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OPENING
PRESENTATION
1. CSX Presentation*
CITIZEN INPUT
ACTION AGENDA
DISCUSSION
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Mayor’s Report
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Committee Reports
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EDA (2)
BZA (1)
MANAGEMENT REPORTS
ADJOURNMENT
February 2010
RE: Personal Property Tax Abatements for Years 2002 through 2004
MOTION
1
ACTION AGENDA
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.
MOTION
DENY: I deny approval of the request for adoption of the resolutions as presented.
2
Resolution
WHEREAS, the Town Attorney has approved the form of the Deeds as
attached hereto; and
______________________________________
Faye O. Prichard, Mayor
MAD 01/29/10
3
Deed of Easement
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
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.
(SEAL)
______________________________
(Type or Print Name)
STATE OF VIRGINIA
My Commission Expires: .
Notary Public
Accepted:
Town of Ashland
Mayor
Approved as to Form:
Town Attorney
-2- 5
6
Deed of Easement
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.
______________________________
(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
Approved as to Form:
Town Attorney
-2- 8
9
Deed of Easement
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.
______________________________
(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
Approved as to Form:
Town Attorney
-2- 11
12
Deed of Easement
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.
______________________________
(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
Approved as to Form:
Town Attorney
-2- 14
15
Town Manager’s Report
February 2010
Projects/Updates:
REMINDERS:
February 5 & 6, 7:00 PM – Black History Event: “We Were There: History through the Arts”–
Blackwell Auditorium at RMC.
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)
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.
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:
-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)..
- Worked with Town Attorney on revisions to various ordinances, which will be coming
to Council for consideration in early 2010.
Project Activity/Status
• 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
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.
• 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 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.
• 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
• 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.
o Expenditures -$111,200
o Roadway design and signal design had to start over from scratch.
Project Risks
• Known hazardous materials contaminated sites.
• Funding
21
Town of Ashland
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
Planning Commission
February 17, 2010
• Carter’s Hill, Section 2 – Rezoning from RR-1 & R-1 to R-2, and preliminary subdivision plat
approval for 30 lots.
23 2
DEVELOPMENT PLANS:
Almost Approved
Approved
Under Construction
MISCELLANEOUS
Staff is working to schedule a joint work session with the Planning Commission and Town
Council regarding the East Ashland proposal.
24 3
TREASURER’S
Management Report
January 2010
GENERAL FUND
CASH BALANCE, UNAPPROPRIATED FUND BALANCE
2009-2010
Received 3 returned checks from bank for insufficient funds for month of January.
\agenda\treas.rpt 25