AGENDA Sawmills Town Hall Tuesday, August 20, 2019 6:00 pm  Regular Meeting of the Sawmills Town Council  1. CallTo Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes  Mayor Johnnie Greene NCI Representative Destin Hall Mayor Johnnie Greene Mayor Johnnie Greene Mayor. Johnnie Greene Mayor Johnnie Green 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. July 16, 2019 Regular Meeting Minutes B. July29,2019: Special Meeting Minutes C. July 29, 2019 Special Closed Session Meeting Minutes  6. Public Comment 7. Recognitions: A. Recycle Rewards 8. Financial Matters:  A. Caldwell County Schools Donation Request B. Surplus ofRefuse Trucks C. Surplus of] Ballfield Poles/Lights A. Town Charter. Amendment B. AMI Water Meter System Financing  9. Discussion:  10. Public Comment 11. Updates: A. Code Enforcement Report B. Council Comment 12. Adjourn    July 16,2019  TUESDAY,JULY 16, 2019  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor Johnnie Greene Keith Warren Rebecca Johnson Clay Wilson  STAFF PRESENT Karen Clontz Terry Taylor Julie A Good  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order at approximately  6:00pm.  INVOCATION: Retired Pastor Ed Warren 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 July 16, 2019 Rebecca Johnson made a motion, and Clay Wilson seconded, to adopt the July 16, 2019  Agenda.  Agenda. All were in favor.  APPROVE JUNE 18, 2019 REGULAR MEETING MINUTES: Mayor Johnnie Greene Clay Wilsoni made aj motion, and Keith Warren seconded, to approve the. June 18, 2019 regular  asked for a motion to approve the June 18, 2019 regular meeting minutes.  meeting minutes. All were in favor.  APPROVEJUNE 18, 2019 CLOSED SESSION: MINUTES: Mayor Johnnie Greene asked Rebecca Johnson made a motion, and Clay Wilson seconded, to approve the June 18, 2019  forai motion to approve the June 18, 2019 closed session minutes.  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    July 16,2019  REÇOGNITIONS:  RECYCLE REWARDS WINNER: Mayor Johnnie Greene announced Mr. Byron Rice, Jr. as the July Recycle Rewards winner. A credit ofthirty-two dollars ($32.00) will be added to  his sanitation bill.  No Council action was required.  PUBLIC HEARING: AMENDING TOWN CHARTER:  OPEN PUBLIC HEARING: Mayor Johnny Greene asked for a: motion to open the public Rebecca Johnson made a motion, and Clay Wilson seconded, to open the public hearing. All  hearing. were in favor.  STAFF COMMENTS/RECOMMENDATIONS: Town Attorney Terry Taylor stated that in order to promote a high level of professionalism and long-term sustainability within the professional staff of the Town of Sawmills, the Town Council is currently considering a charter amendment, pursuant tol North Carolina General Statute 106A-102, to change the form of government from Mayor-Council to Council-Manager. The Town of Sawmills currently employs a Town Administrator who acts in a similar role to a Town Manager. The Town Manager would have all of the duties described in North Carolina General Statute 160A-148,  and any other duties as determined by the Town Council.  PUBLIC COMMENT: Mayor. Johnny Greene asked if anyone wished to speak on the' Town Roger. Teague spoke against amending the Town Charter, stating that the Town has operated under the Mayor-Council Form ofGovernment since it was incorporated in July 1988 and the CLOSE PUBLIC HEARING: Mayor Johnny Greene asked for a motion to close the public Rebecca Johnson made a motion, and Keith Warren seconded, to close the public hearing.  Charter Amendment.  Town has been just fine.  hearing.  All were in favor. COUNCIL ACTION:  Clay Wilson made a motion, and Keith Warren seconded, to discuss signing a Resolution adopting an Ordinance amending the Town Code of Ordinances and the Charter of the Town ofs Sawmills to adopt the Council-Manager Form ofGovernment during the regular scheduled  August 20, 2019 meeting. All were in favor.    July 16,2 2019  FINANCIAL MATTERS:  CALDWELL COUNTYD.A.RE.E.DONATION REQUEST: Mayor. Johnnie Greene stated that the Caldwell County D.A.R.E. had requested a donation in the amount of two hundred Keith Warren made a motion, and Clay Wilson seconded, to give a donation in the amount of two hundred dollars ($200.00) to the Caldwell County D.A.R.E. All were in favor.  dollars ($200.00).  PLAYGROUND EQUIPMENT PURCHASE: Mayor Johnnie Greene stated that during the 2019/2020 budget discussions, Council approved the purchase of new playground Town staff has received a quote in the amount of one hundred fifty-eight thousand three hundred eighty-two dollars and eighty-nine cents ($158,382.89) from Game Time/Cunningham Recreation in Charlotte, North Carolina, for the set up and installation of There will be additional set up and installation costs to be provided by the Town's Public Keith Warren made a motion, and Rebecca Johnson seconded, to proçeed with the purchase of the Henderson ADA Inclusive playground set from Game lime/Cunningham Recreation in Charlotte, North Carolina, ini the amount ofone hundred fifty-eight thousand three hundred eighty-two dollars and eighty-nine cents ($158,382.89) and any additional set up and installation costs as provided from the Town's Public Work's staff. All were in favor. BANK SIGNATURE CARDS: Mayor Johnnie Greene stated that due to Town Administrator Christopher. Todd's resignation there needed to. be new signature cards on file. at the bank. The bank requires a new: signature card to be on file whenever there are changes in the staff and/or Council. The signature cards will authorize Finance Officer Karen Clontz, Mayor Johnnie Greene and Councilman Joe Norman to sign on behalf ofthe Town regarding banking transactions. The Town requires 2 (two) signatures for accounts payable checks, and the purchase and/or sale ofPublic Funded Certificates ofI Deposits. The Town also maintains alockbox forimportant'sensitive documents. In order to add, or retrieve, any documents from the lockbox, staff would need to add Deputy Finance Officer Ronnie Coffey as a co-signer. Rebecca Johnson made a motion, and Keith Warren seconded, to have new signature cards on file at the bank giving Finance Officer Karen Clontz, Mayor Johnnie Greene and Joe Norman authorization to sign on behalfofthe Town regarding accounts payable checks, and the purchase and/or sale ofPublic Funded Certificates ofDeposits and giving Finance Officer Karen Clontz and Deputy Finance Officer Ronnie Coffey authorization to add, or retrieve,  equipment for Baird Drive Municipal Park.  the Henderson ADA Inclusive playground set. Work's staff as soon as iti is available.  any documents from the lockbox. All were in favor.    July 16, 2019  SAWMILLS COMMNITY OPTIMIST DONATION REQUEST: Mayor Johnnie Greene stated that the Sawmills Community Optimist had requested a donation in the amount Clay Wilson made a motion, and Rebecca Johnson seconded, to give a donation ini the amount oftwo hundred dollars ($200.00) to Sawmills Community Optimist. All were in favor.  oftwo hundred dollars ($200.00).  DISCUSSION:  AMI WATER METER SYSTEM REVIEW: Mayor Johnnie Greene stated that the Town has partnered with MeterSys to conduct a feasibility and business analysis of installing an Advanced Metering Infrastructure water metering system in the Town of Sawmills. Andy Honeycutt of MeterSys gave a presentation on an AMI Water Meter System and the Clay Wilson made a motion, and Rebecca Johnson seconded, for MeterSys to start the bid process for the Town of Sawmills to go to an AMI Water Meter System. All were in favor.  options for implementation oft the system.  PLANNING MATTERS:  PLANNING BOARD ANNUAL REPORT: Town Planner Hunter Nestor stated that in the Planning Ordinance Section 151.06 it is stated that: An annual report shall be prepared and submitted to the Town Council by May of each year. The report shall include a comprehensive and detailed review of the activities, problems and actions of the Planning Town Planner Hunter Nestor stated that the Planning Board did not meet between July 2018 and June 2019. However, the Sawmills Comprehensive Plan was adopted during January Town Planner Hunter Nestor stated that the Board of Adjustments did not meet between. July Town Planner Hunter Nestor stated that he wrote forty-one (41) zoning permits, approved nine (9) subdivisions and provided zoning assistance to over one hundred (100) customers, consisting of various prospective buyers, realtors, property owners, developers, and Town Planner Hunter Nestor stated that there were thirty (30) Code Enforcement cases that  Board as well as any budget requests and/or recommendations.  2019, which was. recommended for approval by the Board.  2018 and June 2019.  concerned citizens during the last fiscal year.  have been completed.  No Council action was needed.    July 16, 2019  PUBLIC COMMENT: No one wished to speak  JULY CODE ENFORCEMENT REPORT: There are seven (7) code enforcement cases  open:  Chaney Carter, owner of 4361 Sawmills School Rd. Overgrown vegetation. Town Planner Hunter Nestor stated that a letter was sent on July 19, 2018, with a deadline of August 3, 2018. Town Planner Hunter Nestor stated that the nuisance was abated by the Town on August 10, 2018. Town Planner Hunter Nestor stated that a lien will be placed on the property for the cost of the mowing. Town Planner Hunter Nestor stated that a hearing was held on September 6, 2018, and Ms. Carter did not show sO Carolyn Bray/Robyn Brittian, 2570 Baker Circle. Abandoned mobile home. Town Planner Hunter Nestor states that he is working with Town Attorney Terry Taylor to Horror Fields, Kiser-Sawmills, Helena St. Fence/buffer. Town Planner Hunter. Nestor stated that a complaint was received on April 10, 2019. Town Planner Hunter Nestor stated that the property is not in compliance with the conditions set in CUP. Town Planner Hunter Nestor stated that a NOV letter was sent out on April 11, 2019, with a deadline of May 10, 2019. Town Planner Hunter Nestor stated that he made a site visit on May 30, 2019 and owner is working to get property in compliance but there Charles and Patsy Crotts, 4200 Crotts Mobile Home Park Dr. Overgrown vegetation. Town Planner Hunter Nestor received a written complaint on May 21, 2019. Town Planner Hunter Nestor sent a. NOV letter with a deadline of June 3, 2019. Town Planner Hunter Nestor stated that the letter came back and was resent to updated address on May 28,2019. Town Planner Hunter Nestor stated that he has not receivéd ar response and no progress has been made at the property as of July 9, 2019. Town Planner Hunter Nestor stated that he will work to get the property abated and a lien Debra Baker, 4476 Rual Dr. Overgrown vegetation/garbage and rubbish. Town Planner Hunter Nestor received a written complaint on May 22, 2019. Town Planner Hunter Nestor sent a NOV letter with a deadline of June 11, 2019. Town Planner Hunter Nestor stated that he has received no response and noj progress has been made at the property as of. July 9, 2019. Town Planner Hunter Nestor stated that he will Nancy Greene, 4446 Villa Woods. Overgrown Vegetation/Garbage and Rubbish. Town Planner Hunter Nestor received a written complaint on June 26, 2019. Town Planner Hunter Nestor stated that he sent a NOV letter on June 26, 2019 to clean up the property with a deadline ofJuly 12, 2019. Town Planner Hunter Nestor stated that the property has been mowed and homeowner is working on cleaning the property as  Town will proceed to demolish house;  abate;  are still some other areas that need to be addressed;  set on property;  work to get the property abated and a lien set on the property;  ofJuly 9,2019;    July 16, 2019  Paul West, 2514 Crest Ln. Overgrown Vegetation/Garbage and Rubbish. Town Planner Hunter Nestor received a complaint on July 5, 2019. Town Planner Hunter Nestor stated a NOV letter was sent on July 5, 2019 with a deadline ofJuly y29,2019.  No Council action was required.  COUNCIL COMMENT: Mayor Johnnie Greene asked if anyone on Council had any  comments or questions at this time:  Keith Warren wanted to think everyone for coming out. Rebecca Johnson wanted to thank everyone for coming.  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn.  Keith Warren made a motion, and Rebecca Johnson seconded, to adjourn the meeting. All  were in favor.  The meeting was adjourned at approximately 7:05pm.  Johnnie Greene, Mayor  Julie A. Good, Town Clerk    MONDAY, JULY29,2019  TOWN OF SAWMILLS SPECIAL COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor Johnnie Greene Keith Warren Clay Wilson Joe Norman  COUNCIL ABSENT Rebecca Johnson  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order at approximately  6:00 pm.  INVOCATION: Keith Warren 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 agenda. Joe Norman made a motion, and Keith Warren seconded, to adopt the agenda. All were in  favor.  CLOSED SESSION FOR NCGS 143-318.11()(6) CONSIDER THE QUALIFICATIONS, COMPETENCE, PERFORMANCE, CONDITITION OF APPOINTMENT OF A PUBLIC OFFICER OR EMPLOYEE OR PROSPECTIVE PUBLIC OFFICER OR EMPLOYEE: Mayor Johnnie Greëne asked for a motion to go Keith Warren made ai motion, and Joe Norman seconded, for Council to go into closed session under NCGS 143-318.11(a)(6) consider the qualifications, competence, performance, condition of appointment of a public officer or employee or prospective public officer or  into closed session.  employee. All were in favor.  Keith Warren made a motion and Clay Wilson seconded, to return to open session and then to recess this special meeting until 5:00pm on Wednesday, August 28, 2019, at the Western This Special Meeting was recessed until August 28, 2019, at 5:00pm at the Western Piedmont  Piedmont Council of Governments office. All were in favor.    July 29,2019 Page 20 of2  Council of Governments Office, located at 1880 2nd Avenue NW, Hickory, NC 28601.  The meeting was recessed at approximately 7:12pm.  Johnnie Greene, Mayor  Julie A Good, Town Clerk    AGENDA ITEM 7A  MEMO DATE: SUBJECT:  August 20, 2019 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Mr. Adam Reese on winning the Recycle Rewards Program for the month of August. 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 8A  MEMO DATE: SUBJECT:  August 20, 2019 Financial Matters: Request for Donation  Discussion:  The Town has received a request from the Caldwell County Schools for a donation in the  amount of$14,000.00 (fourteen thousand dollars). There are sufficient funds in the budget for this request.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to proceed.    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  August 20, 2019 Financial Matters: Surplus of Refuse Trucks  Discussion: trash for the town.  For the next three years, the Town of Sawmills has contracted with Republic Services to collect The Town currently owns three refuse trucks. During the fiscal year 2019-2020 budget meetings, Council agreed to sell two oft the trucks and keep one truck for possible future use. Once Council determines which trucks to sell, we will begin accepting bids and present them to Council. We have been given an estimated value for these trucks from the original seller.  2009 Mack/Heil 2013 Mack/Heil 2018 Mack/Heil  Approximately $13,000 Approximately $30,000 Approximately $200,000  Any funds collected for the trucks can be placed in a Capital Reserve, for future trash collection expenditures, ifthe Town chose to start collecting trash after the contract with Republic Services  expires. Recommendation:  Staff requests Council determine which two trucks to surplus and which one to keep. Also advise ift the funds should be transferred to a Capital Reserve, or placed into the General Fund.    AGENDA ITEM 8C  MEMO DATE: SUBJECT:  August 20, 2019 Financial Matters: Surplus ofE Ballfield poles/lights  Discussion:  During fiscal year 2018-2019 the Town replaced the Baird Park ballfield lights and poles.  Staff would like to surplus the old poles and lights.  Recommendation:  Staff requests Council authorize the sale of the old poles and lights.    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  August 20, 2019 Discussion: Amendment  Council-Manager Charter  Discussion:  During the June 18, 2019 Council Meeting, a resolution was presented to Council, for consideration, to change the form of government from Mayor-Council to Council Manager. During the July 16, 2019 Council Meeting, a Public Hearing was held to allow public input Attached is a Resolution adopting an Ordinance amending the Town Code of Ordinances and the Charter of the Town of Sawmills to adopt the Counci-Manager Form of Government.  regarding the charter amendment.  Recommendation:  Staffrecommends: Town Council amend the charter for the Town of Sawmills, changing the  form of government from Mayor-Council to Council-Manager.    RESOLUTION ADOPTING AN ORDINANCE AMENDING THE TOWN CODE OF ORDINANCES AND THE CHARTER OF THE TOWN OF SAWMILLS TO ADOPT THE  COUNCIL-MANAGER FORM OF GOVERNMENT  NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of WHEREAS, the Town of Sawmills has adopted a Code ofOrdinances; and WHEREAS, Section 31.03 addresses the duties ofa' Town. Administrator; and WHEREAS, the Town may desire to amend Section 31.03 of the Code of Ordinances as iti is currently written, to change the title from Town Administrator to Town Manager, THAT, WHEREAS, The Town Council of the Town of Sawmills did conduct the proper public hearing after due notice to consider the Charter Amendment set forth below; and THAT, WHEREAS, the Town Council of the Town of Sawmills does further desire to amend the Town's Code ofOrdinances to amend Section 31.03 to further define the duties of the NOW, THEREFORE, BEIT HEREBY RESOLVED that Section 31.03 of the Code of Section 31.03. Town Manager. The Town Council shall appoint a Town Manager whose duties shall be to execute and administer the policies and procedures adopted by Town Council, and the Town Manager, as the Chief Administrator of the City, shall have the powers BEJ IT FURTHER RESOLVED by the Town Council of the Town of Sawmills: Section 1. Pursuant to G.S.160A-101 and 160A-102, the Charter of the Town of Sawmills, ("Charter") as set forth in Chapter 5.1 of the 1987 Session Laws ofNorth Carolina, as amended, is hereby further amended to provide that the Town shall operate under the Council- Manager form of government in accordance with Part 2 of Article 7 of G.S. Chapter 160A and Section2 2. The Town Clerk shall cause a notice to be duly published, stating that an Ordinance amending the Charter to adopt the Council-Manager form of government has been adopted. Subject to any referendum petitioned for and conducted pursuant to G.S. 160A-103,  Sawmills that:  Town Manager.  Ordinances as it is currently written shall be deleted and instead shall read as follows:  and duties set: forth in North Carolina General Statute 160A-148.  any Charter provisions not in conflict therewith.  this ordinance shall bei in full force and effect from and after August  2019.  Adopted this  day of August, 2019.  Johnnie Greene Mayor  TOWN OFS SAMAIIS-RESOLUTION FOR. ADOPTING COUNCIL-MANAGER FORMOF  GOVERNMENT2473001    ATTEST: Julie A Good Town Clerk  Approved as to Form: Terry Taylor Town Attorney  TOWNOFSAWMILIS-RESOLUTION FOR. ADOPTING COUNCLAAMAORATORNMO:  GOVERNMENT247500    AGENDA ITEM 9B  MEMO DATE: SUBJECT: Discussion:  August 20, 2019 Discussion:  AMI Water Meter System Update and Financing Options  This memo is to serve as an update regarding the AMI Water Meter System. During the July 16, 2019 meeting, Council agreed to have MeterSys start the bid process for the Automated Meter  Infrastructure.  The proposed timeline is as follows:  Bid packets Vendor evaluations  Due by September 13, 2019 at 3:00pm (EST) Completed by October 10th, 2019 - Staffwill review with the Public Works Committee (Joe  Norman and Clay Wilson)  Vendor Selection Amendment Contract  October 15th, 2019 Council Meeting  Capital Improvement Project & Budget  Awarded with notice to proceed by October  31$1,2019  IfCouncil approves the proposed project, Staff would like to discuss how to finance the project.  Full  Partial  Partial with Financing  100% Example: 60% Example: 50%  General Fund - Fund Balance Appropriation Utility Fund -1 Net Asset Appropriation  Example: 40% Example: 50%  Financing-  Upto: $400,000  Equipment Installment Lease purchase contract 5-year term @ 2.5% ($400,000) No closing costs Pay the balance off in 4 years with no penalty  Fapproximately $84,000 per year to be transferred from the General Fund  Recommendation:  Staff requests Council determine how to finance the proposed AMI meter replacement project.    AGENDA ITEM11A  MEMO DATE: SUBJECT:  August 20, 2019 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