AGENDA Sawmills Town Hall Tuesday.January 21, 2020 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. Recognitions: A. Recycle Rewards B. Proclamation For Charlie Cannon 8. Financial Matters: A. Bank Signature Cards B. Budget Amendment Replacement Project  Mayor Johnnie Greene Zac Bryant Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor. Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene  A. December 17,20191 Regular Meeting Minutes  C. Russell Dr Paving and Waterline Replacement D. Bid Award for Mission Rd and Russell Dr Waterline  9. Public Comment 10. Updates:  A. Code Enforcement Report B. Council Comment  11. Closed Session: N.C.G.S. $143-318.11(a)3)  12. Adjourn    Page 1of7  TUESDAY, DECEMBER 17,2 2019  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor Johnnie Greene Keith Warren Clay Wilson Rebecca Johnson Joe Norman  STAFF PRESENT Chase Winebarger Julie Good Terry Taylor  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order.  INVOCATION: Pastor Mike Owens gave the invocation.  PLEDGE OF ALLEGIANCE: Addison Rodgers, Lane Rice, and Sarah Franklin of  Sawmills Elementary School led the Pledge of Allegiance.  ADOPT AGENDA: Mayor Johnnie Greene asked for a motion to adopt the December 17, Clay Wilson made a motion, and Joe Norman seconded, to adopt the December 17, 2019  2019 agenda.  agenda. All were in favor.  APPROVE NOVEMBER 19, 2019 REGULAR MEETING MINUTES: Mayor Johnnie Greene asked for a motion to approve the November 19, 2019 regular meeting minutes. Joe Norman made a motion, and Rebecca Johnson seconded, to approve the November 19,  2019 regular meeting minutes. All were in favor.  APPROVE NOVEMBER 19, 2019 CLOSED SESSION MINUTES: Mayor Johnnie Greene asked for a motion to approve the November 19,2019 closed session minutes. Joe Norman made a motion, and Rebecca Johnson seconded, to approve the November 19,  2019 closed session minutes. All were in: favor.  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or  comments at this time. No one wished to speak    December 17, 2019 Page 2of7  RECOGNITIONS:  RECYCLEREWARDS WINNER: Mayor Johnnie Greene announced. James Gentry, as the December Recycle Rewards winner. A credit of thirty-two dollars ($32.00) will be added to  the current sanitation bill. No Council action was required.  APPROVE DONATION OF FORTY (40) FOOT ENCLOSED TRAILER TO SAWMILLS VOLUNTEER FIRE DEPARTMENT: Mayor Johnnie Greene stated that during the October 15, 2019, regularly scheduled meeting of the Sawmills Town Council, the Council voted to convey two (2) refuse trucks, a 20091 LE 600 Mack-Low Entry Tandem and a 2018 LR613 Mack-Low Entry Tandem, to the City ofLenoir. Said vehicles are conveyed "As Is", "Where Is" for the sum oft two hundred fifty-eight thousand dollars ($258,000.00) and the transfer from the City ofLenoir to the Town of Sawmills ofa forty (40): feet-length enclosed trailer currently being used by the City ofLenoir Fire Department. Said trailer will then be donated to the Sawmills Volunteer Fire Department on behalf ofthe Clay Wilson made ai motion, and Rebecca Johnson seconded, to donate the forty (40) foot enclosed trailer to the Sawmills Fire Department with a zoning permit issued by Town Planner Hunter Nestor and meeting all the conditions set forth in the Town of Sawmills  City ofLenoir Fire Department.  Ordinances. All were in favor.  HONORING OF OUT GOING COUNCIL MEMBERS: Mayor Johnnie Greene stated that he had enjoyed working with Councilman Joe Norman and the Town would be losing an  experienced member. No Council action was required.  OUTGOING COUNCIL COMMENTS:  Joel Norman stated that he had enjoyed working with everyone and that the he hoped the Town would continue in a forward motion. Joe Norman also stated that he hoped everyone would  continue to come out and support the Council and the Town.  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn.  Joe Norman made ai motion, and Keith Warren seconded, to adjourn the meeting. All were in  favor.  OATH OF OFFICE FOR NEW COUNCIL MEMBERS: Town Clerk Julie A. Good administered the Oath ofOffice toi incoming Council Members, Keith Warren, Melissa Curtis  and Joe Wesson.    December 17, 2019 Page 3 of7  COUNCIL PRESENT Mayor Johnnie Greene Clay Wilson Keith Warren Rebecca Johnson Joe Wesson Melissa Curtis  STAFF PRESENT Chase Winebarger Julie Good Terry Taylor  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order.  ADOPT AGENDA: Mayor Johnnie Greene asked for a motion to adopt the December 17, Keith Warren made a motion, and Joe Wesson seconded, to adopt the December 17, 2019  2019 Agenda.  agenda. All were in favor.  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or  comments at this time. No one wished to speak.  ORGANIZATIONAL MATTERS:  SEATING ARRANGEMENTS: Mayor Johnnie Greene asked Council to be seated as  follows:  Melissa Curtis Keith Warren Rebecca Johnson Town Attorney Mayor Town Manager Joe Wesson Clay Wilson Town Clerk  ELECTION OF MAYOR PROTEM: Mayor Johnnie Greene stated that as a result of the November 2019 election, Council would need to elect a new Mayor Pro Tem. Joe Wesson made a motion, and Clay Wilson seconded, to appoint Keith Warren as Mayor  Pro Tem. All were in favor.    December 17, 2019 Page 4of7  COUNCIL ETHICS AND CODE OF CONDUCT: Mayor Johnnie Greene stated that every Council member should have a copy oft the Code of Ethics prepared by Town Attorney Mayor Johnnie Greene also stated that every Council member should also have the Standard ofConduct prepared by Town Attorney Terry Taylor. Mayor Johnnie Greene asked that each Council member read the form. Each Council member should be prepared to sign the  Terry Taylor and adopted by Town Council on August 17,2010.  Standard of Conduct form and return it to the Clerk.  No Council action was required.  STANDING COUNCIL COMMITTEE ASSIGNMENTS: Mayor Johnnie Greene  announced the attached new Standing Council Committees.  No Council action was required.  FINANCIAL:  ADOPT BUDGET WORKSHOP SCHEDULE: Mayor Johnnie Greene asked foramotion Joe Wesson made a motion, and Clay Wilson seconded, to adopt the proposed FY 2020-2021  to adopt the proposed FY 2020-2021 budget workshop schedule.  budget workshop schedule. All were in favor.  FY 2018-2019 AUDIT PRESENTATION: James Lowdermilk and Rick Hammer, with Lowdermilk, Church & Co., L.L.P., presented the Towns FY2016-2017 audit to Council. Mr. Lowdermilk and Mr. Hammer stated that the Town received an unqualified audit and commended staff and Council on their efforts to maintain a strong fund balance.  No Council action was required.  UPDATES:  DECEMBER CODE ENFORCEMENT REPORT: Town Planner Hunter Nestor stated  that there are five (5) code enforcement cases open:  Carolyn Bray/Robyn Brittian, owner 2570 Baker Circle. Abandoned Mobile Home/Garbage and Rubbish. Town Planner Hunter Nestor stated that he is working with' Town Attorney Terry Taylor to abate the property. Town Planner Hunter Nestor also stated that he will treat this as a Junk and Debris and not minimum housing. If    December 17,2019 Page 50 of7  sO, the Town can proceed to abate after thirty (30) days of notice. Town Planner Hunter Nestor stated that he got a quote that will demo entire trailer and haul offa all debris including our equipment, labor and fees. Town Planner hunter Nestor stated that the quote is four thousand one hundred dollars ($4,100.00). Town PlannerHunter Nestor stated that staff plans to abate this in the current budget year, in the spring of Timberline Lumber Company, 4221 US Highway 321A. Overgrown Vegetation/Property Maintenance. Town Planner Hunter Nestor stated that he received a complaint on July 2, 2019, and original NOV letter was sent July 16,2019 and no response or no progress as of August 8, 2019. Second NOV letter was sent on August 8, 2019, with a new deadline of August 20, 2019. Some progress had been made. Town Planner Hunter Nestor stated that no other complaints have been made since original compliant and that the property is also in foreclosure. Town Planner Hunter Nestor stated that he will continue to monitor and research who new owner William and Lana Barlowe, 2141 Stamey Rd. Living in RV/Camper. Town Planner Hunter Nestor stated that he received a complaint on September 27, 2019. Town Planner Hunter Nestor stated that staff checked the property and the RV seems to be occupied. Town Planner Hunter Nestor stated that a NOV letter was sent on October 1,2019, with a deadline ofOctober 17,2019. Town Planner Hunter Nestor stated that a trailer is still on the property and no one has contacted him about the letter. Town Planner Hunter Nestor stated that no other complaints have been made, but he will Timothy Cowick, 4438 Rual Dr. Living in Shed/Property Maintenance/Ilicit Discharge in Creek. Town PlannerH Hunter Nestor stated that a complaint wasr received on October 11, 2019, and a NOV letter was sent out on October 15, 2019 with a deadline ofNovember 1, 2019. Town Planner Hunter Nestor stated that Mr. Cowick came in and met with him on November 5,2 2019, and Mr. Cowick states that he is not living in the camper. Mr., Cowick also stated that the illicit discharge is not from him. Town Planner Hunter Nestor stated that the WPCOG Storm Water Officer investigated and found no source ofi illicit discharge. Town Planner Hunter Nestor Debra Rose, 4284 Trojan Ln. Dangerous Dog/Animal Creating a Nuisance. Town Planner Hunter Nestor stated that he received a complaint on November 26, 2019 about multiple dogs running around with no leash in a neighborhood. Town Planner Hunter Nestor stated that the complaint stated that the dogs were digging holes, habitual barking, howling and whining through thei night and creating aj physical threat to: neighbors and other animals. NOV letter was sent on December 3, 2019, with a  2020;  might be;  continue to monitor and follow up with complainant;  stated that he will continue to monitor;  deadline of December 19, 2019.  No Council action was required.    December 17,2019 Page 6of7  COUNCIL COMMENT: Mayor Johnnie Greene asked if anyone on the Council had any Melissa Curtis wanted to thank everyone for their support in the election and she looks Keith Warren wanted to thank everyone for the support in the election. Keith Warren also stated hel hoped everyone continues to come to all the meetings and he hopes everyone has a Merry Christmas and a Happy New Year. Keith Warren also stated that he hopes to see everyone at the Coffee with the Council, he enjoys it every year and that is where the Town Rebecca Johnson wanted to thank everyone for coming. Rebecca Johnson wanted to wish Joe Wesson wanted to thank God for the guidance during the election and wanted to thank everyone that worked to help get him elected. Joe Wesson also stated that he knows that everyone is not going to get along and agree all the time, but that everyone should agree to disagree and go on. Joe Wesson also stated that he looks forward to working with everyone and he wanted to commend the past Council for hiring Chase Winebarger as the new Town Manager. Joe Wesson also wanted to wish everyone a Merry Christmas and a Happy New  questions or comments at this time. forward to working with everyone.  gets a lot oftheir good ideas from the public.  everyone a Merry Christmas and a Happy New Year.  Year.  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn. Joe Wesson made eamotion, and Rebecca Johnson seconded, to adjourn the meeting. All were  ini favor.  The meeting adjourned at approximately 6:47pm.  Johnnie Greene, Mayor  Julie A Good, Town Clerk    AGENDAITEM7A  MEMO DATE: SUBJECT:  January 21,2020 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Tiffany Raye on winning the Recycle Rewards Program for the month of January. Mayor Johnnie Greene will present her 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' 7B  MEMO DATE: SUBJECT:  January 21,2020 Recognition: Charlie Cannon  Discussion:  The Town of Sawmills would like to honor Charlie Cannon for his forty-three (43) years of  dedication and service to the Town of Sawmills.  Recommendation: No Council action is required.    Oroclamation  Recognizing Charlie Cannon  bereas, the Town of Sawmills is served by loyal and dedicated employees in many essential areas; and bereas, these employees represent the Town of Sawmills by having the highest levels of skill, professionalism, work ethic, and determined commitment to its citizens; and  hereas, exemplary employees are dedicated to their work at all levels oflocal government and are at work every day, ready to render assistance or service with willingness and expediency to Town  residents whenever needed; and  hereas, elected officials may come and go, the consistency and institutional knowledge ofa çareer employee offers continuity of service across election cycles and is essential to the smooth operation  of our Town over time; and  hereas, the Town is proud of these employees and wishes to thank them for their longevity,  dedication to our community and their service to others; and  ow, herefore, e 3t Broclaimeb that I, Johnnie Greene, Mayor ofthe Town of Sawmills and on the behalf of the Town Council, Staff, and the Citizens of the Town, do hereby recognize Charlie Cannon for his selfless dedication and nearly 43 years of faithful service to the Town of Sawmills. 3n 9itness hereof, Ihave hereunto set my hand and caused the Seal of the Town of Sawmills to be  affixed this the 21st day of. January 2020  Johnnie Greene, Mayor Town ofSawmills  Attest:  Julie Good, Clerk Town of Sawmills    AGENDA ITEM8A  MEMO DATE: SUBJECT:  January 21,2020 Financial Matters: Banking and AP Check Signatures  Discussion:  Due to the hiring ofTown) Manager Chase Winebarger and recent changes on the Council, new signature cards will need to be on file at the bank. The bank requires a new signature card whenever there are changes in the staff and/or Council. Two (2) signatures are required for  accounts payable checks and the safety deposit box.  First Citizens Bank - Checking - A/P, Safety Deposit Box, Public Fund CD's  The following Council and Staff currently have authorization to sign on behalfoft the Town with  regards to banking transactions:  Karen Clontz - Finance Officer Johnny Greene-Mayor  Typically, the Mayor, one other Council member, Town Manager and the Finance Officer are authorized to sign on behalfofthe Town with regards to the banking transactions.  Recommendation:  Staff: recommends Council appoint Town Manager Chase Winebarger to be on file with First  Citizens Bank, and appoint Joe Wesson or another Council member.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  January 21,2020 Financial Matters: Capital Reserve Fund Budget Amendment  Discussion:  During the August 20, 2019: regular meeting, Council voted to sell two (2) refuse trucks and put any funds collected in a Capital Reserve for future sanitation equipment, ifthe' Town chose to start collecting trash after the contract with Republic Services expires. The two (2) refuse trucks were sold for two hundred fifty-eight thousand dollars ($258,000.00). A budget amendment will need to be approved for the transfer of funds into the Capital Reserve Fund. The attached amendment will transfer a total oftwo hundred fifty-eight thousand dollars ($258,000.00) to the Capital Reserve Fund from the General Fund for future trash collection  expenditure.  Recommendation:  Staffrecommends: Council approve a budget amendment in the amount of two hundred fifty-  eight thousand dollars ($258,000.00).    BUDGET AMENDMENT ORDINANCE TOWN OF SAWMILLS General Fund  BEIT ORDAINED, by the Town Council of the Town of Sawmills, Caldwell County, North Carolina, that the following amendment to the Budget Ordinance for the fiscal year 2019-2020.  NOW, THEREFORE, BE IT RESOLVED the following Amendment is hereby Adopted:  Description General Fund Capital Reserve  Account Number 2-00-1001 2-00-3839 7-00-1001 7-00-3850  Account  Debit $258,000.00 $258,000.00  Credit $258,000.00 $258,000.00  Cash on Hand Miscellaneous Revenue Cash on Hand Capital Contributions  Explanation: Transferring the funds from the General Fund to the Capital Reserve for sanitation  equipment.  This Amendment now adopted this the  ofJ January  2020.  Johnnie Greene Mayor, Town of Sawmills  APPROVED: Karen Clontz  Finance Officer, Town of Sawmills  ATTEST: Julie Good Town Clerk  APPROVED ASTOFORM:  Terry Taylor Town Attorney    AGENDA ITEM 8C  MEMO DATE: SUBJECT:  January 21,2020 Financial Matters: Russell Dr Street Paving  Discussion:  When Russell Drive was originally paved, the Town could not secure all of the easements needed to pave the end of Russell Drive with a cul-de-sac. With the waterline replacement project, new easements were: needed. While acquiring signatures for the new easements, residents at the end of Russell Drive expressed interest in now having the end of the street paved with a cul-de-sac constructed. This would also assist with the turnaround of town vehicles, garbage and recycle trucks. IfRussell Drive is paved to the end, a new waterline would also need to be installed around the cul-de-sac. The current waterline ends, where the asphalt stops,  with a cluster of five meters.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish toj proceed in regards to  paving the end ofl Russell Drive and installation ofai new waterline.    AGENDA ITEM 8D  MEMO DATE: SUBJECT:  January 21, 2020 Financial Matters: Mission Rd and Russell Dr Waterline Project  Discussion:  The bid opening for the Mission Rd and Russell Dr waterline replacement project is scheduled for. January21,2020. The bid packets will be available for review at the Council Meeting.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    AGENDA ITEM1 10A  MEMO DATE: SUBJECT:  January 21,2020 Updates: Code Enforcement Monthly Report  Discussion: the town. Recommendation: No Council action required.  The attached report shows the progress that Planner Hunter Nestor continues to make throughout