Full Agenda September 14, 2011

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Planning Commission Work Session

September 14, 2011

6:30 p.m.

Town Hall Council Chambers

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Planning Commission Regular Meeting

September 14, 2011 Agenda

7:00 p.m.

Town Hall Council Chambers

Agenda

I.

CALL TO ORDER

II. ROLL CALLIII. DETERMINATION OF QUORUMIV. APPROVAL OF AGENDAV. CITIZEN INPUT

VI. PRESENTATION OF MINUTESA. Approval of June 8, 2011, Minutes.B. Approval of June 30, 2011, Special Public Hearing Minutes.C. Approval of July 13, 2011, Minutes.D. Approval of August 24, 2011, Work Session Minutes

VII. PUBLIC HEARINGSA. CUP11-0701 William Gurdin requests a Conditional Use Permit in accordance

with Sec. 21-101(41) of the Town Code to allow for wholesale businesses on the

properties identified as GPINs 7880-18-9201 and 7880-18-9314, consisting of+/- 3.2 acres. The properties are currently zoned B-2 (Highway Commercial),

and are located east of Route 1 (Washington Highway) +/- 500 feet north of

Jamestown Road. The Comprehensive Plan designates this property asappropriate for Light Industrial uses.

B. ORD2011-06 is an ordinance to amend The Code of the Town of Ashland,Chapter 21 Zoning, Article VI Residential, Medium District R-3, Sec. 21-50

Setback Regulations, and Sec. 21-52(a) Yard Regulations. The purpose of

this ordinance is to amend the setback and side yard regulations to allow for

smaller setback and side yard regulations on lots within the R-3 zoning district.

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C. REZ11-0531 Lance & Bridle Club Properties requests rezoning from RR-1(Residential Rural) District and R-2 (Residential Limited) District to R-3

(Residential Medium) District on the property identified as GPIN 7779-76-5614

consisting of +/-9.16 acres. The subject property is located on the southeastcorner of the intersection of Ashcake Road (Route 657) and Maple Street. The

Comprehensive Plan designates this property as appropriate for Low DensityResidential uses. The R-3 (Residential Medium) District has a minimum lot sizeof 8,000 square feet which equates to a maximum density of 5.45 units per acre.

D. CUP11-0713A Randolph-Macon College requests a Conditional Use Permits inaccordance with Sec. 21-266(d) of the Town Code for an exception to thelighting standards to allow for light poles for the Randolph-Macon College

Football/Soccer Fields on the property identified as GPIN 7870-82-0580,

consisting of +/- 28 acres. The property is currently zoned HE, HigherEducation, and is located to the west of Henry Street, +/- 900 feet south of Smith

Street. The Comprehensive Plan designates this property as appropriate for

Institutional uses.

E. ORD2011-03 is an ordinance to amend The Code of the Town of Ashland,Chapter 21 Zoning, Article XXIII Landscaping, Sec. 21-233 Landscape

Setbacks, and Sec. 21-235 Parking Area Landscaping. The purpose of thisordinance is to amend the landscaping regulations to allow for exceptions to the

landscape requirements to be made on commercially zoned corner lots when the

existing requirements inhibit the development/redevelopment of these cornerlots.

VIII. ACTION ITEMSNONE.

IX. REPORT OF COMMITTEESA. Town Council George SpagnaB. Ashland Main Street Association - Nora AmosC. Economic Development Authority of Ashland, Virginia - Nora Amos

X. UNFINISHED BUSINESSA. Comprehensive Plan Nora AmosB. June Work Session Items:

1. Possible Adoption of Roberts Rules of Small Boards2. By-Laws

XI. NEW BUSINESSNONE.

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XII. UP COMING ITEMSA. CUP11-0713 Randolph-Macon College Multi-Purpose Field Light Poles

XIII. ADJOURNMENTATTACHMENTS:

A. Council SummariesB. Planning Projects Page Page

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Town of Ashland


Minutes

June 8, 2011 6:00 p.m.

The Planning Commission of the Town of Ashland, Virginia held a work session on

Wednesday, June 8, 2011, at 6:00 p.m. in the Town of Ashland Council Chambers,

located at 101 Thompson Street, Ashland, Virginia. Those present were:

Present: Alan Abbott, Vice-ChairNed Henson

Lou Ann JewellFelix Stevens, III

Absent: Bob Brown, Chairman

Others Present: Nora Amos, Director,

Planning and Community Development

M. Bryant Phillips, Senior PlannerNancy Offersen, Administrative Assistant

CALL TO ORDER:

Mr. Abbott opened the Planning Commission work session at 6:00 p.m.

Mr. Abbott stated that he and Ms. Jewell attended the second and final session for theCPEAV/Plan Virginia training and as a part of that final session they discussed Roberts

Rules of Order.

Mr. Abbott provided a handout of points of interest that he wanted to bring to theattention of the Planning Commission, and stated he would like to have it considered

for a vote at the next meeting to add some or all of the items to the by-laws; the

following items were discussed:

The Chairperson can make a motion. When making a motion, a motion need not be seconded.

Mr. Abbott stated that he and Mr. Brown suggest reviewing one chapter of theComprehensive Plan every quarter and hold a public hearing once a year to

adopt the changes to keep the Comprehensive Plan current; then, every five (5)

years, review the Comprehensive Plan as required by law.

Have a work Session prior to every meetingo So staff can present items on a more informal basiso Questions can be asked on a more informal basiso To provide a more informed understanding of each others position and

opinion prior to the public hearing

T o w n o f A s h l a n d

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o to discuss openly items not on the agenda Setting an annual goal of what the Planning Commission would like to

accomplish.

The Planning Commission sessions must end by 10:30 p.m. unless it is voted toextend the meeting by a super majority.

o If not extended, continue the discussion on the following Wednesday. Limit the speaking time to one-half of the time for speakers in favor of the case

and one-half of the time for speakers who opposed to the case.

Have identification badges for Planning Commission members to wear whenthey are going on a site visit.

With regards to landscaping, either create proffers to enforce landscaping orcreate incentives to better motivate residents and businesses to properlymaintain their lawns with things such as recognition programs, or featuring

them on the Towns website.

o What should be done about the areas that are in between the Townsright-of-ways and someone elses property.

ADJOURNMENT:

There being no other comments, the work session was adjourned at 7:00 p.m.

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Town of Ashland


Minutes

June 8, 2011 7:00 p.m.

A regular meeting of the Planning Commission of the Town of Ashland, Virginia washeld on Wednesday, June 8, 2011, at 7:00 p.m. in the Town of Ashland Council

Chambers, located at 101 Thompson Street, Ashland, Virginia. Those present were:

Present: Robert Brown, Chair

Alan Abbott, Vice-Chair

Ned Henson


Absent: None.

Others Present: Nora Amos, Director,Planning and Community Development

M. Bryant Phillips, Senior Planner

Andrea Erard, Town AttorneyNancy Offersen, Administrative Assistant

CALL TO ORDER

Mr. Abbott called the Planning Commission of Ashland, Virginia to order at 7:05 p.m.

ROLL CALL

Mr. Henson HereMr. Abbott Here

Mr. Stevens Here

Ms. Jewell Here

Mr. Abbott stated that there was a quorum present.

DETERMINATION OF QUORUM

Mr. Abbott stated that a quorum was present.


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APPROVAL OF AGENDA

A motion was made by Mr. Abbott to approve the agenda as presented.

It was the consensus of the Planning Commission to approve the agenda as presented.

CITIZEN INPUT

Mr. Abbott opened the floor for public comment.

There being none, Mr. Abbott closed that portion of the meeting.

PRESENTATION OF MINUTES

None.

Ms. Amos stated that with regards to the minutes, staff will begin doing a process that

is similar to what the Town Council does. Ms. Offersen will finish the minutes and

then send them out by e-mail with a time line to return them to her with corrections,

changes or suggestions and if someone would prefer a hard copy then staff will providethat.

PUBLIC HEARINGS

None.

ACTION ITEMS

None.

REPORT OF COMMITTEES

A. Town Council Mr. Henson

Mr. Henson stated that with regards to Safe Routes to school, the Town has receivedquotes for sidewalk construction on Hanover Avenue and South James Street across

from Henry Clay Elementary School.

Mr. Henson stated that Upton Martin has been appointed as the Citizens

Transportation Advisory Committee Representative for the Town of Ashland who

is replacing Bob Brown who has been the Towns representative for a few years.Mr. Brown will now become the alternate for that Committee.

B. Ashland Main Street Association - Nora Amos

Ms. Amos stated that the Ashland Main Street Association (AMSA) held their

Second Annual Chalk Walk in the beginning of May and the event was a success.

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Ms. Amos stated that AMSA is currently having Lunch on the Lawn on

Wednesdays between 12:00 and 1:30 p.m.. Anyone interested should bring their

lunch to the front of the Town Hall. Drinks, desserts and music are provided andthis will continue through June.

AMSA is currently working on their formal designation through the Departmentof Housing and Community Development (DHCD). Last year DHCD were not

accepting new localities, but they have received additional funding and

determined that they can take up to four (4) new localities.

Ms. Amos stated that AMSA is currently just an affiliate so they do get some

support but not nearly as much as if they became designated. This application is

due on June 16, 2011.

Mr. Abbott stated that AMSA created a map of the Town on a tear sheet that is

11inches by 17 inches in size that has been given to the hotels, the VisitorsCenter, Town Hall and Library. They were also handed out at the Strawberry

Faire and there are some at Ms. Offersens desk in the Planning Office.

C. Economic Development Authority of Ashland, Virginia - Nora Amos

Ms. Amos stated that some of the Economic Development Authority (EDA) projects

overlap with AMSA.

Ms. Amos stated that Ms. Thompson has been working with AMSA to set goals towork on some issues that they had started before Ms. Woodward left.

Ms. Amos stated that the EDA is working on an Arts Overlay District which is alsobeing coordinated with AMSA.

Ms. Amos stated that with regards to faade grant funding, it has been three (3) yearssince the Town has funded any projects but funds will be made available again starting

July 1, 2011, and the Town is working on updating the qualifications and AMSA will

be administering that program.

Ms. Amos stated that the EDA is reviewing and updating the three (3) loan programs

that they currently have in place and are discussing the possibility of discontinuing the

sign loan in lieu of the Towns Faade Grant and adding a program for rehabilitationassistance.

The three loan programs that they currently have are:

Infrastructure Demolition Signage

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The EDA is also reviewing and updating the Technology Zone Application and processthat has recently been approved.

Mr. Abbott asked about a tree replacement program for the Town.

Ms. Amos stated that she had an intern that was working on a tree inventory of theTown, which included the location of dead and dying trees that need to be removed,places where the Town had removed trees and not replaced them or areas that never

had trees that the Town may want to plant.

Ms. Amos stated that the Town had trees that were 80 to 100 years old that hadpreviously grown above the power lines and some that had been mutilated. As stated in

the Comprehensive Plan, appropriate sized trees need to be planted under the power

lines.

Ms. Amos stated that the Town would work with the property owners if Town Council

approves the program. In order to share in the cost of putting in new street trees theproperty owner would have to maintain the trees but the Town would assist in getting

them planted.

UNFINISHED BUSINESS

A. Comprehensive Plan Nora Amos

Ms. Amos stated that there was no Planning Commission meeting for the month of

May because staff thought that we were going to have a public hearing for theComprehensive Plan.

Ms. Amos stated that a few issues came up, and staff have worked through most ofthose and plan to have a public hearing on Thursday, June 30, 2011.

Ms. Amos stated that there will be a large advertising campaign to make theComprehensive Plan available to the public.

A motion was made by Mr. Henson to have a meeting of the Planning Commission on

June 30, 2011, at 6:30 p.m. regarding the Comprehensive Plan followed by a publichearing on the Comprehensive Plan to begin at 7:00 p.m.

ROLL CALL

Mr. Stevens Aye

Ms. Jewell AyeMr. Henson Aye

Mr. Abbott Aye

With four (4) Ayes, the motion was passed.

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Ms. Amos stated that the next meeting of the Planning Commission is scheduled forJuly 13, 2011; at that meeting we will review all of the public comments received

relating to the Comprehensive Plan and discuss whether a work session will be needed.

Ms. Amos stated that staff has started working on the Zoning Ordinances. For a couple

of the Ordinance sections she will probably be establishing a small group or acommittee consisting of a couple of business owners and perhaps a citizen, especiallyfor the signage ordinance revision. Mr. Phillips has been heading up the Ordinance

revision and staff has been having weekly staff meetings.

Ms. Amos stated that staff will be bringing the Ordinances to the Planning Commissionfor review and approval in small sections.

Mr. Abbott asked if staff would put together a time line of when they expect to haveeverything done for the Zoning Ordinance.

Ms. Amos stated that she could do that.

NEW BUSINESS

A. ORD2011-03 Landscape Exceptions

Mr. Phillips stated that at the July 13, 2011, meeting there will be a public hearing to

consider an Ordinance Amendment to the Landscape section of the Ordinance.

Mr. Phillips stated that this Ordinance will go before the Town Council so that they canauthorize a public hearing.

Mr. Phillips stated that the Ordinance is to amend Sec. 21-233 and Sec. 21-235 of theTown Code to allow for exceptions to the Landscape Ordinance when such

requirements would inhibit the development of commercially zoned corner lots.

Mr. Phillips stated that the reason for these amendments are in the past few weeks staff

has met with prospective businesses that have been looking to locate or redevelop some

of the lots that fall under these guidelines but have been unable to because of

requirements such as a 20 foot landscape setback and the five (5) foot peripherallandscape setbacks buffer.

Mr. Phillips reviewed the Ordinance Amendment as presented in the PlanningCommission packets.

Mr. Abbott asked how the curb cut and gutters are affected with the Ordinanceamendment.

Mr. Phillips stated that the entrances to lots and curb cuts are allowed in the landscapebuffer and no matter how large their entrance is they would still be required to put in

the amount of trees required for the amount of road frontage that they have.

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Mr. Stevens asked if the Town is encouraging businesses to have sidewalks in front oftheir businesses and if so how will it work with the Ordinance amendment.

Mr. Phillips stated that as a part of the Route 1 Road improvements, sidewalks areincluded and will be a part of the right-of-way and not on the private property.

Mr. Stevens asked if the number of trees that the Town would be requiring thebusinesses to have would reduce the visibility of the business.

Mr. Phillips stated that is would to an extent and it was also his opinion that it would

not significantly reduce the visibility of the business with the right type of trees.

Mr. Phillips provided a list of existing businesses to provide an idea of the size of some

of the commercial buildings:

Rite Aid 11,000 sq. ft.

BP Gas Station 1,792 sq. ft. (convenience store only); Canopy 6,240 sq. ft. Wachovia 3,280 sq. ft. Ruby Tuesday 5,595 sq. ft. Wendys 3,134 sq. ft. Ponderosa 6,210 sq. ft. BB&T 8,280 sq. ft. Sheetz 4,323 sq. ft. (convenience store only)

Mr. Stevens asked for clarification on what parcels this Ordinance Amendment wouldapply.

Mr. Phillips stated that this would apply to all commercial corner lots that are zoned B-2, M-1 or Planned Shopping Center.

Mr. Phillips stated that he wanted to present this to the Planning Commission so thatthey would have time to think about it prior to the Public Hearing on July 13, 2011.

Ms. Amos stated that it was her opinion that it was really significant especially onRoute 1 with the amount of right-of-way the Town has either taken or plans to take and

the language reads from the proposed right-of-way, so in most cases the Town is

taking approximately 15 feet and people are already using that 15 feet; therefore, if

someone comes in and wants to redevelop we have to tell them that they cannot use that15 feet and they cannot use the 20 feet behind it either even though they have always

used it.

Ms. Jewell asked if the staff has received any feedback from the businesses.

Ms. Amos stated that staff can think of three (3) prospects and they have not been ableto build on the sites that they have looked at because of these regulations; however,

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they would be able to should they choose to do the additional landscaping as stated inthe proposed Ordinance amendment.

Mr. Abbott stated that it was not just the trees that were making the parcels nicelooking or bad looking, usually its the shrubs and bushes and the lower lying things of

that nature that caught his eye.

Ms. Amos stated that staff could work on getting some language regarding that as

another option.

ADJOURNMENT

There being no other comments, the meeting was adjourned at 7:38 p.m.

The next scheduled meeting of the Planning Commission is July 13, 2011.

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Town of Ashland

Planning Commission

Special Meeting

MinutesJune 30, 2011 6:30 p.m.

The Planning Commission of the Town of Ashland, Virginia held a special meeting onThursday, June 30, 2011, at 6:30 p.m. and then a special public hearing for theComprehensive Plan at 7:00 p.m. in the Town of Ashland Council Chambers, located at101 Thompson Street, Ashland, Virginia. Those present were:

Present: Robert Brown, ChairAlan Abbott, Vice-Chair (arrived at 7:15 p.m.)Ned Henson

Lou Ann Jewell

Absent: Felix Stevens, III

Others Present: Nora Amos, Director,Planning and Community DevelopmentM. Bryant Phillips, Senior PlannerAndrea Erard, Town AttorneyMargaret BarreDr. George Spagna, Council LiaisonNancy Offersen, Administrative Assistant

PUBLIC MEETING TO REVIEW THE COMPREHENSIVE PLAN AT

6:30P.M.

There was an open house for review of the proposed Comprehensive Plan to providethe public an opportunity to review and comment on the Plan.

PUBLIC HEARING AT 7:00 P.M.

CALL TO ORDER:

Mr. Brown opened the special public hearing at 7:00 p.m.

ROLL CALL

Mr. Henson HereMs. Jewell HereMr. Brown Here



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Mr. Brown stated that a quorum was present.

APPROVAL OF AGENDA

Mr. Brown stated that there were no changes to the Agenda.

PUBLIC HEARING

1) Comprehensive Plan

Mr. Brown stated that as the Planning Commission worked on the Comprehensive Planand as things grow and change in Ashland, no matter what happens, Ashland mustremain a beautiful small town and must remain Ashland.

Mr. Brown stated that the goal of the Comprehensive Plan is to figure out what the

nature of Ashland is so that we could write it down and make it clear. One of the firstthings that the Planning Commission realized was that the current Comprehensive Planwas not specific enough to guide someone regarding what to do. The ComprehensivePlan is designed to be specific about what Ashland is like so we can ensure that it keepsAshland, Ashland.

Mr. Brown stated that there are ten (10) chapters but it was his opinion that the onlyone (1) that needs to be mentioned at this moment is Chapter One (1) which states thatthere are six (6) guiding principles; we tried to write everything in the ComprehensivePlan based on the guiding principles as follows:

a. Preserve Ashlands Small Town Characterb. Protect Ashlands Unique Featuresc. Manage and Enhance Tree Coverd. Encourage continued Varietye. Promote Economic Development and Vitalityf. Provide a High Level of Government Services

Mr. Brown stated that Ms. Amos will speak about how we got to where we are.

Ms. Amos stated it has been a long road and a long process and that staff and thePlanning Commission appreciates everyone who has participated in the process andhelped us to get where we are. The Comprehensive Plan is available on the Town ofAshland Website, at the library, and in Town Hall, or we can e-mail a copy, in theevent someone has not had a chance to read it.

Ms. Amos stated that initially when the Town began working on the ComprehensivePlan in 2008, it was very important to the Planning Commission and the Town Councilthat there was an open public process, with that said, there were approximately 13public meetings. Staff went to the various neighborhood areas and spoke with groupsand had individual meetings and then took all the information and presented it severaltimes to the public. All the data was gathered and staff began working on the chapters

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and came up with the guiding principles that Mr. Brown discussed and along with somekey components that staff has incorporated as follows:

The Urban Partners Market Study that was done in 2008 The County did a Retail Market Analysis and Strategic Plan which was used The Department of Rail and Public Transportation (DRPT) assisted with someTrans-Authority Development Plans as well as Public Transit Plans Ms. Amos stated that staff is still working from the 2020 Transportation Plan

which was done in 2002; there will be recommendations for portions of thatPlan to be updated and some joint studies from Hanover County and the Townto be done in the near future

2010 Census Various Richmond Regional Planning District Commission Studies

Ms. Amos stated that following the adoption of the Comprehensive Plan, with thisbeing the first public hearing, there will be one (1) or two (2) additional public hearings

over the next couple of months to allow additional opportunities for individuals tocomment on the Plan.

Ms. Amos stated that staff has set out a guide that they hope to follow on things thatneed to be updated. The Chapters are laid out with an introductory statement followedby specific policies.

Ms. Amos stated that what staff has already begun working on are:

Zoning Ordinance Updates so that they coordinate with the Comprehensive Plan Subdivision Ordinance Updates Capital Improvements Program

(These should move forward within the next year)

Design Guidelines (Quality and sustainability and keeping Ashland, Ashlandis throughout the Plan)

Transportation Plan Updates Parks and Recreation Master Plan Update (The Town needs an update to the

Parks and Recreation Master Plan)

Proffer Model and Policy (The Town does not currently have a Proffer Model inpolicy, the Town is piggy-backing on the Countys and collecting proffers forthe County)

Focus Area PlansMs. Amos stated that in the Comprehensive Plan some of the things that they arelooking for are, sustainability and varied development within the residential sections aswell as quality. The Comprehensive Plan recommends incentive based zoning policiesfor residential land, along with a balanced housing stock to meet the needs of allresidents and mixed commercial uses along all of U.S. Route 1 and the England Streetcorridor.

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Ms. Amos stated that the Comprehensive Plan is designed to protect and preserve ournatural resources; staff heard a desire for this on multiple occasions during the process.

Mr. Brown opened the public hearing and asked if there was anyone who would like tocome forward.

Tom Wulf 105 Early Street, Ashland, Virginia, and President of Ashland Main StreetAssociation.

Mr. Wulf read a letter of support on the Comprehensive Plan as follows:

Mr. Chairman and Members of the Planning Commission,

On behalf of the Ashland Main Street Association, we would like to voice our public

support of the draft of the 2011 Ashland Comprehensive Plan. While some details in

the plan may require revision, we believe the Planning Commission has done an

outstanding job capturing the values and characteristics that make Ashland Ashland,and has developed a sound set of guidelines for future growth.

We especially support the Plans six guiding principles, which align closely with Main

Streets mission and vision. As you know, our mission is to preserve, enhance, and

promote downtown Ashland through cooperative efforts among local businesses,

community organizations, Randolph-Macon College and the Town. Our vision is to

make Ashland a destination location by offering a diverse mix of businesses, cultural

and community attractions, pedestrian-friendly streets, and attractive public spaces.

Recently we have made substantial progress towards earning Ashlands a Virginia

Main Street Designation an honor shared by only 22 other towns in the state.

During the past eight weeks, the board has worked closely with Ashland Economic

Development Coordinator Alexis Thompson to complete the detailed VMS Designation

Application. We hope that our efforts will be rewarded in July.

Achieving an official designation would bring significant economic and cultural

benefits to the entire region, along with potential pressure for additional town growth.

Main Street believes its important that Ashland have clear guidelines in place before

that pressure intensifies and we believe the 2011 Plan is the right blueprint for the

future Town development.

We urge our fellow business and community-based organizations to publicly support

the 2011 Comprehensive Plan as well. All stakeholders need to work in concert so that

we dont engage in redundant efforts, or worse, efforts that conflict with one another.

The whole is greater than the sum of its parts. Together, we can ensure that the rich

culture and charm of theCenter of the Universe will be enjoyed by generations to

come.

Sincerely,

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Ian Kirkland, president 2010-2011 Tom Wulf, president-elect 2011-2012

Mr. Wulf stated that it was his opinion that organizations such as Ashland Main Street,Market Ashland Partners, the Economic Development Authority and otherorganizations that have a stake in the future growth of the Town need to publicly

support this Comprehensive Plan.

Mr. Abbott arrived at 7:15 p.m.

Mr. Brown called the next speaker.

Linda Feeley with her husband Paul Feeley 703 Wales Way.

Ms. Feeley stated that when she opened the 250 page Comprehensive Plan, she reallyappreciated all the work and the effort that went into it by the Planning Commissionand staff.

Ms. Feeley stated that she would like to speak specifically on the Neighborhood portionof the Comprehensive Plan.

Ms. Feeley stated that after a conversation with Ms. Amos where she was expressingher frustration that the Town of Ashland continues to build small or affordable homesand how it was her opinion that many of the people of Ashland feel that this is amistake that Ashland has done for years and years and yet the Town feels intimidatedbecause it is not exactly politically correct, and it is awkward to come and say I dontthink that we need any more starter homes in Ashland, because it seems insensitive.Ms. Feeley stated that the facts in the Comprehensive Plan support that statement.

Ms. Feeley stated that she has been in Ashland for 30 years and has been on theAshland Main Street Association, on committees that brought the pool to the Town, shehas been in the PTA and other types of involvement. Ms. Feeley stated that Ashland isa really good community and that the Town needs to continue to bring leaders andpeople who will be involved into the Town.

Ms. Feeley stated that just last year they moved from a couple of blocks away fromTown Hall to the Carters Hill Subdivision which is a 42 lot subdivision that has one(1) acre plus lots. The Carters Hill Subdivision sits just inside the Town limits; and ofthose 42 lots, 28 are sold.

Ms. Feeley stated that the value of the homes start at $350,000.00, so there are somenice big homes in the Carters Hill Subdivision, and there are families coming intoAshland wanting to relocate.

Ms. Feeley stated that she continues to be frustrated when she sees things such as thesmall piece of land at the corner of James Street and Snead Street that will have six (6)very teeny little houses into that area.

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Ms Feeley stated that they had a struggle the last time that her husband came before thePlanning Commission regarding phase two (2) of Carters Hill subdivision to try to put27 houses on quarter acre lots which was originally planned to be two (2) acre lots,with houses of a lower square footage and a lower value. Ms. Feeley stated that theywere able to come before the Planning Commission and get the builder to back down

and go back to seven (7) homes that would be more consistent with what is being builtand to round out what is in her opinion needed to round out and balance what we havein Ashland.

Ms. Feeley stated that she wanted to remind the Planning Commission of the points thatwere made at the time that had the greatest impression on the community; the thingsthat we do not realize. For 25 years the Town built a lot of apartments, a lot of mobilehomes, affordable starter homes and a lot of the Town residents could see that perhapsthis balance was not going to help our population. This shows very well in the schools.Ms. Feeley stated that she works in sales with the schools and she has informationregarding schools and she knows that the money is in those schools have a lot of Title

One Funds. Title One Funds are designated to schools based on the population thatreceives free lunch. When you look at Hanover County, the schools are great but shehas measurers of what the populations is in those schools and once those schools getaround 25 percent, she goes to visit those schools because she knows that they havemoney. In Hanover at Kersey Creek Elementary School, they have a five (5) percentpopulation receiving free and reduced lunches, which is very low; MechanicsvilleElementary School has 28 percent; Elmont Elementary has 24 percent, and Henry ClayElementary School has 54 percent of its population receiving free and reduced lunch.

Ms. Feeley stated that she has volunteered recently in the schools in the first grade andshe stated that the teachers are great, but their jobs are harder than it was a few yearsback and that is something that she would like to focus on and turn around and it washer opinion that the Planning Commission and staffs commitment to encourage highervalue homes to round out the imbalance in the Town and that it is a really smart movebecause it was her opinion that this is what families are looking for when they comeinto the Town. Ms. Feeley stated that she will be coming again and that this issomething that she is not going to be shy about saying out loud. It has come to thepoint that she has gotten mad at the leadership in the Town for what has happened. TheTown does not have a good situation and it was her opinion that the situation could goeither way now.

Mr. Brown asked if there was anyone else that would like to speak for or against theComprehensive Plan.

Mr. Brown stated that it was his opinion that the Planning Commission needed to havea work session to consider the comments from tonights meeting.

It was the consensus of the Planning Commission and staff that there would be a worksession held on July 13, 2011, at 6:00 p.m. with dinner being served.

ADJOURNMENT:

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There being no other comments, the special public hearing was adjourned at 7:28 p.m.

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Town of Ashland


Minutes

July 13, 2011 6:00 p.m.

The Planning Commission of the Town of Ashland, Virginia held a work session on

Wednesday, July 13, 2011, at 6:00 p.m. in the Town of Ashland Council Chambers,

located at 101 Thompson Street, Ashland, Virginia. Those present were:

Present: Bob Brown, Chairman

Alan Abbott, Vice-ChairNed HensonLou Ann Jewell

Felix Stevens, III

Absent: None.

Others Present: Nora Amos, Director,

Planning and Community DevelopmentM. Bryant Phillips, Senior Planner

Nancy Offersen, Administrative Assistant

Dr. Spagna, Council Liaison

CALL TO ORDER:

Ms. Amos opened the Planning Commission work session at 6:00 p.m.

It was the consensus of the Planning Commission to vote on holding a special meeting

on August 24, 2011, at 6:00 p.m., with food being served. The Planning Commission

Members volunteered to pay for food and further to cancel the regularly scheduledAugust 10, 2011, Planning Commission meeting.

Mr. Phillips reviewed the staff report for the Landscape Ordinance, ORD2011-03,

being presented at the regularly scheduled 7:00 p.m. Planning Commission meeting aspresented in the Planning Commission packets.

Ms. Amos reviewed the staff report for the Lance and Bridle Rezoning request beingpresented at the regularly scheduled 7:00 p.m. Planning Commission meeting as

presented in the Planning Commission packets.

Ms. Amos stated that staff recommends deferral of the Lance and Bridle Rezoning

request and that the staff requests that the Planning Commission communicate their

desires to the applicant at the 7:00 p.m. Planning Commission meeting.


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July 13, 2011 -DRAFT

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Ms. Amos reviewed the staff report for the Chapman Street Subdivision request beingpresented at the regularly scheduled 7:00 p.m. Planning Commission meeting as

presented in the Planning Commission packets.

Ms. Amos stated that this request is a by-right subdivision request.

Ms. Amos stated that the applicant may request a text ordinance amendment forsidewalk setbacks.

ADJOURNMENT:

There being no other comments, the work session was adjourned at 6:50 p.m.

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3

Town of Ashland


Minutes

July 13, 2011 7:00 p.m.

A regular meeting of the Planning Commission of the Town of Ashland, Virginia washeld on Wednesday, July 13, 2011, at 7:00 p.m. in the Town of Ashland Council

Chambers, located at 101 Thompson Street, Ashland, Virginia. Those present were:

Present: Robert Brown, Chair

Alan Abbott, Vice-Chair

Ned Henson


Absent: None.

Others Present: Nora Amos, Director,Planning and Community Development

M. Bryant Phillips, Senior Planner

Andrea Erard, Town AttorneyDr. George Spagna, Council Liaison

Nancy Offersen, Administrative Assistant

CALL TO ORDER

Mr. Brown called the Planning Commission of Ashland, Virginia to order at 7:00 p.m.

ROLL CALL

Mr. Henson Here

Mr. Abbott Here

Mr. Stevens HereMs. Jewell Here

Mr. Brown Here


Mr. Brown stated that a quorum was present.


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APPROVAL OF AGENDA

Mr. Brown asked if there were any changes to be made to the Agenda; there were none.

CITIZEN INPUT

Mr. Brown opened the floor for public comment.

There being none, Mr. Brown closed that portion of the meeting.

PRESENTATION OF MINUTES

A. Approval of April 13, 2011, Minutes.Mr. Brown asked if there were any comments on the April 13, 2011, minutes.

Ms. Jewell stated that on page seven (7) of the April 13, 2011, Work Session minutes,

there was one change under the third sentence speaking on the consensus of the

Planning Commission to add a narrative or abstract at the beginning of each chapter of

the Comprehensive Plan. She suggested that Ms. Offersen add that it wasrecommended by the Town Attorney, and that has been changed.

Mr. Brown stated that he had a change as well, stating that he remembered on April 13,2011, that Mr. Henson suggested that the abstracts be the same as the executive

summary.

A motion was made by Mr. Brown to accept the April 13, 2011, minutes as amended.

ROLL CALL

Mr. Abbott AyeMr. Stevens Aye

Ms. Jewell Aye

Mr. Henson Aye

Mr. Brown Aye

With all Ayes, the motion passed.

PUBLIC HEARINGS

ORD2011-03 is an ordinance to amend The Code of the Town of Ashland, Chapter 21Zoning, Article XXIII Landscaping, Sec. 21-233 Landscape Setbacks, and Sec.

21-235 Parking Area Landscaping. The purpose of this ordinance is to amend the

landscaping regulations to allow for exceptions to the landscape requirements to bemade on commercially zoned corner lots when the existing requirements inhibit the

development/redevelopment of these corner lots.

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Mr. Phillips presented the staff report as presented in the Planning Commissionpackets.

Mr. Phillips stated that staff provided a preliminary presentation last month and staffhas also made a few changes from what the applicant was originally proposing.

Mr. Phillips stated that what originated the Zoning Ordinance amendment was thatstaff met with various prospective businesses that were looking to relocate or

redevelop properties within the Town, but the prospective business owners were

unable to develop on the corner lots that were of interest because of the current

landscape requirements.

Mr. Phillips stated that there has been a request to amend Sec. 21-233 and Sec. 21-235

of the Town Code which would allow for exceptions for the Landscape Ordinancewhen such requirements inhibit the development of commercially zoned corner lots.

Mr. Phillips stated that prospective businesses have been unable to locate or developon corner lots because of landscape requirements such as the current 20 foot landscape

setback and the peripheral landscape setbacks.

Mr. Phillips discussed the conclusion of his review of the staff report, as follows:

The proposed Amendments would alleviate situations in which the landscaperequirements inhibit the development of corner lots.

The proposed amendments would allow for development of these propertieswhile ensuring that adequate landscaping is provided.

Staff recommends approval of the landscape exception ordinance amendments.Mr. Brown opened the public hearing and asked if there was anyone who would like to

come forward to speak for or against the ordinance amendment request.

There being none, the public hearing was closed.

Mr. Brown asked if the Planning Commission would like to comment on the matter.

Ms. Jewell stated it was her opinion that something needs to be done to allowbusinesses to be able to have more use of their properties that are located on the corner

lots. It was her opinion that the five (5) foot landscape setback is narrow and she

would like to see it increased.

Mr. Brown stated the drawings were very informative and that the idea of 50 feet of

blacktop to the shoulder, then five (5) feet of green space, and then another 60 feet ofparking lot will make the five (5) feet of greenery seem very small.

Ms. Amos stated that the ordinance amendment does not include the sidewalk and thestrip between the curb and gutter as they are in the right-of-way.

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Ms. Jewell asked if the parking spaces would be reduced to the minimum if the greenstrip was increased to seven (7) feet.

Ms. Amos stated that there are a few things that can be adjusted and then brought backto the Planning Commission to ensure that the landscaping is attractive is included

within the Ordinance, and that the Town will get what they desire. Ms. Amos statedthat the Town is proposing to grant a waiver, and there are certain requirements inorder to get that waiver and staff would like to ensure those requirements are being

met. Staff will bring this back to the Planning Commission at the August 10, 2011,

meeting.

Mr. Brown stated one thing that he would like to remind staff is that the Planning

Commission would like to see that the five (5) foot strip of greenery be deeper; to

seven and one-half (7 ) feet or something like that, large enough for a tree to beplanted and grow, as well as three (3) additional dimensional bushes besides the three

that are shown on the sketch.

Ms. Amos stated, and continual.

Mr. Brown stated, some continual or something like that.

Mr. Stevens stated that many of the corner lots are gas stations and asked how the

parking spaces apply to gas stations since they do not require as many parking spaces.

Mr. Bryant stated that gas stations require one parking space for each 150 square feet

of floor area of the building.

Mr. Brown asked if there was a recommended action.

A motion was made by Ms. Jewell and seconded by Mr. Henson to defer Ordinance

2011-03 to the August 10, 2011, Planning Commission meeting to allow staff to make

the recommended changes.

ROLL CALL

Mr. Stevens AyeMs. Jewell Aye

Mr. Henson Aye

Mr. Abbott AyeMr. Brown Aye


REZ11-0531 Lance & Bridle Club Properties requests rezoning from RR-1

(Residential Rural) District and R-2 (Residential Limited) District to R-3 (ResidentialMedium) District on the property identified as GPIN 7779-76-5614 consisting of +/-

9.16 acres. The subject property is located on the southeast corner of the intersection

of Ashcake Road (Route 657) and Maple Street. The Comprehensive Plan designates

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this property as appropriate for Low Density Residential uses. The R-3 (ResidentialMedium) District has a minimum lot size of 8,000 square feet which equates to a

maximum density of 5.45 units per acre.

Ms. Amos presented the staff report as presented in the Planning Commission packets.

Ms. Amos stated that the Applicant has submitted proffers as follows:

1. No more than fifty percent (50%) of the garages will be front loaded.2. Each house will have a minimum of 1,500 square feet of living area.3. Each house will have a minimum of 180 square feet of covered porch areas.4. The front setbacks will be no more than 25 feet.5. The developer will provide easements on the side yards to allow side-load

garages to function.6. The minimum siding types shall be vinyl, beaded and at least 0.042 thickness

or shake siding.

7.

At least fifty percent (50%) of the front elevation of each home shall beconstructed of stone or tumbled brick.

8. All front porches shall be constructed of masonry with the flooring beingconstructed of concrete or mason pavers.

9. Each home shall have at least one first-floor bedroom.10.Each home shall be served with hard surface driveways.11.Each home shall have a front post lamp located at the sidewalk/driveway

connection.12.The landscaping packages shall include street trees, sod and irrigation in the

front and side yards, and foundation landscaping.

Ms. Amos stated that the Applicant submitted sketches for the houses with the

application but they have not been proffered, nor have any of the elements from thesketches been proffered.

Ms. Amos stated that with regards to Proffer number four (4), within the R-3 ZoningDistrict, the front setback requirement is 30 feet and from recent discussions with the

Applicant, they may be able to meet that 30 feet requirement. Ms. Amos stated that

staff could not accept the proffer of a 25 foot setback.

Ms. Amos stated that staff is working with the Applicant on revising proffers

regarding the layout and the design of the property.

Ms. Amos stated that in reviewing this request staff did have to review some

transportation considerations; not because this property will be generating that much

traffic because it would not trigger the traffic per day criteria to require a VirginiaDepartment of Transportation (VDOT) Chapter 527 traffic study; but because staff is

aware of the concerns for the traffic on Ashcake Road. Not only are there current

issues on this road, but Hanover County has future plans to widen Ashcake Road to befour (4) lanes, with 100 foot right-of-ways.

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Ms. Amos stated that the western boundary currently has an annual daily averagetraffic count of 7,000 vehicle trips per day, and the Ashland 20/20 Transportation Plan,

which is what staff is currently working from, that was done in 2002 and is

incorporated in the proposed Comprehensive Plan. That Plan recommends realigningMaple Street south of Ashcake Road, and it calls for full shoulders along Ashcake

Road within the Town limits. With the amendment to the Hanover CountysComprehensive Plan, and possible future amendments their Plan, staff is requestingthat the Public Works staff work with the Towns on-call consultant to get a traffic

study done for Ashcake Road from the Town limits to Hill Carter Road so that the

need for future improvements along that corridor can be determined.

Ms. Amos stated that the Plan of Development which has not been proffered calls for a

28 lot subdivision which would fall within the Comprehensive Plan low density

residential for .06 units per acre, and that they would be single family units. Ms.Amos stated that if a Plan of Development referencing the number of units and

referencing that they would be single family units, any future development would not

be tied to the plan that has been submitted.

Ms. Amos stated that internal access is being provided via a road from Ashcake Road

to Maple Street giving the subdivision two (2) entrances as well as two (2) 16 foot

private alley ways for rear access. This would allow for houses to have smallercottage type garages in the rear of the property which would alleviate staffs concern

for front loading garages throughout the entire development; however, several of the

lots will not be serviced by the alley ways.

Ms. Amos stated that the side yard shown on the development plan is 10 feet for sidesetbacks and the R-3 Zoning District requires a 15 foot minimum side setback. There

would be a requirement for a text amendment request and the Planning Commission to

review and recommend approval to the Town Council and then Town Council wouldhave to approve the text amendment request. Ms. Amos stated that staff has some

recommendations on how that could be done.

Ms. Amos stated that because the rezoning is not consistent with the intent of the

Comprehensive Plan the way that it is currently presented, because of the potential

maximum density within the R-3 District and other reasons stated within the report,

staff would like to work with the Applicant to address some of the issues and reworksome of the Proffers; therefore, staff is recommending a deferral of this application

until the August 10, 2011, Planning Commission meeting.

Mr. Brown opened the Public Hearing and invited the developer to come forward.

Todd Rogers, with Rogers-Chenault, Inc., the contract owner of the property beingpresented.

Mr. Rogers stated that he had productive meetings with the staff and that their inputhas been invaluable and that he hopes to get input from the Planning Commission this

evening as well.

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Mr. Rogers stated that they will be proffering the maximum number of single familyunits allowed in the proposed Comprehensive Plan which will be 28 units. Once they

finalize the layout then they will be proffering that as well.

Mr. Rogers stated that there are several different things going on around the proposed

development, the YMCA is near, Slash Cottage Subdivision is across the street, thereis M-1 across another street along with daycare. It was his opinion that they coulddevelop anything in this location and it would go well with the neighbors.

Mr. Rogers stated that some of the design characteristics that they are aiming for

specifically in the site layout is to make certain that there are a variety of lot sizes,which are currently between 8,800 square feet to approximately 16,000 square feet

which will allow a variety of sizes of homes on those lots, and there will not be

cookie cutter type houses next door to each other.

Mr. Rogers stated that they are trying to use the proposed Comprehensive Plan as a

guideline for their proposed development.

Mr. Rogers stated that the intent of the alley way that is proposed is to design it for one

way traffic with one side designed for parking for visitors and the other side to be a

travel lane, and the alley way is proposed to curve around and connect to the proposedroad into the development which will connect into the other alley way that goes behind

all of the houses where it will become a two-way flow of traffic. Mr. Rogers stated

that the purpose behind this is to have vehicular traffic behind the houses and accessrear garages on the homes to be constructed and make the automobile less of the

landscape, and have visitors parking in the front while the homeowners park in theirgarages on lots one through fifteen.

Mr. Rogers stated that they will have the normal required sidewalks to help providewalk flow; they will also provide interconnections to the private access alley allowing

pedestrians to walk in the alley ways.

Mr. Rogers stated that the speed limit along Ashcake Road is currently 35 miles per

hour and that it was his desire to see it reduced with the traffic study being done; and

that currently on the north side of Ashcake Road there is a sidewalk that has already

been constructed to allow pedestrians access to walk to the YMCA.

Mr. Rogers stated that they have had contact with one of the adjacent property owners

to try to get an easement to construct a sidewalk. He stated there may also be room inthe Towns right-of-way to construct a sidewalk.

Mr. Rogers stated that the larger lots around the perimeter of the development willhave a more traditional access with driveways coming into the front of the properties;

the interior lots with the alley ways will not have a driveway in the front of the house,

rather they will have access by way of a sidewalk coming from the street to the houseand their main access for guests and their vehicles would be in the rear.

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Mr. Rogers stated that their desire with this development is to have an aging in placetype of community so that as people age they can continue to live in their homes and

not have to move when they get older.

Mr. Rogers stated that the housing along Maple Street will face Maple Street but will

not have direct access to Maple Street. Mr. Rogers stated that the front of the housesin the entire development will have all of the houses facing outward.

Mr. Rogers stated that along Ashcake Road there will be a 25 foot landscape buffer as

per the Town Ordinance; and in the Proffers they will be working on language to keep

any existing vegetation that they can and supplement that area with plantings toprovide a nice clean looking buffer along the main roadways.

Mr. Rogers stated that with regards to the setbacks, there was an error in the proffers;the setbacks will be the required 30 foot from the front. Mr. Rogers stated that the

smaller side yard setbacks that are being requested to allow for a 10 foot side yard

setback to allow a larger house to be built on the lot rather than a shot-gun style homeand it will bring the houses closer to the road, and the right-of-way will give the

subdivision more of a community feel. Mr. Rogers stated that he would like to request

a text amendment to allow that reduction in the side yard setbacks.

Mr. Rogers provided a handout of the possible structure styles that are proposed for the

development.

Mr. Rogers stated that they realize that they were not ready for approval for this

meeting and would really appreciate input from the Planning Commission so thatwhen they meet with staff they will have a complete packet for the August 10, 2011,

meeting in hopes that there will be a recommended approval to the Town Council.

Mr. Henson stated that he likes the housing designs because they fit into the design of

what makes Ashland what it is today; he stated he was not in favor of the front load

garage design.

Mr. Brown stated that some of the lots are larger and asked if it would be possible to

take a front loading garage and create side loading garages.

Mr. Rogers stated that was not something that has been addressed, but what they are

asking to do is to be able to get a five (5) or ten (10) foot easement on the adjacent lots

to allow vehicles to swing into their side load garages, as is done in zero lot linecommunities.

Mr. Brown opened the public hearing and asked if there was anyone that would like tocome forward to speak for or against the rezoning request.

Bruce Gainey, Attorney from Hanover County, representing Charles Wilson who wasin the audience.

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Mr. Gainey stated that Mr. Wilson is the owner of an 11 acre parcel located on thewestern side of Maple Street, which is zoned M-1 (Limited Industrial) District.

Mr. Gainey stated that Mr. Wilson has four tenants: S & N Communications,Richmond Crain and Rigging, JDS Construction, and Wilcon Inc. They have great

neighbors in Toddler Town Daycare which is located beside them and has been therefor a very long time and is owned by the Conway Family; Mr. Conway was presentthis evening as well. Jay Small is the owner of the M-1 property to the south end of

the proposed development and there is also a commercial construction company a little

further down on Maple Street owned by Jack Walters.

Mr. Gainey stated that it was not their desire to speak against the development; their

concern is the entrance on Maple Street. These businesses have a lot of commercial

trucks coming through on Maple Street, which is not exactly the type of road for thatpurpose but it is what it is. The drivers are always very careful driving on Maple

Street because there are buses at Toddler Town Daycare and people picking up

children on a regular basis.

Mr. Gainey stated that one of their concerns has been alleviated because the plans that

they reviewed showed parallel parking on Maple Street and that has been removed.

With regards to the entrance on Maple Street, they would like to have anything that

can be done to make this as safe as possible.

Mr. Gainey stated that it was his opinion that adding to the old trolley line that has

been in place for the past 50 to 60 years is a very good idea and would help.

Mr. Brown asked what the hours were that the trucks were running on Maple Street.

Charles Wilson - 12447 A, B, C, D and R, Maple Street.

Mr. Wilson stated that they begin at 6:00 a.m. depending on deliveries for evenings,and they operate during the weekdays.

Mr. Henson asked if the large truck traffic was concentrated in the morning hours.

Mr. Wilson stated that the large truck traffic is pretty high volume and that it was all

day long.

Mr. Gainey stated that even widening Maple Street may help the situation.

Ms. Jewell asked if the trucks have any difficulty maneuvering on Maple Street withthe current width.

Mr. Gainey stated that the trucks do tend to have some difficulty and require crossingthe center line to pull out.

Ms. Amos stated that staff can work with the developer.

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There being no further comments, Mr. Brown closed the public hearing.

Ms. Amos stated that the Applicant would like the Planning Commission to discuss thesketches and the layout and any feedback that the Planning Commission can offer to

bring back to the Planning Commission for the August 10, 2011, PlanningCommission meeting what they would like to see.

Mr. Brown stated that he thinks that it is a shame that the Town requires a 30 foot front

yard setback.

Ms. Amos stated that the Applicant is requesting a text amendment, which is required

in order for the Town to allow the 10 foot side yard setback; the smaller front yard

setback could be included in this text amendment.

Ms. Amos stated that there would not be enough time to do a full review of the R-3

Zoning to present to the Planning Commission the entire Zoning Amendment;therefore, it would be a piecemeal which staff has tried to avoid in the past. Ms. Amos

stated that other localities offer the option that if the Applicant is proffering a Plan of

Development the setbacks that are in the Plan of Development become proffered and if

we had it in our Ordinance then we could allow those setbacks to be the setbacks thatare regulated on the property.

Mr. Stevens stated that he was in agreement with Mr. Brown with regards to thesmaller front yard setbacks.

Mr. Brown stated that with regards to the parcels that will be facing the M-1 District,

what is it that the Applicant can do to make these lots more appealing rather than

looking at a 20 foot piece of Town property and a chain link fence and then industryacross the street.

Mr. Rogers stated that the 20 feet of land that belongs to the Town is currently heavilytreed. Mr. Rogers stated that for the next meeting, he will put an overlay on top of the

aerial view to allow a better visual and to show exactly where the entrance point to the

subdivision is located on Maple Street. With regards to the houses that are facing

Maple Street, Lot number 13 is the only lot that is facing the industrial area and theothers will be facing the Day Care Center.

Mr. Stevens asked what the Applicants thoughts were regarding the width of MapleStreet.

Mr. Rogers stated that it was his opinion that it was not wide enough for an industrialarea. Mr. Rogers stated that according to the Comprehensive Plan, the area that is

being presented before the Planning Commission is designated as a residential area

and it is more of an industrial area on the other side which wraps around to Route 1,and he does not know if there is some sort of resolution that can come from that.

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Ms. Jewell addressed the Applicant and stated that she was in agreement with Mr.Henson and was not in favor of the front loading garages and would prefer the side

load garage, and with regards to the 10 foot setbacks on the side, how much would it

impact him to keep the 10 foot side yard setbacks.

Mr. Rogers stated that he was not certain what they would lose, and that they weretrying to stay with the 30 foot lot frontage. Mr. Rogers stated that they are not askingto go down to a five (5) foot setback on the side yards, they were asking to go down by

five (5) feet which is 10 feet total which would allow them to have a 40 foot footprint;

and approximately five (5) of the homes that are in the handout are 38 to 40 feet and it

is very difficult to get a house with character for less than this.

Ms. Jewell stated that she liked the 30 foot setback on the front of the house and asked

the Applicant if he was okay with this.

Mr. Rogers stated that they could live with the 30 foot front yard setback.

Ms. Jewell asked the Applicant what his plans were for the common areas in the

development.

Mr. Rogers stated that there are some environmental issues that the engineers areworking on with Ms. Stenbjorn, the Town Engineer, and that common area will be left

as natural as possible. There really is no room for a public common area. With the

proximity of the YMCA and Carter Park there are plenty of opportunities for activitiesin the neighborhood.

Mr. Stevens stated that he likes Mr. Rogers idea of going from the neighborhood to

the YMCA, but how would one get across the street to Carter Park.

Ms. Amos stated that at this point Mr. Stevens question is a shared discussion between

the Applicant and the Town.

Mr. Henson asked what types of options are available.

Ms. Amos stated that there is the option to put in crosswalks across Ashcake Road.

Mr. Abbott asked if Ms. Amos was referring to a lighted crosswalk with a button to

push to stop traffic to get across Ashcake Road, because if there are children in that

development then they are going to want to go to the Carter Park.

Ms. Amos stated that it was not what she was speaking on but that it could be

discussed, and with regards to the traffic flow, that would most likely be reviewed inthe traffic study.

Mr. Rogers stated that he is trying to see if there is enough right-of-way along AshcakeRoad to construct a sidewalk on this side of Ashcake Road, and if there is then they

would like to construct a sidewalk to connect pedestrian traffic to the YMCA.

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Mr. Abbott asked the Applicant if the houses provided were the only houses that wereplanned to go into the development.

Mr. Rogers stated that the renditions that were provided were just some samples andnot exclusive and they are trying to extract from those samples some language that

describes others that could go into the development.

Ms. Amos stated that she would like the Planning Commission to review the renditions

that were provided and to comment on the areas that they are in favor of or not in favor

of and e-mail those comments to her before Tuesday, July 19, 2011, when she will be

meeting with Mr. Rogers to work on the language for the proffers.

Mr. Abbott asked for confirmation from the Applicant that none of the houses would

be less than 1,500 square feet.

Mr. Rogers confirmed.

Mr. Abbott asked if there could be language that states that only a percentage could be

1,500 square feet.

Ms. Amos stated that they could work on that language but staff would have to workwith the Applicant to see what he was comfortable with.

Mr. Rogers stated that when the proffers stated that the minimum would be 1,500square feet, that this would be the absolute minimum and if one would consider

Carters Hill Subdivision, the minimum square footage is 1,400 but the minimum thathas been build is 2,100 square feet, and not everyone would be comfortable with 2,000

or 2,500 square feet.

Mr. Abbott stated that where the Planning Commission is coming from is that as stated

in the proposed Comprehensive Plan, there is currently a very large inventory of

smaller houses.

Mr. Brown asked if staff could find examples of developments in the Town of Ashland

where houses are 20 feet apart, with 25 foot front yard setbacks, and 30 foot front yard

setbacks, and 1,500 square feet so that the Planning Commission could look at them

Ms. Amos stated that staff could look up some examples.

Ms. Amos stated that if it was the desire of the Planning Commission, staff could set

up a time to look at the property being discussed as a group or see some of the other

products that the Applicant would like the Planning Commission to see. Or she couldsend an e-mail to the Planning Commissioners with directions so that they could look

on their own.

Paula Long 501 College Avenue, Ashland, Virginia.

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Ms. Long stated that with reference to the pedestrian crossing at the corner of AshcakeRoad and Maple Street, would it be something to consider having another option of

access to cross Maple Street and walk a little along Ashcake Road and cross Ashcake

Road closer to the railroad tracks where the traffic speed would be a little bit lower.

Mr. Brown stated that all options will be considered.

Mr. Brown stated that no action needed to be taken from the guidance of the Town

Attorney, Ms. Erard.

ACTION ITEMS

SUB11-0428 - Chapman Street Subdivision

A request for a preliminary plat approval to create a four (4) lot residentialsubdivision on 2.51 acres of GPIN 7870-45-8350, 7870-45-9225, 7870-55-

0127, 7870-55-0040.

The Applicant is also requesting an exception to the requirement of sidewalks

and curb and gutter for this subdivision per Sec. 17-49.2 of the Town Code.

Mr. Phillips presented the Chapman Street Subdivision as presented in the PlanningCommission packet.

Mr. Phillips stated that staff is recommending that the Planning Commission considerand approve the Chapman Street Subdivision Preliminary Plat as presented as well as

the exception to the requirement of sidewalks, and curb and gutter to the Town Council.

Mr. Brown asked the location of Vaughan Road in the first submittal of Carters Hill

Section Two (2).

Mr. Phillips stated that on this plat Vaughan Road is a little farther north than originally

proposed.

Mr. Brown asked if it was 200 feet different.

Ms. Amos stated that she could not say that it is not that much different.

Mr. Phillips stated that as a part of section two (2) the Applicant is proposing to

dedicate a section of right-of-way as displayed on the preliminary plat.

A motion was made by Ms. Jewell and seconded by Mr. Henson to recommend

approval to the Town Council the Chapman Street Preliminary Subdivision Plat datedJune 16, 2011, as presented, as well as the exception request to sidewalks, and curb and

gutter.

ROLL CALL

Mr. Abbott Aye

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Mr. Stevens AyeMs. Jewell Aye

Mr. Henson Aye

Mr. Brown Aye


Comprehensive Plan Nora Amos

Ms. Amos stated that staff received minimal comments at the July 30, 2011, Public

Hearing for the Comprehensive Plan with no substantial changes being recommendedfor the Plan.

Ms. Amos stated that since then through discussion with Planning Commission andstaff and other citizens, recommendations have been made for some minor

amendments; therefore, it was her opinion that there should not be action taken of the

Comprehensive Plan at this time. She recommended that the Planning Commissionhave a separate work session to discuss those recommendations, issues, questions and

comments, and then re-advertise a public hearing and probably hold a public hearing

in September.

Mr. Brown asked for clarification on the date for the recommended work session.

Ms. Amos stated Wednesday, August 24, 2011, at 6:00 p.m.

A motion was made by Mr. Brown and seconded by Mr. Henson to hold a specialPlanning Commission work session at 6:00 p.m. on August 24, 2011.

ROLL CALL

Mr. Stevens Aye

Ms. Jewell AyeMr. Henson Aye

Mr. Abbott Aye

Mr. Brown Aye


REPORT OF COMMITTEES

A. Town Council George SpagnaMr. Spagna stated that on pages 34 and 35 of the Planning Commission packet are theactions for the Town Council meetings of June 7, 2011, and June 22, 2011, and asked if

the Planning Commission had any questions.

Mr. Spagna stated that at the railroad crossings on Ashcake Road and Route 54 several

months ago all of a sudden cuts where done across the railroad crossings by CSX

Chessie Seaboard Multiplier (Railroad Transportation Company). Mike Davis, the

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Director of Public Works asked the CSX workers what they were doing and they toldhim that they plan to replace the crossings but the date is still to be determined.

Mr. Spagna stated that the rubberized material had deteriorated so badly that CSX nolonger installs it. The Town could either allow CSX to go back to the old timber

crossing (which is a very rough crossing) at no extra cost to the Town, or CSXrecommends install prefabricated concrete inserts which presumably will last foreverand is very smooth to cross, and the next time the CSX needs to do repairs to the tracks

they can pick the pieces up with a crane and do the repairs and place the concrete piece

back. The Town has appropriated funding from the previous fiscal years paving budget

into the Capital Projects Fund so that it will be available when the Town needs it for thecrossings.

Mr. Henson stated that it was his opinion that something that is worthy of noting is theretreat between the Town Council and Randolph-Macon College to discuss the Master

Plan which has a 25 year horizon.

Mr. Henson stated that the new Freshman Dorm that is being constructed is the first

dorm to be built in 40 years. Next to be worked on are the Science Building, the

Student Center, and Rotating the Football Field.

Mr. Henson stated that Randolph-Macon Colleges objective is to get as great a

percentage of the students on campus as possible while trying to grow the student body

as the same time. Mr. Henson stated that this lead to a lot of discussion regarding whenstudents live in neighborhoods the Town has a lot more leverage with the College. For

example, students that are chronic problem in the community will be forced to moveback onto the College Campus.

Mr. Henson stated that there was also further discussion regarding the College takingover houses on the periphery of the Campus and turning them into things other than

residential.

Mr. Brown stated that he wanted to thank the Town Council for appointing Mr. Charlie

Martin to be the representative for the Town of Ashland for CTAC (Citizen

Transportation Advisory Committee) to replace him.

B. Ashland Main Street Association - Nora AmosMs. Amos stated that Ms. Thompson the Economical Development Coordinator hasprovided her with a written report. The Ashland Main Street Association has not heard

back from the Virginia Main Street Association on their recommended localities to

become a designated Main Street. Ms. Amos stated that it was her opinion that theState has made recommendations to the Governor and he gets to make the final

decision and we hope that it will take place soon.

C. Economic Development Authority of Ashland, Virginia - Nora Amos

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Ms. Amos stated that the EDA is considering a Revitalization Grant Program to add totheir list of incentives, with will replace the Sign Grant Program that they voted to

discontinue.

Ms. Amos stated that she has invited Ms. Thompson to come to the September 14,

2011, Planning Commission meeting to provide an overview of all of the incentivesthat the EDA is currently offering and will be looking to offer in the future.

Mr. Brown asked where the EDA is seeking to do the revitalization.

Ms. Amos stated that it would be for commercial property and they would like tostructure it where it would impact certain areas of the Town at a time and then move to

a different area. For instance they would work on the downtown area for a certain

amount of time and then they may move to Route 1.

Ms. Amos stated that Ms. Thompson is working with other staff members to put out an

RFP (request for proposal) for a new website with hopes of having a new website bythe end of the year or first part of spring for the Town of Ashland.

Ms. Amos stated that Ms. Thompson has been working with the Street Crew to get

bike racks installed throughout the Town, perhaps the Planning Commission has seensome of the new racks go up at Ashland Coffee and Tea. Te Town is working on

getting a bike rack on Railroad Avenue, the next one will most likely be at the Post

Office, and possibly at the Ashland Town Center. Ms. Amos stated that if thePlanning Commission has any recommendations of locations for bike racks to go up

while they are currently working on that project to please let her know.

I. UNFINISHED BUSINESSNONE.

II. NEW BUSINESSMs. Jewell asked staff who is responsible for the grass growing along the railroad

tracks.

Ms. Amos stated that this is the railroad property.

Ms. Jewell asked for clarification and asked if right up against the tracks is the railroadproperty.

Ms. Amos confirmed.

Ms. Jewell asked if there was any way to get that grass trimmed.

Ms. Amos stated that she could pass Ms. Jewells concerns along.

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Mr. Brown stated that he is very interested in street trees and sidewalks. Mr. Brownstated that this is a part of our plan to make our small Town walkable and to have it

shaded. Mr. Brown stated that they are cutting down approximately 15 trees on North

James and Hanover Street and putting in four (4) foot wide sidewalks as an extensionand he was wondering if someone could come to the Planning Commission to tell

them what the criteria is for where the sidewalks are, which trees come down, what dowe do about trees that come down, etc. Mr. Brown stated that it looks like a disaster tohim when you see all of those stumps along James Street, and stated that there are

always other ways of solving the architectural problem and the problem of people

wanting to keep their trees and so on. It was his hope that the sidewalk bump in the

road will be well marked, such as striped parking spaces so that people know that oneis not suppose to ride their bike or drive their car there.

Mr. Brown stated that some neighbors have mentioned concern to him that a bus isgoing to run into that bump-out sidewalk.

Mr. Spagna stated that the sidewalk that Mr. Brown is speaking of is being done with agrant called Safe Routes to School, where sidewalks can go is subject to VDOT

requirements because the Town must keep the street and sidewalks up to VDOT

standards. Mr. Spagna stated that it was his best guess that the trees in front of Shiloh

Baptist Church were in the Towns right-of-way and there was no way of putting thesidewalk in the right-of-way without taking the trees down.

Mr. Brown stated that the Town could get the Church to allow the Town to make atrail through their side yard.

Ms. Amos stated that Mr. Browns suggestion was discussed with the private property

owner and if they are not okay with giving the Town an easement, which the Town has

done in other areas, then the Town is required to go within its right-of-way. Ms. Amosstated that it was her understanding that the right-of-way is 40 feet and the sidewalk is

on the edge.

Mr. Brown stated that he would be interested in knowing what the criteria are because

the Planning Commission does not know anything about it.

Mr. Spagna stated that the bump-out on Hanover Avenue is within VDOT Codebecause the speed limit in that area is 25 miles per hour and the Town is allowed to do

that bump out as a traffic calming measure. Mr. Spagna stated that that specific traffic

lane is approximately twice the width of the lane going in the other direction.

Mr. Brown stated that paint has a wonderful effect on peoples behavior.

Ms. Amos stated that Mr. Davis would be the person to come and speak with the

Planning Commission and she could talk with him regarding this.

Mr. Brown asked the Planning Commissioners if they agreed with him that they would

also like to be informed on what is going on with the sidewalks.

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It was the general consensus of the Planning Commissioners that they agreed with Mr.Brown.

Mr. Henson stated that it may be a topic for a work session item since we will bediscussing the possibility of having regular work sessions as the next topic for

discussion.

UP COMING ITEMS

AUGUST MEETING:

June Work Session Items:-Possible Adoption of Roberts Rules of Small Boards

-Review of Comprehensive Plan & Zoning Ordinance (after completion)

-Review of Current Construction and how we get what we want.-Possible work session prior to each meeting.

-Goal Setting-By-Laws-Identification

Ms. Amos stated that at the June 8, 2011, 6:30 p.m. work session the PlanningCommission discussed some policy and possible By-law amendments and it was her

opinion that the agenda for this evening was a little lengthy and that it may be best to

place these items on the August agenda.

William Gurdin CUP11-0701 - Storage of Vehicles for WholesaleDistribution

Ms. Amos stated that the staff has received an application from William Gurdin for a

Conditional Use Permit for a parcel which is located at 705 North Washington

Highway which is two (2) or three (3) parcels north of Jamestown Road. There is a

car lot currently adjacent to this parcel.

Ms. Amos stated that the Applicants are requesting a Conditional Use Permit and the

Applicants are present to provide a brief overview of what they are asking for.

Tammy Gurdin with her husband William Gurdin.

Ms. Gurdin stated they are new to Ashland and Hanover area; they are coming fromHenrico and moving to Beaverdam in two (2) week and that she would like to open up

an antique store in Ashland. Ms. Gurdin stated that her husband is in the car business,

they are not interested in opening a car lot, however they do need a holding lot for hisbusinesses in Richmond and Portsmouth. As the cars come in that Mr. Gurdin will

purchase from out of state, be it from an auction or a dealer, they would come into the

area and need a place to be held until they are transported out to where they will besold. They had a dealership in Richmond on Broad Street and all of the vehicles that

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were on that car lot (approximately 100 vehicles) will need to be stored until they canbe relocated to a dealership.

Ms. Gurdin stated that in order for her to be able to do the antique business, they needto have everything under one roof. If Mr. Gurdin is able to use the lot to hold the

vehicles behind the building until they can be transported out; Mr. Gurdin will pay thebills and she can have her antique shop and they will be bringing additional revenue tothe Town of Ashland.

Ms. Gurdin stated that she has two (2) booth rentals; one (1) in Mechanicsville and one

(1) at Southside and has been in the market and been around antiques her whole lifeand that she wants the shop to be a nice and classy shop.

Ms. Gurdin stated that the parcel has previously been approved for holding vehiclesand heavy equipment.

Ms. Gurdin stated that if it was necessary, they are even willing to put up a privacyfence behind the building to conceal the vehicles.

Ms. Gurdin stated that once the vehicles are completely sold off from the car lot that

they have closed there should never be more than 20 to 30 vehicles at any given time.

Ms. Gurdin stated that for example, Mr. Gurdin just went to a car sale and purchased

18 vehicles, those vehicles will be coming in this week but they already have homesbut they need to come in to Mr. Gurdin for his drivers to take them to where they

belong.

Ms. Gurdin stated that Bobby Bruce and his partner are the property owners, and the

property has been vacant for quite some time with no revenue coming in on this parcelfor the property owners or for the Town of Ashland, therefore this could be a win-win

for everybody.

Kevin Engle Partner with Bobby Bruce, owners of the property located at 705 North

Washington Highway.

Mr. Engle stated that they have patiently waited for some quality people to rent thisparcel of land and do something with it that they feel would be advantageous to the

Town of Ashland and the community.

Mr. Engle stated that they would like to provide the Gurdins an opportunity to do what

they do best and generate revenue for the Town and Mr. Engle and Mr. Bruce are very

much behind the Gurdins and would like them to be very successful and hope that thePlanning Commission would agree with them and be able to help them to be

successful.

Mr. Brown asked staff what the next step would be.

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Ms. Amos stated that the antique business is by-right; therefore, the Conditional UsePermit request is for the wholesale use. Any conditions would be on the wholesale

portion of that use.

Ms. Amos stated that for instance the buffering that the Applicants recommended. If

the Planning Commission has any recommendations that they would like staff toconsider or talk through with the Applicant then please let staff know before it comesback for the public hearing next month.

Mr. Stevens asked what type of business was previously on the property.

Mr. Engle stated that the previous business involved in moving office equipment for

the state.

Mr. Henson asked the Applicant to explain where they would like to store the 100 cars.

Ms. Gurdin stated that she would need the parking lot for her business, in the back ofthe property near the corner of the of the building down to the woods to be enclosed

with a privacy fence and then back across the opposite side of the building to conceal

the vehicles.

Mr. Henson asked if the Applicant had an idea of the type of privacy fence they intend

to install.

Ms. Gurdin stated that they did not; they were simply offering this as an option to

allow them to do what they wo

Documents

Full Agenda September 14, 2011