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             

Posted in Meeting Agendas | Comments Off

Annual Organizational Meeting is July 14, 2014

The Town Council will hold its Annual Organizational Meeting on Monday, July 14, 2014 7 pm at Town Hall. They will set the meeting schedule at this meeting in addition to electing a Vice Mayor and Recorder. The meeting agenda will be available on Friday, July 11

Posted in Town News | Comments Off

Holiday trash pick up

Town of Remington will be closed on Friday, July 4 for Independence Day. There will not be trash pick up on Friday. Trash Pick up will be on Monday, July 7, 2014. Have a safe and Happy 4th.

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Joint Public Hearing/Regular Monthly Meeting – May 19,2014

JOINT PUBLIC HEARING AND

 REGULAR MONTHLY MEETING MINUTES

MONDAY, 19 MAY 2014, 7:00 PM

REMINGTON VOLUNTEER FIRE AND RESCUE BUILDING

TRAINING ROOM 1

200 EAST MARSHALL STREET

 

Mayor Gerald A. Billingsley called the Joint Public Hearing and Regular Monthly Meeting to order.

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

                                                                      J. Wilson Clatterbuck                                     

Stanley L. Heaney, Sr.

Karen C. Frazier

Chad M. Ralls

Town Council Member Absent:   Van M. Loving                                                           

Planning Commission Members:               Gerald Billingsley, Chairperson        

Helen Jones

Ira Russell, Sr.

Planning Commission Members Absent:  Virginia Hendrix

Larry Webster

Town Staff Present:            Town Administrator Sharon G. Lee

Town Clerk/Treasurer Kimberly A. Bowrin

Town Superintendent James E. Steward

Town Attorney/Zoning Administrator Andrea E. Erard

Police Chief Charles T. Proffitt

Guest(s) Present: Sherri Sealock, Shirley Sealock, Council Member Elect Devada Allison, Doug Shonk, Joseph Korpsak, Ron LeDrew – representing the Remington Volunteer Fire Department, Raymond Heflin, John Meadows

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

PUBLIC HEARING 

Mayor Billingsley announced that there were several public hearings on the evening’s agenda. The first topic was a joint public hearing regarding Ordinance 02-14: changing a section of the zoning ordinance from signs on bulletin boards to bulletin board signs.

Mayor Billingsley opened the floor for comments from the audience.

With no comments from the audience, Mayor Billingsley closed the Joint Public Hearing. Mr. Billingsley opened the Planning Commission meeting.

PLANNING COMMISSION MEETING

Commission Chairperson Billingsley asked for any additions or corrections to the draft minutes presented by Clerk Bowrin.

Commission Member Russell motioned to approve the minutes as presented. Commission Member Jones seconded the motion. The motion carried.

Ayes: Billingsley, Jones, Russell

Nays: 0

Absent: Hendrix, Webster

Chairperson Billingsley asked the Commission for any questions to Ordinance 02-14.

Commission Member Russell motioned to recommend the adoption the part of Ordinance 02-14; the wording about bulletin boards. Commission Member Jones seconded the motion. The motion carried.

Ayes: Billingsley, Jones, Russell

Nays: 0

Absent: Hendrix, Webster

 With no further business before the Commission, Commission Member Russell motioned to adjourn with a second by Commission Member Jones. The motion carried.

Ayes: Billingsley, Jones, Russell

Nays: 0
Absent: Hendrix, Webster

 PUBLIC HEARING II

Mayor Billingsley announced the second public hearing of the evening. The topic of the second public hearing was amendments to the Town Code involving Cemetery Rules and Regulations to permit columbarium’s in the Remington Cemetery and to adopt the flood plain portion of the Zoning ordinance. Town Attorney Erard defined a columbarium as a monument that allows one to securely enclose the ashes from a cremation.

Mayor Billingsley opened the floor for comments on the subject of columbarium’s.

Mr. Raymond Heflin asked about the permitted size. Town Superintendent Steward stated that it would need to remain within the perimeters of the lot size width. There was a discussion on depth and height of the monument. Town Administrator Lee stated there are different sizes of columbarium’s.  Mrs. Lee also shared that the Council would need to determine the maximum amount of burials within a site, including in ground burials and those interned in a columbarium. Discussion followed on the permitted size. The Council deferred any further discussion or decision on this subject until the next meeting when the Cemetery committee can meet and come back with a recommendation. Town Attorney Erard stated that if Council changes any fees, the subject would need to be re-advertised.

Mr. Doug Shonk addressed the Council on the subject of the flood plain ordinance being considered for adoption. Mr. Shonk stated that he feels the ordinance will effect every owner on East Main Street and South James Madison Highway. Mr. Shonk asked that the Council consider contacting each landowner and informing them of the changes which could effect them directly.

Town Administrator Lee stated that every 5 years FEMA requires that the Town update their flood plain management ordinance. Mrs. Lee continued to state that the ordinance before the Council came from a model straight from FEMA. Mrs. Lee stated that she took out everything she could in still get approval from FEMA. Mrs. Lee stated that the draft ordinance needs to be submitted by May 30 or it could affect those by not being able to get flood insurance on their properties. Mrs. Lee stated that she has been working with DCR, which helps get localities get the plan into an acceptable format for FEMA to accept.

With no further comment on either subject, Mayor Billingsley closed the second public hearing.

PUBLIC HEARING III

Mayor Billingsley announced that the subject for the third public hearing was the proposed 2014-15 budget. Mr. Billingsley opened the floor for public comment.

Mr. Joseph Korpsak asked if there would be a short presentation regarding the budget by staff. Mr. Billingsley asked Town Administrator Lee to give a short summary of the budget. Mrs. Lee gave a short summary about the budget was balanced and gave a brief description on each fund.

Mr. Raymond Heflin also addressed the Council on the budget. Mr. Heflin asked about if the water rates would increase. In addition, Mr. Korpsak asked about the water rates. Town Administrator Lee stated that a projected revenue for water is in the budget. A series questions were regarding the water rates. Council Member Heaney stated that the committee is conducting a water rate study to establish the rates.

After a lengthy discussion on the budget, Mayor Billingsley closed the public hearing on the budget.

REGUALAR MEETING

Mayor Billingsley opened the Regular Meeting for the Council and asked the Council for the consideration of the Ordinances in each of the public hearing.

Mayor Billingsley asked for the consideration from Council on the amendment of the Zoning Ordinance Article 16 changing the text from “Signs on Bulletin Boards” to “Bulletin Board Signs”. Mr. Billingsley stated the Planning Commission recommended the change in the text.

Council Member Ashby motioned to change the text to Bulletin Board Signs. Council Member Frazier seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Frazier, Heaney, Ralls

Nays: 0

Absent: Loving

Mayor Billingsley asked if the Council wished to take action to permit columbariums in the Remington Cemetery.

Council Member Ralls motioned to defer the subject back to the Cemetery committee. Council Member Heaney seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Frazier, Heaney, Ralls

Nays: 0

Absent: Loving

Mayor Billingsley asked if the Council wished to take action on the subject of the flood plain ordinance that was presented in the public hearing.

Council Member Ashby motioned to submit our plan for the flood plain changes to DCR and on to FEMA as we currently have and wait to accept that as the ordinance until it has been approved from DCR and FEMA. Council Member Ralls seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Ralls

Nays: 0

Abstain: Heaney, Frazier

Absent: Loving

CITIZENS TIME

Mr. Raymond Heflin requested to meet with the cemetery committee on the subject of the columbariums.

Mr. Heflin also asked the Council if there is written agreement with the owner of Rappahannock Landing regarding development and infrastructure to the water system. Town Superintendent Steward stated that besides the plans, no written agreement has been drafted. Town Attorney Erard offered to draft an agreement with the plans that Mr. Steward explained. A short discussion followed regarding the plans. Mayor Billingsley asked Ms. Erard to proceed with a written agreement.

Mr. Devada Allison addressed the Council on the subject of organizing a Warrior Dash in the Town. Mr. Allison stated that he researched how the race works. Mr. Allison stated that he found that no proceeds would go to the Town and stated that even though he feels a race is a good idea, he felt the Town should organize their own race which could benefit the Town such as a 5 or 10K.

Mr. Korpsak complimented the staff on the recent Spring Clean up and the success of the Community Yard Sale. Mr. Korpsak stated that he wished the Council would consider permitting the continuation of the Flea Market at the corner of Main and James Madison Street owned by Mr. Shonk.

Mr. Allison readdressed the Council to compliment Chief Proffitt on his swift action to assist a citizen in a medical emergency.

COMMITTEE REPORTS

WATER COMMITTEE               Chair – Heaney                       Member – Loving

Council Member Heaney asked Town Superintendent Steward to give the update on the water system. Mr. Steward informed the Council that the annual cleaning was performed on the Fifth Street tank.

Mr. Steward shared that warranty work was being performed on Well #1.

At this time, Council Member Ralls left the meeting.

FINANCE COMMITTEE             Chair – Clatterbuck               Member – Ashby

Council Member Clatterbuck gave the monthly financial report for April. Mr. Clatterbuck stated that the revenues have exceeded the expenses.

COMMUNITY DEVELOPMENT           Chair: Frazier              Member: Ralls

Council Member Frazier shared information on the Remington Fall Festival planning meeting that has been organized.

Mr. LeDrew from the fire department shared with Council that there will be a dinner following the fall festival sponsored by the fire department.

CEMETERY COMMITTEE                    Chair – Loving                        Member – Frazier

Council Member Frazier stated that she will contact Council Member Loving to set up the committee meeting to discuss the subject of the columbariums and bring back to Council a recommendation.

Town Superintendent Steward shared that he received a complaint about the mowing schedule. Mr. Steward stated that the mowing schedule is every 7-10 days. Mr. Steward stated that the complaint was that they felt the cemetery should be mowed weekly. Mr. Steward asked for direction from Council on the mowing schedule. A discussion followed. Mayor Billingsley asked for the committee to come back with a recommendation.

PUBLIC FACILITIES                  Chair – Ralls                           Member – Heaney

Council Member Heaney did not have anything to report.

PERSONNEL/POLICE COMMITTEE               Chair- Ashby     Member – Clatterbuck, Heaney

Council Member Ashby gave the Council the update on the new hire for the DMV/Office Assistance.

UNFINISHED BUSINESS

There was no Unfinished Business before the Council at this meeting.

NEW BUSINESS

Town Administrator Lee addressed the Council on the subject of the VRS employer contribution. Mrs. Lee stated 2011-12, VRS established a employer contribution rate for retirement. Mrs. Lee shared information on the rate structure and informed the Council that a decision needs to be made by July 1 which option offered the Town would like to take. The Council asked Town Administrator Lee to bring the subject up with following documentation at the next meeting.

STAFF REPORTS

Town Administrator

Town Administrator Lee stated that the property that was sold was scheduled to go to closing the previous week but because the titling company searched the wrong property. Mrs. Lee stated that the closing was scheduled for the next day.

Town Clerk

Town Clerk Bowrin did not have anything to report.

Town Superintendent

Town Superintendent Steward shared with the Council that the tractor had an emergency tire service. Mr. Steward stated that he purchased a new tire at the time of the emergency but now needs approval to replace the other tire on the tractor. He stated the cost per tire is  $419.91.

Council Member Ashby motioned to approve the purchase of the second tire. Council Member Clatterbuck seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Frazier, Heaney

Nays: 0

Absent: Loving, Ralls

Police Chief

Police Chief Proffitt shared the ODC gave a donation of $1000.00 to the department.

The Council returned to the New Business of the meeting to discuss a letter from citizen regarding delinquent personal property taxes. Town Administrator Lee gave the Council a brief explanation of the letter. Town Attorney Erard stated that she was not sure if the Town has the authority to grant the relief and offered to look at it before responding to the request.

CONSENT AGENDA

Mayor Billingsley asked for any additions or corrections to the draft minutes. Clerk Bowrin offered a change to the draft minutes on April 28 on correcting the structure of the sentence.

Mayor Billingsley asked for questions to the Treasurer’s Report or Bill Listing. Clerk Bowrin presented an additional bill at the evening’s meeting for consideration.

Council Member Ashby motioned to adopt the Consent Agenda with the corrections to the minutes proposed by Mrs. Bowrin. Council Member Clatterbuck seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Frazier, Heaney

Nays: 0

Absent: Loving, Ralls

Council Member Heaney asked about the letter from Fauquier County regarding the landfill fees. Mr. Heaney asked for clarification to the letter. Town Superintendent Steward stated that the Town will have to pay for any household trash over the granted limit and charging for anything other than household trash. The staff offered to show the monthly statement to the Council at the next meeting to show what is left on the account for this fiscal year.

With no further business before the Council, Council Member Ashby motioned to adjourn with a second by Council Member Clatterbuck. The motion carried.

Ayes: Ashby, Clatterbuck, Frazier, Heaney

Nays: 0

Absent: Loving, Ralls

 

The meeting adjourned at 9:10 p.m.

 

Posted in Approved 2013-14 Minutes | Comments Off

May 12, 2014 Work Session

 MONTHLY WORK SESSION

REMINGTON TOWN COUNCIL

MONDAY, 12 MAY, 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:    Evan H. “Skeet” Ashby, III

                                                                      J. Wilson Clatterbuck

                                                                      Stanley L. Heaney, Sr.

                                                                      Van M. Loving

                                                                      Chad M. Ralls

                                                           

Town Council Members Absent:    Karen C. Frazier

           

Town Staff Present:                         Town Administrator Sharon G. Lee

                                                                 Town Clerk/Treasurer Kimberly A. Bowrin

                                                                       

                                               

Guests Present: Devada Allison, Tama Allison, Joseph Korpsak, Jonathan Hunley – Fauquier Times paper

 

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

 

CITIZENS TIME

Mr. Korpsak updated the Council on the Fall Festival committee planning meeting.

 

COMMITTEE REPORTS

POLICE/PERSONNEL          Chair: Ashby               Member: Clatterbuck, Heaney

Council Member Ashby shared with the Council of the resignation of Darlene Rose. Mr. Ashby stated that the resignation was since the last meeting and that the Council would need to ratify a motion to advertise the position in the paper.

 

Council Member Ashby ratified the motion to advertise for the dmv position. Council Member Loving seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

 

Council Member Ashby ratified the motion to accept the resignation of Darlene Rose. Council Member Loving seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

 

Council Member Ashby also informed the Council that the Town received 12 applicants and that they conducted 10 interviews. Mr. Ashby stated that the Personnel committee met and made an offer of employment.

Council Member Ashby ratified the motion to offer employment to the most qualified person to start in the DMV/Office Assistant position at the starting salary of $10.00 an hour. Council Member Clatterbuck seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

Council Member Ashby stated that Nancy Stanley would be starting the next morning.

 

FINANCE COMMITTEE     Chair: Clatterbuck       Member: Ashby

Town Administrator Lee gave a quick update on the proposed budget.

CEMETERY COMMITTEE   Chair: Loving                        Member: Frazier

Council Member Loving informed the Council of an upcoming burial.

WATER COMMITTEE         Chair: Heaney             Member: Loving

Council Member Loving shared with the Council that the tank was drained, cleaned, a new door installed and a new valve at the bottom was installed. Mr. Loving shared that there was very little sediment in the tank.

PUBLIC FACILITIES            Chair: Ralls                 Member: Heaney

Council Member Ralls shared with the Council information on electronic storage companies for Town files. Mr. Ralls stated that he would have more information on the companies and there services at an upcoming meeting.

COMMUNITY DEVELOPMENT     Chair: Frazier    Member: Ralls

Council Member Ralls shared with the Council on the Fall Festival planning. Mr. Ralls recommended that the Council consider donating seed money to help with the starting expenses of the festival. The Council questioned if the fall festival would be a non profit and if the Town could donate. Town Administrator Lee placed a phone call to the Town Attorney to check if the Town could make a donation.

Council Member Heaney motioned to donate $300 to the Remington Fall Festival on contingent of approval from legal counsel. Council Member Ashby seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

Council Member Ralls shared with the Council some information on the Warrior Dash event that he has been working on. He stated that it attracts the age group is between 25-33 and could attract up to 10,000 people. Mr. Ralls continued to share a decision would be made this fall if the Town would be a locality that the company that does the event would be interested. Mr. Ralls also shared information on a 5k color run. A discussion followed.

TOPICS FOR DISCUSSION

Council Member Heaney addressed the Council on the subject of employees accumulating compensation time. Mr. Heaney recommended that the Council look into putting a cap on comp time for employees eligible for comp time.

Mr. Heaney suggested that employees use the comp time as they accrue it with the quarter instead of accumulating it year after year. A short discussion followed. The Police/Personnel committee will bring a recommendation to Council.

In addition, Mrs. Lee stated that the Council would need to establish a policy for new full time employees that would be effected with the VRS hybrid retirement plan. The Council asked the staff to contact Fauquier County on the policies for guidelines on the Town’s policies.

 STAFF REPORTS

Town Administrator

Town Administrator Lee stated that she contacted the Fauquier Sheriff’s department on some items that were presented at the budget special meeting. She stated that the discussion was on the Town’s police department being able to piggy back onto some of the County Sheriff’s expenses, such as software support for the in car computers. Mrs. Lee stated that the Town would not be able to piggy back on with the County.

Town Administrator Lee also informed the Council that she had submitted the draft for the flood plain ordinance. Mrs. Lee shared that this item is scheduled to go to a public hearing at the next meeting.

Town Administrator Lee addressed the Council on a suggestion from a citizen about putting a short report in the monthly water bill about any updates to keep the citizens informed. Mrs. Lee asked for Council direction on the subject. The Council discussed the subject. The Council suggested that the staff notify the citizens through the water bill about Town News on the website.

Council Member Heaney also suggested that the Council look into the office staffing by having the Town Clerk come in later and stay later for the purpose of transcribing minutes. Mayor Billingsley asked the staff to look at office scheduling.

Town Clerk

Town Clerk Bowrin did not have anything to report.

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 Ashby motioned to approve the Bill Listing. Council Member Heaney seconded the motion. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

With no further business before the Council, Council Member Ashby motioned to adjourn with a second by Council Member Heaney. The motion carried.

Ayes: Ashby, Clatterbuck, Heaney, Loving, Ralls

Nays: 0

Absent: Frazier

 The meeting adjourned at 8:07 p.m.

 

Posted in Approved 2013-14 Minutes | Comments Off

June 16 Regular Monthly meeting quick notes

Last night the  Council voted by resolution to appropriate the funds of $40,000 from the General Fund and $313,051 from the Water fund for the month of July 2014 from the approved 2014-15 budget . The  Council deemed this appropriation necessary since the State budget had not yet been passed. The meeting started off with Sheryl Wolfe from Fauquier County Clerks office swearing in the Mayor and Council for the 2 year term beginning July 1. In the committee reports of the meeting, under Water, the Council voted to increase the minimum past due amount of $20 before disconnection. The Town has a new accountant effective July 1. Denise Sandlin was the accountant a few years back when she was working for VML/VACO. Denise has since left VML/VACO and now is back with the Town. She will be doing our monthly reports. There was a brief discussion on permitting columbariums in the Remington Cemetery. Since this requires a public hearing, the Council decided to wait until the Water committee determines the water rates to advertise both subjects for a public hearing. Council Member Ralls will be attending the next Wankoma HOA meeting to discuss the possibility of annexation. At the end of the meeting, Mayor Billingsley presented a resolution of service to Council Member Karen Frazier, whose term expires on June 30th. The Council thanked Karen for her service to the Town.  You will be missed Mrs. Frazier. For more information regarding the meeting, call Town Clerk Kim Bowrin at (540) 439-3220.

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Agenda Regular Monthly Meeting for June 16, 2014

     REGULAR MONTHLY MEETING AGENDA

   MONDAY, JUNE 16, 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  

                             – Cut offs on Delinquent accounts

                           

                C.  PUBLIC FACILITIES          Chair: Ralls                          Member: Heaney

                                          

                D.  FINANCE COMMITTEE     Chair: Clatterbuck               Member: Ashby   

                             – Monthly Report

                             – CD Renewal

                             – Amended Motion for accounting services

                            

                 E.  COMMUNITY DEVELOPMENT   Chair: Frazier          Member: Ralls

                            

     F.  CEMETERY                           Chair: Loving                     Member: Frazier

                – Columbariums

               

               

  V.         UNFINISHED BUSINESS

                             – New Town Hall – Loving

                             – Delinquent Tax collections – Erard/Bowrin

                             – Agreement with Rappahannock Landing

                            

                                          

VI.        NEW BUSINESS

                        – Newly Elected Conference

                        – Resolution for Service – Billingsley

                 

VII.      STAFF REPORTS

                    A. Police Chief

                         B  Town Administrator

                         C. Town Superintendent      

                         D. Town Clerk/Treasurer

 

VIII.                CONSENT AGENDA

                  - Bill Listing

                   – Treasurer’s Report

                   – Draft Minutes: Work Session – May 12, Joint Public Hearing/Regular Monthly Meeting – May 19

 

X.         CLOSED SESSION – AS NEEDED

 

XI.       ADJOURNMENT              

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