AGENDA Sawmills Town Hall Tuesday, August 21,2018 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:  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 Town Administrator Christopher Todd Mayor Johnnie Greene Mayor Johnnie Greene  A. July 17,2018 Regular Meeting Minutes  A. Donation Request for Promises ofl Hope B. Donation Request for Caldwell County Schools C. Credit Card Purchases Resolution and] Policy D. Fire Department Donation A. Street Repair Bid Review B. Code Enforcement Ordinances  9. Discussion:  10. Public Comment 11. Updates:  A. Code Enforcement Report B. Town. Administrator Updates C.Council Comment 12. Adjourn    Page lof6  TUESDAY,JULY17,2018  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Mayor Johnnie Greene Clay Wilson Jeff Wilson Rebecca Johnson Joe Norman Keith Warren  STAFF PRESENT Christopher Todd Terry Taylor Julie A Good  CALL TO ORDER: Mayor Johnnie Greene called the meeting to order.  INVOCATION: Pastor Rob Evans 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 17, 2018 Keith Warren made ai motion, and Joe Norman seconded, to adopt the July 17, 2018 Agenda.  Agenda.  All were in favor.  APPROVE JUNE 19, 2018 REGULAR MEETING MINUTES: Mayor Johnnie Greene Clay Wilson made a motion, and Joe Norman seconded, to approve the. June 19, 2018 regular  asked for a motion to approve the June 19, 2018 regular meeting minutes.  meeting minutes. All were in favor.  PUBLIC COMMENT: Mayor Johnnie Greene asked if anyone had any questions or Courtney Wright, principal of Sawmills Elementary School, wanted to talk about the homeless people in Sawmills. There are squatters and homeless people at three (3) houses around the school. There have been some of those people trying to break in the school and surrounding businesses and properties. There are people trying to live in tents behind Teresa Branch, citizen of Sawmills. Also wanted to talk about the squatters and homeless people in Sawmills. Ms. Branch stated that something needed to be done to get people living in tents and at the three (3) houses on Sawmills School Road out. These houses and the  comments at this time.  properties that no one is aware of.    July 17,2018 Page 2of6  squatters and homeless make the Town look bad. Something needs to be done.  Donnie Potter, Caldwell County Commissioner and citizen of Sawmills, also wanted to talk about the homeless people in Sawmills and the three (3) homes across from Grogan's Small  World and Sawmills Elementary School.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Mayor Johnnie Greene announced Mr. Teddy Wilson as the July Recycle Rewards winner. A credit of thirty-two dollars ($32.00) will be added to  his sanitation bill.  No Council action was required. FINANCIAL MATTERS:  CALDWELL COUNTY DARE DONATION REQUEST: Mayor Johnnie Greene stated that the Caldwell County Dare had requested a donation in the amount oftwo hundred dollars Joe Norman made a motion, and Keith Warren seconded, to give a donation in the amount of two hundred dollars ($200.00) to the Caldwell County Dare. All were in favor.  ($200.00).  DISPOSAL OF UNSCHEDULED RECORDS: Mayor Johnnie Greene stated that the attached list shows all records that staff would like to destroy in accordance with the North Clay Wilson made a motion, and Rebecca Johnson seçonded, for staff to destroy all records  Carolina General Statutes Municipal Records and Disposition Schedule.  on the attached list. All were in favor.  PURCHASE OF SERVICE TRUCK: Mayor. Johnnie Greene stated that during the budget process this year, Council approved the purchase of a new service truck. Public Works Director, Ronnie Coffey, received a quote from Asheville Ford Lincoln for a 2019 Ford F- 350. XLint the amount offorty-one thousand nine hundred eighty-four dollars and twenty-nine cents ($41,984.29); which includes a government discount. The package includes a Meyer LP-8 snow plow and tool box for the bed ofthe truck as well as al basic Ford warranty package: at three (3). year or up tot thirty-six thousand (36,000). mile "Bumper to Bumper" warranty, and ai five (5)year or up to sixty thousand (60,000) mile powertrain warranty. And a five (5) year or up toi fifty thousand (50,000) miles Emissions warranty. The 2018/2019: fiscal year budget included forty-four thousand dollars ($44,000.00) for the purchase of the truck. Clay Wilson made ai motion, and Joe Norman seconded, to purchase a new service truck from Ashville Ford Lincoln in the amount of forty-one thousand nine hundred eighty-four dollars  and twenty-nine cents ($41,984.29). All were in favor.    July 17, 2018 Page 3of6  PURCHASE OF KNUCKLE BOOMI LOADER: Mayor Johnnie Greene stated that during the budget process this year, Council approved the purchase of a knuckle boom attachment. Public Works Director, Ronnie Coffey, received a quote from Public Works Equipment and Supply, Inc., in the amount ofsixty-eight thousand dollars ($68,000.00), foraNuLife-"Brush Hawg" knuckle boom. The 2018/2019 fiscal year budget included seventy thousand dollars Clay Wilson made a motion, and Keith Warren seconded, toj purchase the knuckle boom from Public Works Equipment and Supply, Inc., in the amount of sixty-eight thousand dollars  ($70,000.00) for the purchase of the equipment.  ($68,000.00). DISCUSSION:  WATERA ANDS SEWER GIS DEVELOPMENT AGREEMENTS: Mayor Johnnie Greene stated that the Western Piedmont Council of Governments (WPCOG) has the ability to provide the professional assistance necessary to develop a geographic information system (GIS) for the Town's water and sewer infrastructure. An agreement with the WPCOG would need to be signed to develop a GIS that would encompass both the water and sewer infrastructure. Per the agreement, the WPCOG would be responsible for the development of the system, housing the maintenance of the data, and the necessary training of Town of The GIS system would be created during the 2018/2019 fiscal year, with a cost of eighty-one thousand nine hundred eighty-nine dollars and four cents ($81,898.04) for the water infrastructure, and twenty-six thousand eight hundred thirty-six dollars and ninety-two cents ($26,836.92) for the sewer infrastructure, for a total of one hundred eight thousand eight hundred twenty-five dollars and ninety-six cents ($108,825.96). The necessary funds are Joe Norman made and motion, and Keith Warren seconded, to approve both the Water and Sewer GIS Development Agreements in the combined amount of one hundred eight thousand eight hundred twenty-five dollars and ninety-six cents ($108,825.96) and covering the period  Sawmills staff to utilize the system.  available in the 2018/2019 fiscal year budget.  ofJuly 2, 2018 to June 28, 2019. All were in favor.  NUISANCE ORDINANCE OVERVIEW: Mayor Johnnie Greene stated that the Town of Sawmills Nuisance and Nuisance Vehicle Ordinances (Chapters 91 and 92) outline and describe what constitutes a public nuisance along with the process and procedure to abate Due to the nature of recent complaints, staff would request that Council review these Additionally, staff would recommend to Council, that the Planning and Development Committee meet with staff over the coming months to bring possible recommendations and  nuisances. ordinances.  updates to Council. No Council action was taken.    July 17, 2018 Page 4 of6  PUBLIC COMMENT: No one wished to speak.  JULY CODE ENFORCEMENT REPORT: There are thirteen (13) code enforcement  cases open:  Teresa Annas Compton is the owner ofa dilapidated house located at 4476 Sawmills School Road. The Town can move forward with contracting out abatement efforts (demo and removal) and require reimbursement in the form ofa lien on the property; Carolyn Bray/Robyn Brittian, owner of 2570 Baker Cir. Abandoned mobile home. Town Planner Becca Bleich stated in order to move: forward a final Notice ofViolation packet from the Town Attorney's officei to set al hearing date will be needed before the Town can contract out the abatement efforts (demo and removal) and require John "Jody" McRary and neighbors, Jody Drive. Outdoor storage/junk vehicles in ROW/freight container. Thisisanon-comforing use, Impressive Auto, encroaching on neighborhood and blocking street for Fire & Rescue/Trash Pick-up. Town Planner Becca Bleich stated that she believes that Town Administrator Christopher Todd and Mr. McRary have agreed on a place for relocating the shipping container. The Town has determined which transport service will be utilized. Town Administrator Jose Montes, owner 4321 Cherokee Court. High grass/junk vehicles. Town Planner Becca Bleich stated that she spot checked property on June 14, 2018. Still no proper driveway has ever been installed. Town Planner Becca Bleich stated that a letter was sent giving the owner thirty (30) days to install a driveway. The thirty (30) daysare up on July 14, 2018, and homeowner will start to accrue fines ifi not complaint from Janice Griffin, Trustee ofIona Griffin, 2148 Oaktree Ln. Abandoned, partially burned apartment building. Town Planner Becca Bleich stated that the former Town Planner Leslie M. Meadows spoke with lead contractor Lewis Miller, of Lewis Miller Construction on March 8, 2018. Mr. Miller stated that hei is still waiting for the report from the structural engineer to determine what's salvageable of what remains of the burnt structure. Once cleared to begin reconstruction, Mr. Miller anticipates six (6)t to eight(8)months for completion. Town Planner Becca. Bleich will continue to: monitor; Midland IRA, ownerc of5711 Dream View Point. Nonconforming accessory structure. Town Planner Becca Bleich stated that she spot checked property in April. An accessory structure has been placed on the property before the principal structure has been constructed. Letter was sent on May 23,2018 with a deadline to. remove structure Jane Greene, owner of 4446 Villa Ln. Outdoor storage encroaching on neighbor. Town Planner Becca Bleich stated that she spot checked the property on April 18, 2018. The brush pile in the rear yard needs to be removed and tarp in the carportneeds  reimbursement in the form of a lien on the property;  Christopher Todd will have timeframe for the relocation;  that date;  by June 7,2018;    July 17,2018 Page 5of6  to be replaced. Town Planner Becca Bleich stated that a letter was sent on April 18, 2018 with a deadline of May 3, 2018. Town Planner Becca Bleich started that the Grant and Jamie Mortez, renters of 4515 Betts St. Livestock (goats) in platted subdivision. Town Planner Becca Bleich stated that the complaint was verified and a NOV letter sent to landowner of rental property with a deadline of April 5, 2018. Town Planner Becca Bleich stated that the Town received another complaint on May 29, 2018. Town Planner Becca Bleich stated that another letter was sent on May 29, Chun Walker, owner of4125 Shoun Dr. Overgrown vegetation. Town Planner Becca Bleich stated that she spot checked property on. May 23, 2018. ANOV: letter was sent Deborah Murphy, owner of 5538 Land Harbour Dr. Noncontorming accessory structure. Town Planner Becca Bleich stated that she spot checked the property on May 22, 2018. Town Planner Becca Bleich stated that there is no issue with the accessory structure in question. Therei is, however,ap port-a-potty on the property from construction being done on the house. Town Planner Becca Bleich stated she will Charlie Triplett, owner of 6090 Spartan Dr. Discharging firearms. Town Planner Becca Bleich stated that a cease and desist letter was sent on May 30, 2018; Marty Rierson, owner of mobile home at 4095 Gatewood Dr. Overgrown vegetation and trash. Town Planner Becca Bleich stated that she spot checked the property and sent first NOV letter out on June 14, 2018. Town Planner Becca Bleich stated that she received more complaints on June 27, 2018. Town Planner Becca Bleich stated that she spot checked the property again on July 3, 2017 and that the property was still in violation. Staff became aware that the property is under new ownership SO letters weren't being received. Town Planner Becca Bleich spoke with new owner on July 12, 2018, and new owner stated that the property will be cleaned up within ten (10) days. Case will be closed if property is cleaned up by July23, 2018; Bank ofNC, owner of6 6005 Spartan Dr. Overgrown vegetation. Town Planner Becca  issues have been resolved and case is closed temporarily;  2018 with a deadline of. June 14, 2018;  on May 23,218 with a deadline of. June 7, 2018;  continue to monitor the property;  Bleich stated that a NOV letter sent July 3, 2018.  No Council action was required.  COUNCIL COMMENT: Mayor Johnnie Greene asked if anyone on the Council had any Joe Norman wanted to thank everyone for coming out. Joe Norman also stated that staff was working with the Caldwell County Sheriff's Department and homeowners about the squatting and homeless issues and hoped that things will get resolved soon. Joe Norman also stated that he hoped everyone would come back to next month's Council meeting. Mayor Johnnie Greene wanted to thank everyone for coming out and hoped everyone would  questions or comments at this time.  come back.    July 17, 2018 Page 6of6  COUNCIL ADJOURN: Mayor Johnnie Greene asked for a motion to adjourn.  Jeff Wilson made a motion, and Joe Norman seconded, to adjourn the meeting. All were in  favor.  Johnnie Greene, Mayor  Julie. A. Good, Town Clerk    AGENDA ITEM7A  MEMO DATE: SUBJECT:  August 21,2018 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Danny Malcolm 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 ITEMS 8A  MEMO DATE: SUBJECT:  August 21, 2018 Financial Matters: Request for Donation  Discussion:  The Town has received a request from Promises ofl Hope for a donation in the amount of two  hundred dollars ($200.00).  There are sufficient funds in the budget for this request.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    ATEO  Town of Sawmills  Johnnie Greene, Mayor  Christopher Todd, Town Administrator  Funding Request:  Name of Organization'p  Phone  Promises 6P HopE  #8256 39L .4300 Zip Code: 2%30  Permanent Address: G Park_5quare  City: Granik Falk Contact Name:  State: NC Fed Tax ID#:  Malin lustin * endAobo  Amount Requested:  Amount needed for the Project: Project Begin/End Dates:  9200  1200" Bugust31,2649  Date Funds Needed: bepl-1,208 Complete description of project: Clok-nAlaath ar yomier How will the funds be used?: panacks aasd  Prominen 08 Hope in a Maa-pmpt chanty that laeuefits claildress Asa Caldiselo ddusstiy Amek asis Miomusds artar Kpare  d'ahhmesy anel dher  an  1E34  licdidag  Tae Aseb. wlllguscd h pucplaase aadaool AMppLmAaaL  Ohser iiosl MLEA Dlasidatse usay saical dunig - de  Acivool yar 4 our  progran, How will this' project benefit the community?:  Tispmijuet binsejts Ms calsimttaity loyhepiug chilalrs st  Aio at portcialed Aasd 1 wea a moatal hcalHu Aervicen ai aasel  Official TownUseOnly  Date application received: oehs Date approved/denied (circle one): Date check written:  Date presented to Council: Amount approved:  slahs  Available balance in Governing Body Expense Acct: 41800.00  Check #:  Amount:  This instrument has been preaudited In the manner required by the Local Government Budget and Fiscal Control Act. daue clerg    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  August 21,2018 Financial Matters: Request for Donation  Discussion:  The Town has reçeived ai 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.    Town of Sawmills  Johnnle Greene, Mayor  Christopher Todd, Town Administrator  Funding Request:  Name of Organization:  Phone  Caldwell County Sckols #(828)738-8407  Permanent Address: 1914 Hickory Blvd.,sw  City:  State: NC Fed Taxl ID#:  Zip Code:  Lenoic Contact Name:  286045  David Sohnson  56-40000998  Amount Requested:  Amount needed for the Project: Project Begin/End Dates:  814,000.00  53,000 7-208-6-209  Date Funds Needed: 7-1-18 Complete description of project:  To fund An SRoat Sawmills Elementry Schoal.  How will the funds be used?: To Fund  SRD  How will this project benefit the community?: Provide, ncreased security for and Vno Commun  studonts staff,  Date application received: a/14k8 Date approved/denied (circle one): Date check written:.  Official Town UsaOnly  Date presented to Council: slavhs  Available balance in Governing Body Expense Acct: 14.000.00 Amount approved:  Check! #:  Amount:  This Instrument has been preauditedi In the manner requined by the Local Government Budget and FIscal Controi Act. hover claf    AGENDAITEM8A  MEMO DATE: SUBJECT:  August 21,2018 Financial Matters: Credit Card Purchases Resolution and Policy  Discussion:  The Town needs to review its electronic purchasing policies in order to stay up to date with Attached is a Resolution authorizing the purchases, by electronic payment, as defined by GS Also attached is an updated policy outlining the specifics of purchases ofmaterials, supplies  changes in the general statutes. 159-29 or GS 115C-441.  and/or services for the Town, by authorized personnel.  Recommendation:  Staffrecommends Council to approve both resolutions and their associated policies.    TOWN OF SAWMILLS  Resolution Authorizing The' Town of Sawmills to Engage in Electroniç Payments as Defined by G.S. 159-28 or G.S.115C-441  WHEREAS, it is the desire ofthe' Town Council that the Town ofSawmills be properly authorized to engage in electronic payments as defined by G.S. 159-28 or G.S, 115C-441. WHEREAS, it is the responsibility ofthe Finance Officer, who is appointed by and serves at the pleasure of the Town Council of the Town of Sawmills to adopt a written policy outlining procedures for pre-auditing obligations that will be incurred by electronic payments as: required by WHEREAS, it is the responsibility of the Finance Officer, who is appointed by and serves at the pleasure of the Town Council, to adopt a written policy outlining procedures for disbursing public funds by electronic transaction as required by NC. Administrative Code. 201 NCAC 03.0410; NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Sawmills as Section 1. The' Town of Sawmills is now therefore: authorized to engage: in electronic payments Section 2. The Finance Officer shall, with the assistance ofthe Town Administrator and Town  NC Administrative Co ode 20: NCACO 03.0409;  follows:  as defined by G.S. 159-28 or G.S. 115C-441;  Attorney, prepare a written policy youtlining procedures for pre-auditing obligations that willl bei incurred by electronic payments as requiredbyNC/ Administrative Code  201 NCACC 03,0409;  Section 3, The Finance Officer shall, with the assistance ofthe Town. Administrator and Town  Attorey prepare a written policy outlining procedures for disbursing public funds byelectronic transaction asi gindyNCAaminitalne Code 20NCAC03.0410;  and 20  Section 4. This Resolution shall be effective now this the  day of  Town ofs Sawmills By:  Mayor    Attest:  Clerk  Approved to form.  Town Attorney    L.  Clerk of the Governing Body of the Town  of Sawmills, do hereby certify that the foregoing resolution is a true and exact copy of the "Resolution authorizing the' Tow of Sawmills to engage in electronic payments as defined by G.S. 159-28 or G.S. 115C-441" dulya adopted by the Governing Body oft the Town of Sawmills at  ther plirmstaguerafyal andl heldon  aquorum being day of  present.  WITNESS my hand at  N.C., this the  20  Clerk    TOWN OF SAWMILLS  RESOLUTION AUTHORIZING UTILIZATION OF CREDIT CARDS  THAT, WHEREAS, the Town ofCouncil ofthe Town of Sawmills desires to establish procedures and guidelines for using a' Town issued Credit Card to purchase materials, supplies and/or services THAT, WHEREAS, the Town Council of the Town of Sawmills does find the issuance ofa Town Credit Card has been proven to be an effective tool and timely method for obtaining materials, supplies and/or services tol help Departments maintain consistent flow of day to day operations. NOW, THEREFORE, the Town Council does hereby establish al Policy for Credit Card usage as  by electronic means on behalf of the Town of Sawmills.  follows:  Town issued Credit Cards should only be used when:  a) Making purchases for materials, supplies and/or services that are: for the official use b) Making purchases for materials, supplies and/or services that cannot be paid by c) Making purchases for materials, supplies and/or services online or directly (in- d) Purchases, regardless of type, made with a Town issued Credit Card should not exceed the purchase transaction limit authorized by the Town Administrator and e) Town issued credit cards will be assigned to employees who have direct authorization to make purchases using this method as approved by the Town  ofthe Town of Sawmills only. means of an official check.  person).  Finance Officer. (See Exhibit A). Administrator and Finance Officer.  I.  PROCEDURB:  To ensure the process operates efficiently and within an acceptable internal control structure, a  timelyresponse to each oft the following elements is required:  A. Issue/Return of Credit Card.  1 ii  The ephbyemutisadoumsiatsmastaonvetibngssemat tot theconditions The Town Administrator will determine the purchase level authority of the employee and sign the enrollment form indication approval; iii The Finance Office will: review the enrollment form and obtain the creditcard iv Changes in spending / authority levels must be authorized by the Town Administrator in writing and then submitted to the Finance Department fr  ofcard use (see Exhibit A);  for the approved employee;  processing;  :239905.1    v) Any employee who received a Town issued Credit Card must turn the card into the Finance Officer immediately upon resignation or termination, Department. Heads aret tonotifythel Finance Oficerimmediatlyiftbe Town issued Credit Card has been lost, stolen, or compromised. The Finance Officer is responsible for canceling and obtaining all Town issued Credit Cards. All expired, or wor cards should be turned into the Finance Officer ii) All purchasingi rules and procedures aret to: follow the pre-audit requirements ina accordancet tol NCAdministrative Code 20NCAC03.0409, and theses shall apply when making purchases for materials, supplies and/or services on behalfoft the Town by means ofa Town issued Credit Card; iii) Town Credit Cards are to be used for Town business only. The use of the credit card to acquire, or purchase, materials, supplies and/or services other than for official business is strictly prohibited; iv) The cardholder is responsible for maintaining all vendor receipts and/or records until such time as the receipts/records are due to the Finance v) The cardholder is responsible for all purchases made on the assigned card regardless of who used the card; unless the card was used in a fraudulent vi) Towncredit cardsshouldnoti bes shared and cardholderss shallnotdelegateuse of the card to another employee without proper approval from the Town  B. UseofTown Issued Credit Cards.  1)  for proper documentation and disposal;  Department;  manner after loss or theft; Administrator.  C. Procedure for PaymenvDsbursement for Credit Card Charges.  i)  Each Department. Head: should ensuret thats sufficient funds are availableint the Budge, with confirmation by the Finance Officer to pay for one month or ii) Bachreceiptmust contact the olowingimfomationregardingtietramsaction  more of anticipated purchases made using this method; before submitting to the Finance Officer for payment:  Card type and last 4 digits ofcard number Date transaction. / purchase occurred Brief description oft transaction Total amount oft transaction Sales tax amount if applicable County where transaction occurred  Employee and Department Head signature (ifrequired)  ii) The cardholder must submit itemized receipts to match the monthly credit card statement. Ifareceipt has been lost, the cardholder must make a diligent attempt to obtain a duplicate receipt from the vendor. Int the event this is not available, a "Lost Receipt Form" (Exhibit B) must be completed, which  :239905.1    includes a detailed description and must be approved by the Town Administrator. The Finance Department hast theright to seekre reimbursement from an employee for undocumented and/or unauthorized purchases. iv) The cardholder should submit all receipts to the Finance Department on a weekly basis, or no later than the last day of each month. v) The Finance Officer will then review all receipts to ensure compliance with all purchasing and pre-audit requirements and mandates. Once confirmed, the Finance Officerwill: applycharges to appropriate linei item()andprocess  the payment to the credit card vendor.  D. If a charge is anticipated that is above the level approved for the cardholder, the cardholder must. submit a written request to the Town Administrator requesting a changepriort tor makingarypurchaseg. Ifapproved, an amended authorization form will be completed by the Finance Officer to permanently change the authorization level. Charges are not allowed to be split to avoid low transaction limits without  priorauthorization: from the Town Administrator.  II. TEMPORARY CARD USERS:  Onoccasion, other employees, and Elected Officials, will need to make purchases, or pay for travel expenses, as appropriated in the budget. When those occasions arise, a credit card will bej provided Employees and/or Elected Officials; "Temporary cardholders" must adhere to the following  by the Finance Department.  guidelines: a)  Follow all guidelines and procedures as outlined in this policy;  b) If using a credit card for travel purposes (overnight stay required), the temporary cardholder can sign the card out one (1) day prior to travel and must return the card nol later than one (1) day after their return. All receipts, including hotel charges, are tol be turned in at the same time as when the credit card is returned to Finance; c) Ifa credit card is needed to make a single purchase throughout the course ofa business day, and will be made offsite, the employee and/r Elected Official will be required to sign the credit card in and out with the. Finance Department. Receipt(s)  should be turned in when the card is returned to Finance.  II. ACTION DUB TO INAPPROPRIATE OR ACCIDENTAL USE:  The use ofa Town issued Credit Card to acquire, or purchase goods and services, other than fort the official use ofthe Town of Sawmills is considered fraudulent use. However, the Town recognizes that accidental use can occur. The Town reserves the right to cancel an individual employee card  at any time due to any type of abuse.  :239905.1    a) Ifac cardholder accidentally uses a' Town issued Credit Card for aj personal purchase, the Finance Department should be contacted immediately upon discovery. Ifthe Finance Officer discovers the error, the employee will be contacted immediately. Bmployee must submit a "Credit Card Reimbursement Form" (Exhibit C), along with the full reimbursement. Records of accidental personal use will be maintained by the Finance Department, In the event accidental use by a cardholder is detected on a repetitive basis, the Town Administrator will be notified and the employee  b)  may be subject to disciplinary action.  IV. INAPPROPRIATE OR FRAUDULENTUSE: notified immediatelyregarding the transaction,  Ifacardholder makes an inappropriate, or fraudulent purchase, the Town Administrator shall be  a) Aealampilyatsmahmus, orr repettiveimapproptiate charges, will bes subject to disciplinary action, up to and includingdismissal, ins accordance with the guidelines ofthe' Town's] Personnel Policy. The Town has the right tofilea apolicei report and press charges for fraudulent use ofthe Town issued b) Recondsofimapproptiate use willl bei maintained byt thel Finance Department. The Town Administrator will bei notified about anynotable amount ofabuse  Credit Cards.  at the discretion of the Finance Department  Adopted this the  day of  20  Town of Sawmills  By:  Mayor  ATTEST:  Clerk  :239905.1    POLICY FORMS (Exhibits A-C)  1. Credit Card Authorization Form 2. Lost Receipt Form Credit Card Reimbursement Form  3.  :239905.1    EXHIBIT A TOWN OFSAWMILLS Credit Card Authorization Form  (Sections Ithrough IV should be completed prior to submission to the Finance Department)  I. Name: Title:  Employee/Candholderin information:  Department: Employee #  IL. Card Limits: Please Choose One Level:  Transaction $250 $300 $375 $500 $750  Daily $500 $600 $750 $1,000 $1,250  Monthly $1,500 $2,000 $2,500 $3,000 $3,500  Levell Level2 Level 3 Level4 Level: 5 I. Approval:  Christopher Todd Town Administrator IV. Cardholder's Agreement behalfoft the Town. accordance to this policy. by me and is my responsibility.  Iunderstand that the use of the Town of Sawmills' credit card is for purchases made on Iwill be expected to use the Town ofs Sawmills' credit card issued to me as directed and in Iwill not permit another person to use the Town of Sawmills' credit card issued to me (unless approved). Any such purchases made with my card will be considered to be made Iwill be responsible for the safe keeping oft the town of Sawmills' credit card issued to me, and, if lost, Iwill report its loss immediately to the Finance Department. Iunderstand that my personal credit will not be affected ywywafhefowmafsmmiliy  credit card.  :239905,1    Thel use ofa Town ofSawmills' credit card to acquire, or purchase goods and services, for other than the official use ofthe' Town of Sawmills is fraudulent use. An employee guiltyoff fraudulent use will be subject to disciplinary action, up to and including dismissal. In addition, I agree that any reimbursement owed the Town, as al result of this type ofuse, may! be deducted from my wages, or  other monies owed to me by the Town.  Ihave read, understand and agree to the conditions above:  Employee's signature: Date: V. Card Receipt: Credit Card Number: Date Issued to Cardholder: Finance Officer:  :239905.1    Exhibit B  LOST CREDIT CARD RECEIPT FORM  Date ofPurchase: Merchant Name; Amount ofPurchase:  Description & Purpose of Purchase:  Why is the original receipt, or appropriate documentation, missing?  Icertify that Ihave contacted the merchant and was unablet to obtain a copy ofthe purchase documentation.  Ialso certify that this purchase was made for an official Town business purpose.  Cardholder's signature: Cardholder's printed Name: Department.  Form must also be reviewed, and approved, by the Town Administrator before submitting to the Finance  Town Administrator's: signature: Town Administrator's) Printed Name:  This form is to be used as documentation only if the actual receipt, invoice, internet order screen, or appropriate substitute is unavailable for a purchase made on a Town issued Credit Card. It must be filled  out completely and signed by both the cardholder and Town. Administrator.  Dated received by Finance: Finance Officer:  :239905.1    EXHIBIT C TOWN OF SAWMILLS Reimbursement Form  (For Accidental, or Inappropriate Use ofa' Town Issued Credit Card)  Complete this form if you accidentally used your credit card for non-Town of Sawmills use (including personal use), or if you used a credit card inappropriately and have been contacted by the Finance Department for reimbursement. This form, original receipts and a copy ofthereimbursement check should be attached to this form and submitted to the Finance Department after it is signed by the Town  Administrator.  **REMINDER**  Appropriate action will be taken against personnel for inappropriate use that is repetitive and/or intentional according to the credit card procedure. Infrequent, inadvertent personal use that is quickly acknowledged and reimbursed should not result in action against the cardholder,  Date of Purchase: Merchant Name: Amount ofPurchase: Form of Reimbursement:  Check  Describe the nature of the accidental, or inappropriate use and how it occurred:  Describe how you plan to prevent future misuse.  Cardholder's signature: Cardholder's printed name: Town. Administrator's. signature: Town Administrator's; printed name: Received by Finance on  Finance Office:  :239905.1    AGENDA ITEM 8D  MEMO DATE: SUBJECT:  August 21, 2018 Financial Matters: Fire Department Donation  Discussion:  The Sawmills Volunteer Fire Department is celebrating its 60th Anniversary with an open house scheduled for September 16th. In order to show support for the event a donation of $750.00is recommended to help fund the open house and any auxiliary activities to the event.  Recommendation: Volunteer Fire Department.  Staffrecommends Council to approve a donation for the amount of $750.00 to the Sawmills    AGENDAITEM9A  MEMO DATE: SUBJECT:  August 21, 2018 Discussion: Street Repair Bids  Discussion:  The bid opening for the Trojan Lane, Sigmon Drive and Withers Drive street projects occurred on July 24, 2018. Three (3) bids were: received. The lowest bid was submitted by Carolina Paving of Hickory, Inc, ofHickory, North Carolina, for a total bid amount oftwo hundred twenty-nine thousand three hundred and twenty-five dollars ($229,325.00). The bid packages The town budgeted a total oftwo hundred thousand dollars ($200,000.00) for the paving  have been reviewed by West Consultants, PLLC on behalf oft the town.  projects, which is to include construction and engineering.  Itist the recommendation of staff for the Town Council to award the contract to Carolina Paving for only Withers Drive and Trojan Lane, along with only a portion of the proposed Sigmon Drive project in order to stay within the budgeted amount. The total estimated cost would be one Attached is the letter from West Consultants stating that Carolina Paving is qualified to do this  hundred and eighty-five thousand dollars ($185,000.00).  project.  Also attached is al bid summary of all submitted proposals.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    WEST  405 South Sterling Street, Morganton, NC2 28655  CONSULTANTSAIc 828 433 5661 / fax8284 4335662 / moPweskconsulenicon  August 6, 2018  Mr. Christopher Todd Town of Sawmills 4076 US Highway 321-A Granite Falls, NC 28630 RE: Bid Results  2018 Street Patching Project  Dear Mr. Todd:  On Thursday, July 19, 2018, at 2:00 PM three (3) bids were received and opened for this project. The low bid submitted was from Carolina Paving of] Hickory, Inc., Hickory, North Carolina. Their total bid is $229,325.00, based on the unit prices submitted and based on the estimated quantities. Our office has worked with this company several times in the past and we feel that We recommend awarding all of Part A (Withers Drive) and Part C (Trojan Lane) ofthe contract, along with a portion of Part B (Sigmon Drive), for an estimated contract price of$185,000. Ihope this information is useful to the Council as they consider these bids. Please let me. know if  A certified copy oft the bid tabulation is enclosed for your review.  Carolina Paving ofHickory, Inc. is qualified to complete this contract.  you need more information. Sincerely,  WEST CONSULTANTS, PLLC Sypak ToddJ J. Poteet, PE Enclosure    G6 N  u    AGENDAITEM9B  MEMO DATE: SUBJECT:  August 21, 2018 Discussion:  Code Enforcement Ordinance  Discussion:  The Town of Sawmills Town Council received an overview oft the town's nuisance ordinances during the July Town Council meeting. At that time, it was determined that the Code Enforcement Committee would discuss any need for the council to amend the ordinance. The Code Enforcement Committee met and decided that the full council needs to be part of  discussion regarding any amendment to the nuisance ordinance.  The current ordinance reads "The Town Manager, upon notice from any person, on a pre-printed form to be provided by the Town Clerk, of the existence of any the conditions described in 91.01, shall be cause to be made by the appropriate County Health Department official or town This ordinance requires a complaint to be first filed on a written document by the complainant before a case be opened for examination. For the staff to act otherwise would require an  official, such investigation as may be necessary.."(91.02 Investigation)  amendment to the town ordinance.  Attached to this memo is an exert of Sawmills, Lenoir, Granite Falls, and Hudson'sr respective  ordinance handling issues related to tall grass and nuisances.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    Nuisances; Sanitation; Environment  9  days, the town may proceed to correct the same as authorized by this section. Service of suchi notice shall  be by any one of the following methods:  (1) By delivery to any owner personally or by leaving the notice at the usual place of abode of the owner with a person who is over the age of 16 years and a member of the. family of the owner. (2) By depositing the notice in the United States post office addressed to the owner at his or (3) By posting and keeping posted, for ten days, a copy of the notice, in placard form, in a conspicuous place on the premises on which the violation exists, when notice cannot be served by (C) Ifthe owner of any property fails to comply with a notice given pursuant to this section, within ten days after the service of such notice, he or she shall be subject to prosecution for violation of this section in accordance with law and each day that such failure continues shall be a separate offense. In addition, the Town Administrator or designee may have the condition described in the notice abated, removed or otherwise corrected and all expenses incurred thereby shall be chargeable to and paid by the owner of the property and shall be collected as taxes and levies are collected as set forth in G.S. $160A-193. All such expenses shall constitute a lien against the property on which the work was done. (D) The procedure set forth in this chapter shall be in addition to any other remedies that may now or hereafter exist under law for the abatement of public nuisances, and this chapter shall not prevent the town from proceeding in a criminal action against any person, firm or corporation violating the  her last known address with postage prepaid thereon.  subsections (1) and (2).  provisions of this chapter as provided in G.S. $ 14-4.  (E) In accordance with the G.S. 8 160-175 and the town code of ordinances, violation of this  chapter shall subject the offender to the penalty provisions of 8 10.99 (1991 Code, $ 82.01) (Ord. passed 1-22-1991; Ord. passed --2010)  891.02 INVESTIGATION.  The Town Manager, upon notice from any person, on a pre-preprinted form to be provided by the Town Clerk, of the existence of any of the conditions described in $ 91.01, shall cause to be made by the appropriate County Health Department official or town official, such investigation as may be necessary to determine whether conditions exist which may constitute a public nuisance as declared in $91.01. The individual conducting the investigation shall submit a written report, onapre-printed form tol be provided by the' Town Manager, summarizing the investigator's findings to the' Town Clerk within  30 days of contact by the Town Manager regarding the need for an investigation. (1991 Code, 8 82.02) (Ord. passed 1-22-1991; Ord. passed 9-18-2007)    7/24/2018  Lenoir, NC Code of Ordinances  (16) Property owners are required to maintain any area oft their property which is located between a public the curb of a paved streeti in accordance with the guidelines set forth in this section. (b) Appeal from a notice of violation initiated by the city council shall be made to county superior court  within 30 days following the issuance of such order.  (Code 1977,58-4002; Ord. of3-18-2014,5 $3:0rd.of92.20142) Sec. 12-13. - Dutyt to cause investigation of possible nuisances.  The code administrator or designee, upon notice from any person of the existence ofany oft the conditions described in this article, shall make such investigation as may be necessary to determine whether in fact such condition  exists as to constitute a publicnuisance. (Code 1977,58-4003)  Sec. 12-14. Duty to give notice of existence of nuisance; requiring abatement.  (a) Upon a determination that a public nuisance as described in this article exists, the city shall notify in writing the person inj possession oft the premises in question of the condition constituting the public nuisance and shall order the prompt abatement thereof. The city will allow at least 15 days from the (b) Within the period for abatement specified on the notice of violation, the owner oft the property may request in writing a review oft the nuisance determination by the chief of police or his designee. Such written request shall stay the abatement of the nuisance by the city until the completion of the review by the chief of police or his designee, unless the city officer or inspector making the nuisance determination and notice certifies in writing to the chief of police or his designee and to the offender that, because of the facts stated in the certificate, a stay would cause imminent peril to life or property or that, because the violation is transitory in nature, a stay would seriously interfere with the effective enforcement of this article. In that case, abatement proceedings shall not be stayed except by order of the chief of police or his designee or a court, issued on application of the party seeking the stay, for due cause shown. In the (c) The chief of police or his designee, in the event a review is requested as provided in this section and after hearing all interested persons and reviewing the nuisance determination, may reverse the findings made pursuant to subsection (a) oft this section. However, if the chief of police or his designee upholds the findings, and declares the condition existing on the property to be a danger and' hazard to the health, safety, morals and general welfare of the inhabitants of the city and a public nuisance, he may direct the (d) The chief of police, in his sole discretion, may refer the review of any notice of violation to the city council rather than conduct the review himself when he finds good cause for such review by the council, (e) Ifany of the above-defined nuisances are found to exist, the responsibility for abatement shall rest with the owner, occupant or person in possession of the property or their agent, notwithstanding that the nuisance is found to exist, wholly or in part, within a city easement which crosses private property. () Nothing in this section shall prevent the property owner or responsible party from abating the nuisance in question in accordance with the notice of violation priort to any requested review by the offender.  receipt of such written notice for abatement of the nuisance.  event no appeal is taken, the city may proceed to abate the nuisance.  appropriate personnel to cause the condition or conditions to be abated.  5/10    4  Granite Falls - Public Works  50.71 Investigation; notice to abate 50.72 Summary abatement 50.73 Notice required 50.74 Hearing procedures 50.75 Orders 50.99 Penalty  GENERAL PROVISIONS  $50.01 DEFINITIONS.  For the purpose of this chapter, the following definitions shall apply unless the context clearly ABANDONED MOTOR VEHICLE. A vehicle that is left on public grounds or town-owned property in violation of a law or ordinance prohibiting parking, is left for longer than 24 hours on property owned or operated by the town, is left for longer than 2 hours on private property without the consent of the owner, occupant, or lessee of the property, or is left for longer than 7 days on public GARBAGE. All solid wastes capable of being rapidly decomposed by microorganisms, including but not limited to animal and vegetable wastes resulting from the handling, preparation, cooking, and consumption of food, as well as animal offal and carcasses, but excluding sewage and human wastes. JUNKED MOTOR VEHICLES. An abandoned motor vehicle that also is partially dismantled or wrecked, cannot be self-propelled or moved in the manner in which it was originally intended to move, is more than 5 years old and appears to be worth less than $500, or does not display a current license plate when the motor vehicle is required by laws of this state to have a license plate to operate on the MOTOR VEHICLES. Any machine designed or intended to travel over land or water by PUBLIC WORKS DIRECTOR. The Public Works Director or any other person designated by the Manager to perform the functions and exercise the responsibilities assigned by this chapter to the Public REFUSE. All solid wastes except garbage and solids that are dissolved or suspended in domestic,  indicates or requires a different meaning.  grounds.  public roads.  self-propulsion or while attached to a self-propelled vehicle.  Works Director.  commercial, or industrial waste water effluent.  2010 S-1 Repl.    Section 9.17  Health and Sanitation  9-3.5  ARTICLE2  Growth of Weeds and Accumulation of Refuse Regulated (Amended 7/18/2017) Section 9.17 Uncontrolled growth of weeds and The existence of any of the following conditions on any vacant lot or other parcel ofland within the corporate limits is hereby declared to be dangerous and prejudicial to the public health or safety and to constitute a public nuisance: (1) The uncontrolled growth ofr noxious weeds or grass to a height in excess of twenty-four inches causing or threatening to cause a hazard detrimental to the public (2) Any accumulation of animal or vegetable matter that is offensive by virtue of odors or vapors or by the inhabitance therein of rats, mice, snakes, or vermin ofany kind which is or may be dangerous or prejudicial to the (3) Any accumulation of rubbish, trash, or junk causing or threatening to cause ai fire hazard, or causing or threatening to cause the accumulation of stagnant water, or causing or threatening to cause the inhabitation therein of rats, mice, snakes, or vermin of any kind which is or may be dangerous or prejudicial to the public health. (4) Any condition detrimental to the public health which violates the rules and regulations of the County Section 9.18 Complaint and investigation. The Town Code Enforcement Officer, upon notice from any person oft the existence ofa any ofthe conditions described in Section 9.17, shall cause to be made by the appropriate County Health Department official, or Town official, such investigation as may be necessary to determine whether, in fact such conditions exist as to constitute a public nuisance as declared in Section 9.17. Section 9.19 Notice to abate nuisance. Upon a determination that such conditions constituting a public nuisance exist, the Town Code Enforcement Officer shall notify, in writing, the owner, occupant or person in possession of the premises in question of the conditions constituting such public nuisance and shall order the prompt abatement thereof within fifteen days from the Section 9.20 Failure of Owner to abate nuisance. If any person, having been ordered to abate such a public nuisance, fails, neglects or refuses to abate or remove the condition constituting the  accumulation of refuse declared public  nuisance.  health or safety.  public health.  Health Department.  receipt ofs such written notice.    1  EEE  0 -  n Iallt  3  EA    AGENDAITEM  MEMO DATE: SUBJECT:  August 21, 2018 Updates: Code Enforcement Monthly Report  Discussion:  The attached report shows the progress that the Town of Sawmills Planner Becca Bleich  continues to make throughout the town. Recommendation: No Council action required.