June 6_ 2006 regular - ASHLAND TOWN COUNCIL by Levone

VIEWS: 7 PAGES: 9

									                                     ASHLAND TOWN COUNCIL
                                               Minutes
                                   Tuesday, June 6, 2006 – 7:00 p.m.

The meeting of the Ashland Town Council was called to order at 7:05 p.m. on Tuesday, June 6, 2006, in
the Council Chambers of Town Hall by Faye O. Prichard, Mayor.

PRESENT:       Faye O. Prichard, Mayor
               Angela L. LaCombe, Vice Mayor
               Anthony E. Keitt
               William C. Martin
               George F. Spagna, Jr.

Charles Hartgrove, Town Manager            Josh Farrar, Assistant Town Manager
Andrea Erard, Town Attorney                Harold Mitchell, Treasurer
Mike Davis, Director of Public Works       Rick Pleasants, Chief of Police
Lois A. Smith, Clerk of Council
Neil Holthouser, Director of Planning & Community Dev.

The invocation was offered by The Reverend Kathy Reinger, pastor of Ashland Christian Church.

Mayor Prichard led the Pledge of Allegiance.

Adoption of Agenda
Mayor Prichard reviewed the agenda and asked if there were any additions or changes. There was a
consensus of Council to adopt the agenda.

Citizen’s Input

Ms. Mary Claire Cosner addressed the Town Council to express thanks on behalf of the Strawberry Faire
for all of the support and help given by the Town staff and Council to make the Faire the success that it
was. Ms. Cosner presented a plaque from the Strawberry Faire Committee to Town Council.

Citizens’ input was closed, and Vice Mayor Lacombe read her letter of resignation from Town Council
effective June 30, 2006, due to changes in her personal life.

Mayor Prichard accepted the resignation and expressed appreciation for Ms. LaCombe’s service.

Dr. Spagna made the motion to accept Ms. LaCombe’s resignation; seconded by Mr. Martin.

Roll Call Vote
Dr. Spagna             aye
Mr. Martin             aye
Mr. Keitt              aye
Mayor Prichard         aye

Four ayes and the motion passed to accept the resignation.


Public Hearing
1. Capital Improvements Program 2006-2007 through 2010-2011
Mr. Hartgrove reviewed changes in the CIP.

Mayor Prichard opened the public hearing.

Mr. John Wallmeyer of 404 John Street addressed Council regarding the CIP and stated he believed
25% could be eliminated from the figures.

Seeing no other public comment, Mayor Prichard closed the public hearing and brought the request back
to Town Council.

Dr. Spagna clarified that the CIP is a plan to set aside funds for future use. It is not an appropriation for
current projects. It is like a savings account.

Dr. Spagna made the motion to adopt the Capital Improvements Program as presented by the town staff;
seconded by Mr. Martin.
Town Council Minutes                                                                                            1
June 6, 2006
Roll Call Vote
Mr. Martin             aye
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye
Mayor Prichard         aye

All ayes and motion passed.

Action Agenda

   1. Budget – 2007 Appropriations Resolution
Mayor Prichard explained that the public hearing for the budget was held at the May 16 meeting and will
be voted on at tonight’s meeting.

Mr. Hartgrove reviewed the Council of the figures in the budget. He explained the BPOL tax was lowered
by one cent, from 8 to 7 cents; the real estate tax did not increase. The total amount of increase is in the
general fund at 8.6 percent over five fiscal years total.

                                     TOWN OF ASHLAND, VIRGINIA
                                           RESOLUTION
                                            June 6, 2006

         WHEREAS, the Town Council of Ashland, Virginia has heretofore prepared and adopted a budget
for informative and fiscal planning purposes; and
         WHEREAS, it is now necessary to appropriate sufficient funds for the contemplated expenditures
as are contained in the Budget,

       NOW, THEREFORE, BE IT RESOLVED by the Town Council of Ashland, Virginia:

SECTION 1. GENERAL FUNDS. That the amounts herein named aggregating $7,156,308 or so much
thereof as may be necessary, are hereby appropriated for the General Funds subject to the conditions
hereinafter set forth in this resolution for the fiscal year beginning July 1, 2006 and ending June 30, 2007,
as follows:

                                      GENERAL TOWN PURPOSES

GENERAL & FINANCIAL ADMINISTRATION
Legislative                                            43,467
Town Manager                                          493,431
Tourism                                               155,551
Treasurer                                             233,384
Information Technologies                               57,100
       SUBTOTAL                                                                 $982,933



PUBLIC SAFETY
Police Department                                   1,929,735
Fire and Rescue                                        53,000

       SUBTOTAL                                                               $1,982,735

PUBLIC WORKS
Public Works Administration                           507,736
Maintenance—Streets, Sidewalks & Drainage           1,422,434
Maintenance of Buildings & Grounds                    186,326
Sanitation, Waste & Brush Removal                     296,500
Vehicle Maintenance                                   129,895
       SUBTOTAL                                                               $2,542,891

PARKS, RECREATION & CULTURAL
Parks and Recreation                                  168,389
       SUBTOTAL       $168,389

Town Council Minutes                                                                                       2
June 6, 2006
PLANNING & COMMUNITY DEVELOPMENT
Planning                                               386,678
Business Assistance                                    134,068
              SUBTOTAL                                                         $520,746

NON-DEPARTMENTAL
Debt Service                                            41,093
Debt Service – Water & Sewer                          169,728
Transfer to Capital Project Fund                      747,793
       SUBTOTAL                                                                  $958,614

TOTAL EXPENDITURES, GENERAL FUNDS                                              $7,156,308


SECTION 2. CAPITAL PROJECT FUNDS: That the amounts herein named aggregating $6,220,804 or
so much thereof as may be necessary, are hereby appropriated for the Capital Projects Funds subject to
the conditions hereinafter set forth in this resolution for the purposes hereinafter mentioned for the fiscal
year beginning July 1, 2006 and ending June 30, 2007 as follows:

                                     CAPITAL PROJECTS FUNDS

TOTAL EXPENDITURES, CAPITAL PROJECTS FUNDS:                                  $6,220,804

SECTION 3. All of the monies appropriated as shown by the items contained in Sections 1 and 2 are
appropriated upon the terms, conditions and provisions hereinafter set forth in this section.

       (1) All appropriations are declared to be maximum, conditional and proportionate appropriations,
           the purpose being to make the appropriations payable in full in the amounts named herein if
           necessary, and then only in the event the aggregate revenues collected and other resources
           available during the fiscal year ending June 30, 2007, for which the appropriations are made,
           are sufficient to pay all the appropriations in full; otherwise, said appropriation shall be
           deemed to be payable in such proportion as the total sum of all realized revenue is to the total
           amount of the revenues estimated by the Town Council to be available for appropriation in the
           fiscal year ending June 30, 2007.
       (2) No department, agency or individual receiving appropriations under the provisions of this
           resolution shall exceed the amount of its or his appropriation except with the prior consent
           and approval of the Town Council.
       (3) Nothing in this resolution shall be construed as authorizing any reduction to be made in the
           amount appropriated in this resolution for the payment of interest on or the retirement of Debt
           of the Town of Ashland.
       (4) It is expressly provided that this resolution, with the exception of the expenditures of the funds
           appropriated, shall apply only to the lump sum amounts that have been included in this
           resolution.
       (5) The Town Council reserves the right to change at any time during said fiscal year the
           compensation so provided to any officer or employee and to abolish any office or position
           excepting such office or position as it may be prohibited by law from abolishing.
       (6) The Town Manager is authorized to make such rearrangements of positions and
           appropriations with the several departments under the control of the Town Council that may
           best meet the needs and interests of the Town of Ashland, Virginia.

SECTION 4. All resolutions and parts of resolutions inconsistent with the provisions of this resolution are
hereby repealed.

SECTION 5. This resolution shall be effective on and after July 1, 2006.
     Adopted this 6th day of June, 2006.

Ms. LaCombe made the motion to approve the resolution to approve the budget; seconded by Mr. Keitt.

Mayor Prichard commended the staff and Council for the work that has gone into the budget process.

Roll Call Vote
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye

Town Council Minutes                                                                                        3
June 6, 2006
Mr. Martin             aye
Mayor Prichard         aye

All ayes and the motion passed.

    2. Levy Resolution
Mr. Hartgrove explained the levy resolution is for the rates and fees. The only change is in BPOL with the
lowering from eight to seven cents for businesses within the $100,000 – $25,000,000.


                                               RESOLUTION
                                          ASHLAND TOWN COUNCIL
                                               June 6, 2006

WHEREAS, the Ashland Town Council has adopted a budget for FY 2007; and

WHEREAS, the Ashland Town Council has appropriated the funds for FY 2007,

NOW, THEREFORE, BE IT RESOLVED, that the following tax rates and levies shall be in effect from
July 1, 2006 through June 30, 2007:

        Real Property Tax                            $.07 per $100 of valuation

        Mobile Home Tax                              $.07 per $100 of valuation

        Personal Property Tax                        $.77 per $100 of valuation

        Public Service Corp. Personal Property       $.77 per $100 of valuation

        Machinery and Tools Tax                      $.77 per $100 of valuation

Business, Professional Occupational                  $30.00 or $0.07 per $100 of
License Tax (BPOL)                                   gross receipts greater than $100,000 up to
                                                     $25,000,000,
                                                     plus $0.05 above $25,000,000
                                                     up to $50,000,000 plus $0.02
                                                     above $50,000,000

Consumer Utility Tax—Each Service
Telecommunications:
         Residential                       10% of 1st $10.00 per month
         Commercial/industrial             10% of 1st $100.00 per month
         Cellular                          10% of 1st $30.00 per month

Electric:
            Residential                    $0.70 plus the rate of $0.007523 on each kWh
                                              not to exceed $1.00 monthly
            Commercial/industrial          $1.15 plus the rate of $0.007342 on each kWh
                                              not to exceed $10.00 monthly
Natural Gas:
       Residential
                                           $0.10 plus the rate of $0.10 on each CCF not to exceed $0.50
                                           monthly
            Commercial/industrial          $1.00 plus the rate of $0.10 on each CCF
                                           not to exceed $10.00 monthly

Meals Tax                                            5%

Motor Vehicle License Tax
       Cars and Trucks                .              $25.00
       Motorcycles                                   $15.00

Transient Occupancy Tax                              5%

Ms. LaCombe made the motion to approve the 2007 Levy resolution as presented; seconded by Dr.
Spagna.


Town Council Minutes                                                                                      4
June 6, 2006
Roll Call Vote
Ms. LaCombe            aye
Dr. Spagna             aye
Mr. Martin             aye
Mr. Keitt              aye
Mayor Prichard         aye

All ayes and the motion passed.

3.     Request for Vacation of Right of Way: Shelia Tompkins - alley
Mr. Holthouser explained the request. The alley runs east-west between Louisiana Street and
Washington Highway. The property fronts on Washington Highway between Caroline Street and College
Avenue and is owned by Shelia Tompkins. In 2004 she applied for and received subdivision approval to
combine four lots into two lots. If the vacation of alley way were approved, Ms. Tompkins would combine
two parcels into one, which would allow for development of the entire site. Her desire is to build a
shopping center on the property, and a conditional use permit would also be required. What is being
asked for at this meeting is the approval to set a date for a public hearing. Staff is recommending that
Town Council set that date for July 18 because that is the date that the conditional use permit and
subdivision request before Council so that all three of these requests could be considered at one time.

Mr. Holthouser explained that this alley is public right of way, which is different from an easement. In
1964 the Ashland Town Council closed the alley to traffic. In staff’s research of the minutes of those
Council meetings, it is fairly clear that the Council did not intend to have traffic using the alley. This was
done at the request of some of the property owners who lived along the alley. Some of those owners may
have assumed that the Town was vacating the alley at the time, meaning deeding it over to private
owners. It is not totally clear as to whether that happened or not. Some recorded deeds indicate there is
private ownership of sections of that alley and other deeds indicate public right of way. Staff believes that
it was the intent of Council at that time to not have that alley open for public use. Ms. Tompkins is asking
that the alley be vacating so that she can combine two parcels into one.

One item for consideration at the public hearing is the potential compensation for vacating an alley. State
law stipulates that in vacating public property, compensation may be sought. In this case, staff suggests
that no compensation or nominal compensations be sought. Mr. Holthouser stated there are three
suggestions for Council to consider with this request. 1. Ms. Tompkins will dedicate land to help satisfy
street width desires both on Caroline Street and Washington Highway. Five feet has been dedicated on
Caroline Street and would be dedicating an additional ten feet along Washington Highway. 2. Ms.
Tompkins would be replacing the alley with easements granted to the Town for access and maintenance.
3. Economic development is another important consideration for this property.

Mr. Keitt made the motion to advertise a public hearing date of July 18, 2006 to consider the vacation of
alley way as requested by Ms. Shelia Tompkins; seconded Dr. Spagna.

Roll Call Vote
Dr. Spagna             aye
Mr. Martin             aye
Mr. Keitt              aye
Ms. LaCombe            aye
Mayor Prichard         aye

All ayes and the motion passed.

        4. DeJarnette Park – Proposed maintenance
Mr. Davis explained the request. The scope of the work will include: 1. draining the pond; 2. capturing
existing fish (if any) and releasing them in a similar pond; 3. removing and disposing of sediments, debris
and soil from the pond bottom; 4. repairing a leak in the pond; 5. installing an aerator on pond bottom and
connect to air compressor.

Mayor Prichard asked for an explanation of the aerator to which Mr. Davis explained it would be a low
impact aerator to keep the water turning and fresh.

Ms. LaCombe made the motion to authorize the rehabilitation work for DeJarnette Park by Thomasson
Construction at a cost not to exceed $28,000; seconded by Mr. Martin.

Roll Call Vote
Mr. Martin             aye
Mr. Keitt              aye
Ms. LaCombe            aye
Town Council Minutes                                                                                        5
June 6, 2006
Dr. Spagna             aye
Mayor Prichard         aye

All ayes and the motion passed.

        5. Proposed purchase of mini-excavator
Mr. Davis explained the need for the mini-excavator. This excavator would have off-road capabilities for
work in the drainage ditches and have less negative impact on yards and other non-paved areas. It would
replace the 1988 Case rubber tire backhoe that the town sold last year. This is a 2005 model and in
excellent operating condition with approximately 150 hours of run time. It is being offered for sale to the
Town for $47,248. and includes a three year – 5000 hour extended warranty. Funding is available in the
Capital Projects Fund.

Ms. LaCombe made the motion to approve the purchase of the John Deere mini-excavator from James
River Equipment at a cost of $47,248.; seconded by Mr. Martin.

Roll Call Vote
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye
Mr. Martin             aye
Mayor Prichard         aye

All ayes and the motion passed.

       6. Sidewalk easements: Ashcake Road and College Avenue
Mr. Davis explained that anytime the Town accepts an easement or acquires public property for public
purposes, by State Code, it must be done by resolution of the governing body.

Mr. Martin made the motion to approve the resolutions to accept the deeds and authorize the mayor to
execute the deeds and any and all documents as may be necessary to be executed; seconded by Ms.
LaCombe.

Roll Call Vote
Ms. LaCombe            aye
Dr. Spagna             aye
Mr. Martin             aye
Mr. Keitt              aye
Mayor Prichard         aye

All ayes and the motion passed.

       7. Invoices

For Council Approval
W. C. English, Incorporated                         $266,993.99
Central Virginia Waste Management Authority         $45,619.80

For Council information
S&N Paint Contractors, Inc.                         $7,550.00
Ashland YMCA                                        $5,000.00

Mr. Martin made the motion to pay the bills; seconded by Mr. Keitt.

Roll Call Vote
Dr. Spagna             aye
Mr. Martin             aye
Mr. Keitt              aye
Ms. LaCombe            aye
Mayor Prichard         aye

All ayes and the motion passed.




Town Council Minutes                                                                                     6
June 6, 2006
       8. Minutes

The minutes for meetings on March 7, March 21 and the Retreat/Meeting on February 10 & 11, 2006
have been corrected and returned to the Clerk.

Dr. Spagna made the motion to accept the minutes as presented; seconded by Mr. Keitt.

Roll Call Vote
Mr. Martin             aye
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye
Mayor Prichard         aye

All ayes and the motion passed.

Discussion Items
Appointments

Mayor Prichard stated that Donnie Tolley has been nominated to the Central Virginia Waste Management
Authority (CVWMA).

Mr. Martin made the motion to appoint Mr. Tolley; seconded by Dr. Spagna.

Roll Call Vote
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye
Mr. Martin             aye
Mayor Prichard         aye

All ayes and the motion passed.

Ms. LaCombe reminded Council that an individual needs to be appointed to the MPO position.

Mayor Prichard asked Ms. LaCombe to brief the Council on the meetings of the Richmond Regional
Planning District Commission.

Ms. LaCombe explained that the meetings are during the day, either early morning or late afternoon and
are held at the Planning District’s offices on Laburnum Avenue, Richmond. The Commission is
composed of a group of citizens representing different interest groups to provide input on transportation
issues and concerns from a non-elected official or administrator position. The meetings are normally
once per month.

Mayor Prichard reminded Council that two positions on the planning commission are up for either re-
appointment or new appointees.

Mayor’s Report
The Strawberry Faire was very successful and thanked the Town staff who participated in helping. Mayor
Prichard stated she has recently been named as a board member to the Hanover Humane Society. The
Humane Society has taken over operation of Yopaka Kennels.

Council member Reports
Ms. LaCombe reported that she coordinated another blood mobile and was successful. Another blood
mobile will be held on July 4 at the Hanover Arts and Activities Center.

Committee Reports
Mr. Keitt reported that the Parks and Recreation and some members of Town Council met with the north
Ashland community regarding the proposed North Ashland Park.

Mayor Prichard stated that Council held a meeting with the Virginia Street residents/community to
discuss the property at Lee and Virginia Street.

Mr. Hartgrove stated he has contacted the citizens via e-mail who were at the meeting regarding the
possibility of an RFP.
Town Council Minutes                                                                                        7
June 6, 2006
For Your Information
Management Reports

Town Manager
The Town Manager reviewed his report. The pool will be open on weekends until school closes on June
15.

Ms. LaCombe reminded Mr. Hartgrove about the free day at the pool on the last day of school.

Mr. Hartgrove stated he would get signs posted at the pool and flyers to the schools, if permitted, since
there is a new policy for information going home with the students.

Police Department
Chief Pleasants reviewed his report. He also stated there were no reported incidents involving the
Strawberry Faire. The Chief thanked Town Council for passing the benefits/compensation plan with the
budget. He also thanked the vice mayor for working with the department over the past six years.

Ms. LaCombe asked about the clearance rate for May and why it is lower than usual to which Chief
Pleasants stated it is lower because the primary offenses are larceny, and those are the most difficult
crimes to solve.

Mr. Martin asked where the department stands on accreditation to which Chief Pleasants stated he is
meeting with the coordinator and making plans to design the mock assessment and is hopeful to have it
completed and do the mock around late summer. After that and the report is received back, the final
onsite assessment will be asked for.

Public Works
Mr. Davis reviewed his report for Council and elaborated on the Hill Carter Parkway project crossing
England Street for utilities, etc.

Ms. LaCombe asked what the status of the Henry Clay project is to which Mr. Davis stated property
owner information is being researched and staff is consulting with Wilbur Smith Associates to sketch
options on the tie-in with Thompson Street.

Mr. Davis explained the Frances Road concern over turn lanes into Frances Road. Staff has completed
some sketches on this.

Mayor Prichard if there is a potential start date for that work to which Mr. Davis stated staff is talking with
the contractors regarding this and involves several contractors.

Planning and Community Development
Mr. Holthouser reviewed his report for Council and introduced Anne Woodward who is the newly hired
business assistance coordinator.

Treasurer
Mr. Mitchell reviewed the treasurer’s report with Council and reported that the first two businesses on the
delinquent meals tax list have been paid. He reported that the auditors would be in town hall on Friday,
June 9 doing their preliminary work.

Ms. LaCombe reminded Council that the town manager’s evaluation needs to be done and suggested
doing so just before the meeting on June 20th.

The town attorney stated that a date and time should be voted on for the meeting.

Ms. LaCombe made the motion to meet on June 20, 2006 at 5:30 p.m. in the conference room; seconded
by Dr. Spagna.

Roll Call Vote
Mr. Keitt              aye
Ms. LaCombe            aye
Dr. Spagna             aye
Mr. Martin             aye
Mayor Prichard         aye

All ayes and the motion passed.


Town Council Minutes                                                                                          8
June 6, 2006
There being no further business to come before Council, the meeting adjourned at 8:25 p.m.


                                                         _____________________________
                                                         Lois A. Smith, Clerk of Council

ATTEST:

_________________________
Faye O. Prichard, Mayor




Town Council Minutes                                                                         9
June 6, 2006

								
To top