AGENDA Sawmills Town Hall Tuesday, March 17,2015 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  Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Administrator Seth Eckard Mayor Pro-Tem Trena McRary Kirby Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Planner Elinor Hiltz Planner Elinor Hiltz  A. January 20, 2015 Regular Meeting Minutes B. January 20, 2015 Closed Session Minutes C. February 12, 2015 Budget Retreat Meeting Minutes  6. Public Comment 7. Recognitions: A, Recycle Rewards 8. Financial Matters:  B. Sawmills Volunteer Fire & Rescue Department Awards A. DAVTri County Chapter 61 Donation Request B. Bid Award for Veterans Park Slope C. Budget Amendment 9. Community Development: A. Sawmills Farmers Market 10. Planning Matters: B. Adopt Official Zoning Map 11. Public Comment: 12. Updates:  A. Call for Public Hearing for Proposed Parks Text Amendment  A. Code Enforcement: Monthly Report B. Administrators Report C. Council Comment 13. Closed Session: Attorney/Client Privilege  Administrator Seth Eckard Administrator Seth Eckard Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby  14. Adjourn    Page I of4  IUESDAY,JANUARY 20, 2015  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Trena McRary Kirby Joe Wesson Jeff Wilson Johnny Wilson Gerelene Blevins  STAFF PRESENT Seth Eckard Julie Good Terry Taylor  CALLTOORDER: Mayor Pro-Tem Trena McRary Kirby called the meeting to order.  INVOCATION: Councilman Joe Wesson gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Pro-Tem Trena McRary Kirby led the Pledge of ADOPT AGENDA: Mayor Pro-Tem Trena McRary Kirby asked for a motion to adopt the Jeff Wilson made a motion, and Gerelene Blevins seconded, to adopt the agenda. All were APPROVE DECEMBER 16, 2014 REGULAR MEETING MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the December 16, 2014 regular meeting Joe Wesson made a: motion, and Johnny Wilson seconded, to approve the minutes. All were PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone had any  Allegiance, agenda. in favor.  minutes. in favor.  questions or comments at this time. No one wished to speak.    January 20, 2015 Page2of4  RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Mr. and Mrs. Michael and Wendy Smith as the January Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added to their sanitation bill and their certificate will  be available at the Town Hall for pick up. No Council action was required. FINANCIAL MATTERS:  ADOPT AMENDED BUDGET WORKSHOPS SCHEDULE: Mayor Pro-Tem Trena McRary Kirby asked for a motion to amend the April 23, 2015 budget retreat date to April 16; 2015 and the May 21, 2015 date to May 19, 2015 on the FY 2015-2016 budget Joe Wesson made a motion, and Gerelene Blevins seconded, to amend the April 23, 2015 budget retreat date to April 16, 2015 and the May 21,2015 date to May 19, 2015 on the FY MCGEE SEWER EASEMENT: Town Administrator Seth Eckard stated that to finish up on all easement acquisitions for the Duff Drive Sewer Easements, the amount of $2,000.00 Joe Wésson made a motion, and Johnny Wilson seconded, to pay the amount of $2,000.00 DONATION REQUEST: Town Administrator Seth Eckard stated that the Town received a request from the Caldwell County Schools for a donation in the amount of $14,000.00 Gerelene Blevins made a motion, and Joe Wesson seconded, to approve a donation of $14,000.00 (fourteen thousand dollars) to Caldwell County Schools. All were in favor. GREATER HICKORY METROPOLITAN PLANNING ORGANIZATION (MPO): Town Administrator Seth Eckard stated that Bob Gibbs served on the Greater Hickory Metropolitan Planning Organization (MPO) board and his seat is now vacant. The MPO Joe Wesson made a motion, and Johnny Wilson seconded, to appoint Jeff Wilson to serve on the Greater Hickory Metropolitan Planning Organization (MPO). All were in favor. PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone had any  workshop schedule.  2015-2016 budget workshop schedule. All were. in favor.  (two thousand dollars) needs to be paid to Roger and Elaine McGee. (two thousand dollars) to Roger and Elaine McGee. All were in favor.  (fourteen thousand dollars).  DISCUSSION:  meets the third Wednesday ofe every month.  questions or comments at this time. No one wished to speak.    January 20, 2015 Page 3 of4  UPDATES:  CODE ENFORCEMENT MONTHLY REPORT: Mayor Pro-Tem Trena McRary Kirby stated Town Planner Elinor Hiltz has enclosed an updated status report of Code  Enforcement cases and that all cases were closed as ofJanuary 2015.  No Council action was required.  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  announcements:  That Lenoir Councilman Ron Stilwell's arrangements were as follows: the funeral was Thursday, January 22, 2015 beginning at 2:00 pm at the First Baptist Church of Lenoir with the receiving to follow in the Church Fellowship Hall. The burial will Coffee with the Council will be Thursday, January 22, 2015 beginning at 6:00 pm. Councilman Joe Wesson and Councilwoman Gerelene Blevins will be in attendance. The Annual Budget Retreat will be February 12, 2015, at the EDC, from 9:00 am to The South Caldwell Christian Ministries has partnered with Sawmills Elementary School to have a mobile food pantry. The first pantry was Saturday, January 17, 2015. There were 66 families in Sawmills that were helped. There will be a mobile pantry in the Sawmills Elementary School parking lot February 14, 2015 and another Town Administrator Seth Eckard will be at the Manager's Conference in Chapel Hill Town Administrator Seth Eckard's 4 (four) year anniversary with the Town was  be private. The Town has sent a card and a flower arrangement.  4:00 pm.  date to be determined in March. the week of] February 6, 2015. Tuesday, January 20, 2015.  COUNCIL COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone on the Joe Wesson stated that the retirement dinner for Dee Blackwell was very nice and a great Mayor Pro-Tem Trena McRary Kirby wanted to thank Hilde Gilbert and Reed Lingerfelt for CLOSED SESSION: ATTORNEY/CLIENT PRIVILEGE: Mayor Pro-Tem Trena Joe Wesson made a motion, and Johnny Wilson seconded, to go into closed session at 6:21 Gerelene Blevins made a motion, and Joe Wesson seconded, to come out of closed session  Council had any questions or comments at this time.  man was honored.  coming back to the meetings.  McRary Kirby asked for a motion to go into closed session.  pm. at7 7:30 pm.    January 20, 2015 Page 4 of4  COUNCIL ADJOURN: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Jeff Wilson made a motion, and Gerelene Blevins seconded, to adjourn the meeting. All  adjourn. were in favor.  Julie A Good, Town Clerk  Trena McRary Kirby, Mayor Pro-Tem    February 12th, 2015 9:00am - 4:00pm COUNCIL RETREAT  MINUTES OF TOWN COUNCIL SPECIAL MEETING  COUNCIL PRESENT Trena McRary Kirby Mayor Pro-Tem Johnny Wilson Jeff Wilson Gerelene Blevins Joe Wesson  STAFF PRESENT Seth Bckard Karen Clontz Ronnie Coffey Benny Townsend  CALL'T TO ORDER: Joe Wesson called the meeting to order at 9:00 a.m. at the Caldwell  County Economic Development Commission building. INVOCATION: Joe Wesson gave the invocation.  PLEDGE OF ALLEGIANCE: Joe Wesson led the Pledge of Allegiance. ADOPT AGENDA: Joe Wesson asked for ai motion to adopt the agenda.  Onai motion made by Johnny Wilson, and seconded by Gerelene Blevins, the agenda was  adopted. All were in favor. ITEMS FOR DISCUSSION:  The Town Council discussed the following items;  Sawmills Farmers Market Financial Update HWY3 321 - Water and Sewèr Expansion Loye Ln Sewer Expansion Oxford Dr Waterline Replacement Remont Dr Waterline Replacement Veterans Park Ball Field Lights Legal Update Comprehensive Land Use Plan Update Parks and Recreation Update  ADJOURN: On a motion made by Joe Wesson and seconded by Jeff Wilson, the  meeting adjourned at 3:10 p.m. All were in favor.  Julie Good, Town Clerk  Trena McRary Kirby Mayor Pro-Tem    AGENDA ITEM7A  MEMO DATE: SUBJECT:  March 17,2015 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Mr. Chris Bowman on winning the Recycle Rewards Program for the month of March. Town Administrator Seth Eckard will present Mr. Bowman with a Certificate of Appreciation. At twenty-eight dollar ($28.00) credit will be added  to the current sanitation bill.  Recommendation: No Council action is required.    AGENDA ITEM 7B  MEMO DATE: SUBJECT:  March 17,2015 Recognition: Sawmills Volunteer Fire & Rescue Department Awards  Discussion:  Mayor Pro-Tem Trena McRary Kirby will be presenting awards of appreciation to the following  Sawmills Volunteer Fire & Rescue Department members:  Firefighter of the Year First Responder of the Year Officer of the Year  Chaplin/Firefighter Jason Hines Firefighter Brandon Wright ChiefDavid Price  Recommendation: No Council action is required.    AGENDA ITEM8A  MEMO DATE: SUBJECT:  March 17,2015 Financial Matters: Request for Donation  Discussion;  The Town has received a request from the Disabled American Veterans Tri County Chapter 6 for ad donation. There is no specified amount, however, the Town has donated $50.00 (fifty dollars)  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.    OFSAW  Town of Sawmills  Trena McRary Kirby, Mayor Pro Tem Seth Eckard, Town Administrator  Funding Request:  Name of Organization:  Phone  Disabk Americow VeTerans #:828-320 -4275  TR; Co uyy Chapterb  Permanent Address: 4/13 HicKory Nut Ridge Rd  City:  State: wC Fed Tax ID#:  Zip Code:  Hudson  28638  Contact Name:  Jo Aww miller  7237162245  Amount Requested:  Amount needed for the Project:  Date Funds Needed: april 18,2e Project Begin/End Dates: aprl 17+18-20/5  Complete description of project:  Zunraiser for Disabled leTerans  TR. Cou wewty Chapter6  How will the funds be used?;  Money wilbe used To fake Veteraws 70 doctor apis. aN alse he/ps WeTerams with Flohe This wi/l omnpr 41 Velorews INCIAMKNTy  How will this project benefit the  Needed  Official Town Use Only #450.00  Date application received: Date approved/denied (circle one): Available balance in Governing Body Expense Acct: Date check written:_  3)ah5  Date presented to Council: Amount approved:  3hnl15  Check #:  Amount:  This instrument has been preauditedi in the manner required by the Local Government Budget and Fiscal Control Act. k    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  March 17,2015 Financial Matters: Bid Award for Veterans Memorial Park West Fill Slope Repair  Discussion:  The Town has received two (2) bids for the Veterans Memorial Park West Fill Slope Repair.  Mountain Crest, LLC Bell Construction Co, Inc  $90,021.00 $195,000.00  There are sufficient funds in the budget for this project.  Recommendation:  Staff recommends Council award the bid to Mountain Crest, LLC: in the amount of $90,021.00.    WEST CONSULTANTSIC  405 South Sterling Street, Morginton NC 28655. 828-433:5661 / 4:8284335662 / hbo@was-gonsutiants.com  February24,2015 Mt Seth Eckard Town of Sawmills 4076 US Highway 321-A Granite Ealls, NC 28630 RE: Bid Results Dear Mr Eokard:  Veteran's Memorial Park -West Fill Slope Repair  On Wednesday, February 18, 2015, at 2:00 PM: bids were received for the referenced praject., A certified. The lowest base bid was submitted by Mountain Crest, LLC; ofLenpir, North Carolina in the amount of $49,103.00. Ifthe base bid: ins addition to the alternâte bids are. selected, the Jow bid is still that submitted The alternate bid itéms include à rock buttress and stornr drainage repairs. These: are. not urgent to implement but will be helpful in' preventing future failures ofthe tall fill slope. Mountain Crest, LLC holds a valid general contractor's license. Tot the best of our knowledge, Mountain Crest, LEC is quatified. for the work involved in this project and: therefore we récommènd the contract be awarded to Mountain Crest., We recommend that the. altérnate bids be inéluded in the award ifthe  copy oft the bid tabulation is énclosed for your review, by Mountain Crest, LLC in the amount of $90,021.00.  Town's funding allows att thistime,  Ifyou need) additional information, please let me know.  Sincerely,  VESTCONSULTANTISPLC B17 Benjamin B. Thomas, PE  /kj Ençlosure    AGENDA ITEM 8C  MEMO DATE: SUBJECT:  March 17,2015 Financial Matters: Budget Ordinance Amendment  Discussion:  Please find attached a budget ordinance amendment for fiscal year 2014-2015.  The amendment increases $90,000 (ninety thousand dollars) to the Fund Balance Appropriation line item and increases $90,000 (ninety thousand dollars) to Parks/Rec Repairs & Maintenance line item to cover repair expenditures for the Veterans Park West Fill Slope.  Recommendation:  Staff frecommends Council approve the budget ordinance amendment in the amount of $90,000 (ninety thousand dollars) to the Fund Balance Appropriation line item and $90,000 (ninety thousand dollars) to Parks/Rec Repairs & Maintenance line item to cover the expenditures for the  Veterans Park West Fill Slope.    TOWN OF SAWMILLS BUDGET ORDINANCE AMENDMENT  Be it Ordained by the Town Council of the Town of Sawmills, Caldwell County, North Carolina, the following Amendment to the Budget Ordinance for Fiscal Year 2014 - 2015 be Now, Therefore, Be It Resolved that the following Amendment for the fiscal year be made to  hereby adopted.  the budget for the fiscal year ended. June 30, 2015.  Description  Account Number  Increase $90,000 $90,000  Fund Balance Appropriation 1-00-3990 Parks/Rec Repairs & Maintenance 1-46-4135  Explanation: To cover repair expenditures for the Veterans Park West Fill Slope.  This Amendment now. Adopted the  day of March, 2015.  Approved:  Mayor Pro Tem, Town of Sawmills  Finance Officer, Town of Sawmills APPROVED TO FORM:  ATTEST:  Clerk  Thisi instrument has been preauditedi int the manner required by thel Local Government: Budget and Fiscal Control Act.    Agenda Item 9A  MEMORANDOM  TO: RE:  Sawmills Town Council Sawmills Farmers Market  FROM: Seth Eckard, Town Administrator  DATE: March 10, 2015  During the February 12, 2015 Sawmills Annual Board Retreat, it was determined by the Town Council that Town. Staff manage the operations of the Sawmills Farmers Market, Below is an outline for how the Town will manage the Market moving forward. 1) The Market will be held on Tuesdays, 3:00 pm 1 6:30 pm at the Sawmills Farmers 2) The Town Administrator will hire and supervise a part-time, or temporary employee, to be the "Market Manager." The Market Manager, on a weekly basis, will prepare the lot for vendors, supervise market activity, enforce town adopted rules and regulations, coordinate vendors via phone and email, and use social media/website to promote the 3) Vendor Fees. Vendors will be required to pay an annual permit fee, issued by the Town, in the amount of $50. Vendors will also have the option of paying a weekly fee of_$5. Vendors will be required to fill out a registration form and provide any other 4)The Market will remain a produce and craft only market. The Town reserves the right to reject any vendors who do not fit the Mission Statement of the Sawmills Farmers Market as defined ini the "Sawmills Farmers Market Rules and Regulations." 5) Any complaints or grievances by vendors, citizens or other parties are to be handled by the Market Manager and (ifnecessary) escalated to the Town Administrator.  Market Lot. The season will be from May - September.  Sawmills Farmers Market.  related documentation to the Market Manager that is required.  Council Action:  Staff recommends that Council vote to approve the attached Sawmills Farmers Market  rules and regulations and approve the above guidelines.    0000000 OF SA   a  a  ACORPORAID  C  RP  SAWMILLS FARMERS MARKET WELCOME PACKET  (includes) Welcome Letter Vendor Application Waiver  Rules and Regulations Tax Letter/Form    MAYOR  TOWN COUNCIL Gerelene Blevins Joe Wesson Jeff Wilson Johnny Wilson  G  TOWN. ADMINISTRATOR Trena McRary Kirby, Mayor Pro-Tem    Seth Eckard  C  CORPORATED 980  Dear Market Vendor,  We are pleased to announce plans for the Sawmills Farmers' Market which set to operate from May to September, 2015. All pertinent information is also attached fors your convenience. As you probably already know, the market will be in the vaçant lot located across from the Sawmills Fire Department. We have plans for another great marketing campaign to publicize the eventthroughout: the region. The first market day will be held on Tuesday.May5.2015. Now is the time to fill the market with the best agricultural and artisan' vendors in the area. Thank you so much for your interesti ini the Sawmills Farmers' Market. We look forward to hearing about your products andi receiving your application toj participate. Our goal is to provide our customers with a wide variety ofproducts throughout the market season. You are encouraged to act soon. We: are fortunate to have al high level ofi interest from local vendors and we expect the market to fill quickly, especially during the opening months. Vendor applications and payments need to be: submitted in person, or by mail, to:  Town of Sawmills (Town Hally 4076 US Hwy 321A Sawmills NC 28630  Anumbered space(s) will be assigned upon receipt of your payment. Payments will not be Ifyou have questions, feel free to contact us via email to farmersmarket@townolsawmilscom, oryou can contact us via phone by calling Market Manager Regina Winebarger (#828-850-3672).  accepted until March 18",2015after 8:00am.  Wel look forward to a fun filled and profitable season for all.  Town of Sawmills http/www.townolsawmills.com,  4076 US Highway 321-A * Sawmills NC * (828)396-7903 *(828)396-8955 fax  The Town of Sawmills does not discriminate ont the basis ofa age, sex, race, religion, national origin, disability, political affiliation, or marital status.    SAWMILLS FARMERS MARKET 2015 VENDORAPPLICATION  NAME: E-MAIL:  PHONE:.  NAME OF BUSINESS/FARM: MallingAddress:  Physical Locationo of Business/Farm:  FARMING PRACTICES (Attach copy ofrelevant certification; this is needed even ify you area  returning vendor) PRODUCTS! FORSALE:  List items, fresh or added value, which you intend to sell. Please be as specific as possible.  NUMBER OF BOOTHS:,  Include al list ofa any special needs your booth will require. The Sawmills Farmers Market  Committee will make every effort to accommodate your needs.  1    Waiver: I(we) hereby relieve the Sawmills Farmers' Market from any and alll liability for any damage, loss, injury or costs associated with orarising from the applicant's use and presence at the Sawmills Farmers' Market; and furthermore, I( (we) agree to indemnify and hold the Town of Sawmills harmless from all claims, costs, and actions occasioned by me for the use and presence at the Sawmills Farmers' Market. I(we) further agree to comply with all regulations oft the Sawmills I(we) have read the attached Sawmills Farmers Market Rules and Regulations and agree to abide by them. I(we)understand that non-compliance with the rules ofthe market can result ini my  Farmers' Market.  being asked to leave. SIGNATURE OF VENDOR:  DATE:  ForMarket Manager Use Only: Documentation on file: DocumentType Grower's Certificate Kitchen Inspection Certificate Meat Handler's Registration Dairy Inspection ifrequired Nursery Inspection if required Food & Beverage Inspection ifrequired  Date Filed  N/A  Account ID number for Income Tax Withholding, Sales and Use Tax, and Machinery and  Equipment Tax: OR  I,  have submitted a letter to the IRS stating that none of my  products are subject to sales tax.  Signature:  Date:. 2    SAWMILISFARMERS MARKET: RULES AND REGULATIONS  Effective 2015 Calendar Year  New This Year: Annual and Weekly Fees:  There will be a one-time fee charged for the entire year. All payments will be made at the Town Hall (no exceptions) as the Market Manager will not be taking any payments. Please note the following two  options:  Option #1 - $50 annual fee May thru September. There will be a $25 fee for each additional Option #2-$5 weekly fee per space; there will be a $3 fee for each additional space.  space needed.  Space size will be approximately 12'x12'  Hours of Operation (rain or shine):  Regular season:  First week ofMay - Last week of September 1. Opening day is May 5,2 2015 2. Closing day is September 29, 2015 Hours of operation: 1. 3:00pm to 6:30pm  2. Set up times will be. from 2:15pm to 2:45pm.  Policies/Procedures:  Ifyou 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 whiçh will allow them to exit easily to avoid  endangering other vendors and customers. (Please see the remaining policies and procedures on page 5.)  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. There are two classifications for vendors in the Farmers' Market. and/or Poultry, Cut Flowers, Vegetable Transplants and Nursery Stock.  Classification of Vendors:  Farmer: A Farmer is classified as a vendor selling the following merchandise: Produce, Dairy, Meat  3    Non-Farmer: A Non-Farmer is classified as a vendor selling the following merchandise: Baked Goods,  Crafts, Soaps, Jewelry, Art, and Food and Beverages.  Tol Participate:  Vendors must provide a copy of all required certification, inspections and licenses two weeks 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  prior to the first market day.  own goods.  Tax ID number and copy ofn number at market  Types ofMerchandise. 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 be 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. 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 Crafts: defined as locally produced. juried soaps, crafts and fine art products. Products must be submitted to Market Manager for approval prior acceptance into the market. All items must be 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.  hand-crafted by the vendor.  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: she may need to conduct business at the market site.  Each vendor is responsible for providing and removing any and all additional equipment or supplies he or Each vendor should 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  prior to disposal. Trash cams are for customer use only.  4    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 SFMA Member is going to be late, the vendor may call the market manager 20 minutes prior to market opening, but NO vendor can enter market after opening. A 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 Repeated patterns of difficult behavior or failure to comply with the rulés set by the Board of Two nonprofit vendors will be allowed to setup each week on a first come first serve basis. The Market Manager has discretion in determining which nonprofit vendors are allowed to participate  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.  Directors may result in forfeiting the right to sell at the Market. as well as discretion in determining what they can and cannot sell.  5    N.C. Department of Revenue PO Box 25000 Raleigh NC, 27640  lam writing this letter to the NC Department of Revenue in response to the N.C.G.S. 66-255.lama these. compliance requirements because all the itemsisell at the market(s) are not subject to sales tax.I  farmer at the, produce all itemsIsell.  andlam an exempt farmer from  Sincerely,  Vendor Name: Permanent Address:  Agricultural exemption number (ifapplicable):    NC-BR Web-Fill 10-11  Business Registration Application for Income Tax Withholding, Sales and Use Tax, and Machinery and Equipment Tax North Carolina Department of Revenue  Ofice Use  Federal Employer IDI No.: Ifa corporation, state of incorporation: 3. Legal Business or Owner's Name: 4. Trade Name (DBAName): 5. Daytime Business Phone: 7. Business Locationi in N.C.: Street (Not RO. Box Number) City 10. Mailing Address:  or Proprietor's Social Security No.:  2. Type of Ownership: O Proprietorship 00 Corporation O.LLC OPartnèrship OLLP 0 F Fiduciary o Other (Identify)!  fCorporation OrLLC, enter N.C. Secretary of State IDI No., lfapplicable:  6. Fax Phone: Zip Code  State  County  8. Is the business located within city or town limits? OYes ONo 9. Number ofl locations in N.C.  Enclose list if more than one.  Street or P.O. Box City  State  Zip Code  11. Listr responsible persons (President, Treasurer, Chief Financial Officer, Manager, Primary Partners, other officers, etc.):.  Name  Title  Social Security No.  Address  Complete to apply for an Income Tax Withholding Number.  E -Doy your have employees who are subject to N.C. withholding? o Yes -Do your make pension payments to N.C. residents?  No -Datey when wages were or will first be paidi in N.C.: (You are required tot file a return beginning with the month orquarter you indiçate.)  Yes C No  c  s Ify yes, do you choose to reportt the pension payment withhoiding separately? (See instructions)  Yes No  -Do you pay compensation (other than wages to employees) to a nonresident entity or a nonresident individual for personal services performed -Total amounty yous expect tov withhold eachi month: o Less than $250(Quarterly) 0$250-$2,000 (Monthly) 0 more than $2,000 (Semiweekly) "fyourbusinessi iss seasonal, filir Incirdesf forr months employees arep paid: O. Jan OFebOMarO Apr OMay0. Jun OJul OAug OSepOOct ONovODec  inN.C.? o Yes ONo  -Doy youp pay compensation (othert than wages) to anl ITIN contractor for services performed in! N.C.? o Yes ONo  Complete to apply fora Sales and Use Tax Number  (You are required to fle aretum beginning with the month orq quarter you indicate.) Both Retail and Wholesale  -When will you start selling or purchasingi items subject to N.C. sales or use tax?  -Will your sales be? ORetail (to users or consumers) OWholesale (tor registered merchants for resale)  -What kind of business do you operate? -Will you provide and sell electricity? -Will you sell new tires? -Will yous sell new appliances?  What accounting method will you use?  Cash Accrual -Are you registering only to remit use tax on purchases? -Will youl lease motor vehicles to others? 0 Yes OI No -Will you provide and sell direct-to-home satellite services?  Yes ONo Yes ONo Yes ONo  Yes 0 No -Wil you provide and sellt telecommunications services?  Yes Yes 2 No  No -Will your provide and sell other video programming services? 0 Yes No  -Amount ofs sales tax expected each month: Less than $100 (Quarterly) o $100-$20,000 (Monthly) 0 Moret than $20,000 (Monthlyv with Prepayment) -lfyourk business is seasonal, fill in circles for months of sales: OJanOFeb OMar OApr OMay OJun OJul OAug OSep QOct ONovODec IV. Machinery and Equipment Tax Section Complete to apply forar number to remit tax on purchases of machinery and equipment. -Arey your registeringt tor remit tax on purchases ofr maçhinery or recycling equipmentt to operate a manufacturing industry orp plant?  Yes No  -When will you begin making these purchases?  V. Signature:  Title:.  Date:.  Icertify that, to the best of my knowledge, this application is accurate and complete.  Mail to: N.C. Department of Revenue, P.O. Box 25000, Raleigh, NC 27640-0100    Form! NC-BR Instructions, Web1 10-11  Income Tax Withholding  Wages: North Carolina law requires withholding ofi income tax from salaries and wages of all residents regardless of where earned and. from wages of nonresidents for personal services performed in this State. The tax must be withheld from each payment of wages, andi is considered tol be heldi int trustuntili itisp paidt tot the Department of Revenue. Due date requirements for reporting and paying thet tax depend on the amount of tax withheld each month. Employers withholding less than $250 per month. report and pay quarterly. Employers who, on average, withhold atl least $250 but less than $2,000 per month report and pay monthly. Employers who, on average, withhold $2,000! Pension Payments: Ifyou are required to withhold federal tax under section 3405 oft the Internal Revenue Code on a pension payment toal N.C. resident, you must also withhold State income tax unless the recipient elects no withholding. You must withhold on periodic payments as ift the recipient is ai married person with three allowances unless the recipient provides an exemption certificate (Form NC- 4P), reflecting a different. filing status or number of allowances. For nonperiodiç distributions, 4% of the tax must be withheld. Reporting and Paying Pension' Withholding: Ifyou already have a wage withholding identification number, you can report ànd pay the pension withholding with your wage withholding ory your may choose to report and payt the withholding tax separately. Ifyou choose to pay pension withholding with wagey withholding, you do not have to complete this form. However, fyou choose separate reporting of wage and pension withholding, or ifyour reportonly pension withholding, you must complete and file this form to obtain a new identification. number. Compensation Paid to a Nonresident Individual or Nonresident Entity for Personal Services Performed in North Carolina: Ifyou pay non-wage compensation of more than $1,500 during the calendar year to ar nonresident contractor for personal services performedin N.C. in connection with a performance, an entertainment or athletic event, a speech, or the creation ofat film, radio, or television program, Compensation Paid to an ITIN Contractor: If you pay non-wage compensation of more than $1,500 during the calendar year to an ITIN contractor, you must withhold North Carolina income tax at the rate of 4% from the non-wage compensation. AnITIN contractori is ac contractor who. performs services in North Carolina for compensation other than wages and whose taxpayer identification number is an ITINI number instead ofa as social security number. AnITIN. isi issued by the Internal Revenue Services to a person who is required to have Reporting and Paying Withholding from Non-wage Compensation: Ifyou already have a wage withholding identification number, you should report and pay the non-wage withholding with your wage withholding, lfyou report only non-wage withholding, you must complete andi file this formt to obtain'a av withholding identification number. Fordetailed instructions on reporting and paying taxy withheld from wages, pensions, and other non-wage compensation, see Form NC-30, Income Tax' Withholding Tables and Instructionsfor Every person who engages as a retailer or wholesale merchant in the business of selling, renting, or leasing taxable tangible personal property, services, and certain digital property int this State orv who operates al laundry, drys cleaning plant, or similar business int this State, or ab business deriving gross receipts from an accommodation int this State must obtain a Certificate of Registration. ACertificate of Registration allows the merchant to issue a Certificate of Exemption to obtain property for resale without paying the sales tax. Ap purchaser is liable Every business that buys taxable tangible personal property, services, and certain digital property from out-of-state vendors for storage, use, or consumption ini North Carolina is required to obtain a Users or Consumers Use Tax Registration unless the business is règistered for sales and use tax or has paid all taxes due on their purchases. Individuals making non-business purchases should remit the use tax Every manufacturing industry or plant (including a contractor or subcontractor that performs. contracts with a manufacturing, industry or. plant), major recycling facility, research development company, software publishing company, eligible datacenter, andi industrial machinery refurbishing company is required to register and remit the 1% tax with. an! $80 maximum per article when purchasing mill machinery, mil Step 1- Complete Section 1, Identifying Information. Use your computer to complete this Web-Filli form in its entirety, print the completed Line 1 Enter your Federal Employer's Identification Number, Ifyou have applied for the number, but have not yet received it, enter" applied for" andi furnisht the number as soon asi itis available. important: Federal employeri identification numbers are required of all partnerships, Ifthe business is a proprietorship, enter the Social Security Number of the owner.. Line 3 Ift the! business is a sole proprietorship, enter the name oft the owner. Ift the business is a corporation or a LLC, enter the legal name. Thel legal name of the N.C. corporation orl LLCi is the name: shown on the Articles ofl Incorporation or Articles of Organizationi filed with the Secretary of State. The legal name of an out-of-state corporation or LLC is the name shown on the Certificate of Authority issued by the Secretary of State. Ifthe business is a partnership, enter the legal name of Line7 Enter the address oft the actual business location, not thel home address of ani individual owner or a representative in N.C. Step 3- Complete Section II if you are applying for a Certificate of Registration, also known as a Sales and Use Tax Number, or for a Step 5- Sign the application and mail it to P.O. Box 25000, Raleigh, NC 27640-0100. The application must be signed by the owner, a partner, a corporate officer, or another authorized individual. Questions can be directed to 1-877-252-3052 (toll-free). NOTE-Thel Department will assigny youawithholding, sales and uset tax, andi machineryand equipment tax account number as appropriate, after this application is processed. Use the assigned number to make your tax payments. The amount of tax withheld or any sales tax collected is deemed by law to be held in trust by you for the State of N.C. Failure to remit or any misapplication of these funds to the  or more per month make payments on the dates federal deposits are required and file quarterly reports,  you must withhold N.C. income tax at the rate of 4% from this non-wage compensation.  at taxpayer identification number but does not have and is not eligible to obtain a social security number.  Employers. Form NC-30 is available on the Department's website at www.dornc.com.  Salesa and Use Tax  fora a $250 penalty for misuse ofa Certificate of Exemption. See the certificate for instructions on its proper use.  due on their North Carolina Individual Income Tax Return and are not required to register,  Machinery and Equipment Tax  machinery parts or accessories, or equipment for storage, use, or consumption in this State.,  Business RealistratlonApplsation Instructions  form, and mail to the Department.  the partnership and list the partners' names in Item 11. Line 4 Enter the trade name by which your business is known toi the public. Step 2- Complete Section llify you are appiying for an Income Tax' Withholding Number.  Users or Consumers Use Tax Registration.  Step 4- Complete Section IV ify you are applying for a number to remit the machinery and equipment tax.  Department of Revenue could result in criminal action.    PLANNING BOARD Steve Duncan, Chairman Buford Pennell David Powell Thad Hall Clyde Miller  OFSAWIN  TOWNADMINISTRATOR Seth Eckard TOWN PLANNER Elinor Hiltz  P o  COAPORATED  COUNCIL MEETING Mar 17, 2015 6:00 PM  Agenda Item #10A  PLANNER'S STAFF REPORT  PARKS TEXT AMENDMENT PROPOSAL  Status: On February 17, 2015 the Planning Board unanimously recommended approval of a text amendment to allow parks in every zoning district. (Currently  parks are allowed in every district except the R-20 district). Consistency with Comprehensive Plan:  The Sawmills Comprehensive Plan wants to expand parks and greenways. Specifically its says "consider an additional small community park somewhere along Sawmills School Road". Allowing parks in the R-20 district would make it easier for the town to find locations for new parks in accordance with the Comprehensive Plan. (Although  the' Town has no plans to build another park at this time.)  Action Needed:  CALL FOR PUBLIC: HEARING for April 21, 2015 at 6:00    PLANNING BOARD Steve Duncan, Chairman Buford Pennell David Powell Thad Hall Clyde Miller  OFSANIN o. CORPORATED  TOWN ADMINISTRATOR Seth Eckard TOWN PLANNER Elinor Hiltz  COUNCIL MEETING March 17, 2015 6:00 PM  Agenda Item # 10A  PLANNER'S STAFF REPORT  PARKSTEXT AMENDMENT PROPOSAL  Status: Parks are usually beneficial, but in the current ordinance parks are lumped in the "public service facilities" category which includes water treatment plants and police stations, and they are disallowed in the R-20 district. Parks should probably be allowed in every district. On February 3, the Planning Board recommended  approval of the text amendment as proposed. Consistency with comprehensive Plan:  The Sawmills Comprehensive Plan wants to expand parks and greenways. Specifically its says "consider an additional small community park somewhere along Sawmills School Road". Allowing parks in the R-20 district would make it easier for the town to find locations for new parks in accordance with the Comprehensive Plan. (Although  the Town has no plans to build another park at this time.) CALLFOR PUBLICHEARING for April 21st at 6:00 pm.  Action Needed:    COUNCIL: MEETING Mar 17, 2015 6:00 PM  Agenda Item #10A  PARKSTEXTAMENDMENT PROPOSAL Deletions-are-instrikethreugh: new text is highlighted  8 153.005 DEFINITIONS  PUBLICSERVICE FACILITY. The use of land, buildings, or structures by a municipal or county agency to provide protective, administrative, maintenance and social services for the general public, including water treatment plants, sewage treatment plants, resources recovery facilities, parks-and Feereatien-aciites, police and fire stations, municipal buildings, community centers and other similar  public structures and facilities.  PARK. A place for the general public to use for active or passive recreation. A park shall be  mainly free-of-charge to the general public.  S 153.051  Use  R-20 RA-20 R-15 0-I N-B H-B G-M  SR  Paper product manufacturing  P P P P P P P P P P P  Park Pets store  $153.163 MINIMUM OFF-STREET PARKING REQUIREMENTS. The following off-street parking spaces shall be required: Institutional, Public and. Semipublic Uses  Required Off-Street. Parking  Parks and other recreation facilities  1space per every 2 participants at facility's full capacity plus 1 space per employee plus Ispace per every4  spectator seats.    PLANNING BOARD Steve Duncan, Chairman Buford Pennell David Powell Thad Hall Clyde Miller  OFSAWI  TOWN ADMINISTRATOR Seth Eckard TOWN PLANNER Elinor Hiltz  A o  CORPORATED  COUNCIL MEETING Mar 17, 2015 6:00 PM  Agenda Item #10B  PLANNER'S STAFF REPORT  ADOPT OFFICIAL ZONING MAP  Status: The Town needs to have an official zoning map that is signed by the acting Mayor and Town Clerk in case a property's legal zoning status is ever questioned. We don't have to adopt a new official map after each rezoning case, but maybe every year or sO to make sure the official zoning map is relatively current, but not a burden to keep up with either. I will probably make note to get it adopted again after March The proposed official maps are included in the packet and the poster size one will go in  2016. Thanks!  the frame in Council Chambers after Ms. Good and Ms. Kirby sign it.  Action Needed:  Motion to adopt the official zoning map.    x <    AGENDA ITEM12A  MEMO DATE: SUBJECT:  March 17,2015 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