AGENDA  Regular Meeting ofthe Sawmills Town Council  Sawmills Town Hall  Tuesday, January 15, 2013  6:00 PM  1. 2. 3. 4. 5. 6. 7. 8.  Call To Order Invocation Pledge of Allegiance Adopt Agenda  Mayor Bob Gibbs Pastor Rick Crouse Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  Approve December 18th Regular Meeting Minutes  Public Comment Recognitions: Recycle Rewards Winner Public Hearing: For A CDBG Funding Application A. Open Public Hearing B. StatfComments/Recommendations C. Public Comment D. Close Public Hearing Financial Matters:  Administrator Seth Eckard Mayor Bob Gibbs Lisa Helton Mayor Bob Gibbs  9.  A. Cancel and Reschedule Budget Retreat C. Approval of Audit Contract for FY 2012-2013  Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs  B. Adopt Proposed Corporate Resolution with First Citizens Bank Administrator Seth Eckard  10. 11.  Public Comment Updates:  B. Administrator's. Report C. Council Comment Adjourn  Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs  12.    Page 1of4  TUESDAY, DECEMBER 18, 2012  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  :  COUNCIL PRESENT Bob Gibbs Trena McRary Kirby Donnie Potter 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: Pastor Buford Pennell gave the invocation.  PLEDGE OF ALLEGIANCE: Mayor Gibbs led the Pledge of Allegiance., ADOPT AGENDA: Mayor Gibbs asked for a motion to adopt the agenda.  Donnie Potter made a motion, and Jeff Wilson seçonded, to adopt the agenda. All were in APPROVE NOVEMBER 20, 2012 REGULAR MEETING MINUTES: Mayor Gibbs asked for a motion to approve the November 20, 2012 regular meeting minutes. Johnny Wilson made a motion, and Donnie Potter seconded, to approve the minutes. All PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public  favor.  were in favor. comment.  No one wished to speak.    December 18,2012 Page 2 of4  RECOGNITIONS:  YARD OF THE MONTH WINNERS: Mayor Bob Gibbs announçed Mr. and Mrs. Howard Cannon, from the 28630 zip code, and Mark Nelson, from the 28638 zip code, as the December Yard of the Month winners. Mayor Gibbs stated that since the winners were not present, the certificates would be available at the Town Hall for pick up.  No Council action was required.  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Joseph Keith as the December Recycle Rewards winner. Administrator Eckard stated a credit of twenty-eight dollars ($28.00) would be added to Mr. Keith's sanitation bill and his  certificate would be available at the Town Hall for pick up.  No Council action was required.  PUBLIC HEARING: FOR A CDBG FUNDING APPLICATION:  OPEN PUBLIC HEARING: Mayor Gibbs asked for a motion to open the public hearing. Joe Wesson made a motion, and Donnie Potter seconded, to open the public hearing. All STAFF COMMENTS/RECOMMENDATIONS: Mayor Gibbs introduced Lisa Helton Lisa stated this is the first of two public hearings required by the North Carolina Department of Commérce in order for the Town to submit an application for Community Development PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak on the application  were in favor.  with the Western Piedmont Council ofGovernménts (WPCOG).  Block Grant (CDBG) Funding. for CDBG funding. No one wished to speak.  CLOSE PUBLICHEARING: Mayor Gibbs asked for a motion to close the public hearing. Donnie Potter made a motion, and Joe Wesson seconded, to close the public hearing. All  were in favor.  COUNCIL ACTION: No Council action was required.    December 18, 2012 Page 3of4  FINANCIAL MATTERS:  FY 2011-2012 AUDIT PRESENTATION: Rick Hammer and Jim Lowdermilk with Lowdermilk Church & Co., LLP, presented to Council the 2011-2012 Town audit. Mr. Hammer stated that the Town received a clean audit and commended staff and Council  on their efforts to maintain a strong fund balance. No Council action was required.  ADOPT PROPOSED COUNCIL BUDGET RETREATWORKSHOF SCHEDULE: Mayor Gibbs asked for a motion to adopt the enclosed. FY. 2013-2014 budget After, discussion, Jeff Wilson made a motion, and Trena McRary Kirby seconded, to change the time of the budget workshops from 3:00 pm-5:00 pm to 5:00 pm-7:00 pm leaving the PLANNING MATTERS: REMOVAL OF TRACTOR-TRALLERS FOR STORAGE: Town Planner Johnny Wear stated the Town's current zoning ordinance does not allow tractor-trailers for use as storage in residential districts and does not include the ones already in existence before the ordinance was amended. The Planning Board discussed this matter and recommends Council does not make any changes to the current ordinance. Mike Sparks spoke regarding a tractor-trailer in his neighborhood that is used for storage in which the owner complied with the Towns zoning ordinance and the case was closed. Joe Wesson made a motion, and Jeff Wilson seconded, to leave the current ordinance as written. Those in favor were Joe Wesson, Johnny Wilson and Jeff Wilson. Those opposed were Trena McRary Kirby and Donnie Potter. Motion carries by a 3-2 vote. PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public  retreat/workshop schedules.  retreat and all dates the same. All were in favor.  comment.  No one wished to speak.    December 18, 2012 Page 4 of4  UPDATES: announcements:  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  The dates the Office and Public Works Department will be closed for Christmas and the trash pick-up schedule may be found online on the Town's website or you may  pick-up a schedule at the Town Hall.  The dates the Office and Public Works Department will be closed for New Year's and the trash pick-up schedule may be found online on. the Town's website or you  may pick-up a schedule at the Town Hall.  To the credit of the Public Works Department, the first nine holes of the new disc golf course are open three weèks ahead of schedule. We should have a completion date scheduled for early April. Everyone is invited to come out ànd play.  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council wished to speak.  ADJOURN: Mayor Gibbs asked for a motion to adjourn.  Donnie Potter made a motion, and Jeff Wilson seconded, to adjourn the meeting. All were  in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    AGENDA ITEM 7  MEMO DATE: SUBJECT:  January 10, 2015 Recognition: Recycle Rewards Program  Discussion:  Shawn and Jennifer Huffman is the January Recycle Rewards winner. Town Administrator Seth Eckard will present Mr. and Mrs. Huffman with a certificate of appreciation and a twenty-eight dollar ($28.00) credit will be added to their current  sanitation bill.  Recommendation: No Council action required.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  January 10, 2013 Public Hearing: Fora CDBG Funding Application  Discussion:  This is the second public hearing, which the NC Department of Commerce requires when submitting an application for Community Development Block Grant (CDBG) funding. As you may recall, Council held the first public hearing on  December 18, 2012.  Recommendation: No Council action is required.    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  January 10, 2013 Financial Matters: Cancel and Reschedule Special Meeting for the  Budget Retreat  Discussion:  Administrator Eckard would like to re-schedule the budget retreat, which is currently scheduled for Thursday, February 7, 2013 to Tuesday, February 12, 2013, and change the time from 8:00 am-5:00 pm to 9:00 am-4:00 pm. Administrator Eckard will be attending the 2013 NC City and County Managers Association Winter Seminar February 6-8, 2013 in Raleigh, which is why he is  requesting this change.  The attached scheduled shows the proposed date and time for the budget retreat as well as the time change for the budget workshops as approved during the  December meeting.  Recommendation:  Staff recommends Council cancel the budget retreat scheduled for Thursday, February 7,2013 from 8:00 am-5:00 pm and re-schedule for Tuesday, February 12, 2013 from 9:00 am-4:00 pm at the Caldwell County Economic Commission (EDC). Once approved the new schedule will be sent to our sunshine list and  posted on the bulletin board in the lobby at the Town Hall    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  January 10, 2013 Financial Matters: Adopt Proposed Corporate Resolution with First Citizens Bank  Discussion:  Due to the election ofnew Council members in 2011, First Citizens Bank will need the attached certified copy of corporate resolutions updated in their bank files. The bank requires new signatures to be on file whenever there are changes in staff or Council. The bank is currently updating their files and has notified town staffthat  the signed resolution they have on file was dated on October 2010.  The signatures allow Mayor Bob Gibbs, Town Administrator Seth Eckard and Finance Officer Karen Clontz the authority to sign documents regarding banking  transactions on behalfo ofthe Town.  Recommendation: First Citizens Bank.  Staffrecommends Council approve the certified copy of corporate resolutions with    AGENDA ITEM 9C  MEMO DATE: SUBJECT:  January 10, 2013 Financial Matters:: Approval of Audit Contract for FY 2012-2013  Discussion:  Enclosed with this memo is a contract from our current auditor's Lowdermilk, Church & CO., LLP. The contract, in the amount of $9690.00, will cover the period  ofJuly 1,2012 to June 30, 2013.  This amount of $9,690.00 includes the following:  Audit:  $6,330.00 $3,360.00 $9,690.00  Preparation of the annual financial statements:  This amount includes continual guidance, advice and directives throughout the year from the auditors concerning any issues that may arise throughout the fiscal  year.  Recommendation:  Staff recommends Council approve a contract renewal with Lowdermilk, Church &co., LLP in the amount of $9,690.00 and covering the period of July 1, 2012 to  June 30, 2013.