AGENDA Sawmills Town Hall Tuesday, March 22, 2016 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. Public Hearing: DuffDrive Sewer Project A. Open Public Hearing B. StatfComments/Recommendations C. Public Comment D. Close Public Hearing E. Council Action 9. Financial Matters: 10. Discussion:  Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Lisa Helton Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson  A. February 16, 20161 Regular Meeting Minutes B. February 16, 2016 Closed Session Minutes  A. Disabled American Veterans Chapter 61 Donation Request  B. Public' Works New Mower Quotes A. Farmers Market Gazebo B. Farmers Market Rules D. USI Motto Placement and Style A. SBEA February Progress Report B. Duff Drive Sewer January Progress Report C. Code Enforcement Report D. Council Comment 12, Adjourn  Water and Sewer Payment Schedule/Notification Process  11. Updates:    Page lof7  TUESDAY, FEBRUARY 16, 2016  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Joe Wesson Gerelene Blevins Jeff Wilson Joe Norman Keith Warren Reed Lingerfelt  STAFF PRESENT Christopher Todd Julie Good Terry Taylor  CALL TO ORDER: Mayor Joe Wesson called the meeting to order. INVOCATION: Pastor David Woods gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Joe Wesson led the Pledge of Allegiance.  ADOPT AGENDA: Mayor Joe Wesson asked for a motion to adopt the February 16, 2016 Agenda with the addition of Item 9F: Helton Road Stabilization and Item 9G: Farmers Joe Norman made ai motion, and Gerelene Blevins seconded, to adopt the February 16, 2016 agenda with the addition of Item 9F: Helton Road Stabilization and Item 9G: Farmers  Market Gazebo.  Market Gazebo. All were: in favor.  APPROVE JANUARY 19, 2016 REGULAR MEETING MINUTES: Mayor Joe Wesson asked for ramotion to approve the January 19, 2016: regular meeting minutes. Reed Lingerfelt made a motion, and Joe Norman seconded, to approve the. January 19, 2016 APPROVE JANUARY 19, 2016 CLOSED SESSION MINUTES: Mayor Joe Wesson asked for a motion to approve the January 19, 2016 closed session minutes. Gerelene Blevins made a motion, and Keith Warren seconded, to approve the January 19, APPROVE JANUARY 21, 2016 SPECIAL SESSION COUNCIL MINUTES: Mayor Joe Wesson asked for a motion to approve the January 21, 2016 special session council Joe Norman made a motion, and Gerelene Blevins seconded, to approve the January 21,  regular meeting minutes. All were in favor.  2016 closed session minutes. All were in favor.  minutes.    February 16, 2016 Page 2 of7  2016 special session council minutes. All were in favor.  APPROVE JANUARY 21, 2016 SPECIAL SESSION CLOSED SESSION MINUTES: Mayor Joe Wesson asked for a motion to approve the January 21, 2016 special session Reed Lingerfelt made a motion, and Joe Norman seconded, to approve the January 21, 2016  closed session minutes.  special session closed session minutes. All were in favor.  PUBLIC COMMENT: Mayor Joe Wesson asked if anyone had any questions or Billy Slater, Lisa Slater, Bobby Mosteller, Johnny Clarke and Shirley Pruett all signed up to speak regarding sewer for the entire Town of Sawmills. All speakers agreed to let Billy Billy Slater stated that Sawmills has been a Town for twenty-eight (28) years and the Town should worry more about the needs ofthe citizens than the wants. Billy Slater stated that the Town should have put sewer in the entire town ten (10) years ago. Billy Slater stated that a lot of the homes in and around Virginia Acres have failing septic systems and the citizens cannot afford to have the systems pumped. Billy Slater stated that the average amount a citizen has to pay to have their septic tank pumped is two hundred fifty dollars ($250.00). Billy Slater stated to the Council that if septic tanks fail and the homeowner cannot have it fixed then that house is in danger of being condemned. Ifthe houses get condemned, then the citizens are forced to move from Sawmills. Billy Slater stated that the number one (1) Billy Slater stated that he had some suggestions to help with the problem until Sawmills  comments at this time.  Slater be the spokesman for the group.  priority for Sawmills should be its infrastructure. could get sewer to all its citizens. They are:  Talk to all the septic companies to see if Sawmills could contract with one (1) company for a lower price and use that company for all septic tank problems;  and  Town can buy their own pump truck.  Billy Slater thanked Council for giving him the time to speak on the matter.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Mayor Joe Wesson announced Ms. Alesa Tingler, as the February Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added tol her sanitation bill. Mayor Joe Wesson stated that her certificate would be available  at the Town Hall for pick up. No Council action was required.    February 16, 2016 Page 3 of7  FINANCIAL MATTERS:  BUDGET AMENDMENT: Mayor Joe Wesson stated that at the January 19, 2016 Council Meeting, the Council approved the amount of four thousand dollars ($4,000.00) be appropriated for the purchase and upgrading of broadcast and recording equipment by the Caldwell County Government Channel. The budget amendment ordinance will need to be Joe Norman made a motion, and Reed Lingerfelt seconded, to approve the budget amendment ordinance for an expenditure of four thousand dollars ($4,000.00) to be paid to the Caldwell County Government Channel to help with the cost of upgrading and repairing  reviewed and signed.  the recording and broadcasting equipment. All were in favor.  DISCUSSION:  IN GOD WE TRUST SIGN: Mayor Joe Wesson stated that the Town of Sawmills has been approached by the US Motto Action Committee to determine the interest of the Town Audrey Yancey, a Representative with the US Motto Action Committee, gave aj presentation regarding putting the US Motto on both the outside and inside of the Sawmills Town Hall. Audrey Yancey stated that the US Motto Action Committee's sole purpose is to promote patriotism by encouraging elected officials to "Vote Yes"t to display In God We Trust in and on their government buildings. On July 30, 1956, during the Dwight D. Eisenhower administration, the US Congress adopted In God We Trust as the official National Motto of Audrey Yancey stated that one hundred percent (100%) of the cost comes from the US Motto Action Committee. The Town does not have to pay anything. The Council can determine where it would like the US Motto displayed. In and around Town Hall and even  tod display the US Motto, "In God We Trust," on the Town Hall Building.  the United Stated of America.  on the Town welcome signs.  Reed Lingerfelt made a motion, and Joe Norman seconded, to approve the US Motto, "In  God We Trust," be displayed in the Town of Sawmills. All were in favor.  RATIFICATION OF ORDINANCE $ 93.01: Town Attorney Terry Taylor stated that with the modification to the Town of Sawmills Private Street Acceptance Policy that was made by Council during the December 15, 2015 meeting, Ordinance $ 93.01 will need to be  ratified.    February 16, 2016 Page 4 of7  Joe Norman made a motion, and Keith Warren seconded, to ratify Ordinance $ 93.01. Gerelene Blevins and Reed Lingerfelt were in favor. Jeff Wilson was opposed.  RATIFICATION OF WEST CONSULTANTS CONTRACT AMENDMENT: Town Attorney Terry Taylor stated that the Town of Sawmills currently has a contract with West Consultants, LLC for the amount of seventy-two thousand dollars ($72,000.00) for work related to the Duff Drive Sewer Project. Due to the nature of the project, the total cost, as calculated by the hourly rate, has significantly surpassed the contracted total. Most of the increase is due to the project taking longer to complete than originally expected. The engineer has requested the Town adjust the contract amount to more adequately compensate for their services. There are eighteen thousand dollars ($18,000.00) in funds available through the CDBG Program that could be applied to a contract increase. This increase would cover some, but not all, of the cost increase associated with work conducted by West Consultants, LLC. The estimate cost of hourly work conducted by the engineers over the original contract amount is estimated to be thirty-five thousand dollars ($35,000.00). Jeff Wilson made a motion, and Gerelene Blevins seconded, to ratify the contracted agreement with West Consultants, LLC to increase the payment by the Town to a total of ninety thousand dollars ($90,000.00) for the DuffDrive Sewer Project. All were in favor. RATIFICATION OF DUFF DRIVE SEWER PROJECT FINAL CHANGE ORDER AND ACCEPTANCE OF TERMS: Town Attorney Terry Taylor stated on Thursday, January 7, 2016 Jan Wilson with Neill Grading contracted the Town to request a contract extension to finish the Duff Drive Sewer Project and also a Request for Change Order. Under the general direction of the Town Council, Town Administrator Christopher Todd negotiated a final contract adjustment and change order, Neill Grading and Construction has agreed to pay liquated damages at the contract rate of five hundred dollars ($500.00) per day for thirty-five (35) days. Additionally, at the recommendation ofboth West Consultants and Neill Grading and Construction, the final recommended change order amount is one thousand four hundred and ninety-nine dollars ($1,499.00) for additional contract work and Reed Lingerfelt made a motion, and Joe Norman seconded, to ratify the agreement with Neill Grading and Construction to reflect limiting liquidated damages to the contract rate of five hundred dollars ($500.00) per day for thirty-five (35) days and approve a final change order ofone thousand four hundred ninety-nine dollars ($1,499.00). All were in favor. RATIFICATION OF SEWER EASEMENT AGREEMENT WITH H & H HOLDINGS: Town Attorney Terry Taylor stated that H & H Holdings has agreed to the settlement proposal of fifteen thousand nine hundred five dollars and seventy cents ($15,905.70); which is the appraised commercial value for the permanent Sewer Easement area on their property. The proposed Easement Agreement provides that the Town will protect the sewer line and make changes and modifications as are reasonably necessary to not impede H & H Holdings from construction of a driveway or access road in the future  minor delays.  across the Easement Area.    February 16,2016 Page 5 of7  Council will also need to approve the Relinquishment of Easement Agreement to give H & HHoldings back the part of the current Easement that is not in use by the Town. Joe Norman made a motion, and Jeff Wilson seconded, to give a settlement of fifteen thousand nine hundred five dollars and seventy cents ($15,905.70) for the permanent Sewer Easement area to H & H Holdings, to approve the proposed Easement Agreement and approve the Relinquishment of Easement Agreement giving H & H Holdings back the part  ofthe current Easement that is not in use by the Town. All were in favor.  HELTON ROAD SHOULDER STABLLIZATION: Town Administrator Christopher Todd stated that staff has recently been contacted regarding a possible unsafe shoulder located at the intersection ofHelton Road and Sigmon Drive. The shoulder is almost non- existent and has the potential to erode away further which would cause damage to Helton Road. Staff worked with West Consultants to get a plan to both stabilize the shoulder and handle the storm water drainage located at the intersection. This project would allow for the shoulder to be stabilized, expanded and still be able to move the necessary storm water. Mountain Crest, LLC has provided a quote for shoulder and storm water drainage work for Reed Lingerfelt made a motion, and Gerelene Blevins seconded, to proceed with the shoulder stabilization by Mountain Crest, LLC for an estimated cost of five thousand two  five thousand two hundred sixty dollars ($5,260.00).  hundred sixty dollars ($5,260.00). All were in favor.  FARMERS MARKET GAZEBO: Mayor Joe Wesson stated that the Town has been presented with the idea of placing a gazebo at the Farmers Market location. The gazebo idea was originally presented by a citizen during this year's Coffee with Council. As a structure, this building would provide an ascetically pleasing aspect, shelter during some Gerelene Blevins made a motion, and Reed Lingerfelt seconded, to table this matter until the  weather events and a place for people to use during non-market events. March 15, 2016 Regular Council Meeting. All were in favor.  UPDATES:  SBEA JANUARY PROGRESS REPORT: Town Administrator Christopher Todd stated that Sherry Long, from the Western Piedmont Council of Governments, has enclosed a  progress report for the SBEA project 12-C-2443. No Council action was required.  FEBRUARY CODE ENFORCEMENT REPORT: Town Planner Elinor Hiltz stated that  there are three (3) code enforcement cases open:    February 16, 2016 Page 6 of7  Steven Killian at 4801 Helton Road. The second citation was sent on February 2, 2016. The fines now total two thousand one hundred fifty dollars ($2,150.00). Town Attorney Terry Taylor will send a letter in addition to the second citation. Wendy Hadchin is the owner of a dilapidated house located at 4476 Sawmills School Road. Code Enforcement Officer Elinor Hiltz spoke with Caldwell County Inspector Robin Soots. Inspector Soots has agreed to inspect the house with Code Enforcement Officer Elinor Hiltz as long as the owner is present. Code Enforcement Officer Elinor Hiltz has left a voice message for the home owner. Jane Mason at 2451 Annas Dr. There has been a complaint about tires in the yard. Acode enforcement committee meeting has been set to discuss this matter.  No Council action was required.  COMPERIENSIVE STEERING COMMITTEE REPORT: Town Planner Elinor Hiltz stated that she has enclosed a status report from the February 2, 2016 Steering Committee  meeting.  No Council action was required.  DUFF DRIVE SEWER PROJECT REPORT: Town Administrator Christopher Todd stated that Lisa Helton, from the Western Piedmont Council of Governments, has enclosed a  progress report for the Duffl Drive Sewer project.  No Council action was required.  COUNCIL COMMENT: Mayor Joe Wesson asked if anyone on the Council had any Reed Lingerfelt said it was great to see everybody here. He hoped to see everyone back next month and bring your neighbor with you. He appreciated the comments that were made that night. Councilman Lingerfelt further stated that it was good to have Jeff Branch, County Commissioner here, and asked everyone to be careful going home. Jeff Wilson wanted to thank everyone for coming and he feels the citizens pain with regards to the sewer. The Council is doing their best to get sewer throughout the whole Town. Gerelene Blevins wanted to thank everyone for coming,and like Jeff Wilson said, ,she felt their pain. There are citizens that really need sewer. The Town does not have the money to put sewer throughout the Town. Itis very expensive. Everyone be careful going home and  questions or comments at this time.  is glad to see everyone at the meeting.    February 16, 2016 Page 7of7  Keith Warren appreciates everyone coming out and Mr. Slater for standing up and speaking to the Council. Pastor David, from Sunrise Baptist, is appreciated for coming out and doing Joe Norman wanted to thank everyone for coming. The more people in the room each week helps the Council. If the citizens have any questions or thoughts come see the Council Jeff Branch, Caldwell County Commissioner and Sawmills resident, wanted to thank Council for donating to the Caldwell County Government Channel. Jeff Branch stated that there has been a good response from all the municipalities in Caldwell County. Mayor Joe Wesson stated that he and Town Administrator Christopher Todd was at the Civic Center celebrating one hundred seventy-five years (175) of Caldwell County put on by Caldwell County Economic Development. The guest speaker was the North Carolina Governor Pat McCrory. Mayor Joe Wesson wanted to thank everyone for coming. Council appreciates each and every one of the citizens. Council gets some of their best ideas from  the: invocation. Everyone have a safe trip home.  every month.  the citizens.  CLOSED SESSION: PERSONNEL MATTERS: Mayor Joe Wesson asked for a motion Jeff Wilson made a motion, and Reed Lingerfelt seconded, to go into Closed Session at 7:10 Reed Lingerfelt made a motion, and Joe Norman seconded, to come out of Closed Session  to go into closed session. pm. All were in favor.  at 7:30 pm. All were in favor.  OPEN MEETING ACTION ITEMS: After returning to open session, Mayor Joe Wesson stated that Council had discussed the performance of Town Administrator Christopher Todd. A salary increase of four thousand dollars ($4,000.00) will be effective July 1, 2016.  COUNCIL ADJOURN: Mayor Joe Wesson asked for a motion to adjourn.  Jeff Wilson made a motion, and Reed Lingerfelt seconded, to adjourn the meeting. All were  in: favor.  Julie. A Good, Town Clerk  Joe Wesson, Mayor    AGENDA ITEM 7A  MEMO DATE: SUBJECT:  March 22, 2016 Recognition: Recycle Rewards Program  Discussion:  The Town ofSawmills would like to congratulate Misty Vess on winning the Recycle Rewards Program for the month of March. Mayor Joe Wesson will present her with a Certificate of Appreciation. A twenty-eight dollar ($28.00) credit will be added to the current sanitation bill.  Recommendation: No Council action is required.    TOWN OF SAWMILLS NOTICE OF PUBLIC HEARING  CLOSEOUT OF THE DUFF DRIVE AREA SEWER PROJECT COMMUNITY DEVELOPMENT BLOCK GRANT  The Town ofSawmills will hold a public hearing toi receive public comment for the closeout ofthe DuffDrive Area Sewer Project, Community Development Block Grant (CDBG) Number 12-C-2506. This grant made public sanitary sewer available to 70 households. CDBG funds provided 95% ofthe total expenditures. The town provided The Public Hearing will be held before the Town Council on Tuesday, March 22, 2016 at 6:00 pm at town hall. Sawmills holds all public meetings in accessible rooms. All interested persons are invited to attend this hearing. Ifreasonable accommodations are needed to participate, please contact the Clerk at 828-396-7903 or 1-800-735-0533 This information is available in Spanish or any other language upon request. Please contact Lisa Helton at 828-322-9191 ext. 281 or WPCOG, PO Box 9026, Hickory, NC Esta informacion està disponible està disponible en espanol o en cualquier otro idioma bajo peticion. Pongase en contacto con Lisa Helton at 828-322-9191 ext. 281 or WPCOG, PO Box 9026, Hickory, NC 28603 de alojamiento para esta solicitud.  5% ofthe project cost.  (TDD/TTY) at least 48 hours prior to the public hearing.  28603 for accommodations for this request.  Publisher's affidavit required HUD logo required Use non-legal block ad Bill to Town of Sawmills Attention: Karen Clontz  Publish one time only on Friday, March 11,2016    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  March 22, 2016 Financial Matters: Request for Donation  Discussion:  The Town has received a request from the Disabled American Veterans Tri County Chapter 6 for a donation. Thereis no specified amount, however, the Town has donated between fifty dollars  ($50.00) and two hundred dollars ($200.00) to this cause in the past. There are sufficient funds in the budget for this request.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to proceed.    Trena McRary Kirby, Mayor Pro Tem Christopher Todd, Town Administrator  TOWN OF SAWMILLS  ::  Funding Request  Name of Organization: Disabled AMER/caN Vezeraws Chapter 06  Permanent Address: 4113 Hickory NUT R'dge Rd  City/State/Zip: Contact(s):  Hudson JoAwN  NG mVler  28038  Phone #: 28-320-4275  Email:  Amount Requèsted:  Date Funds Needed: aPR,' 15 2016  Describe the purpose of the project and howt the funds will be used:.  Euvds  will be used to help  DAN Chapter 06 provicle IPAwsperatian 70 poctor apt. also punda av avaihle thoy hlp ath food + loats  How will this project benefit the community?  This  fundrausen Balpe amy vetesana -  h cemmnity  Official Town Use Only  Date application received: Date approved/denied: Check #/date:  alaalaoll  Date presented to Town Council: Amount approved;  Available balance in Governing Body donations expense account:  1550.00  Amount:  Kwin  Thisi instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act.    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  March 22, 2016 Discussion: Public Workers New Mower Quotes  Discussion:  The Town of Sawmills Public Works Department is in need ofnew mowers. Town staff has  received the following quotes: Massey Ferguson NJPA Parker Farm Service Recommendation:  $65,359.00 $69,731.25 $90,020.00  Staffrecommends Council discuss this matter and decide how they wish to proceed.    MASSEY FERGUSON  Pennell & Sons Inc. 1630 Taylorsville Road Lenoir, N.C. 28645  (828)754-1924  To: Town of Sawmills  1.N Massey-Ferguson 4609 4wd Cab Tractor 90 hp 12x1 12 Power shuttle Transmission Cab w/ Heat and Air cond,  540/1000 p.t.o drive (1000 p.t.o shaft included) 18.4 x30 Rear tires Loaded 11.2 - x 24 Frt. Ind. Pto, Dual Rear Hyd. Remotes Subject to Avalibilty  Price  $ 40500.00 *  1. Alamo 6ft. Switchblade mower complete including Hyd. Pump, mounting kit, sickle complete  Price..  .$ 17500.00 *  1. Alamo SHD88 Offset Rear flail Mower 88" cut, up to 1" grass, includes skid shoes Adjustable fro %" to 6"in %" increments  Price..  .$ 7359.00 *    AUPA AMANDE  TERRAINKING  NJPA Sales Order & Quote Form Information Page (Customer)  Quote R Sale Customer Account#, Tractor Model & Year Kubota M9960HDC12 NJPA Contract #070313-AGI  Date: 2-23-16  By C.Pavliska Sales Order# TSM Approval PO# C.Pavliska CAB 3 2WDD ROPS  Tractor Delivery Date  Front Tire Sizes: 12.4-24 Rear Tire Sizes: 18.4-30  4WDB  : Description  Terms $13,306.00 $5,192.00 $1,984.00 $7,788.00 $51,515.00 $ $ $ $ $ $  QTY .1 1 1.  Item# 31804117207 30802993749 3000800000 5A 5A  List Price Extended Price  KSB6 Sgl RH Sickie Bar Mower w/Serrâted Knives Kubota M8560/M9960 Cab/2&4wd Mount Kit Factory Mounting aQ : 88" Flaill King, Offset 20.5" Right (4 oz Knives); Kubota M9960HDC12 Cab/4wd - 12x12 Transmission  $.13,306 $-5,192 $1,984 $7,788 $51,515 $ $ $ $ $ $  Subtotai $79,785.00  15% NJPA Discount $11,967.75 NJPA Discounted Price $67,817.25  B Add 30000888190 F.O.B, Factory  Allow. 30000888179 OWil Call7Customer  Freight:  F.O.B. Destination  Pick Up NJPA Total Price  $1,914.00 $69,731.25  Notes: (1) Steel Wheels  I) THE ACCEPTANCE OF THIS FORMI IS) NOT FIRMI UNTIL CREDIT IS APPROVED AND! PURCHASE ORDER IS ACCEPTED. BY TERRAIN. KING IN SEGUIN 2) NOI PURCHASE ORDER WILLI BE ACCEPTED FOR. A! MACHINE: WITH. LESS THAN FULL: STANDARD OR OPTIONAL SAFETY: EQUIPMENT. 3) APPROXIMATE: SHIPPING AND/OR DELIVERY DATES CAN BE CONFIRMED ONLY BY TERRAIN: KING IN SEGUIN TEXAS AND DELIVERYIS 1). This Sales Order and Quote. Form is subject to. the Terms and Conditions contamed on page 3 this form. If you did not receivep page 3 containing the" Terms and 2) This Sales Order and Quote Form, exprèssly. limits acceptance tot the terms oft this offer ands seller hereby objects to any different or additional terms contained in any  TEXAS. NOTE:  SOMETIMES SUBECTTOCHANGE DUETO CONDITIONS BEYOND THE CONTROLOF TERRAIN KING.  Conditions, please contact seller sot that wei may send them to you.  response tot this Sales Order & Quote fonn by the buyer, including buyer's purchase order.  Customer Signature: :  Date:  Page 2 of3  3-4-14    QUOTE  PARMERFARAJSERVICE KIN:S CUSTOMERSATISFACTIONISOURKEY:  126 Bessie Dr. /P.0. BOX 668 Kings Mountain, NC: 28086 Tel. 704-482-7061 /Fax 704-739-3713 1-800-441-9474 BILLTO: Town ofSawmills  Date 2-24-16  SHIP TO:  Same  4076 Us HWY 321 A Sawmills NC 28630 8284 4994 4822 : PAYMENTMETHOD, BRAND New. Holland, Alamo Alomos  Used Equipment is sold.: "as is" with NO warranty  CHECKNO  STATUS  DESCRIPTION T4.90. wwd, Cab 6'Switchi Blade 88" rear Flail off set 20.5 inches 4, OZ knives  STKH  SNI  FRICE  90,020,00  COST $ 90,020.00 SALES TAX TRADE PAYOEF DOCFEE UCCFEEL TOTAL TRADE-IN! CASH PAYMENT CREDIT CARD PAYMENT  Tax Exempt Agriculture Certifiçate on File  90,020.00  Customer Signature: Drivers Signature: Your Salesman 1s Craig Youngs  BALANCES 90,020.00  THANKYOU FORYOUR BUSINESS!    AGENDA ITEM 10A  MEMO DATE: SUBJECT:  March 22, 2016 Discussion:  Farmers Market Gazebo  Discussion:  As discussed in February's Council meeting, the Town ofSawmills was presented with the idea ofplacing a gazebo at the Farmers Market Location. Staffwould like council to discuss the possibility of placing a gazebo as the Farmer's] Market location, during this fiscal year. The gazebo idea was an idea originally presented by a citizen during this year's Coffee with the Council. As a structure this building would provide an ascetically pleasing aspect, shelter during some weather events, and a place for people to use during non-market events. Town staff! has provided council with multiple cost estimates for their review. Please see quotes provided and attached to the memo for the gazebo.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    Feb041602:10a  Morgan'sLot#1  8285445098  p.1  Morgan's 3287 hwy 18/ us 64 Morganton, NC: 28655 SOLD TO: Town of Sawmilis ATTN: Ronnie Coffey SHIPPED TO: Same  INVOICE  Office PH.# 828-292-0299  INVOICE DATE February 4, 2016 REP, Doug Morgan  Sales Tax Rate: QUANTITY 1  6.75%  DESCRIPTION  UNITPRICE  AMOUNT $6,370.00  12'x20' Square Bo With Benches Mobile Home Anchors  4  SUBTOTAL TAX DELIVERY  6,370.00 429.98 0.00 $6,799,98 PAYTHIS AMOUNT  DIRECT ALL INQUIRIES TO: Doug Morgan 828-292-0299  MAKE ALL CHECKS PAYABLETO:  MORGAN'S  THANK YOU FOR YOUR BUSINESS!    INFORMATION ABOUT 10X20GAZEBO FROM MORGAN'S  Floor Joist will all be 2X6 on 16" center Rafters will be 2X6 on 16" center 4X4 Post all around  4X4 Skids under gazebo keeping it close to the ground  All wood is pressure treated Felt on plywood under metal roof 40 year warranty on metal roof Gazebo will have a 3 year warranty    8R! AEL hu:..  :  -  -    AGENDA ITEM 10B  MEMO DATE: SUBJECT:  March 22, 2016 Discussion: Farmers Market Rules  Discussion:  Attached please find the proposed 2016 Sawmills Farmers Market Rules for your review. All  changes from the previous year are ini red.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    SAWMILLS FARMERS' MARKET RULES AND REGULATIONS  Effective 2016 Calendar Year  Mission Statement:  The Sawmills Farmers' Market is designed to help the community by providing a wide variety of high quality, fresh produce at a fair price and convenient location; information on nutrition, cooking, and growing, an entertaining and informative place to talk to growers and producers about their products. The Farmers' Market is designed to help local farmers by providing a consistent customer source in a well- organized, attractive, efficient, and cost effective setting. The Farmers' Market is also designed to help merchants located in the surrounding market area by providing more exposure to the market area, by making the area a more vibrant and integral part of the community, and by providing an opportunity to  reach new customers not currently shopping in the market area.  Annual and Weekly Fees:  Vendors may choose a one-time fee charged for the entire year, or pay a weekly fee. All payments will be made at the Town Hall (no exceptions) as the Market Manager will not bet taking any payments.  Annual Market Membership Fee $10 (This fee is due and payable upon acceptance of your  application) Vendor Fee Options-  Option #1 - $50 annual fee - May thru September. There will be a $25 fee for each Option #2- - $5 weekly fee per space; there will be a $3 fee for each additional space.  additional space needed. Space size will be approximately 12'x12'  Hours of Operation (rain or shine):  Regular season:  First week of May Last week of September 1. Opening day is May 3, 2016 2. Closing day is September 27,2016 Hours ofoperation: 1. 3:00pm to 6:30pm  2. Set up times will be from 2:15pm to 2:45pm.  Market Manager:  The Town of Sawmills Town Administrator will appoint a designated person who serves as the Market Manager. The Market Manager may deny the privilege of operating at the Market to any vendor who violates these guidelines, or who otherwise takes actions which are determined to be detrimental to the Market. The Market Manager reserves the right to request additional information before making a decision to allow, deny, or limit access to thel Market, but it not required by these guidelines to do sO. The privilege of selling on the Market site is not an entitlement. In utilizing his/her discretion to suspend, revoke, or otherwise terminate a vendor's privilege to sell at the Market, the Market Manager may consider a vendor's history of cooperation with Market staff and the vendor's good faith effort to obey the  Market guidelines. Classification of Vendors:  There are two classifications for vendors in the Farmers' Market. and/or Poultry, Cut Flowers, Vegetable Transplants and Nursery Stock.  Farmer: A Farmer is classified as a vendor selling the following merchandise: Produce, Dairy, Meat  5    Non-Farmer: A Non-Farmer is classified as a vendor selling the following merchandise: Baked Goods,  Crafts, Soaps, Jewelry, Art, and Food and Beverages.  To Participate:  Vendors must provide a copy of all required certification, inspections and licenses five (5) Food vendors must have current kitchen certification and provide a copy to the Market Manager. Dairy vendors must have USDA inspection certificate if they are processing and preparing their  working days before first time vending.  own goods.  Tax ID: number and copy ofnumber at market  Types of Merchandise Allowed:  Produce: defined as fruits, vegetables, herbs, honey and mushrooms. All produce needs to be labeled using approved labeling methods. If the origin of the produce being sold is misrepresented, the result will be expulsion from the market for the balance of the year. Dairy: defined as locally produced eggs, milk and cheeses. Producer must furnish adequate labeling and refrigeration and must meet state and local health regulations. Meat and Poultry: defined as locally produced, processed and packaged meat and poultry products. Producer must furnish adequate refrigeration and meet state and local health regulations. Products must bej packaged by a certified USDA inspected facility. Cut Flowers & Vegetable Transplants: includes flowers loose or bundled and vegetable Nursery Stock: includes potted plants, annuals, perennials, bedding plants, Christmas trees and Canned: defined as highly acidified canned goods, as well as jams and jellies. All items must meet state and local health regulations including the inspection oft the vendor's kitchen by NCDA health inspectors and labeling in compliance with the regulations (includes all necessary licenses and permits such as specific permits for pickling items). Vendors must have a copy of their KITCHEN INSPECTION form on file with the Market Manager, as well as with them when Baked Goods: defined as baked items from a certified kitchen. This includes, but is not limited to breads, cakes, brownies, cookies, and fruit pies. All items must meet state and local health regulations including the inspection of the vendor's kitchen by NCDA health inspectors and labeling in compliance with the regulations. Vendors must have a copy of their KITCHEN INSPECTION form on file with the Market Manager, as well as with them when selling at the Handcrafted Products: An item which an observer of the craft can appreciate the technique and employment of manual skill in the production oft the product. To be considered "handmade," the item must show evidence of manual skills obtainable only through a significant period of experience and dedication. All work must be original and executed by the vendor or a member of the vendor's farm or craft unit. All products, as well as the majority of components making up Food & Beverage: defined as any fresh food or drinks being served at the market. Vendors must have approved methods for handling and distributing food and beverage items.  transplants. plant by-products.  selling at the market.  market.  the product, must be handcrafted.  Utilities:  Each vendor will be responsible for their own utility needs. The Town will not provide any vendors with  access to electricity or water. Vendor Equipment and Space Cleaning:  6    Each vendor is responsible for providing and removing any and all additional equipment or supplies he or Each vendor must provide a sign that identifies his/her business. Signs should be lightweight. Vendors are responsible for cleaning up the area around his or her selling space including, breaking down boxes  she may need to conduct business at the market site.  prior to disposal. Trash cans are for customer use only.  Policies and Procedures  All vendors are expected to arrive no later than 15 minutes prior to the opening of market and remain until closing. If a SFM Vendor is going to be late, the vendor may call the market manager 20 minutes prior to market opening, it is up to the discretion of the Market Manager to allow late vendors the privilege to participate. Any late vendors will forfeit their assigned spot,  and bej placed where the Market Manager deems most appropriate. The Farmers Market is a' Tobacco-Free Area Alcohol use/intoxication is prohibited during market hours. applied for must receive approval from the Market Manager. issues directly to the Board for consideration. endangering other vendors and customers.  Av vendor interested in selling new products at the market, in addition to what has been originally Vendors should direct their concerns regarding the market's operation, vendor issues and/or their complaints to the Market Manager immediately for quick resolution. Vendors may also bring If you need to leave prior to the closing time, please let the market manager know in advance. The vendor may need to set up in a space which will allow them to exit easily to avoid  Conflict Resolution:  Vendors should direct their concerns regarding the market's operation, vendor issues and/or their Ifthe market management finds any of these guidelines not being followed, the penalties will be:  complaints to the Market Manager immediately for quick resolution.  1"Offense: Verbal Warning  2md Offense: Banned from all use of the Market for 30 days. 4"Offense: Banned from the Market indefinitely  3mOffense: Banned from use oft thel Market until January 1"ofthe following year.  7    AGENDA ITEM 10C  MEMO DATE: SUBJECT:  March 22, 2016 Restructuring of Water Payment Schedule and  Notification  Discussion:  The current Town of Sawmills Water and Sewer Payment schedule and notification process should be discussed in order to provide a better service to residents and reduce staff time and costs. Currently we: mail water and sewer bills at the beginning of each month. These payments are due upon receipt oft the bill. A late penalty is added on the 16th oft the month, and if the bill is not paid by the 26h of the month, your water is disconnected. Staffi feels this is confusing for water and sewer customers, and does not facilitate an easy schedule for them to: remember. Additionally, the town currently places red door hangers as a final notice before three (3) days before disconnects. This process of! hanging the final notices takes on average twenty (20) staff  hours and ten (10) truck hours to accomplish.  It is believed that a change of policy would alleviate some of these issues.  Proposed changes to water/sewer policy:  Disconnect delinquent accounts on the last day of the month; Noe extensions, as customers have until end of the month; Nor more red door hanger final notices;  Compensate for: red door hanger final notices by using Code Red Phone system Give the customer the choice to pay a reconnect fee or pay both bills  This process would include a campaign to increase the overall participations in our Code Red  system for water and sewer customers.    AGENDA ITEMI 10D  MEMO DATE: SUBJECT:  March 22, ,2016 Discussion:  US Motto Placement and Style  Discussion:  During the February meeting, Council voted to put the US Motto, "In God We Trust", in Council Chambers and on the Town Hall building. The Council now needs to decide where they want  the Motto placed and in what style would be best. Staffhas attached pictures for your review.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed.    4"Times Roman molded plastic painted matte black on wall  GOD WE TRUST  IN GOD WI TRUSIF NEED: SIZE OF! ROUNDS SEAL lFyour prefert this placement.      8"cast aluminum Anodized black  CODWITRSL  B. TOVN da  (4      AGENDA ITEM 11A  MEMO DATE: SUBJECT:  March 22,2016 Updates: SBEA February Progress Report  Discussion:  SherryLong, from the Western Piedmont Council of Governments (WPCOG), sent the attached  progress report for the SBEA Project 12-C-2443.  Recommendation: No Council action required.    OFS SAWIM  MAYOR Joe Wesson TOWN ADMINISTRATOR Christopher Todd  TOWN COUNCIL Keith Warren, Mayor Pro Tem Gerelene Blevins Reed Lingerfelt Joe Norman JeffWilson  COAPORATED ABR  TO:  Joe Wesson, Mayor Keith Warren, Mayor Pro Tem Gerelene Blevins, Councilwoman Reed Lingerfelt, Councilman Joel Norman, Councilman Jeff Wilson, Councilman SherryLong, WPCOG Progress Report on SBEA 12-C-2443 March 8, 2016  FROM: SUBJECT: DATE:  The Department ofCommerce is requiring a monthly progress report for Small Business Entrepreneurial Assistance (SBEA) Project CDBG 12-C-2443 bej provided to the Sawmills Town Council each month. This report must also signed by the Mayor submitted to thel Department of Commerce by the 10 day of each month. The following activities  occurred: in February, 2016:  The Town advertised on thel NC Interactive Purchasing System (IPS) for two (2) 61 head band saws. Bids are  to be opened on March: 3,2016.  Wasesn  Joe he Mayor  4076 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax  http/www.townofsawmils.com  The' Town of Sawmills does not discriminate ont thel basis of age, sex, race, religion, national origin, disability, political affiliation, or marital status.    AGENDA ITEM11B  MEMO DATE: SUBJECT:  March 22, 2016 Updates: Duff Drive Sewer February Progress Report  Discussion:  Lisa Helton, from the Western Piedmont Council of Governments (WPCOG), sent the attached  progress report for the Duff Drive Sewer project.  Recommendation: No Council action required.    MAYOR Joe Wesson TOWN ADMINISTRATOR Christopher Todd  TOWN COUNCIL Keith Warren, Mayor Pro Tem Gerelene Blevins Reed Lingerfelt Joe Norman Jeff Wilson  OEI 6s  CORPORATED 1989  TO:  Joe Wesson, Mayor Keith Warren, Mayor Pro Tem Gerelene Blevins, Councilwoman Reed! Lingerfelt, Councilman Joe Norman, Councilman Jeff Wilson Lisa Helton DuffDrive Area Sewer Project March7,2016  FROM: SUBJECT: DATE:  The Department of Commerce is requiring ai monthly progress report for DuffDrive Area Sewer Project CDBG #1 12-C-2506 be provided to the Sawmills Town Council each month. This report must also signed by the Mayor and submitted to thel Department of Commerce by the 10th day of each: month. The following is an update of the project for  the end of February, 2016:  Job is 100% complete  CDBG funds in the amount of $1,007,101.89: spent to date (100%). Closeout Public Hearing is planned for March 2016.  hekkn  Mayor  40761 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax  htp:/www.townofsawmills.com  The' Town ofs Sawmills does not discriminate on the basis of age, sex, race, religion, national origin, disability, political affiliation, or marital status.    AGENDA ITEM11C  MEMO DATE: SUBJECT:  March 22, 2016 Updates: Code Enforcement Monthly Report  Discussion: the town. Recommendation: No Council action required.  The attached report shows the progress that Planner Elinor Hiltz continues to make throughout