AGENDA Sawmills Town Hall Tuesday, April 2, 2020 6:00 pm  Special Meeting of the Sawmills Town Council  1. Call1 To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes 6. Public Comment 7. Recognitions: A. Recycle Rewards 8. Discussion:  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. March 17, 2020 Regular Meeting Minutes B. March 17, 2020 Closed Session Meeting Minutes  A. Temporary Addition to the' Town of Sawmills Personnel Policy  during the COVID-19 Pandemic  9. Public Comment 10. Updates: A. Code Enforcement Report B. Council Comment 11. Adjourn    Page 1 of7  TUESDAY,MARCHIA,2BD  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor. Johnnie Greene Keith Warren Clay Wilson Joe Wesson Melissa Curtis Rebecca Johnson  STAFF PRESENT Chase Winebarger Julie A Good Terry Taylor  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order at approximately  6:00pm.  INVOCATION: JeffLambert gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Johnnie Greene led the Pledge of Allegiance. MOTIONTO AMEND AGENDA: Mayor. Johnnie Greene asked forai motion to amend the March 17, 2020, agenda to include Agenda Item 9C: Remote Participation Policy for Rebecca Johnson made a motion, and Clay Wilson seconded, to amend the March 17, 2020, agenda to include Agenda Item 9C: Remote Participation Policy for Meetings of Town of  Meetings ofTown of Sawmills Council.  Sawmills Council. All were in favor.  ADOPT AGENDA: Mayor Johnnie Greene asked for a motion to adopt the March 17,2020 Joe Wesson made a motion, and Keith Warren seconded, to adopt the March 17,2020 agenda.  agenda.  All were in favor.  APPROVE FEBRUARY 13, 2020 BUDGET RETREAT MEETING MINUTES: Mayor Johnnie Greene asked for a motion to approve the February 13, 2020 budget retreat meeting Joe Wesson made a motion, and Rebecca Johnson seconded, to approve the February 13, 2020  minutes,  budget retreat meeting minutes. All were in favor.    March 17, 2020 Page 2 of7  APPROVE FEBRAURY 18, 2020 REGULAR MEETING MINUTES: Mayor Johnnie Greene asked for a motion to approve the February 18, 2020 regular meeting minutes. Rebecca Johnson made a motion, and Clay Wilson seconded, to approve the February 18,  2020 regular meeting minutes. All were in favor.  APPROVE MARCH5, 2020 SPECIAL MEEETING MINUTES: Mayor Johnnie Greene Clay Wilson made ai motion, and Joe Wesson seconded, to approve the March 5,2 2020 special  asked for a motion to approve the March 5, 2020 special meeting minutes.  meeting minutes. All were in favor.  APPROVE MARCH 5, 2020 SPECIAL MEETING CLOSED SESSION MINUTES: Mayor Johnnie Greene asked for a motion to approve the March 5, 2020 special meeting Clay Wilson made ai motion, and Keith Warren seconded, to adopt the March 5,2 2020 special  closed session minutes.  meeting closed session minutes. All were in favor.  APPROVEMARCH5,2020 BUDGET WORKSHOP MINUTES: MayorJohnnie Greene asked for a motion to approve the March 5, 2020 budget workshop minutes. Clay Wilson made a motion, and Rebecca Johnson seconded, to approve the March 5, 2020  budget workshop minutes. All were in favor.  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or Rebecca. Johnson wanted to ask ifPublic Workscould get a list togetherofany elderly people, that need checking on during this pandemic, that we could give out to Department of Social  comments at this time.  Services?  RECOGNITIONS:  RECYCLE REWARDS WINNER: Mayor Johnnie Greene announced Tiffany Rayle, as the March Recycle Rewards winner. A credit ofthirty-two dollars ($32.00) will be added to  the current sanitation bill. No Council action was required.  FINANCIAL:  HUDSON AMERICAN LEGION POST 392 DONATION REQUEST: Mayor Johnnie Greene stated that the Hudson American Legion Post 392 had requested a donation in the    March 17, 2020 Page 3of7  amount of two hundred dollars ($200.00).  Clay Wilson made a motion, and Rebecca. Johnson seconded, to give a donation in the amount oftwo hundred dollars ($200.00) toi the Hudson. American Legion Post 392. All were: in favor.  DISCUSSION:  PROPOSED LONGEVITY PAY: Mayor Johnnie Greene stated that during the February 13, 2020 budget retreat meeting, Town Manager Chase Winebarger spoke about the current Town of Sawmills longevity pay policy. Town Manger Chase Winebarger also spoke to Council about allowing current local government and state employees that become employed by the Town of Sawmills to be able to include the employees' years of service, that the employee had prior to employment at the Town of Sawmills, into the proposed longevity Clay Wilson made a motion, and Joe Wesson seconded, to adopt the proposed longevity pay schedule and allow current local government and state employees that become employed by the Town of Sawmills tol be able to include the employees' years ofs service, that the employee had prior to employment at the Town of Sawmills, into the longevity pay effective July 1,  scale.  2020. All were favor.  PROPOSED VACATION ACCRUALS: Mayor Johnnie Greene stated that during the February 13, 2020 budget retreat, Town Manager Chase Winebarger spoke about the current Town of Sawmills vacation accruals. Town Manager Chase Winebarger suggested to Council that the Town of Sawmills match the State ofNorth Carolina accrual rate for vacation time. Clay Wilson made a motion, and Joe Wesson seconded, to approve the Town of Sawmills matching the State ofNorth Carolina accrual rate for vacation time effective July 1,2020. All  were in favor.  REMOTE PARTICIPATION POLICY FOR MEETINGSOFTOWN OF SAWMILLS TOWN COUNCIL: Mayor Johnnie Greene stated that the purpose of the Remote Participation Policy is for a Council member who cannot be at a meeting, but wants to attend the meeting, and there is a quorum to vote, that a Council member can participate remotely if Melissa Curtis made a motion, and Rebecca Johnson seconded, to approve the Remote Participation Policy for Meetings ofthe Town of Sawmills Town Council. All were in favor. PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or  the quorum votes to allow the remote participation.  comments at this time. No one wished to speak.    March 17, 2020 Page 4 of7  UPDATES:  MARCH CODE ENFORCEMENT REPORT: Town Planner Hunter Nestor stated that  there are nine (9) 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 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 off 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 Planner Hunter 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. Town Planner Hunter Nestor stated that he never received any response from owner, but some progress had been made. Town Planner Hunter Nestor stated that he received a telephone call complaint about the property and the individual was informed that a written complaint would need to be submitted to investigate the property. Town Planner Hunter Nestor stated that he received the written complaint 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 ai neighborhood. Town Planner Hunter Nestor stated that the complaint stated that the dogs were digging holes, habitual barking, howling and whining through the night and creating aj physical threat to neighbors and other animals. NOV letter was sent on December 3, 2019, with a deadline of] December 19, 2019. Town Planner Hunter Nestor stated that there wasno response from the owner. Town Planner Hunter Nestor stated that he received another complaint and a second NOV letter was sent out on January 16, 2020 with a deadline ofJanuary 28, 2020. Town Planner. Hunter Nestor stated that Caldwell County Animal Control has been notified. Town Planner Hunter Nestor stated that the property is a rental and hel has spoken to Mrs. Rose and she informed Town Planner Hunter Nestor that she has spoken with her tenants. Town Planner Hunter Nestor stated that the original complainant had submitted videos to town staffofthel habitual barking. Town Planner Hunter Nestor stated that he will work with Caldwell County and Town Teresa Annas Compton, 4486 Sawmills School Road. Abandoned Mobile Home/Garbage and Rubbish. Town Planner Hunter Nestor stated he received a  2020;  onl February 18, 2020;  Attorney for further action;    March 17, 2020 Page 5of7  complaint on January 13, 2020. Town Planner Hunter Nestor stated that a NOV: letter would be sent out on January 23, 2020 with a deadline of February 10, 2020. Town Planner Hunter Nestor 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 Hunter Nestor stated that staffwill investigate and work with attorney for possible courses of abatement. Town Planner Hunter Nestor stated that one (1)ofN Ms. Compton's sons is scheduled to meet with staffi in late February to work towards getting the property in Dwayne K and Bridget E Mann, owners 4353 Eli Ln/Fancy PI. Garbage and Rubbish/Property Maintenance. Town Planner Hunter Nestor stated that he received acomplaint on January 2, 2020, and a regular NOV letter and a certified NOV letter was sent on January 2, 2020, with a deadline of January 20, 2020. Town Planner Hunter Nestor stated that the certified NOV letter was returned for being unclaimed, but the regular letter was not returned. Town Planner Hunter Nestor stated that a second NOVletter was sent on February 13, 2020. Town Planner Hunter Nestor stated that the property has junk/garbage all over the property. Town Planner Hunter Nestor stated that if there is no response after the second NOV letter, staff can enforce fines Jerry Michael and Camille Hawn, 4491 Loye Ln. Garbage and Rubbish/Property Maintenance. Town Planner Hunter Nestor stated that a complaint was received on January 28, 2020. Town Planner Hunter Nestor stated that the complaint addressed two (2) separate properties and possible violations. A NOV letter was sent on February 13, 2020, with a deadline of March 4, 2020 for the Miller property. Town Planner Hunter Nestor stated that the Miller property is in violation for having high grass/vegetation and junk and garbage located around the property. Town Planner Hunter Nestor stated that the Hawn property is not in violation as brush pile was picked up on January 31, 2020. Town Planner Hunter Nestor stated that complainant states that Mr. Hawn has more brush scattered throughout the property, but staff did Dale E: and Debra Miller, 4434. Jess Dr. Garbage and Rubbish/Property Maintenance. Town Plannerl Hunter Nestor stated that a complaint was received on. January 28,2020. Town Planner Hunter Nestor stated that the complaint addressed two (2) separate properties and possible violations. ANOV letter was sent on February 13, 2020, with a deadline of March 4, 2020 for the Miller property. Town Planner Hunter Nestor stated that the Miller property is in violation for having high grass/vegetation and junk and garbage located around the property. Town Planner Hunter Nestor stated that the Hawn property is not in violation as brush pile was picked up on January 31, 2020. Town Planner Hunter Nestor stated that complainant states that Mr. Hawn has more brush scattered throughout the property, but staff did: not find any evidence; Denise Dotson/William S Annas, II, 4095 Gatewood Dr. Abandoned Mobile Home/Minimum Housing. Town Planner Hunter Nestor stated that a complaint was received on March 5, 2020, and a regular NOV letter and a certified NOV letter was sent on March 5, 2020, with a deadline of March 23, 2020. Town Planner Hunter Nestor stated that the mobile home has been sprayed painted and has an apparent  his name and get the property cleaned up;  and possible abatement;  not find any evidence;    March 17, 2020 Page 6of7  tenant, however, the water meter has been pulled from the property. Town Planner Hunter Nester stated that staff will investigate and work with Town Attorney Terry Herman E: and Julie Phillips, 2478. Annas Dr. Livestock. Town Planner Hunter Nestor stated that a complaint was received on March 5, 2020, and a regular NOV letter and acertified NOV letter was sent on March 5, 2020, with a deadline of March 23, 2020. Town Planner Hunter Nester stated that livestock may be pot belly pigs, which are: not included in the livestock definition. Town PlannerHunter: Nester stated that he would  Taylor for a possible course of action;  investigate further.  No Council action was required.  COUNCIL COMMENT: Mayor Johnnie Greene asked if anyone on the Council had any Melissa Curtis stated that with the pandemic going on that maybe we should look at some of  questions or comments at this time.  our utility policies.  Joe Wesson wanted to thank Jo. Ann Miller for coming to the meeting.  CLOSED SESSION FOR ATTORNEY CLIENT PRIVILEGE PURSUANTTONCGS S1 143-318.11 (a)(3): Mayor Johnnie Greene asked for a motion to go into closed session. Clay Wilson made a motion, and Joe Wesson seconded, to go into closed session pursuant to Clay Wilson made a motion, and Joe Wesson seconded, to come out of closed session at  NCGS $ 143-318.11(a) 6 at approximately 6:25pm. All were in favor.  approximately 7:13pm. All were in favor.  TOWNMANAGER UPDATES: Town Manager Chase Winebarger stated that he had' been inj meetings all day regarding the COVID-19 virus. Town Manager Chase Winebarger stated that on March 18, 2020, the Town of Sawmills, along with the other municipalities in Caldwell County, were going to file a State of Emergency. Town Manager Chase Winebarger also stated that along with the State of] Emergency, the Town Hall would be closed to the public. Customers can make their payments online or in the drop box, to limit contact with anyone Town Manager Chase Winebarger stated that, along with closing Town Hall, the town would not be disconnecting utility services to anyone in Town, that March late fees have already went on, but there would be no late fees in April, and Council would talk more about the pandemic and what needs to continue at the regularly scheduled April meeting. Town Manager Chase Winebarger also talked about the leave policy for employees during  who may have the virus.    March 17, 2020 Page 7of7  the pandemic. Town Manager Chase Winebarger stated that he intends to give any employee paid leave if they have the COVID-19 virus. Town Manager Chase Winebarger stated that during the meetings that he had been in about the COVID-19 virus, it has been talked about that if one (1) person in your household comes down with the COVID-19 virus, the whole house will be quarantined for up to three (3) weeks. Town Manager Chase Winebarger stated that most employees do not have one hundred twenty (120) hours to cover their pay for that time and he intends to compensate all Town employees, as long as this is not being abused. Town Manager Chase Winebarger stated that he will have a draft leave policy for Council at Town Manager Chase Winebarger stated that he thought it would be a good idea to cancel the Town Manager Chase Winebarger also stated that he had a Farmers' Market meeting and that the biggest problem is thei rues the Town has inj place for the Farmers' Market. Town Manager Chase Winebarger stated that he is in the process of going through the rules, but ift this is not Town Manager Chase Winebarger stated that as of Friday, March 13, 2020 that all Town Parks had been closed to the public. Town Manager Chase Winebarger also stated that all ball practices and games had been cancelled. Town Manager Chase Winebarger stated that all bathrooms had been open, but were being closed at 5:00pm, but the Town could close the bathrooms and put up port-a-johns for the public who wish to still go to the parks.  the next meeting.  Town Easter Egg hunt at this time. Council agreed.  resolved, then he thinks that there will not be a Farmers' Market.  DECLARE STATE OF EMERGENCY: Mayor Johnnie Greene stated that the council Clay Wilson made a motion and Keith Warren seconded, for the Town to declare a State of Emergency and the Town Hall to be closed to the public until further notice. All were in  would need to make a motion for the State of Emergency.  favor.  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn. Clay Wilson made a motion, and Joe Wesson seconded, to adjourn the meeting. All were in  favor.  The meeting was adjourned at approximately 7:53pm.  Johnnie Greene, Mayor  Julie A. Good, Town Clerk    AGIENDA ITEM 7A  MEMO DATE: SUBJECT:  April 2, 2020 Recognition: Recycle Rewards Program  Discussion:  After checking numerous accounts on the computer generated list, Public Works Director,  Ronnie Coffey, could not find a recycle rewards winner this month.  Recommendation: No Council action is required.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  April 2, 2020 Discussion: Temporary Addition to the Town of Sawmills Personnel Policy during the COVID-19 Pandemic  Discussion:  On March 20, 2020 Town Manager Chase Winebarger spoke with Mayor Johnnie Greene regarding the COVID-19 Pandemic and the current Town of Sawmills Personnel Policy. Mayor Greene spoke with Council on March 22, 2020 regarding a' Temporary Addition to the Town of Sawmills Policy during the COVID-19 Pandemic (attached to this memo) and a vote was taken  by straw vote on March 22, 2020 as follows: Keith Warren, at 12:30pm, voted in the affirmative; Melissa Curtis, at 12:37pm, voted in the affirmative; Clay Wilson, at 12:38pm, voted in the affirmative; Rebecca Johnson, at 12:40pm, voted in the affirmative; and Joe Wesson, at 1:00pm, voted in the affirmative.  Recommendation:  Staff recommends Council approve the attached Temporary Addition to the Town of Sawmills  Personnel Policy during the COVID-19 Pandemic.    OFSANIT  MAYOR Johnnie Greene Town Manager Chase Winebarger  TOWN COUNCIL Keith Warren, Mayor Pro-Tem Melissa Curtis Rebecca Johnson Joe Wesson Clay Wilson  ORPORATED  I, Mayor Johnnie Greene, do hereby grant the Town Manager, Chase Winebarger or his designee, the authorization to alter the personnel policy administratively as part of my declaration for a State of Emergency for the Town ofSawmills regarding the The President of the United States of American, Donald. 1J. Trump has signed into effect an emergency extension to the Family Medical Leave Act requiring employers to pay for leave time and sick pay under certain criteria related to the COVID-19 This will allow for the personnel policy to be, but not limited to, adjusted for leave and sick time for those who are high-risk, showing symptoms, or have been paid exposed to COVID-19. This authority is only granted during the current State of  COVID-19 pandemic.  pandemic.  Emergency for COVID-19 pandemic.  March 20, 2020 Date  Seshue  4076 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax  The Town ofSawmills does not discriminate on the pim.hamilisen. basis ofa age, sex, race, religion, national origin, disability, political affiliation, or marital status.    Temporary Addition to the Town of Sawmills Personnel Policy during the COVID-19 Pandemic.  Administrative Leave  Administrative Leave - (LWP) leave with pay may be granted, or required, for compelingpersonal reasons or ati the discretion oft the Town Manager fora all employees. The Town Manager may advise any employee not to report to work and take administrative leave for any warranted circumstances for the safety and well-being of the employee, the organization, and/or the general public. The length of the leave will be determined by the circumstances surrounding the situation. Each case will be considered on a case-by-case  basis.  A written request must be made to the Department Head stating the reason for the leave for all personal request and the date that the Town can expect the employee to return. Final approval for all leave will be made by the Town  Manager.  Failure to return from administrative leave will be considered a resignation.If an employee who is on Administrative Leave decides to resign, al letter of resignation is requested stating that the employee wishes to terminate their  employment.  March 20, 2020 Date  Chase Winebarger, Town Manager  GRL    Department Head Guidance for Employee Adaptability During COVID-19 Pandemic Our overall goal ist to keep our employees and citizens safe while continuing toj provide essential town services, and to ensure our employees are able to: meet their financial obligations by continuing to receive a full paycheck. This will require us working together and being flexible to alternate means of work and work schedules, As none ofi us have ever been through something like this, all decisions we: make are being made day-to-day, and as new information becomes available, those decisions are very likely to change. We will be making case by case decisions on how to accomplish the following goals. Together we can accomplish these goals and continue to move our organization forward during these difficult  times.  Goal 1: Protect High Risk Staff  Currently the CDC identifies High-Risk groups as individuals over age 65; those with heart conditions, lung conditions or diabetes; or those who have compromised immune systems, and women who are pregnant. This is a fluid situation and as such the list ofhigh-risk groups may change over time.  Employees identified as. High-Risk according to CDC guidelines may be required to provide documentation from their healthcare provider that specifically identifies them as High Risk. Ifaccommodations cannot be provided which allows an employee to continue to work, you We are evaluating the situation daily. The. amount of COVID-19 related paid leave may be adjusted depending on the duration of the emergency. You will: not be required to use sick or Department Heads should work with their staff to minimize exposure during this pandemic. I am asking that Department Heads and staff be as flexible as possible, recognizing that these  will be granted up to 2 weeks of COVID-19 related paid leave. vacation time for COVID-19 related work absences. are unprecedented times for all of us.  Goal 2: Reduce Contact for the Public and Staff  Department Heads will seek to make accommodations which enable us to continue to serve Ifentire: facilities or services are closed or reduced by management or by State or Federal Directive, department heads will seek opportunities for staff to continue to work, which may include the ability to work from home. As this virus respects no boundaries, our effortsto effectively serve the public will also not be bound by traditional approaches. Department heads will develop work schedules for staffto limit exposure and the number of employees that congregate at one time. This may include splitting shifts, altering work hours, shift reassignment, shift modification, paid furlough, and limiting the number of employees We are evaluating the situation daily. The amount ofCOVID-19: related paid leave may be adjusted depending on the duration of the emergency. You will not be required to use sick or  our citizens while reducing contact consistent with CDC guidelines.  allowed in each vehicle.  vacation time for COVID-19 related absences from work.    Goal3: Support Families quarantines and other limitations:  As the community makes ai number of changes, including school closures, daycare closures, possible  Department Heads will seek to make accommodations which enable us to continue to serve our citizens while providing flexibility to employees who have family needs caused by COVID-19 directly (illness/quarantine) ori indirectly (school, day care closures, etc.). Departments Heads will strive to be fair and equitable to staff keeping these concerns in mind and we ask that employees work together to balance workloads and make personal arrangements to continue to work. COVID-19 leave may be granted by department heads up We are evaluating the situation daily. The amount of COVID-19 related paid leave may be adjusted depending on the duration oft the emergency. You will not be required to use sick or Our employee'si mental health isj just as important as their physical health. Department Heads must maintain a frequent line of communication with their employees; especially those who  to2 weeks.  vacation time for COVID-19 related absences from work. are: not physically in their normal assigned workstations.  Goal 4: Future Preparation  We are committing several hours each day to monitoring the situation both locally and nationally tol help plan for future contingencies. As circumstances continue to change it is not possible to fully anticipate how we will need to adapt and evolve to continue to serve our citizens. In this crisis there is also the personal and organizational silver lining that allows us to discover new methods and practices that Department Head Support: Iexpect each Department Head to be supportive, help answer questions, and implement departmental decisions; as we are in this together. All operating adjustments made to meet these goals should be shared with the Town Manager. Thank you in advance for your hard work and dedication as we move forward during this difficult time. Iam confident that we, as a team, will be able to adapt to the everchanging landscape oft this unprecedented global pandemic.  ultimately improve the organization as a whole.    AGENDA ITEM 10A  MEMO DATE: SUBJECT:  April 2, 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