AGENDA Sawmills Town Hall Tuesday, September 17,2013  Regular Meeting of the Sawmills Town Council  6:00 P.M.  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Adopt Agenda  Mayor Bob Gibbs Pastor Jim Hamby Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs  5. Approve August 20" Regular Meeting Minutes  6. Public Comment 7. Recognitions:  A. Recycle Rewards Winner B. Yard oft the Month Winners A. Hudson Middle School Principal  Administrator Seth Eckard Mayor Bob Gibbs Bill Griffin Sharon Poarch  8. Updates:  B. Caldwell County Women's Shelter Executive Director A. Call a Public Hearing for a Rezoning on Gilliland Lane C. Adopt Proposed Resolution Providing Enforcement Authority for  9. Planning Matters:  Administrator Seth Eckard Administrator Seth Eckard  B. Approve Collection Sites for Debris Resulting from a Natural Disaster Kenneth Teague  Town of Sawmills Code ofOrdinances  10. Financial Matters:  A. Adopt Capital Improvement Project Budget Ordinance  Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs  B. Bid. Award for a New Trash Truck  11. Public Comment: 12. Updates:  A. Approve Amended Records Retention Schedule B. Community Development Block Grant Monthly Status Report C. Code Enforcement Monthly Report D. Administrator's Report E. Council Comment  Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs  13. Adjourn    August 20, 2013 Page 1of6  TUESDAY, AUGUST 20, 2013  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 PM  COUNCIL PRESENT Bob Gibbs Donnie Potter Trena McRary Kirby Joe Wesson JeffWilson Johnny Wilson  STAFF PRESENT Seth Eckard Susan Nagle Paul Culpepper  CALL' TO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Mayor Bob Gibbs 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: introduction of new' Town Planner as agenda item 6, change agenda item 61 to7 7a and Joe Wesson made a motion, and Donnie Potter seconded, to adopt the agenda with changes. All APPROVE JULY 16, 2013 REGULAR MEETING MINUTES: Mayor Gibbs asked for a Trena McRary Kirby made a motion, and Donnie Potter seconded, to approve the minutes. All APPROVE JULY 16, 2013 CLOSED SESSION MEETING MINUTES: Mayor Gibbs asked Joe Wesson made a motion, and Johnny Wilson seconded, to approve the minutes. All were in  add Parks and Recreation update as agenda item 8.  were in favor.  motion to approve the July 16, 2013 regular meeting minutes.  were in favor.  foran motion to approve the July 16, 2013 closed session meeting minutes.  favor.    August 20, 2013 Page 2of6  INTRODUCTION OF NEW TOWN PLANNER: Mayor Gibbs introduced Elinor Hiltz, the new Town Planner, stating the current Town Planner Johnny Wear has been promoted through Elinor stated she would be keeping the same schedule as Planner Wear which is Tuesday's & Thursday's from 1:00-5:00 pm. Please feel free to call or stop by and see her if you want or need Mayor Gibbs and the Council congratulated Planner Wear for his recent promotion at the  the Western Piedmont Council ofGovernments (WPCOG).  anything.  WPCOG and also stated he did a good job while working for the Town.  No Council action was required.  PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public comment.  No one wished to speak.  PARKS AND RECREATION UPDATE: Parks and Recreation Director Benny Townsend made the following announcements on the activities planned for the rest of the summer and in  the fall:  Spring baseball had 13 teams and 130 children who participated.  In the last two years, Sawmills has had a baseball team that won the state championship.  This year the 15- year old team took 3rd place in the state championship.  Spring adult church league softball had 17 teams with about 190 players.  Fall baseball will be played at Veterans Memorial Park and Baird Drive Park. There are twenty-six teams signed up for fall baseball and ten of those teams are 12-year olds and under. The 13-15 year old teams will play at Veterans Memorial Park, Baird Drive Park, Lenoir, Dudley  Shoals and in Startown on Saturdays.  There are: usually less teams in the fall adult church league then there are in the spring. The fall adult church league has not held a meeting yet, but is anticipating about twelve teams. There are five teams in the first ever kickball league which is currently playing and  should finish Monday, August 26, 2013.    August 20, 2013 Page 3of6  In the spring the Granite Falls Middle School girls soccer teams has used the soccer fields at the Veterans Memorial Park for the last two years. The Granite Falls Middle School girls play soccer in the spring and softball in the fall and the boys play soccer in the fall and baseball in the spring. The giris' softball team uses the South Caldwell High School field and plays ten game with five home games and five away games. The Field at South Caldwell High School is currently being re-done sO, they have asked the town if they could use the field at the Veterans  Memorial Park.  The town has had many requests for flag football and is currently looking into the Benny stated that he is on the Regional Recreation Commission. The Regional Recreation Commission, which consists of Parks and Recreation Directors, Town Planners and for smaller towns Town Managers, meets every two months to discuss parks and recreation matters. A representative from NC State attends every meeting to discuss Parks and Recreation  possibility of starting al league.  Trust Fund (PART-F) Grants. Veterans Memorial Park each week. tournament every Friday in Sawmills.  There is around 30-50 people playing disc golf on the Sawmills Disc GolfCourse at the The Hickory Unifour Flying Objects Disc Golf Club has a small weekly disc golf Acerace Disc Golfis going to have a tournament in Sawmills sometime late September.  There is going to be a sanctioned PDGA tournament in November.  No Council action was required. RECOGNITIONS:  RECYCLE REWARDS WINNER: Town Administrator Seth Eckard announced Deanna Rose Taylor as the August Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added to her sanitation bill and her certificate will be available at the Town Hall to pick up.  No Council action was required.  YARD OF THE MONTH WINNERS: Mayor Bob Gibbs announced Jeff and Camille Hawn, from the 28630 zip code, and Marx Industries, from the 28638 zip code, as the August Yard-of- the-Month winners. Mayor Gibbs stated that since the winners were not present, their  certificates would be available at the Town Hall toj pick up.  No Council action was required.    August 20, 2013 Page 4 of6  FINANCIAL MATTERS: with HR Essentials Consulting. compensation classification study.  ADOPT PROPOSED PAY CLASSIPICATION STUDY: Mayor Gibbs introduced David Hill Town Administrator Eckard stated the enclosed contract is a proposal for a comprehensive David Hill stated that there are three people who work there and will be studying the detailed aspects of each position sO we can establish a fair market value, and rate for each oft the fourteen jobs in the Town. They will also be looking at similar sized entities geographically and state wide to establish aj pay. grade. The entire process may take until December 2013 to complete. Donnie Potter made a motion, and Jeff Wilson seconded, to adopt the proposed Pay ADOPT CDBG SEWER INFRASTRUCTURE PROJECT BUDGET ORDINANCE: The Town has received a Community Development Block Grant (CDBG) for the Duff Drive area sewer project. The enclosed project budget ordinance shows the anticipated revenues available too complete the project as well as the anticipated amounts appropriated for the project. Trena McRary Kirby made a motion, and Donnie Potter seconded, to adopt the CDBG Sewer UTILITY FUND BUDGET AMENDMENT: Town Administrator Eckard stated the enclosed Utility Fund Budget Amendment allocated funds for the CDBG Sewer Grant Fund II. Jeff Wilson made a motion, and Joe Wesson seconded, to approve the Utility Fund Budget Amendment in the amount of $37,500.00 which equals five percent of the $750,000.00 total GENERAL FUND BUDGET AMENDMENT: Town Administrator Eckard stated the enclosed General Fund Budget Amendment would cover the remaining balance owed for the Public Works Storage Facility, which was not completed during the 2012-2013 Fiscal year. Donnie Potter made a motion, and Joe Wesson seconded, to approve the General Fund Budget  Classification Study. All were in favor.  Infrastructure Project Budget Ordinance. All were in favor.  grant allocation. All were in favor.  Amendment in the amount ofs $70,000.00. All were in favor.    August 20, 2013 Page 5of6  DISCUSSION:  ADOPT PROPOSED RESOLUTION IN SUPPORT OF 321-A BRIDGE DEDICATION: Mayor Gibbs stated Attorney Terry Taylor has drawn up the enclosed Resolution in Support of the 321-A Bridge Dedication to Sawmills' Fallen Firefighter Richard "Chad" Settlemyre. The Hudson Town Council will also need to adopt a Resolution in Support ofdedicating the bridge in Donnie Potter made a motion, and Jeff Wilson seconded, to adopt the Resolution in Support of ADOPT PROPOSED RESOLUTION TO APPROVE THE WATER SUPPLY PLAN: Town Administrator Eckard stated that the North Carolina Department of Natural Resources requires all local governments to adoptar resolution to approve the local water supply plan. Jeff Wilson made a motion, and Donnie Potter seconded, to adopt the Resolution to. Approve the FARMER'S MARKET LICENSE AGREEMENT RENEWAL: Town Administrator Eckard stated that the Farmers Market License Agreement needs to be renewed. The enclosed Farmers Joe Wesson made a motion, and Jeff Wilson seconded, to approve the Farmer's Market License PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public comment.  Chad's name as part of the bridge is in Hudson. 321-A Bridge Dedication. All were in favor.  Water Supply Plan. All were in favor.  Market license agreement covers the period ofJuly 1,2 2013 to. June 30, 2014.  Agreement. All were in favor.  No one wished to speak. UPDATES:  COMMUNITY DEVELOPMENT BLOCK GRANT MONTHLY STATUS REPORT: Administrator Eckard stated the enclosed Community Development Block Grant (CDBG) report  shows that all the requirements are on schedule for the Haystation, LLC.  No Council action was required.  CODE ENFORCEMENT MONTHLY REPORT: Administrator Eckard stated the enclosed report shows an update oft the progress made throughout the Town by Planner Johnny Wear.  No Council action was required.    August 20, 2013 Page 6of6  ADMINISTRATORS REPORT: Town Administrator Seth Eckard made the following  announcements:  The Sawmills Fall Festival will be held on Saturday, September 21st from 11:00 am to The Town and the Caldwell County Historical Museum are going to have a joint history event at Mt. Zion Baptist church on Saturday, October 19th. The time of this event has Dallas Wilcox will be logging the property to the left of the Baird Drive Park and after consulting with the Towns' Engineer staff has decided to delay the Baird Drive  3:00 pm.  not been decided yet.  resurfacing project to avoid any damage. The Public Works Storage Facility is now complete.  Starting the first week of September, Ursula Carpenter, a graduate Student from Appalachian State University, will be volunteering as an intern for the Town. Libby Wilson, Shelda Aultman and Brittany Crump has worked to make it possible to pay  by Debit Card, EBT and SNAP at the Sawmills Farmers Market.  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council wished to speak. Councilman Joe Wesson asked everyone to remember all the service members who could be in  harm's way with the current situation in the Middle East. ADJOURN: Mayor Gibbs asked for a motion to adjourn.  Trena McRary Kirby 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:  September 12, 2013  Recognition: Recycle Rewards Winner  Discussion:  Barbara Kirby is the Recycle Rewards winner for September. Town Administrator Seth Eckard will present Miss Kirby 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 7B  MEMO DATE: SUBJECT:  September 12, 2013 Recognition: Yard oft the Month Winners  Discussion:  Spring Lake Mobile Home Park, from the 28630 zip code, and Mike and Patty Ramsey, from the 28638 zip code, are the Yard of the Month winners for September. Mayor Bob Gibbs will present them with a certificate of appreciation.  Recommendation: No Council action required.    AGENDA ITEM 8A  MEMO DATE: SUBJECT:  September 12, 2013  Updates: Bill Griffin  Discussion:  Bill Griffin, Principal ofHudson Middle School, will be on hand to update Council  on how the school year has been going,.  Recommendation: No Council action required.    AGENDA ITEM 8B  MEMO DATE: SUBJECT:  September 12, 2013  Updates: Caldwell County Women's Shelter  Discussion:  Sharon Poarch, Executive Director of the Caldwell County Women's Shelter, will  be on hand to talk to Council about the shelter home.  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  u  o  CORPORATED  Agenda Item 9A  Planning Board Report: 2202 Gilliland Rezoning  In2 2010 a nonconforming mobile home was removed from 2202 Gilliland Lane. The applicant now wishes to install another mobile home but more than 120 days have passed since the previous mobile home was removed sO the grandfathered status has expired. The parcel has another mobile home and a stick-built house and cannot be subdivided. An adjacent parcel, also owned by the applicant, has two additional mobile homes. To legally add another mobile home at 2202 Gilliland Lane both parcels should be rezoned to R-15 (where mobile home parks are permitted) and should conform to the standards found in the "nonconforming mobile home park" section of the zoning ordinance. On September 10, 2013 the Planning Board  recommended in favor of the rezoning. To call for a public hearing on October 15, 2013  Action Needed: Applicant: Martha Hartley 4042 Doris Dr Hudson, NC 28638 Location:  Front parcel: 2202, 2203, & 2206 Gilliland Lane, parcel #2766-44-0762 Back parçel: 2210 &2214 Gilliland Lane, parcel #2766-44-3517  Parcel size: Front parcel: 0.86ac Back parcel: 1.69 ac Current Zone: RA-20 Proposed Zone: R-15  Applicable Sections of Ordinance:  $153.147" "Regulations Governing Nonconforming Manufactured Home Parks"  Town of Sawmills tp/www.townotsawmills.com)  4076 US Highway 321-A * Sawmills NC * (828)396-7903 * (828)396-8955 fax  The' Town of Sawmills does not discriminate ont thel basis ofs age, sex, race, religion, national origin, disability, political affiliation, or marital status.    AGENDA ITEM: 9B  MEMO DATE: SUBJECT:  September 12, 2013 Planning Matters: Approve Collection Sites for Debris Resulting from a Natural  Disaster  Discussion:  Council shall consider allowing Town Staff to file an application to have the lower ball field at Sawmills Municipal Park and the Sawmills Farmers Market lot considered by NC Division of Environment and Natural Resources (NCDENR) as pre-approved staging/storage areas for debris resulting from a natural disaster. Due to its characteristics, the Town's best collection sites are the  two above listed fields.  Kenneth Teague, Caldwell County Assistant Emergency Management Coordinator will present the process to the Council. Caldwell County Emergency Management is working with the NCDENR and the NC State Office of Emergency Management to designate potential sites for emergency collection of debris as a result of a natural disaster. The goal is to have at least one designated site within each Caldwell County Municipality. The Town would submit the Emergency Site Evaluation Sheet for review and approval by NCDENR and if approved the Town would be able to utilize that site in the event of an emergency without any large paperwork or approval hurdles since the site was pre-approved. The approval would be for vegetative debris only, such as downed trees and limbs. The site would be used at the Town's discretion, in connection with local and state emergency officials, and would be staffed by Town employees. Once the emergency has passed and the federal/state assistance money has been issued, the site would be put back into its original condition  and normal usage would resume.  Recommendation:  Staffrecommends Council discuss this matter and decide how they wish to proceed on this matter.    AGENDA ITEM: 9C  MEMO DATE: SUBJECT:  September 12, 2013 Planning Matters: Adopt Proposed Resolution Providing Enforcement Authority for Town of Sawmills Code ofOrdinances  Discussion:  Town Attorney Terry Taylor has drawn up the attached Resolution giving the Caldwell County Sheriff's Department and any Deputy to enforce the Code of Ordinances of the Town of Sawmills within the corporate boundaries of the  municipality.  Recommendation:  Staff recommends Council discuss this matter and decide how they wish to  proceed on this matter.    TOWN OF SAWMILLS  BUDGET ORDINANCE-CAPITAL IMPROVEMENT  PROJECTS -  TOWN OF SAWMILLS CAPITAL IMPROVEMENT PROJECTS  :515D BUDGET ORDINANCE. FISCAL YEAR  2013-2014    ..  BE. IT ORDAINED by the Town Council of Sawmills, Catawba County, North Carolina:  Section 1.  at  The. following. amounts are hereby. appropriated as the estimated revenues and project appropriations for the capital projects listed below during the Fiscal Year beginning July 1,2013,  and ending. June 30, 2014. Capital Projects Fund  A. Iti is estimated that the following revenues will be available to complete capital projects as proposed in the 2014 Capital Improvement Plan for the fiscal year beginning July 1,  2013, and ending June 30,2014. Contribution Capital Reserve Fund TOTAL REVENUES:  :  :  $150,000.00 $150,000.00  B. The following appropriations are made as proposed in the 2014 Capital Improvement Plan for the fiscal year beginning July 1,2013, and ending June 30, 2014:  Vehicles  $150,000.00 $150,000.00 $150,000.00 $150,000.00  TOTAL EXPENDITURES: : GRAND TOTAL-REVENUES: GRAND TOTAL-EXPENDITURES:    Section I. (Special Provisions)  : :  A.  Special appropriations to non-profit organizations (if any) shall be distributed after the execution of an agreement, which ensures that all Town funds are used for statutorily B. The Town Administrator and/or Finance Director, or designee is hereby authorized to transfer appropriations within or between funds, or modify revenue and expenditure  permissible public purposes only.  projections as contained herein under the following conditions:  1. 2.  The Finance Officer may transfer amounts between objects of expenditure within The Town Administrator and/or Finance Officer may not transfer any amounts between funds nor from any contingency appropriation within any fund without action of the Town Council except as specified below for budget shortfalls and The Town Administrator and Finance Officer may transfer amounts between contingency funds, which are set aside for a specific project for budgetary Additional authority is grantéd to thé Finance Director or designee to transfer amounts within and between funds for the sole purpose of funding salary and benefits adjustments consistent with the Sawmills Personnel Policy. Upon notification of funding increases or decreases to existing grants or revenues, or the award of grants or revenues, the Administrator or Finance Officer may adjust budgets to match, including grants that réquire a' Town match  ai function.  change orders.  3,  shortfalls or upon the appropriate approval ofa change order.  4.  5.  for which funds are available.  Section I.  The ordinance and the budget documents shall be the basis of the financial plan for the Town of Sawmills for the 2013-2014 fiscal year. The Town Administrator and the Budget Officer shall administer the budget. The Finance Director shall establish and maintain all records, which are in concurrence with this budget and budget ordinance and the appropriate statutes of the State of North Carolina Funds appropriated in the FY 2012-2013 Budget and encumbered on June 30, 2013, shall be authorized as part of the  Budget Appropriation by adoption of this Budget Ordinance.  Adopted this the  day of  2013.  Mayor  Attest: Clerk    AGENDA ITEM 10B  MEMO DATE: SUBJECT:  September 12, 2013 Financial Matters: Bid Award for a New Automated Refuse Collection Truck  Discussion:  The Town recently received three bids for a new automated refuse collection truck.  The Bids are as follows:  Transource  $243,206.00 $238,800.00 $249,334.00  Carolina Environmental Systems, Inc.  Piedmont Peterbilt, LLC  There are sufficient funds in the budget to cover this expense.  Recommendation:  Staff recommends Council award the bid to Carolina Environmental Systems, Inc.  in the amount of$238,800.00 as they are the lowest bid.    AGENDA ITEM 12A  MEMO DATE: SUBJECT:  September 12, 2013 Approve Amended Records Retention  Updates: Schedule  Discussion:  As you may recall, Council adopted the Municipal Records Retention and Disposition Schedule during the October 16, 2012 regular meeting. A copy ofthe  schedule is kept in the office of the Town Clerk.  The State Archives ofNorth Carolina has recently published amendments to the 2012 Municipal Records Retention and Disposition Schedule. They tend to publish amendments when the law changes, when they learn ofs some records that weren'tcreated before, or when they realize that some of the language in the previous schedule needs clarification-and they don't want to wait for a full update  tot modify the schedule.  Recommendation:  Staff recommends Council adopted the Amended 2012 Municipal Records  Retention and Disposition Schedule.    AGENDA ITEM: 12C  MEMO DATE: SUBJECT:  September 12, 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 12B  MEMO DATE: SUBJECT:  September 12, 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 behalf oft the Haystation, LLC are on schedule.  Recommendation: No Council action required.