Joint Public Hearing/Regular Meeting September 15, 2014

JOINT PUBLIC HEARING AND

REGULAR MONTHLY MEETING AGENDA

MONDAY, 15 SEPTEMBER 2014, 7:00 PM

REMINGTON TOWN COUNCIL

REMINGTON VOLUNTEER FIRE DEPT BUILDING

200 EAST MARSHALL STREET, REMINGTON, VIRGINIA

PUBLIC HEARING I

 

I. CALL TO ORDER, RECOGNITION OF TOWN COUNCIL,
PLANNING COMMISSION MEMBERS STAFF AND GUESTS

II. PLEDGE OF ALLEGIANCE

III.JOINT PUBLIC HEARING
- ORDINANCE 03-14: AMENDMENT TO THE REMINGTON ZONING CODE, ARTICLE 10,
C-2, “GENERAL COMMERCIAL DISTRICT” BY REMOVING SINGLE FAMILY
RESIDENTIAL USES AS A USE BY RIGHT FROM SECTION 10-1 “USE
REGULATIONS”. ORDINANCE 03-14 IS AUTHORIZED BY THE GRANTS OF
AUTHORITY CONTAINED IN VA CODE SECTIONS 15.2-2200, 15.2-2280,
15.2-2285 AND 15.2-2286.

IV. CITIZENS’ COMMENTS AND DISCUSSION

V.  PUBLIC HEARING I ADJOURNMENT

VI. PLANNING COMMISSION:
- DRAFT MINUTES: JOINT PUBLIC HEARING – May 19, 2014

VII.   CONSIDERATION OF ORDINANCE 03-14: PLANNING COMMISSION RECOMMENDATION

VIII.  PLANNING COMMISSION ADJOURNMENT

PUBLIC HEARING II

IX. ORDINANCE 04-14:
- ORDINANCE 04-14 ALSO IS AN ORDINANCE WHICH AMENDS THE REMINGTON
TOWN CODE, CHAPTER 11, ARTICLE II,  CEMETERY RULES & REGULATIONS TO
PERMIT COLUMBARIUMS, WHICH INCLUDES A COLUMBARIUM INTERNMENT
FEE OF $250 ON WEEKDAYS AND $300 ON WEEK-ENDS AND HOLIDAYS.
ORDINANCE 04-14 ALSO INCREASES THE REPAIR/MAINTENANCE PERMIT FEE
FROM $15 TO $50 AND MODIFIES WHEN FLOWERS ON GRAVES ARE PERMITTED
FROM APRIL 15TH TO APRIL 1ST. ORDINANCE 01-14 IS AUTHORIZED BY
THE GRANTS OF AUTHORITY CONTAINED IN VA. CODE §§ 15.2-1125 AND 15.2-924.

X. CITIZENS’ COMMENTS AND DISCUSSION

XI. PUBLIC HEARING II ADJOURNMENT

REGULAR MEETING AGENDA

I. COUNCIL CONSIDERATION:

ORDINANCE 03-14: To amend Remington Zoning Code Article 10, C-2

“General Commercial District by removing single family residential use as a use by right from
Section 10-1, “Use Regulations.”

ORDINANCE 04-14: To amend the Remington Town Code, Chapter 11, Article II, Cemetery
Rules and Regulations to permit columbariums, which includes a columbarium internment
fee  of $250 on weekdays and $300 on weekends and holidays. Ordinance 04-14 also
increase repair/maintenance permit fees from $15 to $50 and modifies when
flowers on graves are permitted from April 15  to April 1

II.         CITIZENS TIME

III.       COMMITTEE REPORTS
A.  WATER                       Chair: Heaney                  Member: Loving
Proposed water rate increase: Authorize to advertise for public hearing

B.  FINANCE      Chair: Clatterbuck           Member: Ashby, Heaney
Monthly Report- Clatterbuck

C.  COMMUNITY DEVELOPMENT     Chair: Allison                   Member: Ralls
Movie Night
Chili Cook-off

D.  CEMETERY          Chair: Loving                  Member: Allison

E.  PUBLIC FACILITIES  Chair: Ralls                     Member: Heaney

F.  PERSONNEL/POLICE      Chair: Ashby       Member: Clatterbuck/Heaney

V. UNFINISHED BUSINESS
- New Town Hall Architectural Agreement
- Comcast Franchise Agreement

VI. NEW BUSINESS

VII. STAFF REPORTS
A. Town Administrator
B. Town Clerk
C. Town Superintendent
D. Police Chief

VIII. CONSENT AGENDA
Minutes: Work Session – August 11, 2014, Regular Monthly Meeting – August 18, 2014
Treasurer’s Report
Bill Listing

IX. CLOSED SESSION AS NEEDED

X.  ADJOURNMENT

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Agenda – September 8 Monthly Work Session

MONTHLY WORK SESSION AGENDA
REMINGTON TOWN COUNCIL
MONDAY, 08 SEPTEMBER 2014, 7:00 P.M.
REMINGTON TOWN HALL
203 EAST MAIN STREET

I. CALL TO ORDER AND INTRODUCTION OF TOWN COUNCIL AND GUESTS

II. PLEDGE OF ALLEGIANCE

III. CITIZENS TIME

IV. COMMITTEE REPORTS

A. FINANCE – Chair: Clatterbuck Member: Ashby

B. PERSONNEL/POLICE – Chair: Ashby Member: Clatterbuck, Heaney

C. CEMETERY – Chair: Loving Member: Allison

D. WATER SYSTEM – Chair: Heaney Member: Loving
– Water Rates – Heaney

E. PUBLIC FACILITIES – Chair: Ralls Member: Heaney

F. COMMUNITY DEVELOPMENT – Chair: Allison Member: Ralls
– Movie Night – Allison
– Chili Cook-off

V. TOPICS FOR DISCUSSION
– New Town Hall – Loving
– Fall Festival

VI. TOWN STAFF’S REPORTS AND COMMUNICATIONS

VII. BILL LISTING

VIII. CLOSED SESSION AS NEEDED

IX. ADJOURNMENT

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Regular Monthly Meeting July 21, 2014

REGULAR MONTHLY MEETING MINUTES
REMINGTON TOWN COUNCIL
MONDAY, 21 JULY 2014, 7:00 PM
REMINGTON VOLUNTEER FIRE AND RESCUE DEPARTMENT
200 EAST MARSHALL STREET
REMINGTON, VA 22734

Mayor Gerald A. Billingsley called the meeting to order at 7:00 p.m.

Town Council Members Present:
Devada R. Allison, Jr.
Evan H. “Skeet” Ashby, III
Stanley L. Heaney, Sr. – arrived late
Chad M. Ralls

Town Council Members Absent:
J. Wilson Clatterbuck
Van M. Loving

Town Staff Present:
Town Clerk/Treasurer Kimberly A. Bowrin

Guests Present: Joseph F. Korpsak, Raymond Heflin, Bernie Aylor, Becky Aylor

Mayor Billingsley introduced each person in attendance and invited everyone to stand for the Pledge of Allegiance.

CITIZENS’ TIME
Mr. Korpsak gave the Council the most recent updates for the upcoming Remington Fall Festival. Mr. Heflin addressed the Council on the subject of the proposed fees for columbariums at the cemetery.. Mr. Heflin voiced his concerns and disagreement about any fees associated with columbariums. A discussion followed regarding the subject.
Mr. Heflin also addressed the Council on the subject of the Cemetery Trust. Mr. Heflin stated that the distributions from the Trust fund should be deposited back into the Trust. Mr. Heflin stated the he felt the funds are being mishandled.
Mr. Heflin also addressed the size of the corner markers. He stated that the columbarium stone will not fit between the current corner markers being used by the Town.
Mr. Heflin’s last concern was that he was not informed of the Cemetery committee meeting like he asked to be a part of. Mr. Heflin stated that he felt that committee meetings need to be posted in the paper and give the citizens the opportunity to attend.

COMMITTEE REPORTS
At this time, Mayor Billingsley established the committees for the next fiscal year from the requests he received. Below are the assignments passed on by the Mayor.

PERSONNEL/POLICE COMMITTEE: Chair – Ashby Member – Clatterbuck, Heaney
Council Member Ashby shared with the Council that the staff is in the process of conducting the reviews of employee evaluations. Mr. Ashby stated that the Police Chief will conduct his officers’ evaluations.

WATER SYSTEM COMMITTEE: Chair – Heaney Member – Loving
There was no report from this committee.

PUBLIC FACILITIES COMMITTEE: Chair –Ralls Member – Heaney
Council Member Ralls stated he will defer his report to the next meeting.

FINANCE COMMITTEE: Chair – Clatterbuck Member – Ashby
Council Member Ashby shared with the Council that the funds from the Cash Management Account of the Cemetery Trust was transferred to the regular checking/deposit account. Mr. Ashby stated that the CMA account was closed since the fees were more than the interest accrued on the account. Mr. Ashby stated that the funds will be tracked separately.
Town Clerk Bowrin requested to transfer $600 from the CMA deposit account to the checking account to pay current mowing bills.

Council Member Ashby motioned to transfer $600 from the in-house Cash Management Account for the Cemetery to the checking account to pay for mowing. Council Member Heaney seconded the motion. The motion carried.
Ayes: Allison, Ashby, Heaney, Ralls
Nays: 0
Absent: Clatterbuck, Loving

Town Clerk Bowrin informed the Council that the CD from BB&T was closed. Mrs. Bowrin stated that she was not an authorized person to open the new CD account with TFB. She stated thatTown Administrator Lee will have the account opened when she gets back from vacation.

COMMUNITY DEVELOPMENT: Chair – Allison Member – Ralls
There was no report from this committee.

CEMETERY COMMITTEE: Chair – Loving Member – Allison
There was no report from this committee.

UNFINISHED BUSINESS
There was a short discussion on allowing Town Clerk Bowrin the opportunity for flex time. Mayor Billingsley stated that the decision can be made between staff and Personnel committee.

NEW BUSINESS
Town Clerk Bowrin shared with the Council that the trash truck is now paid in full.

STAFF REPORTS
Town Clerk
Town Clerk Bowrin did not have anything additional to report.

CONSENT AGENDA
Mayor Billingsley asked for any questions to the Treasurer’s Report or to the Bill Listing. Mayor Billingsley also asked for any addition or corrections to the Draft Minutes presented.

Council Member Allison motioned to adopt the Consent Agenda as presented. Council Member Ashby seconded the motion. The motion carried.
Ayes: Ashby, Allison, Heaney, Ralls
Nays: 0
Absent: Clatterbuck, Loving

With no further business before the Council, Council Member Heaney motioned to adjourn with a second by Council Member Ashby. The motion carried.
Ayes; Allison, Ashby, Heaney, Ralls
Nays: 0
Absent: Clatterbuck, Loving

The meeting adjourned at 7:36 pm

Posted in Approved 2014-15 Minutes | Comments Off

Annual Organizational Meeting July 14, 2014

ANNUAL ORGANIZATIONAL MEETING
REMINGTON TOWN COUNCIL
MONDAY, 14 JULY 2014, 7:00 PM
REMINGTON TOWN HALL
203 EAST MAIN STREET

Mayor Gerald A. Billingsley called the Annual Organizational meeting to order.

Town Council Members Present:
Devada R. Allison, Jr.
Evan H. “Skeet” Ashby, III
J. Wilson Clatterbuck
Stanley L. Heaney, Sr.- arrived late
Van M. Loving
Chad M. Ralls- arrived late

Town Staff Present:
Town Attorney Andrea G. Erard
Town Clerk/Treasurer Kimberly A. Bowrin
Town Administrator Sharon G. Lee
Town Superintendent James E. Steward
Police Chief Charles T. Proffitt

Guests Present: Mr. Ira Russell, Mrs. Tama Allison, Mr. John Mills, Jonathan Hunley representing Fauquier Times – arrived late

After introducing each person in attendance, Mayor Billingsley invited everyone to stand for the Pledge of Allegiance.

CITIZENS’ TIME
No one present was wishing to speak during Citizen’s time.

COMMITTEE REPORTS
Water Committee Chair: Heaney Member: Loving
Council Member Loving stated that the committee needs to meet to discuss raising the water rates. Mr. Loving shared that the committee now has a good idea on what the filtration system is costing to get a good idea at what the rates should be. Council Member Heaney turned the floor over to Town Superintendent Steward to share on the update at Rappahannock Landing.

Police/Personnel Chair: Ashby Member: Clatterbuck, Heaney
Council Member Ashby asked for the Council to go into closed session to discuss pay increases.

Finance Committee Chair: Clatterbuck Member: Ashby
Council Member Clatterbuck gave the monthly report for June. Mr. Clatterbuck stated that the year end report had not been finalized yet. Mr. Clatterbuck stated that the final report for end of year should be available at the August meeting.
Council Member Clatterbuck stated that the quarterly distribution was in for the cemetery trust. Council Member Loving stated that the amount of the check is $656.84 and that the cemetery committee’s recommendation is to put the check back into the Cemetery Trust account.

Council Member Clatterbuck motioned to put check back into the Trust account. Council Member Loving seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

Town Administrator Lee stated that the CMA account was closed and the money is now in the deposit checking account. She shared that, previously when the staff needed to transfer money from the CMA account to the checking account to pay bills, two signatures were required. Mrs. Lee asked if that is the still the Council’s wish to have staff get permission to transfer funds to the checking account when needed. The Council stated that they would address the subject at the next meeting.

Town Attorney Erard addressed the Council on the subject of the budget resolution. She stated that at the June meeting, the Council only appropriated funds for July. This was because the State had not passed their budget. She shared that now the State has passed their budget, the Town needs to passed by resolution to appropriate the remainder of the funds.

Council Member Loving motioned to adopt the resolution. Council Member Ashby seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

Cemetery Committee Chair: Loving Member:
Town Attorney Erard distributed the changes in the Cemetery Rules and Regulations for columbariums. Ms. Erard asked the Council look over the changes and bring forth any other changes to the rules before putting it to a public hearing.

Community Development Chair: Member: Ralls
Council Member Ralls asked Town Clerk Bowrin to give any updates from the Fall Festival planning meeting. Mrs. Bowrin shared with the Council that there was a discussion regarding the hanging of the sign across Main Street. Mrs. Bowrin stated that it was conveyed to the committee that the Town would incur any cost for hanging the sign. Mrs. Bowrin stated that she listened to June’s meeting to verify that the discussion during citizen’s time about the sign. She said that there was no indication from Council that they would incur the cost. Mrs. Bowrin asked the Council if they intended to incur the cost. The Council discussed the subject. Mr. Steward stated that he spoke with Mr. Corbin about hanging the sign.
Mr. Steward stated that he informed Mr. Korpsak, who gave the information to the Fall Festival Committee, that even if the Town Staff did the leg work the Fall Festival Committee would be responsible for any cost to hanging the sign.

Public Facilities Chair: Ralls Member: Heaney
Council Member Ralls shared with the Council that he has a meeting planned with the HOA of Wankoma Village. Mr. Ralls stated that he would have a report at an upcoming meeting.

ORGANIZATIONAL ITEMS
COMMITTEE ASSIGNMENTS
Mayor Billingsley instructed to Council to give their wishes for committees to Town Clerk Bowrin. He stated he would establish the committees at the next meeting.

MEETING SCHEDULE
Mayor Billingsley asked the Council to review the tentative dates for meetings. Mr. Billingsley suggested that the three meetings that fall on federal holidays be canceled for those meetings. The federal holidays would be in October, January and February. The meetings in January and February which were normally work session would be regular meetings. Mr. Billingsley also asked for any conflicts due to vacations and if the Council would like to have only one meeting in December. The Council did not have any conflicts with vacations and decided to what until November to see if the meeting should be canceled. Mayor Billingsley asked Town Attorney Erard for any conflicts that she may have in her schedule.

With the changes for the three federal holidays, Council Member Ashby motioned to adopt the amended schedule. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

Mayor Billingsley opened the floor for nominations for Vice Mayor and Recorder.

Council Member Loving nominated Stan Heaney for Vice Mayor. Council Member Clatterbuck seconded the nomination.

Council Member Ashby motioned to close nominations for Vice Mayor. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

With an affirmative vote, the Council elected Stanley Heaney, Sr. as Vice Mayor.
Ayes: Allison, Ashby, Clatterbuck, Loving, Ralls
Nays: 0
Abstain: Heaney

Council Member Loving nominated Stanley Heaney, Sr. as Recorder. Council Member Allison seconded the nomination.

Council Member Ashby motioned to close the nominations for Recorder. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

With an affirmative vote, the Council elected Stanley Heaney, Sr. as Recorder.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

UNFINISHED BUSINESS
Council Member Loving invited Mr. Mills to the meeting to discuss the proposal he submitted for the architectural plans for a new Town Hall. Town Attorney Erard asked the Council questions regarding the building. Mr. Mills also gave some of the explanations to his proposal. A question and answer period followed on the subject between the Town Attorney, Mr. Mills and Council. The Council talked about having a building committee to work directly with Mr. Mills on the project. Council Member Ashby, Allison, and Loving volunteered to be on the new Town Hall committee ad hoc.

Council Member Heaney motioned to establish the Town Hall committee consisting of Mr. Allison, Mr. Loving and Mr. Ashby. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving
Nays: Ralls

NEW BUSINESS
Town Administrator Lee addressed the Council on the subject of the DMV contract. Town Attorney Erard stated that the contract was standard.

Council Member Ashby motioned to approve the new DMV contract. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving
Nays: 0
Abstain: Ralls

Town Attorney Erard shared with the Council that a citizen had raised a question about permissible use in the Town’s C-2 district. Ms. Erard stated that a few years ago, the Council amended the C-2 district to add a residential use. Ms. Erard continued that when this was established, the Council did not address setbacks and minimum lot size. Ms. Erard suggested that the Council putting minimum lot size, setbacks for residential use for the C-2 district.
Ms. Erard stated she could prepare a graph for all zoning consisting of allowable setbacks, lot size and other pertinent information. Ms. Erard showed the Council an example from another jurisdiction. A discussion followed. The Council asked if they could take residential use back out. Town Attorney Erard stated that residential use can be taken out. Ms. Erard stated that it would not affect those who have a residence already in this district. This would require another public hearing and Ms. Erard stated she would add it to the ad with the columbariums.

STAFF REPORTS
Town Superintendent
Town Superintendent Steward did not have anything additional to report.
Police Chief
Police Chief Proffitt did not have anything to report.
Town Administrator
Town Administrator Lee addressed to Council on the subject of inoperative vehicles in the Town. Mrs. Lee stated that she needed guidance from Council if they wanted to continue enforcing the ordinance. A short discussion followed.
Town Administrator Lee informed the Council that Mrs. Sandlin has started.
Town Clerk
Town Clerk Bowrin shared with Council that since Mr. Allison has been elected to Council, there is a vacancy on the Remington Board of Zoning Appeals. Mrs. Bowrin stated that Mr. Ryan Hart is interested in filling the vacancy. Mrs. Bowrin continued to share with Council the Judge Parker requires a motion recommending Mr. Hart to the BZA.

Council Member Ashby motioned to recommend Mr. Ryan Hart to the Remington Board of Zoning Appeals. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

Town Clerk Bowrin asked permission to get a table for the Remington Fall Festival.

Council Member Ashby motioned to pay the $25 for the spot at the Remington Fall Festival. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

BILL LISTING
Mayor Billingsley asked for questions to the Bill Listing.

Council Member Allison motioned to adopt the Bill Listing. Council Member Ashby seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

Council Member Ashby motioned to go into a closed session Pursuant to Virginia Code § 2.2-3711 (A)(1) for the discussion or consideration of the performance of the Town Administrator, Town Superintendent, Town Clerk/Treasurer, Town Laborer, Part-time Town Laborer, Part-time Water Laborers, Town DMV Clerks, Town Office Assistant, Town Police Chief and Town Police Officers. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney, Loving, Ralls
Nays: 0

When the Council came out of closed session, Mayor Billingsley stated for the record that Council Members Ralls and Loving left while still in closed session.

By the motion of Council Member Heaney and a second by Council Member Clatterbuck, the motion carried for the meeting to reconvene.
Ayes: Allison, Ashby, Clatterbuck, Heaney
Nays: 0
Absent: Loving, Ralls

MOTION: ALLISON RESOLUTION: 06-14
SECOND: ASHBY MEETING DATE: JULY 14, 2014

CERTIFICATION OF CLOSED MEETING

WHEREAS, The Remington Town Council has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of the Virginia Freedom of Information Act: and

WHERAS, Section 2.2-3712 of the Code of Virginia requires certification by this Council that such closed meeting was conducted in conformity with Virginia law.

NOW, THEREFORE BE IT RESOLVED that the Town Council certified that, to the best of each member’s knowledge, (i) only public business matters lawfully exempt from open meeting requirements by Virginia law were discussed in the closed meeting to which this certification resolution applies, and (ii) only such public business matters were identified in the motion convening this closed session were heard, discussed, or considered by the Town Council.

VOTE: 5 FOR
Ashby: Ayes
Clatterbuck: Ayes
Allison: Ayes
Heaney: Ayes
Billingsley: Ayes
Absent: Loving, Ralls

Council Member Ashby motioned to approve the expenditure of the $6062.24 in the FY 2014-15 budget for the purpose of salary increases to staff based upon each employees most recent performance evaluation. Council Member Allison seconded the motion. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney
Nays: 0
Absent: Loving, Ralls

With no further business before the Council, Council Member Ashby motioned to adjourn with a second by Council Member Clatterbuck. The motion carried.
Ayes: Allison, Ashby, Clatterbuck, Heaney
Nays: 0
Absent: Loving, Ralls

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Regular Monthly Meeting

REGULAR MONTHLY MEETING AGENDA
MONDAY, AUGUST 18, 2014, 7:00 PM
REMINGTON TOWN COUCNIL
REMINGTON VOLUNTEER FIRE & RESCUE DEPARTMENT BUILDING
TRAINING ROOM 1
200 EAST MARSHALL STREET, REMINGTON, VIRGINIA

I. CALL TO ORDER: RECOGNITION OF TOWN COUNCIL, STAFF AND GUESTS

II. PLEDGE OF ALLEGIANCE -
Presentation of the Colors by Remington American Legion Post 247

III. CITIZENS TIME

IV. COMMITTEE REPORTS

A. POLICE/PERSONNEL Chair: Ashby Member: Clatterbuck, Heaney

B. WATER Chair: Heaney Member: Loving

C. PUBLIC FACILITIES Chair: Ralls Member: Heaney

D. FINANCE COMMITTEE Chair: Clatterbuck Member: Ashby
- Monthly Report

E. COMMUNITY DEVELOPMENT Chair: Allison Member: Ralls
- Movie Night – Allison

F. CEMETERY Chair: Loving Member: Allison
- Cemetery Rules and Regulations: Authorize to Advertise

V. UNFINISHED BUSINESS
- C-2 Zoning Ordinance; Authorize to Advertise
- New Town Hall: Review of Agreement

VI. NEW BUSINESS
- Franchise Agreement

VII. STAFF REPORTS

VIII. CONSENT AGENDA
– Bill Listing
– Treasurer’s Report
– Draft Minutes: Annual Organizational Meeting: July 14, 2014, Regular Meeting: July 21, 2014

IX. CLOSED SESSION
– Pursuant to Va. Code § 2.2-3711(A)(7) for consultation with legal counsel regarding a specific legal matter requiring the provision of legal advice by counsel-enforcement of town ordinance.

X. ADJOURNMENT

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Work Session August 11, 2014

MONTHLY WORK SESSION AGENDA
REMINGTON TOWN COUNCIL
MONDAY, 11 AUGUST 2014, 7:00 P.M.
REMINGTON TOWN HALL
203 EAST MAIN STREET

I. CALL TO ORDER AND INTRODUCTION OF TOWN COUNCIL AND GUESTS

II. PLEDGE OF ALLEGIANCE

III. CITIZENS TIME

IV. COMMITTEE REPORTS

A. FINANCE – Chair: Clatterbuck Member: Ashby

B. PERSONNEL/POLICE – Chair: Ashby Member: Clatterbuck, Heaney

C. CEMETERY – Chair: Loving Member: Allison
- Columbariums – Authorization to advertise

D. WATER SYSTEM – Chair: Heaney Member: Loving

E. PUBLIC FACILITIES – Chair: Ralls Member: Heaney

F. COMMUNITY DEVELOPMENT – Chair: Allison Member: Ralls
- Movie Night

V. TOPICS FOR DISCUSSION
- New Town Hall – Loving
- C-2 Zoning: Authorization to Advertise – Lee
- Accounting Services – Lee

VI. TOWN STAFF’S REPORTS AND COMMUNICATIONS

VII. BILL LISTING

VIII. CLOSED SESSION AS NEEDED

IX. ADJOURNMENT

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June 16, 2014 Regular meeting

REGULAR MONTHLY MEETING MINUTES
REMINGTON TOWN COUNCIL
MONDAY, 16 JUNE 2014, 7:00 PM
REMINGTON VOLUNTEER FIRE AND RESCUE DEPARTMENT
200 EAST MARSHALL STREET
REMINGTON, VA 22734

Mayor Gerald A. Billingsley called the meeting to order at 7:00 p.m.

Town Council Members Present:
J. Wilson Clatterbuck
Karen C. Frazier
Stanley L. Heaney, Sr.
Van M. Loving
Chad M. Ralls

Town Council Members Absent:
Evan H. “Skeet” Ashby, III

Town Staff Present:
Town Clerk/Treasurer Kimberly A. Bowrin
Town Administrator Sharon G. Lee
Town Attorney Andrea G. Erard
Town Superintendent James E. Steward
Police Chief Charles T. Proffitt

Guests Present: Mr. Ira Russell, Mr. Joseph Korpsak, Council Member Elect Devada Allison, Mrs. Tama Allison, Jonathan Hunley – Fauquier Times Paper

Mayor Billingsley introduced each person in attendance and invited everyone to stand for the Pledge of Allegiance.

CITIZENS’ TIME
Mr. Korpsak updated the Council on the Remington Fall Festival.

COMMITTEE REPORTS
PERSONNEL/POLICE COMMITTEE: Chair – Ashby Member – Clatterbuck, Heaney
Council Member Heaney shared with the Council that at a previous meeting Town Clerk Bowrin was given the title of Office Manager. He stated that for clarification, the Council should establish a job description and responsibilities for the title. Mr. Heaney stated that the committee will come back with a job description.

WATER SYSTEM COMMITTEE: Chair – Heaney Member – Loving
Council Member Heaney addressed the Council regarding cut-offs for delinquent accounts. Mr. Heaney suggested that the minimum amount to cut off should be $20.00.

Council Member Heaney motioned that we wait until the bill is at least $20 delinquent before we shut it off. Council Member Ralls seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Town Superintendent Steward informed the Council that the connections behind Town Hall were recently serviced. Mr. Steward stated that the flower shop and Town Hall were tied in together. Mr. Steward continued to share that since the flower shop was sold, the staff cut the connection and gave the flower shop its own service line.

PUBLIC FACILITIES COMMITTEE: Chair –Ralls Member – Heaney
Council Member Ralls informed the Council that he made contact with the management company of Wankoma Village. Mr. Ralls stated that he will be attending the next HOA meeting to give a power point presentation on annexation. A discussion followed.

FINANCE COMMITTEE: Chair – Clatterbuck Member – Ashby
Council Member Clatterbuck gave the monthly report for May.
Council Member Clatterbuck asked the Council to review the CMA account balance statement from BB&T that was provided in their packets. Mr. Clatterbuck shared that the fees for having this account exceeds the interest earned on the account. Mr. Clatterbuck stated that at the finance committee meeting, the recommendation was to close the CMA account, transfer to the regular checking account and to keep a separate G/L.

Council Member Clatterbuck motioned to close the account and move the funds to the regular checking account and have a listing for it, effective immediately. Council Member Frazier seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Council Member Clatterbuck shared with the Council that a Certificate of Deposit held at BB&T was getting ready to mature on July 14. Mr. Clatterbuck stated that the best rate given at this time was from The Fauquier Bank. He shared that the rate was a 59 month at 1% compounded.

Council Member Clatterbuck motioned to transfer the CD valued at $14,778.00 from BB&T to The Fauquier Bank for the 59 month special. Council Member Ralls seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Council Member Clatterbuck shared that at the last meeting, the Council voted to accept the offer from Denise Sandlin for the Town’s accounting services. Mr. Clatterbuck shared that Mrs. Sandlin’s offer was at $500 a month including mileage but the motion was made as $500 a month plus mileage.

Council Member Clatterbuck motioned to accept it at $500 per month which includes the mileage. Council Member Heaney seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Town Attorney Erard shared with the Council that there is two steps in adopting a budget. The first is to adopt the budget, the second is to appropriate the funds. She continued to state that step one was done at the last meeting but not step two. Ms. Erard continued to state that since the State of Virginia had not yet passed their budget, her recommendation was to only appropriate the funds for July. A discussion followed.

Council Member Heaney motioned to approve the Resolution 04-14 with the change of the dollar figure from $20,000 to $40,000. Council Member Clatterbuck seconded the motion. The motion carried 5-0 by an affirmative vote.
Clatterbuck – Aye
Frazier – Aye
Heaney – Aye
Loving – Aye
Ralls – Aye
Ashby – Absent

COMMUNITY DEVELOPMENT: Chair – Frazier Member – Ralls
Council Member Frazier did not have anything to report.

CEMETERY COMMITTEE: Chair – Loving Member –Frazier
Council Member Loving addressed the subject of columbariums. Mr. Loving stated that the committee met and established some guidelines. Mr. Loving stated that the rules as far how many interments would not change. The recommendation is to either have two cremations, either in the ground or in the columbarium, or one regular burial in ground and one cremation, either in the ground or columbarium. The recommended fee would be $250.00. A discussion followed from a previous meeting that was brought up during citizens time as to dimensions and permitted burials. Town Attorney Erard verified that the structure of the rules would be a maximum of two burials of whatever combination, that there would a $250 fee for a columbarium internment and must be registered at the Town and that the headstone must allow for corner markers. The Council agreed to wait to advertise when they advertise with the water rates increase.

UNFINISHED BUSINESS
Council Member Loving shared with the Council that he received a proposal for the architectural plans for the new Town Hall. Mr. Loving suggested that he would like to put it on hold until after July 1 to see if the State budget is passed. A discussion followed on the proposal.

Town Attorney Erard addressed the Council on the subject of delinquent taxes. Ms. Erard asked the Council for support if the staff needs to go after an individual who owes the Town in delinquent taxes.
Ms. Erard also addressed the subject of the letter submitted to Council regarding taxes owed to the Town. Ms. Erard stated that taxes that are more than 5 years old cannot be collected. Ms. Erard stated that the Council does not have the authority to forgive the taxes.

Town Attorney Erard addressed an item that came up in the May meeting regarding Rappahannock Landing. Ms. Erard stated that there was a conversation about having a written agreement with Rappahannock Landing. Ms. Erard stated that after meeting with Town Superintendent Steward that she was confident that plans were signed by all parties involved is a form of an agreement.

NEW BUSINESS
The Council addressed the subject of the newly elected conference in Richmond. Mayor Billingsley asked Town Clerk Bowrin to give an explanation of the expenses. Mr. Allison and Mr. Ralls expressed interest in attending to the conference. Mrs. Bowrin stated that the cost for the conference is $175.00 per person and the hotel accommodations is $114.00 per night per person. Mrs. Bowrin stated that the conference is Thursday, July 10 – July 12. She said that both Mr. Ralls and Mr. Allison would be spending two nights at the hotel.

Council Member Heaney motioned approving Mr. Allison and Mr. Ralls the amount of $403.00 each to attend the conference. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving
Nays: 0
Abstain: Ralls
Absent: Ashby

Mayor Billingsley offered a resolution to the Council recognizing Karen C. Frazier for her services to the community. Mr. Billingsley read the resolution for Council consideration.

Council Member Heaney motioned to adopt Resolution 03-14. Council Member Clatterbuck seconded the motion. Members of the Council thanked Mrs. Frazier for her service. The motion carried.
Ayes: Clatterbuck, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

STAFF REPORTS
Police Chief
Chief Proffitt did not have anything to report.

Town Superintendent
Town Superintendent Steward did not have anything to report.

Town Administrator
Town Administrator Lee did not have anything to report.

Town Clerk/Treasurer
Town Clerk Bowrin addressed the Council on the subject of Mr. Ira Russell’s term expiring on June 30m 2014. She stated that Mr. Russell had agreed to serve another 4 year term.

Council Member Ralls motioned to re-appoint Mr. Russell to the Planning Commission. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Town Clerk Bowrin asked the Council to pay any bills that are time critical upon review of the finance committee.

Council Member Heaney motioned to pay any bills that are time critical upon review of the Finance Committee. Council Member Frazier seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

CONSENT AGENDA
Mayor Billingsley asked for any corrections to the draft minutes presented for approval. Town Clerk Bowrin stated that she had one correction to the May 19th meeting.
Mayor Billingsley asked for any questions to the Treasurer’s Report and Bill Listing.

Council Member Heaney motioned to adopt the Consent Agenda with the one change to the May 19th meeting. Council Member Clatterbuck seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

With no further business before the Council, Council Member Heaney motioned to adjourn with a second by Council Member Clatterbuck. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays; 0
Absent: Ashby

The meeting adjourned at 8:25 p.m.

Posted in Approved 2013-14 Minutes | Comments Off

June 9, 2014 Work Session Minutes

MONTHLY WORK SESSION
REMINGTON TOWN COUNCIL
MONDAY, 09 JUNE, 2014, 7:00 PM
REMINGTON TOWN HALL
203 EAST MAIN STREET, REMINGTON, VA

Mayor Gerald A. Billingsley called the meeting to order at 7:00 pm.

Town Council Members Present: J. Wilson Clatterbuck
Stanley L. Heaney, Sr.
Karen C. Frazier
Van M. Loving
Chad M. Ralls

Town Council Members Absent: Evan H. “Skeet” Ashby, III

Town Staff Present: Town Administrator Sharon G. Lee
Town Clerk/Treasurer Kimberly A. Bowrin

Guests Present: Joseph F. Korpsak, Council Member Elect Devada Allison, Tama Allison, Jonathan Hunley – representing Fauquier Times Paper

After introducing each person in attendance, Mayor Billingsley invited everyone to stand for the Pledge of Allegiance.

CITIZENS TIME
Mr. Korpsak shared with the Council regarding an article that was in his community column of the newspaper on how Remington got its name. Mr. Korpsak also addressed the Council on the subject of the proposed 2014-15 budget. Mr. Korpsak asked several about the balances of several line items in the general and water funds. Town Administrator Lee offered to address each line item. The Council agreed to have Mrs. Lee explain the budget. After a very lengthy question and answer period, Mayor Billingsley shared with Mr. Korpsak that the water committee is conducting studies on the new water treatment expenses before establishing new rates. Mr. Billingsley also explained that the water system needs to run itself. Mr. Billingsley stated that the committee is taking the rates seriously and wants to make sure that the rates are calculated correctly.
Mrs. Mary Root addressed the Council on the subject of truck traffic coming through the Town. Mrs. Root stated that trucks are using Remington as a quick way to get to Route 17. She shared that the streets are getting torn up and that the trucks are speeding. She suggested that the Town consider posting a sign for no through traffic. Mrs. Root stated that she spoke with Fauquier County transportation committee about the traffic. The representative from the committee stated that they would talk with VDOT about the traffic. Mrs. Root stated that she was going to approach the Fauquier County Board of Supervisors about adopting a resolution on the subject. There was a short discussion on the subject.

COMMITTEE REPORTS
FINANCE COMMITTEE Chair: Clatterbuck Member: Ashby
Council Member Clatterbuck brought up the accounting services for the Town. Mr. Clatterbuck stated that the committee had a meeting earlier in the day and turned the subject over to Town Administrator Lee. Mrs. Lee stated that 4 years ago, the Council decided to go with VML/VACO for the Town’s accounting services because they felt there would be some continuity and not be caught in a place with no accountants when the Town experienced the passing of Roz Kelley. Mrs. Lee stated in the 4 years, the Town had been through 4 different accountants with VML/VACO. Mrs. Lee stated that the manager of VML/VACO was presenting a new contract with the Town. There was a discussion about the contract. Mrs. Lee also shared that the first person employed by VML/VACO that did the books for the Town is no longer employed with the company and has also submitted a proposal to do the Town’s monthly reports. Mrs. Lee stated that this person was the person who brought on the accounts payable and payroll to the Town. Mrs. Lee shared with the Council the proposals submitted.
Council Member Clatterbuck shared with the Council the recommendation was to bring on Denise Sandlin, which was discussed earlier at the committee meeting.

Council Member Clatterbuck motioned to go with Denise Sandlin, starting July 1, 2014, with her proposal of $500 per month plus mileage. Council Member Heaney seconded the motion. There was a short discussion on the fees. With no further discussion, the motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Council Member Clattterbuck addressed the subject of the 2014-15 budget. Mr. Clatterbuck stated that the budget has been advertised and just had a good discussion on it earlier.

Council Member Clatterbuck motioned to adopt the 2014-15 budget. Council Member Heaney seconded the motion. There was a short discussion on if the State does not pass their budget and a contingency plan. With no further discussion, the motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Ralls
Nays: 0
Abstain: Loving
Absent: Ashby

Council Member Clatterbuck addressed the subject of the VRS employer contribution rate. Town Administrator Lee gave a brief history and explanation of the new rate.

Council Member Clatterbuck motioned to adopt the Employer Contribution Rates for Countys, Cities and Towns, School Divisions and other Political Divisions with the certified rate of 9.13%. Council Member Frazier seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

POLICE/PERSONNEL Chair: Ashby Member: Clatterbuck, Heaney
Council Member Heaney asked for police coverage tomorrow evening since it was the last day of school. Mr. Heaney stated that it is to set a precedent. Town Clerk Bowrin stated she would contact the chief.

CEMETERY COMMITTEE Chair: Loving Member: Frazier
Council Member Loving addressed the subject of the columbariums. Mr. Loving stated that he and Council Member Frazier met about establishing guidelines. Mr. Loving stated that the columbarium can only be the same dimensions of the headstone permitted currently in the cemetery.
Town Administrator Lee recited the cemetery rules and regulations regarding burials. A discussion followed. Council Member Loving stated that the committee will have a recommendation ready for the next meeting.

WATER COMMITTEE Chair: Heaney Member: Loving
Council Member Loving shared with the Council that the staff had to separate the service meters since the flower shop since the building had been sold.

PUBLIC FACILITIES Chair: Ralls Member: Heaney
Council Member Ralls did not have anything to report for his committee.

COMMUNITY DEVELOPMENT Chair: Frazier Member: Ralls
Council Member Frazier did not have anything to report for his committee.

TOPICS FOR DISCUSSION
Council Member Loving stated that he will have the updated proposal from the architect for a new Town Hall at the next meeting.

Council Member Ralls stated that he has been in contact with the State delegate and the State senate about putting a plan together to submit for sidewalks and roads. Council Member Ralls stated that the topic of the state budget came up. Mr. Ralls distributed a sample resolution for consideration for the Council to adopt to encourage the governor pass the budget. A discussion followed.

Council Member Ralls motioned to pass Resolution 01-2014 urginig the Governor of Virginia and the Virginia General Assembly to timely pass a budget with striking the paragraph regarding the subject of Medicaid expansion. Council Member Heaney seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

Council Member Ralls shared with the Council that he contacted the management company of Wankoma Village wishing to attend the next HOA meeting to discuss expansion and the future of Rappahannock Landing subdivision.

Town Administrator Lee shared with the Council emails sent regarding the Flood Management Plan. Mrs. Lee stated that the ordinance was reviewed by DCR, who was helping with getting the plan together. Mrs. Lee stated that a few adjustments were made and asked that the Council adopt the plan by ordinance.

Council Member Loving motioned to adopt Ordinance 02-14: Flood Management Plan. Council Member Ralls seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

STAFF REPORTS
Town Administrator
Town Administrator shared with the Council an ad that the Town of Warrenton puts in the paper regarding taxes stating that taxes have been mailed. Mrs. Lee stated that she thought this was a good idea and asked permission for the staff to do the same. There was a discussion on the subject as to whether it would benefit the Town to publish in the paper.

Council Member Frazier motioned to implement an annual ad in the newspaper comprising of notice that tax bills have been mailed for the fiscal year. Council Member Ralls seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Loving, Ralls
Nays: 0
Abstain: Heaney
Absent: Ashby

Town Administrator Lee shared with the Council that the staff have started the inoperative vehicle procedures established by ordinance. Mrs. Lee stated that there have been responses to some of the letters sent out. Mrs. Lee also informed the Council that there were copies of the code enforcement notice in each packet for Council’s use.

Town Clerk
Town Clerk Bowrin reminded the Council that the Fauquier County Clerk’s office will be at the next meeting to swear in the Council for the 2014-16 term.

BILL LISTING
Mayor Billingsley asked for any questions to the Bill Listing. The Council asked for clarification on some of the bills presented.

Council Member Frazier motioned to adopt the Bill Listing. Council Member Loving seconded the motion. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

With no further business before the Council, Council Member Frazier motioned to adjourn with a second by Council Member Clatterbuck. The motion carried.
Ayes: Clatterbuck, Frazier, Heaney, Loving, Ralls
Nays: 0
Absent: Ashby

The meeting adjourned at 8:58 p.m.

Posted in Approved 2013-14 Minutes | Comments Off

Regular Monthly Meeting Agenda – July 21, 2014

REGULAR MONTHLY MEETING AGENDA

 MONDAY, JULY 21, 2014, 7:00 PM

REMINGTON TOWN COUCNIL

REMINGTON VOLUNTEER FIRE & RESCUE DEPARTMENT BUILDING

TRAINING ROOM 1

200 EAST MARSHALL STREET, REMINGTON, VIRGINIA

 

I.          CALL TO ORDER:  RECOGNITION OF TOWN COUNCIL, STAFF AND GUESTS

II.        PLEDGE OF ALLEGIANCE

III.       CITIZENS TIME                            

IV.          COMMITTEE REPORTS

                A.  POLICE/PERSONNEL          Chair: Ashby         Member:Clatterbuck,Heaney               

                B.   WATER                                    Chair: Heaney                  Member: Loving      

                C.  PUBLIC FACILITIES          Chair: Ralls                         Member: Heaney                            

                D.  FINANCE COMMITTEE     Chair: Clatterbuck              Member: Ashby

                         – Cemetery Management Account: control of funds to transfer to checking                        

                 E.  COMMUNITY DEVELOPMENT   Chair:                      Member: Ralls                    

                 F.  CEMETERY                           Chair: Loving                     Member: 

  V.         UNFINISHED BUSINESS                            

VI.        NEW BUSINESS            

               – Committee Assignments                

VII.      STAFF REPORTS

VIII.                CONSENT AGENDA

                  - Bill Listing

                   – Treasurer’s Report

                   – Draft Minutes: Work Session – June 9, 2014, Regular Meeting – June 16, 2014

 IX.       CLOSED SESSION – AS NEEDED

 X.         ADJOURNMENT              

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Annual Organizational Meeting Agenda – July 14, 2014

ANNUAL ORGANIZATIONAL MEETING AGENDA

MONDAY, 14 JULY, 2014, 7:00 PM

REMINGTON TOWN COUNCIL

203 EAST MAIN STREET

I.          CALL TO ORDER, RECOGNITION OF TOWN COUNCIL AND GUESTS

II.        PLEDGE OF ALLEGIANCE

III.       CITIZENS’ TIME

IV.       COMMITTEE REPORTS

 A.   WATER  Chair: Heaney                          Member: Loving

          B.    POLICE/PERSONNEL            Chair: Ashby        Member: Clatterbuck, Heaney

           C.    FINANCE   Chair: Clatterbuck                            Member: Ashb

                                – Cemetery Trust Distribution

                                – Budget Resolution: Appropriation of Funds

            D.     CEMETERY     Chair: Loving                Member:

            E.    COMMUNITY DEVELOPMENT     Chair:            Member: Ralls

             F.    PUBLIC FACILITIES Chair: Ralls                       Member: Heaney

 V.          ORGANIZATIONAL ITEMS

                                   A.  MONTHLY MEETING SCHEDULE

                                   B.   ELECTION OF VICE MAYOR, RECORDER

                                   C.   COMMITTEE ASSIGNMENTS

 VI.         UNFINISHED BUSINESS

                    - New Town Hall

 VII.        NEW BUSINESS

                   - DMV Contract

 VIII.     STAFF REPORTS 
 IX.       BILL LISTING

 X.        CLOSED SESSION – AS NEEDED

 XI.       ADJOURNMENT             

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