AGENDA Sawmills Town Hall Tuesday, May 19,2015 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 Administrator Seth Eckard  A. April 21,2015 Regular Meeting Minutes B. April 21, 2015 Closed Session Minutes C. April 16, 2015 Budget Retreat Meeting Minutes  6. Public Comment 7. Recognitions: A. Recycle Rewards B. Yard ofl Month Winners 8. Financial Matters: 9. Discussion:  A. Presentation ofFY2015-2016 Budget and Call for Public Hearing Administrator Seth Eckard  A. Town of Sawmills Protection of Restricted Data Policy B, Town Administrator Resignation Letter :. Presentation by COG for Administrator Recruitment  Administrator Seth Eckard Administrator Seth Eckard Executive Director Anthony Starr  10. Public Comment: 11. Updates:  A. Administrators Report B. Council Comment  Administrator Seth Eckard Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby  12. Closed Session: Attorney/Client Privilege and Personnel Matters  13. Adjourn    Page 1of9  TUESDAY,APRIL 21, 2015  TOWN OF SAWMITISREGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Trena McRary Kirby Joe Wesson JeffWilson Johnny Wilson Gerelene Blevins  STAFF PRESENT Seth Eckard Julie Good Terry Taylor  CALL TO ORDER: 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 agenda with the addition of Agenda Item 7B: Easement for Streets and Sidewalks for Town Joe Wesson made a motion, and Jeff Wilson seconded, to adopt the agenda with the addition ofAgenda Item 7B: Easement for Streets and Sidewalks for Town Hall. All were in favor. APPROVE MARCH 17, 2015 REGULAR MEETING MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the March 17, 2015 regular meeting Johnny Wilson made ai motion, and Joe Wesson seconded, to approve the minutes. All were APPROVE MARCH 17, 2015 CLOSED SESSION MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the March 17, 2015 closed session minutes. Joe Wesson made a motion, and Jeff Wilson seconded, to approve the minutes. All were in  Allegiance.  Hall.  minutes. in favor.  favor.  APPROVE MARCH 12, 2015 BUDGET RETREAT MINUTES:  Mayor Pro-Tem  Trena McRary Kirby asked for a motion to approve the March 12, 2015 budget retreat  minutes.    April21,2015 Page 2of9  Joe Wesson made a motion, and Jeff Wilson seconded, to approve the minutes. All were in APPROVE APRIL 2, 2015 BUDGET RETREAT MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the April 2, 2015 budget retreat minutes. Joe Wesson made a motion, and Johnny Wilson seconded, to approve the minutes. All were  favor.  inf favor.  PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone had any  questions or comments at this time. No one wished to speak. RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Cameron Joyce and Callie Messer as the April Recycle Rewards winners. 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.  EASEMENT FOR STREETS AND SIDEWALKS FOR TOWN HALL: Town Administrator Seth Eckard explained that the Town had to sign an easement for the property Jeff Wilson made a motion, and Johnny Wilson seconded, to sign the easement for streets  that it owns for the US Highway 321A sidewalk grant. and sidewalks for Town Hall. All were in favor.  PUBLIC HEARING: PARKS TEXT AMENDMENT PROPOSAL:  OPEN PUBLIC HEARING: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Joe Wesson made a motion, Johnny Wilson seconded, to open the public hearing. All were STAFF COMMENTS/RECOMMENDATIONS: Town Planner Elinor Hiltz stated that parks are allowed in every zoning district in Town but R-20. On February 17, 2015, the Planning Board unanimously recommended approval of the text amendment to allow parks Town Planner Elinor Hiltz also stated that the Sawmills Comprehensive Plan wants to PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone wished to  open the public hearing.  in: favor.  ine every zoning district. expand parks and greenways.  speak on the parks text amendment proposal.    April 21,2015 Page3of9  The question was asked ifall other areas are zoned for parks except R-20?  Town Planner Elinor Hiltz replied that was correct.  CLOSE PUBLIC HEARING: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Joe Wesson made ai motion, and Jeff Wilson seconded, to close the public hearing. All were COUNCIL ACTION: Mayor Pro-Tem Trena McRary Kirby stated that "Parks are usually Joe Wesson made a motion, and Johnny Wilson seconded, to recommend approval because the Comprehensive Plan wants to expand recreational opportunities in Sawmills. All were  close the public hearing.  in: favor.  beneficial for the community as a whole."  in favor.  PUBLIC HEARING: COMMUNITY DEVELOPMENT BLOCK GRANT: OPEN PUBLIC HEARING: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Joe Wesson made a motion, Johnny Wilson seconded, to open the public hearing. All were STAFF COMMENTS/RECOMMENDATIONS: Lisa Helton, with the Western Piedmont Council of Governments, stated that in March 2013, the Town of Sawmills received a Small Business Entrepreneurial Assistance (SBEA) Grant for two hundred fifty thousand dollars ($250,000.00) to assist The Haystation, LLC, to purchase equipment and create ten (10) new, full-time jobs. Since this approval, the company has withdrawn its request to use these In January 2015, A. McGee Wood Products, in Granite Falls, expressed interest in participating in the project. The EDC and WPCOG continued to pursue employers within the Town. While a few business in the Town expressed interest in the program, no other company is willing to commit to the required job creation, or has other issues prohibiting the A. McGee Wood Products would use the CDBG funds to purchase equipment and pledges  open the public hearing.  in favor,  funds.  company from being eligible. to create ten (10) new. jobs.  There is no local funding in this project.  PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone wished to  speak on the Community Development Block Grant.    April 21, 2015 Page 4 of9  The question was asked could these funds be used for a business to start  Town Administrator Seth Eckard replied that this grant was only for existing businesses to purchase equipment and add local employment. This program is no longer available and if the EDC and WPCOG cannot find a business that can use the funds, then the money goes  back to the State.  CLOSE PUBLIC HEARING: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Johnny Wilson made a motion, and Jeff Wilson seconded, to close the public hearing. All COUNCIL ACTION: Joe Wesson made a: motion, and Johnny Wilson seconded, to amend the CDBG project to reflect that the CDBG SBEA go to A. McGee Wood Products and not  close the public hearing. were in favor.  The Haystation, LLC. All were in favor.  FINANCIAL MATTERS:  UPDATE TOWN OF SAWMILLS PROJECT BUDGET ORDINANCE FOR THE 2012 DUFF DRIVE SEWER PROJECT AND AMENDED AGREEMENT FOR THE SAME: Town Administrator Seth Eckard stated that the original amount on the Town of Sawmills Budget Ordinance for the 2012 Duff Drive Sewer Project was seven hundred eighty-seven thousand five hundred dollars ($787,500.00). The new amount is one million eighty-seven thousand one hundred one dollars and eighty-nine cents (1,087,101.89). Town Administrator Seth Eckard also stated that the original amount on the Agreement between the Western Piedmont Council of Governments and the Town of Sawmills for the Provisions of Grant Management Assistance was sixty-nine thousand dollars ($69,000.00). Johnny Wilson made a motion, and Joe Wesson seconded, to approve the updated Town of Sawmills Budget Ordinance for the 2012 Duff Drive Sewer Project in the amount of one million eighty-seven thousand one hundred one dollars and eighty-nine cents ($1,087,101.89) and to approve the Amended Agreement between the Western Piedmont Council of Governments and the Town of Sawmills for the Provision of Grant Management Assistance in conjunction with the same in the amount of seventy-nine thousand dollars APPROVE PROPOSED CONTRACT RENEWAL WITH WESTERN PIEDMONT COUNCIL OF GOVERNMENIS: Town Administrator Seth Eckard stated that the current contract with the Western Piedmont Council of Governments for planning services The current contact is for eight (8) hours per week and the new contract is for twelve (12) hours per week. The extra four (4) hours are for the purposes of updating the Town's  The new amount is seventy-nine thousand ($79,000.00).  ($79,000.00). All were in favor.  will expire on June 30, 2015, and will need to be renewed.    April 21,2015 Page 5of9  Comprehensive Plan and will only be needed for this contract year. Ifrenewed, the contract The amount of the contract will not exceed thirty-two thousand four hundred dollars ($32,400.00) and will be billed in equal monthly payments. This expenditure is included in Joe Wesson made a motion, and Johnny Wilson seconded, to renew the current contact with the Western Piedmont Council of Governments for planning services in the amount of thirty-two thousand four hundred dollars ($32,400.00) for twelve (12) hours per week. All BAD DEBT WRITE-OFF: Town Administrator Seth Eckard stated that the Town had a list of 2011 accounts that have gone unpaid for Utility and Sanitation services. The Town does not expect to collect payment for these accounts and recommends that Council approve the write off of the accounts. The total amount of these accounts is three thousand eight hundred twenty-six dollars and ninety-one cents ($3,826.91). Town Administrator Seth Eckard also advised Council that included in the list are twenty-four (24) accounts the Town has submitted to the NC Debt Setoff Program for Collection. Town Administrator Seth Eckard stated the Town had recovered three thousand seven hundred sixty-five dollars and ninety-eight cents ($3,765.98) from previous years, and currently has collected three hundred ninety-four dollars and seventy-six cents ($394.76), totaling four thousand one hundred sixty dollars and seventy-four cents ($4,160.74). There are sufficient funds in the Joe Wesson made a motion, and Jeff Wilson seconded, to approve staff to write off the 2011  will be effective starting July 1,2015, and ending June 30, 2016.  the FY2015-2016 budget.  were in favor.  budget to cover this.  list of bad debts accounts. All were in favor.  GENERAL DISCUSSION:  RESOLUTION TO JOIN WESTERN PIEDMONT JOBS TRAINING CONSORTIUM: Town Administrator Seth Eckard stated that the Town is already a member of the Western Piedmont Jobs Training Consortium, but with the new Federal Workforce Legislation that was passed last summer, the Town will need to adopt the new Resolution to Join Western Piedmont Jobs Training Consortium in order to stay in the Johnny Wilson made a motion, and Joe Wesson seconded, to adopt the Resolution to Join  program.  Western Piedmont Jobs Training Consortium. All were in favor.  STREET LIGHT POLICY: Town Administrator Seth Eckard stated that the new  procedure for Street Light Requests is as follows:  Requests for the addition of street light(s) shall be made in writing. The request(s) shall be forwarded to the Town Administrator who shall review the request(s) for conformance to the New Street Light Installation Policy. Requests need to be    April 21,2015 Page 6 of9  submitted before February 20th of each year to be considered for the next fiscal Ifthe request(s) are in conformance with the policy and approved within the budgetary process, the Town Administrator shall notify the requesting party in Ifthe Town Administrator determines that the request for street light(s) is not in conformance with the policy, he/she shall deny the request and notify the Ifthe request is denied, the requesting party may appeal to the Town Council to reverse the decision of the Town Administrator within thirty (30) days of the Town Administrator's decision. Said appeal shall be in writing to the Town Council. All appeals shall be referred back to the Public Works Committee of the Town Council, who shall report back to the Town Council with a recommendation within ninety (90) days of receipt of the appeal. The Town Council shall act on the recommendation of the Public Works Committee within thirty (30) days of receipt of their recommendation. The Town Administrator shall notify the party filing the The Town Administrator Seth Eckard stated that the New Street Light Installation Policy New street lights may be authorized by the Town Administrator to be installed on new or existing (town maintained or state maintained) streets within the Town of Sawmills,  year.  writing of the approval.  requesting party in writing ofi the denial.  appeal of the final decision oft the Council.  is as follows:  if: a)  in the case ofTown accepted roads, a written request is received by the Town Administrator, and if the location of the street light request(s) conforms to  one or more of the following criteria:  1. 2. 3. 4.  The request location is at the intersection of two (2) or more streets. No existing or proposed street light is within 450 feet of the requested The requested location is located at a horizontal or vertical curve ofa street, which in the opinion of the Town Administrator, may be hazardous condition to vehicular or pedestrian traffic. The location is not on a privately maintained street.  location.  Joe Wesson made a motion, and Johnny Wilson seconded, to approve the Procedure for Street Light Requests and the New Street Light Installation Policy with the following  changes:  number 2 should read as follows: No existing or proposed Town street light is add number 5 to read as follows: The requested location is located at the end ofa  within 450 feet of the requested location; dead end street or cul-de-sac; and    April 21, 2015 Page 7of9  add b) to read as follows: street light request approvals are limited to available  funding. All were in favor.  PLANNING:  ANNUAL PLANNING BOARD REPORT: Town Planner Elinor Hiltz stated that in the Planning Ordinance Section 151.06 it is stated that: An annual report shall be prepared and submitted to the Town Council by May of each year. The report shall include a comprehensive and detailed review of the activities, problems and actions of the Planning Town Planner Elinor Hiltz stated that the Planning Board has met five (5) times from July to April oft this year. Town Planner Elinor Hiltz also stated that the Planning Board met in July Town Planner Elinor Hiltz stated that she wrote thirty (30) zoning permits, met about four (4) subdivisions, wrote twelve (12) zoning verification letters and communicated by email to discuss seventeen (17) additional properties. Town Planner Elinor Hiltz also stated that she has researched house condemnations and cost sharing for paving non-town streets for  Board as well as any budget requests and/or recommendations.  and will meet again in May.  the Town Administrator as well as gathered data for:  CodeRed; The NC Demographer;  The Census Boundary Annexation Survey; and  The widening of Highway 321 Community Impact Assessment.  Town Planner Elinor Hiltz stated that there were twenty (20) Code Enforcement cases that Joe Wesson made a motion, and Jeff Wilson seconded, to approve the Annual Planning HAZARD MITIGATION PLAN: Town Planner Elinor Hiltz stated that the counties and municipalities in the Unifour area bound together to make a regional hazard mitigation plan. All counties and municipalities are required to have a hazard mitigation plan by State and Federal Law. If the Resolution of Adoption for the Unifour Regional Hazard Mitigation Joe Wesson made a motion, and Jeff Wilson seconded, to adopt the Resolution of Adoption for the Town of Sawmills, North Carolina Unifour Regional Hazard Mitigation Plan with the change on page 2 ofTown Manager to Town Administrator. All were in favor.  have been completed.  Board Report. All were in favor.  Plan is adopted, it is good for five (5) years.  SIDEWALK PLAN: Town Planner Elinor Hiltz stated that the Town has indicated five (5) sidewalk projects that are priorities because they are close to the center of the Town and link    April2 21, 2015 Page 8 of9  existing sidewalks and important destinations. Together the five (5) projects will take approximately ten (10) years to fund and build. The sidewalk plan discusses the benefits, Joe Wesson made a motion, and Jeff Wilson seconded, to adopt the Sidewalk Plan. All  obstacles, possible funding sources, and next steps for each project.  were in favor.  PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone had any The question was asked ift there were a limited number of street lights that the Town can put up? Town Administrator Seth Eckard answered that there is no limit of street lights that an individual can put on their property and there is no limited number of street lights that the A citizen also suggested that the Town appoint a citizen group to go around the Town and Councilman Joe Wesson suggested doing a CodeRed announcement to let citizens know that they can call in and let the Town know if a street light is out and the Town can get it  questions or comments at this time.  Town can install.  make sure no Town street lights are out.  fixed.  UPDATES:  CODE ENFORCEMENT MONTHLY REPORT: Town Administrator Seth Eckard stated Town Planner Elinor Hiltz has enclosed an updated status report of Code  Enforcement cases for April 2015. No Council action was required.  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  announcements:  The Annual COG dinner is Thursday, April 23, 2015, beginning at 6:30 pm. Town Administrator Seth Eckard, Councilwoman Trena McRary Kirby and Councilman Jeff Wilson will be attending. The North Carolina Governor Pat McCrory will be The Town has a new employee, Tony Beaver, April 21, 2015 was his first (1*) day. The Disc Golf Club built a shelter over the bridge on hole 11 oft the disc golfcourse. The Duff Drive sewer project is underway. The contractor has started clearing trees  speaking at 8:00 pm.  Yard oft the Month Committee has started meeting for the year.  The slope repair is now about 50% complete.  and will begin laying pipe within the next two (2) months.    April21, 2015 Page 9 of9  COUNCIL COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone on the Joe Wesson stated that the Town needed to check on the bridge dedication for Richard "Chad" Settlemyre. Mr. Settlemyre's father passed away last week and we need to see what  Council had any questions or comments at this time.  is going on. Joe Wesson also wanted to thank everyone for coming.  Johnny Wilson wanted to thank everyone for coming.  CLOSED SESSION: ATTORNEY/CLIENT PRIVILEGE: Mayor Pro-Tem Trena Joe Wesson made a motion, and Johnny Wilson seconded, to go into closed session at 7:07 Joe Wesson made a motion, and Gerelene Jeff Wilson seconded, to come out of closed  McRary Kirby asked for a motion to go into closed session.  pm,  session at 7:45 pm.  COUNCIL ADJOURN: Mayor Pro-Tem Trena McRary Kirby asked for a motion to Jeff Wilson made a motion, and Johnny Wilson seconded, to adjourn the meeting. All were  adjourn. in favor.  Julie A Good, Town Clerk  Trena McRary Kirby, Mayor Pro-Tem    April 16th, 2015  MINUTES OF TOWN COUNCIL SPECIAL MEETING  COUNCIL BUDGET WORKSHOP  COUNCIL PRESENT Trena McRary Kirby, Mayor Pro Tem Johnny Wilson Gerelene Blevins Jeff Wilson Joe Wesson  STAFF PRESENT Seth Eckard Karen Clontz  CALL TO ORDER: Mayor Pro Tem Kirby called the meeting to order at 5:00 p.m. at the Town  Council Chambers.  INVOCATION: Joe Wesson gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Pro' Tem Kirby led the Pledge of Allegiance. ADOPT AGENDA: Mayor Pro Tem Kirby asked for a motion to adopt the agenda. On a motion made by Gerelene Blevins and seconded by Joe Wesson, the agenda was adopted.  All were in favor. ITEMS FOR: DISCUSSION: The following items were discussed: Revenues Departments by need: Governing Body Administration Planning/Community Development Public Works Sanitation Streets (Powell Bill) Parks and Recreation Water Department Sewer Department  ADJOURN: On a motion made by Joe Wesson and seconded by Jeff Wilson, the meeting was  adjourned at 7:30 p.m. All were in: favor.  Julie Good, Town Clerk  Trena McRary Kirby, Mayor ProTem    AGENDA ITEM7A  MEMO DATE: SUBJECT:  May 19, 2015 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Chris and Nikki Poteet on winning the Recycle Rewards Program for the month ofMay. Town Administrator Seth Eckard will present them 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.    AGENDA ITEM 7B  MEMO DATE: SUBJECT:  May 19, 2015 Recognition: Yard of the Month Winners  Discussion:  Jerry and Kathy Bowman, from the 28630 zip code, and William and Carolyn Weaver, from the 28638 zip code, are the Yard of the Month winners for May. Town Administrator Seth Eckard  will present them with a Certificate of Appreciation.  Recommendation: No Council action required.    AGENDA ITEM8A  MEMO DATE: SUBJECT:  May 19,2015 Financial Matters: Presentation of FY2015-2016 Budget and Call fora Public Hearing  Discussion:  As required by state law, the proposed FY 2015-2016 budget is balanced and staff will present it Included in the agenda packet is a copy of the proposed fee structure, the budget message, the  during the June Council Meeting.  budget ordinance and a copy oft the proposed FY 2015-2016 budget.  Recommendation:  Staffrecommends Council call for a public hearing to bel held on June 16, 2015 at 6:00 pm to'  adopt the proposed FY 2015-2016 budget.    Annual Budget for the 2015-2016 Fiscal Year  Honorable Mayor Pro Tem Kirby And Members oft the Town Council:  Town Staffis] pleased to present the proposed budget for Fiscal Year 2015-2016, beginning July 1,2015 and ending June 30, 2016. The budget is balanced in its entirety as required by the North  Carolina Local Government Budget and Fiscal Control Act.  The Town of Sawmills' overall budget for FY 2015-2016 totals $2,586,350  The proposed budget includes: no tax increases;  no increases to the sanitation fee; maintains current levels of service; maintains current levels ofbenefits for employees  no appropriation of General Fund unrestricted reserves will be made for the fiscal year;  Below is al brief budgetary summary of the various funds for the Town:  General Fund:  The proposed ad valorem tax rate for FY 2015-2016 is to remain at 20 cents per $100 valuation with a collection rate of93.52%. Each penny oft the Town's! property tax rate generates  $20,767.83.  The General Fund currently remains debt free. The Town of Sawmills attempts to pay for capital outlay items from actual revenue sources and/or reserves rather than issuing bonds or borrowing funds and paying interest on debt. As has been the case in the previous three budgets, the Town will not need an appropriation of General Fund unrestricted reserves in order to balance the Anticipated State collected local revenues have been calculated utilizing data supplied by the North Carolina League of! Municipalities and local economic data. The Town is anticipating extremely small increases in most of these revenue sources as a result of the slowly improving  budget.  local, state and national economy.  Some highlights in the General Fund Departmental budgets include:  addition ofa a full time public works employee; purchase of an electronic message sign; purchase of additional playground equipment for town parks; purchase ofa new tractor for public works;  no major street resurfacing projects are scheduled this year in order to build up the  Powell Bill reserves;  maintaining employee benefits at current levels which entail a 7% increase in health up to a 5% merit pay increase for all full time employees based on employee performance  insurance premiums; reviews;  5    continued participation in the Caldwell County Sales Tax Reinvestment Program in the  amount of $280,000.  General fund revenues and expenditures are balanced at $2,586,350. This amount represents a reduction of $243,586, or a decrease of8.6%, from the previous 2014-2015 Fiscal Year Budget.  Enterprise Fund:  Due to a continued down economy, the Town Council and Staff recommended water and sewer Inl light of the need to build Enterprise Fund reserves to address anticipated system improvements, maintain solvency and meet unanticipated emergencies, both staff and the Town Council are urged to maintain adequate financial planning for the future. This may require adjusting water and sewer rates in the 2016-2017 Fiscal Year's Budget. Thel Enterprise Fund, specifically the Water Distribution System Department, reflects a $130,000 line item expense in Repair and Maintenance. This expense reflects an anticipated cost to perform needed waterline replacements on Oxford Drive and Remont Drive. Revenues for the Enterprise Fund for FY 2015-2016 are approximately 29.2% lower than FY 2014-2015. This includes the need for the appropriation of net assets in the amount of $246,691  rates remain the same for Fiscal Year 2015-2016.  to balance this year's water and sewer budget for one time capital expenses.  Water Rates: Water Base Rate: $15.00 Sewer Rates: Sewer Base Rate: $18.00 Conclusion:  Water Volumetric Rate: $4.50 per 1,000 gallons after the first 2,000 gallons Sewer Volumetric Rate: $5.00 per 1,000 gallons after the first 2,000 gallons  Iti is with great pride, and a lot ofhard work, that we present the proposed budget for FY2015- 2016. The total budget estimates for FY 2015-2 2016 (across all funds) totals $2,586,350 versus $2,829,936 for FY 2014-2015. Staff did a great job in realizing the Town's monetary parameters and making adjustments accordingly. General Fund balance percentage is anticipated to improve Iwould like to thank the dedicated employees of the Town for their hard work and good stewardship ofthe Town's resources. These people work hard and take pride in carrying out their duties. Iwould like to thank the Mayor Pro Tem and Council for their dedication in carrying out their responsibilities in providing leadership and guidance in these times of  this year.  budgetary stress and economic uncertainty.  Respectfully, Seth Eckard Town Administrator    Town of Sawmills Fee Structure 2015-2016FY  Public Works:  Items not picked up - building materials, hazardous materials and automobile parts.  Small brush pick up fee: Large brush pick up fee: White goods pick up fee: Special (bulky item) pick up fee:  No charge (30 minutes or less) $75.00 No charge No charge $75.00 $7.00 $750.00 $18.00 (Current rate) $25.00 $5.00 $200,00 No charge $25.00 $50.00 $200.00 (plus $5.00, per lot) $150.00 (plus $5.00 per lot) $15.00 (per copy) $10.00 (per copy) $200.00  (per hour)- see policyfor guidelines  Purchase of Speed Limit or other Traffic signs:  Sanitation availability fee Encroachment Fee Water/Sewer Department: Sewer Availability Fee Planning: Zoning Permit:  Zoning Permit-Accessory structures Rezoning Application: Special Use Permit: Minor Plat Review:  (Includes Public Notice advertising/certified letters)  Family or Minor Subdivision Review: Major Subdivision Review (Preliminary): Major Subdivision Review (Final): Copy ofZoning Ordinance: Copy of Subdivision Ordinance: Request for Variance: Parks and Recreation Baseball and soccer field rental fee: Miscellaneous Document Fee Black & white copies: Color copies:  $150.00 Per day, per field Per page: .10 .20    FY15-161 Budget Ordinance  BEI ITORDAINED BY THE TOWN COUNCIL OF THE TOWN OF SAWMILLS, The following anticipated fund revenues, departmental expenditures, and interfund transfers are approved and appropriated for the Town of Sawmills' operations for the Fiscal Year beginning July 1, 2015, and ending June 30,  NORTH CAROLINA:  2016.  SECTIONI-General Fund  Revenues: Property Tax Local Sales Tax Powell Bill Allocation Solid Waste Fee State Shared (Ullity/Franchise) Other Fund Balance Appropriated  $444,000 $853,000 $149,000 $182,000 $176,250 $56,100 $  0  TOTAL ESTIMATED GENERAL FUND REVENUES $1,860,350  Expenditures: Governing Body Administration Finance Public Works Streets and Highways Sanitation Community Development Parks and Recreation  $5 50,100 $432,550 $7 73,050 $319,100 $155,550 $265,900 $9 91,000 $193,100 $280,000  Interlocal Transfer to Caldwell County  TOTAL ESTIMATED GENERAL FUND EXPENDITURES $1,860,350    SECTION2- Utility Fund  Revenues: Water Sewer  $597,000 $129,000  TOTAL ESTIMATBD UTILITY FUND REVENUES $726,000  Expenditures: Water Sewer  $597,000 $129,000  TOTAL ESTIMATED UTILITY FUND EXPENDITURES $726,000  SECTION3-Ad Valorem Taxes  An Ad Valorem tax rate of $0.20 per one hundred dollars ($100) valuation oftaxable property, as listed for taxes as of January 1, 2015, is hereby levied and established as the official tax rate for the Town of Sawmills for Fiscal Year 2015-2016. The rate is based upon a total projected valuation of $205,369,050 and an estimated collection rate of 93.52%. The purpose of the ad valorem tax levy is to raise sufficient revenue to assist in financing  necessary municipal government operations in Sawmills.  SECTION 4- Documentation  Copies of this ordinance will be kept on file at Town Hall and shall be furnished to the Town Clerk and Finance Director to provide direction in the  collection of revenues and disbursement ofTown funds. SECTION5- Special Authorization, Budget Officer A. The Town Administrator shall serve as Budget Officer.  B. The Budget Officer shall be authorized to reallocate departmental appropriations among the various expenditures within each department.    C. The Budget Officer is authorized to effect interdepartmental transfers of minor budget amendments not to exceed ten percent (10%) of the appropriated funds for the department's allocation which is being reduced. Notification of all such transfers or amendments shall be made tot the Town Council at their next regular meeting of that body following  the transfers.  SECTION6- Restrictions  A. Interfund transfers of moneys shall be accomplished only by B. The utilization of any contingency appropriation, in any amount, shall be accomplished only by the authorization from the Town Council. Approval of a contingency appropriation shall be deemed a budget amendment, which transfers funds from the contingency appropriation  authorization from the Town Council.  to the appropriate object of expenditure.  SECTION7-) Budget Amendments  The North Carolina Local Government Budget and Fiscal Control Act allow the Town Council to amend the budget ordinance any time during the fiscal year, sO long as it complies with the North Carolina General Statutes. The Town Council must approve all budget amendments, except where the Budget Officer is authorized to make limited transfers. Please review sections 5 and 6, which outline special authorizations and restrictions related  to budget amendments.  SECTION8- Utilization of Budget and Budget Ordinance  This ordinance and the budget documents shall be the basis for the financial plan of the Town of Sawmills during the 2015-16 Fiscal Year. The Budget Officer shall administer the budget. The accounting system shall establish records that are in consonance with this budget and this ordinance and the  appropriate statutes ofthe State ofNorth Carolina. Adopted this 16th day ofJune, 2015.  Mayor Pro Tem Kirby  Seth Eckard, Town Administrator    Town of Sawmills Annual Budget Estimates - Revenues Fiscal Year: 2015-16  Summary Account  Page No: 1 Budget 2015-2016 Estimate  Fund Last Year Number  Current Year Actual to Feb 2015  Actual 2013-14  Budget 2014-15  Estimated Entire Year  General Fund Utility Fund  1 $ 1,925,602 $ 2,105,636 $ 1,316,007 $ 1,831,583 $ 1,860,350  2 $ 716,642 $  724,300 $ 430,417 $  963,691 $ 726,000  TOTALS:  $ 2,642,244 $ 2,829,936 $ 1,746,424 $ 2,795,274 $ 2,586,350    Town of Sawmills Annual Budget Estimates Revenues Fiscal Year: 2015-16 Summary Last Year Actual 2013-14  General Account  Fund1 Account Number 1-00-3101 $ 1-00-3102 $ 1-00-3103 $ 1-00-3104 $ 1-00-3105 $ 1-00-3110 $ 1-00-3111 $ 1-00-3112 $ 1-00-3113 $ 1-00-3114 $ 1-00-3115 $ 1-00-3116 $ 1-00-3229 $  Page No: 2 Budget  Current Year Actual to  Budget 2014-15 42,485 $ 16,000 $ $ (11,175) $ (12,000) $ 1,583 $ 72,994 $ 45,500 $ 10,744 $ (435) $ (2,239) $ (1,500) $ 9,239 $ 97 S 750 $ 28 $  Estimated 2015-2016  Feb 2015 Entire Year Estimate 8,898 $ 15,000 $ 16,000 (9,228)$ (12,000) $ (12,000) 29,088 $ 45,000 $ 42,500 (1,276) (1,500) $ (1,500)  Ad' Valorem Current Year Ad Valorem Prev Year Ad Valorem Refunds Ad Valorem Collection Fees Vehicle Interest Vehicle Taxes Vehicle Taxes - Prior Years Vehicle Refunds Vehicle Collection Fees Interest on Ad Valorem Taxes Ad Valorem Late List Revenue NSF Fees Hold Harmless  395,219 $ 372,000 $ 357,950 $ 372,950 $ 395,000  (500)$ $ 6,000 $ (200) $ 5,000 $ 250 $ 500 $ $  $ 1,583 $ 2,971 $ (312) 2,166 $ 92 $ 150 $ (1,080) $  (500) $ 1,583 $ 3,500 $ 3,000 (350) $ 3,500 $ 3,500 150 $ 180 $ $  (500)  (200) 200 250  221,096 $ 220,000 $ 148,068 $ 225,000 $ 225,000 285,963 $ 272,000 $ 180,442 $ 280,000 $ 291,000 212,491 $ 208,000 $ 139,359 $ 220,000 $ 220,000 147,274 $ 133,000 88,094 $ 150,000 $ 150,000 151,374 $ 150,000 $ 151,092 $ 151,092 $ 149,000  Art.44 -1 1/2%! Local Opt. Sales Tax 1-00-3230 $ Art. 39-1%Local Opt. Sales Tax 1-00-3231 $ Art. 40-1 1/2% Local Opt. Sales Tax 1-00-3232 $ Art. 42 -1/2% Local Opt. Sales Tax 1-00-3233 $ Sales Tax on Telecommunications 1-00-3234 $  28,892 $ 26,000 $ 2,332 $ $ $ $ 22,752 $ 30,000 $ 132,311 $ 123,000 $ $ 575 $ 910 $ $ $ 3,127 $ 468 $ 2,628 $ 2,500 $ 3,163 $ 569 $ 200 $ 999 $ 6,845 $ $ 200 $ $ $ $ 208,350 $ $ 335,000 $  15,629 $ 28,000 $ 20,000  Piped Natural Gas Excise Tax Powell Bill Safety Grant Wellness Grant Cable Franchise Fee Utility Franchise Tax Ordinance Fee Planning/Zoning Fees Sale of Recyclable Materials Bank Debit Card Investment Earnings Mowing/Snow Removal Solid Waste Fee Solid Waste Revenue Parks/Rec Sponsorship Baird Park Rental Parks/Rec Misc Miscellanous Revenue Farmers Market Fees Cash Over/Under Transfer from CDBG Powell Bill Reserve Fund Balance Appropriated TOTALS:  1-00-3235 $ 1-00-3316 $ 1-00-3317 $ 1-00-3319 $ 1-00-3323 $ 1-00-3324 $ 1-00-3326 $ 1-00-3340 $ 1-00-3351 $ 1-00-3830 $ 1-00-3831 $ 1-00-3833 $ 1-00-3834 $ 1-00-3835 $ 1-00-3836 $ 1-00-3837 $ 1-00-3838 $ 1-00-3839 $ 1-00-3841 $ 1-00-3843 $ 1-00-3860 $ 1-00-3889 $ 1-00-3990 $  1,000 $ $ $ $ $ 1,000 $ 1,500 $ $ $ 3,000 $ $ 3,000 $ 500 $ $ 500 $ 3,000 $ $ - $ - $ $  375 $ $ $ $ $ 425 $ 280 $ $ $ 1,220 $ 85 $ 2,628 $ 1,742 $ 358 $ 25 $ 75 $ 275 $ 500 $ 2,566 $ $ $ $ $  750 $ $ $ $ $ 500 $ 500 $ $ $ 2,000 $ 2,000 100 $ 2,628 $ 2,500 3,000 $ 3,000 500 $ $ 500 $ 3,000 $ 3,000 500 $ 1,000 $ 2,000 $ $ $ 5,550 $  750  Commerce Grant Automated Solutions 1-00-3320 $ Veteran's Memorial Misc/Engraving 1-00-3333 $  15,528 $ 25,000 $ 23,500 69,661 $ 130,000 $ 132,000  500 500 100 500 200 500 500  Investment Earnings on Powell Bill 1-00-3832 $  182,143 $ 185,000 $ 106,578 $ 180,000 $ 182,000  Veteran's Memorial Park Rental 1-00-3842 $  $ 1,925,602 $ 2,338,400 1,316,007 $ 1,831,583 $ 1,860,350    Town of Sawmills Annual Budget Estimates Revenues Fiscal Year: 2015-16  Utility Account  Fund 2 Dept. Number 80 $ 90 $  Summary Last Year Actual 2013-14  Page No: 3 Budget 2015-2016 Estimate 597,000 129,000  Current Year Actual to Feb 2015  Budget 2014-15  Estimated Entire Year  Water Sewer  598,876 $ 843,691 $ 355,531 $ 843,691 $  117,766 $ 245,300 $  74,886 $ 120,000 $  TOTALS:  $  716,642 $ 1,088,991 $ 430,417 $ 963,691 $  726,000    Town of Sawmills Annual Budget Estimates Revenues Fiscal Year: 2015-16 Fund2 Account Last Year Number Actual  Utility Account  Dept:  Water Current Year  Page No: 4 Budget  Budget Actual to Estimated 2015-2016  2013-14 2014-15 Feb 2015 Entire Year Estimate  Water Sales Taps and Connections Reconnection Fees Late Charges Automated Solutions Grant Investment Earnings Misc. Revenue NC Debt Setoff Capital Contributions Water Appropriated Net Assets  2-00-3710 $ 563,268 $565,074 $ 339,412 $ 560,000 $ 565,000 2-00-3711 $ 2,000 $ 1,500 $ 1,500 $ 1,500 $ 1,500 2-00-3713 $ 5,225 $ 4,000 $ 4,175 $ 5,000 $ 5,000 2-00-3714 $ 15,315 $ 10,000 $ 9,165 $ 15,000 $ 15,000 2-00-3831 $ 2,942 $ 2,000 $ 1,159 $ 1,400 $  2-00-3799 $ 9,738 $ 2-00-3839 $ 2-00-3845 $ 2-00-3850 $ 2-00-3990 $  $ $ $ $  $ 120 $ $ $ $ $ 260,591 $  $ 200 $ $ $ $  1,400 100  388 $ 100 $ $ $ $ $261,017 $  Operating transfer from General Fund 2-00-3900 $  9,000  TOTALS:  $ 598,876 $ 843,691 $ 355,531 $ 843,691 $ 597,000    Town of Sawmills Annual Budget Estimates Revenues Fiscal Year: 2015-16 Fund 2 Account Last Year Number Actual 2-00-3751 $ 2-00-3991 $  Utility Account  Dept:  Sewer Current Year  Page No: 5 Budget  Budget Actual to Estimated 2015-2016 2014-15 Feb 2015 Entire Year Estimate  2013-14  Sewer Charges Sewer Tap & Connections Sewer Appropriated Net Assets  2-00-3750 $ 117,766 $ 129,530 $ 74,886 $ 120,000 $ 129,000  $ $ 115,770 $  $  $ $  $ $  TOTALS:  $ 117,766 $ 245,300 $ 74,886 $ 120,000 $ 129,000    Town of Sawmills Fiscal Year: 2015-16  Annual Budget Estimates - Expenditures  Summary Account  Fund  Page No: 6 Budget 2015-2016 Estimate  Last Year Actual 2013-14  Current Year Actual to Feb 2015  Budget 2014-15  Estimated Entire Year  General Fund Utility Fund  1 $1 1,743,682 $ 2,093,400 $ 1,156,747 $ 1,711,327 $ 1,860,350 2 $ 579,987 $ 966,991 $ 555,157 $ 814,039 $  726,000  TOTALS:  $2,323,669 $ 3,060,391 $ 1,711,904 $ 2,525,366 $ 2,586,350    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Fund1 Summary Last Year Dept. Actual Number 2013-14  General  Page No: 7 Budget Estimate  Current Year Actual to  Account  Budget  Estimated 2015-2016  2014-15 Feb2015 Entire Year  Governing Body Administration Finance Public Works Streets & Highways Sanitation and Recycling Community Development Parks and Recreation Operating Transfers  10 $ 27,162 $ 49,600 $ 23,869 $ 34,050 $ 50,100 20 $ 313,669 $ 390,250 $ 190,257 $ 315,204 $ 432,550 30 $ 61,233 $ 71,200 $ 39,221 $ 66,010 $ 73,050 40 $ 189,454 $ 175,750 $ 92,054 $ 147,447 $ 319,100 50 $ 265,054 $ 358,350 $ 200,713 $ 231,775 $ 155,550 60,70 $ 454,070 $ 271,400 $ 129,419 $ 233,531 $ 265,900 45 $ 53,148 $ 48,650 $ 25,516 $ 35,864 $ 91,000 46 $ 99,892 $ 448,200 $ 175,698 $ 367,446 $ 193,100  0 $  $  $  $  $  Interlocal Transfer to Caldwell County 20 $ 280,000 $ 280,000 $ 280,000 $ 280,000 $ 280,000  TOTALS:  $ 1,743,682 2,093,400 $1,156,747 $ 1,711,327 $ 1,860,350    Town of Sawmills Fiscal Year: 2015-16  Annual Budget Estimates - Expenditures  Utility Account Water Sewer  Fund2 2 Dept. Number 80 90  Summary Last Year Actual 2013-14 $ $  Page No: 8 Budget Estimate  Current Year Actual to Feb 2015  Budget 2014-15  Estimated 2015-2016 Entire Year  445,720 $ 791,691 $ 509,407 $ 691,924 $ 597,000 134,267 $ 175,300 $ 45,750 $ 122,115 $ 129,000  TOTALS:  $  579,987 $ 966,991 $ 555,157 $ 814,039 $ 726,000    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Last Year Actual 2013-14  General Account  Fund 1 Account Number  Department: Governing Body  Page No: 9 Budget  Current Year Actual to Feb 2015 $  Budget 2014-15  Estimated 2015-2016 Entire Year Estimate 6,050 $ 14,000 $ 14,000  Wages Employee Benefits Worker's Comp FICA & Medi Taxes Donations Payment Board of Elections Uniforms Office Supplies Freight In Travel & Training Council Mileage Miscellanous Expense Town Promotion Materials TOTALS:  1-10-4100 $ 13,650 $ 14,000 $ 1-10-4106 $ 1,045 $ 1,150 $ 1-10-4111 $ 4,428 $ 5,000 $  1-10-4103 $ 1-10-4104 $ 1-10-4110 $ 1-10-4125 $ 1-10-4126 $ 1-10-4130 $ 1-10-4225 $  $ 102 $ 463 $ $ $ $ 35 $ 38 $ - $ $ 1,368 $ 263 $  $ 200 $ 750 $ 1,150 1,000 $ 2,500 $ 5,500 $ 500 50 $ 500 50 $ 50 $ 5,000 $ 1,000 1,500 $ 2,000 500 $ 1,700  108 $ 200 $ 400 $ 16,000 $ $ 500 $ 23 $ 500 $ $ 50 $ $ 1,000 $  200  Community Assistance Program 1-10-4109 $ 1,000 $ 2,500 $  15,550 $ 16,000 $ 16,000  1-10-4131 $ 3,320 $ 5,000 $ 1-10-4295 $ 1,260 $ 2,000 $ 1-10-4515 $ 1,928 $ 1,700 $  $ 27,162 $ 49,600 $  23,869 $ 34,050 $ 50,100    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Last Year Actual 2013-14  General Account  Fund 1 Account Number 1-20-4100 $ 1-20-4101 $ 1-20-4103 $ 1-20-4104 $ 1-20-4106 $ 1-20-4110 $ 1-20-4118 $ 1-20-4119 $ 1-20-4121 $ 1-20-4125 $ 1-20-4126 $ 1-20-4127 $ 1-20-4128 $ 1-20-4130 $ 1-20-4131 $ 1-20-4132 $ 1-20-4133 $ 1-20-4134 $ 1-20-4135 $ 1-20-4136 $ 1-20-4137 $ 1-20-4138 $ 1-20-4145 $ 1-20-4148 $ 1-20-4149 $ 1-20-4151 $ 1-20-4152 $ 1-20-4170 $ 1-20-4180 $ 1-20-4181 $ 1-20-4199 $ 1-20-4225 $ 1-20-4243 $ 1-20-4244 $ 1-20-4275 $ 1-20-4280 $ 1-20-4295 $ 1-20-4760 $  Department: Administration Budget 2014-15 $ 46,709 $ 1,424 $ 9,648 $ $ 10,137 $ 26,365 $ $ 284 $ 6,131 $ 337 $ $ 268 $ 9,639 $ 3,732 $ 5,551 $ 400 $ 1,755 $ 2,137 $ 1,991 $ 1,172 $ 18,352 $ 12,254 $ 2,902 $ 80 $ $ $ 2,943 $ 5,915 $ 399 $ $ 737 $ 410 $ 442 $ $ $ 7,525 $ 7,230 $  Page No: 10 Budget Estimate 500 2,500 11,500 12,000 1,000 7,500 2,500 250 500 4,500 6,800 650 8,000 1,000 4,000 1,000 14,000 5,000 100 $ 150 $ 60,000 $ 5,500 38,000 500 $ 1,000 $ 400 $ 1,200 550 $ 1,500 442 $ 1,000 $ $ 8,000  Current Year Actual to Feb 2015 Entire Year 72 1,088 $ 1,088 $ 4,959 $ 8,000 $ $ $ 9,666 $ 25,000 $ 35,000 $ $ $ $ 4,176 $ 6,000 $ $ 1,000 $ $ $ 192 $ 300 $ 3,006 $ 9,000 $ 11,000 2,548 $ 4,000 $ 2,907 $ 5,750 $ 65 $ 400 $ 1,854 $ 7,000 $ 399 $ 1,000 $ 856 $ 2,000 $ $ 1,000 $ 4,689 $ 4,689 $ 66 $ $ $ 1,307 $ 3,000 $ 9,192 $ 12,000 $ 285 $ $ 210 $ 463 $ 442 $ $ $ 3,042 $ 8,000 $  Estimated 2015-2016 100 $  Wages Overtime Employee Benefits Workers Compensation FICA & Medi Taxes Cufural/Recreational Accounting Fees Legal Fees Professional Fee-Architect Uniforms Office Supplies Office Equipment Wellness & Health Freight In Travel & Schools Telephone Utilities Permits and Fees Repair and Maintenance Postage Advertising Newsletter Insurance and Bonds Dues and Subscriptions Unemployment Reserve Capital Outlay Capital Reserve Bank Service Charge Computer SuppliesMalintenance Town Website Previous Years Expenses Fuel Leases & Maintenance Caldwell Railroad Commission Penalties & Interest Cash Over/Short Miscellaneous Contract Services TOTALS:  126,800 $ 135,500 $ 64,759 $ 125,000 $ 115,000  750 $ 6,500 $ 11,500 $ $ 38,000 $ $ 1,000 $ 7,500 $ 4,000 $ $ 500 $ 11,000 $ 4,000 $ 6,000 $ 650 $ 15,000 $ 1,500 $ 4,000 $ 1,000 $ 5,000 $ 150 $ $ $ 5,500 $ 10,000 $ 1,000 $ $ 1,200 $ 1,500 $ 1,500 $ $ $ 7,500 $  49,000 $ 23,605 $ 35,000 $ 37,000 11,500 $ 10,385 $ 10,385 $  20,000 $ 16,378 $ 17,000 $ 20,000 13,000 $ 13,079 $ 14,000 $  Nonrefundable Tax Expense 1-20-4150 $  15,000 $ 10,567 $ 12,500 $ 15,000  $  313,669 $ 390,250 $ 190,257 $ 315,204 $ 432,550    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16  General Account  Fund 1 Account Last Year Number  Department: Finance Budget 2014-15 $ 150 $ $ $ 657 $ 500 $ $ 500 $ $ $ $ $ 210 $ 300 $ 25 $ $ 70 $ 500 $ $ $ $ 1,000 $ $ $  Page No: 11 Budget Estimated 2015-2016 Estimate 45,000 $ 48,000 $ 15,000 $ $ 3,600 $ 400 $ 400 $ 500 $ 600 $ $ 210 $ 50 $ 250 $ $ $ $  Current Year Actual to Feb 2015 Entire Year  Actual 2013-14  Wages Overtime Employee Benefits FICA & Medi Taxes Office Supplies Office Equipment Travel & Schools Telephone Insurance Bonds Computer Expense Fuel Miscellanous Exp Contract Services TOTALS:  1-30-4100 $ 42,853 $ 46,500 $ 27,351 $ 1-30-4103 $ 13,027 $ 15,500 $ 8,411 $ 1-30-4106 $ 3,278 $ 3,750 $ 2,092 $ 1-30-4131 $ 1,113 $ 2,500 $  1-30-4101 $ 1-30-4126 $ 1-30-4127 $ 1-30-4132 $ 1-30-4145 $ 1-30-4180 $ 1-30-4225 $ 1-30-4295 $ 1-30-4760 $  $ $ 327 $ $ 269 $ 374 $ $ 210 $ 35 $ 152 $ $ $ $  15,000 3,750 650 500 2,500 750 350 50 500 1,000  Workers Compensation 1-30-4104 $  Dues and Subscriptions 1-30-4148 $ Unemployment Reserve 1-30-4149 $  $ 61,233 $ 71,200 $ 39,221 I$  66,010 $ 73,050    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 General Last Year Actual 2013-14  General Account  Fund1 Account Number 1-40-4100 $ 1-40-4101 $ 1-40-4103 $ 1-40-4104 $ 1-40-4106 $ 1-40-4120 $ 1-40-4124 $ 1-40-4125 $ 1-40-4129 $ 1-40-4130 $ 1-40-4131 $ 1-40-4132 $ 1-40-4133 $ 1-40-4134 $ 1-40-4135 $ 1-40-4149 $ 1-40-4150 $ 1-40-4151 $ 1-40-4180 $ 1-40-4199 $ 1-40-4225 $ 1-40-4243 $ 1-40-4295 $ 1-40-4515 $ 1-40-4760 $  Department: Public Works Page No: 12  Current Year Actual to Feb 2015  Budget  Budget 2014-15 62,516 $ 86,000 $ $ 14,800 $ 19,000 $ 4,250 $ 6,500 $ 4,782 $ 7,250 $ 3,762 $ 1,500 $ 14,933 $ 17,500 $ 621 $ 1,500 $ 551 $ 1,000 $ 9$ 130 $ 2,000 $ 1,730 $ 2,500 $ 8,268 $ 8,000 $ $ 3,446 $ 4,000 $ 87 $ 1,500 $ $ 59,842 $ 6,500 $ 806 $ $ 2,159 $ 2,500 $ $ 3,786 $ 3,500 $ 1,946 $ 2,500 $ 1,030 $ 2,000 $ $ 189,454 $ 175,750 $  Estimated 2015-2016 Entire Year Estimate 45,586 $ 75,000 $ 125,000 10,079 $ 16,000 $ 32,000 8,252 $ 16,000 $ 18,000  Wages Overtime Employee Benefits Workers Compensation FICA & Medi Taxes Engineer Fees Street Lights Uniforms Equipment & Materials Freight In Training/Tave/Sehoois Telephone-Cell & Garage Utilities Fees & Permits Repair & Maintenance Unemployment Reserve Non Refundable Tax Capital Outlay Computer Expense Prior Year Expense Fuel Leases/Maintenance Miscellanous Exp. Materials & Supplies Contract Services TOTALS:  250 $  $ 5,257 $ 3,487 $ $ 441 $ 804 $ 4 $ $ 929 $ 4,242 $ $ 556 $ 134 $ 5 $ $ 454 $ $ 1,160 $ $ 3,879 $ 900 $ 5,885 $  $ 1,150 5,257 $ 6,500 6,500 $ 10,000 $ 1,500 441 $ 4,700 1,000 $ 2,000 10 $ 100 50 $ 3,000 1,500 $ 2,500 8,500 $ 9,500 50 $ 150 1,000 $ 3,500 134 $ 5 $ 50 $ 72,500 750 $ 1,000 $ 2,250 $ 2,500 $ 4,000 $ 4,000 2,000 $ 2,950 7,000 $ 16,500  100 $ 150 $ $ $ $ $  92,054 $ 147,447 $ 319,100    Town of Sawmills Annual Budget Estimates - Expenditures Fiscal Year: 2015-16 Last Year Actual 2013-14  General Account  Fund1 Account Number 1-50-4101 $ 1-50-4106 $ 1-50-4117 $ 1-50-4129 $ 1-50-4130 $ 1-50-4151 1-50-4295 1-50-4515 $ 1-50-4557 $  Department Streets/Highways  Page No: 13 Budget  Current Year Actual to  Budget 2014-15  Estimated 2015-2016  Feb 2015 Entire Year Estimate 19,299 $ 30,000 $ 31,000 7,659 $ 11,000 $ 13,000 1,495 $ 2,100 $ 2,500 7,248 $ 8,000 $ 10,000 9,961 $ 20,000 $ 35,000  Powell Bill Wages Powell Bill Overtime Powell Bill Empoyee Benefits Powell Bill FICA & Medi Taxes Powell Bill Equipment Powell Bill Engineer Fees Powell Bill Safety Equip/Materials Powell Bill Freight In Powell Bill Repair & Maintenance Powell Bill Unemployment Reserve 1-50-4149 $ Powell Bill Non Refundable Taxes 1-50-4150 Powell Bill Capital Outlay Powell Billl Miscellanous Exp Powell Bill Materials & Supplies Powell Bill Drainage Powell Bill Paving  1-50-4100 $ 43,774 $ 31,000 $ 1-50-4103 $ 13,022 $ 14,000 $ 1-50-4120 $ 19,670 $ 30,000 $ 1-50-4135 $ 49,420 $ 50,000 $  484 $ 500 $ 3,386 $ 3,500 $ 2,407 $ 4,500 $ $ $ 10 $ 150 $ 20 $ $ 112 $ 200 $ $ $ 221 $ 500 $ 5,950 $ 10,000 $ $ 10,000 $  249 $ 449 $ $ 6 $ $ 7$ $ 60 $ $  500 $ $ $ 50 $ $ 25 $ $ 100 $ $  500 700 150 200 500  $ $ $  2,437 $ 5,000 $ 12,000  1-50-4559 $ 126,578 $ 204,000 $ 151,843 $ 155,000 $ 50,000  TOTALS:  $ 265,054 $ 358,350 $ 200,713 $ 231,775 $ 155,550    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16  General Account  Fund1 Account Number 1-60-4100 $ 1-60-4101 $ 1-60-4103 $ 1-60-4104 $ 1-60-4106 $ 1-60-4110 $ 1-60-4120 $ 1-60-4125 $ 1-60-4129 $ 1-60-4130 $ 1-60-4132 $ 1-60-4134 $ 1-60-4135 $ 1-60-4136 $ 1-60-4138 $ 1-60-4149 $ 1-60-4150 $ 1-60-4151 $ 1-60-4225 $ 1-60-4270 $ 1-60-4275 $ 1-60-4295 $ 1-60-4515 $ 1-60-4760 $ 1-60-4761 $ 1-70-4762 $  Department: Sanitation Page No: 14  Last Year Actual 2013-14 62,805 $ 45 $ 23,726 $ 2,997 $ 4,808 $ $ $ 233 $ 999 $ 387 $ 463 $ $ 18,488 $ 1,943 $ $ 36 $ 70 $ 238,800 $ $ 20,405 $ $ $ 514 $ 1,077 $ 450 $ $ 12,996 $ 62,828 $  Current Year Actual to Feb 2015  Budget Estimate  Budget 2014-15 66,000 $ 650 $ 24,500 $ 2,500 $ 5,500 $ 100 $ $ 1,000 $ $ 400 $ 600 $ 50 $ 50,000 $ 1,500 $ $ $ 100 $ $ $ 25,000 $ $ $ 500 $ 9,000 $ 1,000 $ $ 15,000 $ 68,000 $  Estimated 2015-2016 Entire Year  Wages Overtime Employee Benefits Workers Compensation FICA & MediTaxes Recycle Rewards Engineer Fees Uniforms Equipment & Materials Freight In Telephone Fees & Permits Repair & Maintenance Postage Printing Unemployment Reserve Non Refundable Taxes Capital Outlay Fuel Debt Service Payment Penalties & Interest Miscellaneous Materials & Supplies Contracted Services Landfill Expenses Recycling Service TOTALS:  39,206 $ 63,000 $ 67,500 15,349 $ 24,000 $ 26,500  207 $ 3,363 $ 3,015 $ 100 $ $ 242 $ $ $ 189 $ $ 1,141 $ $ 168 $ 83 $ $ $ $ $ $ 6,334 $ 16 $ $  300 $ 3,363 $ 5,250 $ 100 $ $ 1,000 $ $ 50 $ 550 $ $ 2,000 $ 168 $ 100 $ $ $ $ $ 550 $ 7,000 $ 100 $ $  650 4,100 5,500 100 100 600 50 3,100 100  17,265 $ 30,000 $ 50,000  Capital Reserve-Trash Truck 1-60-4152 $ Allowance for Doubtful Accts 1-60-4285 $  9,183 $ 21,000 $ 22,000  600 7,000 1,000  3,344 $ 12,000 $ 12,000 30,214 $ 63,000 $ 65,000 129,419 $ 233,531 $ 265,900  $  454,070 $ 271,400 $    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16  General Account  Fund 1 Account Last Year Number 1-45-4100 $ 1-45-4106 1-45-4120 1-45-4127 1-45-4136 1-45-4135_ 1-45-4136 1-45-4137_ 1-45-4295 1-45-4515 $ 1-45-4530 $ 1-45-4980 $  Dept: Community Development  Page No: 15 Budget  Current Year Actual Budget Actual to 2013-14 2014-15 100 $ 200 $ $ $ 8$ 50 $ $ $ $ $ e $ 4,925 $ 10,000 $ 6$ 50 $ 454 $ 200 $ $ $ $ 1,000 $ 50 $ 2,000 $ $ $ $ 150 $  Estimated 2015-2016 100 $ 200 $ 10 $ 50 $ 1,500 $ 100 $ 500 $ 1,000 $ 10,000 50 $ 100 400 $ 500 $ $ 1,000 $ 20,000 $ 100 $ 150  Feb 2015 Entire Year Estimate  Wages FICA & Medi Taxes Engineering Fees Office Equipment Telephone Repairs/Maintenance Postage Advertising Miscellaneous Community Events Planning Contract Contracted Services Plat & Zoning Fees  75 - $ $ 6 $ 11,958 $ 21,000 $ $ $ $ $ 373 $ $ $ $ $ $  Workers Compensation 1-45-4104 $  Code EnforcementPlanning! 1-45-4112 20,500 $ 21,000 $  Unemployment Reserve 1-45-4149 $  1-45-4760 $ 27,105 $ 14,000 $  13,104 $ 13,104 $ 57,000  TOTALS:  53,148 I$ 48,650 $  25,516 $ 35,864 $ 91,000    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Last Year Actual Budget 2013-14 2014-15 28,229 $ $ $ 11,575 $ 1,235 $ 2,159 $ $ 2,534 $ 1,060 $ 630 $ 231 $ $ 171 $ 463 $ 250 $ $ $ 16 $ 33 $ $ 4,258 $ $ 237 $ 229 $ 383 $  General Account  Fund1 Account Number 1-46-4100 $ 1-46-4101 $ 1-46-4102 $ 1-46-4103 $ 1-46-4104 $ 1-46-4106 $ 1-46-4110 $ 1-46-4120 $ 1-46-4122 $ 1-46-4124 $ 1-46-4125 $ 1-46-4129 $ 1-46-4130 $ 1-46-4132 $ 1-46-4133 $ 1-46-4134 $ 1-46-4135 $ 1-46-4137 $ 1-46-4141 $ 1-46-4149 $ 1-46-4150 $ 1-46-4151 $ 1-46-4152 $ 1-46-4225 $ 1-46-4270 $ 1-46-4295 $ 1-46-4515 $ 1-46-4558 $ 1-46-4760 $  Dept: Parks & Recreation Current Year  Page No: 16 Budget  Actual to Estimated 2015-2016 Feb 2015 Entire Year Estimate 31,000 $ 17,473 $ 30,000 $ 32,000 14,000 $ 7,478 $ 13,000 $ 14,000 10,000 $ 5,346 $ 7,000 $ 10,000 12,950 $ 7,840 $ 7,840 $  Wages Overtime Wages Part Time Employee Benefits Workers Compensation FICA & Medi Taxes Donations Engineer Fees Veteran's Memorial Engraving Veteran's Park Flood Lights Uniforms Equipment Freight In Telephone (Cell) Utilities Permits/Fees Repair and Maintenance Advertising Sponsorship (Signs) Unemployment Reserve Non refundable tax expense Capital Outlay Capital Reserve Fuel Debt Service Payment Miscellaneous Expense Materials & Supplies Water Purchases Contract Services TOTALS:  150 $ $ 2,000 $ 3,000 $ $ 2,500 $ 750 $ 1,000 $ 200 $ 600 $ 200 $ $ $ $ 50 $ 65,900 $ $ 5,000 $ 400 - $ 2,500 $  $ $ 530 $ $ 650 $ 303 $ 116 $ 296 $ 253 $ 25 $ $ $ 96 $ 24 $ $ $ 152 $  $ 150 $ 530 $ 1,000 $ 650 $ 1,500 650 $ 116 $ 350 $ 500 $ 25 $ $ $ $ 50$ 50 $ 5,000 $ 350 $ 500 400 $ 12,500  1,337 $ 2,500 $ 3,000  750 3,000 350 650 150  16,421 $ 16,000 $ 8,326 $ 17,500 $ 18,000 11,423 $ 150,000 $ 38,985 $ 188,985 $ 30,000  $ 100,000 $ 70,313 $ 71,000 $ 40,000 5,000 $ 2,340 $ 4,500 $  949 $ 1,500 $ 2,500  18,355 $ 25,000 $ 12,866 $ 20,000 $ 18,000  $  99,892 $ 448,200 $ 175,698 $ 367,446 $ 193,100    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16  General Account  Fund1 Account Last Year Number Actual 1-00-4490 $ 1-00-4491 $ 1-00-4494 $  Department: Operating Transfers  Page No:17 Budget $ $ $ $  Current Year $ $ $ $  Budget Actual to Estimated 2015-2 2016  2013-14 2014-15 Feb2 2015 Entire Year Estimate  Operating Transfer to Water Operating Transfer to Sewer Operating Transfer to CDBG  $ $ $ $  $ $ $ $  Operating Transfer to Capital Projects 1-00-4493 $  TOTALS:  $  $  $  $    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16  General  Fund1 1 Account Last Year Number Actual  Department: Interlocal Transfer  Page No: 18 Budget 2015-2 2016 Estimate 280,000  Current Year Actual to Feb 2015  Account  Budget 2014-15  Estimated Entire Year  2013-14  Interlocal Transfer to Caldwell County  1-20-4296 $ 280,000 $ 280,000 $ 280,000 $  280,000 $  TOTALS:  $ 280,000 $ 280,000 $ 280,000 $  280,000 $  280,000    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Last Year Actual 2013-14 77,153 $ 1,213 25,127 $ 3,480 $ 5,981 $ 19,369 $ 464 $ $ $ 223 $ 149 $ 262 $ 1,474 $ 347 $ 3,325 $ 7,448 $ 4,881 $ 1,762 $ $ 11 $ $ $ 9,738 $ $ 4,033 $ $ $ 8,548 $ 5,881 $ $ $ 3,366 $ $ 6,970 $ 2,081 $ 13,781 $  Utility Account  Fund 2 Account Number 2-80-4100 $ 2-80-4101 $ 2-80-4103 $ 2-80-4104 $ 2-80-4106 $ 2-80-4120 $ 2-80-4125 $ 2-80-4126 $ 2-80-4128 $ 2-80-4129 $ 2-80-4130 $ 2-80-4131 $ 2-80-4132 $ 2-80-4133 $ 2-80-4134 $ 2-80-4135 $ 2-80-4136 $ 2-80-4138 $ 2-80-4149 $ 2-80-4150 $ 2-80-4151 $ 2-80-4152 $ 2-80-4160 $ 2-80-4170 $ 2-80-4180 $ 2-80-4199 $ 2-80-4225 $ 2-80-4270 $ 2-80-4275 $ 2-80-4280 $ 2-80-4285 $ 2-80-4295 $ 2-80-4515 $ 2-80-4560 $ 2-80-4760 $  Dept: Budget 2014-15  Water Current Year  Page No: 19 Budget  Actual to Estimated 2015-2016 Feb2015 Entire Year Estimate 82,000 $ 46,641 $ 78,788 $ 88,000 892 $ 1,397 $ 36,500 $ 16,619 $ 27,088 $ 36,000 3,500 $ 3,942 $ 3,942 $ 6,500 $ 3,636 $ 6,128 $  Wages Overtime Employee Benefits Workers Compensation FICA & MC Taxes Engineer Fees Uniforms Office Supplies Wellness and Health EquipmentMaterals Freight In Travel/Training Telephone-Cell Phone Utilities Permits & Fees Repair & Maintenance Postage Printing Unemployment Reserve Non-refundable Tax Expense Capital Outlay Capital Reserve Depreciation Bank Service Charge Computers Prior Year Expenditures Fuel Debt Service Payment (Cajah's Mtny WL) Penalties/Interest: Cash Over/Short Allowance for Bad Debt Miscellanous Exp Materials & Supplies Water Purchases Technical Support- Water Contracted Services TOTALS:  2,400 $ 30,000 $ 500 $ $ $ 2,000 $ 500 $ 1,000 $ 2,750 $ 1,000 $ 1,000 $ $ 100 $ $ $ $ $ 3,000 $ $ $ $ $ 4,000 $ 2,000 $ 15,000 $ 1,500 $  2,400 4,500 6,500  717 $ 9,000 $ 15,000 271 $ $ $ 449 $ 1,000 $ 14 $ 866 $ 1,000 $ 501 $ 1,200 $ 168 $  300 $ $ $ 75 $ 500 $  1,500 250 1,000 2,000 1,000 4,000 7,000 1,750 100  4,000 $ 2,930 $ 3,000 $ 31,500 $ 3,320 $ 6,500 $ 130,000 6,500 $ 4,008 $ 6,500 $  677 $ 1,750 $ 279 $ 279 $ $ 50 $ $ $ $ $ $ - $ $ $ 1,840 $ 3,500 $ $ $ $ $ $ $ $ $ $ 4,000 $ 661 $ 750 $ 745 $ 5,000 $ 15,000 $ 900 $  Commerce Grant- Automated Solutions 2-80-4153 $  4,000 3,000 8,119 5,881 4,000 1,500 1,500  6,100 $ 4,134 $ 8,000 $ 5,881 $ 5,881 $ 5,881 $  2-80-4558 $ 238,653 $ 235,000 $ 113,787 $ 213,225 $ 235,000  27,460 $ 16,429 $ 22,171 $ 18,000  Transfer to CDBG Sewer Project 2-80-9999 $  $ 280,000 $ 280,000 $ 280,000 $  $ 445,720 $ 791,691 $ 509,407 $ 691,924 $ 597,000    Town of Sawmills Annual Budget Estimates Expenditures Fiscal Year: 2015-16 Actual 2013-14 749 $  Utility Account  Fund2 Account Last Year Number 2-90-4101 $ 2-90-4104 $ 2,080 $ 2-90-4106 $ 1,931 $ 2-90-4120 $ 10,854 $ 2-90-4125 $ 2-90-4129 $ 2-90-4130 $ 2-90-4131 $ 2-90-4133 $ 8,100 $ 2-90-4134 $ 2-90-4149 $ 2-90-4151 $ 2-90-4153 $ 37,500 $ 2-90-4160 $ 2-90-4285 $ 2-90-4295 $ 2-90-4515 $ 2-90-4999 $  Department: Sewer Budget 2014-15 1,250 $ 2,000 $ 2,500 $ 10,000 $ 3,132 $ 400 $ $ 250 $ 250 $ 1,500 $ 1,062 $ 8,200 $ 4,455 $ 7,830 $ 250 $ $ $ $ $ $ s 500 $ 1,200 $ 10,000 $ $  Page No: 20 Budget  Current Year Actual to  Estimated 2015-2016  Feb 2015 Entire Year Estimate  Wages Overtime Employee Benefits Workers Compensation FICA & MC Taxes Engineer Fees Uniforms Equipment & Materials Freight In Travel/Training Utilities Permits & Fees Repairs & Maintenance Unemployment Reserve Capital Outlay CDBG Sewer Grant Depreciation Allowance for Bad Debt Miscellaneous Materials & Supplies Sewer Charges Transfer to CIP TOTALS:  2-90-4100 $ 24,482 $ 26,500 $ 14,676 $ 25,000 $ 28,000  555 $ 1,314 $ 1,165 $ 1,970 $ 92 $ $ 20 $ 300 $ $ 59 $ 10 $ $ $ $ $ $ 46 $ $ $  867 $ 9,400 $ 11,500 1,314 $ 7,750 $ 10,000 100 $ e 60 $ 300 $ 1,800 $ 100 $ 59 $ 15 $ $ $ $ $ 50 $ 500 500 $ 1,200 $ $  1,250 1,500 2,200 250 500 1,900 9,000 250 50  2-90-4103 $ 11,296 $ 10,500 $ 4,642 $  98 $ $ 79 $ 174 $ 405 $ 15 $ 11 $ $ $ $ 114 $ 511 $ $ $  Telephone-Cell & Pump St 2-90-4132 $ 1,621 $  2-90-4135 $ 18,293 $ 84,000 $ 7,729 $ 50,000 $ 43,900  Non-refundable Tax Expense 2-90-4150 $  2-90-4558 $ 15,954 $ 16,000 $ 6,493 $ 15,000 $ 17,000  Sewer Hook Ups Grant #1 2-90-4998 $  $ 134,267 $ 175,300 $ 45,750 $ 122,115 $ 129,000    AGENDA ITEMS 9A  MEMO DATE: SUBJECT:  May 19,2015 Discussion: Town of Sawmills Protection of Restricted Data Policy  Discussion:  Please find attached a Protection ofRestricted Data Policy-Form One Confidentiality Agreement  for Town of Sawmills Employees.  Recommendation:  Staffrecommends Council approve the Protection of Restricted Data Policy-Form One  Confidentiality Agreement for Town of Sawmills Employees.    Employee ID Number:  Protection of Restricted Data Policy- Form One Confidentiality Agreement for Town of Sawmills Employees  Date: Last Name:  Key Business Unit: First Name:  By signing this document I am affirming the following statements to be true and accurate:  1. Ihave completed the current Townwide training offered on CNET for all employees who may have 2. My supervisor has made me aware of North Carolina General Statute 132-1.10, the Town's Information Security Policy and Procedures Section 3.6.2 Reporting Security Violations, and the Town's Password Policy and explained their implications specific to my. job duties. 3. Iunderstand and agree that Restricted Data must be kept secure and treated with confidentiality at all 5. Ihave been made aware of and understand the Town of Sawmills Policy pertaining to Restricted 6. Iunderstand that my Key Business Unit may require additional confidentiality documents specific to 7. Iunderstand that any breach of confidentiality or violation of the Town's Policy related to Restricted Data which is accessible to me because of my employment with the Town of Sawmills will result in  access to Restricted Data.  times. Data. myjob duties.  4. Iagree to access Restricted Data only for purposes related to my. job duties.  disciplinary action that may include termination ofmy employment.  Employee Signature:  Date:  As the supervisor of the employee signing this document, I affirm that the employee and I have discussed the above statements and the implications ofi improper release ofRestricted Data:  Supervisor Signature:  Date:  Confidentiality form must be submitted to Town ofSawmills Human Resources Attention:  TOWN OF SAWMILLS - Restricted Data Policy -:208611_1    Protection of Restricted Data  Date Effective  Revision Date Effective Code Number  Town Administrator Responsible Key Business  Finance Officer  TOWN OF SAWMILLS  Objective:  The purpose ofthis policy is to assist Key Business Units (KBUS) in recognizing and protecting data that ise exempt from disclosure under the North Carolina Public Records laws. This policy applies to all Town employees and all third parties who have access to such data, including without limitation consultants, contractors, subcontractors, temporary employees and volunteers ("Data Users"). The laws regarding exempt data may change from time to time. In the event of conflict between this policy and the law, the  law prevails. Policy:  1. Most Town Documents Are Public Records. Unless specifically exempt by law, all records made or received in connection with the transaction of Town business are public records and must be retained, stored, disposed of, and made available to the public in accordance with the North Carolina public records law. This includes documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data processing records, artifacts, or other documentary material, regardless of physical form or characteristics. We will refer to all the possible types of records in any format, whether hard copy or electronic, as "Data." We will refer to Data that the Town is required to disclose under the public records law as "Public Whether a particular type ofData is a Public Record depends on its content. Ifit relates to Town business then it is a Public Record. Ifit relates solely to an employee's personal business then it is not. Data need not be in the Town's physical possession to be considered Public Records. Public Records may be found in the possession of third parties or in the homes or personal computers of Town officials or Town employees. The laws regarding Public Records are primarily contained in North Carolina General Statutes 132-1 through 132-11 and case law 2. Restricted Data is Not a Public Record. While most Data made or received in connection with the Town's business are Public Records, there are exceptions. In some instances, state or federal Examples of] Data that state or: federal law prohibits the Town from disclosing include but are not  Records."  interpreting those statutes.  law prohibits the Town from disclosing certain types ofData.  limited to: A. Trade secrets;  B. Personal Identifying Information, as defined in N.C. General Statute 132-1.10;  TOWN OF SAWMILLS - Restricted Data Policy -:208611_1    C. Information contained in the Town's personnel files, as defined by N.C. General Statute D. Local tax records ofthe Town that contain information about ai taxpayer's income or receipts; E. Any Data collected from a person applying for financial or other types of assistance, including but not limited to their income, bank accounts, savings accounts, etc; F. Information relating to criminal investigations conducted by the Town, and records of criminal intelligence information compiled by the Town (unless permitted by court order); G. Billing information of customers compiled and maintained in connection with the Town H. "Sensitive Security Information" (or "SSP') as defined in 49 CFE 1520, to the extent disclosure is controlled by federal law, contract or grant. While the federal SSI requirements apply primarily to transit and aviation related information, any Key Business Unit that enters into federal contracts or conducts activity subject to federal regulation should determine whether SSI requirements apply. When the SSI requirements do apply, the SSI subject to restriction includes any portion of a security program or security contingency plan, security directive, vulnerability assessment, security inspection, threat information, security measures, security screening information, critical aviation or rail infrastructure asset information and any other information that falls within the definition of SSI, as provided in 49 CFR 1520.5. Documents containing this information should be labeled with the protective mark: In other instances, the law permits the Town to refrain from disclosing certain types ofData ift the Town deems it best. Examples of the types of Data that the Town is permitted to withhold from A. The security features of the Town's electronic data processing systems, information technology systems, telecommunications networks, or electronic security systems, including passwords, security standards, security logs, procedures, processes, configurations, software B. Building plans ofTown-owned buildings or infrastructure facilities, as well as specific details :. Plans to prevent or respond to terrorist activity, including vulnerability and risk assessments, potential targets, specific tactics or specific security or emergency procedures, the disclosure ofwhich would jeopardize the safety of government personnel or the general public or the security of any governmental facility, structure or information storage system as provided by D. Records relating tot the proposed expansion or location of businesses or industrial projects, when allowing inspection would frustrate the purpose for which such records were created;  160A-168;  providing utility service; and  "SENSITIVE SECURITY INFORMATION." disclosure but is not prohibited from disclosing include:  and codes, as provided by N.C. Gen. Stat. 132-6.1;  of public security plans, as provided by N.C. Gen. Stat. 132-1.7( (a);  N.C. Gen. Stat. 132-1.7 (a);  and  E. Attorney /client privileged information and trial preparation materials.  For purposes ofthis policy, the term' "Restricted Data" refers to the types of Data described in this Section. Specifically, Restricted Data includes: (a) all Data that the Town is restricted from disclosing under state or federal law; and (b) all Data that the Town is permitted to withhold from disclosure under state or federal law and has elected to withhold from disclosure. 3. Protecting Restricted Data. Data Users shall comply with the following to protect Restricted  Data:  TOWN OF SAWMILLS Restricted Data Policy -:208611_1    A. Restricted Data shall not be disclosed or1 transferred to anyone, other than:  a Town employee who has a need to know such information for the purpose of ii. a Town contractor or volunteer who: (a) has a need to know such information in order to perform work for the Town or in connection with the Town's business; and (b) has executed a confidentiality agreement in a form approved by the Town iii. another governmental entity that requires such Restricted Data to perform its duties and responsibilities, but only if the Town Attorney's Office has approved such B. Data Users will not use Restricted Data for their personal benefit or the personal benefit ofa Data Users will: not remove any proprietary notices or restrictions on Restricted Data (such as D. Responding to Requests for Restricted Data. No public record request may be denied because Restricted Data is commingled with the requested record. However, in such event the Town does have an obligation to delete or redact the Restricted Data from the record prior toj producing it, they should do sO in a manner that shows that the deletion or redaction was made. The same obligation to redact Restricted Data exists when producing copies of electronic records. Contact the Town Attorney's Office for assistance on how to properly 4. Personal Identifying Information. The law has placed additional requirements and limitations on the use of Restricted Data that might be used for identity theft. The following types of Restricted Data constitute "Personal Identifying Information," which is subject to additional restrictions  performing his or herj job;  Attorney's Office; or  disclosure or transfer to the other government entity.  third party.  copyright marks or disclosure warnings).  redact records.  under N. C. Gen. Statute 132-1.10: A. Social security numbers;  B. Employer taxpayer identification numbers;  C. Drivers' license numbers (except in cases where the number appears on a non-protected law  enforcement record); D. State identification card numbers; E. Passport numbers; F. Checking account numbers; G. Savings account numbers; H. Credit card numbers; Debit card numbers; K. Digital signatures; M. Biometric data; N. Fingerprints; and O. Passwords.  J. Personal identification code (PIN): numbers;  L. Any other numbers or information that can be used to access a person' s financial resources;  TOWN OF SAWMILLS Restricted Data Policy -:208611_1    5. Special Requirements for Personal Identifying Information. Records containing Personal Identifying Information in hard copy or electronic format must be stored, accessed or used in a manner that minimizes the possibility ofinadvertent or accidental disclosure of such information. The storage of Personal Identifying Information on portable electronic devices or removable media (e.g. laptop computer, PDAs, flash drives, compact discs, removable hard drives, etc.) is prohibited except as a routine backup of data as approved in writing by the Chief Finance Officer 6. Social Security Numbers. The Town is prohibited by law from collecting social security numbers unless authorized by law to do sO or unless the collection of the social security number is otherwise imperative for the performance of the Town's duties and responsibilities as prescribed by law. To ensure compliance with this provision, a KBU must do the following prior to collecting a social security number: (a) the KBE must sign a written statement listing all intended uses oft the social security number; and (b) the KBU must have such uses approved in writing by the CFO. The CFO shall keep a record of all such statements and approvals. The collection of social security numbers for employment candidates or employees (temporary or permanent) must At the time a social security number is requested, the KBU must provide the individual with a statement of every purpose for which the social security number is being collected and used. A KBU shall not use a collected social security number for any purpose not listed in such statement. For example, ifthe social security number is to be used for customer tracking and identification, itc cannot be used to facilitate debt collection - unless the customer was expressly told in the Ifa social security number is collected, the KBU is required to segregate that number on a separate page from the rest of a hard copy record, or as otherwise appropriate, in order that the social security number can be more easily redacted in response to a valid Public Records request. Segregation of electronic data fields may also be required sO that the social security number can Social Security numbers shall not be electronically transmitted in any manner without first being 7. Employee Training. Within 180 days from the effective date of this policy, Key Business Executives will have each employee who has access to Restricted Data within the Key Business Unit complete a training course approved by the CFO and the Town Attorney's Office regarding how to identify and protect Restricted Data (the "Restricted Data Training"). Upon completion of such training, the employee and his or her supervisor will sign a confidentiality form approved by the CFO and the Town Attorney's Office (the "Confidentiality Form"). The initial version oft the Confidentiality Form is attached to this Policy, though the CFO and Town Attorney's Office are authorized to make changes to the form from time to time as they deem appropriate. All employees with access to Restricted Data must sign the Confidentiality Form as a condition of 8. Third Party Training and Compliance. All third party vendors, contractors, consultants or volunteers ("Third Party Data Users") must sign a confidentiality agreement in a form approved by the Town Attorney's Office prior to being granted or retaining current access to Restricted Data. Third Party Data Users are responsible for ensuring that each person who obtains access to Restricted Data through them (including but not limited to their employees and subcontractors) has undergone training sufficient to understand his or her responsibilities with respect to  (CFO) ort the CFO's designee and kept on file by the CFO.  be in accordance with Human Resources' approved policy and procedures.  statement that the number can be used for debt collection purposes.  be easily redacted or not printed. encrypted in a method approved by the CFO.  being granted or retaining current access to Restricted Data.  Restricted Data, both under the law and under this policy.  TOWN OF SAWMILLS Restricted Data Policy-2086111    9. Identity Theft Risk.  A. In accordance with Sections 114 and 315 oft the Fair and Accurate Credit Transactions Act of 2003 and Part 681 of Title 16 of the Code of Federal Regulations, the Town has a responsibility to define high risk areas for identity theft and identify potential threats for identity theft known under the Act as red flags. The red flags are indicators that Personal Identifying Information is being fraudulently used. This section, in combination with KBU specific guidelines, should help to detect aj potential for identity theft and unauthorized use of B. The following are some red flags that have been identified as indicators that Personal Identifying Information is being used fraudulently. Red flags are most commonly associated with activity on customer accounts (utilities, taxes, activity registrations, vendors). Other red flags may exist that are unique to a KBU and should be included in KBU guidelines. i. The customer or individual provides notice that they are a victim ofi identity theft; ii, A consumer reporting agency or service provider has provided an alert, notification or iii. Unusual number ofi recent and significant inquiries about an account; iv. Unusual or significant change in recently established credit or financial relationships; V. Conflicting names on identification and other documentation; vi. Documents provided appear to have been altered or forged;  Personal Identifying Information.  other warning;  vi. Picture identification is not consistent with the appearance of the individual presenting the identification or the physical description on the identification does not match; viii. Shortly after establishing an account, there is a request to change a mailing address or ix. Personal Identifying Information provided is not consistent with other external 1. Social security number does not match or is listed on the Social Security 2. Address does not match or is fictitious, ai mail drop, or prison; 3. The phone number is invalid or associated with aj pager or answering service; 4.Authenticating: information (i.e. PIN, password) provided is incorrect; 5. Name on credit card or check does not match name on account or names associated  to add authorized users to the account; information sources:  Administration's death master file;  with the account.  C. Upon identification of a red flag indicating a potential risk of identity theft, staff must notify their immediate supervisor in person or by telephone, and the supervisor must investigate to determine the validity of the red flag. Once an identity theft risk is confirmed, staff should respond in accordance with the breach response plan set forth in Section 10. 10. Possible Security Breach. Ifan employee believes a security breach may have occurred and that Restricted Data (including Personal Identifying Information) may have been released, the employee must notify his or supervisor immediately. Ifa Data User who is not an employee finds that a security breach may have occurred and that Restricted Data may have been released, the Data User must notify the Town employee responsible for administering the Data User's contract  TOWN OF SAWMILLS - Restricted Data Policy -:208611_1    with the Town, and that Town employee must notify his or her supervisor immediately. In either case, if the supervisor finds that a security breach has either occurred or is likely to have occurred, the supervisor must notify the Town Attorney's Office and Chief Finance Officer immediately, and the Town Attorney's Office and Town Administrator will determine what steps Ift the security breach involves Personal Identifying Information, the Town Attorney's Office and CFO will determine the appropriate steps to comply with applicable law (including Section 75-65 of the North Carolina General Statutes and Sections 114 and 315 of the Fair and Accurate Credit Transactions Act of 2003 and Part 681 of Title 16 of the Code of Federal Regulations) and the KBU will comply with such steps. All breaches or suspected breaches of electronic security must be addressed in compliance with the Town's current Information Security Policy and Procedures 11. Reports. The CFO may require reports from each KBU as required for effective monitoring and enforcement ofthis policy. By September 1*t of each year, each KBE will submit a written report A. All Restricted Data owned, generated, collected, accessed, managed or controlled by the B. All employees, third party contractors and volunteer service providers working under the  are appropriate to investigate and respond to the probable breach.  Manual.  to the CFO that identifies:  KBU;  supervision oftheir KBU that have access to Restricted Data; and C. The specific Restricted Data to which each Data User has access.  12. Responsibilities:  A. Key Business Executives (KBEs) are responsible for ensuring that their Key Business Units  (KBUS) comply with this policy. This responsibility includes:  Identifying all Restricted Data that their KBU owns, generates, collects, accesses, ii. Establishing KBU business processes and procedures to protect Restricted Data in the ii. Establishing KBU business processes and procedures to comply with the special requirements for Personal Identifying Information as referenced in Section 5 of this policy, and the special requirements for social security numbers as referenced in iv. Ensuring that employees receive the Restricted Data Training when required by V. Ensuring that sufficient processes are in place to ensure that Third Party Data Users sign a confidentiality agreement in a form approved by the Town Attorney's Office as vi. Complying with Section 10 ofthis policy in the event ofa security breach; and vii. Complying with reporting requirements in Section 11 ofthis] policy. B. Town Administrator shall provide corporate oversight of the Town's compliance with the requirements of this policy. The Administrator shall further maintain records as provided in Section 11 and react to breaches in access as required by Section 10 ofthis policy.  manages or controls;  manner required by Section 3 ofthis policy;  Section 6 of this policy; Section 7 ofthis policy;  required by Section 8 oft this policy;  TOWN OF SAWMILLS Restricted Data Policy-:2086111    C. Town Administrator shall:  1. Manage the Information Security Program in compliance with the Information ii. Develop and require such reports under Section 11 of this policy as may be necessary to effectively monitor compliance with the provision oft this policy; and iii. Work with the Town Attorney's Office and Key Business Units to respond to potential D. Employee Data Users who collect, handle, control açcess, manage or maintain records  Security Policy and the requirements ofthis policy;  and actual security breaches. containing Restricted Data are responsible for:  Completing the Restricted Data Training when required by Section 7 ofthis policy; ii. Protecting Restricted Data in the manner. required by Section 3 ofthis policy; iii. Complying with the special requirements for Personal Identifying Information as referenced in Section 5 ofthis policy, and the special requirements for social security iv. Ensuring that Third Party Data Users who attain access to Restricted Data through them or at their request sign a confidentiality agreement in a form approved by the V. Complying with Section 10 ofthis policy in the event of a security breach.  numbers as referenced in Section 6 ofthis policy; Town Attorney's Office as required by Section  ofthis policy; and  TOWN OF SAWMILLS - Restricted Data Policy -:208611_1    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  May 19,2015 Discussion: Town Administrator Letter ofl Resignation  Discussion:  Please find attached the Letter of Resignation for Sawmills Town Administrator Seth Eckard.  Recommendation:  Council will need to accept Seth Eckard's Letter of Resignation to make it official.    OFSAWI  MAYOR  TOWN COUNCIL Johnny Wilson Joe Wesson JeffWilson Gerelene Blevins  TOWN ADMINISTRATOR Seth Eckard  Trena McRary Kirby, Mayor Pro-Tem  CORPORATED 1980  Dear Mayor Pro Tem Kirby and members oft the Town Council,  Iti is with heavy heart that I must tender notice of my resignation as Town Administrator. Ihave enjoyed my time working with the town. The town board and the employees oft the Town of Sawmills are outstanding people. Sawmills has been very good to me, and Ihave been proud to call this community home. But at this time, Ifeel that it's in the best interest ofmy career to make As per my employment contract, I am giving one month' s notice and my last day of employment will be June 17t,2015. Iwill assist in any way possible to ensure a smooth handover to my While Ia am excited about my new position, Iwill always remember my time with the Town of Sawmills with great fondness. Please do not hesitate to contact mei if you need further information  this move.  replacement.  afterI Ileave, and also please keep in touch.  Kind Regards, Seth Eckard Adin  40761 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax  ntp/www.townofsawmills.com  The' Towno ofs Sawmills does not discriminate ont the basis ofa age, sex, race, religion, national origin, disability, political affiliation, or marital status.