ASHLAND TOWN COUNCIL May 3, :00 p.m. Minutes

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1 ASHLAND TOWN COUNCIL May 3, :00 p.m. Minutes The Ashland Town Council met in closed meeting at 6:15pm on May 3, 2011 in the Town council chambers of town hall. Those in attendance were: Mayor Prichard, vice Mayor Spagna, James Foley and Edward Henson. Ms. Winston-Abri was absent at the beginning but arrived during the closed meeting. CLOSED MEETING Mayor Prichard asked for a motion to go into closed meeting pursuant to Va. Code Sec (A)A1) for the discussion or consideration of prospective candidates for appointment to the Planning Commission and/or Parks and Recreation Committee. Motion made by Vice Mayor Spagna; seconded by Ms. Winston-Abri Mr. Henson and Mr. Foley. RECONVENE Mayor Prichard asked if there was a motion to reconvene in open meeting. Vice Mayor Spagna made the motion to reconvene in open meeting; seconded by Ms. Winston-Abri. CERTIFY Mayor Prichard asked if there was a motion to certify that only public business matters lawfully exempted from open meeting requirements under the Virginia Freedom of Information Act and only such public business matters a were identified in the motion y which the closed meeting was convened were heard, discussed or considered in the meeting by the Council? Vice Mayor Spagna made the motion to certify; seconded by Mr. Henson. Roll call voting to certify - all Council members certified. The Ashland Town Council meeting was called to order on Tuesday, May 3, 2011 at 7:00 p.m. by Mayor Prichard in the Council Chambers of Town Hall. Mayor Prichard explained that the Council had been in closed meeting. Town Council present: Mayor Faye O. Prichard Vice Mayor George F. Spagna Terri Winston-Abri Edward L. Henson III James R. Foley Staff members present: Charles W. Hartgrove, Town Manager Joshua S. Farrar, Deputy Town Manager Michael A. Davis, Director of Public Works Chief Douglas Goodman, Ashland Police Department Lois A. Smith, Clerk of Council Andrea Erard, Town Attorney The invocation was offered by Chief Douglas Goodman, and Mayor Prichard led the pledge of allegiance. Prior to the pledge, Mayor Prichard asked for a moment of silence in honor of Meade Jones who had passed away. Mr. Jones had served on town council in past years. Mayor Prichard reviewed the agenda, and it was the consensus of Council to adopt the agenda as presented. PRESENTATIONS Proclamation: Proclamation for National Nurses Week Proclamation for Peace Officers Memorial Week Proclamation for National Public Works Week Proclamation for Business Appreciation Week CITIZEN INPUT There was no citizen input. PUBLIC HEARINGS Ordinance Annual Budget FY this item will actually be voted on at the next meeting of Council on May 17. State regulations require that a budget be presented in a public hearing at one meeting and voted on at a later date. In this case, the next meeting will be May 17, 2011.

2 Mr. Hartgrove reviewed the request. There were no questions from Council. (Copy of advertised budget attached here) TOWN OF ASHLAND ADVERTISED BUDGET A public hearing will be held at 7:00 p.m. on May 3, 2011 at the Town Hall, 101 Thompson Street, Ashland, Virginia, on Ordinance No which includes the Advertised Budget for fiscal year , as summarized below. A full copy of the Advertised Budget may be examined on weekdays at the Municipal Building between the hours of 8:30 a.m. and 5:00 p.m. and at the Ashland Branch of the Pamunkey Library System. All interested citizens will have the opportunity to give written and oral comments and are encouraged to attend. GENERAL FUND REVENUE Revenue from Local Sources General Property Taxes $ 968,000 Other Local Taxes $ 4,059,000 Permits and Licenses $ 30,900 Fines and Forfeitures $ 140,000 Revenue from Use of Money & Property $ 72,000 Miscellaneous $ 0 Recovered Costs $ 307,992 Total Local Source $ 5,577,892 Revenue from the Commonwealth Non-Categorical Aid ABC Profits and Wine Taxes $ 0 Mobile Home Titling Tax $ 6,000 Motor Vehicle Carriers Tax $ 10,000 Auto Rental Tax $ 80,000 PPTRA Reimbursement $ 111,774 Categorical Aid Law Enforcement $ 165,320 Streets & Highway Maintenance $ 1,432,487 Fire Programs Fund $ 16,932 Grants $ 8,088 Total from Commonwealth $1,830,601 Revenue from the Federal Government Bulletproof Vest Grant $ 1,500 Justice Assistance Grant $ 4,000 Transportation Safety Grant $ 20,000 Total from the Federal Government $ 25,500 Revenue from Other Sources Unappropriated Funds Transfer $ 305,813 Total Revenues $ 7,739,806 EXPENDITURES Administration Legislative $ 36,571 Town Manager $ 444,774 Tourism $ 127,275 Treasurer $ 251,242 Information Technologies $ 114,000 Public Safety Police Department $ 2,187,123 Fire and Rescue $ 41,932 Public Works Public Works Admin $ 569,263 Streets, Drainage, Snow, & Traffic $ 1,506,696 Buildings and Grounds $ 188,806 Sanitation, Waste & Brush Removal $ 366,500 Vehicle Maintenance $ 152,614 Parks, Recreation and Cultural Parks and Recreation $ 136,680 Planning & Community Development Planning $ 357,395 Business Assistance $ 117,553 Non-Departmental Debt Service $ 40,684 Debt Service Water & Sewer $ 168,040 OPEB $ 126,400 Health Insurance $ 154,260 Transfer to Capital Project Fund $ 651,998 Total Expenditures General Fund $ 7,739,806 CAPITAL PROJECT FUND REVENUES Local Revenues Transfer from General Fund $ 651,998

3 Interest $ 6,606 Balance Forward $ 1,991,254 Total Revenues $2,649,858 EXPENDITURES Public Works Streets VDOT $ 0 Public Works Streets Local $ 1,533,736 Storm-water Management $ 0 Facilities $ 202,099 Vehicles $ 331,575 Public Safety $ 87,643 Parks and Recreation $ 80,000 Economic Development $ 290,830 Non-Departmental $ 123,975 Total Expenditures Capital Project Fund $ 2,649,858 Total Expenditures All Funds $ 10,389,684 TAX RATES AND FEES RATE Real Estate Property Tax $0.09 per $100 Unchanged Mobile Homes $0.07 per $100 Unchanged Personal Property Tax $0.77 per $100 Unchanged Public Service Corp. $0.77 per $100 Unchanged Machinery & Tools Tax $0.77 per $100 Unchanged OTHER LOCAL TAXES Business, Professional, $30 or 0.07 per Unchanged Occupational License Tax $100 of gross (Business License or BPOL) receipts>$100,000) Consumer Utility Tax Each Service per month Electric: Residential $1.00/month Unchanged Commercial/Industrial $10.00/month Unchanged Natural Gas: Residential $3.00/month Unchanged Commercial/Industrial $10.00/month Unchanged Utility License Tax Telephone service.5% Unchanged Meals Tax 5.0% Unchanged Motor Vehicle License Tax Cars & trucks $25.00 Unchanged Motorcycles $15.00 Unchanged Transient Tax 5.0% Unchanged Cigarette Tax $.19 per pack Unchanged CONSENT AGENDA 1. Annual contract for paving services Lee Hy Paving Corporation 2. Invoices: Papco for gallons of regular, unleaded, $8, Minutes: April 19, 2011 There were no invoices for approval and one for information purposes. Mr. Henson made the motion to approve the consent agenda; seconded by Vice Mayor Spagna. ACTION AGENDA 1. Equipment Storage Facility Repairs Mr. Davis reviewed the staff report and explained that the request is to authorize awarding a contract to repair/replace the necessary portion of the roof at the storage facility. Mr. Davis stated that the Town requested written quotes to repair or replace the damaged portion of the roof, with the basic scope of work consisting of the following items: remove existing metal roofing remove and replace failing roof trusses furnish and install appropriate sheeting reinstall metal roof, using exiting material if salvageable, or new material where appropriate include cost of all incidental material, drawing and permits required to accomplish the job. Mr. Davis stated that three companies submitted written quotes to repair the roof as requested utilizing all new materials as follows: ACB Construction $13,065 Haley Builders $13,900

4 Brooks & Co. $18,400 The lowest quote is from ACB Construction. Their price for all new materials is $13,065. They also quoted a low end price of $9,825 if the existing metal roof can be re-used. There are no funds budgeted for this work. However, it would fall into the category of work that could be funded by the contingency fund in the Capital Project Fund, which has an ample balance to adsorb this project. Mr. Davis said that staff recommends awarding the contract to ACB Construction. Motion made by Vice Mayor Spagna to approve the request to award a contract on behalf of the Town of Ashland to ACB Construction for equipment storage facility roof repairs at a cost not to exceed $13,065 as outlined; seconded by Ms. Winston-Abri. APPOINTMENTS There were no appointments at this time. NEW BUSINESS Mayor s Report Mayor Prichard stated that the small and large jurisdictions had met and there was continuing discussions on Total Maximum Daily Loads (TMDLs) with the staff of the various jurisdictions being the ones to handle the explanations and disseminate information regarding same. Mayor Prichard asked Mr. Hartgrove and Mr. Davis to elaborate on the topic. TMDLs relate to the amount of stormwater runoff that is handled by the streams and creeks feeding into the rivers that ultimately drain into the Chesapeake Bay with varying levels of nitrogen, phosphorus and sediment. Mayor Prichard explained that in the coming year, the PDC planning a combined legislative agenda for the federal level. Mr. Davis explained there are three areas of focus of what is going into the streams: nitrogen, phosphorus and sediment. Council Member Reports Ms. Winston-Abri reminded everyone that the Hanover Emergency Team has requested that all of the CERT members attend a meeting on May 11. Also, the Relay for Life will be held at Gandy Elementary on May 13. Ms. Winston-Abri stated she had received a comment from a citizen regarding some sort of crosswalk at Caroline and Route 1 both for vehicles and pedestrians. Mr. Davis stated that conversations have taken place regarding this with VDOT and VDOT does not encourage crossing there. Mr. Foley mentioned the Railroad Run, the upcoming Chalk Walk and the High Tea at HAAC on May 15. MANAGEMENT REPORTS Town Manager Mr. Hartgrove reviewed his report. Mr. Hartgrove stated that as soon as he gets clarification from VML on the redistricting plan passed by the General Assembly, he will pass it on to Council. Public Works Department Mr. Davis stated he had no additional items to report on other than what is in the management report. Mr. Davis stated he is waiting to hear from CSX regarding the crossings upgrades as relates to the paving program schedule. Ms. Abri asked about the entrance into the Town at I-95 and Route 54, coming from the north and whether anything was done. Mr. Davis stated that VDOT contracts all maintenance work along the interstates, and the Town is not able to do any clean up in that area. Finance Department Mr. Farrar presented the new format for the management report and announced the closing of the treasurer s office for 30 minutes each day from 1:30 to 2:00 to accommodate a lunch break for the account clerk. This would take effect beginning July 1, Also, Mr. Farrar stated that online management of banking accounts is being initiated. ADJOURNMENT There being no further business to come before Council, Mayor Prichard adjourned the meeting at 8:10 p.m.

5 Faye O. Prichard, Mayor Lois A. Smith, Clerk of Council