THURSDAY, FEBRUARY 14, 2019  TOWN OF SAWMILLS ANNUAL BUDGET RETREAT  9:00 AM  COUNCIL PRESENT Johnnie Greene Clay Wilson Jeff Wilson Joe Norman Rebecca Johnson COUNCIL ABSENT Keith Warren  STAFF PRESENT Christopher Todd Julie A Good Ronnie Coffey Steve Coonse Terry Taylor  CALL TO ORDER: Mayor Pro Tem Clay Wilson called the meeting to order.  PLEDGE OF ALLEGIANCE: Mayor Pro Tem Clay Wilson led the Pledge of Allegiance. ADOPT AGENDA: Mayor Pro Tem Clay Wilson asked for a motion to adopt the February JeffWilson made ai motion, and Joe Norman seconded, to adopt the February 14, 2019 agenda.  14,2019. Agenda. All were in favor.  DEMOGRAPHICS ECONOMIC DATA PRESENTATION: Senior Data Analyst Taylor Dellinger, with the Western Piedmont Council of Governments, presented a presentation showing the economic and demographic trends of Sawmills. The presentation was created for the Town by the Western Piedmont Council ofGovernments (WPCOG). The presentation highlighted population trends and economic growth and decline occurring in Sawmills,  Caldwell County, and the Hickory Metropolitan Statistical Area (HMSA).  MISSION, VALUES, AND GOALS DISCUSSION: Town Administrator Christopher Todd stated that the Town of Sawmills currently does not have a formal Mission Statement. A Mission Statement, along with a list of values would guide the council and staff in creating and enacting policy. The Council and staff will work on a formal Mission Statement during the budget sessions with the hopes of adopting a formal Mission Statement at the June 18,  2019, Council Meeting with the 2019/2020 FY Budget.    February 14, 2019  DISCUSSION-  ENHANCED LAWI ENFORCEMENT: Town Administrator Christopher Todd stated that there had been some inquiries regarding more. law enforcement presence in the Town limits. Town staffhas been talking with the Caldwell County Sheriff'sl Department about contracting officers to stay primarily in the Town of Sawmills in twelve (12) hour shifts. Town Council directed Town staff to get more information from the Sheriff's Department regarding call volume for the last year, including times and reasons for the calls, for the Town of Sawmills, as well as, speak to other municipalities that contract with their Sheriff's Department to see  how this works for them.  COFFEE WITH THE COUNCIL: The following items were discussed during the public  comment during the annual "Coffee with the Council" meeting.  Parks and Recreation: connect the two (2) parks this time  Multi-Use Pedestrian Path-Town staff can look onto getting a Part-F grant to Skate Parks-Town Council does not want to look into getting a skate park at More Playground Equipment for ages six (6) and less-Town Council directed staff to look into getting more playground equipment for the younger children Playground Equipment at the Farmers Market Field-Town Council directed staff to look into getting the playground equipment for children ages six (6) Keep Rates Low-Town Council will talk about rates during the budget process Develop Sewer in Areas We Want High Density Development-Town Administrator Christopher Todd stated that the Town should have the new GIS water and sewer mapping system inj place by. June and staff will use this to see ift there are any areas that the Town can look at doing a sewer project in Create Capital Reserve Funds for Sewer Projects-Town Administrator Christopher Todd stated that the Town Council can start putting funds back for Add some Pizazz to the Market-Town Administrator Christopher Todd stated that he has talked with Catawba County Community College (CVCC) graphic design program and the students are willing to design a logo for the Farmers Allow for EBT-Town Administrator Christopher Todd stated that allowing EBT would add staff time for accounting and the Town would have to add infrastructure to the Farmers Market to be able to accept the cards. Town Council is not interested in doing allowing EBT at this time Look for Different or Multiple days for the Market to occur- Combine Special Events with a "Garage Sale Day" for the Community-  and less Water and Sewer Rates:  future projects if they SO desire Sawmills Farmers Market:  Market at no cost to the Town    February 14, 2019  Public Works: Beautification Projects- Town Events: Movie Night- Music Events- Community Day- Ideas from the Public: time  Town Hall Project-Town Council does not want a Town Hall project at this Yard ofthe Month-Town Administrator Christopher Todd stated that this topic will be an Agenda Item on the February 19,2019, Regular Scheduled Council Citizen Lead Town Beautification projects-Town Administrator Christopher Todd stated that the Town already has an Adopt-A-Street program, but no one has ever signed up for the program. Town Council directed staff to remind Town Supplied FirehgnterParnershp with Sawmills Fire and Rescue-Town Council directed Town staff to talk to Kyle Clontz, Fire Chief for Sawmills Volunteer Fire and Rescue, to see if this a project that the Sawmills Fire  Meeting  citizens about the Adopt-A-Street program  Department would be interested in  UPDATES:  LEGALUPDATES: Town Attorney Terry Taylor stated that with the Town Council looking to update the Town's Comprehensive Land Use Plan that the Town Council needs to do Plan Consistency Statements. Town Attorney Terry Taylor stated that state law mandates that a plan consistency statement be prepared and approved for every zoning amendment. Failure Town Attorney Terry Taylor also spoke about full and accurate minutes. Town Attorney Terry Taylor stated that in open session full and accurate minutes does not mean that every word needs to be written verbatim. Full and accurate minutes should contain mainly ai record Town Attorney Terry Taylor stated that for closed session full and accurate minutes are the same as in open session. The minutes need to contain mainly a record of what was done at the meeting, not what was said by members. Town Attorney Terry Taylor also reminded Council that ifthere is a closed session then the topic discussed needs to stayi in closed session,  to do sO can invalidate a zoning amendment.  ofwhat was done at the meeting, not what was said by the members.  especially personnel matters, which are usually not public record.  CLOSED SESSION:. ATTORNEYCLIENTPRIVILEGE: Mayor Johnnie Greene asked Clay Wilson made a motion, and Joe Norman seconded, to go into Closed Session at  forar motion to go into closed session.    February 14, 2019  approximately 12:46 pm, All were in favor. approximately 1:34pm. All were in favor. TOWN ADMINISTRATOR UPDATE:  Clay Wilson made a motion, and Joe Norman seconded, to come out of Closed Session at  POSSIBLE CDBG PROJECT-HARRIS MOBILE HOME PARK: Town Administrator Christopher Todd stated that Town staff is currently working with the WPCOG and West Consultants to determine the feasibility ofa CBDG-I grant funded sewer project. These types of grants are designed to fund projects in areas where there are environmental issues and to better serve. low income residents. Currently the project is estimated to cost six hundred fifty thousand dollars ($650,000.00), of which the CDBG-I grant would cover ninety-five (95%) of the cost. The project is expected to need four (4) easements and would connect to the Mayfield Drive pump station. This project would be limited as to future connections due to topography. Town Council directed to staff to: move forward with this project.  US HWY 321 AND MISSION ROAD INTERSECTION MPROVEMENIS: Town Administrator Christopher Todd stated that the NCDOT is currently working to improve the intersection at Mission Road and US Hwy 321. NCDOT is currently in the process of finalizing the plans. These plans would include any utility relocations required due to the project. NCDOT, Sawmills and West Consultants are currently working to determine what town owned utilities need to be relocated. Due to Sawmills being a population under ten thousand (10,000) people the NCDOT will cover the cost of relocation and any necessary Additionally, staff1 has requested that West Consultants conduct a plan overview to determine the feasibility of any additional infrastructure sleeves that could be put in simultaneously with the intersection improvements. Any engineering or construction costs associated with the sleeves would be the responsibility oft the Town. IfWest Consultants sees putting in sleeves as a doable project, staff will come back to Town Council and let to see ift this a project that  engineering work.  would benefit the Town.  DISCUSSIONITEMS CONTINUED:  COMPREHENSIVE LAND USE PLAN: Town Administrator Christopher Todd stated that the Sawmills Comprehensive Plan will be presented at the February Council Meeting for  Council's approval.  METER READING SYSTEM: Town Administrator Christopher Todd stated that the current water metering infrastructure for the Town of Sawmills is known as "touch-read" metering. This system requires a staff member to read each meter by touching the top ofthe meter box with a sensor, that then sends the current meter reading information to a handheld  computer.    February 14, 2019  Staffwould like for the Town Council to consider updating this system with a more modern and effective form of meter reading known as Advanced Metering Infrastructure (AMI). An AMI system allows for meters to be read through antenna-based collection locations, with all The Town Water Department is currently in need of purchasing water meters in order to have both a reserve and the amount needed to replace aging infrastructure. Town Administrator Christopher Todd stated that staff can get a RFP and get cost estimates to allow the Town to get exactly what it needs. Town Administrator Christopher Todd also stated that staff would like to fund this project out ofthe General Fund not out oft the Enterprise Fund. Town Council  the data being sent to a collection hub (Town Hall).  directed staff to get quotes to switch the Town to the AMI system.  CAPITAL IMPROVEMENT PLAN:  STREETS: Town Administrator Christopher Todd stated that, based on a street study conducted by West Consultants, the two (2) streets that are at the top of the list for repaving are Buckhead Drive and Marblestone Drive. Town Council directed staff to budget for the  street paving projects.  WATER INRASTRUCTURE: Town Administrator Christopher Todd stated that in the 2018/2019 FY Budget, Town Council had budgeted money for the Russell Drive project. All of the easements have not been secured for the Russell Drive project and the Town will not have the easements before the end of this fiscal year. Town staff proposes to put the monies Town Administrator Christopher Todd stated that the waterline on Mission Road needs to be replaced due to major water leaks. The waterline on Mission Road is under the highway and isa a danger for staff when there is a leak. Staff states that the waterline needs to be replaced from JP Leather to beyond Sunrise Baptist Church, to get the waterline out from under a Town Administrator Christopher Todd stated that staff thinks that with putting the Russell Drive project back in the Capital Reserve Fund for this year the staff can bid out the Russell Drive project and the Mission Road waterline replacement project out at the same time and save: some money by doing both projects simultaneously. Town Council directed staff toi talk to West Consultants about getting bids for Russell Drive and Mission Road waterline  set aside for the Russell Drive project back into the Capital Reserve Fund.  major road and in a safer place for staff to work on ifthere is a problem.  replacement projects and have an exact number to put in the budget.  SEWER INFRASTRUCTURE: Town Administrator Christopher Todd stated that per our Capital Improvement Plan that the next street to look at for doing a sewer project is Baker Circle. Town Administrator Christopher Todd stated that staff would get updated numbers for Council to look at for a sewer project on Baker Circle during the budget process.  CLOSING REMARKS: Town Administrator Christopher Todd let the Council know that he appreciated their guidance in what looks to be another successful budget process.    February 14,2019  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn. Rebecca Johnson madeamotion, and Joe Norman seconded, to adjourn the meeting. All were  ini favor.  o  -  BuE  Mayor  V1,1850  addes Tovg erk  ahmas  Gain