Good evening. Good evening. Welcome to the January 20th, 2026 meeting of the Hashtun Town Council.
I appreciate you being here this evening. We just start out asking it to join me in a moment of silence, just to reflect on what you need to reflect on at this time of this day. Please join me.
Thank you. Mr. Vice Mayor, would you lead us in the pledge?
Please stand as you're able.
I pledge allegiance to the flag of the United States of America, and to the Republic of which it stands, one nation under God, and either visible with the liberty to join us this morning.
Thank you.
We'll go ahead and take a look at our agenda for this evening.
We have our consent agenda, which includes minutes from the January 6th, 2026 Council meeting.
We have an item B, Councillor PUD, text amendment referral.
We had the Ashtun Police Department window entryway project.
Then we'll have a presentation, which will be fun.
Administration of oath of office to our new cat police chief in our dog mayor.
Well, citizen input time, opportunity for an individual to come before council and bring an item that they would like to share with council.
We have two public hearings.
First, an ordinance 2026-01 to extend the deadline for tax payments.
We have an ordinance 2025-12 conditional rezoning amendment.
We have one action item at this time, memorandum of understanding when homelessness outreach services.
And we have reports from the planning department, finance department, and police department.
Now, understand, council members we've had some discussion as individuals with one another and or with the town manager concerning one of the items in the consent agenda.
And so I'll just pause here for a minute and ask whether there's a motion to make a change to the consent agenda.
Mr. Mayor, I'd like to make a motion, please.
I'd like to motion to move the consent agenda item B to the action item B.
A second.
Mr. Barnhart.
Aye.
Mr. Sopal.
Aye.
Mr. Malloy.
Aye.
Dr. McGraw.
Aye.
So, presented the agenda as printed and we've made an adjustment to take consent item B and move it to action item B.
And so, with that change, is there consensus for the agenda as presented?
Yes.
Okay. All right.
All right.
So, now I'll ask whether or not there's any questions, comments or a motion for the consent agenda, which includes item A and item C.
Well, Mr. Mayor, I move to approve the consent agenda as amended.
Is there a second?
Second.
All right. Thank you.
Mr. Barnhart.
Aye.
Mr. Paul.
Aye.
Mr. Malloy.
Dr. McGraw.
Aye.
Mayor Trevette.
Aye.
All right. Thank you.
And that brings us to our presentation.
Administration of oath of office and Mr. Goodman.
We're going to follow your leads.
And looking forward to this.
Good evening, Council.
I know it wasn't on the agenda.
But Mr. Goodman asked me to just give a little background in context.
So people are wondering why he's swearing a dog into an office.
We held our first ever pet election this year.
As a means to do some fun community engagement.
Get people excited.
And as you can imagine, because of the community that we have, the outpouring was significant.
We received over 20 nominations for each office.
And those were narrow down to five finalists that went into a public voting process.
And we received nearly 2,000 votes from the community to elect these two lovely pets to their term.
They'll serve for one year.
And hopefully you can look forward to seeing them at community events and different things throughout the year.
But we're just so grateful to their owners who have been such great sports.
Of course, bringing them out this evening.
And I will just add a little plug.
Hopefully Dr. Hill does not mind me mentioning this.
But he did mention today that he had recently been in contact with the recently sworn and lieutenant governor of Virginia.
And he mentioned Ashlyn and Randolph-Macon.
And she said, oh, you're dogs the mayor, right?
So we are getting some positive notoriety.
We'll take it.
Center of the universe and home of the dog mayor and the cat police chief.
So without further ado, I'll take Mr. Goodman.
And I believe trouble man is up first.
All right.
Thank you.
Mr. Mayor, I was a council.
trouble man, if you could come on up here and trouble man's mom.
If you was a stand right here, right up here.
And face that way.
And that camera is going to capture Mr. trouble man.
So.
I can't.
So do this.
You have cameras facing both directions.
However, he wants to do it.
So I am going to read the oath.
And then we'll just look for some sort of affirmation from the end of the
understand.
It's how about that.
Very good.
Most unique thing I've had to do in my service.
Okay.
So we're going to, we're not going to, we're going to forego the raising the right hand,
because that might be a little challenging.
So the oath of office for the cat police chief is I,
trouble man, do solemnly swear to faithfully serve as the cat police chief
of the town of Asselin, Virginia.
For a term of one year commencing, that's fine.
We reached 20, 20, 26.
I promised to uphold peace and order to protect the laps and
porches and sunny windows.
To investigate suspicious noises and road red dogs.
And to enforce all laws governing treats,
nafs, and the proper chin scratches.
I will serve a courage, courtesy, and a little bit of mischief.
Always in the best interest of the people of Asselin.
And just wag you tail, if you agree.
Oh, I got it.
Good.
All right.
We have some official things up here for cat chiefs.
So I come in and we are on the ground.
And then we are on the ground.
We would like to hear a special.
Uh-huh.
You have a lot of stuff.
I'm crying.
Good boy.
Yeah.
All right.
I want to go with you.
Well done, kitty.
I want to go with you.
And now we would like to welcome up Wilbur.
And his dad, not Wil.
And similarly, if we can stand and put up the podium here,
that camera might catch him a little bit better.
We're putting our AV guy, the awes behind the break.
Magical curtain to work tonight.
So gone, do your best.
Sir, as best you can.
So again, we will read the oath.
And we will just look for an affirmation from Wilbur.
After the fact that he don't mind Dr. Hill.
Both of office for dog mayor.
I will work.
Do solemnly swear.
To faithfully serve as the dog mayor.
For the town of Ashland, Virginia.
For a term.
A book here.
Commencing January 20th.
2026.
I promise to greet all residents with enthusiasm.
To listen carefully, even when distracted by squirrels.
To promote unity, joy, and frequent outdoor walks.
And to represent Ashland with loyalty, kindness, and tailwags for all.
I will lead with heart.
Fets when asked.
And always be a good boy.
All right, there we go.
This is a process.
Oh.
Yeah.
That's your good dog.
May your trevets good to know you have back up now, sir.
Well, when I get a hard case, we do a referral.
Thank you.
It's terrific.
Yes.
All right.
Thank you for that presentation.
We're going to stay on a theme here for sort of
animal night and invite Sherry Burton.
One of our town citizens who likes to write poetry,
pertaining to the town, invite her to come and read a poem.
And I think we'll understand who it's about.
Okay.
This one, if you can see, it says,
I'm happy now.
Yes.
Now.
Whoa.
This one.
Okay.
Now, this one.
The water.
And we're doing a place that's very dry.
Okay.
Now, this one.
I swear on this one.
Okay.
And this is great to be off.
Ashwin Virginia.
Hey.
Ashley Virginia.
Or even our critters.
Yeah.
This is in my poem.
Ashley Virginia.
It's not my lip.
It's peanut butter.
Yes.
And I work today on this picture.
Ashley Virginia.
And this one.
Okay.
This is one of my favorites.
I'm nearly so bright home.
That's good.
Okay.
And now.
For my poem.
Ashwin Virginia.
ABC Store.
A rascal raccoon got into too much holiday spirits.
News flash.
And Ashwin Virginia.
Hangover.
And then handover.
ABC Store.
A very naughty raccoon banding.
Preferred his liquor straight up.
No ice.
No mask.
Is definitely into a holiday spirits.
Okay.
Here's my poem.
I'm a rascal of a raccoon.
I was so happy.
While happy I was delicious, pure and broship for me.
Battles knocked out broken pieces.
Couldn't help made a mess.
Well, trucks is the holiday season.
ubl突 a toast.
We all are blessed.
When she said, how it ain't not, could tell vodka was made of the right stuff.
Licked a patron silver tequila.
That will do too.
Next I tip, see through the puddles, and found my next clue.
Snap my lips, peanut butter whiskey, high as a roar coaster ride, I passed out just short
of the potty, foiled my escape, now stuck inside.
Anybody heard of drunk as a stunt?
Well, here is trash coon in a bathroom.
Slepted, often animal control shelter, and nebryated me, woke up release on the wild run,
get out of jail car, I am free.
When I thought back of sweet sippings, foggling and grinning, so bright, Ashwin's my kind
of town, holiday spirits, pure delight.
All right, guys, all right, that may be hard to follow, but citizen input, I misopened
We'd like to come forward and speak to Council on a matter that is not one of our public hearings.
All right. See, and that one, we'll go ahead and close our citizen input time, and move on to our first public hearing.
For it is 2026-01, extend deadline for tax payments. Mr. Goodman and Mr. Guard.
Thank you, Mr. Mayor. Mr. Shugart and I will tag team this item if you don't mind.
We have before you tonight as staff requesting a public hearing and consideration of adoption of ordinance 2026-01, which is a companion to the resolution council pass of the first meeting in January.
I'm sorry, yes, the resolution. If you recall, we've just been struggling with our software vendor, back in with getting tax bills out, historically they've gone out in the first week of December.
Mr. Shugart has been working day and night weekends trying to get this back in one line and her efforts have been actually incredible.
Low history, back in January 26th of 2026, town council adopted resolution 2026-02 to provide staff to extend the deadline to accept taxes to the maximum up to 90 days allowed by state code.
That was more direction to staff, this ordinance codifies that, but also allows for pushing out any penalties and interest to that new due date as well, where the resolution didn't have the power to do that.
So that's why this is a two-part process. So with that, I will turn it over to Mr. Shugart.
Thank you.
So Mr. Goodman covered most of what I was going to say. I will mention that real estate bills were mailed out January 2nd. We are receiving payments on those and folks are calling in with questions.
If anyone has any questions, feel free to call town hall.
We're still working on personal property bills as of this afternoon. They have not been mailed out. I was working with the vendor today.
We're anticipating within the next two weeks they will be mailed out. They will be mailed out from our prep vendor, so they do not get mailed out directly from town hall.
So this ordinance, I'm not sure if Mr. Goodman said, it does repeal itself on January 1st, 2027. So this is just to extend the due date for this year.
And we are requesting that after this public hearing at the conclusion that you approve the extension to March 5th, 2026.
I'll be happy to answer any questions if you have any prior to the public hearing.
Any questions at this time for staying in?
Okay. All right. Well, do we are officially going to do in that's a public hearing?
So we invite the public, if anyone would like to come forward and make any comments about this ordinance on the deadline for tax payments.
Come now if you've heard.
Seeing no one, we will close the public hearing and bring it back to council for any further questions, discussion if there is any or motion.
Mr. Mayor, yes, I would move for approval of ordinance 2026.
The actual one has presented.
I second motion made in second.
Vice Mayor McGraw.
Aye.
That's Barnhart.
Aye.
Mr. Paul.
Aye.
All right.
Thank you here in ordinance 25-12.
Conditional Resonance Amendment.
Mr. Locker.
All right, good evening, Town Council.
It's good to see you guys again.
I'm presenting this evening, ordinance 2025-12,
to the amendment to chapter 21, section 21,
4.6, or conditional sounding.
This request covers that we have all the public hearing
for ordinance 2025-12, section 21-4.6 conditional zoning.
And this is to align the town's ordinance with Virginia State Code,
15.2-2303, and limit residential profits
of those authorized under Virginia State Code, 15.2-2303-4D.
This request actually comes recommended by our town attorney,
as this amendment was needed to correct Ashland zoning framework
and align it with current state law.
Just to broadly cover what the amendment will do,
so this will switch the legal authority from the prior state code,
15.2-2298-15.2-2303,
and this will give the town council broader flexibility
when accepting conditional profits.
This would allow for the removal of several statutory limitations,
so this currently includes our requirement
to that profits directly relate to any problems
that would arise due to a rezoning.
And that any conditions would explicitly comply
with the comprehensive plan.
The new code amendment will also eliminate the capital improvement program
requirement, so the any accepted profits can now
or transportation cash or property profits
could be accepted even if a project is not within the CIP.
The new code amendment also provides much more flexibility
for transportation and road improvements.
Stay code 2303 does not restrict what types of permits
can be accepted as part of conditional rezoning.
The new code amendment shifts residential profits from 15.2-2303.4D,
allowing the town to accept any constitutional profit
voluntarily offered by the applicant.
The previous code that we were following 2303.4C
imposed strict rules on what counted as a reasonable profit
and that opposed potential challenges to any conditional
profit the town would accept.
The town council is not also required.
You will no longer will do.
Deny a rezoning application based on a lack of profit.
But any other planning or concern that may come up
can still be considered as part of our consideration.
This was presented to planning commission.
Last month they had quite a few questions on the amendment.
Mostly on how they would evaluate the
proffers how this would impact their any potential
denials to rezoning and whether they could still evaluate
based on a value-way proffers based off of the comprehensive plan.
It was clarified that any impacts, planning considerations
and overall application adequacy,
can may continue to be evaluated under the amended ordinance
and then specific proffers may not be required
as a condition of approval.
Resoning applications can still be denied based on a planning
considerations, impacts, or planning consistency.
Again, they cannot be denied solely on a lack of profit.
Planning commission voted unanimously to
provide approval of ordinance 2025-12.
Any questions or comments further on this?
That last slide, if you go back to that just for a second.
This is recommended by staff and it's nice that
that our planning commission unanimously approve this.
And the statement, they found the amendments improved
clarity and maintain appropriate planning standards.
So anyway, that sounds like good work.
Good result of this.
Any questions?
Comments to staff?
All right.
At this time, we'll go ahead and officially open the public hearing.
As you can see, if anyone wants to make any statements,
ask any questions about this and write you at this time.
Seeing no one, we will close the public hearing and
bring it back to council for either further discussion
and if none, the informed motion.
I'll be happy to.
I move to approve ordinance 2025-12 to amend
National Town Code Chapter 21 article one in general,
conditional zoning as presented.
Second.
Okay.
Good job.
Mr. Moly.
Hi.
Dr. McGraw.
Hi.
It's Barnhart.
Hi.
So Paul?
Hi.
Mayor's about.
Hi.
Motion passed.
Thank you all.
Thank you for this.
And so we'll continue to move forward here to our first action item,
a memorandum of understanding with the homelessness outreach services.
This move.
Good evening again, up here for a very different,
but also very important reason to you this evening.
So you have before you memorandum of understanding for homelessness
outreach services.
And I know you all have looked over this in great detail,
but for the sake of anyone watching or anyone looking in the minutes.
I just want to take a minute and go through some of the kind of
finer points for that kind of level of transparency.
So this proposed MOU would establish a partnership between the town of Ashland,
the Ashland Foundation and the Greater Richmond Continuum of Care,
which is the coordinating entity for all homelessness outreach services
in the Metro Richmond area, including Hanover County and the town of Ashland.
So the purpose of this agreement is to ensure targeted coordinated services
for our unhoused residents, established clear roles,
responsibilities, and funding expectations to improve communication
between the existing service providers, our local nonprofits,
Hanover County Social Services, the Ashland Police Department in the town of Ashland,
and also to reduce the duplication of services,
making sure folks are not falling through the service gaps.
If you may recall when the public camping ordinance came before,
we did a kind of stakeholders meeting with a lot of our outreach providers,
and they indicated there was a real need for flexible funding,
kind of to fill in the gaps of really getting folks into that more stable housing
situation to use for things that state and federal funding may not qualify for.
And so this MOU is really designed to do that.
To be clear, the GRC already provides outreach services to the town of Ashland.
That service already exists.
But our hope and intention with this MOU is to provide additional funding
so that we can get even more targeted outreach,
especially considering the demand of the surrounding localities
compared to what the town of Ashland's needs are.
So as you'll see under the funding commitments,
by signing this MOU, the town would be committing to provide $10,000
in support of these efforts.
This is not new funding.
This is money that had already been budgeted and allocated for homelessness
outreach services in your FY26 budget.
The Ashland Foundation will contribute as kind of a pass through via that kindness
that counts initiative, which is already ongoing and will continue to promote.
And then you'll see here, importantly, I think criteria for use of the funds.
It's used exclusively to support individuals and families within the town of Ashland,
who are working with those designated GRC agencies.
And the idea is to really use the funds to help those individuals or families exit homelessness.
So helping with first and met last month's rent, helping them get funding for getting their ID.
So they can see employment, secure a place to live.
Those kinds of low-hanging fruit things that are can be a real barrier depending on how much is involved
and getting those things and how much outreach time is needed.
You'll see under prohibited expenditures.
The town is asking that the funds provided not be used to purchase tents or sleeping bags
or equipment intended to facilitate outdoor habitation,
because this would go in conflict with the camping ordinance that was passed last year.
And that any funding needs to make sure that it's going towards actions that are compliant with all town code.
You'll see roles and responsibilities in here.
Homeward is listed.
They are the designated GRC administering agency.
So the agreement is actually with Homeward, but it is part of the GRC.
So that's why the difference in name there.
You'll see some metrics and reporting requirements in there.
Should Council vote to adopt this MOU this evening.
I have a planned call with the Executive Director of Homeward,
Kelly Kinghorn, later this week to walk through exactly kind of what that reporting structure
will look like in the cadence for that.
And then you'll see under item B there, the Ashland Foundation's requirements.
Really they are your administering arm for the funding as well as the accountability partner.
So the board will be kind of regularly reviewing how the funds are used,
examining the relationship and providing some feedback to Council.
Should you be considering funding in the future?
The found date.
Commission met today. There was a board meeting earlier today, and the board did unanimously vote to approve the
MOU, if town council also does as well. And then you'll see under the town of Ashlands to provide that baseline funding of $10,000,
some supporting of outreach efforts and assisting with publication efforts, which are things that we are already doing.
Under duration and renewal, I will suggest a change year that's not reflected in the staff report as discussed in the Foundation Board meeting today.
This has an expiration of June 30th, 2026. We started working on this MOU quite some time ago, and with only six months left to go.
Mr. Manager suggested in the Ashland Foundation Board meeting that we go ahead and just make that expiration 2027, June 30th, 2027.
So I would offer that as consideration as you consider adopting this.
And then you'll see there's a lot of legal language that our lovely friends at San Santerson had us put in there, but pretty boiler, boiler plate, boiler plate stuff.
So with that said, I will, if I can get out of this window, I'm free to think I'm frozen, but you have my staff report in front of you.
And so you'll see in there that really, I think the highlight of all of this and that big takeaway is that this is the third kind of pronged to our approach towards really trying to wrap our arms around the kind of seemingly growing unhoused situation here in the town of Ashland.
And the first being the public camping ordinance, which was done with a lot of stakeholder support, the second being on ongoing work of the homelessness task force, which is meeting by monthly.
And I look forward to updating you on progress there in a coming meeting.
And then finally this funding component is kind of our, our three pronged approach to this issue.
And this is not designed to duplicate a replay services provided by him over county, but to augment and amplify those that already exist.
And with that, I'm happy to answer questions. And you have my staff recommendation there in front of you.
All right. I have a question.
Okay, I don't have a question for you, but I didn't have a question this morning from Mr. Manager regarding this wondering, you know, now word is out that the town of Ashland has this funding to assist these people.
What if they are in the region in Henrico, Gujland, Richmond, and everywhere else, and they're like, I'm going to go and be homeless in Ashland because I'm going to get some help.
So it's concerned that people might do that.
And he assured me that the GRCOC does keep a database and they keep up with things like that, so there will be no repetitions.
So that was what I was concerned about.
Yes. And part of that kind of reporting process, you'll see in the MOU, there's a reference to the designated entry system.
That's the system that they used to kind of manage their case loads.
And that's all hip-up protected. So, you know, we can't have access to that information or nor am I suggesting that we should.
But part of that is kind of tracking progress of individuals they encounter regardless of where geographically they're encountered.
And so, some of this case conferencing is part of this MOU.
There will be discussion around progress of certain individuals.
And if someone is kind of open to accepting what is being offered to them or if a little bit more work needs to be done.
And so, again, it's making sure those lines of communication stay open, which there's already a system in place for them to do that.
Thank you.
Question I have.
We have in here that it's going to be funds that are going to be used or for folks that are actually working with the designated GRCOC.
So, what length of time, if I'm a person and I see something else, I'm on Facebook.
I post something that I can't make rent that month because we know we see that all the time.
What length of time does someone have to be working with the GRCOC before they're able to get funding here in Ashley.
I can't speak for the timeline.
I would guess I'm looking back as we have two of our wonderful outreach workers here.
But my feeling is there is no set.
It's all very individualistic based.
So, my hunch is when this funding becomes available, they probably already have clients in mind that they've been working with who have had this funding gap.
That may be a quick and easy.
Let's get these folks into a better situation or there may be much more complex situations because if we're talking about for example someone needing an ID.
We've heard stories in some of our homelessness task force meetings that getting a birth certificate from the state of Texas is a nightmare, right?
It takes a really, really long time.
And so that can add an overall huge amount of length of time depending on where they're from and what other agencies they have to work with to get those resources.
So I'm sorry I don't have a more firm answer for you.
When hearing you say is that if we see something like that, we should refer somebody should be referring those people to the organization and they will take it from there because they're the experts and they would be able to.
Yes, and I'm happy to share with you.
There's actually a Google form that GRCOC uses and homework uses that if you see someone on the street and you are concerned about them that you can fill that out and it will get dispatched to outreach workers who will go out and take care of that.
Thank you.
Yes, and I apologize that probably should have ex in my meeting this morning.
The town has $10,000 in its budget for this and then the foundation if they get donations can add to that.
Have we received any donations to date?
Yeah, through the kindest accounts which has only been active for about four months, we're just shy of $1,000 in donations which, you know, for a newer campaign and initiative.
We talked this morning in our foundation meeting about doing more public awareness around that campaign and potentially doing some signage as the weather starts to warm up because we will expect to see more potentially unhoused individuals back.
Visible in our community as the weather warms up in the spring and so working maybe with some of our businesses around publishing and publicizing that campaign to again the real goal of that is to encourage folks who are well intentioned by.
I'm going to check the lay sandwich to rather instead donate to this fund that could make some real impact.
Thank you.
Anything else at this time?
This isn't a public hearing because we do have service providers that we've worked with and we know of.
I want to invite if you're like to come forward.
Seeing the thing about what we're trying to do.
This MOU I think is about as good as you can get.
But it's it's a lot of gray in it because I understand y'all's job.
You don't move people from point A to point B.
Exactly that's the goal but you might be point A to point C to point Z.
But you're trying to work with an individual and I know that.
I think I'd ask a question of of staff before.
Someone maybe in Ashland are initiating services to that individual in Ashland.
They may be they may need to go into a temporary shelter someone else or somewhere else.
But if that happens we're not we're not drawn a land through that name.
We'll stay with that to try to carry someone and work with y'all's partners.
So I guess what I'm saying is I'm seeing y'all in the town as partners in this.
Do where we can't hold y'all to some firm.
Okay, here they are.
Fix it and then y'all certainly don't hold us to a position of.
All right, we're going to tell everybody we know you know the Ashland is the place to go.
But again I want to invite if you just want to make some comments y'all been faithful and what you do.
Want to be faithful if you're opportunity to say something if you'd like.
Or at least I'm not in the head if you're if you think this memorandum is that you would support it.
And it's sorry but you would need to come forward.
Yeah, didn't want to tell you that first.
Yeah and then identify yourself on name and address for the record.
My name is Leah. I'm an Irish worker and rich man.
I'm also an Ashland resident off of Sneak Street.
I can say that this money has already gone to help several individuals.
Homework kind of stood in in front of the money while you all were working on the MOU.
We've diverted a family for we diverted to other single individuals.
And that means that we send them to live with a family member or friend.
Two, three of them all three all of them are out of state actually.
And then there are two there's a couple that I'm working with currently on we call self resolution.
So self resolution.
Okay.
So they can afford to live on their own.
They don't need like a housing intervention.
They just need that for some months right and deposit.
So it's already helping several individuals in the town.
Thank you.
Okay. Thank you.
Okay.
All right. Thank you.
Okay.
Just want to give you opportunity.
These are two of our most committed Ashland advocates,
but they also do not enjoy speaking in public as they said to me.
But they do wonderful work with the people understood.
Any any other comments?
I just want to say this is exactly what I hope was going to happen when we when we passed that ordinance last fall.
Was that we would all start working together to start moving the ball forward.
I'm happy to hear that and happy to see what's happening.
All right.
Is your emotion?
Well, I just it's a it's thank you question comment.
Where on our website is this form?
Oh, it's not on our well it's not on our website yet.
So it's going to be linked from the kindest accounts information and everything that's going to come up.
Okay.
So I was on the how to side, which I really like, by the way, it makes it really easy.
I didn't see it side.
Yeah, I will add a quickly there for sure.
Sorry, every time I hear these things, I always check real quick.
If I'm only one set of eyes, I always appreciate people saying that.
I only do that because when people say, oh, we have this there, I'll just want to know how easy it is.
If I can do it without thinking very hard.
Sure.
That's all.
I'll look forward to the week.
It's real quick.
Can somebody designate if they're making a donation to the foundation to designate it to the homelessness.
Yeah, so they would donate through the kindness that counts campaign.
All of that is just for homelessness outreach service.
Okay.
That goes straight to the GRC.
That's the only thing that in on the foundation website.
You'll see two different donation links.
One goes to the community foundation site, which is like our grant portal.
Where we do the annual grants to community organizations and agreement with council.
And the other is to kindness that counts.
That's for homelessness outreach services.
And it says as much.
If I wanted to make a donation, could I split it?
Yeah, you can make a donation on both sites.
You can do it however you would like.
Okay.
Thank you.
Please.
Right.
Nothing else.
Is your motion.
Well, Mr. Mayor, I'm moved for approval of the memorandum of understanding.
The action foundation and homework with the extension of the termination date being on June 30th,
2027.
I second.
Motion and second.
The so-called.
Hi.
Mr. Malloy.
Hi.
I can grow.
Hi.
This barn heart.
Hi.
Mayor Trevett.
Hi.
I'll just close by saying thank you for the opportunity to see how this works in this pilot program.
I think it's going to be interesting to see.
Thank you.
Thank you for the opportunity.
Yes you did.
And what happens.
That's right.
This to an action item be.
Planned unit development.
On a text amendment.
So.
Right.
And who is.
This to its Mr. Manager.
Yes.
I will do my best.
As you all are aware, this being on the consent agenda.
We typically do not have full presentations available for you,
but for my understanding council was hoping that we would talk a little bit
about this from a transparency perspective just to let folks know what is
actually happening, and so I have a very brief PowerPoint that really just touches
on process and what the process means and where we're going with it.
And so, if that is acceptable to council, I will attempt to run through that.
All right, great.
And is this showing up on everyone's screen?
So, the text amendment that you have in front of you, while we do have information
in your packet that we're working with, a contract purchaser for the Holland
tract, we also have our comprehensive plan, which very clearly told us,
based on your actions, to go back and review this particular part of town.
And the language is in front of you here.
The town's comprehensive plan states the town should conduct a study
determine and recommend the best uses for the area known as the Holland property.
Mixed use development that creates opportunities to promote economic vitality
while incorporating affordable housing.
And so, what essentially that means is the town needs to go through a process
to create the appropriate zoning classification with appropriate regulations
to allow for a mixed use type development.
As we go through this, the reason that this is coming about, and this map may look familiar
to you all of you, this is what's known as the Holland tract, and pre 2024, all of this
was gray.
And as part of the comprehensive plan amendment, we decided to take a look at doing mixed use
on the bottom portion of the property, but even with that said, at the time of proposing
that we do that through the comprehensive plan, the town does not on the back and already
have a mixed use zoning classification.
And so, the comprehensive plan was very forward looking and said, hey, we know that this is the
path we want to go down, staff, town council, community, this is the direction that the
community would like to go in with the mixed use being here, now you need to go do the work
to actually make that possible.
And so, that's where we largely get to what we have in front of you tonight, which is a text
amendment for the planned unit development zoning classification.
That is an existing zoning classification that talks with potential developer, with the former
planning director, and over the years, HUD has been as close to mixed use as we've had
in our zoning classifications, and so the end.
Exercise that you're essentially telling the planning commission to go through is go back, look at the
PUD zoning classifications and come back to us with recommendations on what would make that good for mixed use.
And so that could be anything from building heights, open space, the types of uses that would be allowed in the mixed use area.
And so they're really going to open it up and either do one of two things, and there's probably pros and cons to both, but we're still preliminary.
Either we're going to try to use the PUD and change it to an extent where someone could apply for a mixed use project using the PUD regulations.
Or you could take the PUD regulations and create an entirely new mixed use zoning category, but using that as the basis since it's the closest that we have.
And so essentially that is the exercise that you'll be asking the planning commission to go through if you were to refer this text amendment to them.
I know there's folks in the community who are very worried about the development and what's going to happen up there.
We are still at an early enough stage that that's not quite what really what we're talking about where we were at this moment talking about setting up our regulations to provide for a mixed use development that we would like to see.
And then the potential contract purchaser would use those regulations to apply for a rezoning and apply for a comprehensive plan amendment.
So this is really the first of kind of a three step process that we would go through to get to an end product before you're really going to have to be able to do the fun part and see all the buildings see where all the zoning classification play out.
Interrupted just for software did I understand you correctly that you said this can go if we pass resolution this or go to the planning commission.
Is it an either or as a look at this the bank and either or a mixed use all by itself or is it going to be planned use it.
They are reviewing the PUD regulations that's their first one, but I have a feeling that I'd like to leave the opportunity open that if they get in there and think that there is a need to create the new that we allow that to be there so at this moment I would say you're asking them to look at PUD that's a specific request but I think what you get back may either be here's the recommendation for a change is to pod or here's the recommendation for how to do mixed use okay I just want to understand the full latitude.
And so as we go forward let's assume that you were to do this referral tonight that will move it to the planning commission they will need to take some time to both under you know look at the request understand the scope of the issue and then do the appropriate review before they make a recommendation to you.
That will occur largely in a parallel path that probably starts a little bit later we would also expect.
The contract purchaser to be in a position to submit both a comprehensive plan amendment and a rezoning request as we move forward but the first step needs to be what you're doing tonight which is getting those regulations set through this referral.
And I'll leave it at that okay any comments.
We wanted to pull it off the consent agenda to have a discussion not so much specific but at the same time thought came to my mind as far as a conditioning use from it maybe to have an attorney here helps.
I guess the way I've maybe often needed a conditional use permit it's sort of a higher bar as far as somebody's applying for something obviously if it's.
If it's already approved is if it's about right it's about right if it's.
Even if by right as far as density lay out you know this things we would look at.
And I've always kind of felt like a medicinal use permit sort of says this is not going to be as easy as this one that doesn't have a conditional use permit.
So I guess what I'm asking is if we change our ordinance.
With with greater flexibility but don't use conditional use permits does it make it does that add any more difficulty for us in saying no we don't like something.
If you understand that my question.
I think I think I do much more that if amendments are recommended and adopted by this council that incorporate more flexibility into the underlying pud district does that remove some legislative discretion.
That might exist was a conditional use permit and that is correct.
So ultimately any recommendations made by the planning commission up to this body could subsequently be amended by this body or re refer back to the planning commission if it was.
You know taking away some of that discretion.
You know two degree you all thought was maybe too much but I concur with your.
You know initial thought that the conditional use permit does provide an additional level flexibility and legislative discretion at the same time.
Within a district regulation.
Okay.
Thank you.
You.
Well I was just going to say I really appreciate.
The opportunity for us just to have a conversation about this because our partnership with Keller is extremely important.
Also just you use the words transparency Mr. Manager.
I we know that our town and citizens really appreciate the transparency of this project because it is a massive project and important project certainly going to change the face of Ashland.
And also I certainly do not want our planning commission to think that we're undermining them in any way because we all know their rock stars and take really good care of us.
So I appreciate the opportunity to just have a discussion about this not going to the weeds about this that or something else but I do appreciate having an opportunity just to let our citizens know.
And what we're thinking about and that we are arm and arm with Keller working on this and we'll move forward at a speed that we can move forward as long as it's right and good and wonderful.
And all those things.
Any other comments yes I just want to go back to your comment a little bit just I would not for me but for people who might be listening and might be a little confused on some of the things but.
The planning commission the way I understand it could recommend that certain uses be a cup within that within that zoning that doesn't mean we've zone this this way and that's what it is period there could be certain things I don't know maybe a hotel they say yeah maybe but it's going to have to come back to commission or maybe you could have higher density housing but they have to come back to commission.
But other things could we could do without necessarily coming back and so I just wanted to clarify that appreciate that okay.
It doesn't it's not like an all I think you have support is like one or two or all or none or I feel like as our manager said it's just open.
Just open for our planning and any members of the community if you're concerned I mean yeah we're looking at the Holland track right now which is a major development in the future for us but.
Whatever comes out of this could potentially be anywhere in town so that's just it's a it's a much bigger thing than just one track.
So exactly well said.
We're looking at this.
As a review by our planning commission ultimately back to council on either either or or a mix of planned use.
Well.
Planned unit development or mixed use but one of the things I guess I wanted it pulled off the agenda sometimes you can.
You can you can start something and you set it in a certain format and we did though we're looking at this regardless of whether it be the Holland track or any other.
You'll plan to develop we could have in the future but at the same time we did get the the request from Kepler on doing this and so I didn't want to.
Just do a referral without discussion which might infer to some people that yeah you know everything's fine we don't have any concern about anything that's in this application.
I think it's been a long time as council member Barnard said.
We also we don't want to plan a commission to think that we don't have confidence in them.
So we wanted to have a little bit of discussion just to say that we take all these things to heart.
We're going to pass it if we pass this resolution it'll go to the planning commission who we like lies count on taking on this to heart.
And eventually we have more conversations with Kepler who we believe also will take things to heart so inviting anyone else with any further discussion on this any specific questions or comments you may have.
Okay did you say good.
Good. Okay.
All right.
So is there a motion concerning the resolution which is in necessity for accomplishing what we're talking about accomplishing.
Mr. Mayor I recommend approval of the resolution 2026-03.
Oh that's your motion.
I'm not I'm not thinking that you're laying would you set on recommend but you're moving that we do my apologies.
Oh that's I move for the approval you're right.
I did use the vocabulary incorrectly.
I move for the approval of resolution 2026-03.
Is there a second.
I second.
All right.
Dr. McGraw.
Hi.
It's Barnhart.
Hi.
So Paul.
Hi.
Mr. Malloy.
All right. Thank y'all.
And thank you all planning commission for receiving the ball we're throwing their way.
They have their work cut off of them.
Yes indeed.
And now we'll move on to our reports of planning department.
Mr. Farrow.
Oh yes.
Our senior planner is sort of like.
Yeah.
Thank you.
I have not had initially put together a planning report to staff to such a wonderful job that they put this together for us.
But you have that in front of you.
I will do much like I do for my town manager report and try to touch on a few things that may not be incorporated into the report itself.
So if you exciting things going on around town.
And I would point everyone in the community, especially council to our community engagement platform that
Ms. Miller mentioned earlier.
Engage got Ashland VA.gov.
Right now there is a rail crossing survey on there.
And that is part of a very large grant that we received through the federal government.
It does require a community engagement component of it.
And so we are on there asking the community what they think about various options to.
Essentially make our vehicular crossing safer throughout the community.
So it's kind of getting you to rank things like grade separated crossings obviously very.
Effective solution but very costly solution as well things like signage.
So basically a ranking of all the types of things that we could do at each crossing.
It's going to be very important that the community help us with this and give their opinion on that because that is going to inform the study that will be done in the coming months.
So please go there and while you're there and that will make a town manager plug.
There's also going to be some budget input on there as well.
So this is going to become our one stop shop for all our electronic engagement with the community.
So go for the rail crossing elimination grant study and stay for the budget exercise.
So please do that.
If you new businesses have opened throughout town.
I think you're all aware and have seen for some time now flag stop is up and running.
So I'll be working with Mr. Thomas and the economic development office to start.
Basically shaking out the roads and see who we can find to come together and make a deal and try to get.
A good property owner and a good project moving in that direction.
Can I ask a question.
I'm sorry.
Others have questions.
Of course.
Mr. Fair doesn't mind the eruption that asked for it.
The site is almost completely cleaned up.
It isn't quite yet.
But does that fence have to stay there until somebody else buys it and starts or can that.
Who's he's responsible for tomorrow but that should be able to come down once the entire structure has been demolished and cleaned up.
Because that was largely up for the code violations and the safety issues were there.
If the demolition has remediated all those issues we should be able to take the fence down.
Okay.
And if I think stays I guess to get it all upright.
Right.
And to put new cover just it's kind of unsightly and has been it for some time.
And then wrapping up pretty quickly the Henry Clay elementary school project continues.
The latest step in that so it's moving through the the hand over county process.
But town staff have submitted the, maybe get the words not 100% correctly.
But the historic preservation application for the property to the state department of historic resources.
This is my understanding they do quarterly review of those projects so our our should be reviewed in March.
And that should allow us a determination to understand whether the potential developer of that property would be eligible for those historic tax credits that are so important for him to make his finances work.
So moving along and all the various parallel paths and the Henry Clay elementary continues to move along as well.
And then last and I would say potentially most importantly interviews are going well for the replacement planning director.
I would hope to have an offer out in the relatively near future.
Great.
That sounds good.
And I'll take any questions.
I just want to say I went on to engage that AshlandBA.gov, and I did the rail crossing.
Good, thank you.
It was very enjoyed it.
I learned a little bit, and I thought the questions were easy to answer and it was easy to use.
Excellent, good to hear.
Anyone else?
All right, thank you all.
Thank you, sir.
And so we'll move to finance department.
Mr. God?
Anything again?
Thank you, sir.
Okay, so tonight before you are the December financial reports.
As we've talked about, real estate bills were sent January 2nd.
The online payment portal resident access is available to make payments by credit card or each
and personal property bills will be going out as soon as possible.
For the major revenue sources for December, meals tax was just a little bit short of our projection.
But overall, it is showing growth year over year of 7%.
I will mention that a couple of these sources, the percentage increase year over year is showing a little bit lower.
We're seeing a little bit of less growth in these sources or year over year.
For lodging tax, it has been consistent.
And like I said, they are still showing growth this year over last year of the same period.
We're showing growth in about 5%.
So last month I would have reported a growth of about 6%.
Sales tax does remain strong.
That's a strong revenue source for the town.
We are seeing growth of about 12.6%.
Last month I reported about 14.7%.
So we're seeing a little bit of a decrease in that.
But overall, all of these revenue sources are showing increases year over year.
And real estate and personal property tax not a lot to say on those.
They were male and January so any amounts that you see in this report are going to be
dealing with collections for both personal property and real estate.
So in the next couple months I'll be able to show some numbers for current collections on that.
And then lastly, our LGIP collections for the calendar year are shown for our withdrawal fund.
With our funds I'm sorry that are invested.
You will see it withdrawal on the LGIP operations fund.
That usually happens about this time of year.
It's for cash flow purposes.
So we will draw money out of that to put into our checking account.
And then once our tax collection cycle comes up in the next month or so.
We will be able to invest those back into our LGIP fund.
That's a very normal thing to do at this time of year.
So I don't want to think there's being a alarm on that.
So that's all I have.
And I'll be happy to answer any questions you may have.
My question to anyone.
Just in the spirit of our former vice mayor.
John Hodges there the LGIP local government investment pool.
Thank you.
We use acronyms all the time and we forget that not everyone knows what we're speaking about.
So I appreciate it.
Sure thing.
Thank you very much.
Why?
The chief.
Sorry your presentation had to become second to the other chief.
But we're glad you're here.
It's okay.
We had another person to our ranks.
Thank you.
In your back of this evening, you have your a monthly report for the police department for the month of December.
Also contained in that is a preliminary annual report.
So if you'll indulge a man I'll just give you some of the information on that.
Just give some broad strokes.
For this year, we had a decrease overall in crime.
I'm going to compare it with 2024.
The total number is 146 part one incidents.
Those are major crimes, robberies, rape, homicide, petty larcenies, things of that nature.
So the ones that we really track and we had 146 incidents.
Which again was a 32.4% decrease.
It's also one lowest number we've had in the past 15 years.
And the lowest I know of since I've been employed with the police department.
But I do say that with a caveat.
It only takes one group to come through and start picking on, you know, lifting up door handles and break into about 15 or 20 cars.
Or a bunch of people shoplifting and those numbers go out the window.
So we got rape patrol techniques, but also we got very lucky this year.
So I don't want to beat my chest just that just yet because the next year I may be telling you of a crime increase.
So also we had 101 traffic collisions this year that represented a 22.3% decrease over 2024.
I believe this year was a very successful year for the police department.
And I'm proud of the efforts that the police officers put forth.
So major events that happened this month.
I've reported some of this last month, but we did have a major case involving credit card deaths.
And fraudulent use, several of our gas stations.
And we were able to solve those and resulted in 24 total warrants being served.
Also, as an initiative, something we're trying to do last year we bought some credit cards,
skimming devices.
I don't know if you're familiar with this, but what they'll do is they will basically place a device on a transaction,
machines, or they will place them at gas stations where you scan your credit card.
That will then transmit your data and your information to so many years nearby by Bluetooth or they will come back and get the information from the device itself.
These guys are brazen with this, they'll even do it when a clerk is there and manage to get these devices on.
And sometimes you won't know they're there because they can literally just put it right over top of the machine.
And unless you pull on it, wiggle it or you can actually check on your phone and see if there's some unknown Bluetooth devices around.
But most people aren't going to take those steps, so then you skim it.
You put your credit card in, you get skimmed, and the next thing that you're looking at your credit card balance.
And your information's been stolen, you have some unauthorized transactions.
So we did buy devices that actually allow us to go through the gas stations and see if those are there.
And so we're starting to do that periodically to see if there's skimming devices or actual machines.
Yes, sir.
Is there a way for a citizen to recognize something that looks funky?
The best thing I can tell you to do is if you're ending your pen is always to obscure it.
So they cannot see the numbers as they're being entered.
That's the first thing.
Second thing is to pull on any, see if the door's open, wiggling.
If it looks like it's been tampered with a lot of businesses are now or putting stickers across it.
If that's those stickers looked like they've been tampered with.
Go to another, go to another machine to use it.
A lot of times you're going to find these at your self-checkouts.
So personally, I always go to a person's monitoring the machine because it's less likely.
But if there's not a person monitoring them.
For example, some places you'll have five or six or seven of these self-checkouts.
But you have one person watching it.
And then, you know, of course there's people like me who don't know how to check out.
I've always relied on other people to do it.
And they're distracted.
And then they start putting these or some me distracts a long purpose while they do it.
It's a different view.
So there's just some things that you can do.
So that's why I'm seeing that little strip of paper.
Okay.
And a certain retail establishment here.
When mine got skimmed in the South Carolina, I scanned the credit card and then suddenly I looked.
And I saw that the door was slapping and I realized I was going to have a bad day.
So I could immediately call it my bank.
Let them know that I felt like I was going to be skimmed and sure enough I had.
Do you know, is this only with insert your cards or swipe your cards?
Does tap?
Do anything to debate this in any way whatsoever?
To be honest with you, I don't know.
But I do think that if you transmit it in any way in that machine they have a way that they can put it in.
We're too thin side.
It may be a little harder for them.
But right now, they're tech the technology and the criminals is superseding the technology we have.
So we're doing the best we can with these devices to try to stop that.
So investigations are taking the lead on trying to find those devices.
And at least minimize that people who may come victim to that crime.
Some other events we had this month, we attended the Asian Gollum who's
to buy the Asian Chamber in December to support our Asian community.
We did a crisis response active shooter type drill at San Ann's Church.
We attended the Valor Awards and I'd like to thank you Mr. Manager and all the members of town council who attended that with us.
Thank you for the support.
We hosted our annual Shop of the Cup program.
I'm sorry that that happened that they're at the second meeting.
The town council was occurring so it was impossible for all of us to be at two places at the same time.
But I'd like to thank Ms. Amy Miles for her continued support with that event.
She's done a great job.
We were able to help out 24 families this year with that.
So thank you to her.
She's been instrumental in making this a great success for us.
And finally, something else is we work with a manager to produce to basically purchase new trainer and AEDs for the town.
So we're able to implement all those devices and get those put out.
The great thing is is that because of the devices we have before, we're different than what the fire department is using.
We would have to change out the pads, the electrodes.
And everything else said, you know, you're having a heart attack times of the essence.
So now we can do that without having to have that extra time added by switching equipment.
We just leave the pads on.
They can go there to buy something good.
So that's a great thank you Mr. Manager for the support on that.
Also, we accepted this purchase.
We're going to purchase a new grant.
Awesome grant for giving.
We accepted a DCGS grant for a drone.
We'll be working, you know, purchasing that this month.
It's $22,000.
It was a word about the state.
Our drone is Chinese made so we're no longer allowed to fly that.
So we'll be moving forward that in the next couple weeks.
And on the hiring front, we have one vacancy with a process currently ongoing.
We have to fill that vacancy over the next couple weeks.
But we will have a vacancy in the near future with retirement.
We've got them show board.
So we plan on moving forward with the process to go ahead and fill that as well.
So we're ready to go.
And also, everyone's aware of snow is coming this weekend.
So this is what's on my mind and why I made a couple mistakes.
I want to make sure I got this in.
This Saturday, beginning eight o'clock.
We're asking for everyone to not park on the streets,
especially in the areas of Henry Street, Thompson,
Hanover, South Center, and Hill Carter Parkway.
We have around the truck stop both north and south and the contiguous roadways.
We go with it.
With this amount of snowfall, it's going to be very difficult to move that snow out.
So we have to make sure we do not have park cars there.
Because that is going to obstruct and it's going to hinder public works.
Staff from getting their job done.
So if we have to enforce, we'll have to remove cars from the roadway to make sure we can get the snow moved.
It's far out of the roadway as possible.
I see our community engagement individuals.
I'm steadily writing down.
So this will be publicized.
It's our own channel eight news as we speak.
I just saw that and I was just reviewing it on my phone.
And also I've already spoken with our rent off making college.
They forwarded out the students today.
And they will also forward it out to get on Friday.
Again, the goal is not to to anyone's car.
We don't have to.
That's going to take my staff's time from doing their job to that.
We're going to sit and watch for the car's mirror moved.
But that'll be empty answer any questions you've had.
Yes.
I go back to my old life.
Did you set a curiosity, I guess.
Do you know how many individuals are on community-based supervision in town?
I do not.
In estimate, maybe.
Well, it's too difficult to tell.
I do not now.
Okay.
Sorry?
Oh.
Pre-trial probation of parole supervision.
I get easily found out.
I can request the county as to how many people on it.
But I'll top my head.
I do not know.
Okay.
I was just wondering.
Anything else?
Thank you.
You said you're proud of your team with the reduction in crime.
Certainly we are too.
Very proud of the team.
Thank you.
Thank you so much.
So I appreciate it.
Thanks for the time.
I'll try to find those numbers out next week.
That's not that great importance to them.
All right.
Is there anything else to come before us to see?
No, sir.
All right.
We're adjourned.
Thank you all.
Bye.