Agenda  Regular Meeting oft the Sawmills Town Council  Sawmills Town Hall Tuesday, February 18, 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 Wade Mitchell Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Administrator Seth Eckard Planner Elinor Hiltz  A. January 21: Regular Meeting Minutes  B. January 23" Special Coffee with the Council Meeting Minutes  February: 11th Special Annual Council Budget Retreat Meeting Minutes Mayor Bob Gibbs  6. Public Comment 7. Recognitions: 8. Planning Matters: 9. Discussion:  Recycle Rewards Winner  Call a Public Hearing to Adopt a Text Amendment to! Sections 153.190-153.1970 oft the Code of Ordinance A. Adopt a Resolution In Support for the W.P.C.O.G. Investing in Manufacturing Communities Program Application B. Adopta a Resolution of Recognition for C.C.C. &T.I.  Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs Administrator Seth Eckard Administrator Seth] Eckard Administrator Seth Eckard Administrator Seth) Eckard Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  10. Public Comment 11. Updates:  A. Community Development Block Grant Project Update and  Monthly Status Report Code Enforcement Monthly Report D. A Strategic Plani for Sawmills D. Administrator's Report E. Council Comment  B. Community Development Block Grant Sewer Project Monthly Update Administrator Seth Eckard  12. Closed Session: Personnel Matters NC655143-318.11)  13. Adjourn    Page 1 of5  TUBSDAYANUARVILBA  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Trena McRary Kirby Joe Wesson Jeff Wilson Gerelene Blevins COUNCIL ABSENT Bob Gibbs Johnny Wilson  STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor  CALL TO ORDER: Mayor Pro-Tem Trena McRary Kirby called the meeting to order.  INVOCATION: Pastor Rick Crouse gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Pro-Tem McRary Kirby led the Pledge of ADOPT AGENDA: Mayor Pro-Tem McRary Kirby asked for a motion to adopt the agenda with the following changes: add Donation to Caldwell County Schools as agenda item 8C and remove agenda item 11 Closed Session: Personnel Matters (NCGS $143-318.11). Joe Wesson made a motion, and Gerelene Blevins seconded, to adopt the agenda with APPROVE DECEMBER 17, 2013 REGULAR MEETING MINUTES: Mayor Pro-Tem McRary Kirby asked for a motion to approve the December 17, 2013 regular meeting Jeff Wilson made ai motion, and Joe Wesson seconded, to approve the minutes. All were in APPROVE JANUARY 2, 2014 SPECIAL MEETING MINUTES: Mayor Pro-Tem McRary Kirby asked for a motion to approve the January 2, 2014 special meeting minutes. Joe Wesson made a motion, and Gerelene Blevins seconded, to approve the minutes. All  Allegiance.  changes. All were in favor.  minutes. favor.  were in: favor.    January 21, 2014 Page 20 of5  APPROVE JANUARY 7, 2014 SPECIAL STRATEGIC PLANNING SESSION MINUTES: Mayor Pro-Tem McRary Kirby asked for a motion to approve the January 7, Jeff Wilson made a motion, and Gerelene Blevins seconded, to approve the minutes. All PUBLIC COMMENT: Mayor Pro-Tem McRary Kirby asked if anyone had any questions  2014 special strategic planning session minutes.  were in favor.  or comments at this time.  Barbara Maneri spoke regarding the Town's sanitation fee.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Carolyn Brown as the January Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added to Miss Brown's sanitation bill and her certificate will be available at the  Town Hall for pick up. No Council action was required.  SAWMILLS VOLUNTEER FIRE & RESCUE DEPARTMENT AWARDS: Mayor Pro-Tem McRary Kirby, on behalf of the Town Council, presented plaques of appreciation  to the following: Firefighter of the Year: First Responder of the Year: Officer of the Year: No Council action was required.  Brandon Wright Kyle Clontz Keith Carver  INTRODUCTION OF NEW FIRE CHIEF: Mayor Pro-Tem McRary Kirby introduced David Price the New Chiefoft the Sawmills Volunteer Fire & Rescue Department. Chief Price thanked all the Officers and First Responders for all the work that they do. Chief Price stated the Fire Department ran over 809 calls last year and at times will run 3-5 call per day, which can be anytime during the day & all hours oft the night. This is all done on a volunteer basis and about 90% oft the members work a full time job. Chief Price has over 30 years of service, which started in 1984. He has served as Captain, Assistant Chief and now Chief. The Sawmills Fire Department does fire, rescue, E.M.S., extrication, and has done swift water training, we just finished taking a dive class sO we will be doing rescue diving, and more with continued training. They had over 4,000 hours of training last year. Chief Price thanked the Council stating he looks forward to a great working relationship  with them SO that the town and the Fire Department can grow together.    January 21, 2014 Page 3 of5  FINANCIAL MATTERS:  NC DEPARTMENT of TRANSPORTATION MOWING CONTRACT RENEWAL: Town Administrator Eckard stated the current contract with the NC Department of Transportation needs to be renewed. The renewal contract will cover the period of July 1, Joe Wesson made a motion, and Gerelene Blevins seconded, to approve a renewal mowing contract with the NC Department of Transportation for a period of three years. All were in APPROVE UPDATE to BANK SIGNATURE CARDS: Mayor Pro-Tem McRary Kirby stated due to recent changes that have taken place within the Council, new signature cards Jeff Wilson made a motion, and Joe Wesson seconded, to approve new signature cards on DONATION TO CALDWELL COUNTY SCHOOLS: Town Administrator Eckard stated that a donation to the Caldwell County Schools in the amount of $14,000.00 covers on behalf of the Town one third of the cost ofa School Resource Officer to be placed at Sawmills Elementary School. Council as a General Fund budget amendment approved the amount of this donation during the January 2, 2014 Special Council meeting. Joe Wesson made a motion, and Gerelene Blevins seconded, to donate $14,000.00 to the Caldwell County Schools for the placement of a School Resource Officer at Sawmills PUBLIC COMMENT: Mayor Pro-Tem McRary Kirby asked if anyone wished to speak  2014t to June 30, 2017 with no changes from the original contract.  favor.  need to be on: file with the bank for Mayor Pro-Tem Trena McRary Kirby.  file with the bank. All were in favor.  Elementary School. All were in favor.  during public comment.  There were no comments or questions.  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. Administrator Eckard stated there has not been a lot of activity with the Haystation grant SO he will meet with Nancy Coley, with the Western Piedmont Council of Governments, and the business owner with the Haystation to see what the status is on this project. The Haystation has hired some drivers but is having a hard time retaining them.  No Council action was required.    January 21,2014 Page 4 of5  COMMUNITY DEVELOPMENT BLOCK GRANT SEWER PROJECT UPDATE AND MONTHLY STATUS REPORT: Administrator Eckard stated Lisa Helton, Program Administrator with the Western Piedmont Council of Governments has enclosed an update The enclosed monthly status report for the Community Development Block Grant (CDBG) Sewer Project shows that all requirements are on schedule for the Duff Drive Area Sewer Project. Administrator Eckard stated West Consultants is doing survey work right now and should be getting information to Attorney Terry Taylor soon with regards to easements.  on1 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.:  As special meeting "Coffee with the Council" will be held at the Sawmills Town Hall would be a good opportunity to get some public input on budget and service ideas Baseball sign-ups start in February. Registration will be held at the Sawmills Municipal Park on Baird Drive each Saturday from 10:00 am - 12:00 pm. The Optimist Club has not finalized registration fees at this time and will let the town staffknow when they have. Administrator Eckard will post the fees on the town's website and Facebook page as soon as they let him know what those fees are. The state has changed the rules on applying for Community Development Block Grants fori infrastructure. With the new changes up to three active grants are now allowed, the thresholds to reach low income questions have been lowered and the cap has been raised from seven hundred and fifty thousand dollars to a total of  2014 at 6:00  Administrator Eckard stated that this  on Thursday, January 23, before starting the budget season.  pm.  three million dollars.  The Annual Council Budget Retreat will be held on February 11, 2014 form 9:00 am 4:00 pm at the Caldwell County Chamber of Commerce instead of the Caldwell  County Economic Development Commission (E.D.C.).    January 21, 2014 Page 5 of5  Thel Newly Elected Officials class will be held on February 19 and 20, 2014in  Hickory.  Crack-sealing is complete ini the Doe Run Subdivision, on Freedom Lane and on  Stamey Road.  Administrator Eckard attended an E.D.C. Board meeting on January 14, 2014. The E.D.C. reported the local economy unemployment rate for November 2013 is down to 7.5%. In November 2012, the unemployment rate was near 11% and in Administrator Eckard met with Sawmills Elementary School Resource Officer Deputy Hawn an January 21, 2014. Deputy Hawn stated that he is going to talk to Principal Rogers and the NC Department of Transportation to discuss a change in the flow oft traffic on Sawmills School Road in order to help alleviate problems with the current traffic flow. Deputy Hawn will propose that no left turns into the school be allowed between 2:00 - 3:00 pm. He is proposing those wishing to make a left turn into the school continue straight on Sawmills School Road until they can safely turn around and turn right to enter the school. He also parks his car closer to the  November 2010, the rate was approximately 14%.  road now sO that it is more visible to traffic.  COUNCIL COMMENT: Mayor Pro-Tem McRary Kirby asked if anyone on the Council Councilman Joe Wesson welcomed Ms. Maneri to Sawmills and encouraged all citizens to  wished to speak.  attend' Town Council meetings and give their input.  ADJOURN: Mayor Pro-Tem McRary Kirby asked for a motion to adjourn.  Joe Wesson made a motion, and Gerelene Blevins seconded, to adjourn the meeting. All  were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    Page lof1  TMURSDAVANUANYIONI "COFFEE WITH THE COUNCIL"  TOWN OF SAWMILLS SPECIAL COUNCIL MEETING  6:00 PM  COUNCILPRESENT Bob Gibbs Trena McRary Kirby Joe Wesson Gerelene Blevins Jeff Wilson Johnny Wilson  STAFF PRESENT Seth Eckard Karen Clontz  CALLTOORDER: 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 a motion, and. Jeff Wilson seconded, to adopt the agenda. All were in favor.  DISCUSSION: The: following items were discussed: No tax increase for this coming year. Bathrooms at Sawmills Veterans Park. Fireworks. Water/ Sewer rates. Town entrance sign (CVS). New recycling service. Town events. Alcohol referendum. New sewer grant application. Ideas from the public.  ADJOURN: Mayor Gibbs stated no Council action was required and asked for a motion to adjourn Trena McRary Kirby made a motion, and Gerelene Blevins seconded, to adjourn the meeting. All  the meeting. were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    FEBRUARY11,2014 RETREAT MEETING 9:00 am - 4:00 pm  TOWN OF SAWMILLS SPECIAL BUDGET  COUNCIL PRESENT Bob Gibbs, Mayor Trena McRary Kirby Joe Wesson Gerelene Blevins Jeff Wilson Johnny Wilson  STAFF PRESENT Seth Eckard Karen Clontz Ronnie Coffey Terry Taylor  CALL TO ORDER: Mayor Bob Gibbs called the meeting to order at 9:00 a.m. at the  Sawmills Town Hall Council Chambers. 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.  Johnny Wilson made ai motion, and Gerelene Blevins seconded, to adopt the agenda. All  were in favor.  ITEMS FOR: DISCUSSION: The following items were discussed: New Recycling Service Financial Matters Public Works Legal Matters Classification and Pay Study Comprehensive Land Use  ADJOURN: Mayor Gibbs asked for a motion to adjourn.  Joe Wesson made a motion, and Jeff Wilson seconded, to adjourn the meeting at 3:30  p.m. All were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    AGENDA ITEM 7  MEMO DATE: SUBJECT:  February 14, 2014 Recognition: Recycle Rewards Winner  Discussion:  Robert Phillips is the Recycle Rewards winner for February. Town Administrator Seth Eckard will present Mr. Phillips 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.    MAYOR Bob Gibbs TOWN ADMINISTRATOR Seth Eckard TOWN PLANNER Elinor Hiltz  PLANNING BOARD Steve Duncan, Chairman Buford Pennell David Powell Thad Hall Clyde Miller  VOFSANE  COAPORATED  Agenda Item 8  COUNCIL MEETING Feb1 18, 2014 6:00 PM  PLANNERS 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 of this zoning ordinance 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  text amendment on February 4th,  significant revisions that may interest Sawmills: 1.hearings do not have to be advertised in newspaper anymore 2.town clerk may administer oaths 3.chairperson of the BOA may issue subpoenas "unnecessary hardship" is defined rule on 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 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 of PDQ', and then the neighbor  only has 30 days from then to appeal. Planner's Recommendation amended Board of Consistency with Comprehensive Plan: useful tool for future land-use planning.  decisions do not  The ordinance should be reversed in court.  sO  Adjustment  get  but  Sawmills Comprehensive Plan does not cover Board of Adjustment proceedings, towns need legally-functioning boards to make zoning determinations and zoning is a  Action Needed:  CALLFORAPUBLICHEARING ON MARCH 18TH, 2014.    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  February 14, 2014 Discussion: Adopt a Resolution in Support for the W.P.C.O.G. Investing in Manufacturing Communities Program  Application  Discussion:  The Town has received a request from the Western Piedmont Council of Governments (W.P.C.O.G.) to adopt the enclosed resolution.  Recommendation:  Staffrecommends: Council adopt the attached Resolution in Support for the W.P.C.O.G. Investing in Manufacturing Communities Program Application.    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  February 14, 2014  Discussion: Adopt a Resolution of Recognition for C.C.C.&T.I.  Discussion:  The Town has received a request from the Caldwell Community College &  Technical Institute to adopt the enclosed resolution.  Recommendation: C.C.C.&T.I.  Staffrecommends Council adopt the attached Resolution ofRecognition for    AGENDA ITEM: 11A  MEMO DATE: SUBJECT:  February 14, 2014  Updates:  Community Development Block Grant Monthly Status Report  Discussion:  The attached report shows that all the requirements for the Community Development Block Grant on behalfofthe Haystation,LLC: C are on schedule.  Recommendation: No Council action required.    AGENDA ITEM 11B  MEMO DATE: SUBJECT:  February 14, 2014  Updates:  Community Development Block Grant Sewer Project 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)DuffDive area sewer project.  Recommendation: No Council action required.    AGENDA ITEMI 11C  MEMO DATE: SUBJECT:  February 14, 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.    AGENDA ITEM 11D  MEMO DATE: SUBJECT:  February 14, 2014  Updates: A Strategic Plan for Sawmills  Discussion:  Administrator Eckard will update Council on the enclosed Strategic Plan for Sawmills prepared by the Western Piedmont Council of Governments.  Recommendation: No Council action required.