AGENDA Sawmills Town Hall Tuesday, September 19, 2023 6:00 pm  Regular Meeting of the Sawmills Town Council  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes 6. Public Comment 7. A. September Recycle Rewards 8. Financial Matters: A. Project Ordinance for Town Hall B. Call for Public Hearing for Park Light Funding 9. Planning Matters: A. Rezoning of PIN Numbers: 2766657929, 27666617,2769860200, 2766668126, 2766659938  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  A. August 15, 2023 Regular Meeting Minutes  and 2766658939  10. Discussion: 11. Public Comment 12. Updates:  A. Cajah Mountain Road Project  Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren Town Manager Chase Winebarger Mayor Keith Warren Mayor Keith Warren Mayor Keith Warren  A. Codel Enforcement Report B. Town Manager Updates - Council Comment  13. Closed Session: N.C.G.S. $143-318.11(a)0)  14. Adjourn    August 15,2023 Page 1c of4  TUESDAY, AUGUST 15, 2023  TOWN OF SAWMILLSI REGULAR COUNCIL MEETING  6:00PM  COUNCIL PRESENT Mayor Keith Warren Mayor Pro Tem Clay Wilson Bobby Mosteller Joe Wesson Melissa Curtis Rebecca Johnson  STAFF PRESENT Chase Winebarger Julie A Good Terry Taylor  CALL TO ORDER: Mayor Keith Warren called the meeting to order at approximately  6:00pm.  INVOCATION: Pastor Ed 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 August 15, 2023 Rebecca Johnson made a motion, and Joe Wesson seconded, to adopt the August 15, 2023  Agenda.  Agenda. All were in favor.  APPROVE JUNE 20, 2023 REGULAR MEETING MINUTES: Mayor Keith Warren Melissa Curtis made a motion, and Rebecca Johnson seconded, to approve the June 20, 2023  asked for a motion to approve the June 20, 2023 regular meeting minutes.  regular meeting minutes. All were in favor.  APPROVE JUNE 20, 2023 CLOSED SESSION MINUTES: Mayor Keith Warren asked Joe Wesson made a motion, and Bobby Mosteller seconded, to approve the June 20, 2023  for a motion to approve the. June 20, 2023 closed session minutes.  closed session minutes. All were ini favor.    August 15, 2023 Page 2 of4  APPROVE JULY 18, 2023 REGULAR MEETING MINUTES: Mayor Keith Warren Melissa Curtis made a motion, and Rebecca Johnson seconded, to approve the July 18, 2023  asked for a motion to approve the. July 18, 2023 regular meeting minutes.  regular meeting minutes. All were in favor.  PUBLICCOMMENT: Mayor Keith Warren asked ifa anyonel had any questions or comments  at this time. No one wished to speak. RECOGNITIONS:  JULY RECYCLE REWARDS WINNER: Mayor Keith Warren announced Marias Flores as the July Recycle Rewards Winner. A credit of forty dollars ($40.00) will be added to the  current sanitation bill. No Council action was required.  AUGUST RECYCLE REWARDS WINNER: Mayor Keith Warren stated that after checking numerous accounts on the computer generated list, Public Works Director Steve  Coonse, could not find ai recycle rewards winner for the month of August.  No Council action was required.  PUBLIC HEARING: REZONING OF PIN NUMBERS 2766657929, 2766666171,  2766667200, 2766668126, 2766659938 AND 2766658939  OPEN PUBLIC HEARING: Mayor Keith Warren asked for a motion to open the public Rebecca Johnson made a motion, and Joe Wesson seconded, to open the public hearing. All  hearing. were in favor.  STAFF COMMENTSRECOMMENDATIONS: Town Manager Chase Winebarger stated that this property has recently been purchased and demolished by the Town of Sawmills. Currently, all parcels ofland are completely vacant. There used tol be numerous homes located across the various properties. All of these homes have been removed from the property due The reason for this rezoning is to increase the manufacturing in the Town of Sawmills to promote jobs. Rezoning this property from residential (R-15) to manufacturing (G-M) will ensure both of these outcomes. Sawmills has taken numerous steps to ensure the economic development of this land, and ensuring this can be rezoned will be the final step in the said  tos safety concerns.    August 15, 2023 Page3 3c of4  process.  PUBLIC COMMENT: No one wished to speak.  CLOSE PUBLIC HEARING: Mayor Keith Warren asked for a motion to close the public Rebecca Johnson made a motion, and Melissa Curtis seconded, to close the public hearing.  hearing.  All were ini favor.  COUNCIL ACTION: Rebecca Johnson made ai motion, and Joe Wesson seconded, to table this matter to the September 19, 2023 regular Council meeting. All were in favor.  FINANCIAL MATTERS:  ARCHITECT CONTRACT: Town Manager Chase Winebarger stated that Town Attorney Terry Taylor and himself had been working with CBSA Architects with an Addendum to Service Agreement for Architectural Services. Town Manager Chase Winebarger stated that a contract had been agreed upon and would need Council approval. Town Manager Chase Winebarger stated that the fixed fee for Architect's Basic Services will not exceed the proposed fee oftwo hundred eighty-three thousand dollars ($283,000.00) without written approval by both the Town of Sawmills and the Architect and the total fee, including basic services and supplemental services will not exceed four Joe Wesson made a motion, and Clay Wilson seconded, to approve the. Architect Contract  hundred seventy-three thousand dollars ($473,000.00). with CBSA Architects as written. 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:  AUGUST 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.    August 15,2023 Page 4 of4  TOWN MANAGER UPDATES: Town Manager Chase Winebarger had the following  updates:  Town Manager Chase Winebarger stated that a letter has been sent out to the North Carolina Department ofCommerce ARC program for grant funding for funds set aside for the match of one hundred ninety-nine thousand three hundred twelve dollars and fifty cents ($199,312.50) for the Evergreene Industrial Park project.  COUNCIL COMMENTS:  Bobby Mosteller wanted to thank everyone for coming to the meeting. Rebecca Johnson wanted to thank everyone for coming to the meeting. Joe Wesson wanted to thank everyone for coming to the meeting.  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 6:22pm.  Keith Warren, Mayor  Julie A. Good, Town Clerk    AGENDA ITEM' 7A  MEMO DATE: SUBJECT:  September 19, 2023 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Norma Duffey on winning the Recycle Rewards Program for the month of September. She will bej presented with a Certificate of Appreciation. A forty dollar ($40.00) credit will be added to the current sanitation bill.  Recommendation: No Council action is required.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  September 19, 2023 Project Budget Ordinance Town Hall - New Construction  Discussion:  Project: Thej project is for the construction ofa ai new Town Hall building. The building will be approximately 16,800 gross square feet. The building will contain administrative offices, utility department offices, Council chambers, closed session conference room, community meeting space, interior (walk-up) and exterior (drive-up) customer service access, picnic shelter, garage, Architect: The Architect Contract (CBSA Designs Inc.) was approved during the regular Council Meeting on August 15, 2023. The Architect's total fee, including basic services and  storage, and amenities to support the functions within the building.  supplemental services, will not exceed $473,000.00.  Construction: The project is scheduled to be bid in late 2023/early 2024. Construction Costs are  estimated as follows:  13,000 SF @ $250.00 per SF = $3,250,000.00 3,800 SF @ $200.00 per SF = $760,000.00 Total = 16,800 SF @ $4,010,000.00  Furmishings/Other: Furnishings and other miscellaneous expenses are estimated to be  $200,000.00.  Total estimated cost: $4,683,000.00 projected to be disbursed as follows: FY2324-51,239,00.00 FY 2425-53.394,000.00 FY2526-$50,00.00  Cash Flow: Total Cash-on-hand in the General Fund as of 6/30/2023 is $7,240,386.35. Cash is  Total estimated cash disbursements: $4,683,000.00  Recommendation: Staff recommends approving the Town of Sawmills Project Budget Ordinance in the amount of $4,686,000.00 for the construction ofai new Town Hall Building. In    the event that the construction bid exceeds the budgeted amount, a revised Project Budget Ordinance will be presented for consideration by the Town Council prior to moving forward.    TOWN OF SAWMILLS PROJECT BUDGET ORDINANCE TOWN HALL-I NEW CONSTRUCTION  BEI IT ORDAINED by the Sawmills Town Council that pursuant to Section 13.2 of Chapter 159 of the General Statutes ofNorth Carolina, the following project ordinance is hereby  adopted.  Section 1. The project authorizes funds for the construction ofa new Town Hall building. The building will be approximately 16,800 gross square feet. The building will contain administrative offices, utility department offices, Council chambers, closed session conference room, community meeting space, interior (walk-up) and exterior (drive-up) customer service access, picnic shelter, garage, storage, and amenities to support the functions within the building. Section 2. The project is to be funded by a fund balance appropriation from the General Section 3. The following amounts are expenditures appropriated for the project:  Fund.  Expenditures: Architect Construction Costs Furnishings/Other Total Appropriations  $473,000.00 $4,010,000.00 $200,000.00 $4,686,000.00  Section 4. The Finance Officer is hereby directed to maintain sufficient specific detailed Section 5. The Budget Officer is directed to include a detailed analysis of past and future Section 6. The Budget Officer shall be authorized to reallocate appropriations among the Section 7. Copies oft this project ordinance shall be furnished to the Town Clerk, Budget  accounting records to provide the accounting to Town Council. costs on this project in each report made to this Board. project budget expenditure categories.  Officer and to the Finance Officer for direction in carrying out this project  Adopted this  day of September, 2023.  Keith Warren, Mayor  Julie A. Good, Town Clerk    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  September, 19,2023 Finance Matters: Call for Public Hearing: Financing for Field and Parking Lot Lights  Discussion:  The Town of Sawmills (the "Town")i intends to enter into an Installment Purchase Contract pursuant to Section 160A-20 oft the General Statues ofNorth Carolina, as amended, in aj principal amount of$1,345,500 for thej purpose of providing funds to pay the costs of the equipment and installation ofi field lights and parking lot lights at Sawmills Municipal Park and Sawmills Veterans Park. The Town's obligation with respect to the debt will be secured by the equipment The proposed financing contract will be placed with MUSCO Finance, LLC (the Lender"). The Lender has quoted at a rate of4.91% for 10 years as of8/28/2023. The proposed principal and interest payments total $173,488 per year. Additional rate quotes were received from two local banks, both ofwhich exceed the rate proposed by the Lender. The proposed contract is preferable to a bond issue for the same purposes because the Town has sufficient reserves on hand to meet the debt obligation. There will be no increase in taxes necessary to meet the debt obligation. Further, the Town and may choose to retire the debt ahead of schedule without  which consists of the light structure system.  penalty or administrative burden.  The Town Council must hold aj public hearing in order to authorize the filing of an application for approval ofa a financing contract with the Local Government Commission (the "LGC"). The LGC is responsible for approving Installment Purchase Contracts in excess of $500,000 and with at term greater than 5 years. Staff proposes the public hearing be set for the next regularly  scheduled Town Council meeting on October 17, 2023.  Recommendation:  Staff recommends Council call for aj public hearing on the requested financing for October 17,  2023 at 6:00PM during their regularly scheduled October meeting.    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  September 19, 2023  Planning:  Rezoning of PIN Numbers: 2766657929, 2766666171, 2766667200, 2766668126, 2766659938 and 2766658939  Discussion:  Aj public hearing for the rezoning of Pin Numbers 2766657929, 2766666171, 2766667200, 2766668126, 2766659938 and 2766658939 was held on August 15, 2023. Council tabled this matter until the September 19, 2023 regular scheduled Council Meeting.  Recommendation:  Staffr recommends Council discuss this matter and decide how they wish to proceed.    AGENDA ITEM 12A  MEMO DATE: SUBJECT:  September 19, ,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.    M I 9  L N JJ  = a 5 B