AGENDA  Regular Meeting of the Sawmills Town Council  Sawmills Town Hall Tuesday, April 15, 2014 6:00 pm  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda 5. Approve Meeting Minutes  Mayor. Bob Gibbs Pastor David' Woods Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Benny Townsend Market Representative Administrator Seth Eckard Mayor Bob Gibbs Administrator Seth Eckard  A. March 18th Regular Meeting Minutes B. March 18th Closed Session Meeting Minutes . - March 25th Special Meeting Minutes D. April 3rd Special Budget Workshop Meeting Minutes  6. Public Comment 7. Discussion: A. Collegiate Baseball League B. Sawmills Farmers Market 8. Recognitions: A. Recycle Rewards Winner B. Yard oft thel Month Winners  9. Planning Matters: Adopt Proposed. Right-of-Way Encroachment, Agreement  Procedures and Proposed Encroachment Agreement B. Adopt) Proposed Employee Pay Grade  10. Personnel Matters:  A. Adopt Proposed Employee. Job] Descriptions, Achievable Goals and) Incentives David Hill  David) Hill Administrator Seth] Eckard Mayor Bob Gibbs Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs  11. Financial Matters: Adopt Proposed Recycling Collection Agreement  12. Public Comment 13. Updates:  A. Community Development Block Grant Monthly Status Report and Update  B. Community Development Block Grant Sewer Project Status Report and Update Administrator Seth Eckard  :. Codel Enforcement Monthly Report D. Administrators Report E. Council Comment 14. Adjourn    Page 1of6  TUESDAY, MARCH 18, 2014  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Gerelene Blevins Jeffv Wilson Johnny Wilson  STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor Elinor Hiltz  CALL TO 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 ai motion to adopt the agenda.  Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the agenda with APPROVE FEBRUARY 18, 2014 REGULAR MEETING MINUTES: Mayor Gibbs asked for ai motion to approve the February 18, 2014 regular meeting minutes. Trena McRary Kirby made a motion, and Joe Wesson seconded, to approve the minutes. APPROVE FEBRUARY 18, 2014 CLOSED SESSION MEETING MINUTES: Mayor Gibbs asked for a motion to approve the February 18, 2014 closed session meeting minutes. Joe Wesson made a motion, and Jeff Wilson seconded, to approve the minutes. All were in  changes. All were in favor.  All were in favor.  favor.    March 18, 2014 Page 2 of6  APPROVE MARCH 13, 2014 SPECIAL BUDGET WORKSHOP MEETING MINUTES: Mayor Gibbs asked for a motion to approve the March 13, 2014 special budget Johnny Wilson made ai motion, and Jeff Wilson seconded, to approve the minutes. All were PUBLIC HEARING: ADOPT7 TEXT AMENDMENT TO SECTION 153.190-153.197 OPEN PUBLIC HEARING: Mayor Gibbs asked for a motion to open the public hearing. Joe Wesson made a motion, and Jeff Wilson seconded, to open thej public hearing. All were STAFF COMMENTS/RECOMMENDATIONS: Planner Elinor Hiltz stated all local governments are required to amend theirzoning ordinance to comply with a new: state law for Board of Adjustment procedures. The Planning Board reviewed sections 153.190- 153.197 ofthe Code ofOrdinances and recommends Council approve the attached PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at  workshop meeting minutes.  in favor.  OF CODE OF ORDINANCES:  in favor.  amendments to comply with state law.  this time.  There were no comments or questions.  CLOSE PUBLIC HEARING: Mayor Bob Gibbs asked for a motion to close the public Trena McRary Kirby made ai motion, and Joe Wesson seconded, to close the public hearing. COUNCIL ACTION: Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the text amendment to section 153.190-153.197 oft the code of ordinances to comply  hearing.  All were in favor.  with statel law. All were in favor.    March 18, 2014 Page 3 of6  PUBLIC HEARING: APPROVE AN APPLICATION FOR CDBG FUNDING AND OPEN PUBLIC HEARING: Mayor Gibbs asked for a motion to open thej public hearing. Joe Wesson made ai motion, and Jeff Wilson seconded, to open the public hearing. All were STAFF COMMENTS/RECOMMENDATIONS: Mayor Gibbs introduced Lisa Helton Miss Helton stated this is the first oftwo public hearings required by the North Carolina Department of Environment and Natural Resources (NCDENR) for an application for Community Development Block Grant (CDBG) funding and Council will need to call fora PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at  CALL FOR. A SECOND PUBLIC HEARING:  ini favor.  with the Western Piedmont Council of Governments (WPCOG).  second public hearing on this matter  this time.  There were: no comments or questions.  CLOSE PUBLIC HEARING: Mayor Bob Gibbs asked for ai motion to close the public Joe Wesson made a motion, and Jeff Wilson seconded, to close the public hearing. All were COUNCIL ACTION: Joe Wesson made ai motion, and Gerelene Blevins seconded, to call fora a second public hearing on March 25, 2014 at 6:00 pm at the Sawmills Town Hall to discuss an application for CDBG funding for a sewer project. All were in favor. PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at  hearing. in favor.  this time.  No one wished to speak. RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Mr. and Mrs. James Furches as the March Recycle Rewards winner. A credit oftwenty-eight dollars ($28.00) will be added to Mr. and Mrs. Furches' sanitation bill and their certificate will be  available at the Town Hall for pick up. No Council action was required.    March 18, 2014 Page 4 of6  FINANCIAL MATTERS: FUNDING REQUEST FOR CALDWELL COUNTY SPECIAL OLYMPICS: Mayor Gibbs introduced Jo Ann and Casey Miller representatives Jo Ann Miller requested a donation on behalf of the Caldwell County Special Olympics to help with the purchase of t-shirts and provide lunch for all participants in the Spring Gerelene Blevins made a motion, and Trena McRary Kirby seconded, to approve a donation  for the Caldwell County Special Olympics.  Olympic Games.  to Caldwell County Special Olympics in the amount of$150.00.  DISCUSSION:  DUKE ENERGY CORPORATION LEASE AGREEMENT FOR VETERANS MEMORIAL PARK: Mayor Gibbs introduced Robin Nicholson a representative from Robin Nicholson gave a brief update on the status of the Catawba-Wateree and Hydroelectric licensing agreement between Duke Energy Corporation and the Town of Sawmills. Miss Nicholson stated on August 29, 2006 the Catawba-Wateree and Hydroelectric License Agreement, for the new operational license, was filed with the Federal Energy Regulatory Commission (FERC) after about three years of negotiations. The plan for the first five-year period of the new operational license is an upgrade to the Conley Creek Access Area to include a two-mile walking trail if the Town agrees to the  Duke Energy Corporation.  maintenance ofthe trail. No Council action was required.  ADOPT A PROCLAMATION FOR AMERICAN RED CROSS MONTH: Mayor Gibbs introduced Libby Brown, board member, with the local chapter of the American Red Miss Brown stated the American Red Cross invites all Municipalities in Caldwell County to proclaim March 2014 as American Red Cross Month by signing the enclosed proclamation. Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt a Proclamation PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at David Powell spoke ini regards to the local chapter oft the American Red Cross in Caldwell  Cross.  Naming March 2014 as American Red Cross Month. All were in favor.  this time. County.    March 18, 2014 Page 5 of6  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 Lisa Helton, Program Administrator with the Western Piedmont Council of Governments has enclosed an update on the Community  Development Block Grant Sewer Project. 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.  ADMINISTRATORS REPORT: Administrator Eckard made the following  announcements:  The Town of Sawmills Annual Easter Egg Hunt will bel held on Saturday, April 12, The Sawmills Community Optimist Club opening day for T-Ball will be held on Saturday, April 12, 2014 at 11:00 am at the Sawmills Municipal Park on Baird Dr. The next budget workshop will be held on' Thursday, April 3, 2014 in the Town Hall  2014 from 10:30 am to 12:30 pm at the Veterans Memorial Park.  Council Chambers starting at 5:00 pm.  Operational updates were included in Council's weekly e-mail.  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council had any questions Councilman Joe Wesson and Councilman Johnny Wilson thanked everyone for coming.  or comments at this time.    March 18, 2014 Page 6 of6  CLOSED SESSION: ATTORNEY/CLIENT PRIVILEGE: Mayor Gibbs asked for a Johnny Wilson 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 Trena McRary Kirby made a motion, and Jeff Wilson seconded, to come out of closed ACTION TAKEN IN CLOSED SESSION: No action was taken in closed session.  motion to go into closed session.  were in favor. meeting.  session and return to the regular meeting. All were in favor.  ADJOURN: Mayor Gibbs asked for ai motion to adjourn.  Gerelene Blevins made a motion, and Joe Wesson seconded, to adjourn the meeting. All  were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    Page lof3  TUESDAY, MARCH 25, 2014 PUBLIC HEARING 6:00 PM  TOWN OF SAWMILLS SPECIAL COUNCIL MEETING  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Jeff Wilson Johnny Wilson  STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor  CALL TO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Mayor Gibbs gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Gibbs led the Pledge of Allegiance. ADOPT AGENDA: Mayor Gibbs asked for ai motion to adopt the agenda.  Trena McRary Kirby made a motion, and Joe Wesson seconded, to adopt the agenda. All SECOND PUBLIC HEARING: APPROVE AN APPLICATION FOR CDBG OPEN PUBLIC HEARING: Mayor Gibbs asked for a motion to open the public hearing. Joe Wesson made a motion, and Gerelene Blevins seconded, to open the public hearing. All STAFF COMMENTS/RECOMMENDATIONS: Mayor Gibbs introduced Lisa Helton Miss Helton stated this is the second public hearing required by the North Carolina Department of Environment and Natural Resources (NCDENR) to submit an application of $3 million dollars in Community Development Block Grant funding for the infrastructure on as sanitary sewer project. The purpose of the grant is to provide sewer to citizens in the May Ifa approved, the Town will put in approximately 35,000 linear feet of 8" gravity sewer line with 11,000 linear feet of 8" forcemain and one pumping station. This project will serve  were in favor. FUNDING:  were in favor.  with the Western Piedmont Council ofGovernments (WPCOG).  Road area who are experiencing septic tank failure.  approximately 181 households.    March 25, 2014 Page 2 of3  PUBLIC COMMENT: Mayor Gibbs asked if anyone had any comments or questions at  this time.  No one wished to speak.  CLOSE PUBLIC HEARING: Mayor Gibbs asked for a motion to close the public hearing Joe Wesson made a motion, and Jeff Wilson seconded, to close the public hearing. All were  in favor.  COUNCIL ACTION: No Council action was required.  DISCUSSION:  ADOPT RESOLUTION OF COMPLIANCE FOR CDBG FUNDING REQUIREMENTS: Mayor Gibbs asked for a motion to adopt the enclosed resolution required by the North Carolina Department of Environment and Natural Resources Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the Resolution of Compliance for Community Development Block Grant (CDBG) Funding Requirements. ADOPT SEWER CONNECTION ORDINANCE: Mayor Gibbs asked for a motion to adopt the enclosed ordinance required by the North Carolina Department of Environment and Natural Resources (NCDENR) to qualify for consideration ofCDBG funding. Joe Wesson made a motion, and Trena McRary Kirby seconded to adopt the Town of Sawmills Sewer Connection Ordinance. Those in favor were, Trena McRary Kirby, Joe Wesson, Jeff Wilson and Johnny Wilson. Those opposed were Gerelene Blevins. The ADOPT REQUIRED PLANS FOR CDBG PROJECTS: Mayor Gibbs asked for a motion to adopt the enclosed plans required by the North Carolina Department of Environment and Natural Resources (NCDENR) to qualify for consideration of CDBG Jeff Wilson made a motion, and Joe Wesson seconded to adopt the following required plans:  (NCDENR) to qualify for consideration ofCDBG funding.  All were in favor.  motion carries by a 4-1 vote.  funding.  Equal Employment Opportunity and Procurement Plan  Procurement Policy Citizen Participation Plan  Residential Anti-Displacement and Relocation Assistance Plan    March 25, 2014 Page 3 of3  Section 519 Certification  Local Government Certification of Understanding of the Roles and Responsibilities Under the HUD State Community Development Block Grant Regulations Certifications Regarding Debarment, Suspension, and Other Responsibility Matters  Conflict ofInterest Checklist Certification  Federal Performance and Procurement Requirements Certification.  All were in favor.  ADOPT UTILITY ASSET MANAGEMENT PLAN: Mayor Gibbs asked for a motion to adopt the enclosed plan which, is not required by the North Carolina Department of Environment and Natural Resources (NCDENR) to qualify for consideration of CDBG Trena McRary Kirby made a motion, and Joe Wesson seconded, to adopt the Utility Asset  funding, however; it is recommended. Management Plan. All were: in favor.  ADJOURN: Mayor Gibbs asked for a motion to adjourn the meeting.  Gerelene Blevins made a motion, and Trena McRary Kirby seconded, to adjourn the  meeting. All were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    APRIL 3, 2014 5:00 pm  TOWN OF SAWMILLS SPECIAL BUDGET WORKSHOP MEETING  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Gerelene Blevins Jeff Wilson 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 a motion to adopt the agenda.  Johnny Wilson: made a motion, and. Jeff Wilson seconded, to adopt the agenda. All were ini favor.  ITEMS FOR DISCUSSION: The following items were discussed: Water/Sewer Rate Study Fee Schedule Employee Merit and/or Adjustments  Budget Needs by Department: Governing Board Administration P'anningCommunty Development Public Works Sanitation Streets (Powell Bill) Parks & Recreation Water Department Sewer Department  ADJOURN: Mayor Gibbs asked for a motion to adjourn.  Trena McRary Kirby made a motion, and Joe Wesson seconded, to adjourn the meeting. All  were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    AGENDA ITEM 7A  MEMO DATE: SUBJECT:  April 10, 2014 Discussion: Collegiate Baseball League  Discussion:  Benny Townsend, Parks and Recreation Director will introduce Mr. Rob Wedding from Heritage Sports. Mr. Wedding will discuss the possibility of using the  Town's ball fields for a wood bat baseball league in Sawmills.  Recommendation:  Staffrecommends: Council allow Mr. Wedding to use the ball fields for a wood bat  baseball league in Sawmills.    AGENDA ITEM 7B  MEMO DATE: SUBJECT:  April 10, 2014 Discussion: Sawmills Farmers Market  Discussion:  A representative from the Sawmills Farmers Market will be on hand to discuss the upcoming Sawmills Farmers Market season and discuss the job duties for the  Farmers Market Manager.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to  proceed.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  April 10, 2014 Recognitions: Recycle Rewards Winner  Discussion:  Ivey Cannon is the recycle rewards winner for April. Town Administrator Seth Eckard will present Miss Cannon with a certificate of appreciation and a twenty- eight dollar ($28.00) credit will be added to her current sanitation bill.  Recommendation: No Council action required.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  April 10, 2014 Recognitions: Yard of the Month Winners  Discussion:  Sawmills Elementary School, from the 28630 zip code, and RoboinSoots, from the 28638 zip code, are the yard of the month winners for April, Mayor Bob Gibbs  will present them with a certificate ofappreciation.  Recommendation: No Council action required.    AGENDA ITEM9 9  MEMO DATE: SUBJECT:  April 10, 2014 Planning Matters:  Adopt Proposed Right-of-Way Encroachment Agreement Procedures and Proposed Encroachment Agreement  Discussion:  Attorney Terry Taylor has prepared the enclosed proposed Right-of-Way Encroachment Agreement Procedures and Proposed Encroachment Agreement.  Recommendation:  Staffr recommends Council adopt the proposed agreements.    AGENDA ITEM 10A  MEMO DATE: SUBJECT:  April 10, 2014 Personnel Matters: Adopt Proposed Employee Job Descriptions, Achievable Goals and Incentives  Discussion:  On August 20, 2013 Council approved David Hill to conduct a Pay Classification David Hill has prepared the enclosed proposed employee job descriptions, achievable goals and incentives based on the Pay Classification Study conducted in  Study for the Town of Sawmills.  2013.  Recommendation:  Staff recommends Council adopt the proposed employee job descriptions,  achievable goals and incentives.    AGENDA ITEM 10B  MEMO DATE: SUBJECT:  April 10, 2014 Personnel Matters: Adopt Proposed Pay Grade  Discussion:  David Hill has prepared the enclosed proposed pay grade based on the Pay  Classification Study conducted in 2013.  Pay grades facilitate the employment process by providing a fixed framework of salary ranges, as opposed to a free negotiation. The pay grades encompass two dimensions: a "vertical" range where each level corresponds to the responsibility of, and requirements needed for a certain position; and a horizontal" range within this scale to allow for monetary incentives rewarding the employee's quality of performance or length of service. Thus, an employee progresses within the horizontal and vertical ranges upon achieving positive appraisal on a regular basis.  Evaluations are performed annually.  Recommendation:  Staffrecommends: Council adopt the proposed employee pay grades.    AGENDA ITEM1 11  MEMO DATE: SUBJECT:  April 10, 2014 Financial Matters: Adopt Proposed Recycling Collection Agreement  Discussion:  Republic Services of North Carolina, LLC, a North Carolina limited liability  company currently collects the recycling in the Town of Sawmills.  The enclosed recycling agreement will begin July 1, 2014 and be effective for a  period of five years.  The following changes will start July 1, 2014 upon approval ofrecycling collection  agreement:  Recycling collection will change from every week to every other week Customers will receive a 95-gallon container for recyclable material  collection  Customers will also receive and an updated list of approved recyclable  materials  Recommendation:  Staff recommends Council adopt the proposed recycling agreement with Republic  Services ofNorth Carolina, LLC.    AGENDA ITEM13A  MEMO DATE: SUBJECT:  April 10, 2014 Updates:  Community Development Block Grant Monthly Status Report and Update  Discussion:  Nancy Coley, Community Development Administrator from the Western Piedmont Council of Governments (WPCOG) sent the attached update on the Community Development Block Grant requirements on behalfofthe Haystation, LLC.  Recommendation: No Council action required.    AGENDA ITEM 13B  MEMO DATE: SUBJECT:  April 10, 2014 Updates:  Community Development Block Grant Sewer Project Monthly Status Report and 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) Duff Drive area sewer project.  Recommendation: No Council action required.    AGENDA ITEM 13C  MEMO DATE: SUBJECT:  April 10, 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.