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AGENDA April 7, 2009 BUDGET WORKSESSION – 600 P.M Powered By Docstoc
                                      April 7, 2009

                          BUDGET WORKSESSION – 6:00 P.M.

Invocation                              Archie Abaire, Hanover Baha’i Community
Pledge of Allegiance
Adoption of Agenda
Announcement of Council Business

       Recognition of years of service – employees*
       Age Wave – John Martin and Sherry Brach*



       1. Invoices                                                            page 1
       2. Minutes* February 3, 2009



       Mayor’s Report
       Council Members’ Reports
       Committee Reports
             CVWMA* (1)


   Management Reports
         Town Manager                                                         page 2
         Police Department                                                    page 3
         Public Works                                                         page 16
         Planning and Community Development                                   page 20
         Treasurer                                                            page 25


*No attached material

All meetings are at Town Hall unless otherwise indicated

            April 2009

            April 7                  7:00 p.m.   Town Council
            April 8                  7:00 p.m.   Planning Commission
            April 21                 7:00 p.m.   Town Council
            April 22                 5:30p.m.    Ashland Main Street Association
            April 23                 6:30 p.m.   EDA
Item #1


                            FOR COUNCIL INFORMATION

    1. Baird Petroleium Equipment, LLC                            $7,887.00
       Town maintenance facility suction pump replacement

    2. Leisure Publishing Co.                                     $4,743.00
       Annual 2009 Virginia vacation planner insert brochure ad


Approve:     I move to approve and pay the invoice(s).

Deny:        I deny approval and payment of the invoice(s).


                                 Town Manager’s Report
                                           April 2009


   •   Passenger Rail – The Town is still working with the Virginia Department of Rail and
       Public Transportation on passenger rail issues. Two new AMTRAK trains have been
       added to the schedule and will stop in Ashland.
   •   Staff has presented its proposed FY10 budget to Town Council and held its first work
       session on March 28. The second work session will be on April 9 to hopefully finalize
       Council recommendations to staff so that we may move forward in advertising the budget
       and advertising a public hearing for the budget in the near future.
   •   Staff is has completed and submitted the grant requests for the trolley system. The level
       of funding offered from the Virginia Department of Rail and Public Transportation is
       17% of the total cost of the project. I am doubtful we will receive any other funding at
       this time and recommend that the Town reconsider this issue later this fall and consider
       applying for funding in February 2010.
   •   Staff has met with County staff and elected officials concerning the possibilities of public
       utilities for the Jamestown Road community.
   •   Town Staff continues to work with County Economic Development officials on various


April 9, 6:00PM – Second Town Council Budget Work Session – Town Council Chambers

Please do not hesitate to contact me before the Council meeting with any questions or comments
on the agenda packet or my report.


 March 2009

Monthly Report


       The monthly report is intended to serve as an overview of the Ashland
Police Department’s effort to combat crime within the Town of Ashland. The
report contains information about the number of criminal offenses during the
month of March 2009 and the activities undertaken by the Police Department to
improve the overall quality of life for the community.

       The information helps the Police Department develop strategies for
providing a safe environment in which to live, work, visit and play. The
information is also intended to keep the public and officials informed.

       For the month of March our officers made a total of 65 criminal arrests.
The department handled 67 Group-A offenses, of which 23 thus far have been
cleared which gives our department a monthly clearance rate of 34%. Our
overall clearance rate for all crimes is 66%.

                       Activity Highlights

Day Shift

Responded to 253 calls for service.

Made 13 criminal arrests.

Conducted over 37.5 hours of foot patrol.

Completed 28 police reports.

Issued 85 summons and 81 warnings.

Conducted 8 Adopt-A-Senior visits.

Evening Shift

Responded to 420 calls for service.

Made 09 criminal arrests.

Made 1 DUI arrest.

Conducted over 32 hours of foot patrol.

Completed 61 police reports.

Issued 98 summons and 4 Parking tickets and 98 warnings.

Midnight Shift:

Responded to 210 calls for service.

Made 31 criminal arrests.

Made 2 DUI arrest.

Conducted over 29 hours of foot patrol.

Completed 39 police reports.

Issued 82 summonses, 7 Parking tickets and 73 warnings.

Progress in the South Taylor, Arlington and Randolph
Streets Corridor:

During the month of March officers conducted over 17 hours of foot

Officers also conducted over 29 hours of traffic enforcement that
resulted in one citation being issued.

Several roll call meetings were conducted in this area.

Traffic Safety:

During the month of March a total of 95 summonses were issued at
the following Traffic Enforcement Locations.

Jamestown Road - 2 summons

Hanover Avenue - 2 summons

Washington Highway at England Street – 84 summons

England Street at Cottage Greene Drive - 7 summons

Obtained a warrant for indecent liberties with a minor.

Obtained multiple warrants for forgery and receiving of prescription

Investigated a multi-jurisdictional fraud case with numerous victims
residing in different states.

Assigned twelve cases in which two were cleared by arrest, eight
were closed and five were made inactive.

Community Policing:
Assistance was provided to remove an inoperable recreational vehicle.
The vehicle was a blight issue and property owners have been notified.

The agency attended the monthly Triad Meeting and Retail Merchants

Two security assessments were completed on businesses that have
decals covering the windows increasing the possibility of victimization.

Neighborhood watch meetings were held in Laurel Woods and S. Taylor
Street. Twenty people attended the neighborhood watch meeting for S.
Taylor Street

Truck Stops of America was contacted to provide assistance in the
prevention of future crimes.

On 3/1/09, Officer Booth observed an accident and then witnessed the
driver attempting to leave the scene. Once stopped he asked the driver to
step from the vehicle at which time he fled on foot. The suspect was
apprehended behind the Ponderosa and charged with DUI, driving without
license, obstruction of justice, and hit and run.

On 3/22/09, Officer McCullough, while working a plain-clothes assignments
focusing on larcenies from vehicles, observed a subject attempting to
break into vehicles parked in a hotel parking lot. The subject was arrested
without incident for larceny by a uniformed officer.

On 3/28/09 Sergeant Jenks with the assistance of several Ashland Police
officers organized and held a midnight basketball event. This even
provided the Department with a opportunity to interact with over 25 local

On 03/29/09, Officer Bonistalli while checking on a suspicious person in
the area of Ashcake Road at Hill Carter Parkway assisted by Investigator
Hileman became involved in a foot pursuit. The suspect was apprehended
and officers recovered over 8 grams of crack cocaine.

                           DEPARTMENT OF PUBLIC WORKS
                               MANAGEMENT REPORT
                                   March 2009


The Public Works department has 25 authorized positions. Two equipment operator
positions became vacant in March 2009.


Street Crew

This month the Street Crew was involved with the following activities:

      -leaf collection continued this month (376 hours)
      -brush collection, chipping (84 +14 loads, 472 hours).
      -traffic signal calls (1).
      -roadside trash collection (64 hours).
      -street sweeping (40 hours)
      -drainage maintenance (72 hours)
      -repair and maintenance of street signs, painting curbs & trimming for sight
      distance (136 hours).
      -Patching potholes (12 hours)
      -Snow and ice removal (312 regular hours; 107 hours overtime)

Buildings and Grounds Crew

The Buildings and Grounds crew has continued to focus on seasonal maintenance
activities at all Town property, including the parks and Town buildings. Crew activities
also included the following: misc. work around Town Hall, including painting one
bathroom; cleaned up tree branches around the parks damaged by heavy snow;
repaired and painted benches around fountain at Town Hall; worked on footbridge at
DeJarnette Park. Hourly summary of activities was as follows:

                                         Month (hours)
      -Cutting grass:                       16
      -Landscaping Maintenance:             20
      -Building maintenance, cleaning:      106
      -Park Maintenance:                    121
      -Trash clean up:                      38
      -Snow                                 18

Vehicle Maintenance
As part of their normal activities, the crew performed the following maintenance
Page 2


        -Preventative Maintenance Orders:           Month: 16
        -Repair Orders:                             Month: 28

In addition, the crew repaired snow equipment as necessary and began preparing
equipment for spring usage.


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:
                  Citizen inquiries:                  5
                  New right of way permits:           2
                  Erosion control inspection sites:   11 (61 site inspections this month)
                  Dept. Computer service/maint:       12 (18 hours)
                  Site plan review                    4 hours
                  CADD work                           56 hours

        -Inspect and review work at development sites: Maple Street subdivision,
        Woodside Estates subdivision and offsite utilities, Cottage Green Condominiums,
        several single family lots, Hanover Fire Station #1, Carter’s Hill subdivision,
        Lawrence Equipment.

        - Administrative involvement with site plans issues and corresponding
        maintenance agreements, easement documents, building permits, etc.

        -Worked on developing and enhancing pavement management database.

        Project Activity/Status

        1.        Hill Carter Parkway

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

        2.        Sidewalk Improvement Program

              •   New Street Sidewalk: asphalt overlay will take place next paving season in

Page 3

         •   Re-evaluation of recommended priorities for Council consideration is in

    3.       Drainage

         •   Mapping of entire drainage system: Field work and drawing preparation is
         •   Collecting field data and preliminary background on several areas for
             drainage improvement projects.
         •   N. Snead St. – reshaped drainage swale in front of one property.
         •   B Street south of A Street – reshaped ditch, replaced culverts

    4.       Crosswalk Enhancement Program

         •   Evaluating options to enhance public education

    5.       Residential Area Improvements
             • Henry Clay Road: miscellaneous follow-up work -acquiring easements.

    6.       Stormwater Management
         •   Mechump’s Creek restoration project with RMC:
             •     Discussing options with various parties for a BMP along Mechump’s
                Creek behind APD to address water quality issues.

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

         •   Storm Water VSMP Phase II MS4 Permit:
             • Received new general MS4 permit July 2008. First annual report is
                due October 2009.
             • Submitted an update to our registration statement to DCR. Received a
                call from DCR indicating that the update is satisfactory. However, in
                addition to a TMDL for bacteria for Mechumps Creek, both Slayden
                Creek and Mechumps Creek have TMDLs for pH (but there is no
                requirement for a waste load allocation for pH at this time). Because
                there is a TMDL for Slayden Creek, DCR needed to know the size of
                the drainage area within the Town, which we provided.
             • The Town is collaborating with R-MC on Macon a Difference Day again
                this year. Potential projects include a demonstration of how to make a
                rain barrel, Mechumps Creek pick-up, more fish habitat in DeJarnette
                Park pond, etc.
             • Collecting educational material related to stormwater pollution
                prevention for children to distribute when they tour Town Hall. These
Page 4

                education and outreach efforts will help us meet requirements for our
                MS4 permit.

    7.       Route 1/Route 54 Intersection

         •   Met with VDOT to discuss project scope and budget.
         •   Project is moving to design phase; staff evaluating options to expedite the
             project, which includes the possibility of the Town undertaking a portion of
             the project related to drainage of northeast corner utilizing maintenance

 Town of Ashland

                                                   April 2009 Management Report

                                                                          Total This
                                           March    March     Year To     Point Last
                                           2009      2008    Date Total     Year
Site Plan Reviews                            0        6          4           18
Rezoning Requests                            2        0          2           0
Conditional Use Permit Requests              3        0          3            0
Board of Zoning Appeals Variance/Appeals     0        0          0            0
Subdivisions                                          1          1            1

Sign Violations                             30       52         100          99
Zoning Investigations                       18       18         60           69

Pre-Application Conferences                  3        1         12           13
Zoning-Planning Inquiries                   182      256        651          658
Building Permits                             6        5         21           10
Occupancy Certificates                       3        1         10            3
Sign Permits                                 3        4          7            8
Business License review                      6        2          10           9


Town Council

April 21, 2009
       • (no items scheduled for this meeting)

Planning Commission

April 8, 2009
        • Eric Deglan requests a conditional use permit to allow a duplex at 105 A Street.
        • Randolph-Macon College requests rezoning and conditional use permits at various locations
           on campus, to permit additional dormitory space, tennis courts, a baseball field, a football
           field, a ropes course, and a soccer field. The rezoning requests are from R-2 and R-3 to HE.

Board of Zoning Appeals

April 19, 2009
   • (no items scheduled for this meeting)

Ashland Main Street Association

April 22, 2009

Economic Development Authority

April 23, 2009

Site Plans

    Plans under review

    •   Sonic Tools – Ashcake Road, at eastern town limits
    •   BCLS Inc. – Office Warehouse, Washington Highway, behind Carter Lumber
    •   New Hotel Site – N. Carter Road, at the old KFC site.


    •   Sheehy Auto Sales – Washington Hwy & Lakeridge Pkwy
    •   Lowes Home Center last submitted 6/08, approvable
    •   Everhart Building - Virginia Street
    •   Project Grapevine - Hill Carter Parkway
    •   Chenault Veterinary Hospital at the northeast corner of Ashcake Road and Hill Carter Pkwy.
    •   Vista Environmental - Hill Carter Parkway

    Under Construction

    •   Hanover Fire Station – on Archie Cannon Drive
    •   Cottage Green Condominiums – Cottage Green Drive
    •   March Park - off Woodside Lane
    •   Carters Hill Subdivision – James and Chapman Streets
    •   Lawrence Equipment - Equipment Sales and Service - Ashcake Road
    •   Produce Source Partners – Office Distribution Center, Telcourt Road


    •   Staff has finalized the neighborhood focus area group meetings and continues to work on the
        Comprehensive Plan with the Planning Commission and Renaissance. Over the course of five
        meetings, just under 300 citizens attended. The Planning Commission will be holding several
        roundtable worksessions in order to review the information that came out of the Focus meetings.
        They will also be scheduling open houses for the public to review some preliminary draft maps
        and design sketches. We will update you when those are scheduled.

    •   Staff has had several pre-application meetings over the past two months on prospective projects.
        Mostly commercial/industrial users. Applications and information should be forthcoming.

    •   Staff is working closely with Hanover County staff and officials on developments adjacent to the
        Town limits. As well as the joint water resources study, which is expected to be completed by
        December 31, 2010.

    •   Staff and the Ashland Police Department continue working on multiple blight abatement

•   John Watson with Senior Connections, The Capital Area Agency on Aging, will be giving a
    presentation on the coming Age Wave and the research project that the Capital Area Agency on
    Aging is working on to prepare for the continuing rise in the number senior citizens within the
    Commonwealth. Please see the article from the Older Dominion Project website below for
    additional information on the project.

The Time To Prepare For The Coming Age Wave Of Older Boomers In Virginia Is Now

April 23, 2008

Richmond, VA - A new statewide survey of Virginia residents and business leaders was released today by
the Older Dominion Project, a new initiative by business, government, foundations and nonprofits to help
Virginia prepare for the onslaught of older Baby Boomers in the not-too-distant future.

Based on Virginia Employment Commission estimates, Virginia's population of citizens ages 65 and older
will essentially double from about 900,000 now to 1.8 million by 2030. By 2030, the Commonwealth's
seniors will represent approximately 20% of the population. Having twice as many citizens age 65 and
older will impact several aspects of life in Virginia -- such as the delivery of healthcare and aging
services, transportation, the workplace, real estate, and more.
The comprehensive study, done among 1,200 Virginia residents and 200 business leaders of companies of
all sizes, indicate broad interest across Virginia in starting to prepare now for the coming demographic
tsunami. A key finding is that three in four Virginia residents (73%) say that it is important for
communities to plan for serving residents as they age. This broad support is even found among younger
generations -- Gen Y and Gen X -- with 68% saying they support planning for serving residents as they
age. Six in ten (63%) of Virginia business leaders also think it is important to plan now.

Business leaders see the aging workforce and impending retirement of aging baby boomers as an issue for
Virginia. Sixty-five percent (65%) of Virginia business leaders say the "aging workforce" is a serious
issue facing the entire economy -- with a third (35%) saying it is a "very serious issue." Two in five (41%)
feel the aging workforce is a serious issue for their own organization. In addition, two-thirds (65%) feel
that the retirement of a large number of workers in the future is a serious issue for the economy and a
third (35%) feel this issue will have a significant impact on their company. Half of business leaders (47%)
feel their organizations are prepared to accommodate older workers today. Yet, two in five business
leaders (42%) say they are prepared when it comes to knowledge transfer (from one generation of workers
to the next).

"The research results are a wakeup call for Virginia. They tell us the Older Dominion Project is coming
on the scene at the right time," said John W. Martin, President and CEO of the Southeastern Institute of
Research, Inc., the firm that conducted both studies. "We knew age wave planning was needed and that
other states may be ahead of us, but this study provides unassailable evidence that Virginia residents and
business leaders see the need to plan now."

Jeffrey S. Cribbs, Sr., Executive Director of the Richmond Memorial Health Foundation, which provided
initial funding for the Older Dominion Project, said, "Our initial goal for the Older Dominion Project is to
understand what it will take to help individuals, organizations, and communities prepare for the age wave.
We wanted to identify the areas where our support could have the most impact. These two studies provide
us with clear goals for the next phase of the Older Dominion Project's work."

Based on the research findings, the Older Dominion Project is now establishing work group initiatives.
Tasks include creating a statewide database that accurately profiles Virginia's aging population and
monitors age wave preparedness community by community; exploring new models for long term care
insurance; formulating community-level education and possible instruction on age wave preparedness,
and sharing aging workforce-related insights and knowledge transfer policies and programs with
Virginia's business community.

Initial supporters include: The Commonwealth of Virginia:

    •   Office of the Secretary of Commerce and Trade
    •   Office of the Secretary of Health & Human Resources
    •   Virginia Department for the Aging

Associations & Non-profits:

    •   AARP Virginia
    •   Greater Richmond Chamber
    •   Richmond Memorial Health Foundation
    •   The Community Foundation
    •   United Way of Greater Richmond & Petersburg
    •   Virginia Association of Area Agencies on Aging (V4A)
    •   Virginia Chamber of Commerce
    •   Virginia Health Care Association (VHCA)


    •   Anthem Blue Cross Blue Shield
    •   Bon Secours Richmond Health System
    •   Boomer Project
    •   Dominion Resources
    •   First Market Bank
    •   Genworth Financial
    •   HCA Virginia
    •   LandAmerica
    •   Owens & Minor
    •   Richmond Academy of Medicine
    •   Richmond Times-Dispatch
    •   Sentara Health System
    •   Southeastern Institute of Research, Inc.
    •   Ukrop's
    •   Virginia Commonwealth University Health System

A complete overview of the Older Dominion Project and the referenced study can be found at

SOURCE: Older Dominion Project

                              Management Report
                                 March 2009

                                                PRIOR YEARS TAX RECEIVABLES
                                                RE Taxes            PP Taxes

  Balance Outstanding                       $   <4,185.71>            $ 14,013.84
  Plus Supplementals                        $       -0-               $        -0-
  Less Abatements                           $       -0-               $        -0-
  Less Collections Current Month            $   1,997.07              $ 1,307.71

  Balance Outstanding                       $ <6,182.78>              $ 12,706.13

                          OTHER DELINQUENT RECEIVABLES

  Meals Tax                     7         restaurant(s) estimated at $12,593.74
  Business Licenses            10         businesses with estimated tax of $1,069.00

                               GENERAL FUND

    Actual             Estimated Fiscal                                Estimated
 Cash Balance          Year Beginning            Budgeted          Fiscal Year Ending
 End of Month           Fund Balance            Current Year          Fund Balance

  $3,667,652              $ 4,020,537             $429,584                $ 3,590,953

Received 5 returned checks from bank for insufficient funds for month of March.

\agenda\treas.rpt                                                                    25