AGENDA

ASHLAND TOWN COUNCIL

FEBRUARY 2, 2010 – 7:00 p.m.

OPENING

Invocation The Reverend Kathy Reinger, Ashland Christian Church

Pledge of Allegiance
Adoption of Agenda
Announcement of Council Business

PRESENTATION

1. CSX Presentation*

CITIZEN INPUT

ACTION AGENDA

1. Personal Property Tax Abatements (Mr. Mitchell)……………………………………….Page 1

2. Henry Clay Road – Resolution to Accept Easements (Mr. Davis)……………………Page 2

DISCUSSION

NEW BUSINESS

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

FOR YOUR INFORMATION

MANAGEMENT REPORTS

Town Manager ……………………………………………………………………………………Page 16

Police Department* (available at February 16th meeting)
Public Works ………………………………………………………………………………………..Page 17
Planning and Community Development………………………………………………………..Page 22
Treasurer……………………………………………………………………………………………..Page 25

ADJOURNMENT

*No attached material

 SCHEDULE OF MEETINGS

All meetings are at Town Hall unless otherwise indicated

February 2010

Town Council Feb 2, 7:00 pm

Town Council Feb 16, 7:00 pm
Planning Commission Feb 17, 7:00 pm
Ashland Main Street Assoc. Feb 17, 5:30 pm
EDA Feb 25, 6:30 pm
Joint work session Feb 25, 6:00 pm (Town Council/Planning Commission
ACTION AGENDA
ITEM #1

TO: Ashland Town Council

FROM: Harold W. Mitchell, Treasurer

RE: Personal Property Tax Abatements for Years 2002 through 2004

Council abatements are requested for the attached listing of non-

collectable Personal Property Taxes totaling $24,145.88 for the
years of 2002 through 2004. The statute of limitations has
expired on these. We have tried to collect these delinquent
taxes through Set-Off-Debt, DMV stops and garnishing their wages.

MOTION

APPROVE: I move to approve the personal property tax abatements

for years 2002 through 2004.

DENY: I deny approval of the request for abatement of personal

property taxes for years 2002 through 2004.

1
 ACTION AGENDA

Item 2 - Henry Clay Road – Resolution to Accept Easements

In order to accomplish the Henry Clay Road reconstruction, several easements were
needed from property owners. The Town initially obtained letters of permission from the
owners, with the deeds and plats to follow. The easement deeds and plats have been
completed (attached) and signed by the majority of the property owners. According to
state code, the Town Council needs to accept the conveyances by resolution. Separate
resolutions are attached for each parcel for which we have obtained property owner
signatures.

It is recommended that Council adopt the Resolutions accepting conveyance of the

easements and authorizing the Mayor to execute the deeds on behalf of the Town.

MOTION

APPROVE: I move approval of the resolutions accepting conveyance of the easements

and authorize the Mayor to execute the deeds on behalf of the Town for the Henry Clay
Road reconstruction project.

DENY: I deny approval of the request for adoption of the resolutions as presented.

2
 Resolution

WHEREAS, several owners of properties along and adjacent to Henry

Clay Road in the Town of Ashland have agreed to dedicate deeds of easement to
the Town of Ashland, said dedications being necessary for the construction of
public improvements known as the Henry Clay Road Improvement Project; and

WHEREAS, § 15.2-1803 of the Code of Virginia permits the Town of

Ashland to accept such deeds, when in a form approved by the Town Attorney,
such acceptance by the Town to be shown on the deed by signature of a person
authorized to act on behalf of the Town; and

WHEREAS, the Town Attorney has approved the form of the Deeds as
attached hereto; and

NOW, THEREFORE, BE IT RESOLVED, that the Town of Ashland

accepts such Deeds, and be it

FURTHER RESOLVED, that Faye O. Prichard, Mayor of the Town of

Ashland, be and hereby is authorized to execute the Deeds, and to acknowledge
acceptance of the Deeds by the Town of Ashland, and to execute all documents
and take any further action necessary to accomplish the conveyance described in
the Deeds.

Dated this 2nd day of February, 2010.

______________________________________
Faye O. Prichard, Mayor

MAD 01/29/10

3
 Deed of Easement

THIS DEED 0F EASEMENT, made this _____ day of , by

and between Dale Andrew and Marcia Hill, Grantor, and TOWN OF ASHLAND, VIRGINIA, Grantee.

W I T N E S S E T H:

That for an in consideration of the sum of ONE DOLLAR, ($1.00), the benefits the Grantor may

derive there from, and other valuable considerations, the Grantor does hereby grant and convey unto the

Grantee, its successors or assigns with General Warranty and English Covenants of Title, the following

described easement, to-wit:

The permanent right, privilege and easement of right of way to construct

and maintain sidewalk (Facilities) over, through and across the property of
the Grantor, the permanent area of said easement of right of way more
particularly described as Permanent Easement Area on the Plat entitled
"Map Showing Parcel of Land Containing 87 Square Feet of Property
Being the Proposed Easement to be Dedicated to the Town of Ashland"
dated November 20, 2008, prepared by Halder Surveys and recorded in
the Clerk's Office of the Circuit Court of Hanover County in Plat Book
page (the "Plat") along with the right,
privilege and temporary easement of right of way to use the property of the
Grantor, while constructing the Facilities.

1. All Facilities installed or constructed by or on behalf of Grantee shall be and remain the
property of Grantee. No additional charge shall at any time be made for the property used or
occupied by Grantee and Grantee shall have all rights and privileges reasonably necessary for the
use of the easement.

2. Grantee shall have the right of ingress to and egress from the easement over the property of
Grantor which lies between public or private roads and the easement for the purpose of inspecting,
maintaining, repairing, replacing, or operating its Facilities.
If in the exercise of the right of ingress and egress, damage is done to Grantor's property outside the
boundaries of the easement, and Grantor gives written notice within 180 days of such damage,
Grantee shall, at its option either repair the damage or pay to Grantor the reasonable cost to repair
damage.

3. Grantee shall have the right to relocate its Facilities within the easement, and to make
additions, extensions, alterations, or substitutions thereto including the right to install additional
Facilities in the easement, as Grantee may from time to time deem advisable or expedient.

4. Grantee shall have the right to alter or remove any structures or obstructions, natural or
artificial, in the easement which it deems to interfere in any way with the property and efficient
construction, operation, replacement, or maintenance of its Facilities in the easement. Grantee, at
its own expense, shall restore, as nearly as possible, the premises to their condition as existing on
the date of this deed. Restoration shall include the removal of all debris and trash, the backfilling
and compaction of trenches, the replacement of fences, the replacement of topsoil, and the
reseeding of lawns or pasture areas. Restoration shall not include the replacement of structures,
trees, shrubbery, landscaping or other facilities located within the easements.

-1- 4
5. Grantor reserves the right to use the easement in a manner not inconsistent with the rights
herein conveyed, or which does not interfere with or endanger the Facilities of Grantee; however,
Grantor shall not erect any buildings or other structures, except fences, within the permanent
easement without obtaining the prior written approval of Grantee.

6. This deed covers all the agreements between the parties and no representations or statements,
verbal or written, have been made which modify, add to, or change the terms of this deed.

WITNESS the following signature and seal:

(SEAL)

______________________________
(Type or Print Name)

STATE OF VIRGINIA

CITY OR COUNTY OF , to-wit:

The foregoing deed was acknowledged before me by ___________________________

(Name)
this_______ day of __________________, by:

My Commission Expires: .

Notary Public
Accepted:

Town of Ashland

Mayor

Authority Town Council Resolution of ________________

Approved as to Form:

Town Attorney

-2- 5
6
 Deed of Easement

THIS DEED 0F EASEMENT, made this _____ day of , by

and between Linda L. McGrew, Grantor, and TOWN OF ASHLAND, VIRGINIA, Grantee.

W I T N E S S E T H:
That for an in consideration of the sum of ONE DOLLAR, ($1.00), the benefits the Grantor may
derive there from, and other valuable considerations, the Grantor does hereby grant and convey unto the
Grantee, its successors or assigns with General Warranty and English Covenants of Title, the following
described easement, to-wit:
The permanent right, privilege and easement of right of way to construct
and maintain sidewalk (Facilities) over, through and across the property of
the Grantor, the permanent area of said easement of right of way more
particularly described as Permanent Easement Area on the Plat entitled
"Map Showing Parcel of Land Containing 70 Square Feet of Property
Being the Proposed Easement to be Dedicated to the Town of Ashland"
dated November 20, 2008, prepared by Halder Surveys and recorded in
the Clerk's Office of the Circuit Court of Hanover County in Plat Book
page (the "Plat") along with the right,
privilege and temporary easement of right of way to use the property of the
Grantor, while constructing the Facilities.

1. All Facilities installed or constructed by or on behalf of Grantee shall be and remain the
property of Grantee. No additional charge shall at any time be made for the property used or
occupied by Grantee and Grantee shall have all rights and privileges reasonably necessary for the
use of the easement.

2. Grantee shall have the right of ingress to and egress from the easement over the property of
Grantor which lies between public or private roads and the easement for the purpose of inspecting,
maintaining, repairing, replacing, or operating its Facilities.
If in the exercise of the right of ingress and egress, damage is done to Grantor's property outside the
boundaries of the easement, and Grantor gives written notice within 180 days of such damage,
Grantee shall, at its option either repair the damage or pay to Grantor the reasonable cost to repair
damage.

3. Grantee shall have the right to relocate its Facilities within the easement, and to make
additions, extensions, alterations, or substitutions thereto including the right to install additional
Facilities in the easement, as Grantee may from time to time deem advisable or expedient.

4. Grantee shall have the right to alter or remove any structures or obstructions, natural or
artificial, in the easement which it deems to interfere in any way with the property and efficient
construction, operation, replacement, or maintenance of its Facilities in the easement. Grantee, at
its own expense, shall restore, as nearly as possible, the premises to their condition as existing on
the date of this deed. Restoration shall include the removal of all debris and trash, the backfilling
and compaction of trenches, the replacement of fences, the replacement of topsoil, and the
reseeding of lawns or pasture areas. Restoration shall not include the replacement of structures,

-1- 7
 trees, shrubbery, landscaping or other facilities located within the easements.

5. Grantor reserves the right to use the easement in a manner not inconsistent with the rights
herein conveyed, or which does not interfere with or endanger the Facilities of Grantee; however,
Grantor shall not erect any buildings or other structures, except fences, within the permanent
easement without obtaining the prior written approval of Grantee.

6. This deed covers all the agreements between the parties and no representations or statements,
verbal or written, have been made which modify, add to, or change the terms of this deed.

WITNESS the following signature and seal:

(SEAL)

______________________________
(Type or Print Name)
STATE OF VIRGINIA
CITY OR COUNTY OF , to-wit:
The foregoing deed was acknowledged before me by ___________________________
(Name)
this_______ day of _________________, by:

My Commission Expires: .

Notary Public
Accepted:
Town of Ashland

Mayor

Authority Town Council Resolution of ________________

Approved as to Form:

Town Attorney

-2- 8
9
 Deed of Easement

THIS DEED 0F EASEMENT, made this _____ day of , by

and between Barnett Systems, Inc., Grantor, and TOWN OF ASHLAND, VIRGINIA, Grantee.
W I T N E S S E T H:
That for an in consideration of the sum of ONE DOLLAR, ($1.00), the benefits the Grantor may
derive there from, and other valuable considerations, the Grantor does hereby grant and convey unto the
Grantee, its successors or assigns with General Warranty and English Covenants of Title, the following
described easement, to-wit:
The permanent right, privilege and easement of right of way to construct
and maintain sidewalk (Facilities) over, through and across the property of
the Grantor, the permanent area of said easement of right of way more
particularly described as Permanent Easement Area on the Plat entitled
"Map Showing Parcel of Land Containing 60 Square Feet of Property
Being the Proposed Easement to be Dedicated to the Town of Ashland"
dated November 20, 2008, prepared by Halder Surveys and recorded in
the Clerk's Office of the Circuit Court of Hanover County in Plat Book
page (the "Plat") along with the right,
privilege and temporary easement of right of way to use the property of the
Grantor, while constructing the Facilities.

1. All Facilities installed or constructed by or on behalf of Grantee shall be and remain the
property of Grantee. No additional charge shall at any time be made for the property used or
occupied by Grantee and Grantee shall have all rights and privileges reasonably necessary for the
use of the easement.

2. Grantee shall have the right of ingress to and egress from the easement over the property of
Grantor which lies between public or private roads and the easement for the purpose of inspecting,
maintaining, repairing, replacing, or operating its Facilities.
If in the exercise of the right of ingress and egress, damage is done to Grantor's property outside the
boundaries of the easement, and Grantor gives written notice within 180 days of such damage,
Grantee shall, at its option either repair the damage or pay to Grantor the reasonable cost to repair
damage.

3. Grantee shall have the right to relocate its Facilities within the easement, and to make
additions, extensions, alterations, or substitutions thereto including the right to install additional
Facilities in the easement, as Grantee may from time to time deem advisable or expedient.

4. Grantee shall have the right to alter or remove any structures or obstructions, natural or
artificial, in the easement which it deems to interfere in any way with the property and efficient
construction, operation, replacement, or maintenance of its Facilities in the easement. Grantee, at
its own expense, shall restore, as nearly as possible, the premises to their condition as existing on
the date of this deed. Restoration shall include the removal of all debris and trash, the backfilling
and compaction of trenches, the replacement of fences, the replacement of topsoil, and the
reseeding of lawns or pasture areas. Restoration shall not include the replacement of structures,
trees, shrubbery, landscaping or other facilities located within the easements.

-1- 10
5. Grantor reserves the right to use the easement in a manner not inconsistent with the rights
herein conveyed, or which does not interfere with or endanger the Facilities of Grantee; however,
Grantor shall not erect any buildings or other structures, except fences, within the permanent
easement without obtaining the prior written approval of Grantee.

6. This deed covers all the agreements between the parties and no representations or statements,
verbal or written, have been made which modify, add to, or change the terms of this deed.

WITNESS the following signature and seal:

(SEAL)

______________________________
(Type or Print Name)
STATE OF VIRGINIA
CITY OR COUNTY OF , to-wit:
The foregoing deed was acknowledged before me by ___________________________
(Name)
this_____ day of _____________________, by:

My Commission Expires: .

Notary Public
Accepted:
Town of Ashland

Mayor

Authority Town Council Resolution of ________________

Approved as to Form:

Town Attorney

-2- 11
12
 Deed of Easement

THIS DEED 0F EASEMENT, made this _____ day of , by

and between David R. and Wendy R. Mason, Grantor, and TOWN OF ASHLAND, VIRGINIA, Grantee.
W I T N E S S E T H:
That for an in consideration of the sum of ONE DOLLAR, ($1.00), the benefits the Grantor may
derive there from, and other valuable considerations, the Grantor does hereby grant and convey unto the
Grantee, its successors or assigns with General Warranty and English Covenants of Title, the following
described easement, to-wit:
The permanent right, privilege and easement of right of way to construct
and maintain drainage improvements including accessories and
appurtenances thereto (Facilities) over, through and across the property of
the Grantor, the permanent area of said easement of right of way more
particularly described as Permanent Easement Area on the Plat entitled
"Map Showing Parcel of Land Containing 446 Square Feet of Property
Being the Proposed Easement to be Dedicated to the Town of Ashland"
dated November 20, 2008, prepared by Halder Surveys and recorded in
the Clerk's Office of the Circuit Court of Hanover County in Plat Book
page (the "Plat") along with the right,
privilege and temporary easement of right of way to use the property of the
Grantor, while constructing the Facilities.

1. All Facilities installed or constructed by or on behalf of Grantee shall be and remain the
property of Grantee. No additional charge shall at any time be made for the property used or
occupied by Grantee and Grantee shall have all rights and privileges reasonably necessary for the
use of the easement.

2. Grantee shall have the right of ingress to and egress from the easement over the property of
Grantor which lies between public or private roads and the easement for the purpose of inspecting,
maintaining, repairing, replacing, or operating its Facilities.
If in the exercise of the right of ingress and egress, damage is done to Grantor's property outside the
boundaries of the easement, and Grantor gives written notice within 180 days of such damage,
Grantee shall, at its option either repair the damage or pay to Grantor the reasonable cost to repair
damage.

3. Grantee shall have the right to relocate its Facilities within the easement, and to make
additions, extensions, alterations, or substitutions thereto including the right to install additional
Facilities in the easement, as Grantee may from time to time deem advisable or expedient.

4. Grantee shall have the right to alter or remove any structures or obstructions, natural or
artificial, in the easement which it deems to interfere in any way with the property and efficient
construction, operation, replacement, or maintenance of its Facilities in the easement. Grantee, at
its own expense, shall restore, as nearly as possible, the premises to their condition as existing on
the date of this deed. Restoration shall include the removal of all debris and trash, the backfilling
and compaction of trenches, the replacement of fences, the replacement of topsoil, and the
reseeding of lawns or pasture areas. Restoration shall not include the replacement of structures,

-1- 13
 trees, shrubbery, landscaping or other facilities located within the easements.

5. Grantor reserves the right to use the easement in a manner not inconsistent with the rights
herein conveyed, or which does not interfere with or endanger the Facilities of Grantee; however,
Grantor shall not erect any buildings or other structures, except fences, within the permanent
easement without obtaining the prior written approval of Grantee.

6. This deed covers all the agreements between the parties and no representations or statements,
verbal or written, have been made which modify, add to, or change the terms of this deed.

WITNESS the following signature and seal:

(SEAL)

______________________________
(Type or Print Name)
STATE OF VIRGINIA
CITY OR COUNTY OF , to-wit:
The foregoing deed was acknowledged before me by ___________________________
(Name)
this day of , by:

My Commission Expires: .

Notary Public
Accepted:
Town of Ashland

Mayor

Authority Town Council Resolution of ________________

Approved as to Form:

Town Attorney

-2- 14
15
 Town Manager’s Report
February 2010
Projects/Updates:

• We are following several pieces of General Assembly legislation (approximately

100 bills) that may have an effect on local governments. I will have several
updates for you at the Town Council meeting.
• Staff has been working on the FY11 budget for the last several weeks and will
begin scheduling work sessions with Town Council in about a month.
• Town Staff is working with the Economic Development Authority and other
organizations on the Economic Development Strategy.
• 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”.
• Staff has reviewed information from VML/VACO Finance on GASB 45 retirement
benefits requirements. We will make a recommendation as part of the budget
process.

REMINDERS:

February 5 & 6, 7:00 PM – Black History Event: “We Were There: History through the Arts”–
Blackwell Auditorium at RMC.

February 11 – 12:00 PM – VML/VACO Legislative Day

February 15 – Presidents’ Day – Town Offices closed

February 15-19 & 22-26 – CSX completes rail replacement work on track 3 (western
track) from Gwathmey Church Road to England Street.

CWH

1/29/10

16
 DEPARTMENT OF PUBLIC WORKS
MANAGEMENT REPORT
January 2010

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 (320 hours).
-brush collection, (40 loads, 400 hours).
-pothole patching with cold patch material (32 hours).
-traffic signal calls (0).
-street sweeping (24 hours)
-drainage maintenance – cleaning inlets (75 hours)
-repair and maintenance of street signs, painting curbs & trimming for sight distance
(272 hours).
-snow and ice removal – (25 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 primarily included the
following: Clean up, painting and miscellaneous repairs at old fire station; install phone and
computer cable in old fire station; misc. work around Town Hall; helped with staff moving into
old fire station and other moves within Town Hall. Hourly summary of activities was as follows:

Month (hours)
-Cutting grass: 0
-Landscaping Maintenance: 0
-Building maintenance, cleaning: 256
-Park Maintenance: 0
-Trash clean up: 0

Vehicle Maintenance

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

-Preventative Maintenance Orders: Month: 17

-Repair Orders: Month: 24

In addition, repaired snow equipment from first major storm last month.

17
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: 14
New right of way permits: 1
Erosion control inspection sites: 19 (82 site inspections this month)
Dept. Computer service/maint: 16 (13 hours)
Site plan review 12 hours
CADD work 32 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, YMCA Phase II,
Smith Street relocation (by RMC)..

- Administrative involvement with site plan issues and corresponding maintenance

agreements, easement documents, building permits, etc.

- Engineering staff moved from Town Hall to old fire station.

- Preparation of cost estimates for several CIP projects.

- Visitor’s Center Roof project – follow-up with a few warranty issues.

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

- Work in progress on department’s annual budget.

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.
18
 • Prepare cost estimate for N. Center Street trail/sidewalk for CIP.

3. Drainage

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

progressing.
• 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.
o Follow-up TV inspection is being scheduled for February, weather
permitting.

4. Residential Area Improvements

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

5. Stormwater Management
• Mechump’s Creek restoration project with RMC:
• Survey has been completed.
• CAD drawings have been submitted and are being reviewed by Town and
RMC.
• Phase 1 construction details are being discussed.

• 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.
• RMC intern worked with the Town for January term on education and
outreach materials to fulfill permit requirements.

6. Route 1/Route 54 Intersection

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

19
 Virginia Department of Transportation
Richmond District
2430 Pine Forest Drive Project Management Office
Colonial Heights, VA 23834

Project Status Report

Date: January 22, 2010

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

Project Information
• Roadway design has reached a point in design where the survey is needed to
move forward in design. There is no impact to the schedule at this time;
however, this will be evaluated again once the survey is complete.

• Scoping Report was re-submitted to the Assistant State Location & Design
Engineer for approval with updated budget information and traffic data; approval
is pending.

• Held kickoff meeting with RK& K on December 2, 2009. Notice to Proceed was
issued on January 13, 2010.

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

turn lane storage lengths; completion is pending.

• Survey has not been completed to date; survey was delayed due to being
assigned to higher priority. Property owner notifications have been sent out;
actual surveying should begin no later than the first week in February.

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 December.

20
Project Estimate/Budget
• The PE estimate has been updated to include consultant costs. Below is
a breakdown of costs.

o The PE estimate developed at Scoping in May 2008 -

$356,798

o Updated VDOT manpower estimate in September 2009 -

$575,612*

o Consultant Services -$ 74,895

o VDOT Oversight for Hydraulics -$ 7,500

o Expenditures -$111,200

o Total PE Estimate -$608,097**

*Number includes approximately $50,090 estimated to cover consultant services &

VDOT oversight.
**Number includes expenditures.
• Factors causing increased cost to PE

o Original estimate was almost two years old.

o Roadway design and signal design had to start over from scratch.

o Consultant Services for hydraulic design.

o There is an error in the survey elevations that has to be corrected.

• Based on the allocations (including anticipated funding from 8652 &

14561), the shortfall is $1,313,962.

Project Risks
• Known hazardous materials contaminated sites.

• Funding

• Potential for future resource reductions

21
 Town of Ashland

January 2010 Management Report

Total This
January January Year To Point Last
2010 2009 Date Total Year
Development:
Site Plan Reviews 2 2 1 2
Rezoning Requests 0 0 0 0
Conditional Use Permit Requests 0 0 0 0
Board of Zoning Appeals Variance/Appeals 0 0 0 0
Requests
Subdivisions 1 0 1 0

Enforcement:
Sign Violations 13 28 13 28
Zoning Investigations 9 18 9 18

Administration:
Pre-Application Conferences 2 2 1 1
Zoning-Planning Inquiries 197 234 197 234
Building Permits 4 10 4 10
Occupancy Certificates 1 7 1 7
Sign Permits 3 2 3 2
Business License review 0 2 0 2

22
UPCOMING MEETINGS:

Town Council
March 2, 2010

• East Ashland Rezoning and Conditional Use Permit requests.

• Ordinance PL2009-09 Setbacks in Planned Developments

Planning Commission
February 17, 2010

• Capital Improvements Program

• Cottage Green - Subdivision request to create townhouse lots. Previous approval was to allow
condominium construction.
• Misc. Ordinance amendments Public hearing, as requested by Council.

March 10, 2010

• Carter’s Hill, Section 2 – Rezoning from RR-1 & R-1 to R-2, and preliminary subdivision plat
approval for 30 lots.

Board of Zoning Appeals

February 21, 2010
(no items scheduled for this meeting)

Ashland Main Street Association

February 17, 2010 - 5:30 p.m.

Economic Development Authority

February 25, 2010 - 6:30 p.m.

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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

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

Staff is working to schedule a joint work session with the Planning Commission and Town
Council regarding the East Ashland proposal.

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 TREASURER’S
Management Report
January 2010

PRIOR YEARS TAX RECEIVABLES

RE Taxes PP Taxes

Balance Outstanding $ 15,828.84 $ 23,046.35

Plus Supplementals $ -0- $ -0-
Less Abatements $ -0- $ -0-
Less Collections Current Month $ 2,962.96 $ 5,206.47

Balance Outstanding $ 12,865.88 $ 17,839.88

OTHER DELINQUENT RECEIVABLES

Meals Tax 6 restaurant(s) estimated at $ 18,005.00

Business Licenses 26 businesses with estimated tax of $2,154.00

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

$3,840,333 $ 4,310,763 $ 335,461 $ 3,975,302

Received 3 returned checks from bank for insufficient funds for month of January.

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