1/5/10 Town Council Agenda
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Transcript of 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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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.