flood plain that goes through that area. The current corporate limits are at the Powers Thomas property line, through the Webster parcel, and to the back line of the Ann Thomas property. Mr. Etro asked that Mr. Wolford be allowed to finish his presentation. Mr. Wolford responded that these concept plans were developed with the intention of determining if either plan would fit with the desires of the Council.
Mr. Etro addressed the topic of annexation. During BLA discussions with the County, he has heard that the County is not interested in BLA’s that are for residential development. Mr. Etro feels the County would not react favorably to a new BLA request. With respect to utilities, the Town is legally bound to provide water and sewer for land in the Town. In the case of land outside of town but within the JLMA, the Council has the option to provide utility taps. The question to the Council is whether they would agree to draft an “intent to service” letter indicating their intent to provide utility service to the portion of the lot that is not within the town boundaries.
Ms. Graham asked if agreement to service these five lots would open the Town for further requests from lot-owners within the JLMA? Mr. Etro responded that it would, and that is the basis for working towards extending water and sewer. Mr. Etro added that agreement to provide water and sewer to the five JLMA lots does not constitute approval of the concept plan.
A resident asked what these jumps in service would mean to current users. Her sewer bill has more than doubled in less than ten years. Mr. Etro responded that the increases she has seen have been for other reasons such as new regulations and additional staff. Hopefully, we will reach a point where it levels out. The developer would pay for all capital improvements—in-town connections are $12,000 each, while out-of-town connections are $18,000 each. This helps to pay down the debt.
Ms. Graham added that additional connections provide additional income to the Town. The resident responded that this raises another concern, which is escalating assessments. Mr. Heyner stated that assessments would continue to rise regardless of development, to what the market will bear. Mr. Etro stated that, by right, this parcel is the Webster’s and the Town has no authority to tell them what to build, so long as they comply with current ordinances.
Mr. Thomas asked about traffic. From the plan, it is unclear exactly where the proposed roads intersect; there are already some dangerous curves on the existing roads and he has concern over traffic flow, gridlock, and safety. Mr. Etro pointed out that there would be copious opportunities for public comment on this project as well as a large degree of involvement from agencies such as VDOT.
Mr. Heyner asked the Webster brothers the goal of their presentation tonight. Mr. Webster replied the initial goal was to revisit the BLA, but it is clear at this point that, at least from a county perspective, a BLA is unlikely. He also wants the Town to know that they do have the option to sell out to a developer, and have been approached by more than one, but they would like to hold the land and develop it in harmony with the town character.
Mr. Heyner then asked if the Webster’s will pursue concept number one if there is no BLA to provide for concept number two. The Webster’s responded affirmatively. Mr. Etro asked if the Webster’s are then requesting water and sewer for the five lots in the JLMA? The Webster’s responded affirmatively. Mr. Etro reminded the audience that this is very early in the process and that there will be a number of opportunities for public input. The process will ensure that all details and concerns are ironed out.
A resident asked at what time would things like square footage and building height be addressed? Council responded that County and Town ordinances address that. Building height is limited to 35 feet. Ms. Graham added that setbacks and percentage of coverage govern square footage.
Mr. Webster stated there are large differences in developing methodologies. One strategy is to strip the land, build many similar-looking vinyl sided homes, plant a few seedlings, and move on. This is not their plan. Their desire is the make each house look like a unique home with individual character instead of a development. They fully expect that they will show interested parties their home design plans, but first they need to understand what their building options are.
Mr. Heyner pointed out to those who are opposed to development on all counts, if the Webster’s were to move forward with concept plan #1, that is a “by-right” development, and they would be free to put up essentially anything they wanted within current ordinances. It is to everyone’s interest to maintain a relationship with a developer who is willing to work with you.
Mr. Gary Deck, who lives nearby stated he has a thousand questions. Mr. Etro stated that in the process we will go through, there would be a “workshop” where questions and concerns can be raised and addressed. Tonight, the goal is to receive answers to two questions: first, will the Town annex the land, and second, if not, will the Town agree to provide water/sewer to the JLMA lots? Mr. Deck responded that he’d like to know when there would be a forum to address more detailed questions. Mr. Etro agreed that a workshop time/date should be set. Council will contact attendees to inform them of the date of the workshop.
Ms. Edwards asked the maximum lot numbers for the “by-right” development option. Mr. Etro responded that in-town is zoned for ½ acre lots, which yields seven lots; the out of town portion is zoned for 1-acre lots with a cluster option, which yields 5 lots.
Ms. Carolyn Thomas asked the Town to authorize someone to delineate the minor flood plains on the FEMA maps, as the County has no record of these. Mr. Etro responded that this is in the works. Ms. Thomas asked if this would be completed prior to the workshop, Mr. Etro affirmed.
Mr. Fox asked for validation that the BLA under discussion is independent and not related to the BLA under item IX.B of the agenda. Mr. Etro affirmed.
Mr. Bruce Webster asked for an explanation as to why the County does not desire annexation. Mr. Etro replied the Town has to take some of the blame as well. The Town has approached the County with some BLA's because they can’t wait for annexation due to some serious utility issues. These issues can only be resolved by brining certain properties into the corporate limits. The other is for commercial tax purposes. “If we were to focus on your BLA, I know of twenty other homeowners who would want to know why their BLA was not being considered at this time”.
Mr. Heyner moved that Council
give the Webster’s a “will-serve” letter for the portion of the property that
is in the JLMA for water and sewer. Ms.
Graham seconded.
Discussion: Mr. Albright asked if proceeding so would open the Council up to provide others in the JLMA with water and sewer. Mr. Etro said no. These are independent decisions to all in the JLMA. To provide water/sewer to these properties, we are not extending any pipes down route 7. Mr. Albright asked if we start extending lines, do we open ourselves up later? Ms. Graham asked how far down route 7 West do the water lines go? Ms. Thomas said they go to the corner of the said lot. Mr. Etro stated we would not be extending sewer down 719, nor will we be extending water or pipe down 7. We’ll be tapping off lines that are already in the street. Our engineers will require them to loop if that is a requirement. The signal that we are sending out is that we are back in the business of selling taps. Ms. Graham stated that she believes that part of the reason they were turned away a year ago was that there was no capacity available at that time.
Vote to Approve: 4-0
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
John Heyner
Meg
Nash
Mr. Etro will send a letter to the Webster’s so stating the Town’s intention. He also expressed interest in setting a workshop date. Mr. Yost will act as the conduit for this workshop. He will set up the workshop—if anyone has a particular question, please give them to Mr. Yost, so that the Webster’s can come to the workshop prepared to address them. A question was asked about getting copies of the concept plan. Mr. Wolford agreed to make copies available at the Town office on an as-needed basis.
VI.
Approval of Minutes
August 7, 2003 minutes: Ms. Graham moved approval of minutes. Mr. Heyner seconded.
Discussion:
j Ms. Graham has a correction: on page 5, under Town Council report Mary Anne Graham, 2nd line “Maureen faxed the Town Office 2 documents concerning Mrs. Caesar’s property; should be “the documents stated that” because Ms. Graham doesn’t know who Will Paget is or was.
j Ms. Nash: on page 6, b) Teen Concert: stated that, “we did not buy torches, so strike that whole thing and have it read “ The Western Loudoun Community Church will provide music.””
j Ms. Nash: Item C, under Website Redesign and Maintenance Proposal, “the second paragraph should not read that I was in the process of determining the going rate, just strike that whole first part of it and say “has a quote of one rate of $45/hr””.
j Ms. Graham concurred with the changes.
Vote to Approve: 4-0
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
John Heyner
Meg
Nash
August 21, 2003 Minutes: Ms. Graham moved approval of minutes. Ms. Nash seconded.
Discussion:
j Ms. Nash: on page 8, asked if we could either strike or have clarification on the last paragraph of my report, “I was trying to explain that when they receive a complaint, how is it in compliance with our ordinances”. She stated she is not sure what that’s supposed to mean, and doesn’t remember back to August 21,2003, regarding exactly what was being discussed. She thinks the implication was that if there’s a complaint, she would reevaluate it, based on our ordinances, but she’d like that to be clarified so that it makes sense.
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
Meg Nash
Abstain: John
Heyner
VII.
Action Item: Final Notice for Water Bills
Mr. Davis, on behalf of Stoneleigh HOA, said, he attended a Council meeting about a year ago during which the Council held a review of procedures relative to the ordinances associated for shut-off notices, and he understands the Town’s need for timely payment. A problem has occurred where a conscientious homeowner did not receive a water bill, (which is an ongoing issue with the post office as a recurring delivery problem), and then went on vacation. The final notice letter arrives, and she’s not there. By the time she returned from vacation, the shut-off letter had arrived. Stoneleigh provided feedback regarding the tone of the letter. Also, the question was raised as to whether there should be a second shut-off notice. The HOA is asking for some consideration in revising the procedures.
Mr. Yost explained that, over a year ago, a second notice was given before the final notice (Bill, late notice, final notice). When a customer is disconnected, following final notice, they also are charged associated disconnection and reconnection fees. A year ago, it was decided that the late notice would be eliminated from the process, but in lieu of that, a five-day grace period was added to the original bill (it was due in 35 days vice 30 days). One goal was to get this resolved before the next billing cycle, as the dates are based on dates specified in the ordinance. Ms. Nash asked how much time is there between the final-notice and when water is actually shut-off. Mr. Yost said that it is fairly quick. There are 45 days from the date of the bill until shut-off. Clearly it would be upsetting for a customer with a good history to undergo the circumstances described by Mr. Davis. Town Staff have revised the “final notice” letter, and are providing it for the Council’s review. Ms. Graham asked if the timing or sequence of the notices had changed. Mr. Yost replied that no, only the language of the final notice letter was edited in an attempt to soften the language.
Ms. Graham asked if this is the only time where a customer missed a notice and was served a final notice letter? Mr. Yost said he didn’t think anyone had ever been turned off, however, the potential was there. A customer would have to be gone a long time, but some people do that. Most people, if they know they’re leaving for a long time, will stop by the office and let us know.
Mr. Heyner moved to revise the letter. Ms. Graham seconded.
Vote Approved 4-0.
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
Meg Nash
John Heyner
VIII. A. Meg Nash—Town Announcement Sign
Ms. Nash has researched an announcement sign for use either in front of the town park or in front of the town office. The possibility was raised at last night’s meeting that we might desire a sign in both places. For signs similar to the one posted in Purcellville, the order of magnitude to purchase both signs would be $2000 maximum. Options such as one-sided or two-sided, as well as the size of the sign, would dictate the exact price. Ms. Nash asked the Council if they wished to proceed. Ms. Graham asked the size of the Purcellville sign—it is 4x6. Ms. Nash’s recommendation is to do two one-sided signs. Mr. Heyner stated that he’d like to see the signs and their design be incorporated into the scope of the Streetscape Project that was recently kicked-off. Ms. Nash’s concern is the delay that would be associated with that. Mr. Etro agreed that the signs do need to be incorporated into the master plan. A citizen’s committee has been formed to look at issues such as signage, and they should be given this task as part of their larger planning. No motion was necessary to budget for the signs, as Ms. Nash felt that the Streetscape Planners should forward their design with the appropriate costs. Mr. Etro remarked that the he expects to see the plan forwarded to the Council in the next 2-3 months.
VIII.
Mayor’s report:
A. Eckles Estate: Mayor Etro and Kelly Yost met with the representative for the Eckles estate, and the representative felt they were very close to finalizing their deal with Lerner, which is necessary for Lerner to convey the property back to the Eckles estate. Discussion concerning the BLA and what it meant to them (Eckles representative) took place. Details about his vision for the commercial center are nebulous at this point. He is interested in developing something that the Town would be interested in—all indicators are that he is looking for small-scale businesses; no “get and go” gas station or “box stores”. He has asked for assistance in demographics and a traffic study. Mr. Etro is trying to work with County Economic Development Office to assist him.
B. BLA: On the Town side, we’ve advertised for a public hearing on Oct 16th at 7:00 p.m.—a joint public hearing with the planning commission, and adoption of the county zoning ordinances in accordance with JLMA-1. There is also a workshop set for October 23 at 6:30 p.m. to address questions/concerns regarding the zoning ordinances. Ms. Graham asked why these meetings are set for such an early hour, as there are people who have to work. Mr. Etro will take this under advisement.
Mr. Fox had a question regarding the BLA—A meeting was held with Mr. Burton, and Mr. Burton suggested that there are quite a few issues associated with the BLA. He suggested that the Council take action similar to the “Windy Hill Foundation” in Middleburg, where a BLA was required and was handled expeditiously. He requests the Council consider this approach. Mr. Fox also spoke to Mr. Lar Kelly and he informed him that the Town has been asked to justify the BLA in writing. Has that request been responded to? What is the anticipated timeline? What is the thought of handling this as a separate BLA? Mr. Etro stated he is unfamiliar with the Windy Hill project so he can’t comment. Mr. Fox will try to research. Issues include whether it is one or several property owners, and whether the property was adjacent to the existing boundary line. Ms. Graham asked if the response to the County had been drafted; Mr. Etro stated that it is in progress. Town Attorney, Maureen Gilmore stated that the county does not have any problem with the concept of expanding the BLA. The issue is, now that there is a plat that shows the acreage proposed to be brought in, this acreage is much greater than had been anticipated by the County. The acreage of the Town will almost double with the execution of this BLA. Though only three other properties are involved, they are three large properties. County concern is because the County comprehensive plan tried to decrease development in areas outside the JLMA's; this may not be in keeping with the goals stated in the plan. A citizen asked if the Council feels this is a substantive objection on the part of the County. Ms. Gilmore said it is hard to tell, due to the upcoming election and that this proposal is subject to approval by the Board of Supervisors.
Mr. Etro pointed out that there is already development down there and utilities need to get there. This is the only way we can get utilities there without going through the lake, which no one including the state wishes to do. If we can’t bring utilities through this easement that we are trying to negotiate with one of the property owners, the County will have to deal with the developer planning to develop a good portion of property on the west side of the lake. Regarding timeline, Mr. Etro hopes to get the letter drafted in the next day or so; however, the timeline is really set at the county level at this point.
C. Main/Loudoun Streets Master Plan: Kick-off meeting was last night. Approximately 18 people attended, of those about 10 appeared seriously interested. Procedure laid out was that this would start off as a citizen’s committee with the help of a consultant, which we have hired. The deliverable would be a report with graphics to the Council. If the Council decided to make this a part of the plan, it would go to the Planning Commission to make it a part of the process, and then it would come to the Council for action. Their next meeting is next Wednesday, October 8, at 7:00 p.m. The committee plans to walk through routes 7 and 719 on Sunday October 26 at 2:00 p.m. and are hopeful to put out a flyer to invite residents along those streets to come out with questions or comments as they walk by.
Mr. Etro received word from County Building Services regarding the Franklin Park Trail. It appears that the cost to locate it on the north side of route 7 is excessive (would require relocating poles), so now the focus is on the south side.
IX.
Council Reports:
A.
Mary Anne Graham: Ms. Graham asked Mr. Yost when town trash
contract is up. The answer was June
30. It is an annual contract with right
of renewal.
B.
Mark Albright:
1. Source Water Protection Program: Mr.
Albright deferred this and the Vulnerability Assessment report to Mr.
Yost. Mr. Yost stated that there are
two different surveys in place; one was an assessment of the water sources of
all the wells, which was done by the state.
Upon completion of that, the state is paying a group called OLVER
Corporation to start a source water protection program. The nice part about this is, since it is
coming down from the state, everybody is going to have to do it, and the state
is actually paying for this now, and will do so for about half a dozen
assessments a year. Mr. Yost has talked
to the state and to OLVER Corporation and submitted ourselves for
participation, so that we can take advantage of the state funding at this
time. They will want a small committee
of people to work with which may include Alan, a Council member, and some
community folks. OLVER will educate us
and do the work, and at completion we will meet the requirements of the Source
Water Survey. Ms. Graham asked if any expenses are envisioned in this effort. Mr. Yost responded that there might be, but
because of our size, there might not be. Some of these things are good common
sense things that you would want to, or would have planned to do anyway (i.e.,
cages around well heads, effective lighting, etc.).
2. Vulnerability Assessment: Mr. Yost
explained this assessment was mandated after 9/11 crisis. It’s an assessment of
water facilities, but because of our size we are not currently mandated to do
it. This assessment can be very
expensive if you have to do it using an outside source, but it’s really a good
idea as there are lots of good things that come out of it. We are doing are own using the template from
the state and staff resources, with assistance from DEQ and Virginia Rural
Water Authority. Therefore, if we ever
are required to do it, we’ll be ready.
Mr. Heyner asked when a report could be expected. Mr. Yost responded that the assessment has
been in the works for quite some time, he expects a report on the large piece
that they have been focusing on to be ready in a few months. Ms. Nash asked if this effort has been
budgeted for. Mr. Heyner stated that so
far the town staff is doing it; however things that come out of it may need to
be funded. Ms. Graham asked if there’s
a timeline for implementation. Mr. Yost
said no, since we are not currently required even to do the assessment.
Mr. Albright raised the issue that about a month ago, a meeting was held with our engineer and our funding consultant for new water additions. It was decided to forego the Rural Development loan in favor of a loan with VRA. Mr. Albright moved to hire Robert Boyd as our funding consultant, NTE $3,000. Mr. Albright added he envisions, due to the excellent work being done by Karen Kirk, that the bill should be closer to $1,500. Mr. Heyner asked why not make the motion for $1500, and Mr. Albright responded he wanted to include provision for unplanned contingencies. Mr. Heyner countered with $2,000 and Mr. Albright agreed with this figure. Motion revised by Mr. Albright to hire Robert Boyd as our funding consultant, NTE $2,000. Ms. Graham seconded. Ms. Graham asked when we should have the loan secured; Mr. Albright estimates December.
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
Meg Nash
John Heyner
3. Water Tower Maintenance: Mr. Albright
stated that he was providing this data for information and contemplation. There are two options for maintenance:
j
Pay a fixed yearly fee to a company who would deposit
the funds into an account, perform a yearly inspection, and provide general
maintenance of the tank (the tank would be recoated when needed, somewhere
between 8 and 15 years).
j
Keep the balance of funds by our town staff, and pay
for maintenance when it is necessary.
Ms. Graham asked the name of the company. Mr. Albright responded that there are two: Tank Industry Consultants, and one other. Mr. Heyner asked what the limitations were on the type of maintenance performed through the first option, and Mr. Albright replied not much, because most maintenance items are tied to the recoating effort. Again, the purpose of this discussion tonight is to give the Council time to think about these options.
Mr. Albright asked Mr. Etro if he would like to discuss anything about the meeting this past week. Mr. Etro stated they would cover that in Executive Session.
C.
Phil Bzdyk: absent. Mr. Yost reported that we have gotten
approval from the County to use Sleeter Lake for the rowing club. A powerboat is needed to go on the lake next
to the rowers for safety purposes.
Nothing has been provided in writing yet, and this is critical, as this
exception (powerboat) is being extended only to this club.
D.
Mr. Heyner: no report
E.
Meg Nash: Ms.
Nash reported she had an interesting conversation with a candidate for Sheriff
concerning pertinent issues such as speeding and deputy coverage, and she’s
invited him to attend the next Council meeting.
X.
Town
Administrator’s Report
A.
CTO inspection;
Mr. Yost reported this is not scheduled; it has been postponed due to
scheduling conflicts, and then the hurricane.
The new plant is being used, but the inspection is still pending.
B.
Staff: Mr. Yost introduced Evelyn Hale, new
recorder for Council meetings. Ms. Rao
will continue to take minutes for our other meetings. Ms. Graham asked what
budget item Ms. Hale’s salary will come from. Mr. Yost replied that it would
come from the administration line, and that there is money already in the line
to cover this.
Mr. Yost reported that Donald Riffey, one of our operators, recently passed his Wastewater Level I Exam. Ms. Karen Kirk has received her Bookkeeper Certification. Mr. Yost stated that Karen has been doing a great job for us, and congratulated both these staff members.
Hazen Dean called this evening to say that he will be unable to attend Council meetings for about the next 2.5 months as he is taking a class on Thursday evenings. Mr. Etro stated that attendance is critical. Mr. Yost provided Mr. Dean with a summary of where we are with the Utility Rate Study, which is currently slightly behind schedule, but is about to go on the “fast track” after discussions with Kent Ware of PH & R this week. The lag is due to more time than expected to collect the necessary information. Mr. Yost expects an updated schedule from Kent. Ms. Graham asked when they were anticipating reporting back (original date was end September). Mr. Yost stated he’d provide that information as soon as he receives the new schedule. Ms. Graham then asked if the Capital Improvement Plan includes the items she, Mr. Yost, and Alan had suggested be included. Mr. Yost stated he had relayed all those items, and he will keep them informed. A brainstorming session via phone may take place and Mr. Yost will coordinate that. Mr. Etro asked to be kept informed of what those projects are.
C.
Historic
Miniatures: The last time miniatures were made, it was to add the churches
to the collection. He requested council
input to expand the collection further.
Mr. Etro stated that this is a budgeted item. Mr. Yost stated it is
necessary to select the next candidate properties. Ms. Graham stated she thought the school was being
considered. Mr. Etro said that, in the
past, selection was left up to Melissa O’Connor. Mr. Yost said that she is
considering properties to include the Elser House, Patterson Building, The
Furniture Factory, and the Round Hill Schools.
Mr. Albright felt priority should be placed on buildings inside the
Town. Mr. Etro felt the Council should
continue to rely on Ms. O’Connor for the selection, but that guidance would be
given to her that in-town buildings should receive priority.
D.
Historic Districts:
The County has been working on a PIF Evaluation (an overview of historic
resources in the Town). On September 10th
the State Historic Resources Committee reviewed our preliminary information and
we received a favorable rating from the evaluation team. That means, should the Town choose to pursue
Nomination, the state evaluation team believes that there’s a very good
possibility that our Nomination would be accepted. The next step would be for the Town to decide whether to pursue
Nomination status. The nomination
process is a more detailed look at resources; typically a professional
historian prepares nominations. Because
of the work done so far, we have a bit of a head start on that. Mr. Heyner asked if we have quotes to do
this work. Mr. Yost replied we don’t
but estimates through Susan Berry Hill place the cost to be between $8,000 and
$20,000. Ms. Graham asked if we would
have to pay for this Nomination. Mr.
Heyner stated he thinks the County would help with these costs. Mr. Etro stated that we need to be further
along in the process to find out what’s involved, based on the number of
structures. Ms. Graham surmised that a
motion is not required to get Mr. Yost to pursue this. Mr. Yost stated that he doesn’t have the
official letter from the County in-hand yet.
Mr. Heyner asked to get some estimates from firms that would do these
types of studies. Mr. Etro says he
assumes that the County would significantly underwrite these costs, as well as
manage the effort. Ms. Graham felt that
might be optimistic.
E.
EPA Award: The
award ceremony is scheduled for October 9 at 3:00 p.m. at the wastewater
treatment plant. The old plant has been
awarded Most Improved Operations in Region 3.
The state will provide 2 plaques. The Press will be contacted, and likely
be present, as well as many Council members and staff as possible.
F.
Storm Damage
Assessment: A flyer went out the Friday after the recent hurricane to
Stoneleigh residents. Highlights of
this event: The Round Hill Fire Department was integral to the efforts during
the storm as were the county emergency team, and town staff. These groups were really busy 24/7 for
several days. The Fire Department took
the flags down a few hours before the hurricane hit—this effort was most
appreciated. The Utility staff, in
making preparations for the hurricane, ordered chemicals to handle potential
groundwater runoff in the wells. The
elevated tank was prepared and filled as a fire protection resource—this effort
took three wells 48 hours continuously to complete. Chlorine levels were monitored during this effort. It consumed about a 15-day supply of sodium
hypercholoride to complete the filling.
Staff will be going to the County with and assessment of expenses
related to the storm to see if we qualify for some reimbursement. Mr. Etro sent a summary letter out after
the event. Regarding the generator
issue as raised by Mr. Davis at this meeting, we really have a generator issue
everywhere; analysis is being done to look at alternatives that would allow
transport of a generator to any of our sites in the event of power outage. The wastewater treatment plant fared well
during the hurricane but had some problems in the ensuing storm. Quite a few alarms were created, and our
capacity was challenged. The plant
processed four times the normal amount of wastewater in a 24-hour period on
September 23. There were failures in
the wastewater alarm system and they are being addressed. Washouts were severe on some of the access
roads to the wells. Trees were also
down on those roads and near the reservoirs.
The last challenge during the storm was communication. The cell-phones and even the walkie-talkie system does not work very well around Round Hill. We should consider a system to install in the trucks that would allow communication between the trucks, the town office, and the plant. Mr. Heyner suggested we hold this effort until we get the cell phone tower on-line. Mr. Etro suggested that a very basic emergency plan be developed and implemented, to possibly include an emergency communication plan. Mr. Etro commended the staff, especially the Utility staff for their dedication and hard work during this emergency situation.
Ms. Graham stated she understands that the PC server went down at the plant. Has this problem been rectified? Mr. Yost reported that the plant is located at the end of a 3-phase power line, and unfortunately this situation knocks out the equipment more often than desirable. Mr. Etro asked that we request the Power Company to consider this situation as development continues. Mr. Yost took this item for action. Mr. Yost continued that the damaged computer is not repairable. Ms. Nash recommended that we invest in a computer that has insurance on it, or in a “$100 power back up” system that would take care of it and shut it down appropriately. Mr. Yost said that we had another computer that had been set aside and is not currently used, and we are evaluating either using that computer or buying another that can do the job for approximately $500. Mr. Heyner asked how many times the computer has been blown out? Mr. Yost stated twice. Mr. Heyner stated if a resolution cannot be obtained through the power company, it is possible to invest in an insured generator. Mr. Yost needs to investigate whether or not our insurance will cover damages; he is checking into whether the computer we lost would be covered.
XI.
Bills for Payment:
Ms. Graham asked if we are over or under budget for the town attorney. Mr. Yost stated we are under budget, and
that the exact status will come out in the quarterly report for
financials. Ms. Graham asked about the
source of the cost associated with “all recreation of Virginia”; Mr. Yost
stated that this was the fine wood mulch required under playground areas. This had not been done since the equipment
was installed. Ms. Nash asked about the
Home Depot charges of $63.88. This was determined to be cat-5 cable for the
wastewater treatment plant. A bill for
Breze Power Equipment of $16.97 was also questioned. That was explained to be
chain saw chain sharpening files.
Motion made by Ms. Graham that the bills are paid. Ms. Nash seconded.
Aye: Mary Anne
Graham, Vice Mayor
Mark Albright
Meg Nash
John Heyner
XII. Public Comments: Mr. Ken Gicker asked a question regarding doubling the size of the Town. At what point is the Town required to provide police and paid fire service? Mr. Heyner responded that we do have some paid fire personnel now. Mr. Etro stated that he doesn’t know if there are any state statutes with respect to these services, however, the Town does provide trash pick-up. There also may be a need for sidewalk improvements or street lighting. Once you reach a certain size, VDOT will let you or pay you to maintain the roads. Ms. Nash noted that thresholds are population dependent (not physical size), and Mr. Etro noted that, at the threshold of 3200 citizens there might also be an impact on the procurement process.
XIII.
Executive Session:
Ms. Graham
stated the following: Pursuant to
section 2.1-344 of the code of Virginia I move that the Round Hill Town Council
recess the regular meeting and enter executive session. Regarding to the executive session, section
2.1-344Asubsection 7, the public specific matters to be discussed are legal
matters.
The meeting adjourned, and Council entered Executive session at 10:40 p.m.
Approved Minutes are located in Town Office.
Attachments:
Mitchell & Company -- presentation package
Mitchell & Company – draft full report
Doug & Bruce Webster- Concept plans