Agenda  Regular Meeting of the Sawmills Town Council  Sawmills Town Hall Tuesday, March 18, 2014 6:00 pm  1. Call to Order 2. Invocation 3. Pledge of Allegiance 4. Adopt the Agenda 5. Approve Meeting Minutes:  Mayor Bob Gibbs Pastor Jim Hamby Mayor Bob Gibbs Mayor Bob Gibbs Bob Gibbs Mayor Mayor Bob Gibbs Mayor Bob Gibbs Bob Gibbs Mayor Planner Elinor Hiltz Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Bob Gibbs Mayor Lisa Helton Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Administrator Sethl Eckard Mayor Bob Gibbs Robin Nicholson Mayor Bob Gibbs Mayor Bob Gibbs Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Administrator Eckard Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  A. February 18" Regular Meeting Minutes B. February 18th Closed Session Meeting Minutes C. March 13th Special Budget Workshop Meeting Minutes 6. Public Hearing: Adopt Text Amendment to Section 153.190-153.197oftne  Code of Ordinances A. Open Public Hearing B. Staff CommenyRecommenditons C. Public Comment D. Close Public) Hearing E. Council Action Second Public Hearing A. Open] Public Hearing B. StaffComments/Recommendations C. Public Comment D. Close Public Hearing E. Council Action 8. Public Comment  7. Public Hearing: Approve an Application for CDBG Funding and Call fora  9. Recognitions: Recycle Rewards Winner  10. Financial Matters: Funding Request for Caldwell County Special Olympics 11. A. Discussion: Duke Energy Corporation Lease Agreement for Veterans Memorial Park B. Adopt a Proclamation for American Red Cross Month  12. Public Comment:  13. A. Updates: Community Development Block Grant Monthly Status Report B. Community Development Block Grant Sewer Project Monthly Update  C. Codel Enforcement Monthly Report Administrators Report Council Comment  .  Seth  14. Closed Session: Personnel Matters (NCGS $143-318.11)  15. Adjourn    Page of6  TUESDAY, FEBRUARY 18, 2014  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Gerelene Blevins Jeff Wilson Johnny Wilson  STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor Elinor) Hiltz  CALLTO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Pastor Buford Pennell gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Bob Gibbs led the Pledge of Allegiance. ADOPT AGENDA: Mayor Gibbs asked for a motion to adopt the agenda with the following changes: add Call for a Public Hearing for a CDBG Funding Application as agenda item 9C and correct the. January 21, 2014: minutes to show. Johnny Wilson as absent. Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the agenda with APPROVE JANUARY 21, 2014 REGULAR MEETING MINUTES: Mayor Gibbs asked for a motion to approve the January 21, 2014 regular meeting minutes with the following change to be made by Town Clerk Susan Nagle: change Johnny Wilson from Johnny Wilson made a motion, and Joe Wesson seconded, to approve the minutes with the APPROVE JANUARY 23, 2014 SPECIAL COFFEE WITH THE COUNCIL MEETING MINUTES: Mayor Gibbs asked for a motion to approve the January 23, 2014 Gerelene Blevins made a motion, and Joe Wesson seconded, to approve the minutes. All  changes. All were in favor.  Council present to absent. change. All were in favor.  Coffee with the Council special meeting minutes.  were in favor.    February 18, 2014 Page 2 of6  APPROVE FEBRUARY 11,2014SPECIAL ANNUAL COUNCIL BUDGET RETREAT MEETING MINUTES: Mayor Gibbs asked for ai motion to approve the February 11,2 2014 annual Council budget retreat meeting minutes. Joe Wesson made a motion, and Gerelene Blevins seconded, to approve the minutes. All PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at The following persons spoke in support of restrooms at the Sawmills Veterans Memorial  were in favor. this time. Park: Jane Wesson Jack Keller William Eckard Angie Woods Kathy Soots Buford Pennell  Sawmills Fire ChiefDavid Price thanked the Public Works Employees, on behalf of the Fire Department, for all the hard work they did during the last storm stating they did a great job. Residents on Elmore Drive, Michael Mull owner of Mullhaus Kennels and Roger Stout  spoke ini regards to paving Elmore Drive.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Robert Phillips as the February Recycle Rewards winner. A credit oft twenty-eight dollars ($28.00) will be added to Mr. Phillips sanitation bill and his certificate will be available at the Town  Hall for pick up.  No Council action was required.    February 18, 2014 Page3of6  PLANNING MATTERS:  CALL A PUBLIC HEARING TO ADOPT A TEXT AMENDMENT TO SECTIONS 153.190-153.197 OF THE CODE OF ORDINANCES: Town Planner Elinor Hiltz stated effective October 1, 2013 the state law has changed regarding Board of Adjustment procedures. Local governments must amend their zoning ordinances to match state law. The Planning Board reviewed sections 153.190-153.197 of the Code of Ordinances and Trena McRary Kirby made ai motion, and Joe Wesson seconded, to call for a public hearing on March 18, 2014 at 6:00 pm at the Sawmills Town Hall to discuss a text Amendment to  recommends Council call for aj public hearing.  sections 153.190-153.197 oft the Code of Ordinances. All were in favor.  DISCUSSION:  ADOPT A RESOLUTION IN SUPPORT FOR THE W.P.C.O.G. INVESTING IN MANUFACTURING COMMUNITIES PROGRAM APPLICATION: Administrator Eckard asked Council to adopt a Resolution in support of a program application for Joe Wesson made a motion, and Jeff Wilson seconded, to adopt al Resolution in Support for the Western Piedmont Council of Governments Investing in Manufacturing Communities ADOPT A RESOLUTION OF RECOGNITION FOR C.C.C. AND T.I.: Administrator Eckard asked Council to adopt a resolution recognizing fifty years of service for Caldwell Joe Wesson made a motion, and Trena McRary Kirby seconded, to adopt a Resolution of Recognition for Caldwell Community College and Technical Institute. All were in favor. CALL FOR A PUBLIC HEARING FOR A CDBG FUNDING APPLICATION: Administrator Eckard stated the town is eligible to apply for another Community Development Block Grant for sewer infrastructure funding. Housing and Urban Jeff Wilson made ai motion, and Joe Wesson seconded, to call for a public hearing on March 18, 2014 at 6:00 pm at the Sawmills Town Hall to discuss a CDBG application for sewer PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at David Powell spoke in regards to restrooms at the Sawmills Veterans Memorial Park.  investing ini manufacturing communities.  Program Application. All were in favor.  Community College and Technical Institute.  Development (HUD) requires Council hold two public hearings.  infrastructure funding. All were in favor.  this time.    February 18, 2014 Page 4of6  UPDATES:  COMMUNITY DEVELOPMENT BLOCK GRANT MONTHLY STATUS REPORT: Administrator Eckard stated the enclosed monthly status report for the Community Development Block Grant (CDBG) shows that all requirements are on schedule for the  Haystation, LLC.  No Council action was required.  COMMUNITY DEVELOPMENT BLOCK GRANT SEWER PROJECT MONTHLY UPDATE: Administrator Eckard stated in a memo from Lisa Helton, Program Administrator with the Western Piedmont Council of Governments, that the Town has received the release of funds letter from the Department of Commerce. This allows the Town to be reimbursed for expenses incurred from the sewer project. West Consultants, PLLC is finishing the required surveying work for the easements. When that process is  complete the bidding process will start. No Council action was required.  CODE ENFORCEMENT MONTHLY REPORT: Administrator Eckard stated the enclosed report shows an update of the progress made throughout the Town by Planner  Elinor Hiltz.  No Council action was required.  A STRATEGIC PLAN FOR SAWMILLS: Administrator Eckard stated the enclosed Strategic Plan for the Town of Sawmills is for the next two years. Administrator Eckard asked Council to review plan, inform him if they wish to make changes and be prepared to adopt this at the March 18, 2014 regular Council meeting. Once adopted, staff will try to achieve the goals for the fiscal year 2014-2015 in the Strategic Plan. Staff will report to Council in six months, and then again in one year, to see how staff is doing at achieving  those goals.  No Council action was required.    February 18, 2014 Page 5 of6  ADMINISTRATORS REPORT: Administrator Eckard made the following  announcements:  Members oft the Council will attend the Essentials of Municipal Government class in Hickory on Wednesday, February 19, 2014 and Thursday, February 20, 2014. Staff will have their yearly wellness day sponsored by thel NCLeague of Municipalities on Friday, February 21, 2014 at the Sawmills Municipal Park on The first budget workshop will bel held on Thursday, March 13, 2014 ini the Town Administrator Eckard congratulated Meghan Frick, Reporter with the News-Topic on her new position in Atlanta, Georgia. She will be working with the Department  Baird Dr.  Hall Council Chambers starting at 5:00 pm.  ofEducation, Public Relations.  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council had any questions Councilwoman Gerelene Blevins asked if Council is going to talk about paving Elmore Councilman Joe Wesson thanked the fellow Council members for their commitment to the  or comments at this time.  Drive again in the budget since it was voted down already.  restrooms at Veterans Memorial Park.  Mayor-Pro-Tem Trena McRary Kirby thanked everyone for coming.  CLOSED SESSION: PERSONNEL MATTERS (NCGS $143-318.11): Mayor Gibbs Gerelene Blevins made a motion, and Joe Wesson seconded, to go into closed session. All Mayor Gibbs asked for a motion to come out of closed session and return to the regular Johnny Wilson made a motion, and Gerelene Blevins seconded, to come out of closed  asked for a motion to go: into closed session.  were in favor. meeting.  session and return to the regular meeting.    February 18, 2014 Page 60 of6  ACTION TAKEN IN CLOSED SESSION: Jeff Wilson made a motion, and Johnny Wilson seconded to award Administrator Eckard a 1.5% salary increase effective beginning  the next pay period. All were in favor.  ADJOURN: Mayor Gibbs asked for a motion to adjourn.  Gerelene Blevins made a motion, and Joe Wesson seconded, to adjourn the meeting. All  were ini favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    MARCH13, 2014 TOWN OF SAWMILLS SPECIAL BUDGET WORKSHOP MEETING 5:00 pm  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Gerelene Blevins JeffWilson Johnny Wilson  STAFF PRESENT Seth Eckard Karen Clontz Ronnie Coffey  CALLTO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Mayor Gibbs gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Gibbs led thel Pledge of Allegiance. ADOPT AGENDA: Mayor Gibbs asked for ai motion to adopt the agenda.  Joe Wesson made ai motion, and' Trena McRary Kirby seconded, to adopt the agenda. All were in  favor.  ITEMS FOR: DISCUSSION: The following items were discussed:  New Restrooms at Veterans Memorial Park  Fireworks Budget Needs by Department: Governing Board Administration Planning/Community Development Public Works Sanitation Streets (Powell Bill) Parks & Recreation Water Department Sewer Department  ADJOURN: Mayor Gibbs asked for ai motion to adjourn.  Trena McRary Kirby made a motion, and Joe Wesson seconded, to adjourn the meeting. All  were ini favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    MAYOR Bob Gibbs TOWN ADMINISTRATOR Sethl Eckard TOWNI PLANNER Elinor Hiltz  PLANNING BOARD Steve Duncan, Chairman Buford Pennell David Powell Thad Hall Clyde Miller  VOFSANINE  "CORPORATEDT  AGENDA ITEM 6A  COUNCIL MEETING Mar1 18, 2014 6:00PM  PLANNER'S STAFF REPORT  BOARD OF ADJUSTMENT STATUTORY CHANGES  Status: Effective October 1, 2013 the state law has changed regarding Board of Adjustment procedures. Local governments must amend their zoning ordinances to match state law. The Planning Board recommended approval ofthis zoning ordinance text amendment on February Proposal: A subcommittee of land use lawyers from the NC Bar Association and the legislature's zoning subcommittee spearheaded this effort for the NC legislature to overhaul the Board of Adjustment State Statutes for benevolent reasons: to make the rules clearer and consistent for every town and county statewide. These are the significant revisions that may  4th. The call for aj public hearing occurred on February 18#,2014.  interest Sawmills:  1.hearings do not have to be advertised ini newspaper anymore 2.town clerk may administer oaths 3.chairperson ofthe BOA may issue subpoenas "unnecessary hardship" is defined appeals and conditional use permits  4.in variances, "practical difficulty" is changed to "unnecessary hardship" and 5.a4 4/5 vote is required for variances, but only a simple majority is required to rule on 6.a neighbor can appeal a zoning decision whenever they find out about the project; it may be after construction has started. Ifthe developer is afraid someone might appeal and they would rather achieve closure sooner, the developer can post a sign saying "Future site ofPDQ", and then the neighbor only has 30 days from then to appeal.  The Planner's ordinance Recommendation should be amended SO Board of Adjustment decisions do not get reversed in  court.  Consistency with Comprehensive Plan:  Sawmills Comprehensive Plan does not cover Board of Adjustment proceedings, but towns need legally-functioning boards to make zoning determinations and zoning is a useful tool for  future land-use planning. Action Needed: Comprehensive Plan."  MOTION TO APPROVE because the proposed amendment is consistent with the    AGENDA ITEM 7  MEMO DATE: SUBJECT:  March 13, 2014 Public Hearing: Approve an Application for CDBG Funding and Call for a Special Meeting and a Public  Hearing  Discussion:  On February 18, 2014, Council called for aj public hearing to discuss a Community Development Block In order to qualify for a CDBG, the area being considered must meet certain conditions. The proposed area must be connected to existing sewer lines, the majority of people living in the area need to be lower  Grant (CDBG) funding application to add sewer lines to a proposed area of Sawmills.  income, and therel has to be evidence of failing septic tanks.  The following is al list of potential streets covered, which is subject to change:  South side of Stamey Road Leta Lane Jody Drive Kane Circle Drum Lane White Pine Drive Ala Lane May Road  Recommendation:  Staff recommends Council call for a special meeting and a public hearing on March 25, 2014 at 6:00 pm at the Town Hall to discuss the Community Development Block Grant for a sewer  project.    AGENDA ITEM9  MEMO DATE: SUBJECT:  March 13,2014 Recognition: Recycle Rewards Winner  Discussion:  Mr. and Mrs. James Furches is the Recycle Rewards winner for March. Town Administrator Seth Eckard will present Mr. and Mrs. Furches with a certificate of appreciation and a twenty-eight dollar ($28.00) credit will be added to his current  sanitation bill.  Recommendation: No Council action required.    AGENDA ITEM 10  MEMO DATE: SUBJECT:  March 13, 2014 Financial Matters: Funding Request for Caldwell County Special Olympics  Discussion:  The Caldwell County Special Olympics is requesting a donation to help cover the cost of shirts for all participants and volunteers. The cost of food for lunch and transportation for any special needs athletes that will be participating. There are sufficient funds in the budget to cover a donation up to $150.00.  Recommendation: Olympics.  Staff recommends Council approve a donation to the Caldwell County Special    AGENDA ITEM1 11A  MEMO DATE: SUBJECT:  March 13, 2014 Discussion:  Duke Energy Corporation Lease Agreement for Veterans Memorial Park  Discussion:  Robin Nicholson, with Duke Energy Corporation, will be on hand to discuss the current lease between Duke Energy Corporation and the Town of Sawmills for the Veterans Memorial Park. Miss Nicholson will answer any questions you may  have.  Recommendation: No Council action required.    AGENDA ITEM 11B  MEMO DATE: SUBJECT:  March 13, 2014 Discussion: Adopt a Proclamation for American Red Cross Month  Discussion:  The Town has received a request from the American Red Cross to adopt the enclosed Proclamation designating March 2014 as American Red Cross Month.  Recommendation:  Staffrecommends Council adopt the American Red Cross Proclamation.    AGENDA ITEM 13A  MEMO DATE: SUBJECT:  March 13, 2014  Updates:  Community Development Block Grant Monthly Status Report  Discussion:  The attached report shows that all the requirements for the CDBG on behalf of the  Haystation, LLC are on schedule.  Recommendation: No Council action required.    AGENDA ITEM 13B  MEMO DATE: SUBJECT:  March 13, 2014  Updates:  Community Development Block Grant Sewer Project Monthly Update  Discussion:  Lisa Helton, Project Administrator from the Western Piedmont Council of Governments (WPCOG) sent the attached update for the Community Development  Block Grant (CDBG) DuffDrive area sewer project.  Recommendation: No Council action required.    AGENDA ITEM: 13C  MEMO DATE: SUBJECT:  March 13, 2014 Updates: Code Enforcement Monthly Report  Discussion:  The attached report shows the progress that Planner Elinor Hiltz continues to make  throughout the town.  Recommendation: No Council action required.