1/5/10 Town Council Agenda

8/9/2019 1/5/10 Town Council Agenda

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AGENDAASHLAND TOWN COUNCILJanuary 5, 2010 7:00 p.m.

OPENING

InvocationPledge of AllegianceAdoption of AgendaAnnouncement of Council Business

PRESENTATION

1. Resolution: VCU Students recognition (Ms. Amos)..Page 12. 2009 Audit Presentation*(Mr. Paul Lee)

CITIZEN INPUT

ACTION AGENDA

1. Resolution Lane Mile Additions (Mr. Davis) Page 22. Resolution to accept right-of-way and various easements associated with

Smith Street relocation (Ms. Amos).. Page 53. Invoices*4. Planning Commission Appointment*

NEW BUSINESS

Mayors Report

Council Members ReportsCommittee ReportsAppointments

EDA (2)BZA (1)

FOR YOUR INFORMATION

MANAGEMENT REPORTS

Town Manager .Page 11Police Department* (available at January 19 meeting)Public Works ..Page 12Planning and Community Development..Page 17Treasurer..Page 19

ADJOURNMENT

*No attached material


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SCHEDULE OF MEETINGS

All meetings are at Town Hall unless otherwise indicated

January 2010

Town Council Jan 5, 7:00 pm

Planning Commission Jan 13, 7:00 pm

Town Council Jan 19, 7:00 pm

Ashland Main Street Assoc. Jan 27, 5:30 pm

EDA Jan 28, 6:30 pm


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city or town met the criteria for pavement width and right-of-way of the then-current

edition of the subdivision street requirements manual for secondary roads of the

Department of Transportation (24 VAC 30-90-10 et seq.); (h) is a street previously

eligible to receive street payments that is located in a city having a population of at least

200,000 but no more than 250,000 and is closed to public travel, pursuant to legislation

enacted by the governing body of the city in which it is located, for public safety

reasons, within the boundaries of a publicly funded housing development owned and

operated by the local housing authority; or (i) is a local street, otherwise eligible,

containing one or more physical protuberances placed within the right-of-way for the

purpose of controlling the speed of traffic; and

WHEREAS, the streets shown on the attached Form U-1 meet the above

mentioned requirements;

NOW, THEREFORE, BE IT RESOLVED that the Ashland Town Council requests

the addition of street mileage to the State system per the attached U-1 form for

maintenance payments as of July 1, 2010.

_______________________________________

Faye O. Prichard, Mayor

ATTEST:

______________________________________

Lois A. Smith, Clerk

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RESOLUTION

WHEREAS Randolph-Macon College wishes to dedicate right-of-way and

various easements to the Town of Ashland; and

WHEREAS Catherine E. Bowen wishes to dedicate an easement to the

Town of Ashland; and

WHEREAS the Town of Ashland wishes to acknowledge acceptance of the

right-of-way and various easements associated with the relocation of Smith Street.

NOW THEREFORE BE IT RESOLVED that the Ashland Town Council

hereby accepts the rights-of-way and easements shown on a plat entitled Plat

Showing Various Parcels of Land for Right-of-Way Dedication and Various

Easements Across the Property of Randolph-Macon College by Timmons Group,

dated December 21, 2009. Said right-of-way and easements are further identified

as:

(1)Right-of-Way totaling 1.392 acres identified as Parcels A, B, C, D, and E

(2)Sight Distance Easements identified as Easements 6 and 9

(3)Pedestrian Access Easements identified as Easements 2, 7, 8, and 11

(4)Drainage Easements identified as Easements 1, 3, 4, and 5

BE IT FURTHER RESOLVED that the Ashland Town Council hereby

accepts a Sight Distance Easement shown on a plat entitled Plat Showing a

Variable Width Right-of-Way Easement Across the Property of Catherine E.Bowen, by Timmons Group, dated October 29, 2009.

BE IT FURTHER RESOLVED that the Town Manager is authorized to execute

the necessary agreements on behalf of the Ashland Town Council.

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Town Managers Report

January 2010

Projects/Updates:

Staff

is

continuing

to

work

on

a

new

application

for

transit

funding

through

the

Virginia

DepartmentofRailandPublicTransportation.

TownStaffisworkingwiththeAshlandMainStreetAssociationonavarietyofprojects. TownStaffisworkingwiththeEconomicDevelopmentAuthorityandotherorganizationsonthe

EconomicDevelopmentStrategy. StaffhasreviewedtheGovernorsfinancialpredictionsfortheupcomingbudgetyearandis

preparingfortheGeneralAssemblysession.

TheTownStaff continuestoworkwithHanoverCountyandotherRichmondRegionlocalgovernmentsonpreparationsfortheCivilWarSesquicentennialfrom20112015.

TheStrawberryFaireCommitteeisstillseekingnewvolunteersfor2010sothatthosewhohaveserved

loyally

for

the

last

28

years

can

retire.

TownStaffiscontinuingtoworkwithRichmondareaofficialsonthedevelopmentofhigherspeedrailbetweenDCandRichmond.

StaffhassubmittedallinformationneededonseveralfinancetopicstohelpbringtheTownintocompliancewithGASB45requirementsfromtheIRS. AswithothersmallerlocalitiesinVirginia,

wehaveuntilJuly2010totakecareoftheseitems. Wewillhavesomerecommendations

movingforwardbyearly2010.

REMINDERS:

January18

Martin

Luther

King,

Jr.

Day

Town

Offices

Closed

CWH

12/31/09

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DEPARTMENT OF PUBLIC WORKS

MANAGEMENT REPORT

December 2009

PERSONNEL

The Public Works department has 25 authorized positions. Two equipment operator positionsbecame vacant in March 2009, and will be left vacant through FY10. One other Street Crew

position is vacant effective July 1, 2009, resulting in three vacancies total. Two positions arefrozen for FY10; recruitment for one vacancy may commence later this year.

FIELD OPERATIONS

Street Crew

This month the Street Crew was involved with the following activities:

-leaf collection was the primary activity again this month (1025 hours).

-brush collection, (42 loads).

-traffic signal calls (0).-street sweeping (8 hours)

-drainage maintenance cleaning inlets to accommodate the high volume of rainfall this

month (120 hours)

-repair and maintenance of street signs, painting curbs & trimming for sight distance (8

hours).

-snow and ice removal (525 hours)

Buildings and Grounds Crew

The Buildings and Grounds crew focused on seasonal maintenance activities at all Townproperty, including the parks and Town buildings. Crew activities also included the following:Clean up, painting and miscellaneous repairs at old fire station; install phone and computercable from Town Hall to old fire station; misc. work around Town Hall, including installation ofnew hot water heater; helped with snow removal. Hourly summary of activities was as follows:

Month (hours)-Cutting grass: 0-Landscaping Maintenance: 4-Building maintenance, cleaning: 198-Park Maintenance: 0

-Trash clean up: 18

Vehicle Maintenance

As part of their normal activities, the crew performed the following maintenance activities.

-Preventative Maintenance Orders: Month: 16-Repair Orders: Month: 19

In addition, prepared snow equipment for winter use and helped with snow removal efforts.

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Administration/Engineering

In addition to the projects that involve the field crews and the numerous ongoing daily activities,the department was involved with the following projects this month:

-Departmental activity summary:Month

Citizen inquiries: 11New right of way permits: 1Erosion control inspection sites: 17 (78 site inspections this month)Dept. Computer service/maint: 3 (9 hours)Site plan review 13.5 hoursCADD work 30 hours

-Inspect and review work at development sites: Woodside Estates subdivision and offsiteutilities, Cottage Green Condominiums, several single family lots, Carters Hill

subdivision, Route 1 waterline, Chenault Veterinary, Logans Run, March Park, YMCAPhase II, Smith Street relocation (by RMC)..

- Administrative involvement with site plan issues and corresponding maintenanceagreements, easement documents, building permits, etc.

- Visitors Center Roof replacement: completed November 2009; administrative close-out of project completed in December 2009.

-Worked with Town Attorney on revisions to various ordinances, which will be coming toCouncil for consideration in early 2010.

Project Activity/Status

1. Hill Carter Parkway

Project (construction) is complete November 2007. Close-out of final federal andstate administrative requirements is complete.

Project was completed under budget. Excess funds are being transferred toRoute 1/54 intersection project.

2. Sidewalk Improvement Program

Continuing to work on details to apply for Safe Route to School grant program for

construction funds for several sidewalks as discussed with Council atworksession on August 18, 2009.

School Travel Plan was submitted to VDOT for preliminary review by November2, 2009. The final School Travel Plan was submitted November 27. VDOTapproved the School Travel Plan. The grant application was submitted December28, 2009.

3. Drainage

Mapping of entire drainage system: Field work and drawing preparation isprogressing.

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December

2009

December

2008

Year To

Date Total

Total This

Point Last

Year

Development:

Site Plan Reviews 4 9 37 65

Rezoning Requests 0 0 6 1

Conditional Use Permit Requests 0 0 7 4

Board of Zoning Appeals Variance/AppealsRequests

0 0 1 1

Subdivisions 0 1 5 5

Enforcement:

Sign Violations 45 47 488 57

Zoning Investigations 8 16 207 213

Administration:

Pre-Application Conferences 1 1 27 13

Zoning-Planning Inquiries 203 139 2,635 2,599

Building Permits 9 3 105 135

Occupancy Certificates 2 0 30 158Sign Permits 2 1 37 50

Business License review 2 4 48 39

T o w n o f A s h l a n d

December 2009 Management Repor t

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2

UPCOMING MEETINGS:

Town Council

January 19, 2010

East Ashland Rezoning and Conditional Use Permit requests.

Ordinance PL2009-09 Setbacks in Planned Developments

Planning Commission

January 13, 2010

Carters Hill Section 2 Rezoning Carters Hill Section 2 Subdivision

Board of Zoning Appeals

January 21, 2010

(no items scheduled for this meeting)

Ashland Main Street Association

January 27, 2010 - 5:30 p.m.

Economic Development Authority

January 28, 2010 - 6:30 p.m.

DEVELOPMENT PLANS:

Plans under review

Ashland Towne Square Parking LotDrainage improvements Carters Hill Subdivision, Section 2 East side of Chapman StreetAlmost Approved

Project Grapevine - Hill Carter Parkway

Vista Environmental - Hill Carter Parkway New Hotel Site N. Carter Road, at the old KFC site. Turn Lane from Rt. 54 Westbound to I-95 Southbound As part of the proffered conditions

from Hickory Hill in Hanover County.

Wesley Street Sewer Replacement Hanover County Utilities East Ashland Water/Sewer Plans Heartland Subdivision N. James & N. Snead Streets

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TREASURERSManagement Report

December 2009

PRIOR YEARS TAX RECEIVABLESRE Taxes PP Taxes

Balance Outstanding $ 16,615.54 $ 25,207.69

Plus Supplementals $ -0- $ -0-

Less Abatements $ -0- $ -0-

Less Collections Current Month $ 786.70 $ 2,161.34

Balance Outstanding $ 15,828.84 $ 23,046.35

OTHER DELINQUENT RECEIVABLES

Meals Tax 6 restaurant(s) estimated at $ 4,450.00Business Licenses 27 businesses with estimated tax of $3,038.00

GENERAL FUND

CASH BALANCE, UNAPPROPRIATED FUND BALANCE2009-2010

Actual Estimated Fiscal EstimatedCash Balance Year Beginning Budgeted Fiscal Year EndingEnd of Month Fund Balance Current Year Fund Balance

$3,726,261 $ 4,310,763 $ 335,461 $ 3,975,302

Received 0 returned checks from bank for insufficient funds for month of December.

1/5/10 Town Council Agenda

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