Town of Ashland

Planning Commission
January 13, 2010 Agenda
Regular – 7:00 p.m.
Town Hall Council Chambers

I. CALL TO ORDER:

II. ROLL CALL:

III. DETERMINATION OF A QUORUM:

IV. CITIZENS INPUT:

V. OLD BUSINESS:

VI. NEW BUSINESS:

1.) Public Hearing

REZ09-1012 Rogers-Chenault, Inc. requests rezoning from RR-1 Page 3
(Rural Residential) and R-1 (Residential, Restricted) to R-2
(Residential, Limited) on properties identified as GPINs 7870-45-8350,
-9225, -55-0040, and –4089, consisting of +/- 14.76 acres. These
properties are located west of North Macon Terrace subdivision, and
front +/-430 feet on the east side of Chapman Street +/-1450 feet north
of Wesley Street, as well as the southern terminus of Wales Way. The
subject property is designated by the Comprehensive Plan as
appropriate for Low Density Residential (1-4 dwelling units per acre)

a. Action on REZ09-1012 Rogers-Chenault, Inc.

2.) SUB09-1012 Carter’s Hill

a. Action on SUB09-1012 Rogers-Chenault, Inc.

3.) “AMSA 2020 Vision Plan” – by Ragan Phillips

4.) CIP 2010-2015 Work Session – Josh Farrar

To be delivered separately prior to the meeting, also available on line.

VII. REPORT OF COMMITTEES:

1.) Town Council by Ned Henson

2.) Ashland Main Street Association by Bob Brown
 VIII. PRESENTATION OF MINUTES:

1.) None.

IX. ADJOURNMENT:

Comprehensive Plan Work Session

The next scheduled meeting of the Planning Commission is

February 10, 2010, at 7:00 p.m.

• Council Summaries are attached. Page 14

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 STAFF REPORT

To: Planning Commission, Town of Ashland, Virginia

From: Zack Robbins, Senior Planner
Date: January 13, 2010
Case Type: Rezoning & Preliminary Plat (Major Subdivision)
Case No.: REZ09-1012 & SUB09-1012
Case Name: Carters Hill Section II
Applicant: Rogers Chenault Incorporated
Location: West of North Macon Terrace subdivision, and fronting +/-430 feet on the east
side of Chapman Street +/-1450 feet north of Wesley Street, as well as the
southern terminus of Wales Way.
GPIN(s): 7870-45-8350, -9225, -55-0040 and -4089

REQUEST:
The applicant requests: (1) Rezoning from RR-1 (Rural Residential) and R-1 (Residential,
Restricted) to R-2 (Residential, Limited) on +/-14.79 acres, (2) Preliminary plat approval to
create a thirty lot residential subdivision on +/-14.79 acres, and (3) Exception to Sec. 17-42,
which states that a subdivision block must be at least 500 feet in length.

RECOMMENDATION:
Staff recommends deferral of the requests until the February 10, 2010 meeting. For the full
recommendation, see Page 6.

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www.town.ashland.va.us
Planning Commission
Town of Ashland, Virginia Page 2 of 2

BACKGROUND:
Existing Zoning RR-1 (Rural Residential) and R-1 (Residential, Restricted)
West of North Macon Terrace subdivision, South of Carters Hill
Location subdivision, also fronting +/-430 feet on the east side of
Chapman Street +/-1450 feet north of Wesley Street.
Size +/- 14.76 acres
Existing Land Use Vacant
North - Carters Hill sub. (under construction), zoned RR-1,
Surrounding Land South – Vacant, zoned R-2
Use and Zoning East – North Macon Terrace subdivision, zoned R-2
West – Single-family residential, zoned R-1 and R-2
The Plan states that this property is appropriate for Low Density
Comprehensive Plan
Residential Uses (1-4 dwelling units per acre)

PROCESS:
The applicant has simultaneously requested rezoning, as well as preliminary plat approval.
The Zoning and Subdivision Ordinances do not specifically prohibit or encourage such
(except in Planned Development districts), however staff sees some advantages to reviewing
both applications concurrently, as the preliminary plat layout can be incorporated into the
zoning approval through proffers.

The proposed subdivision is considered a Major Subdivision, which requires approval of a

preliminary plat prior to recordation of a final plat. The preliminary plat must show all existing
and proposed boundaries, utility easements, drainage systems, streets, and buildings. The
purpose of the preliminary plat is to identify, at the subdivision stage, any site development
issues that may arise related to zoning, environmental concerns, adequate utilities, site
access, or other rules, regulations, or policies of the Town. Any specific design standards
that may arise from these issues would further be refined at the site plan review process.

CONSIDERATIONS:
Staff has reviewed the applicant’s most recent submittal, last revised December 29, 2009,
and finds the subdivision plat meets all dimensional requirements of the Zoning and
Subdivision Ordinances. Staff has concerns relative to other aspects of the subdivision and
rezoning, as outlined below.

Comprehensive Plan. The Plan recommends that this property is appropriate for Low-
density Residential development, at 1 to 4 dwelling units per acre, in conventional
subdivisions. Clustering concepts and innovative layouts are encouraged to achieve open
space and to preserve sensitive lands. Further, these areas should be at densities
consistent with surrounding development.

Significant open space is preserved on the proposed layout (about 35%). The proposed
density is 2.0 units per acre, with a minimum lot size of 10,000 square feet. The properties to
the north and west are developed at a lower density (one acre lots to the north, and 15,000
square foot lots to the west). The applicant has proffered larger lot sizes adjacent to the
properties to the west. The properties to the north are separated by a significant amount of
open space to allow for the transition in density.

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
Page 4 of 18
Planning Commission
Town of Ashland, Virginia Page 3 of 3

Cash Proffers. The applicant has submitted a cash proffer in the amount of $8,198.00, for
Hanover County Public Schools, in compliance with the Town’s adopted Cash Proffer Policy.

Tree Preservation/Replacement. The applicant has proffered to attempt to minimize grading

on the site, except where clearing is necessary for road, drainage, and utility installation.
The preliminary plat shows a significant portion of the site (about 20 of the proposed 30 lots)
may need to be cleared upfront for installation of the drainage improvements, due to the flat
topography of the site.

The applicant has further proffered to plant two deciduous trees, two-inches in caliper on
each lot that is fully cleared. Staff suggests that if it is not possible to further minimize
grading, that the applicant proffer at least eight trees per lot, at 2 ½ inches in caliper, to be
consistent with the twenty percent canopy coverage suggested by the landscaping provisions
of the Zoning Ordinance. The current proffer would only provide about five percent canopy
coverage.

Stormwater Management. The proposal shows a system of underground stormwater

systems draining to a centralized basin (BMP). The plat shows the basin to be located
adjacent to Vaughan Road in the northeast corner of the site.

Staff’s experience with past BMPs has been that when a BMP is hidden from view behind
residential lots, maintenance is not prioritized, impeding the ability of the BMP to perform
properly. When BMPs are located in a highly visible area, along a public road, sufficient
maintenance occurs, however the BMP is not very attractive, particularly dry basin BMPs.
The applicant has proffered to screen the BMP from the roadway. Staff suggests that the
applicant design the BMP as an amenity, such as a wet pond, or landscaped dry pond.

Proffered Home Sizes. The applicant has proffered the following regarding home sizes and
height:

• Lots 29, 30, and 3, which front Chapman Street, will have least 2,000 square feet
homes, and one of those shall be a rancher.
• In the entire development, 25 to 50 percent will be single story homes.
• The minimum home size is 1,200 square feet, and the average home size shall be at
least 1,400 square feet.

Staff is neutral as to the implementation of home size or mandating one-story or two-story

homes as there is no direction from the Comprehensive Plan. From an administrative
standpoint, staff does have concerns regarding enforcement of an average home size.
Alternatively, staff recommends proffering that a certain number of homes will exceed a
certain size for a similar effect.

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
Page 5 of 18
Planning Commission
Town of Ashland, Virginia Page 4 of 4

Street Connections. The subdivision provides connections to existing Wales Way (in
Carter’s Hill subdivision), and completes about one-quarter of the proposed Vaughan Road
Extension, by tying into Chapman Street. Chapman Street would be realigned so that the
western segment of Chapman Street free-flows into Vaughan Road, on a temporary basis,
until the next section of Vaughan to the west (on the Green Acres property) is completed.

The applicant should provide additional information regarding the residual property at the
southwest intersection of the two segments of Chapman Street, as to whether the former
right-of-way will be vacated and transferred to the adjacent property owners.

Stub streets are provided to the south and

east to provide for street connections
suggested by the Comprehensive Plan, for
Vaughan Road Connector, as well as the
extension of Wales Way south to Snead
Street.

Staff believes that the applicant should

provide a stub street to the west to allow
access to approximately 6 ½ acres of
vacant land that is currently under common
ownership. Should the owner of this
adjacent property choose to develop their
property, Sec. 17-46 of the Subdivision
Ordinance states that ‘street arrangement
must be such as to cause no unnecessary
hardship to owners of adjoining property
when they plat their own land and it must
provide for convenient access to adjoining
property.’

Transportation Impact. Staff requested a Transportation Impact Analysis (TIA) be submitted

with the zoning application, to help analyze the potential traffic impacts generated by the
connection of Chapman and James Street, and ultimately Route 1 North and Route 54 West
(although it does not create the direct connection that is ultimately desired). The
REZ09-1012 & SUB09-1012 January 13, 2010
Carters Hill Section II
Page 6 of 18
Planning Commission
Town of Ashland, Virginia Page 5 of 5

development itself will only generate a total of 343 trips per day, however the new traffic
patterns generated by the completion of through streets could have a significant impact.

The analysis looked at three scenarios for transportation impact in the year 2019:
• Background growth without the development or the Vaughan Road Connection
• Background growth with the development and the Vaughan Road Connection
• Background growth with the development, using the cut-through Carters Hill
subdivision.

The analysis showed that the intersection of Archie Cannon Road and US 1 should be
closely monitored in the future for potential signalization, as heading west on Sylvia Road at
US 1 will be affected by the volumes heading east on Archie Cannon Road. These volumes
are generated by background growth, not this development itself. The background growth
creates 64 seconds of delay on westbound Sylvia, but only 10 seconds can be attributed to
this development.

EXCEPTION REQUEST:

The applicant has requested an exception to Sec. 17-42 of the Subdivision Ordinance. The
code section states:

The maximum length of blocks generally shall be twelve hundred (1,200) feet, and
the minimum length of blocks which have frontage shall be five hundred (500) feet.

The authority to grant exceptions to Subdivision requirements are included in Sec. 17-5 of
the Subdivision Ordinance, which states the following is necessary to grant an exception:

• Extraordinary hardships or practical difficulties would result from strict compliance

with the Ordinance, or the purposes of the regulations would be served to a greater
extent by an alternative proposal.
• The exception shall not have the effect of nullifying the intent and purpose of the
regulations.
• The following three findings must be met:
o The granting of the exception will not be detrimental to the public safety,
health, or welfare, or injurious to other property.
o Because of the particular physical surroundings, shape or topographical
conditions of the specific property involved, a particular hardship to the owner
would result if the strict letter of these regulations are carried out.
o The exceptions will not in any manner vary the provisions of the zoning
ordinance, comprehensive plan, or official zoning map.

The applicant has submitted a letter (see attached) stating several reasons in support of this
request. The following reasons are notable:

• Wetland impact would be greatly increased if Wales Place is shifted further south.
The Comprehensive Plan prioritizes conservation of environmentally sensitive areas.

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
Page 7 of 18
Planning Commission
Town of Ashland, Virginia Page 6 of 6

• Complication of the tie-in to Vaughan Rd. to Chapman

St. and the future extension of Vaughan to Rt. 54. Staff
originally requested Vaughan Rd. be shifted further
north, however the radius of the curve is already close
to the minimum VDOT standard for an Urban Local
Street with a 30 MPH design, which is 273 feet. Any
greater radius would potentially require right-of-way
from adjacent property owners. Additionally, shifting
Vaughan northward would potentially create a short
block between Hillsway Drive and Vaughan. (see
graphic)

Staff also notes that the Comprehensive Plan states on page

96 that blocks shall be kept fairly short.

Staff believes that the findings necessary for the granting of the
exception have been met, and that they are in compliance with
the Comprehensive Plan.

RECOMMENDATION:

Staff recommends that the Planning Commission consider and approve the following:

The Planning Commission defers consideration of rezoning request REZ09-1012 to February

10, 2010, to allow additional time for the applicant to address the following items:

1. Revision of Proffer #3 to provide eight deciduous trees at a minimum 2 ½ inches in

caliper.
2. Revision of Proffer #4 to provide more easily enforceable language than an average
minimum floor area.
3. Revision of Proffer #9 to delete screening of the BMP and provide a more desirable,
attractive BMP, such as a wet pond, or landscaped dry pond.

The Planning Commission defers consideration of the subdivision request SUB09-1012 to

February 10, 2010, to allow additional time for the applicant to address the following items:

1. Provide additional information regarding the future ownership and treatment of the
residual property at the intersection of Chapman St. & Vaughan Rd.
2. Provide a stub street to the west, as an extension of Wales Way.
3. Delete screening of the BMP and provide a more desirable, attractive BMP, such as a
wet pond, or landscaped dry pond.

The Planning Commission defers consideration of the exception request to Sec. 17-42 to
February 10, 2010.

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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Planning Commission
Town of Ashland, Virginia Page 7 of 7

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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Planning Commission
Town of Ashland, Virginia Page 8 of 8

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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Planning Commission
Town of Ashland, Virginia Page 9 of 9

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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Planning Commission
Town of Ashland, Virginia Page 10 of 10

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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Planning Commission
Town of Ashland, Virginia Page 11 of 11

REZ09-1012 & SUB09-1012 January 13, 2010

Carters Hill Section II
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 TOWN COUNCIL
ACTIONS
NOVEMBER 17, 2009

PUBLIC HEARING

• DENIED – Ordinance PL2009-10, an ordinance to amend the Code of the Town of

Ashland, Chapter 21, Zoning, Article I, In General, Section 21-3, Definitions, and
Article XI, Highway Commercial District B-2, Section 21-101, Use Regulations, to
define and allow pawnbrokers in the B-2 district

• APPROVED - Ashland Community Theater Foundation: Proposed lease of a

portion (approximately 2,000 square feet) of the old fire station located at the
corner of Duncan Street and Hanover Avenue

ACTION ITEMS

• APPROVED – Ashland Police Department request for reclassification of a corporal

position to the rank of sergeant

• APPROVED - Invoices

• APPROVED – Town Council minutes for Sept 15 and Oct 6, 2009

• APPROVED - Closed Session

DISCUSSION ITEMS

Chief Goodman presented a proposed ordinance to allow the police department to

better address the issue of motorized scooters on sidewalks and shared-use paths in
town.

Page 14 of 18
 TOWN COUNCIL
ACTIONS
DECEMBER 1, 2009

PRESENTATION

• Ashland Police Department recognized Auxiliary Officer, Sergeant Cliff Bancroft on

his retirement. Sergeant Bancroft was presented a resolution and shadow box
containing badges - the old design as well as the updated design and uniform
patches indicating the ranks he has held over the past 26 years.

Chief Goodman explained that it has been the tradition of the Town to allow retiring
officers to purchase their issued handguns upon retirement per Code of Virginia
(Sec. 59-1-148.3) for full-time law enforcement officers who retire with at least 20
years of service. The same code (subsection H) also allows the local governing body
to approve the same sale to an auxiliary officer upon retirement with at least 20 years
of service. Sergeant Bancroft served with APD from February 25, 1983 to December
1, 2009 – over 26 years of service.

ACTION ITEMS

• APPROVED – Ashland Police Department request for authorization of sale of firearm

to retiree Cliff Bancroft

• APPROVED –Resolution for Personal Property Tax Relief Act (PPTRA). The
assessment for the 2009 tax billings is 70 percent.

• APPROVED - Closed Session

DISCUSSION ITEM

Chief Goodman, Captain Callahan and Support Officer Joe Perkins presented an
overview of the newly installed mobile data terminals in the police vehicles. These
terminals were purchased with grant funds with no cash outlay to the town other than
personnel time.

Page 15 of 18
 TOWN COUNCIL
ACTIONS
DECEMBER 15, 2009

PUBLIC HEARINGS

• APPROVED – Disposal of Jane Street right-of-way. This is a transfer of 0.799 acres

of real property to R-MC, said property being a 33-foot right-of-way formerly known
as Jane Street, running between North James St and North Center St, approximately
300 feet north of Henry Clay Rd.

• APPROVED – Ordinance PL2009-12 – an ordinance to amend the Town Code, to

add Adult Day Care Services to the list of permitted uses in the M-1, Limited
Industrial District

• APPROVED – Ordinance PL2009-13 – an ordinance to amend the Town Code for

parking requirements within the HE, Higher Education District, to base the number of
required parking spaces on the number of students rather than the number of beds
within dorms, and to allow the reduction of off-street parking requirements when on-
street parking spaces are adjacent. The motion to approve as presented but with the
modification that the paragraph beginning 0.8 spaces per each student… be
modified to add the language that “includes an overall parking management
component approved by the Town Council.”

• APPROVED – Mayor Prichard suggested a second motion to send the parking

management component of the R-MC parking plan to the Planning Commission for
review

• APPROVED – Ordinance PL2009-14 – an ordinance to amend the Town Code to

establish a procedure for granting exceptions to lighting standards for athletic fields
within the HE, Higher Education District.

ACTION ITEMS

• APPROVED – Heartland Subdivision, major subdivision, final plat

• APPROVED –Ashland 95 LLC, Sec. 2, major subdivision, final plat

• APPROVED – Risk Management Resolution

• APPROVED – Budget adjustment for police department – this request is for approval
from Council to accept the FY1- DMV traffic safety grant. The actual grant award
reflects an increase over the projected budget amount, therefore, a budget
adjustment is requested. The amount budgeted was $20,000; the actual award from
DMV is $28,718.

• APPROVED – Request for vehicle purchase with insurance recoveries. Vehicle is a

slightly used 2006 Mercury Milan for a purchase price of $12,000. This purchase will
be funded through insurance recoveries and anticipated savings from the police
operational lines.

• APPROVED – Referral of the Carters Hill, Section II, rezoning request

Page 16 of 18
 to the Planning Commission for review

• APPROVED – to pay the invoices

• APPROVED – minutes for October 20, 2009

APPOINTMENTS

• RESIGNATION: Ned Henson announced that he is resigning from the Planning

Commission and nominated Alan Abbott to take his place. Mr. Abbott’s nomination
will be voted on at the January 5, 2010 meeting of Council.

Mr. Henson reminded the Council that he agreed to continue as a member of the
Planning Commission as long as the Comp Plan was being updated and now feels
that mission has been pretty much accomplished.

Page 17 of 18
 TOWN COUNCIL
ACTIONS
JANUARY 5, 2010

PRESENTATIONS

• APPROVED – Resolution of appreciation for Professor John Accordino’s Urban

Commercial Revitalization Class. This is a graduate course in the Master of Urban
Regional Planning Program in VCU’s Wilder School of Government and Public
Affairs. VCU selected the Ashland Main Street Association and the Downtown
Ashland area to create a long-term enhancement plan.

• 2009 Audit: Mr. Paul Lee presented the 2009 audit. This required no action from
Council.

ACTION ITEMS

• APPROVED – Resolution for the lane mileage additions into the Town’s inventory of
streets. Streets/roadways eligible for VDOT maintenance payments include the
following: Hillsway Drive from James St to Wales Way; Wales Way from Carter
Forest Dr to dead end; Carter Forest Dr from James St to dead end; Gamekeeper
Place from Carter Forest Dr to dead end. These roads are all part of the Carters Hill
Subdivision.

• APPROVED –Resolution to accept right-of-way and various easements associated

with Smith St relocation. Smith Street is being relocated north of the present Smith
Street in association with R-MC’s expansion, and in order for the Town to accept the
right-of-way and easements, Council must approve a resolution to permit the Town
Manager to sign the associated deeds.

• APPROVED – Appointment of Alan Abbott to the Planning Commission. Mr. Abbott

will fill the vacancy left by Edward (Ned) Henson, who resigned in December. Mr.
Henson will continue to serve on the Town Council.

MANAGEMENT REPORTS PRESENTED

• Town Manager – as part of the manager’s report, Mr. Hartgrove thanked the police
department and public works department for a great job clearing the streets during
the recent snow storm
• Police Department will present its report on Jan 19
• Public Works report – question on intern in engineering dept – no cost to the town
except for personnel supervision
• Planning and Community Development – VCU students will present their program
regarding the downtown area study on January 27 at the Firehouse Theater;
congratulations to Dennis Rabon and Beth Yates for obtaining their certification as
zoning officials; the CIP will be presented to Planning Commission on Jan 13
• Treasurer – Real estate and personal property taxes due Jan 15; no change in the
meals tax list

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