MINUTES
REGULAR
MEETING – APRIL 3, 2003
Mary
Anne Graham, Vice Mayor
Mark
Albright
Absentees: Phil Bzdyk
Public Attendees: Bill Fox, Loudoun Habitat
for Humanity
Pete
Kanis, President Loudoun Habitat for Humanity
Scott
Nash, Town of Round Hill Planning Commission
Jen
Owesney, Town of Round Hill Planning Commission
Mark
Davis, Candidate for Loudoun County Sheriff
Marvin Davis, Round Hill
Volunteer Fire Department
K.F.
Sterrett
Margaret Sterrett
Ken Flemming
Staff Attendees: Kelly Yost
Cheryl Jacobson
Meeting Began: 8:00 P.M.
Public Comments: Pete Kanis, President of Loudoun Habitat
for Humanity – Asked the Mayor and Town Council for an update since
the last Town Council meeting of March 20, 2003. Also, is there anything that Habitat for Humanity can do to help
facilitate getting the process completed?
The County met with Habitat one on one and they are very supportive on
the issue.
Frank Etro has informed
Mr. Kanis that the Town attorney had talked with the County attorneys and has
outlined the procedures for each side (Town and County) that we’ll need to go
through in this process. The Town has
requested a surveyor to give an estimate on the cost to survey the properties
for the Boundary Line Adjustment (BLA).
There are some discrepancies in the Town’s existing boundary from the
original 1900’s survey. The Commission
On Local Government in Richmond is being contacted to find out what latitude
the Town would have in order to proceed.
Hopefully the whole Town will not have to be surveyed for the BLA. The Town has not heard back from Richmond on
what is needed to be done.
The Town attorney has been tasked to give us a
sample of a resolution that the Town can review and modify in order to adopt
the resolution. The Town attorney will
work with the County attorneys to see that they have a resolution that they can
bring to the Board to adopt.
The
Planning Commission will need to adopt in the Town Zone the County zoning
districts that the Town does not have which are the JLMA-1 and the AR-1. There will be a process that will include a
public hearing process.
Pete
Kanis asked Frank Etro when would Habitat be able to receive a “Will Serve”
letter for the water and sewer hook-up?
Once
the County and the Town each have a resolution in place, that would mean that
commitment from both parties agree and even though the process has not been
completed at that time the County may allow a “Conditional Will Serve” letter
by the Town.
Habitat
can contact the County to insure the resolution process moves along.
Frank
Etro stated, he would meet with Board of Supervisors Eleanore Towe or Jim
Burton and Pete Kanis from Habitat for Humanity regarding this process.
Mark Davis –
Candidate for Loudoun Sheriff – Introduced
himself to Mayor Etro, Town Council and to the public informing them that he
was running for Loudoun Sheriff. He
asked if they had any issues or concerns he could address. He had resigned from
his position with the Sheriff’s Department of 22 years to run for Sheriff. His family is Loudoun County based. His parents live just north of town. He had
indicated that you can e-mail him with questions or concerns and he will return
your e-mail in a timely manner.
Mayor
Frank Etro mentioned that there is continuous speeding throughout the Town.
Marvin Davis
– Round Hill Volunteer Fire Department – Marvin Davis is on the
Board of Directors for the Round Hill Volunteer Fire Department. The Board of Directors are looking to see if
the current facility will be too small with the equipment that will be required
for the Fire Department in the next 5 years.
He is requesting a Town Council member or a Planning Commission member
that the Board of Directors could work with to look at options and possible
land & zoning issues.
Frank
Etro invited Marvin Davis to attend the Planning Commission meeting on Tuesday
evening April 8th, 2003 to present his request to them and that the
Council will look to the Planning Commission to work with the Fire Department.
Approval of Agenda:
Motion
by Mary Anne Graham to approve the agenda for April 3, 2003, with a deletion of
Phil Bzdyk’s report due to absence.
Second by Meg Nash.
VOTE:
Aye: Mary Anne Graham, Mark Albright, Hazen Dean, John Heyner & Meg Nash.
Nay: None.
Abstain: None.
Absent: Phil Bzdyk.
Approval
of Minutes:
Motion
by Mary Anne Graham to approve the Minutes of March 20, 2003. Second by John Heyner.
Mary Anne Graham
asked Frank Etro to cc: the Town Council on revisions he makes to the Town
Council minutes.
Frank Etro will
cc: the Town Council with any revisions made to the Town Council minutes.
VOTE:
Aye: Mary Anne Graham, Mark Albright, Hazen Dean, John
Heyner
& Meg Nash.
Nay: None.
Abstain: None.
Absent: Phil Bzdyk.
Action Items: No Action Taken.
Planning
Commission: Jen Owesney – Presentation of the
Gateway signs into Round Hill.
The Planning
Commission were tasked by the Town Council to produce
drawings &
prices for the Town’s gateway signs.
The Town Council
asked that it be
brought to Council prior to the FY ’04 budget process.
Planning
Commission members drove to nearby towns to gather
ideas for the
project. The Planning Commission
decided that the
Town of
”Lincoln”stone sign was a starting place for an idea for the
gateway at the
east and west entrances.
The “Lincoln”
Town sign made of stone is what the Planning Commission
liked as an idea
to have a large stone sign at the east and a smaller scale
of the stone sign
at the west entrance of Town.
At the beginning
of the project the Town Council asked that there be a gateway
sign with a
message board. Planning Commission wanted to keep the message
board separate
but their ideas are to have it near the east gateway sign.
Berryville has a
nice classic hometown sign that the Planning Commission
would like to see
placed at the north and south gateway located on Route
719.
A wooden or
plastic composite sign would be placed in the center of the
stone signs that
will have “Welcome to Round Hill”, Established 1900. Also
in the sign there
is a ribbon that will say “Gateway to the Blue ridge”. An
oval picture will
be in the center that will have a picture of Snickers Gap.
Prices are for
the large stone gateway sign range from $7,000 to $12,500.
Sign prices are:
4’
x 6’ approx. $150
2’
x 3’ $170
12” x 24” $ 35 to
$ 50
North & South Gateway Signs:
3’
x 4’ $300
Post for signs: 4” x 4” x 8’ $ 25
Frank Etro
indicated that during the budget process the Council would be looking at these
line items to see what can be done.
Budget: Presentation
of the Budget Draft for FY 2004.
Mayor Frank Etro and Town Council
asked Kelly Yost and Karen Kirk about the numbers that have been inputted onto
the budget draft are as accurate besides the numbers that still need to be
added. Are there any particulars that
need to be pointed out?
Kelly Yost replied that
there are no figures for the 50 to 100 new homes that would be coming online
from Richmond American Homes Development.
There could be approx. $60,000, that could be added into the budget.
Karen Kirk explained that
she had taken numbers from the 2/28/03 utility billing that was estimated, due
to snow covered meters and multiplied it by 6 for the water and sewer. The 2/28/03 bill was an average of each
customer’s history of usage. She had also calculated all the bills for the year
and averaged them, and the dollar amount was a bit higher. Hazen Dean will be able to provide
numbers from the Dean Committee into the budget process. See additional comments under Town Council
Reports.
Karen Kirk did comment on
the real estate, she had over estimated on the elderly tax relief for last year
and had deducted over 1 million dollars of assessments.
Mary Anne Graham suggests that the sewer rate cap be discussed during the
budget process.
Frank acknowledged, the sewer rate cap would
be discussed during the budget process.
First budget
workshop is Thursday, April 10, 2003 at 7:30pm.
Mayor’s Report: Mayor
Frank Etro
·
Tax & Service Districts – Memo from Maureen Gilmore,
Town Attorney provided information on Tax Districts and Service Districts. Tax districts would be for utilities that
would be a different way of paying for user fees for sewer. The memo does state that the Tax District
cannot be used for utility customers outside the Town’s corporate limits.
Frank Etro asked the Town Council to review and if this is something they would like to proceed with then they can discuss this at the budget workshop next Thursday, April 10, 2003. If there are any questions Council may have, e-mail them to him and he would have Maureen Gilmore answer them.
·
Don Darling Property – Frank had talked with Don Darling since the
last Council meeting regarding doing a Charrette on his property to come up
with a design of what would be good for both the Town and Don Darling. Don
Darling is interested in working with the Town to preserve the view shed from the Town gateway to his house. He is concerned about not losing any value
of his property. Frank Etro has
contacted Vladimir Gavrilovic and he would be interested in doing this
project. The cost would be $700.00 for
this project, which would entail a minimum of 2 meetings, and his design
time. If this would be something that
the Council would like to proceed with on this project, Frank Etro would request Vladimir Gavrilovic to meet with the Planning
Commission, Don Darling and his son to come up with ideas. The next meeting would be to show Don
Darling some ideas that he could visualize.
Frank indicated Don Darling
is on a timeline that he would like to build a house on one of the parcels and
be in by December of this year 2003.
Motion by Mary Anne Graham
for the Town to approve $700.00 to hire Vladimir Gavrilovic to meet with the
Planning Commission and draw up a schematic subdivision plan for the Don
Darling property. Second by John Heyner.
John Heyner noted since this
is urgent, there is a forecast overage in the General Fund Revenues for this
fiscal year, we pull the revenue from there is needed.
Meg Nash asked Frank Etro if
he felt confident that Don Darling was convinced that 14 quarter or third acre
lots are as valuable as 14 half-acre lots?
Frank Etro indicated that he
wasn’t sure; it may be an issue presenting this plan to a buyer indicating to
them that the Town is willing to support this plan if they build from this
plan.
Frank Etro and Council discussed what Don Darling would like to have done with the property. The Town would like to have the lots in front of the house preserved and only build on the back portion of his property.
VOTE:
Aye: Mary Anne Graham, Mark
Albright, Hazen Dean, and John Heyner & Meg Nash.
Nay: None.
Abstained: None.
Absent: Phil Bzdyk.
Richmond
American Homes –Town
Council has received a letter that was sent to Richmond American Homes. Frank Etro has not heard from them since the
letter was mailed to them.
Town Council Reports:
Mary
Anne Graham
·
Cedar Street Easement – Mary Anne Graham had met with the homeowner
and their attorney on Tuesday, April 1, 2003. They are willing to work with the Town to grant the
easement. Chris Fewster, the Town’s
Engineer from Anderson & Associates will draw up a descriptive easement.
This drawing will be presented to the attorney to show exactly where the
utility easement would be. The plats that were shown at the meeting did not
show the property lines with the proposed utility line so it could not be
specified how much property would be needed on the owner’s property.
The decision has not been made by the
homeowner to accept a water and sewer connection for another R-2 lot created
from the subdivision of the existing property or the money that the Town has
offered.
There was a concern if this line does get
installed then the property owners on the north side of Bridge Street will need
to move their water lines.
This will need to be researched and reported
back to the Council.
Mary Anne Graham asked Kelly Yost if Chris
Fewster of Anderson & Associates provided an Engineer’s Report even though
he was unable to attend the meeting.
Kelly Yost was going to present this during
his report but made copies and distributed them to the Mayor and Council at
this time.
·
Solid Waste
Management – Mary
Anne Graham will be attending a Public Hearing on Solid Waste Management. A 5-minute report on what will need to be
done to approve the plan.
Mark Albright
·
Elevated Storage Tank – Met Thursday 27th, 2003 with Chris
Fewster of Anderson & Associates, Town Engineer, Ralph Bice of Oak Hill,
Don Caskie of Bay Design and Kelly Yost. After a year of deciding to accept the
elevated storage tank, Chris Fewster and Don Caskie decided that it would be ok
to accept the elevated storage tank if the warranty included a structural
warranty, along with the certificate of insurance. Frank Etro questioned if Oak
Hill had agreed to what the engineers stated. Oak Hill agreed to the
manufacturer’s warranty.
The manufacturer of the elevated storage tank will need to provide certificate of insurance from their engineer with their engineering stamp. It is not the Town or Oak Hill’s engineer’s responsibility to provide a certificate of insurance on the elevated tank. The two engineers Don Caskie of Bay Design and Chris Fewster of Anderson & Associates) would be discussing pricing & what is normal maintenance and define what is above normal maintenance. Pittsburgh’s engineers would come up with their letter and seal by the next Town Council meeting for recommendation to approve.
Mark Albright attended a conference on March
31st, 2003 and talked with Brian Pohlar from Tank Industry
Consultants (TIC) and discussed the elevated tank. During their discussion, TIC compared the elevated tank the Town
is trying to accept to a pre-constructed tank in PA that failed inspection
after 5-7 years because of the same situation with the welds being too close
together that changes the metal composition.
While at the conference Mark
Albright was looking for a company that does tank maintenance. While discussing the tank with the tank
maintenance company, the person had heard about the tank and stated that he
wouldn’t touch it.
Mark Albright asked that TIC
should come to the Council and give information, answer questions and concerns
the Council may have.
Frank Etro indicated that
TIC’s report is incomplete because they have not been provided with information
requested from the manufacturer’s engineer of the elevated tank. He also clarified to the Council that the
Town needs to wait and see if the engineers agree that the Town should accept
the elevated tank or not. If Anderson
& Associates informs the Town that in their opinion, the elevated tank is
not structurally sound then the Town will go from there.
Frank Etro and the majority
of the Council indicated not to bring in TIC until the Town has received the
completed report from TIC and then question and concerns can be directed to
them.
Hazen Dean
·
Dean Committee - Hazen Dean reported that the Dean Committee would be
able to provide numbers for the FY’04 budget.
He was able to obtain Bob Boyd’s worksheet from Anderson &
Associates. Karen Kirk had given the
committee actual numbers from 2 prior budget years and with the information
from this budget process, the committee can evaluate what will they will need
to focus on; expenses, revenues, projects and plan them out. The worksheet is a 9-year study.
John Heyner
·
Main Street Round Hill Committee– First meeting was on March
31st, 2003. There were a lot
of ideas that suggested from everyone that attended. Will be focusing on specific items.
The Ohio convention
registration deadline has past and no one from Round Hill will be attending the
convention. The site visit to Staunton
still has seats available on the bus.
The trip at this time is free. The next committee meeting will be
Monday, April 7, 2003.
·
Meg Nash:
Hometown Festival
1.
Progressing
with Sponsorships.
2. Next meeting date has not been scheduled at
this time.
Town Administrator’s Report: Kelly Yost
·
Engineer’s Report – Operators have experienced some difficulties with
high solids in the SBR. Contractor is
working with staff to start up a digester as quickly as possible to help
alleviate the problem. This has
resulted in an odor complaint by the neighbors. Once a digester is operational, odor will no longer be an issue.
·
Water System Improvements – ECS has completed the
geotechnical and environmental reviews for the proposed water treatment
facility on Yatton Road property where the Town will install a water treatment
facility. Chris Fewster will be
finalizing costs for loans that were approved a year or two ago.
John Heyner asked Kelly Yost who is responsible for
the replacement the 14-inch line with the 18-inch line?
Kelly Yost responded that Oak Hill would be
replacing the 14-inch line with 18-inch line.
Mary Anne Graham talked with Chris Fewster today,
and he had given her an update on the plantings that will be done. The Town and Chris Fewster will meet with
the adjacent property owners in late April but will be contact with them on an
exact date.
Frank asked that Kelly Yost be the contact person to
set up the meeting.
·
90 degree
Entrance to the WWTP – Is an easement from Robert & Lisa Kline’s
property. They have agreed to let the
Town keep the 90-degree entrance until they want to do something with that
corner of their property.
A
letter on the agreement will be drawn up and signed by the Town and the
Kline’s.
·
The Department of Planning will be doing an archival
research of the Town and assess concentration of the contributing structure
that of resources that might impose an historic district.
Miscellaneous: Meg Nash requested Kelly Yost to contact the Loudoun
Sheriff’s Department to see if we can obtain a copy of the speed survey.
The
Town had recently received a copy from the Sheriff’s Department and Mayor Frank
Etro had a copy during the meeting that he handed to her.
Bills for Payment: Motion by Mary Anne Graham to approve the bills for
April 3, 2003 for payment. Second by
Meg Nash.
VOTE:
Aye: Mary Anne Graham, Mark Albright, Hazen Dean, John
Heyner & Meg Nash.
Nay: None.
Abstain: None.
Absent: Phil Bzdyk.
Public Comment: Ken
Flemming - Wanted the Council to be aware that there
has been a bad smell coming from the WWTP onto his property. It started on April 2nd. Glad to hear there had been a rush on
getting someone out to fix the problem.
Ken Flemming enlightened the
Mayor and Town Council on concerns with the dirt that was to have been moved to
the Kline property for their riding area.
He was disturbed by a comment the contractor made during a discussion
stating that it’s a good thing a lot of this dirt is going over to the Kline’s
property for the riding arena, this means that I wouldn’t have to take down all
these trees when leveling the dirt. Ken Flemming had recently seen a lot of
trucks loaded with dirt from Purcellville Giant construction area unloading
dirt into the Kline’s arena. He did
thank the Town for being good neighbors and helping him out when needed.
Margaret
Sterrett – Addressed
the Mayor and the Council reiterating the tree and dirt issue and the smell
from the digester problem. It would be
ashame if the Town were to have the trees taken out to level the dirt. She also expressed that both the Flemmings
and them need to be informed onto what is going on with the projects, etc. She did not need to update the Flemmings,
that is the responsibility of the Town.
Margaret Sterrett will be
setting up a meeting with Jim Burton regarding the Woodgrove Park indoor pool
and asked if Mayor Frank Etro would be interested in being a part of the
meeting.
Frank Etro responded that
yes he would be interested in attending the meeting.
The plan for the removal/spreading of the dirt will not be involved in pushing it back to damage more trees. Kelly Yost will make it known to the contractor, that it is not an option to damage any anymore trees.
Adjournment: 10:00 P.M.
Attachments are located in Town Office with Approved Minutes
Draft of the FY ’04 Budget
Memo from Maureen Gilmore on Tax & Service Districts
Engineers Monthly Status Report dated April
2, 2003
Bills for Payment for April 3, 2003