AGENDA Sawmills Town Hall Tuesday, July 16, 2013 6:00P.M.  Regular Meeting of the Sawmills Town Council  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda  Mayor Bob Gibbs Pastor Buford Pennell Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  5. Approve June 18th Regular Meeting Minutes  6. Public Comment 7. Recognitions:  A. Recycle Rewards Winner B. Yard ofthel Month Winners  Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs  C. Introduction oft the New Principal at Sawmills Elementary School A. Adopt Proposed Resolution in Support ofI Dedicating the Replacement Bridge on 321-A to a Fallen Firefighter B. Adopt Plans for Community Development Block Grant Projects C. Adopt Proposed Changes to Code Enforcement Policy  8. Discussion:  D. Restrooms at Veterans Park  9. Financial Matters:  A. Request for a Donation to Oasis Shriner Dune Cats B. Bid Award for Stamey Road Waterline Abandonment Project C. Bid. Award for 2013 Street Improvements Project  Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard  10. Public Comment: 11. Updates:  A. Community Development Block Grant Monthly Status Report  Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  B. Code Enforcement Monthly Report C. Disposal ofUnscheduled Records D. Administrator's Report E. Council Comment  12. Closed Session: Personnel Matters (N.C.G.S. $143-318.11)  13. Adjourn    Page 1 of5  TUESDAY,JUNE 18, 2013  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  43.13 3 - : :  : 1: STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor :  5  COUNCIL PRESENT Bob Gibbs Donnie Potter Trena McRary Kirby Joe Wesson. Jeff Wilson Johnny Wilson  CALL TO ORDER: Mayor Bob Gibbs called the meeting to order. 3u INVOCATION: Pastor Buford Pennell gave the invocation.  s :  PLEDGE OF ALLEGIANCE: Mayor Bob Gibbs led the Pledge  ofAllegiançe. ADOPT AGENDA: Mayor Gibbs asked for a motion to adopt the agenda.  Trena McRary Kirby made a motion, and Donnie Potter seconded, to adopt the agenda. All APPROVE MAY21, 2013 REGULAR MEETING MINUTES: Mayor Gibbs asked fora Donnie Potter made a motion, and Joe Wesson seconded, to approve the minutes. All were PUBLIC COMMENT: Mayor Gibbs asked. if anyone. wished to speak during public  were in favor.  motion to approve the May 21, 2013 regular meeting minutes.  in favor. comment.  -  No one wished to speak.    June 18, 2013 Page 20 of6  :  73  PUBLIC HEARING: ADOPT PROPOSED FY 2013-2014 BUDGET:  OPENPUBLIC: . 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: Town Administrator Seth Eckard stated the proposed FY 2013-2014 budget was enclosed and staff had no additional comments at PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak on the proposed FY    were in favor.  this time.  2013-2014 budget. No one wished to speak.  : *  CLOSE PUBLIC HEARING: Mayor Gibbs asked for a motion to close thè public Donnie Potter made a motion, and Joe Wesson seconded, to close the public hearing. All COUNCIL ACTION: Trena: McRary Kirby made a motion, and Joe Wesson seconded, to  hearing. were in favor.  :   adopt the proposed FY 2013-2014 budget. All wère in favor.  RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard amounced Don and Karen Turnmire as the June Recycle Rewards winners. A credit of twenty-eight dollars ($28.00) will be added to Mr.'and Mrs. Turnmire's! sanitation bill and their certificate will be  available at the Town Hall for them to pick up. No Council action was required.  YARD OF THE MONTH WINNERS: Mayor Bob Gibbs announced Johnnie and Patricia Greene, from the 28630 zip code, and Fay and Skip Icenhour, from the 28638 zip code, as the June yard of the month winners. Mayor Gibbs stated that since the winners were not present, their certificates would be available at the Town Hall for them to pick up.  No Council action was required.    June 18, 2013 Page 3 of6  RETIREMENT OF: SAWMILLS ELEMENTARY SCHOOL PRINCIPAL: Mayor Gibbs announced that. after thirty-three (33) years in public education in the Caldwell County School system; Sawmills Elementary School Principal, Robin DiBernardi will retire on. July 1, 2013. Mayor Gibbs presented Mrs. DiBernardi with a certificate of appreciation  and congratulated her on a well-deserved retirement.  No Council action was required.  CHARITY CHASE HALE: MARATHON RUNNER: Mayor Gibbs announced 11-year old Gaden Nichols competed in the 13.1 Charity Chase Marathon with Sawmills. Elementary School P.E. Teacher Phillip Harkey and finished in 3 place with a time of2 hours and 19 minutes. Mayor Gibbs presented Mr. Nichols with a certificate of appreciation.  No Council action. was required. FINANCIAL MATTERS:  REQUEST FOR A DONATION TO SAWMILLS FARMERS MARKET: Administrator Eckard stated that the Sawmills Farmers Market has requested a donation of one hundred dollars ($100.00) to provide one dollar ($1.00) vouchers to school children Donnie Potter made a motion, and Joe: Wesson séconded, to give a donation in the: amount ofone hundred dollars ($100.00) to the Sawmills Farmers Market. All were. in favor. APPROVE PROPOSED CONTRACT RENEWAL WITH WESTERN PIEDMONT COUNCIL OF GOVERNMENIS: Administrator Eckard stated the current contract with the Western Piedmont Council of Governments (WPCOG) for planning and code enforcement assistance needs to be renewed. The rénewal contract will cover the period of Donnie Potter made a motion, and Joe Wesson seconded, to approve a renewal contract with the WPCOG in the amount of twenty-thousand, five-hundred dollars ($20,500.00)for  during their annual "Kids Day."  July 1,2013 to June 30, 2013.  planning and code enforcement services. All were in favor.  DISCUSSION:  ADOPT PROPOSED ADOPT-A-SPOT PROGRAM: Administrator Eckard stated this program would help to make our Town cleaner by having citizens volunteer and agree to clean litter from their adopted area. Volunteers will be responsible for their adopted area on aq quarterly basis for a two-year period and follow all requirements outlined in the program. Donnie Potter made a motion, and Trena McRary Kirby seconded, to adopt the Adopt-A- Spot program with the Town providing volunteers with supplies and a recognition sign  (where possible).. All were in favor.    June 18, 2013 Page 4of6  APPROVE CREATION OF CALDWELL COUNTY RAILROAD COMMISSION AND ADOPT PROPOSED BY LAWS: Administrator Eckard stated the Caldwell County Railroad Commission amended their bylaws concerning future funding because the 2013 Sales Tax Re-Investment Program Agreement Extension no longer funds the Caldwell The changes in the bylaws state the Town of Sawmills will be responsible for one-ninth (1/9) of the total annual operating expenses in the amount of four hundred-forty dollars ($440.00) for the fiscal year 2013-2014. The Railroad Commission is résponsible for the infrastructure and the right-of-ways and the amount the Town is responsible for covers the Jeff Wilson made a motion, and Donnie Potter seconded to approve creation of Caldwell County Railroad Commission and adopt amended bylaws. All were in favor. PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public  County Railroad Commission.  cost of operations, not the cost to operate the railroad.  comment. 71 No one wished to speak. UPDATES:  I. :  COMMUNITY DEVELOPMENT BLOCK GRANT MONTHLY STATUS REPORT: Administrator Eckard stated the enclosed report shows that all the requirements are on schedule for the Haystation, LLC. Community Development Block Grant (CDBG).  :  33  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  Johnny Wear.  No Council action was required.    June 18, 2013 Page 5 of6  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  announcements:  The past four (4) year history ofu unemployment in Caldwell County shows things are improving slowly and, as of April 2013, we are at the ten percent (10%) mark. Caldwell County still has a higher unemployment rate then the state average which  isa around 8.7 percent.  According to sglrevewourecom, the Sawmills Disc Golf course currently has arating of 3.4 out of 5 stars, which puts us in the top fifty (50) in North Carolina. The Hickory Disc Golf Club hosts a random Double's Tournament every Friday afternoon at 5:30 pm with a cost of five dollars ($5.00). There was 28 peopie  playing in the tournament on Friday, June 14, 2013.  Deadline to submit names for engraving on the Veterans wall for this year is July 1,  2013. There are currently 42 names submitted for this year.  The Town offices will be closed, Thursday, July 4, 2013 in observance of Independence Day and will re-open, Friday, July 5, 2013. Recycling will be on regular schedule. Trash pick-up for Monday, Tuesday, and Wednesday will be  regular schedule and Thursday's pick up will be on Friday.  The Farmers Market is still going strong every Tuesday from 3:00 to 7:00 pm. The Town of Sawmills was awarded a seven hundred and fifty thousand dollar ($750,000.00) Community Development Block Grant for sewer infrastructure in the Duff Drive area, which will supply sewer access to sixty-six (66) low to moderate-  income homes.  The Haystation, LLC will be purchasing trucks with the grant money and also hiring  ten (10) new employees instead of adding on to their facilities.    June 18, 2013 Page 6of6  :  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council wished to speak.  No one 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 7A  MEMO DATE: SUBJECT:  July 11, 2013 Recognition: Recycle Rewards Winner  Discussion:  The Littell Family are the Recycle Rewards winners for July. Town Administrator Seth Eckard will present them 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 7B  MEMO DATE: SUBJECT:  July 11,2013 Recognition: Yard ofthe Month Winners  Discussion:  Charles "Andy" and Stephanie Tramble, from the 28630 zip code, and William Elkins, from the 28638 zip code, are the Yard of the Month winners for July. Mayor Bob Gibbs will present them with a certificate of appreciation.  Recommendation: No Council action required.    AGENDA ITEM 7C  MEMO DATE: SUBJECT:  July 11,2013 Recognitions: Introduction of the New Principal at Sawmills Elementary School  Discussion:  Mayor Bob Gibbs will introduce Mr. Lowell Rogers, the new Principal at Sawmills Elementary School. Mr. Rogers will be on hand to tell Council a little bit about himselfand answer any questions anyone might have concerning the school.  Recommendation: No Council action required.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  July 11,2013 Discussion:  Adopt Proposed Resolution in Support ofDedicating the Replacement Bridge on 321-A to a Fallen  Firefighter  Discussion:  Mayor Gibbs will introduce Lori Settlemyre mother of Sawmills fallen firefighter Richard "Chad" Settlemyre, to explain the process for a bridge dedication. The procedures for naming roads, bridges and ferries, along with supplemental information and a copy of the resolution, is included in your agenda packet for  your review.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to  proceed.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  July 11,2013 Discussion: Adopt Plans for Community Development Block Grant Projects  Discussion: following plans:  The Department of Commerce requires that each local government receiving CDBG funds adopt the  Recipient's Plan to Further Fair Housing Fair Housing Complaint Procedure  Equal Employment Opportunity and Procurement Plan  Procurement Plan Section 3 Plan Citizens Participation Plan  Citizen Participation Complaint Procedure Section 504 Self Evaluation Survey Section 504 Grievance Procedure Language Açcess Plan  Code of Conduct  Residential Antt-Displacement and Relocation Assistance Plan  Optional Coverage Relocation Plan  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to proceed.    AGENDA ITEM8C  MEMO DATE: SUBJECT:  July 11,2013 Discussion:  Adopt Proposed Changes to Code Enforcement  Policy  Discussion:  The current Code Enforcement policy, does not allow the Mayor, Council or staff Staff would like to change the current policy to allow the Mayor and Council to  tos submit complaints regarding code violations. submit complaints regarding code violations.  Recommendation: No Council action required.    AGENDA ITEM 8D  MEMO DATE: SUBJECT:  July 11,2013 Discussion: Restrooms at  Veterans Memorial Park  Discussion:  As you are aware, there have been many discussions about putting restrooms at the  Veterans Memorial Park near the monument and ballfields.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to  proceed.    AGENDA ITEM 9A  MEMO DATE: SUBJECT:  June 13,2013 Financial Matters: Request for a Donation to Oasis Shriner Dune Cats  Discussion:  The Oasis Shriner Dune Cats is requesting a donation in the amount of $300.00 which will be used to help support crippled and burned children. Council agreed  on a maximum amount of$150.00 for all donation requests.  There are sufficient funds in the budget for a donation of$150.00 for this request.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to  proceed.    AGENDA ITEM 9B  MEMO DATE: SUBJECT:  July 11,2013 Financial Matters: Bid Award for Stamey Road Waterline Abandonment Project  Discussion: Project.  The Town has reçeived three bids for the Stamey Road Waterline Abandonment  The Bids were as follows:  Bid $109,675.00 $140,042.00 $202,995.00  Alternate Bid  Total  C& W Utilities, Inc. Two Brothers Utilities, LLC Bell Construction Co., Inc.  $13,160.00 $122,835.00  $15,564.50  155,606.50  $21,525.00 $224,520.00  Please review the enclosed letter from Todd Poteet, PE with West Consultants,  PLLC that explains the bid from C& W Utilities, Inc. There is currently $106,000.00 budgeted for this project.  Recommendation: proceed on this matter.  Staff recommends Council discuss this matter and decide how they wish to    AGENDA ITEM: 9C  MEMO DATE: SUBJECT:  July 11,2013 Financial Matters: Bid Award for  2013 Street Improvements  Project  Discussion:  The Town has received four bids for the 2013 Street Improvements Project.  The Bids were as follows: Midstate Contractors, Inc. Evans Construction J.T. Russell & Sons, Inc. Country Boy Landscaping, Inc.  $138,805.00 $191,357.72 $195,636.00 $229,444.44  There are sufficient funds in the budget for this project.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to  proceed on this matter.    AGENDA ITEM11A  MEMO DATE: SUBJECT:  July 11,2013 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 are on schedule.  Recommendation: No Council action required.    AGENDA ITEM11B  MEMO DATE: SUBJECT:  July 11,2013 Updates: Code Enforcement Monthly Report  Discussion:  The attached report shows the progress that Planner Johnny Wear Continues to  make throughout the town.  Recommendation: No Council action required.    AGENDA ITEM 11C  MEMO DATE: SUBJECT:  July 11,2013 Updates: Records  Disposal ofUnscheduled  Discussion:  The attached list shows all the records that staff has destroyed in accordance with the North Carolina General Statutes Municipal Records Retention and Disposition  Schedule.  Please let Town Administrator Seth Eckard ifyou have any questions.  Recommendation: No Council action required.