AGENDA Sawmills Town Hall Tuesday, April 18, 2023 6:00 pm  Regular Meeting of the Sawmills Town Council  1. CallTo Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes  Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor. Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Town Manager Chase Winebarger Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren  A. March 21,2023 Regular Meeting Minutes B. April 4, 2023 Budget Workshop Minutes C. April 4, 2023 Budget Workshop Closed Session Minutes  6. Public Comment 7. Recognitions: A. Recycle Rewards 8. Financial:  A. CSLFRF Grant Project Budget Amendment B. Baker Circle Waterline Extension 9. Discussion: A. Bad Debt Write Off 10. Public Comment 11. Updates:  A. Code Enforcement Report A. Town Manager Updates B. Council Comment  12. Closed Session: N.C.G.S. $143-318.11(a)03)  13. Adjourn    March 21, 2023 Page 1 of4  TUESDAY, MARCH21,2 2023  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00PM  COUNCIL PRESENT Mayor Keith Warren Mayor Pro Tem Clay Wilson Bobby Mosteller Rebecca Johnson Melissa Curtis COUNCIL ABSENT Joe Wesson  STAFF PRESENT Chase Winebarger Julie A Good  CALL TO ORDER: Mayor Pro Tem Clay Wilson called the meeting to order at  approximately 6:23pm.  INVOCATION: Pastor Ed Ford gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Pro Tem Clay Wilson led the Pledge of Allegiance. ADOPT: AGENDA: Mayor Pro Tem Clay Wilson asked for ai motion to adopt the March 21, Melissa Curtis made ai motion, and Rebecca Johnson seconded, to adopt the March 21, 2023  2023 Agenda.  Agenda. All were in favor.  APPROVE FEBRUARY 21, 2023 REGULAR MEETING MINUTES: Mayor Pro Tem Clay Wilson asked for a motion to approve the February 21, 2023 regular meeting minutes. Bobby Mosteller made a motion, and Melissa Curtis seconded, to approve the February 21,  2023 regular meeting minutes. All were in favor.  APPROVE MARCH 7, 2023 BUDGET SESSION MEETING MINUTES: Mayor Pro Tem Clay Wilson asked for a motion to approve the March 7, 2023 budget session meeting  minutes.  Melissa Curtis made aj motion, and Rebecca Johnson seconded, to approve the March 7, 2023    March 21, 2023 Page 2of4  budget session meeting minutes. All were in favor.  PUBLIC COMMENT: Mayor Pro Tem Clay Wilson asked ifa anyone had any questions or  comments at this time. No one wished to speak.  RECOGNITIONS:  MARCH RECYCLE REWARDS WINNER: Mayor Pro Tem Clay Wilson announced. Lisa Cox as the March Recycle Rewards Winner. A credit of forty dollars ($40.00) will be added  tot the current sanitation bill. No Council action was required.  DISCUSSION:  WATER SHORTAGE SUPPLY PLAN: Mayor Pro Tem Clay Wilson stated that North Carolina General Statute $143-355(1): requires that each local government that provides water services prepare and submit a Water Shortage Response Plan and such Water Shortage Response Plan should be updated at least once every five (5): years.  Rebecca Johnson made a motion, and Bobby Mosteller seconded, to adopt the Water  Shortage Response Plan as written. All were in favor.  RESOLUTION APPROVING WATER SHORTAGE SUPPLY PLAN: Mayor Pro Tem Clay Wilson stated that with the passing oft the Water Shortage Supply Plan, there needs to be a Resolution Approving the Water Shortage Supply Plan to send to the State ofl North Melissa Curtis made ai motion, and Rebecca Johnson seconded, to adopt the Resolution  Carolina along with the Town of Sawmills Local Water Supply Plan. Approving Water Shortage Supply Plan. All were in favor.  URBAN ARCHERY ORDINANCE: Town Manager Chase Winebarger stated that hel has had interest from citizens regarding Urban Archery to reduce the urban deer population in the municipal limits oft the Town of Sawmills. Town Manager Chase Winebarger stated that an Ordinance has been created to allow for Urban Archery to be allowed in the Town Limits ofthe Town of Sawmills. The Ordinance will be Chapter 90.100 and Section 90.101 in the Bobby Mosteller made ai motion, and Rebecca Johnson seconded, to adopt Chapter 90.100  Town of Sawmills Book of Ordinances.    March 21, 2023 Page 3of4  and Section 90.101, Urban Archery to the Town of Sawmills Ordinance Book. All were in  favor. FINANCE:  AMERICAN LEGION HUDSON POST 392 DONATION REQUEST: Mayor Pro Tem Clay Wilson stated that the Hudson American Legion Post 392 had requested a donation in Melissa Curtis made ai motion, and Rebecca Johnson seconded, to give a donation in the amount oft two hundred dollars ($200.00) to the Hudson American Legion Post 392. All  the amount oft two hundred dollars ($200.00).  were in favor.  INVESTMENT POLICY REVISION: Mayor Pro Tem Clay Wilson stated that an updated Investment Policy has been drafted for the Council's consideration. According to the records on file, this policy was originally adopted in 1997 and has never been updated. Melissa Curtis made a motion, and Bobby Mosteller seconded, to approve the Investment  Policy Revision as written. All were in favor.  RESOLUTION APPROVING INVESTMENT POLICY: Mayor Pro Tem Clay Wilson stated that an updated Investment Policy has been drafted for the Council's consideration. According to the records on file, this policy was originally adopted in 1997 and has never been updated. A Resolution Approving Investment Policy will also need to be adopted by Melissa Curtis made a motion, and Rebecca Johnson seconded, to adopt the Resolution  Council.  Approving Investment Policy. All were in favor.  PUBLIC COMMENT: Mayor Keith Warren asked if anyone had any questions or  comments at this time. No one wished to speak. UPDATES:  MARCH CODE ENFORCEMENT REPORT: Town Code Enforcement Officer Curt  Willis stated that there are four (4) code enforcement cases that are open.  No Council action was required.  TOWN MANAGER UPDATES: Town Manager Chase Winebarger had the following    March 21, 2023 Page 40 of4  updates:  Town Manager Chase Winebarger stated that Dry Ponds Baptist Church is having a fundraising dinner for two (2) Sawmills families, Chip and Becky Duncan and Don and Karen Turnmire. Town Manager Chase Winebarger stated that the Town budgets monies for staff lunch and learns and that the Town has purchased tickets for the Town Manager Chase Winebarger stated that Parks and Recreation skill assessments Town Manager Chase Winebarger stated that the Town, per policy, has not been proactive regarding code enforcement, but that he had received a call from a Deputy with the Caldwell County Sheriff's Department regarding code enforcement needed on. Jody Drive. Town Manger Chase Winebarger stated that hel had sent the details to Town Code Enforcement Officer Curt Willis and is waiting for Mr. Willis to go look Town Manager Chase Winebarger stated that Todd Poteet, Town Engineer with West Consultants, held the bid opening for the Baker Circle Waterline Project. Town Manager Chase Winebarger stated that the bid appointment will be on the April agenda after some more information is gathered that Council has asked for.  fundraising dinner for staff.  for the spring baseball/softball program started this week.  att the properties.  COUNCIL ADJOURN: Mayor Keith Warren asked for a motion to adjourn.  Clay Wilson made a motion, and Rebecca Johnson seconded, to adjourn the meeting. All  were in favor.  The meeting was adjourned at approximately 6:30pm.  Keith Warren, Mayor  Julie A. Good, Town Clerk    TUESDAY, APRIL4, 2023 MINUTES OF TOWN COUNCIL BUDGET WORKSHOP 5:001 P.M.  COUNCIL PRESENT Mayor Keith Warren Joe Wesson Rebecca Johnson Melissa Curtis Clay Wilson COUNCIL ABSENT Bobby Mosteller  STAFF PRESENT Chase Winebarger Julie A Good Kelly Melton  CALL TO ORDER: Mayor Keith Warren called the meeting to order at approximately  5:07pm.  INVOCATION: Mayor Keith Warren gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Keith Warren led the Pledge of Allegiance.  ADOPT AGENDA: Mayor Keith Warren asked for a motion to adopt the April 4, 2023  Budget Agenda.  Rebecca Johnson made a motion, and Melissa Curtis seconded, to adopt the April 4, 2023  Budget Agenda. All were in favor.  FINANCIAL UPDATE: Town Manager Chase Winebarger gave Council an update on the  proposed Fiscal Year 2023/2024 budget. ITEMS FOR DISCUSSION:  Town Manager Chase Winebarger discussed the budget needs for the Fiscal Year  2023/2024.  SALARIES: Town Manager Chase Winebarger discussed adding a salary increase for all  employees to the budget.    March 7, 2023 Budget Retreat  ORDINANCE DIRECTING TOWN OFFICIALS TO VACATE AND CLOSE: 2520 SIGMON DR., GRANITE FALLS, NC (NCI PIN: 2775357123). AS ANI IMMINENT DANGER TO THE PUBLIC AND DIRECTING THAT Al NOTICE BE PLACED THEREON THATTHE SAME MAY NOT BE OCCUPIED: Mayor Keith Warren stated that Town Code Enforcement Officer Curt Willis has drafted an Ordinance Directing Town Officials to Vacate And Close 2520 Sigmon Dr, Granite Falls, NC (NC. Pin 2775357123). As An Imminent Danger To The Public And Directing That A Notice Be Placed Thereon That The Same May Not Be Occupied. Mayor Keith Warren stated that the owner oft the property is deceased and there are homeless people living in the residence. Clay Wilson made a motion, and Joe Wesson seconded, to approve the Ordinance Directing Town Officials to Vacate And Close 2520 Sigmon Dr., Granite Falls, NC (NC Pin 2775357123). As An Imminent Danger To The Public And Directing That A Notice Be Placed Thereon That The Same May Not Be Occupied as written. All were in favor.  CLOSED SESSION PURSUANT TO N.C.G.S. $143.318-11(a)): Mayor Keith Warren Clay Wilson made a motion, and Rebecca Johnson seconded, to go into closed session pursuant to N.C.G.S. $ 143.318-11(a)01). at approximately 5:51pm. All were in favor. Clay Wilson made a motion, and Rebecca Johnson seçonded, to come out of closed session  asked for a motion to go into closed session.  at approximately 6:15pm. All were in favor.  COUNCIL ADJOURN: Mayor Keith Warren asked for ai motion to adjourn.  Clay Wilson made a motion, and Rebecca Johnson seconded, to adjourn the meeting. All  were in favor.  The meeting was adjourned at approximately 6:15pm.  Keith Warren, Mayor  Julie A Good, Town Clerk    AGENDA ITEM 7A  MEMO DATE: SUBJECT:  April 18, 2023 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Jack Warren on winning the Recycle Rewards Program for the month of April. He will bej presented with a Certificate of Appreciation. A  forty dollar ($40.00) credit willl be added to the current sanitation bill.  Recommendation: No Council action is required.    AGENDA ITEM: 8A  MEMO DATE: SUBJECT:  April 18, 2023 CSLFRF Grant Project Budget Amendment  Discussion:  The GRANT PROJECT ORDINANCE FOR THE TOWN OF SAWMILLS AMERICAN RESCUE PLAN ACT OF 2021: CORONAVIRUS STATE AND LOCAL FISCAL RECOVERY FUNDS adopted 04/05/2022 established a budget for a project to be funded by the Coronavirus State and Local Fiscal Recovery Funds ofH.R. 1319. American Rescue Plan Act of 2021 (CSLFRF). The total allocation is $1,653,721.04. The Town of Sawmills received the first tranche in the amount of $826,860.52 OfCSLFRF funds in July 2021 and the second tranche in The expenditures for Reporting Period 1 (4-1-21 to 3-31-22) were used for vaccine incentives The expenditures for Reporting Period 2 (4-1-22 to 3-31-23) were used for staffing costs The remaining balance to be distributed in Reporting Period 3 (4-1-23 to 3-31-24) totals $545,588.53 and will be used for staffing costs salaries/benefits). It is projected that these funds will be fully expended by during Reporting Period 3 at which time the project will be closed out. The budget amendment is for the purpose ofreallocating funds between categories of expenditures to align more closely the with actual projected expenditures in each category - Vaccination Incentive, Premium Pay, Administration, Finance, Public Works, Parks and  the amount of $826,860.52 ofCSLFRF funds in July 2022.  and premium pay totaling $22,800. salaries/benefits) totaling $1,085,332.51.  Recreation, Water, and Sewer. Recommendation: Staffrecommends approval.    GRANT PROJECT ORDINANCE FOR THE TOWN OF SAWMILLS AMERICAN RESCUE PLAN ACT  OF 2021: CORONAVIRUS STATE. AND LOCAL FISCAL RECOVERY FUNDS  BUDGET AMENDMENT TOWN OF SAWMILLS General Fund  BEI IT ORDAINED, by the Town Council oft the Town of Sawmills, Caldwell County, North Carolina, that the following budget amendment to the Grant Project Ordinance for the Town of Sawmills American Rescue Plan Act of2021: Coronavirus State and Local Fiscal Recovery Funds be hereby adopted. NOW,THEREFORE, BE: IT RESOLVED, that the following amendment be made to Section 2 (appropriations and authorized expenditures) for the grant project which expires on December 31, 2026, or when all the CSLFRF funds have been obligated and expended by the town to the extent authorized by state  law, whichever occurs sooner.  Project Description Vaccination Incentive Program for Employees Benefits ($250 per employee who is fully vaccinated on or before December 31, 2021) Premium Pay - ($100 per Salaries fullt time employee for each Benefits month worked 4/1/2020to 1/31/2022) Administration Finance Department Public Works Parks and Recreation Water Department Sewer Department  Cost Object Salaries  Original Appropriation of Revised Appropriation of CSLFRF  CSLFRF Funds  Funds  $3,600.00 $300.00 $15,000.00 $6,000.00 $195,000.00 $82,000.00 $150,000.00 $75,000.00 $290,000.00 $150,000.00 $140,000.00 $70,000.00 $285,000.00 $115,000.00 $58,000.00 $18,821.04 $1,653,721.04  $3,500.00 $0.00 $19,300.00 $0.00 $254,000.00 $98,000.00 $165,000.00 $59,000.00 $310,500.00 $139,000.00 $159,000.00 $71,000.00 $197,000.00 $95,800.00 $56,000.00 $26,621.04 $1,653,721.04  Salaries Benefits Salaries Benefits Salaries Benefits Salaries Benefits Salaries Benefits Salaries Benefits Total  Explanation: For the purpose ofr reallocating funds between categories of expenditures.    This Amendment now adopted this the  day of  2023.  APPROVED BY:  Keith Warren Mayor, Town of Sawmills  Kelly Melton  Finance Officer, Town of Sawmills  ATTEST: Julie Good Town Clerk  APPROVED TO: FORM:  Terry Taylor Town Attorney  This instrument has been preaudited ini the manner required by thel Local Government Budget and Fiscal Control Act.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  April 18, ,2023 Financial Matters: Baker Circle Extension Project Bids  Discussion:  The bid opening for the Baker Circle extension project occurred on March 21, 2023. Five (5) bids were received. The lowest bid was submitted by Chad Sigmon Construction, LLCof Hickory, NC in the amount of one hundred seventy-eight thousand seven dollars ($178,007.00). The bid packages have been reviewed by West Consultants, PLLC on behalf oft the town. The town budgeted a total ofthree hundred thousand dollars ($300,000.00) for this project. Attached is the letter from West Consultants stating that Chad Sigmon Construction. LLCis  qualified to do this project.  Attached is a bid summary ofa all submitted proposals.  Recommendation:  Staffrecommends: Council award the project to the lowest bidder, Chad SIgmon Construction, LLC, to complete the Baker Circle extension project in the amount of one hundred seventy-eight  thousand seven dollars ($178,007.00).    WEST  405 South Sterling Street, Morganton, NC28655  CONSULTANTSnIC 828-4335 5661 / fax828-4335662 / mio@westconutantscom  January 21,2020 Mr. Chase Winebarger Town Administrator Town of Sawmills 40761 US Highway 321-A Granite Falls, NC 28630 RE: Bid Results  Baker Circle Waterline Extension  Dear Mr. Winebarger:  On Tuesday, March 21, 2023 at 2:00 PM, bids were received for the above referenced project. A bid tabulation is enclosed for your review. The lowest bid was submitted by Chad Sigmon Construction, LLC, ofl Hickory, North Carolina ini the amount of $173,007.00. In reviewing this bid, ai mathematical error was made, and the bid total should have been $178,007.00. This type oferror is not uncommon and Chad Sigmon Construction, LLC: is still the lowest bidder based This bid appears to be complete in accordance with the instructions to bidders. Therefore, we recommend awarding the contract to Chad Sigmon Construction, LLC for the amount of  on the corrected total.  $178,007.00.  Ifyoul have any questions concerning the above, please let me know.  Sincerely,  WESTCONSULTANTS, PLLC Jaay! t ToddJ. Poteet, P.E. Enclosure        AGENDA ITEM 9A  MEMO: FROM: DATE: SUBJECT:  Chase Winebarger/Town Manager Kelly Melton/Finance Director  4/4/2023 Financial Matters: Water/Sewer/Santation Bad Debt Write Off  Discussion:  Attached isa al list of accounts which have gone unpaid for Utility and Sanitation services during the calendar year 2019. The Town does not expect to collect payment. The total amount is approximately Included in this amount are 40 accounts with balances of $50, and above, totaling $5,836.18. These  $6,972.01.  accounts have been submitted to the NC Debt Setoff Program for collection. As oft this writing, the Town has recovered $8,786.93 from previous years.  There are sufficient funds budgeted for this reason.  Recommendation:  Staff recommends Council approve the bad debt write off amount of $6,972.01    NAME  DATE 1/29/2019 1/31/2019 2/1/2019 2/4/2019 2/7/2019 2/7/2019 2/7/2019 2/7/2019 2/7/2019 2/7/2019 2/7/2019 2/26/2019 3/7/2019 3/7/2019 3/7/2019 3/7/2019 3/7/2019 3/7/2019 3/7/2019 4/2/2019 4/2/2019 4/4/2019 4/8/2019 4/8/2019 4/10/2019 5/7/2019 5/7/2019 5/7/2019 5/15/2019 5/16/2019 6/4/2019 6/4/2019 6/7/2019 6/12/2019 6/12/2019 6/12/2019 6/14/2019 6/18/2019 6/20/2019 6/25/2019 6/27/2019 7/1/2019 7/5/2019 7/5/2019 7/9/2019  AMT OWED  CEASER SI DOMINGUEZ SPRING LAKE, LLC ASHLEY FAIRWEATHER DIAMOND H MYERS MICHAEL SEVERT TONYA BRANNOCK SHANNON TRINKER VIVIAN JONES RICHARD LOWE COURTNEY TRINKLE ANTHONY ALLEN. ANDREWS DANNY CARSWELL, JR RONNIE CHESTER DALE TRIVEITE VICKY SHEPPARD TERRY SIPES SHARON HODGES ANGELA ANNEITE ELLENBURG PAUL NELSON MILLER TDIANE HAMBY LOYD CORDELL KYLE TAYLOR ABRIANNA GODFREY NAKIA MARIE HOUSER MELISSA ANDERSON STACEY ROARK DENNIS LEE CRAWFORD,JR ASHLY SOLES APRIL PARLIER CINDY DULA GARRY GREENE, JR CODY HUTCHINS ALYSSA WYNN TERESA A COMPTON DANIEL WAXLER KATIE GRIFFINI LUNA LORIANNA BRINSON CANDICE REECE SHONNA DULA ANITALEGG ELIZABETHTAYLOR MARTY RIERSON CHRIS BARLOW ROSE ELLIOTT CORI RIVER BITNER  $136.47 *also on FY2018 $83.45 $23.26 $72.26 $37.26 $47.55 $52.51 $18.66 $31.46 $37.86 $111.95 $13.20 $50.51 $37.26 $37.27 $117.66 $18.66 $70.46 $136.86 $7.20 $116.90 $31.86 $164.06 $31.86 $11.50 $108.13 $139.88 $12.04 $67.80 $22.06 $152.75 $5.10 $325.90 $76.46 $25.26 $84.66 $17.20 $30.68 $97.68 $30.66 $18.66 $349.31 $15.80 $5.20 $459.06    SHYKWON GIBBS ARTHURJDAVID VICTORIA SNYDER KENNETH DAY TERRY WHITTINGTON DEREK KLAWS PEDRO. ADRIAN RAPAEL TORRES HEATHER CROSBIE JESSIKA AMPIE NICOLE HUFFMAN JESSICA PHILLIPS ALLEN POARCH CASSANDRA BENTLEY MALINDA HUDSON RAYMOND STICKLER JOHN WILCOX DONNA BAILEY ASHLEY S HOWE KENNETH SUTTON HARRY SMITH KAYLA BYRD EMILY MOORE NOEL FELIX CHANDRA SMITH ARMANDO NUNCIO DUSTY A COWICK CRYSTAL BOLICK CLINTON: FI KING BRITTANY BARE ROBERT ALLEN TRIGGER, II BRENDA L QUINBY LINDA RHOADES KIM HATLEY GINA HYATT ROSARIOTI ROBERTO HILLARY BENFIELD SCOTTIE G DRUM MISTY AUTON KERI RASH ROSARIO ROBERTO HEATHER LYNN NELSON LINDA NICHOLE PIERCE  7/9/2019 7/10/2019 7/22/2019 8/6/2019 8/7/2019 8/7/2019 8/20/2019 8/23/2019 8/23/2019 9/9/2019 9/11/2019 9/11/2019 9/11/2019 9/11/2019 9/13/2019 9/19/2019 9/23/2019 9/23/2019 10/2/2019 10/2/2019 10/7/2019 10/7/2019 10/7/2019 10/9/2019 10/11/2019 10/14/2019 11/8/2019 11/8/2019 11/8/2019 11/8/2019 11/8/2019 11/18/2019 11/20/2019 11/21/2019 12/2/2019 12/10/2019 12/13/2019 1/9/2020 1/9/2020 1/9/2020 1/14/2020 2/10/2020 4/28/2020  $45.26 $21.52 $596.87 $52.83 $95.11 $93.66 $20.60 $16.66 $89.16 $53.20 $12.04 $38.66 $37.26 $154.83 $18.70 $18.70 $20.60 $55.20 $34.60 $195.50 $7.20 $101.65 $115.25 $9.26 $28.46 $87.60 $52.30 $204.44 $52.83 $49.86 $439.59 $50.95 $15.26 $40.60 $25.20 $101.42 $10.68 $31.26 $269.07 $24.66 $1.17 *also on FY 2020 $27.39 $12.71 *also on FY 2020 $6,972.01    AGENDA ITEM 11A  MEMO DATE: SUBJECT:  April 18, 2023 Updates: Code Enforcement Monthly Report  Discussion:  The attached report shows the progress that Code Enforcement Officer Curt Willis continues to  make throughout the town. Recommendation: No Council action required.    8  e - C  0  6 - a   -