AGENDA Sawmills Town Hall Tuesday, August 18, 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 8. Financial Matters: A. WPCOG Pedestrian Plan 9. Public Comment 10. Updates: 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 Town Manager Chase Winebarger Mayor Johnnie Greene Mayor Johnnie Greene Mayor Johnnie Greene A. July21, 2020 Regular Meeting Minutes B. July21,2020 Closed Session Minutes A. Code Enforcement Report B. Town Manager Updates C. Council Comment 11. Closed Session: NC0541835100m (6) 12. Adjourn Page 1of10 TUESDAY,JUIN21,00 TOWN OF SAWMILLS REGULAR COUNCIL MEETING 6:00 PM COUNCIL PRESENT Keith Warren Clay Wilson Melissa Curtis Joe Wesson Rebecca Johnson COUNCIL ABSENT Mayor Johnnie Greene STAFF PRESENT Chase Winebarger via Zoom Julie A Good Terry Taylor CALL TO ORDER: Mayor Pro Tem Keith Warren called the meeting to order at approximately 6:00pm. INVOCATION: Councilman Clay Wilson gave the invocation. PLEDGE OF ALLEGIANCE: Mayor Pro Tem Keith Warren led the Pledge of Allegiance. ADOPT AGENDA: Mayor Pro Tem Keith Warren asked for a motion to adopt the July 21, Clay Wilson made a motion, and Joe Wesson seconded, to adopt the July 21, 2020 agenda. 2020 agenda. All were in favor. APPROVE JUNE 16, 2020 REGULAR MEETING MINUTES: Mayor Pro Tem Keith Warren asked for a motion to approve the June 16, 2020 regular meeting minutes. Clay Wilson made a motion, and Rebecca Johnson seconded, to approve the June 16, 2020 regular meeting minutes. All were in favor. APPROVE JUNE 16, 2020 CLOSED SESSION MINUTES: Mayor Pro Tem Keith Warren asked for a motion to approve the June 16, 2020 closed session minutes. Joe Wesson made a motion, and Melissa Curtis seconded, to approve the. June 16, 2020 closed session minutes. All were in favor. PUBLIC COMMENT: Mayor Pro Tem Keith Warren asked if anyone had any questions or June 16, 2020 Page 2of5 comments at this time. Caldwell County School Resource Officer John Hawn informed Council that he was retiring from the Caldwell County Sheriff's Department and wanted to thank Council for standing by and supporting him during the six (6) years that he has been at Sawmills Elementary School, and wanted to introduce the new Sawmills Elementary School Resource Officer, Deputy Deputy James Curtis told Council that he had been the School Resource Officer for Oak Hill School until Caldwell County closed the school down and looked forward to working with James Curtis. the Council during the upcoming school year. RECOGNITIONS: RECYCLE REWARDS WINNER: Mayor Pro Tem Keith Warren announced Mitchell Kadel, as the July Recycle Rewards winner. A credit of thirty-two dollars ($32.00) will be added to the current sanitation bill. No Council action was required. PUBLIC COMMENT: Mayor Pro Tem Keith Warren asked ifa anyone had any questions or comments at this time. No one wished to speak. UPDATES: JUNE CODE ENFORCEMENT REPORT: Town Planner Hunter Nestor stated that there are six (6) 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 Teresa Annas Compton, 4486 Sawmills School Road. Abandoned Mobile Home/Garbage and Rubbish. Town Planner Hunter Nestor stated he received a 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 that the quote is four thousand one hundred dollars ($4,100.00); June 16, 2020 Page 3 of5 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) ofMs. Compton's sons is scheduled to meet with staffi in late February to work towards getting the property in his name and get the property cleaned up. Town Planner Hunter Nestor stated that Dale E and Debra Miller, 4434. Jess Dr. 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. ANOVI 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 isi in violation for having high grass/vegetation and junk and garbage located around the property. Town Planner Hunter Nestor stated another complaint was received on May 7, 2020 and a final letter was sent on May 13,2020, with a deadline of May 31,2020. Town Planner Hunter Nestor stated that on June 1, 2020, staff spoke with Mrs. Miller, who has a medical condition, and she asked for an extension and stated that she is working on getting the property cleaned up; 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 tenant, however, the water meter has been pulled from the property. Property was cleaned up. However, Mr. Annas informed Town Planner Hunter Nestor that a new tenant has moved in the mobile home. Town Planner Hunter Nestor stated that a second NOV letter was sent on May 15, 2020 with a deadline of June 15, 2020 for additional garbage on property. Town Planner Hunter Nestor stated that staff will investigate and work with Town Attorney for possible courses of abatement; Steve and Mary Hand, 2511 Baker Cir. Garbage and RubbishProperty Maintenance. Town Planner Hunter Nestor stated that a complaint was received on April 20, 2020. Town Planner Hunter Nestor stated that the complaint states that the property is overgrown and consist of junk vehicles. Town Planner Hunter Nestor stated that a regular letter was sent on April 23, 2020, with a deadline of May 15, 2020. Town James Thomas Bolick and Martha Bolick, 5247 Carl Dr. Zoning Violation. Town Planner Hunter Nestor stated that a complaint was received on May 4, 2020. Town Planner Hunter Nestor stated that the property owner had received a zoning permit from staff because staff was informed that a storage building was to be placed on a parcel and the applicant lived on the adjourning property. The applicant/property owner is not in compliance with the zoning ordinance with the placement of an accessory building on a vacant parcel. Town Planner Hunter Nestor stated that a regular letter was sent on May 8, 2020, with a deadline to remove the building by May 29, 2020. Town Planner Hunter Nestor stated that staffhas tried to reach the property owner via email and telephone with no response. Town Planner Hunter Nestor stated staffh has yet to speak with any representative ofthe property; Planner Hunter Nestor stated that staff will investigate further; June 16, 2020 Page 4 of5 that staff will continue to works towards abatement. Town Planner Hunter Nestor stated that staffi met with property owner and the owner ofthe storage building on May 29, 2020 and new deadline was set for June 8, 2020. Town Planner Hunter Nestor stated that the building has been removed. No Council action was required. TOWN MANAGER UPDATES: Town Manager Chase Winebarger stated that he was informed a few months ago about a "Road Modification" project slated for Cajah Mountain Road (Connelly Springs Road to US Highway 321A). Project STIP U-6157 was scheduled for ROW in 2022 and completion in 2024, but will more likely be pushed back. If the Town has a Bicycle and Pedestrian! Plan in place then sidewalks can be assed to DOT projects free ofcharge, but ifr not then the Town must pay five percent (5%) oft the total cost. Town Manager Chase Winebarger stated that he could possibly bring up a potential budget amendment at the August 18, 2020 regular scheduled Council meeting, to get the WPCOG to help the Town have a Bicycle and Pedestrian Plan in place before Project Town Manager Chase Winebarger wanted to inform Council that a boring crew was in Town running three (3) different conduit lines from Google to an undisclosed location. One (1) of the crews did hit a Town water line and have agreed to cover the cost of the repair. The damage occurred when the Town was short staffed and the Town had to pay Piedmont Utility (the crew working on Russell Drive) to assist with Town Manager Chase Winebarger stated that Russell Drive is complete except for the final inspection. Town Manager Chase Winebarger stated that the Engineer is out of the office and the inspection should be held the week of week ofJuly 31, 2020. Town Manager Chase Winebarger stated that the Town has al list ofabout one hundred twenty five (125) meters that have not been installed yet. Town Manager Chase Winebarger stated that Keystone should be coming back in Town on July 27 2020 to finish these installs and addressing any other issues. Keystone believes this process Town Manager Chase Winebarger stated that all citizens with additional carts had been contacted and all churches and businesses will be contacted by the end of the Town Manager Chase Winebarger stated that Governor Roy Cooper elected not to extend his executive order prohibiting cutoffs for nonpayment. Town Manager Chase Winebarger stated that staff has already started contacting all citizens that have outstanding balances and are already seeing some accounts payed in full or payment Town Manager Chase Winebarger stated that the Town had started running split shifts again about a month ago when the number of positive cases started raising again, and STIP U-6157 begins. the repair. should take about one (1) week to complete. following week. plans set up. June 16, 2020 Page 5of5 he believes that it has saved the Town a tremendous amount. Town Manager Chase Winebarger stated that he will continue to run split shifts until the local numbers, Town Manager Chase Winebarger stated that Surface Pros and Laptops purchased with the first round of CRF monies should be up and running in the week ofJuly 31, 2020. Town Manger Chase Winebarger stated that once they are up and running, he will get them to Council. Town Manger Chase Winebarger stated that Council will be able to access agendas and, ifit is needed, get remote in Council meetings. Town Manger Chase Winebarger stated that some employees will be able to work remotely Town Manger Chase Winebarger wanted to remind Council that with rates increasing and new meters going in that the Council should be prepared to address citizen outside of Congregate Care Facilities, start to decline. ifcircumstances: require the need. complaints for the next few months. CLOSED SESSION: PURSUANT TO N.C.G.S. $143-318.11(a)3) and (6) FOR PERSONNEL MATTERS: Mayor Pro Tem Keith Warren asked for a motion to go into Melissa Curtis made a motion, and Clay Wilson seconded, to goi into closed session pursuant tol N.G.G.S. $ 143-318.00(a)03) and (6) at approximately 6:19pm. All were in favor. Melissa Curtis made a motion, and Joe Wesson seconded, to come out of closed session at closed session. approximately 6:38pm. All were in favor. COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn. Melissa Curtis made a motion, and Joe Wesson seconded, to adjourn the meeting. All were in favor. The meeting was adjourned at approximately 6:38pm. Johnnie Greene, Mayor Julie A. Good, Town Clerk AGENDA ITEM 7A MEMO DATE: SUBJECT: August 18, 2020 Recognition: Recycle Rewards Program Discussion: The Town of Sawmills would like to congratulate Shirley Chandler on winning the Recycle Rewards Program for the month of August. 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 8A MEMO DATE: SUBJECT: August 18, 2020 Financial Matters: Approve Proposed Contract with Western Piedmont Council of Governments For the Provision of Technical Planning Assistance for Pedestrian Plan Discussion: Attached with to this memo is a contract from the Western Piedmont Council of Governments for the Provision ofal Pedestrian Plan. Thee enclosed contract willl be effective starting October r1,2020 The amount ofthe contract will not exceed twenty-one thousand dollars ($21,000.00) and will be billed in nine (9) equal monthly payments of two thousand three hundred thirty-three dollars and and ending June 30, 2021. thirty-three cents ($2,333.33). Recommendation: Staffrecommends Council discuss this matter and decide how they wish to proceed. AGREEMENT BETWEEN THE THE TOWN OF SAWMILLS FOR THE. PROVISION OF TECHNICAL PLANNING ASSISTANCE: PEDESTRIAN PLAN OCTOBER 1, 2020 - JUNE 30, 2021 WESTERN PIEDMONT COUNCIL OF GOVERNMENTS AND ThisAGREEMENT, entered into on this the first day ofOctober, 2020, by and between the Western Piedmont Counciof@ovemments hereinafterrefered to as the "Planning Agency")and the Town of Sawmills, North Carolina (hereinafter referred to as the "Local Government'); WITNESSETH1 THAT: WHEREAS, thel Planning Agency is empoweredt toj provide technical assistance by the North Carolina General Statutes and by resolution passed by the Planning Agency on April 17, 1972. Technical assistance shall consist ofthe provision ofservices as described in Attachment. A, whichis herein made a part oft this Contract; WHEREAS, the Local Government has requested the Planning Agency to provide such WHEREAS, the Planning Agençy desires to cooperate with the Local Governmentine every way. possible to the end that the proposed activities are carried out in an efficient and professional technical assistance to the Local Government and; manner; NOW, THEREFORE, the parties hereto do mutually agree as follows: I. 2. Personnel. That during the period ofthis Contract, the Planning Agency will furnish Travel/Printing. The Local Government will pay for expenses related to conferences, conventions, seminars, local travel, etc. ofthe personnel when the Local Government requests or approves travel related to the Local Government's planning program, or ifit is beneficial to both parties, the costs will be shared on an agreed- The Local Government will also pay for expenses related to printing of report(s), mailings to advisory boards, and other costs not related to normal travel and staffing costs associated with personnel furnished by the Planning Agency. the necessary trained personnel to the Local Government. upon ratio. Page 20 of3 3. Compensation, That for the purpose of providing the funds for carrying out this Contract, the Local Government will pay the Planning Agency a fee not to exceed $21,000.00 (twenty-one thousand dollars) during the period beginning October 1, 2020 and ending June 30, 2021. These fees will be billed in nine equal monthly payments of $2,333.33 (two thousand three hundred and thirty-three dollars and lerminaton.Modifisations TheLocal Government may terminate the Contract by giving the Planning Agency a thirty-day written notice. Furthermore, ift there isa need to amend the proposal outlined in Attachment A, either party may do sO with TimeofPerformance The Planning Agency shall ensure that all services required herein shall be completed and all required reports, maps, and documents submitted during the period beginning October 1,2 2020 and ending June 30, 2021. InterestofMembers. Officers,or) Employees ofthe PamaingAteng.Memher of the Local Government, or Other Public Officials. No member, officer, or employee ofthel Planning Agency or its agents; no member ofthe governing body of the locality in which the program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the program during his tenure or for one year thereafter, shall have any financial interest, either direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed. in connection with the program assisted undert this Agreement. Immediate family members of said members, officers, employees, and officials are similarly barred from having any financial interest in the program. The Planning Agency shall incorporate, or cause to bei incorporated, in all such contracts or subcontracts, aj provision prohibiting such interest pursuant to the purpose ofthis Nondiscrimination Clause. No person in the United States shall on the grounds of race, color, national origin, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination with any program or activity funded in whole or in part with funds available under the Housing and Community thirty-three cents). 4. the written consent of the other. 5. 6. section. 7. Development Act of 1974, Section 109. Page3of3 8. Age Discrimination Act of 1975, as amended. No qualified person shall on the basis ofage be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives or Section 504, Rehabilitation Actof1973, as amended. No qualified handicapped person shall, on the basis of handicap be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives or benefits from federal financial assistance. INWITNESS WHEREOF, the Planning Agency and the Local Government have executed benefits from federal financial assistance. 9. this Agreement as ofthe date first above written. LOCAL GOVERNMENT: TOWN OF SAWMILLS PLANNING AGENCY: WESTERN PIEDMONT COUNCIL OF GOV'TS. By: By: Mayor Executive Director PLANNING AGENCY: Chairman Pre-audit statement: By: By: Town Manager This instrument has been pre-audited in the manner prescribed by thel Local Government Budget and Fiscal Control Act. By: Local Government Finance Officer ATTACHMENT A WORK PROGRAM SERVICES/BUDGET THE TOWN OF SAWMILLS PEDESTRIAN PLAN OCTOBER 1, 2020 -JUNE 30, 2021 The following work program and budget are presented as descriptive ofthe work and dollaramounts called for in the agreement concerning planning activities by the Western Piedmont Council of Governments for the Town of Sawmills. Scope ofServices The Western Piedmont Council of Governments will develop a Pedestrian Plan for the purpose of providing the' Town's public and private sector leaders with guidance and direction ini making policy decisions concerning the network, prioritization, and development of pedestrian facilities in the Town. The issues thel Pedestrian Plan will analyze may include: 1) Current transportation conditions including traffic volumes and crashes. 2) Area demographics and travel patterns. 3) Planned transportation improvements from adopted regional plans. 4) Existing land development plans and ordinances. 5) Field review of existing thoroughfare and collector roadway characteristics: a. b. C. d. a. b. C. d. Roadway widths, edge treatments, lane configurations, and posted speed limits Key origins and destinations within and immediately surrounding Sawmills Deficient roadway sections and maintenance issues Physical constraints and barriers 6) Recommended pedestrian network Cajah's Mountain Road typical sections Connecting sidewalks Crossing locations Other community priorities To complete the project, the WPCOG will provide the following services: 1) Research, collection and analysis of all information necessary in completing the project, including, but not limited to, demographic, economic and land use data. The Town ofSawmills will provide the WPCOG with any other information/data that is WPCOG staffing for the development oft the Pedestrian Plan includes: Facilitating and organizing community input meetings, planning board meetings, available from the Town as needed by the WPCOG. 2) steering committee meetings, and public hearings as necessary. Conducting twoj public input sessions for the development oft the Pedestrian Plan. The first session would occur at the beginning of the planning process and another near the end of the planning process to receive input on the proposed plan recommendations. The WPCOG will evaluate the public input receiveda and include an analysis ofthis information as part oft the planning process for use by Developing a community profile for consideration by the steering committee. Organizing/arranging for subject specific presentations for the steering Coordinating with thei town planning director and other applicable town officials the steering committee.. committee. inc drafting the plan. 3) Writing, editing, and preparation for printing the final Plan document. To complete the project, the local government will provide the following: 1) Appointment ofs steering committee members (7 members is the preferred number). 2) Ameeting location(s) for public input sessions and steering committee meetings. 3) Guidance to WPCOGstaffregaring: significant issues that arise during the planning process when drafting the community plan. 4) Assistance in promoting the survey and public inputs sessions. Budget The Local Government will pay the Planning Agency a fee not to exceed $21,000.00 (twenty-one thousand dollars) during the periodbeginning October 1,2020 and ending June 30, 2021. These fees will be billed in nine equal monthly payments of $2,333.33 (two thousand three hundred and thirty-three dollars and thirty-three cents). AGENDA ITEM1 10A MEMO DATE: SUBJECT: August 18, 2020 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. FSAW 4076 US Highway 321A Sawmills, NC: 28630 Phone: (828).396-7903 SAWMILLS vour cauna edomosmalscen Town Manager's Monthly Report August 2020 General Information: The following is information regarding on-going projects within the Town. Ify you would like further information about any of the projects or information covered, Iwould be more than happy to address them at the next council meeting or at your leisure. Please do not hesitate to contact me iflcan be ofany assistance. COVID-19 Shifts: Back on regular shifts as of8/12/2020 at 1:42 PM. Could change before you read this... Payment Plans: We are trying but the AG's Office keeps changing the rules. We have attempted to contact each account holder that is delinquent. Unfortunately, many have not responded (62 Customers). We will be mailing out a letter this week to ensure we have made every attempt possible to make contact. Those we do not hear from will be automatically placed on payment plan and CAN be disconnected if they do not meet those terms. Boring Crews: Finished in Town. Payment for damages has been approved by Difersified Utility Group and we are just waiting to receive checks. Sanitation Fees & Solid Waste Carts Everyone has been contacted regarding the change in billing for solid waste carts. We received very few complaints regarding this change. I believe personally contacting each customer really helped this process. We explained the change to each customer and gave them the option to turn in unneeded carts. Those few we were unable to make contact with before bills went out Page1of3 OFSAWM 4076 US Highway 321A Sawmills, NC28630 Phone: (828)396-7903 SAWMILLS RATED 0on carta mmgeélomadhammiliscn can receive a credit for any unneeded cans we pick up. Business owners Ispoke with understood because they realize we could always require dumpsters for businesses and that would be $100+ more each month than we are charging for solid waste carts. Parks & Rec At this point, we will not be having fall Rec/Optimist in Town. However, I've had several weelena/trave/mowase teams show interest in playing weekly games. We are currently exploring that option. Right now, we need people in Town and in our Parks and Ibelieve this is asafer way of accomplishing that. These teams will provide their own jerseys, equipment, additional insurance, etc. We will simply be providing facilities, lights, and umpires. We will only be running a baseball league unless we receive a tremendous amount ofi interest for softball as Through these conversations, a great deal of teams have shown interest in playing local weekend tournaments. Ih have a meeting on Sunday the 16thto explore this option. However,! well. don'ti intend to try this unless it makes sense for the Town. Water Meters: Major installation is complete, and Keystone has moved out of Town. We still have about 50 meters that we will be installing to prevent and future issues. We are quickly learning where the oldest meters were located because we have received a few calls about unexpected increases. Most of the issues we have seen are directly related to an extremely old meter being replaced and it was not reading accurately. lam anxious to see the difference at the end of this FY because I think we were losing a significant amount of revenue because of old meters. The MiNet system has made it very easy to explain billing changes and identify leaks and/or leaky toilets and 98% of the customers that have called understand what has caused the increase. Corona Virus Relief Fund (CRF): Round 2 offunding has arrived and we are currently looking at ways of utilizing that money in a way that not only benefits us now but also will benefit us 5 years. from now. Page 2of3 OFSAW 4076 US Highway 321A Sawmills, NC 28630 Phone: (828) 396-7903 SAWMILLS APORATED JoN Carouna mmyedomshamailecon Meetings Attended: (In-Person & Remote) July 22 July22 July 24 July27 July 28 July 28 July 29 July29 July 31 Aug 03 Aug 04 Aug 04 Aug 05 Aug 05 Aug 06 Aug 06 Aug 07 Aug 10 Aug 10 Aug 10 Aug 11 Aug 12 Aug 14 Aug 14 Aug 17 Aug 18 County COVID Update AMI Project Update County COVID Update County COVID Update EO 124/142 (Utility Billing) Zoom WPCOG Policy Board Meeting Jeff Cardwell (CRF Consultant) County COVID Update County COVID Update County COVID Update Western NC Manager's Meeting (Zoom) Regional Manager's Meeting Jack (Protective Security) County COVID Update Ken Johnson (JDS) Dan Mitchell (Disc Golf) County COVID Update Mueller Tier 1 Training (Water Meters) County COVID Update City/County Meeting (Zoom) Caldwell County EDC Board Meeting County COVID Update EO 124/142 (Utility Billing) Zoom County COVID Update County COVID Update Western NC Manager's Meeting (ZoomOM Page 3 of3