AGENDA Sawmills Town Hall Tuesday, December: 21,2021  Regular Meeting ofthe Sawmills Town Council  6:00 pm  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes 6. Public Comment 7. Public Hearing: Annexation Open Public Hearing Staff CommemyRcommendatons Public Comment Close Public Hearing Council Action 8. Recognitions: A. Recycle Rewards 9. Adjourn 11. Call to Order 12. Adopt Agenda 13. Public Comment 14. Organizational Matters: A. Seating Arrangements B. Election ofl Mayor Pro Tem . Council Ethics and Code of Conduct D. Standing Council Committee Assignments A. Adopt Budget Workshop Schedule B.F FY 2020-2021 Audit Presentation C. Appoint Deputy Finance Officers D. Bended Knee Outdoors Donation Request  Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene  A. November 16, 2021 Regular Meeting Minutes B. November 16, 2021 Closed Session Minutes  Mayor. Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Town Clerk. Julie A Good Mayor. Johnnie Greene Mayor Johnnie Greene  10. OathofOffice for New Council Members  Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene  15. Financial Matters:    16. Updates:  A. Code Enforcement Report B. Manager Updates Council Comment 17. Adjourn  Mayor. Johnnie Greene Town Manager Chase Winebarger Mayor Johnnie Greene Mayor. Johnnie Greene    Page 10 of7  IUESDAY,NOVEMEEK 16, 2021  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor Johnnie Greene Mayor Pro Tem Keith Warren Clay Wilson Melissa Curtis Rebecca Johnson COUNCIL ABSENT Joe Wesson  STAFF PRESENT Chase Winebarger Julie A Good Terry Taylor  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order at approximately  6:03pm.  INVOCATION: Town Manager Chase Winebarger gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Johnnie Greene led the Pledge of Allegiance. ADOPT AGENDA: Mayor Johnnie Greene asked for a motion to adopt the November 16, Keith Warren made a motion, and Rebecca Johnson seconded, to adopt the November 16,  2021 Agenda.  2021 Agenda. All were in favor.  APPROVE OCTOBER 19, 2021 REGULAR MEETING MINUTES: Mayor Johnnie Greene asked for a motion to approve the October 19, 2021 regular meeting minutes. Clay Wilson madean motion, and Rebecca. Johnson seconded, to approve the October 19,2021  regular meeting minutes. All were in favor.  APRROVE OCTOBER 19,2021 CLOSED SESSION MINUTES: Mayor. Johnnie Greene asked for a motion to approve the October 19, 2021 Closed Session Minutes. Melissa Curtis made a motion, and Rebecca Johnson seconded, to approve the October 19,  2021 closed session minutes. All were in favor.    November 16, 2021 Page 2 of7  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or  comments at this time. No one wished to speak RECOGNITIONS:  RECYCLE. REWARDS WINNER: Mayor. Johnnie Greene announced Eddie Wilson, as the November Recycle Rewards winner. A credit oft thirty-two dollars ($32.00) willl be added to  the current sanitation bill. No Council action was required.  PLANNING:  CALL FOR PUBLIC HEARING FOR ANNEXATION: Mayor Johnnie Greene stated that the Town of Sawmills had received aj petition for Voluntary Annexation from Ebenezer The Town must hold aj public hearing in order to annex thej parcel. Staff proposes the public hearing to be set for the next regularly scheduled Town Council meeting on December 21, Clay Wilson made a motion, and Rebecca Johnson seconded, to. hold a public hearing for the Voluntary Annexation for parcel NCPIN-2756514168 during the next regularly scheduled Town Council meeting on December 21, 2021. All were in favor.  Children's Home for one (1) parcel NCPIN-2756314168.  2021.  LAND DONATION: Mayor Johnnie Greene stated that the Town had been offered a donation of four (4) parcels of land located along Highway 321A from Matthew Hall and Rebecca Johnson made a motion, and Clay Wilson seconded, to accept the donation of four (4) parcels of land located along Highway 32la from Matthew Hall and Nina Gail White.  Nina Gail White.  All were in favor. FINANCIAL:  CALDWELL COUNTY VETERANS HONOR GUARD DONATION REQUEST: Mayor Johnnie Greene stated that the Caldwell County Veterans Honor Guard, Inc., requested  a donation in the amount ofc one hundred fifty dollars ($150.00).    November 16, 2021 Page 3 of7  Melissa Curtis made a motion, and Clay Wilson seconded, to give a donation in the amount ofone hundred fifty dollars ($150.00) to Caldwell County Veterans Honor Guard. All were  ini favor.  DISCUSSION:  VETERANS PARK: Town Manager Chase Winebarger stated that staff has been contacted by a representative at Duke Energy regarding the Connelly Creek project. Duke Energy stated that the contractor, that is starting the work on the walking trail expansion, needsa laydown area ini the location oft the future parking lot that has been discussed with the Town. The contractor would have a place to store materials, and in doing sO, would give the Town  ap potential starting point for the future parking lot. No Council action was taken at this time.  PROPOSED SITE PLAN: Town Manager Chase Winebarger stated that the enclosed site plan had been received for Council to review and make changes, ifnecessary.  No Council action was taken at this time.  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or  comments at this time. No one wished to speak.  Mayor. Johnnie Greene wanted to take a moment and read a few thank you notes: The American Disabled Veterans Chapter 6 wanted to thank the Town for their donation. The Powell Family wanted tot thank the Town for the plant for the passing ofMs. Clare. Powell.  UPDATES:  NOVEMBER CODE ENFORCEMENT REPORT: Town Planner Dustin Millsaps stated  that there are eight (8) code enforcement cases open:  Charles. J.a and Candis S. Hagaman, 1910L Leah Dr. #13, Rubbish. Town Planner Dustin Millsaps stated that on October 29, 2021, he received a complaint from Public Works regarding various different properties on Leah Drive, some of which encroach on Town property. Town Planner Dustin Millsaps stated that there was a NOV letter sent out. Town Planner Dustin Millsaps stated that he went by the property on November  9,2021 and there has been no progress on the issue;    November 16, 2021 Page 4of7  CharlesJ.and Candis S. Hagaman, 1910Leahl Dr. #12, Rubbish. Town Planner Dustin Millsaps stated that on October 29, 2021, he received a complaint from Public Works regarding various different properties on Leah Drive, some of which encroach on Town property. Town Planner Dustin Millsaps stated that there was a NOV letter sent out. Town Planner Dustin Millsaps stated that he went by the property on November Linda G. Wartko, 52991 Lakewood Dr., Rubbish. Town Plannerl Dustin Millsaps stated that on October 29, 2021, he received a complaint for stacks of newspapers and junk piled up around the yard. Town Planner Dustin Millsaps stated that he went by the home and observed numerous debris from the road in front, on the sides and all around thel home and sent a NOVI letter out. Town Planner Dustin Millsaps stated that he went to the address on November 9, 2021 and there has been no progress on the issues; Jose A Montes and Ana C. Robles, 4321 Cherokee Ct. Rubbish. Town Planner Dustin Millsaps stated that he received a complaint and a NOVI letter was sent out on October 5, 2021 for overgrown grass as well as rubbish all around the yard. Town Planner Dustin Millsaps stated that he went by the property on October 12, 2021, and November 9, 2021 and the problem still exists. Town Planner Dustin Millsaps stated Ronald B and Cynthia H Herman, 4126 Shoun Dr. Rubbish. Town Planner Dustin Millsaps stated that he received a complaint and a NOV letter was sent out on September 28, 2021 for many different rubbish items in the yard (lawn mowers, appliances, etc.). Town Planner Dustin Millsaps stated that he went by the property on October 12, 2021 and the problem has started to be addressed, however, not completely. Town Planner Dustin Millsaps stated that he went by the property on November 9, 2021, and it looks that the property is almost completely clean; Teresa Annas Compton, 4486 Sawmills School Road. Abandoned Mobile Home/Garbage and Rubbish. Town Planner Dustin Millsaps stated he received a complaint on January 13, 2020. Town Planner Dustin Millsaps stated that a NOV letter was sent out on January 23, 2020 with a deadline of February 10, 2020. Town Planner Dustin Millsaps stated that the trailer is not finished and located on the same property as the Compton house that the Town abated in 2018. Town Planner Dustin Millsaps stated that staff will investigate and work with attorney for possible courses of abatement. Town Planner Dustin Millsaps stated that one (1) of Ms. Compton's sons is scheduled to meet with staff in late February to work towards getting the property in his name and get the property cleaned up. Town Planner Dustin Millsaps stated that staff has is waiting for Ms. Compton's son to schedule a time to come in and speak with staffi regarding this property. Town Planner Dustin Millsaps stated that he went by the property on September 10, 2020 and the property is still in same condition with extremely high grass and would recommend demolition. Town Planner Dustin Millsaps stated that he has been in contact with Town Attorney Terry Taylor and former Town Planner to get all the evidence for this property. Town Planner Dustin Millsaps stated that on February 19, 2021, the title search process had been started with Town Attorney Terry Taylor. Town Planner Dustin Millsaps stated that on March 11, 2021, there were three (3) heirs found from the title search process and  9, 2021 and there has been some progress on the issue;  that he recently learned that the property is in foreclosure;    November 16, 2021 Page 5of7  letters had been sent out to all three (3) heirs. Town Planner Dustin Millsaps stated that as of May 11, 2021, fines have started to occur on this property. Town Planner Dustin Millsaps stated that as ofJune 10, 2021, all information on this case has been handed overto Town. Attorney Terry Taylor to explore all options that are leftt to close this case. Town Planner Dustin Millsaps stated that as of October 12, 2021 Town Attorey Terry Taylori iss still engaged in the legal process oft trying to: find heirs tot the Thomas Charles Mann, 2228 Horseshoe Acres Dr., Rubbish. Town Planner Dustin Millsaps stated that he received a complaint and a NOV letter was sent out on August 31, 2021 regarding observation that the property has very large tree clippings and two (2) different trailers located within the right of way. Town Planner Dustin Millsaps stated that he went by thej property on October 12, 2021, and that thei trailers havel been moved, but the tree trimmings still remain. Town Planner Dustin Millsaps stated that he went by the property on November 5, 2021, and all issues are resolved; Charles J. and Candis S. Hagaman, 1910 Leah Dr. #19, Rubbish. Town Planner Dustin Millsaps stated that on October 29, 2021, he received a complaint from Public Works regarding various different properties on Leah Drive, some of which encroach on Town property. Town Planner Dustin Millsaps stated that there was a NOV letter sent out. Town Planner Dustin Millsaps stated that he went by the property on November  property;  9,2021 and the issue has been resolved.  No Council action was required.  TOWN MANAGER UPDATES: Town Manager Chase Winebarger had the following  updates:  Town Manager Chase Winebarger stated that Town Hall and Public Works will be closed on Thursday, December 23-Tuesday December 28, 2021 for Christmas Holiday. The Town Hall and Public Works will reopen on Wednesday, December 29, Town Manager Chase Winebarger stated that the Town will turn on the Town's Christmas lights on November 22, 2021. Town Manager Chase Winebargeralso: stated that the large metal tree that the Town purchased will be up between Town Hall and Town Manager Chase Winebarger stated that he would like for Council to discuss a date for a big spring event. Town Manager Chase Winebarger stated that he would like to open the event to non-profits, vendors, do a car show and fireworks. Town Manager Chase Winebarger stated that longevity will be paid out on the first Town Manager Chase Winebarger stated that the employee Thanksgiving meal will Town Manager Chase Winebarger stated that the employee Christmas meal will be  2021.  thel Fire Department by November 22, 2021.  pay period in December.  bel Monday, November 22, 2021 at 11:30am. December 22, 2021 at 11:30am.    November 16, 2021 Page 6of7  Town Manager Chase Winebarger stated that ALE picked up the affidavits from the Town regarding the Ardmore property the week ofNovember 8, 2021.Town! Manager Town Manager Chase Winebarger stated that during the October disconnects a Spanish speaking resident came in and stated that his water was disconnected because he could not understand the message that he received regarding disconnects. Town Manager Chase Winebarger stated that thisi ist the first time there has ever been ini issue brought to the Town's attention regarding a language barrier. Town Manager Chase Winebarger stated that there will be a message on the next bill to see if there are any residents that need a1 translator. Ifthere is a response then the Town will contract with the CodeRed system to add a Spanish option for all customer calls. Town Manager Chase Winebarger stated that the option will cost the Town three hundred dollars ($300.00) a year and the customer would have to go into the CodeRed system and sign up for the Spanish option theirself, the Town cannot sign up for them. Town Manager Chase Winebarger stated that the Town has a Conflict of Interest Policy, but would like to add the attached addition to the Conflict of Interest Policy. Rebecca Johnson made ai motion, and Clay Wilson seconded, to approve the addition  Chase Winebarger stated that ALE was working on the problem.  to the Conflict of Interest Policy as written. All were in favor.  COUNCIL COMMENTS:  Rebecca Johnson wanted to thank everyone for coming to the meeting.  CLOSED SESSION PURSUANT TO N.C.G.S. 143.318-11(A)3): Mayor Johnnie Clay Wilson made a motion, and Rebecca Johnson seconded, to go into closed session pursuant tol N.C.G.S. $ 143.318-11(a)(3) at approximately 6:55pm. All were in favor. Clay Wilson made a motion, and Rebecca Johnson seconded, to come out of closed session  Greene asked for a motion to go into closed session.  at approximately 7:15pm. All were in favor.    November 16, 2021 Page 7of7  COUNCIL ADJOURN: Mayor Johnnie Greene 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 7:15pm.  Johnnie Greene, Mayor  Julie A. Good, Town Clerk    MAYOR Johnnie Greene TOWN MANAGER Chase Winebarger TOWN CLERK Julie Good TOWN PLANNER Dustin Millsaps  TOWN COUNCIL Keith Warren, Mayor Pro-Tem Clay Wilson Rebecca Johnson Melissa Curtis Joe Wesson  OFSAVIN  C  CORPORATED   SAWMILLS TOWN COUNCIL December 21st, 2021 6:00 PM PLANNER'S STAFF REPORT Address: 4713 Horseshoe Bend Road Hudson, NC: 28638 PIN: 2756 51 4168 Acres: 27.878 Zoning: R-20  Attachments Attachment A: Aerial View Attachment B: Zoning View Background  This property is currently within the Town of Sawmills ETJ and is also contiguous with the current town boundary. This property is currently vacant, however, the plan is for Ebenezer  Christian Children's Home to build a foster home on the property.  Land Use and Zoning Surrounding Zoning North: R-20 South: R-20 East: R-20 West: R-20  This property is currently vacant with no uses besides the occasional farming.  Surrounding Land Use North: Vacant Land South: Single Family Residential East: Single Family Residential West: Single Family Residential    Consistency Statement  This annexation will be consistent with the 2017 Sawmills Comprehensive Plan because within the plan states the need for a wide range of "housing opportunities."I Pointing toi the large amount of! housing opportunities that already exist, but also the need for more.  Stal'recommendation  Iti is recommended by staffthat the' Town of Sawmills Town Council finalize this annexation and officially bring 4713 Horseshoe Bend Rd into the incorporated limits of the Town of  Sawmills.    ATTACHMENT A    ATTACHMENT B  poTVa I  4076 US Highway 321-A * Sawmills NC*( (828)396-7903 *( (828)396-8955 fax:  htp/www.townolsawmilis.com  The Town of Sawmills does not discriminate ont the basis ofa age, sex, race, religion, national origin, disability, political affiliation, ori maritals status.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  December 21,2021 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Terry Wallace on winning the Recycle Rewards Program for the month ofDecember. Mayor Johnnie Greene will present him with a Certificate of Appreciation. A thirty-two dollar ($32.00) credit will be added to the current  sanitation bill.  Recommendation: No Council action is required.    AGENDA ITEM 10  MEMO DATE: SUBJECT:  December 21, 2021 Oath ofOffice for New Council Members  Discussion:  Town Clerk, Julie A. Good, will administer the Oath ofOffice as follows:  Mayor Johnnie Greene  Council Members - Clay Wilson and Rebecca Powell  Recommendation: No Council action is required.    AGENDA ITEM 14A  MEMO DATE: SUBJECT:  December 21, 2021 Seating Arrangements  Discussion:  The new Council seating arrangement will be as follows:  Melissa Curtis Keith Warren Rebecca Johnson Town Attorney Terry Taylor Mayor Johnnie Greene Town Manager Chase Winebarger Joe Wesson Clay Wilson Town Clerk Julie A Good  Recommendation: No Council action is required.    AGENDA ITEM 14B  MEMO DATE: SUBJECT:  December 21,2021 Organizational Matters: Election of Mayor Pro Tem  Discussion:  As a result ofthe November 2021 election, Council will need to elect a new. Mayor Pro Tem. Enclosed is a description of the duties of the Mayor Pro Tem in accordance with NCGS $ 160A-  70 and as stated in the Town of Sawmills Code ofOrdinances.  Recommendation:  Council needs to elect a member ofthe Council to serve as the Mayor Pro Tem.    $160A-70. Mayor pro tempore; disability of mayor.  At the organizational meeting, the council shall elect from among its members a mayor pro tempore to serve at the pleasure of the council.. A councilman serving as mayor pro tempore shall be entitled to vote on all matters and shall be considered a councilman for all purposes, including the determination of whether a quorum is present. During the absence of the mayor, the council may confer upon the mayor pro tempore any of the powers and duties of the mayor. Ift the mayor should become physically or mentally incapable of performing the duties of his office, the council may by unanimous vote declare that he is incapacitated and confer any of his powers and duties on the mayor pro tempore. Upon the mayor's declaration that he is no longer incapacitated, and with the concurrence of a majority of the council, the mayor shall resume the exercise of his powers and duties. In the event both the mayor and the mayor pro tempore are absent from a: meeting, the council may elect from its members a temporary chairman to preside in such absence. (1971, C. 698, S. 1;  1979, 2nd Sess., C. 1247,s.4.)    AGENDA ITEM 14C  MEMO DATE: SUBJECT:  December 21,2021 Organizational Matters: Council Ethics and Code of Conduct  Discussion:  Enclosed with this memo is a copy oft the Code ofEthics prepared by Attorney Terry Taylor and adopted by the Town Council on August 17,2010. North Carolina General Statutes $ 160A-83 requires the governing board to adopt a code of ethics to guide the actions ofits members ini the Also enclosed is a Standard ofConduct form prepared by Attorney Terry Taylor. Mayor Johnnie Greene asks each Council member to read this form. New Council members should be prepared  performance oftheir duties.  tos sign this document. A copy is kept on file with the Clerk.  Recommendation:  Council needs to review and sign the enclosed document.    CODE OF ETHICS  Adopted: AGuST17,20l0 Resolution No.:  TOWN OF SAWMILLS  Standards of Conduct and Conflict of Interest  A. Purpose  The purpose of this Code of Ethics is to establish guidelines for ethical standards of conduct oft the Town of Sawmills and to help determine what conduct is appropriate in particular cases. It should not be considered as substitute for the law or for al board member's best judgment.  B. Definitions  For purposes oft this section, the following definitions shall apply:  1. Business Entity means any business, proprietorship, firm, partnership, person in representative or fiduciary capacity, association, venture, trust or corporation which is 2. Town Official means the Chairman, members of the Town Board, Executive Manager, 3. Immediate Household means the Town Official, his/her spouse, and all dependent 4. Interest means direct or indirect pecuniary or material benefit accruing to a Town Official as a result of a contract or transaction which is or may be the subject of an official act or action by or with the Town. For purposes of this article, a Town Official shall be deemed to have an interest in the affairs of (1) any person in his immediate household as such term is defined in this section, (2) any business entity in which the Town Official is an officer or director, (3) any business entity in which an excess often percent (10%) of the stock of or legal or beneficial ownership ofi is controlled or owned directly by or indirectly by the Town Official, (4) any non-profit organization on which the Chairman or any member of the Town Board currently serves an officer, director, or  organized for financial gain or for profit. Town Attorney and Department Heads. children oft the Town Official.  board member, direct or indirect.  170989-1    5. Official act or action means any legislative, administrative, appointive or  diseretionaryactofany' Town Official. :S Standards ofConduct  1. Scope. All Town Officials as defined in this article shall be subject to and abide by 2. Interest in Contract or Agreement or Employment. No Town Official herein defined shall have or thereafter acquire an Interest in any contract or agreement with the Town, except as allowed by and in conformance with the procedure set forth in the North Carolina General Statutes. This section does not prevent consulting or employment contracts between an Official and the Town that may otherwise be allowed by law SO long as the Official that has the conflict does not participate in the selection, award or 3. Use of Official Position. No Official shall use his or her official position or the Town's facilities for his or her private gain. In addition, Town Officials shall not misuse their status in such a way as to require, expect, or accept favors from subordinate 4. Disclosure of Information. No Official shall use or disclose confidential information gained in the course of or by reason of his official position for purposes of advancing (1) his or her financial or personal interest, (2) a business entity in which he or she is an owner inj part or in whole, an officer or director, (3) the financial or personal interest ofa 5. Incompatible Service. No Official shall engage in or accept private employment or render service to private or other public interests when such employment or service is incompatible with the proper discharge of official duties or would tend to impair independence ofjudgment or action in the performance of official duties unless otherwise permitted by law and unless disclosure is made as provided in this article. Before accepting private employment, the Official should consider whether such employment would impact the Town negatively. An Official who accepts private employment should 6. Gifs. No Town Official shall directly or indirectly solicit any gift or accept or receive any gift having a value of Twenty-Five Dollars ($25.00) or more whether in the form of money, services loaned, travel, entertainment, hospitality, thing or promise or any other form under circumstances in which it could reasonably be inferred that the gift was intended to influence him or her or could reasonably be expected to influence him or her int the performance of official duties or is intended as a reward for any official action or his or her part. Legitimate political contributions shall not be considered as gifts under  the followingst standards of conduct.  supervision oft the Contractor Employee.  employees.  member of his or her immediate household or that of any other person.  not represent himself or herself as an employee or agent oft the Town.  the provisions of this paragraph.  170989-1    7. Special Treatment. No Town Official shall grant any special consideration, treatment, or advantage to any citizen or public or private entity beyond that which is available to  every other citizen or entity. 8. Standards ofConduct.  These Standards of Conduct require that:  Section 1. Town of Sawmills Board Members should obey all laws applicable to their official actions as members of the board. Board Members should be guided by the spirit as well as the  letter oft the law in whatever they do.  At the same time, Board Members should feel free to assert policy positions and opinions without fear of reprisal from fellow board members or citizens. To declare that a board member is behaving unethically because one disagrees with that board member on a question of policy (and not because of the board member's behavior) is unfair, dishonest, irresponsible, and itself Section 2. Board members should act with integrity and independence from improper influence Section 3(a) Board Members should avoid impropriety in the exercise of their official duties. Their official actions should be above reproach. Although opinions may vary about what behavior is inappropriate, this board will consider impropriety in terms of whether a reasonable person who is aware of all of the relevant facts and circumstances surrounding the board Section 3(b) If a Board Member believes that his or her actions, while legal and ethical, may be misunderstood, the member should seek the advice of the board's attorney and should consider Section 4. Board Members should faithfully perform the duties of their offices. They should act as the especially responsible citizens whom others can trust and respect. They should set a good example for others in the community, keeping in mind that trust and respect must continually be  unethical.  as they exercise the duties of their offices.  member's action would conclude that the action was inappropriate.  publicly disclosing the facts oft the situation and the steps taken to resolve it.  earned.  Board Members should faithfully attend and prepare for meetings. They should carefully analyze all credible information properly submitted to them, mindful oft the need not to engage in communications outside the meeting in any quasi-judicial matters. They should demand full  accountability from those over whom the Board has authority.  Board Members should be willing to bear their fair share of the board's workload. To the extent appropriate, they should be willing to put the board's interests ahead oft their own.  170989-1    Section 5. Board Members should conduct the affairs oft the board in an open and public manner. They should comply with all applicable laws governing open meetings and public records, recognizing that doing so is an important way to be worthy of the public's trust. They should remember when they meet that they are conducting the public's business. They should also remember that local government records belong to the public and not to board members or their  employees.  In order to ensure strict compliance with the laws concerning openness, boards members should make clear than environment of transparency and candor is to be maintained at all times in the governmental unit. They should prohibit unjustified delay in fulfilling public records requests. They should take deliberate steps to make certain that any closed sessions held by the board are lawfully conducted and that such sessions do not stray from the purposes for which  they are called.  D. Disclosure ofInterest in Legislative Action  The Chairman or any member of the Town Board who has an Interest in the official act or action before the Town Board shall publicly disclose on the record of the Town of Sawmills the nature and extent of such interest and shall withdraw from any consideration of the matter if E. Investigations Instigated by Town Board, Town Manager or Any Other Person 1. The Board may direct the Town Attorney to investigate any apparent violation of this article as it applies to the Chairman, any member of the Board, or Town Manager, and to 2. The Board may direct the Town Manager to investigate any apparent violation of this article by the Town Attorney and to report the findings oft the investigation to the Board. 3. Any person who believes that a yiolation of this article has occurred may file a complaint in writing with the Board when the Chairman and members of the Board, 4. Ifthe Board, after receipt of an investigation, has cause to believe a violation has occurred, the Board shall schedule a hearing on the matter, said hearing may be held as a Closed Session. The Official who is charged with the violation shall have the right to present evidence, cross-examine witnesses, including the complainant or complainants, and be represented by counsel at the hearing. If upon the conclusion of the hearing, the majority vote of the Board finds a violation has occurred, the Board may adopt a resolution of censure which shall be placed as a matter of record in the  excused by the Authority.  report the findings of the investigation to the Board.  Town Manager or Town Attorney are the subjects of the complaint.  minutes of an official Board meeting.  170989-1    F.A Advisory Opinions.  When a Town Official has a doubt as to the applicability of any provision of this articles to a particular situation or to the definition of terms used in this article, he or she may apply to the Town Board or Town Attorney for an advisory opinion, either of which shall issue an opinion in writing and file same with either the Board or Town Attorney. The Town Official shall have the opportunity to present his or her interpretation of the facts at issue and of the application of provisions of this article before such advisory opinion is made. In addition, the Town Official shall publicly disclose to the Board or Town Manager the facts of issue in a particular situation and shall rely upon any resolution adopted by the Board or Town Manager  regarding that particular situation.  Adopted this the 17  day of AuGusT  20_10  TOWN OF SAWMILLS  OF A P  SEAL JULY1,1983  By:  Mayor  ATTEST: Sucu agh Town Clerk  170989-1    STANDARD OF CONDUCT  Our Value Statement:  As a Council Member of the Town of Sawmills, I commit to conduct myself as a 1. Service. Iwill be responsive to the needs of citizens and my fellow Council Members  professional and support the following values:  by consistently exceeding their expectations. person's contribution as important.  2. Respect. I believe in the value of my fellow Council Members and recognize each 3. Integrity. Iwill be fair, consistent and honest with my fellow Council Members, the staff 4. Competence. As a Council Member, I will continue to grow and develop my skills and understanding through attending seminars and read other information that is available to 5. Innovation. Iwill be open-minded, I will be flexible and receptive to change and actively 6. Attitude. Iwill treat my fellow Council Members, the staff and citizens with respect and dignity. Iwill listen and communicate in a sincere way, being sensitive to the needs of  and citizens. Iwill be responsible and I will do what] tIsay Iwill do.  me about governing ofat town in North Carolina.  involved in identifying opportunities for improvement for the town.  others. This the  day of  20  (Seal)    AGENDA ITEM 14D  MEMO DATE: SUBJECT:  December 21, 2021 Organizational Matter: Standing Council Committee Assignments  Discussion: Mayor.  Enclosed with this memo is a copy oft the Standing Council Committees as appointed by the  Recommendation: No Council action is required.    Town of Sawmills  Standing Council Committees for 2020-2022  Public Works Committee Roadways & Streets Water Resources Wastewater Drainage Right-of-Ways Solid Waste  Clay Wilson  Rebecca Johnson  Parks & Recreation Committee Parades, Festivals, & Special Events Civic Organizations Planning & Development Committee Land Use Regulations Zoning Extra-Territorial Jurisdiction (ETJ) Code Enforcement Law & Finance Committee Administration Budget Appropriations Audit Performance Public Health & Safety Intergovernmental Committee W.P.C.O.G. N.C.L.M. Community Colleges Chamber of Commerce Institute of Government Intergovernmental (County/State) Personnel Committee  Joe Wesson  Keith Warren  Clay Wilson  Keith Warren  Melissa Curtis  Rebecca Johnson  Keith Warren  Joe Wesson  Clay Wilson  Melissa Curtis  *The Mayor is a member of all Standing Council Committees  Updated: December 2021    AGENDA ITEM 15A  MEMO DATE: SUBJECT:  December 21, 2021 Financial Matters: Adopt Budget Workshops Schedule  Discussion:  Enclosed with this memo is a copy oft the proposed FY: 2022-2023 budget workshop schedule. The annual Council budget retreat is scheduled for Tuesday, February 8, 2022, from 9:00 am to  4:00 pm, in Council Chambers.  As presented, the budget schedule includes four (4) budget workshops.  Recommendation:  Staff recommends Council adopt the FY 2022-2023 budget workshops schedule.    oED  Srla  FY2022-2023 Budget Retreat and Workshop Schedules  December 21st at 6:00 pm Regular Council Meeting February 8th from 9:00-4:00 Special Council Meeting March 8th from 5:00-7:00 Special Council Meeting April 5th from 5:00-7:00 Special Council Meeting April 26th from 5:00-7:00 Special Council Meeting May 10th from 5:00-7:00 Special Council Meeting May 17th at 6:00 pm Regular Council Meeting June 21st at 6:00 pm Regular Council Meeting  Adopt FY 2022-2023 Budget Retreat and Workshop Schedules  (Sawmills Town Hall Council Chambers) Annual Council Budget Retreat (Sawmills Town Hall Council Chambers) Budget Workshop Number: 1 (Sawmills Town Hall Council Chambers) Budget Workshop Number 2 (Sawmills Town Hall Council Chambers) Budget Workshop Number 3 (Sawmills Town Hall Council Chambers) Budget Workshop Number 4 (Ifneeded) (Sawmills Town Hall Council Chambers) Presentation of] FY 2021-2022 Budget and Call a Public Hearing (Sawmills Town Hall Council Chambers) Public Hearing and Adoption of FY 2021-2022 Budget (Sawmills Town Hall Council Chambers)  *As required by law all meetings are open to the public.  Town of Sawmills 4076 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax:  wwwylownohawmilscon    AGENDA ITEM 15B  MEMO DATE: SUBJECT:  December 21, 2021 Financial Matters: FY Ending June 30, 2021 Audit Presentation  Discussion:  Enclosed with your agenda packet is a copy oft the audit for fiscal year ending June 30, 2021. James Lowdermilk and Rick Hammer, with Lowdermilk, Church & Co., LLP, will be on hand to  formally present the audit to the Mayor and Council.  Recommendation: No council action required.    AGENDA ITEM 15C  MEMO DATE: SUBJECT:  December 21, 2021 Financial Matters: Deputy Finance Officer Appointments  Discussion:  Int the event that the Finance Officer, Karen Clontz, is not available the Town will need alternate  Deputy Finance Officers to fulfill her duties pursuant to NCGS $ 159-25(b):  "Except as otherwise provided by law, all checks or drafts on an official depository shall be signed by the: finance officer or aj properly designated deputy finance officer and countersigned by another official oft the local government or public authority designated for this purpose by the governing board. Ifthe board makes on other designation, the chairman oft the board or chiefexecutive officer of the local government or public authority shall countersign these checks and drafts. The governing board ofa unit or authority may waive the requirements oft this subsection ifthe board determines that the internal control procedures of the unit or  authority will be satisfactory in the absence of dual signatures."  Recommendation:  Staffrecommends Council appoint Town Manager, Chase Winebarger, and Assistant Public  Works Director, Steve Coonse, as Deputy Finance Officers.    AGENDA ITEM 15D  MEMO DATE: SUBJECT:  December 21, 2021 Financial Matters: Request for Donation  Discussion:  The Town has received a request from Bended Knee Outdoors for a donation in the amount of  $200.00 (two hundred dollars).  There are sufficient funds in the budget for this request.  Recommendation:  Staffr recommends Council discuss this matter and decide how they wish to proceed.    Town of Sawmills  Johnnie Greene, Mayor Chase Winebarger, Town Manager  Funding Request:  Name of Organization:  Phone  #Ba8) 244-47a  BendedKoce Culdos  Permanent Address: 4537 IKe8tornes Rd  City:  State: AC Fed Tax ID #:  Zip Code:  Gronile Fooos  08630  Contact Name:  872140388  Kolhg Freeronhink  Amount Requested: Date Funds Needed: Complete description project:  00  Amount needed for the Project: Project Begin/End Dates:  000 of s  How will the funds be used?  )o help disabled Nelorons and childrec  enyu nunirg and Bishing  How will this project benefit the community?  Gelling Kic ownd Moterans ouskclexsrs.  Official Town Use Only  Date application received: u/3ola Date approved/denied (circle one): Date check written:  Date presented to Council: 12l2112)  Amount approved:  Available balance in Governing Body Expense Acct: 1450.00  Check #:  Amount:  This instrument has been preaudited int the manner required byt the Local Government Budget and Fiscal Control Act. dpatrdlaf    AGENDA ITEM 16A  MEMO DATE: SUBJECT:  December 21, 2021 Updates: Code Enforcement Monthly Report  Discussion:  The attached report shows the progress that Planner Dustin Millsaps continues to make  throughout the town. Recommendation: No Council action required.