AGENDA Sawmills Town Hall Tuesday, June 16, 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 6. Public Comment 7. Recognitions: A. Recycle Rewards B. Yard of] Month Winners 8. Public Hearing: Adopt Proposed FY 2015-2016 Budget A. Open Public Hearing B. Staff CammeyRecommendtions .Public Comment D. Close Public Hearing E. Council Action 9. Discussion: 10. Financial: A. Bank Signature Cards B. DuffDrive Project Ordinance 11. Planning: A. Appoint Review Officer 12. Public Comment: 13. Updates:  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 Mayor Pro-Tem Trena McRary Kirby Administrator Seth Eckard Mayor. Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard  A. May 19, 2015 Regular Meeting Minutes B. May 19, 2015 Closed Session Minutes  A. Third Amendment to' Town of Sawmills Licensing Agreement  A. Administrators Report B. Counci! Comment  Administrator Seth Eckard Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby Mayor Pro-Tem Trena McRary Kirby  14. Closed Session: NCGS $ 143-318.11 (a)(3)and(6)  15. Adjourn    Page 1of4  TUESDAY, MAY1 19, 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 Karen Clontz 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 removal of Agenda Item 9A: Town of Sawmills Protection of Restricted Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the agenda with the removal of Agenda Item 9A: Town of Sawmills Protection of Restricted Data Policy. All APPROVE APRIL 21, 2015 REGULAR MEETING MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the April 21, 2015 regular meeting minutes. Gerelene Blevins made a motion, and Joe Wesson seconded, to approve the minutes. All APPROVE APRIL 21, 2015 CLOSED SESSION MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the. April 21, 2015 closed session minutes. Joe Wesson made a motion, and Jeff Wilson seconded, to approve the minutes. All were in APPROVE APRIL 16, 2015 BUDGET RETREAT MINUTES: Mayor Pro-Tem Trena McRary Kirby asked for a motion to approve the April 16, 20151 budget retreat minutes. Jeff Wilson made a motion, and Gerelene Blevins seconded, to approve the minutes. All  Allegiance.  Data Policy.  were in favor.  were in favor.  favor.  were in favor.    May 19,2015 Page20 of4  PUBLIC COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone had any Joanne Miller thanked the Council for the donation of two hundred dollars ($200.00) for the Rock Creek Coon Club Fundraiser on April 17 and 18. The Club raised over six thousand five hundred dollars ($6,500.00) for the Caldwell County Disabled Veterans Chapter 6. J.D. Ward asked about a fence ordinance. Town Administrator Seth Eckard will follow up  questions or comments at this time.  with the Planner about a fence ordinance.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Chris and Nikki Poteet as the May 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.  YARD OF THE MONTH WINNERS: Town Administrator Seth Eckard announced Jerry and Kathy Bowman, from the 28630 zip code, and William and Carolyn Weaver, from the 28638 zip code, as the May Yard of the Month winners. Town Administrator Seth Eckard stated that both certificates would be available at the Town Hall for pick up.  No Council action was required.  FINANCIAL MATTERS:  PRESENTATION OF FY 2015-2016 BUDGET AND CALL FOR PUBLIC HEARING: Town Administrator Seth Eckard presented to Council a proposed budget for Fiscal Year 2015-2016. Town Administrator Seth Eckard stated that the budget is balanced as required by the NC Local Government Budget and Fiscal Control Act. The Town's overall budget for FY 2015-2016 totals two million five hundred eighty-six thousand three hundred fifty dollars ($2,586,350.00). A few highlights of the proposed budget include no property tax increase; no increases to the sanitation fee; no appropriation of General Fund unrestricted reserves will be made for the fiscal year. The Town will also maintain its current levels of service to the citizens and benefits for its employees. Council must hold a Joe Wesson made a motion, and Jeff Wilson seconded, to hold a public hearing on June 16,  public hearing on June 16, 2015, to adopt the budget.  2015, to adopt the budget for FY 2015-2016. All were in favor.    May 19, 2015 Page 3 of4  DISCUSSION:  TOWN ADMINISTRATOR RESIGNATION LETTER: Town Administrator Seth Jeff Wilson made a motion, and Gerelene Blevins seconded, to accept Town Administrator  Eckard read to Council his letter of resignation. Seth Eckard's letter of resignation. All were in favor.  PRESENTATION BY COG FOR ADMINISTRATOR RECRUITMENT: Anthony Starr, Executive Director, presented the Council options for choosing the next Town Administrator with the COG coordinating the process. The COG will narrow the candidates down to between eight (8) and ten (10) for final consideration. The COG will also do three (3) to five (5) final interviews. The cost for this process is two thousand dollars ($2,000.00). Joe Wesson made a motion, and Gerelene Blevins seconded, to have the COG help in the  process of choosing a new' Town Administrator. All were in 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.  UPDATES:  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  announcements:  The Town's first Memorial Fireworks display will be held on May 25,2015, at dusk. The Farmer's Market is going on every Tuesday from 3:00 pm to 6:30 pm, through  September.  May 17 through May 23 was National EMT Week.  COUNCIL COMMENT: Mayor Pro-Tem Trena McRary Kirby asked if anyone on the Joe Wesson wanted to encourage everyone to come out to the Fireworks on Memorial Day Jeff Wilson congratulated Town Administrator Seth Eckard on his new position.  Council had any questions or comments at this time. and wanted to thank everyone for coming.    May 19, 2015 Page 4 of4  Mayor Pro-Tem Trena McRary Kirby wanted to thank everyone for coming.  CLOSED SESSION: ATTORNEY/CLIENT PRIVILEGE: Mayor Pro-Tem Trena Jeff Wilson made a motion, and Johnny Wilson seconded, to go into closed session at 6:41 Joe Wesson made a motion, and Jeff Wilson seconded, to come out of closed session at 7:30  McRary Kirby asked for a motion to go into closed session.  pm. pm.  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    AGENDA ITEM 7A  MEMO DATE: SUBJECT:  June 16, 2015 Recognition: Recycle Rewards Program  Discussion:  The Town of Sawmills would like to congratulate Grace Parsons on winning the Recycle Rewards Program for the month ofJune. Town Administrator Seth Eckard will present her with aCertificate 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:  June 16,2015 Recognition: Yard of the Month Winners  Discussion:  Howard and Mary Nell Benfield, from the 28630 zip code, and Joyce Fox, from the 28638 zip code, are the Yard of the Month winners for. June. Town Administrator Seth Eckard will present  them with a Certificate of Appreciation.  Recommendation: No Council action required.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  June 16, 2015 Public Hearing: Adopt Proposed FY2015-2016 Budget  Discussion: and fee structure.  Council has received a copy of the proposed FY 2015-2016 budget ordinance, budget message  Listed below are the salient points of the budget:  General Fund Expenditures: Governing Body Administration Finance Public Works Streets and Highways Sanitation Community Development Parks and Recreation  $50,100.00 $432,550.00 $73,050.00 $319,100.00 $155,550.00 $265,900.00 $91,000.00 $193,100.00 $280,000.00 $1,860,350.00  Interlocal Transfer to Caldwell County  Total  Fund Balance Appropriated: Utility Fund Expenditures:  $0.00  Water Sewer  $597,000.00 $129,000.00 $726,000.00 $2,586,350.000  Total  Total Budget    As required by State Law the budget is balanced.  The budget includes the current tax rate of$.20 (twenty cents) per $100.00 (one hundred The current water rate of $15.00 (fifteen dollars) minimum usage for 2,000 gallons and the rate per additional 1,000 gallons of usage of $4.50 (four dollars fifty cents) will  dollars) valuation.  remain the same.  The current sewer rate of $18.00 (eighteen dollars) minimum usage for 2,000 gallons and the rate per additional 1,000 gallons of usage of $5.00 (five dollars) will remain the same. The current sanitation rate of$7.00 (seven dollars) per month and $84.00 (eighty-four Included in this budget is salary adjustments and merit increases for Town employees.  dollars) per year will remain the same.  See enclosed list of the proposed FY 2015-2016 fee structure.  Recommendation:  Staff recommends that Council adopt the FY 2015-2016 budget as presented.    Annual Budget for the 2015-2016 Fiscal Year  Honorable Mayor Pro Tem Kirby And Members ofthe Town Council:  Town Staffi is 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 of benefits for employees  no appropriation of General Fund unrestricted reserves will be made for the fiscal year;  Belowisa ab briefbudgetary summary oft 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 ofthe 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 ini 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 oft 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 full time public works employee; purchase of an electronic message sign; purchase of additional playground equipment for town parks; purchase of a 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 In light oft 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. The 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  Itis with great pride, and a lot ofhard work, that we present the proposed budget for FY2015- 2016. The total budget estimates for FY2015-2 2016 (across all funds) totals $2,586,350 versus $2,829,936 for FY2014-2015. Staff did a great job ini 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 oft the Town for their hard work and good stewardship of the 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  6    FY15-161 Budget Ordinance  BE IT ORDAINED 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.  SECTION1- General Fund  Revenues: Property Tax Local Sales Tax Powell Bill Allocation Solid Waste Fee State Shared (Utility/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  $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  8    SECTION2-Utilivy Fund  Revenues: Water Sewer  $597,000 $129,000  TOTAL ESTIMATED UTILITY FUND REVENUES $726,000  Expenditures: Water Sewer  $597,000 $129,000  TOTAL BSTIMATED 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 ofJanuary 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. SECTIONS- 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.  9    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 ofall such transfers or amendments shall be made to the Town Council at their next regular meeting of that body following  the transfers.  SECTION 6-1 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 ofexpenditure.  SECTION 7- 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 of the State of North Carolina. Adopted this 16th day of June, 2015.  Mayor Pro Tem Kirby  Seth Eckard, Town Administrator  10    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 (bulkyitem) 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 (percopy) $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 adveruising/certified letters)  Family or Minor Subdivision Review: Major Subdivision Review (Preliminary): Major Subdivision Review (Final): Copy of Zoning 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    AGENDA ITEM9A  MEMO DATE: SUBJECT:  June 16, 2015 Discussion: Adopt Third Amendment To Town of Sawmills Licensing Agreement  Discussion:  The current agreement between the Town of Sawmills and the Sawmills Community Optimist Club, Inc., for the rights of the non-exclusive use of the baseball fields and concession stand at times and according to the schedule as mutually agreed upon by the Town of Sawmills and the Sawmills Community Optimist Club, Inc., was amended and continued until June 30, 2015. The Town of Sawmills and the Sawmills Community Optimist Club, Inc. wish to amend the current  agreement to extend the agreement from July 1,2015 through. June 30, 2016,  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to proceed.    NORTH CAROLINA CALDWELL COUNTY  THIRD AMENDMENTTO  TOWN OF SAWMILLS LICENSING AGREEMENT  THAT WHEREAS, the TOWN OF SAWMILLS, a municipal corporation ("Town") and SAWMILLS COMMUNITY OPTIMIST CLUB, INC., a North Carolina nonprofit corporation ("Licensee") did enter into a License Agreement ("License") according to that Park License Agreement originally dated April 4, 2011, amended on August 16, 2011 and August, 2013. THAT WHEREAS, the License Agreement was to exist for a period of one (1), year. THAT WHEREAS, the License Agreement was amended and continued until the 30th THAT WHEREAS, the parties do desire now to enter into a written Amendment to NOW, THEREFORE, the parties do hereby agree to this Amendment to License 1. The term of this Agreement shall exist from the 1*ofJuly, 2015 until the 30th of  day of] June, 2015.  extend from the 1*ofJuly, 2015 toi the 30" ofJune, 2016. Agreement under the terms and conditions as follows:  June, 2016. 2. advance written notice, 3.  Bither party may terminate this Agreement at any time by thirty (30) days The grant of this License is exclusive to the Sawmills Community Optimist Club,  Inc. and may not be assigned without the written consent ofthe Town of Sawmills.  4. This License continues to grant the Optimist Club the rights for a non-exclusive use oft the baseball fields and concession stand at times and according to the schedule as mutually agreed upon. The specific times of use, description of programs and then thereafter any scheduling changes of programs must be submitted by the Optimist Club to the Town  Administrator and approved prior to actual use.  5.  Concurrently with the granting of this License, the Licensee shall forward to the  Town Administrator a copy of the current Liability Insurance Policy providing coverage for personal injuries to each person and coverage for all personal injuries in each accident and coverage in such amounts as approved by the Town Administrator. Said Policy shall name the  Town, it's Council Members and it's Employees as Additional Insureds.  All the remaining terms and conditions of the original Park License Agreement and Amendment thereto are incorporated herein unless otherwise modified by these terms.  Third. Amendment to Town ofSawmills Licensing Agreement210768.1    This the  day of  2015,  SAWMILLS COMMUNITY OPTIMIST  CLUB, INC. By: Name; Title:  TOWN OF SAWMILLS  By:  Mayor  ATTEST:  Town Clerk  APPROVED ASTO: FORM: Terry M. Taylor, Town Attorney  Third Amendment to Town of Sawmills Licensing Agreement210768.1    AGENDA ITEM 10A  MEMO DATE: SUBJECT:  June 16, 2015 Financial Matters: Approve Update to Bank Signature Cards  Discussion:  Due to the resignation of Town Administrator Seth Eckard new signature cards will need to be on file at the bank. The bank requires a new signature card to be on file whenever there are changes in the staff and/or Council. The signature cards will authorize Karen Clontz, Mayor Pro-Tem Trena McRary Kirby, Johnny Wilson and Joe Wesson to sign on behalfofthe Town regarding banking transactions. Two (2) signatures are required for accounts payable checks and  the safety deposit box. Recommendation:  Staffrecommends Council approve the new signature cards to be on file at First Citizen's Bank.    5123* 007471302369  561609679*  First Citizens Bank  ACCOUNT SIGNATURE CARD  Acct# 007471302369 AcctType DDA - Checking/Savings  Date Opened 07/01/1971 Current Date 05/20/2015  Branch# 747 Account Owner  Assoc Name ASHLEY CANTERBURY  (Business/Entity Name): TOWN OF SAWMILLS  Account Ownership Designation: Corporation (including PAs and PCs) Limited Liability Company (LLC) General Partnership (GP) Limited Partnership (LP) Registered Limited Liability Partnership (LLP)  Fiduciary (Specify Type, e.g-, trust, attorney trust, estate, escrow, agency, receivership): Unincorporated church or charitable/civic organization Unincorporated governmental or municipal organization Other Unincorporated Entity:  This account is held at First-Citizens Bank &1 Trust Company ("First Citizens Bank" or "Bank") in the name of the above-named Account Owner. Itis subject to the provisions oft the First Citizens Bank Deposit Account Agreement, the Bank's Disclosure of Products and Fees, and applicable state and federal law, all of which may be amended from time tot time. The undersigned authorized signerfs) acknowledge(s) receipt of the First Citizens Bank Deposit Account/ Agreement and the applicable Disclosure of Products andi Fees and confirm(s) that thisisr nota consumer account. Authorized Signers: The Authorized Signers identified below are owners or representatives of the business or entity that is the Account Owner and are authorized to transact any business relating to this account on behalf of the Account Owner either: () through being named on the Account Owner's corporate resolution, declaration of unincorporated business/entity (or other documentation as applicable); or (ii) through  delegation of such authority by one or more of the individuals authorized ins said resolution ar declaration.  Name: KAREN CLONTZ Name: TRENA M KIRBY Name: JOHNNY WILSON Name: JOE WESSON  Signature: Signature: Signature: Signature:  Complete this Substitute IRSF Form W-9i ifAccount Owneri isal U.S. citizen or other "U.S. person" as defined byt the Internal Revenue Code.  lfAccount Owneris notal U.S. citizen or other "U.S. person,"provideat completed IRS Form W-8BEN-E.  Substitute IRS Form W-9  The individual who signs the certification below represents that he or she is a duly authorized officer or representative of the above-referenced Account Owner. The terms "," "me," and "my" refer to the Account Owner or representative signing on behalf of the Account Owner, as (1) the number shown ont this form isr my correct taxpayer identification number (orl am waiting for a number tol be issued to me); (2) Lam not subject to backup withholding because: (a)l am exempt from backup withholding, or (b)! Ihave not been notified by the Internal Revenue Service (IRS) that am subject to backup withholding as a result ofa failure to report all interest or dividends, or (c) the IRS has (3) lam a U.S. citizen or other U.S. person (for federal tax purposes a "U.S. person" includes a U.S. resident alien, a partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, an estate [other than a foreign Instructions: IRS regulations require you to strike out the wording ini item (2) if you have been notified by the IRS that you are currently. subject to NOTE: The Internal Revenue Service does not require your consent to any provision of this document other than the certification required to  applicable.  Under penalty of perjury,! certify that:  notified me that lam nol longer subject to! backup withholding;  estate), ora a domestic trust); and (4) lam exempt from FATCA reporting. avoid backup withholding.  backup withholding. forj failure tor report all interest and dividends ony yourt tax return. TIN (EIN or SSN of sole member, if sole member LLC) 56-1609679 Certifying Individual: Name: KAREN CLONTZ 28-100208 (without solep prop) (2/15)  was assigned by the IRS tot the party listed as Account Owner.  Signature:  Date:    AGENDA ITEM 10B  MEMO DATE: SUBJECT:  June 16, 2015  Amended Project Ordinance 2012 Duff Drive Project  Discussion:  During the April 21, 2015 Council meeting, an updated Budget Project Ordinance for the 2012 DuffDrive Project was presented, and approved, reflecting the increased funds granted to the Included in the total was the amount of$32,500 for planning as requested by the NC Department of Commerce (DoC). However, Doc decided not to approve the additional funding and ai new  Town for construction costs,  Project Ordinance will need to be approved in the amount of$1,054,601.89.  Recommendation:  Staffrecommends: council approve the Amended Town of Sawmills Project Budget Ordinance.    AGENDA ITEM 10A  MEMO DATE: SUBJECT:  April 21,2015 Financial Matters: Updated Town of Sawmills Project Budget Ordinance For the 2012 Duff Drive Sewer Project and Amended Agreement for Same  Discussion:  Please find attached an updated Town of Sawmills Project Budget Ordinance for the 2012 Duff Drive Sewer Project and an Amended Agreement between the Western Piedmont Council of Governments and the Town of Sawmills for the Provision of Grant Management Assistance in The original amount on the Town of Sawmills Budget Ordinance. was seven hundred eighty- seven thousand five hundred dollars ($787,500.00). The new amount is one million eighty-seven The original amount on the Agreement between the Western Piedmont Council of Governments and the Town of Sawmills for the Provision of Grant Management Assistance was sixty-nine thousand dollars ($69,000.00). The new amount is seventy-nine thousand dollars ($79,000.00).  conjunction with the same.  thousand one hundred one dollars and eighty-nine cents ($1,087,101.89).  Recommendation:  Staff recommends Council approve the updated Town of Sawmills Project Budget Ordinance for the 2012 Duff Drive Sewer Project and an Amended Agreement between the Western Piedmont Council ofGovernments and the Town of Sawmills for the Provision of Grant Management  Assistance in conjunction with the same.    ORDINANCE #  UPDATED  TOWN OF SAWMILLS PROJECT BUDGET ORDINANCE FOR THE 2012 DUFF DRIVE AREA SEWER PROJECT COMMUNITY DEVELOPMENT BLOCK GRANT INFRASTRUCTURE PROGRAM  Be it ordained by the Town Council of Sawmills that pursuant to Section 13.2 of Chapter 159 oft the General Statutes ofNorth Carolina, the following grant project ordinance is Section 1. The project authorized is the Community Development Block Grant  hereby adopted.  Infrastructure Program described in the work statement contained in the Grant Agreement (12-C-2506) between this unit and the Department of  Housing and Urban Development.  Section 2. The officers of this unit are hereby directed to proceed with the grant  project within the terms of the grant document(s), the rules and regulations ofthe Department ofHUD, and the budget contained herein.  Section 3. The following revenues are anticipated to be available to complete this  project. The was an increase in revenues funds from the NC Department ofCommerce upon a request for additional funds due to the project  coming in over budget after bids were opened.  Revenues  Community Development Block Grant Infrastructure Program Duff Drive Area Sewer Project  $1,007,101.89 47,500.00 $1,054,601.89  Local Commitment  TOTAL  Section 4. The following amounts are appropriated for the project: Expenditures -Community Development Block Grant  Public Sewer Improvements Administration Planning  $968,201.89 $81,400.00 5,000.00 $1,054,601.89  TOTAL    Section 5. The Finance Officers hereby directed to maintain within the Grant Project  Fund sufficient specific detailed accounting records to provide the accounting to the grantor agency required by the grant agreement (s) and  federal and state regulations.  Section 6. Funds may be advanced from the General Fund for the purpose of making  payments as due. Reimbursement request should be made to the grantor  agency in an orderly and timely manner.  Section 7. The Finance Officer is directed to report quarterly on the financial status  ofe each project element in Section 4 and on the total grant revenues  received or claimed.  Section 8. The Budget Officer is directed to include a detailed analysis of past and  future costs and revenues on this grant project in every budget submission Copies ofthis grant project ordinance shall be made available to the Budget Officer and the Finance Officer for direction in carrying out this  made to this Town Council.  Section 9.  project.  Adopted this the  day of  2015.  Mayor, Town of Sawmills  ATTEST: Clerk    AGENDA ITEM11A  MEMO DATE: SUBJECT:  June 16, 2015 Review Officer- Appointment  Discussion:  Due to the resignation ofTown Administrator Seth Eckard a: new. Review Officer will need to be appointed. Town Administrator Seth Eckard recommends appointing Town Clerk Julie A. Good  to bei the new. Review Officer for the Town.  Recommendation: the Town.  Staff recommends Council to appoint Town Clerk. Julie A. Good as the new Review Officer for