AGENDA Sawmills Town Hall Tuesday, December 20, 2016 Regular Meeting of the Sawmills Town Council 6:00 pm 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: Mayor Joe Wesson Pastor Glen Walker Mayor Joe Wesson Mayor Joe Wesson Mayor Joe Wesson A. November 15, 2016 Regular Meeting Minutes Mayor Joe Wesson Mayor. Joe Wesson Mayor. Joe Wesson Mayor Joe Wesson A. FY2015-2016 Audit Presentation B. Adopt Budget Workshop Schedule C. Designate Depositories A. Mayfield Drive Sewer Project A. December Code Enforcement Report B. Calendar Updates C. Council Comment 9. Discussion: 10. Updates: Town Administrator Christopher Todd Mayor. Joe Wesson Town Administrator Christopher Todd Mayor Joe Wesson Mayor Joe Wesson 11. Adjourn Page lof5 TUESDAY, NOVEMBER: 15, 2016 TOWN OF SAWMILLS REGULAR COUNCIL MEETING 6:00 PM COUNCIL PRESENT Joe Wesson Gerelene Blevins Keith Warren Reed Lingerfelt Jeff Wilson Joe Norman STAFF PRESENT Christopher Todd Terry Taylor Julie. A Good CALL TO ORDER: Mayor Joe Wesson called the meeting to order. INVOCATION: Keith Warren 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 November 15, Joe Norman made a motion, and Keith Warren seconded, to adopt the November 15, 2016 2016. Agenda. agenda. All were in favor. APPROVE OCTOBER 18, 2016 REGULAR MEETING MINUTES: Mayor Joe Wesson asked for a motion to approve the October 18, 2016 regular meeting minutes. Gerelene Blevins made a motion, and Reed Lingerfelt seconded, to approve the October 18, 20161 regular meeting minutes. All were in favor. PUBLIC COMMENT: Mayor Joe Wesson asked if anyone had any questions or comments Michael Mull, owner of Mull Haus Kennels, wanted to thank Council for paving Elmore Drive. Mr. Mull stated that the two (2) businesses and five (5) residents were all very Clarence Fare wanted to thank Council for a great Veterans Day Memorial Service. Mr. Fare also stated that he would like for Council to look at the minimum housing complaint policy. Mr. Fare stated that he saw no reason that more than one (1) person would need to sign a complaint to have the Town do something about a minimum housing problem. Sometimes there are not enough people who know a problem to get more than one (1) at this time. pleased with the finished project and MidState did a great job. November 2016 Page 2 of5 signature. The house next to his is one that has a minimum housing problem and there is no one else that can sign the petition. RECOGNITIONS: RECYCLE REWARDS WINNER: Mayor Joe Wesson announced Mr. Gerald Huntley, as the November Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added to his sanitation bill. No Council action was: required. FINANCIAL MATTERS: EMPLOYEE LONGEVITY PAY: Town Administrator Christopher Todd stated that the Town of Sawmills has an employee longevity pay plan that has been historically paid out Joe Norman made a motion, and Gerelene Blevins seconded, to issue longevity paychecks to Town employees paid out the first pay period in December. All were in favor. during the first pay period in December. CALDWELL COUNTY DONATION REQUEST: Mayor Joe Wesson stated that the Town had received a request from Caldwell County Schools for a donation in the amount of Gerelene Blevins made a motion, and Keith Warren seconded, to give a donation in the amount of fourteen thousand dollars ($14,000.00) to Caldwell County Schools. All were in fourteen thousand dollars ($14,000.00). favor. CALDWELL COUNTY VETERANS HONOR GUARD: Mayor Joe Wesson stated that the Caldwell County Veterans Honor Guard, Inc., requested a donation in the amount ofone Gerelene Blevins made a motion, and Reed Lingerfelt seconded, to give a donation in the amount of one hundred dollars ($100.00) to Caldwell County Veterans Honor Guard, Inc. hundred dollars ($100.00). All were in favor. UPDATES: NOVEMBER CODE ENFORCEMENT REPORT: Town Planner Leslie M. Meadows stated that there are thirteen (13) code enforcement cases open: November 2016 Page 3of5 Caldwell Ready Mix Concrete is the owner of an abandoned mobile home and abandoned concrete factory. Town Planner Leslie M. Meadows spoke with owner, Wes Triplett, on November 3, 2016. The sale of the property is still pending but owner has made arrangements to clean out and fill in the loading docks where the Teresa Annas Compton is the owner of a dilapidated house located at 4476 Sawmills School Road. Town Planner Leslie M. Meadows has not received any response to correspondence sent to the owner and sent a final letter out on November 3, 2016; Charles Hagaman, owner of 1940 Leah Drive #4. Town Planner Leslie M. Meadows spoke with MHP Manager Tim Hart and was informed that the removal of the mobile home requires special equipment and he will have the mobile home Terry Rowe, owner of 4016 and 4017 Cloninger Way. Former owner, Pete Rowe, passed away. Town Planner Leslie M. Meadows has spoken with the current owner who stated he is waiting on a second estimate for the demolition. Owner stated he Randall Hamby at 3632 Coble Dairy Road. Town Planner Leslie M. Meadows spoke with the landowner and his contractor, Mike Willis. Town Planner Leslie M. Meadows visited the site on November 3, 2016, and work has begun to take out all existing trees and owner is installing a security fence and will plant new buffer trees WNC Properties, LLC owner of 4209 Creekview PI. Minimum housing complaint. Town Planner Leslie M. Meadows is coordinating progress with Caldwell County David Graham (Landlord) owner of 4176 US Highway 321A. Minimum housing complaint. Town Planner Leslie M. Meadows is coordinating progress with Caldwell Casey Lynn Wallace, owner of 3950-1 Walters MHP Drive. Minimum housing complaint. Town Planner Leslie M. Meadows is coordinating progress with Caldwell Tasco Properties owner of2155 White Pine Dr #13. Minimum housing complaint. Town Planner Leslie M. Meadows is coordinating progress with Caldwell County Carolyn Bray, owner of 2570 Baker Cir. Abandoned mobile home. Town Planner Leslie M. Meadows visited site on November 3, 2016. Town Planner Leslie M. Meadows left message for property owner to contact Town Hall. Will send another Andrew Dehart, owner 4036 US Highway 321A. High grass and junked vehicles. Town Planner Leslie M. Meadows visited site on October 20, 2016. Town Planner Mike and Katie Mast, owner 4347 and 4351 Sawmills School Road. ADandoned/diapidated homes and solid waste. Town Planner Leslie M. Meadows mosquito pits are; removed before December 20, 2016; hopes to have homes removed within the month; inside fence; Building Inspections and property owners; County Building Inspections and property owner; County Building Inspections and property owner; Building Inspections and property owners; letter; Leslie M. Meadows sent violation letter out on November 3, 2016; sent letter out. November 3, 2016; November 2016 Page 4 of5 Chenay Carter, owner 4361 Sawmills School Road. Abandoned/diapidatea home. Town Planner Leslie M. Meadows sent out letter on November3,2016. No Council action was required. COUNCIL COMMENT: Mayor Joe Wesson asked if anyone on the Council had any questions or comments at this Joe Norman stated that it was a short, sweet and to the point meeting. Joe Norman also Keith Warren wanted to thank everyone for coming out. The meeting was short and sweet. Keith Warren also stated that he was looking forward to the tree lighting on December 1 and that they had a good time at the Veterans Ceremony. Keith Warren also stated that he Gerelene Blevins stated she was glad everyone came out. Gerelene Blevins also stated that she was sorry she missed the Veterans Ceremony but she hoped to see everyone at the Reed Lingerfelt wanted to thank everyone for coming out. Reed Lingerfelt also stated that he thought the Veterans Ceremony went great and don't forget to come out for the Christmas Tree Lighting and Christmas Parade. Reed Lingerfelt stated he hoped everyone Mayor Joe Wesson announced that the employee Christmas Party will be December 16, 2016 at 6:30 pm at Sims BBQ. Mayor Joe Wesson also announced that the Christmas Tree Lighting will be December 1, 2016 beginning at 6:30 pm and the Sawmills Christmas Mayor Joe Wesson wanted to thank everyone for coming out and Council gets their best ideas from the citizens. Mayor Joe Wesson continued by saying that he thought the Veterans Ceremony went good, that he hoped everyone would come out for the Christmas Tree Lighting, and Mayor Joe Wesson also stated that the Christmas Tree Lighting gets better every year. Mayor Joe Wesson commented that he hoped everyone had a safe and happy Thanksgiving. Mayor Joe Wesson stated that everyone needed to pray for rain and he time. stated that he wanted to thank everyone for coming out. appreciated everyone and for everyone to pray for rain. Christmas Tree Lighting. had a good Thanksgiving. Parade will be December 3, 2016 beginning at 10:00 am. wanted to remind everyone that there is a burning ban in effect. November 2016 Page 5of5 COUNCIL ADJOURN: Mayor Joe Wesson asked for a motion to adjourn. Reed Lingerfelt made a motion, and Keith Warren seconded, to adjourn the meeting. All were: in favor. Joe Wesson, Mayor Julie A. Good, Town Clerk AGENDA ITEM 7A MEMO DATE: SUBJECT: December 20, 2016 Recognition: Recycle Rewards Program Discussion: The Town of Sawmills would like to congratulate Dianne Blanton on winning the Recycle Rewards Program for the month ofDecember. Mayor. Joe Wesson will present her with a Certificate of Appreciation. Atwenty-eight dollar ($28.00) credit will be added to the current sanitation bill. Recommendation: No Council action is required. AGENDA ITEM 8A MEMO DATE: SUBJECT: December 20, 2016 Financial Matters: FYI Ending June 30, 2016 Audit Presentation Discussion: Enclosed with your agenda packet is a copy of the audit for fiscal year ending June 30, 2016. James Lowdermilk, with Lowdermilk, Church & Co., LLP, will be on hand to formally present the audit to the Mayor and Council. Recommendation: No council action required. AGENDA ITEM 8B MEMO DATE: SUBJECT: December 20, 2016 Financial Matters: Adopt Budget Workshops Schedule Discussion: Enclosed with this memo is a copy oft the proposed FY 2017-2018 budget workshop schedule. The annual Council budget retreat is scheduled for Thursday, February 9, 2016, from 9:00 am to 4:00 pm, at the Caldwell County EDC. As presented, the budget schedule includes four (4) budget workshops. hours of 1:00 pm to 3:00 pm, staff can accommodate the Council. IfCouncil would rather meet in the morning hours of9:00 am to 11:00 am, or the afternoon Recommendation: Staffi recommends Council adopt the FY 2017-2018 budget workshops schedule. OFSAWN CORPORATED FY2017-2018 Budget Retreat and Workshop Schedules December 20th at 6:00 pm Regular Council Meeting January 19th at 6:00 pm Special Council Meeting February 9th from 9:00-4:00 Special Council Meeting March 9th from 5:00-7:00 Special Council Meeting April 6th from 5:00-7:00 Special Council Meeting April 20th from 5:00-7:00 Special Council Meeting May 4th from 5:00-7:00 Special Council Meeting May 16th at 6:00 pm Regular Council Meeting June 20th at 6:00 pm Regular Council Meeting Adopt FY 2017-2018 Budget Retreat and Workshop Schedules (Sawmills Town Hall Council Chambers) Coffee with the Council (Sawmills Town Hall Council Chambers) Annual Council Budget Retreat Budget Workshop Number 1 (Sawmills Town Hall Council Chambers) Budget Workshop Number 2 (Sawmills Town Hall Council Chambers) Budget Workshop Number 3 (Sawmills Town Hall Council Chambers) Budget Workshop Number 4 (Ifneeded) (Sawmills Town Hall Council Chambers) Presentation ofFY2 2017-2018 Budget and Call a Public Hearing (Sawmills Town Hall Council Chambers) Public Hearing and Adoption ofFY2017-2018 Budget (Sawmills Town Hall Council Chambers) (Caldwell County Economic Development Commission) *As required by law all meetings are open to the public. Town of Sawmills 4076 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax wwwioypohawmilscon AGENDA ITEM 8C MEMO DATE: SUBJECT: December 20, 2016 Financial Matters: Designate Depositories Discussion: The following financial institutions need to be recognized, by Council, as official depositories for the Town of Sawmills for calendar year 2017: Financial Institution: First Citizens Bank NA Type of Account(s): Checking, Payroll, Investments Investments Investments Capital Bank fka/CommunityOne Bank) NC Cash Management Trust (NCCMT) Recommendation: Staffrecommends approving the listed financial institutions. AGENDA ITEM9A MEMO DATE: SUBJECT: December 20, 2016 Discussion: Mayfield Drive Sewer Project Discussion: The Sawmills Town Council included within the fiscal year 2016/2017 budget $176,000.00 for the Mayfield Drive Sewer Extension project. These funds were intended to increase sewer service to Mayfield Drive and create a line which could be used for future extensions. As staff was preparing for this project, it was made evident that a waterline would need to be: relocated in The relocation of the waterline will result in an increase of the cost to complete the project. The new project total is estimated to be $315,794.00 and which includes both the water relocation Additionally the Sawmills Town Council included within the fiscal year 2016/2017 budget $118,750.00 for the Maggie Lane and Gatewood Drive water line replacements. These projects were next on the Capital Improvement Plan and that is the primary reason they were prioritized After review oft the budget, staffbelieves there would be sufficient funds available to complete the Mayfield Drive projects, ifcouncil was to decide to re-appropriate the funds for the Maggie Lane and Gatewood Drive water line project to Mayfield Drive. This would mean the council would not need to transfer funds from the general, to cover the cost of the Mayfield Drive project. The remaining difference of $21,044.00 would be able to be appropriated from other order to best complete the sewer line extension. and sewer extension. for this fiscal year. line items within the budget. Recommendation: sewer project. Staffrecommends Council re-appropriate the funds for the Maggie Lane and Gatewood Drive project to Mayfield Drive, and approve staff moving forward with the Mayfield Drive water and 5 5 80 AGENDA ITEM 10A MEMO DATE: SUBJECT: December 20, 2016 Updates: Code Enforcement Monthly Report Discussion: The attached report shows the progress that Planner Leslie Meadows continues to make throughout the town. Recommendation: No Council action required. AGENDA ITEM 10B MEMO DATE: SUBJECT: December 20, 2016 Update: Calendar Updates Discussion: The attached is the 2017 Town of Sawmills holiday closings and disconnect schedule. Recommendation: No Council action is required. 2017 Holiday Closings New Years Martin Luther King Day Good Friday Memorial Day 4tho ofJuly Labor Day Veterans Day Thanksgiving Christmas Monday January 2 Monday January 16 Friday April 14 Monday May 29 Tuesday July 4 Monday September 4 Monday November 13 Thursday and Friday November 23 and 24 Monday, Tuesday and Wednesday December 25, 26 and 27 2017 Disconnects December 2016 January February March April May June July August September October November December Wednesday January 4 Tuesday January 31 Tuesday February 28 Monday April 3 Monday May 1 Wednesday May 31 Wednesday July 5 Monday July 31 Thursday August 31 Monday October 2 Tuesday October 31 Thursday November 30 Wednesday January 3