AGENDA

ASHLAND TOWN COUNCIL

January 5, 2010 – 7:00 p.m.

OPENING

Invocation
Pledge of Allegiance
Adoption of Agenda
Announcement of Council Business

PRESENTATION

1. Resolution: VCU Students recognition (Ms. Amos)………………………………………..Page 1

2. 2009 Audit Presentation*(Mr. Paul Lee)

CITIZEN INPUT

ACTION AGENDA

1. Resolution – Lane Mile Additions (Mr. Davis)……………………………………………… Page 2

2. Resolution to accept right-of-way and various easements associated with
Smith Street relocation (Ms. Amos)………………………………………………………….. Page 5
3. Invoices*
4. Planning Commission Appointment*

NEW BUSINESS

Mayor’s Report
Council Members’ Reports
Committee Reports
Appointments
EDA (2)
BZA (1)

FOR YOUR INFORMATION

MANAGEMENT REPORTS

Town Manager …………………………………………………………………………………….Page 11

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

ADJOURNMENT

*No attached material

 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
 Resolution
of Appreciation for
Professor John Accordino’s Urban Commercial
Revitalization Class

Whereas, the Town Council of Ashland, Virginia wishes to recognize Professor John
Accordino and the Virginia Commonwealth University Urban Commercial Revitalization
students for their contribution to the Town; and
Whereas, the Urban Commercial Revitalization Class is a graduate course in the
Master of Urban and Regional Planning Program in VCU’s Wilder School of Government
and Public Affairs; and
Whereas, Virginia Commonwealth University selected the Ashland Main Street
Association and the Downtown Ashland area to analyze and create a long-term
enhancement plan; and
Whereas, the students dedicated numerous hours to the research and analysis of the
local and regional market as related to the viability of promoting arts and creativity in the
downtown area to enhance the existing Main Street District; and
Whereas, the students presented the final Ashland Downtown Enhancement Plan to
the Town on December 10, 2009, at the Ashland Firehouse Theater; and
Whereas, the exceptional work performed by the students may be incorporated into
the Town’s Comprehensive Plan and Ashland Main Street Association’s 2020 Vision to
promote Arts and Creative activities and education within the Town;
Now, Therefore Be It Resolved that the Town Council of the Town of Ashland,
Virginia, does this day express and record its appreciation to Professor John Accordino
and the Fall 2009 Urban Commercial Revitalization Class for their diligent work and
dedication in providing the Town with a comprehensive Downtown Enhancement Plan.
Dated this 5th day of January 2010.
____________________________________
Faye O. Prichard, Mayor
Attest

_________________________________
Lois A. Smith, Clerk of Council

1
 ACTION AGENDA

Item 1 - Resolution - Lane Mileage Addition

There are new sections of roadway completed in the Town within the current fiscal year that
would be eligible for VDOT street maintenance payments. These roads are all part of the
Carters Hill Subdivision. The eligible roadways are as follows:

• Hillsway Drive from James Street to Wales Way

• Wales Way from Carter Forest Drive to dead end
• Carter Forest Drive from James Street to dead end
• Gamekeeper Place from Carter Forest Drive to dead end

The amount of funds the Town receives from the state is based on the street classification and
changes annually. For the current fiscal year, the Town receives $9,732 per lane mile for local
streets and $16,576 for arterial streets (reduced to this level by the CTB on December 17,
2009). The addition of these roadways would increase the Town’s state maintenance payment
by $20,437 per year.

The attached resolution is required for the state to add the lane mileage to the Town's inventory
for maintenance payments. This annual process needs to be completed by February 1 of each
year that new roads are to be added.

It is recommended that Council approve the attached resolution.

MOTION

APPROVE: I move to approve the attached resolution regarding the addition of lane mileage.

DENY: I move to deny the request.

MAD 12/31/09

2
 RESOLUTION

WHEREAS, under Section 33.1-41.1 of Code of Virginia, the State

Transportation Commissioner, subject to the approval of the State Transportation
Board, shall make payments for maintenance of highway, as hereinafter provided to: (i)
all incorporated towns having more than 3,500 inhabitants according to the last
preceding United States Census; (ii) all incorporated towns which according to evidence
satisfactory to the State Transportation Board, have attained a population of more than
3,500 since the last preceding United States Census; (iii) all incorporated towns which,
on June 30, 1985, maintained certain streets under Section 33.1-80 as then in effect;
WHEREAS, such payments shall be made, if in the opinion of the State
Transportation Board, such highways are maintained in accordance with the applicable
standards of the State Transportation Board; and
WHEREAS, the portion of the highway for which such payment is made either (a)
has (i) an unrestricted right-of-way at least 50 feet wide and (ii) a hard-surface width of
at least 30 feet; or (b) has (i) an unrestricted right-of-way at least 80 feet wide, (ii) a
hard-surface width of at least 24 feet, and (iii) approved engineering plans for the
ultimate construction of an additional hard-surface width of at least 24 feet within the
same right-of-way; or (c) (i) is a cul-de-sac, (ii) has an unrestricted right-of-way at least
40 feet wide, and (iii) has a turnaround that meets applicable standards set by the
Department of Transportation; or (d) either (i) has been paved and has constituted part
of the primary or secondary system of state highways prior to annexation or
incorporation or (ii) has constituted part of the secondary system of state highways prior
to annexation or incorporation and is paved to a minimum width of 16 feet subsequent
to such annexation or incorporation and with the further exception of streets or portions
thereof which have previously been maintained under the provisions of § 33.1-79 or §
33.1-82; or (e) was eligible for and receiving such payments under the laws of the
Commonwealth in effect on June 30, 1985; or (f) is a street established prior to July 1,
1950, which has an unrestricted right-of-way width of not less than 30 feet and a hard-
surface width of not less than 16 feet; or (g) is a street functionally classified as a local
street and constructed on or after January 1, 1996, which at the time of approval by the

3
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

4
 STAFF REPORT

To: Town Council, Town of Ashland, Virginia

From: Nora Amos, Director of Planning & Community Development
Date: January 5, 2010
RE: Resolution to accept right-of-way and various easements associated with Smith
Street relocation.

In conjunction with the development of relocated Smith Street and the North Center Street
Extension, the new right-of-way for these streets, as well as several easements, must be
dedicated to the Town.

In order for the Town to accept the right-of-way and easements, Council must approve a
resolution (attached) to permit the Town Manager to sign the associated deeds.

RECOMMENDATION:
Staff recommends that the Town Council approve the resolution on the following page

SUGGESTED MOTIONS:
Approve: I move to approve the resolution authorizing the Town Manager to execute the
various agreements.

Deny: No action necessary.

www.town.ashland.va.us 5
 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.

6
7
8
9
10
 Town Manager’s Report
January 2010
Projects/Updates: 

• Staff is continuing to work on a new application for transit funding through the Virginia 
Department of Rail and Public Transportation.  
• Town Staff is working with the Ashland Main Street Association on a variety of projects. 
• Town Staff is working with the Economic Development Authority and other organizations on the 
Economic Development Strategy. 
• Staff has reviewed the Governor’s financial predictions for the upcoming budget year and is 
preparing for the General Assembly session.   
• The Town Staff  continues to work with Hanover County and other Richmond Region local 
governments on preparations for the Civil War Sesquicentennial from 2011‐2015. 
• The Strawberry Faire Committee is still seeking new volunteers for 2010 so that those who have 
served loyally for the last 28 years can “retire”.
• Town Staff is continuing to work with Richmond area officials on the development of higher‐
speed rail between DC and Richmond.  
• Staff has submitted all information needed on several finance topics to help bring the Town into 
compliance with GASB 45 requirements from the IRS.  As with other smaller localities in Virginia, 
we have until July 2010 to take care of these items.  We will have some recommendations 
moving forward by early 2010.   

REMINDERS: 

January 18 – Martin Luther King, Jr. Day – Town Offices Closed 

  

CWH 

12/31/09 

11
 DEPARTMENT OF PUBLIC WORKS
MANAGEMENT REPORT
December 2009

PERSONNEL

The Public Works department has 25 authorized positions. Two equipment operator positions
became 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 are
frozen 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 Town
property, 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 computer
cable from Town Hall to old fire station; misc. work around Town Hall, including installation of
new 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.

12
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: 11
New right of way permits: 1
Erosion control inspection sites: 17 (78 site inspections this month)
Dept. Computer service/maint: 3 (9 hours)
Site plan review 13.5 hours
CADD work 30 hours

-Inspect and review work at development sites: Woodside Estates subdivision and offsite
utilities, Cottage Green Condominiums, several single family lots, Carter’s Hill
subdivision, Route 1 waterline, Chenault Veterinary, Logan’s Run, March Park, YMCA
Phase II, Smith Street relocation (by RMC)..

- Administrative involvement with site plan issues and corresponding maintenance

agreements, easement documents, building permits, etc.

- Visitor’s 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 to
Council for consideration in early 2010.

Project Activity/Status

1. Hill Carter Parkway

• Project (construction) is complete November 2007. Close-out of final federal and

state administrative requirements is complete.
• Project was completed under budget. Excess funds are being transferred to
Route 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 at
worksession on August 18, 2009.
• School Travel Plan was submitted to VDOT for preliminary review by November
2, 2009. The final School Travel Plan was submitted November 27. VDOT
approved the School Travel Plan. The grant application was submitted December
28, 2009.

3. Drainage

• Mapping of entire drainage system: Field work and drawing preparation is

progressing.
13
 • Downtown drainage – west side of railroad:
o Collected field data and preliminary background.
o Survey work completed by annual contractor.
o Pipe flushing and TV inspection of system began in September.
Significant amounts of sediment have been removed. One blockage was
found on Hanover Avenue, and that was repaired in early October 2009.
Flushing of entire downtown system completed by end of October.
o Initial analysis of system and preliminary design completed. Detailed
drawings in progress in order to finalize design.

4. Residential Area Improvements

• Henry Clay Road: miscellaneous follow-up work, acquiring easements.

5. Stormwater Management
• Mechump’s Creek restoration project with RMC:
• No activity this month.

• BMP inspection and notification program begun in Feb. 08 continues and will be
on-going.

• Storm Water VSMP Phase II MS4 Permit:

• Continued to monitor status of regulatory changes. Revised regulations were
improved over draft regulations previously adopted.
• Discussions and preparation with RMC staff to have an intern work with the
Town for January term.

6. Route 1/Route 54 Intersection

• Provided feedback to VDOT as needed; monthly project status report from VDOT
is attached.

14
 Virginia Department of Transportation
Richmond District
2430 Pine Forest Drive Project Management Office
Colonial Heights, VA 23834

Project Status Report

Date: December 23, 2009

Re: Project # 0001-166-V06 P101, R201, C501 UPC 13463

Project Information
• Roadway design is currently underway (VDOT Central Office L&D).

• Scoping Report was submitted to the Assistant State Location & Design Engineer
for approval; approval is pending.

• Held kickoff meeting with RK& K on December 2, 2009. VDOT Hydraulic Staff is
currently reviewing the hours submitted for the proposed hydraulics scope of
work. Anticipated NTP in January.

• Traffic Engineering is conducting a review of traffic data information to determine

turn lane storage lengths. Anticipated completion in early January.

• Survey has not been completed to date; survey was delayed due to being
assigned to higher priority. However, there has been no impact to the schedule
caused by the delay in survey. Previous survey was sufficient to start the design
work.

Project Schedule
Major Milestones
Milestone/Approval Date

PFI Meeting 5/12/2010

PH Date 01/06/2011
Design Approval 03/03/2011
FI Meeting 9/14/2011
RW NTP 2/13/2012
PAC Meeting 12/12/2012
Advertisement 06/10/2013

• A public hearing has been allowed for in the draft project schedule; if at a later
date it is determined that the public hearing is not necessary and Willingness will
suffice, the AD date may be reduced by 1-2 months.

* No changes since November.

Project Estimate/Budget
15
 • The PE estimate developed at Scoping in May 2008 is $356,798. The project
was being developed with 100 percent VDOT resources at that time. VDOT will
be using consultant services for hydraulics design; therefore, the estimate has
been updated to include VDOT man-hours. The final PE estimate will be
established once VDOT finalizes the agreement for consultant services. *The
final PE estimate should be complete by December 31st.

Project Risks

• Known hazardous materials contaminated sites.

• Funding

• Potential for future resource reductions

16
 Town of Ashland

December 2009 Management Report

Total This
December December Year To Point Last
2009 2008 Date Total 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/Appeals 0 0 1 1
Requests
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 30 158
Sign Permits 2 1 37 50
Business License review 2 4 48 39

17
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

• Carter’s Hill Section 2 Rezoning

• Carter’s 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 Lot – Drainage improvements

• Carter’s Hill Subdivision, Section 2 – East side of Chapman Street

Almost 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

18 2
 Approved

• Sheehy Auto Sales – Washington Hwy & Lakeridge Pkwy

Under Construction

• Cottage Green Condominiums – Cottage Green Drive

• March Park - off Woodside Lane
• Carters Hill Subdivision – James and Chapman Streets
• Produce Source Partners – Office Distribution Center, Telcourt Road
• YMCA Expansion – Ashcake Road
• Chenault Veterinary Hospital – Hill Carter Pkwy. & Ashcake Road
• Smith Street Relocation – Randolph-Macon College

MISCELLANEOUS

• Beth Yates, Planning Technician, and Dennis Rabon, Deputy Zoning Administrator, have both
earned their Certifications as Zoning Officials (CZO) from the Virginia Association of Zoning
Officials. They both passed the exams on their first try, which is quite a mental feat. Please
congratulate them when you see them next.
• The VCU students will be presenting the findings from the Ashland Downtown Enhancement
Plan for a second time on January 27th at 6:30 p.m. in the Firehouse Theater. This is intended
to be a joint AMSA and MAP presentation for business owners.
Attached in your packet is a Resolution of Appreciation for their hard work this past semester.

19 3
 TREASURER’S
Management Report
December 2009

PRIOR YEARS TAX RECEIVABLES

RE 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 $ 4,450.00

Business Licenses 27 businesses with estimated tax of $3,038.00

GENERAL FUND
CASH BALANCE, UNAPPROPRIATED FUND BALANCE
2009-2010

Actual Estimated Fiscal Estimated

Cash Balance Year Beginning Budgeted Fiscal Year Ending
End 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.

\agenda\treas.rpt 19