Agenda Sawmills Town Hall Tuesday, December 17,2013 6:00 pm  Regular Meeting oft the Sawmills Town Council  1. Call To Order 2. Invocation 3. Pledge of Allegiance 4. Approve Meeting Minutes: 5. Recognitions:  Mayor Bob Gibbs Buford Pennell Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Administrator Seth Eckard Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Michael Peake Mayor Bob Gibbs Mayor Bob Gibbs Town Clerk Susan Nagle Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Mayor Bob Gibbs Administrator Seth] Eckard 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  A. November 19th Regular Meeting Minutes B. November 19h Closed Session Meeting Minutes  A. Recycle Rewards Winner B. Yard oft thel Month Winners :. Outgoing Council  South Caldwell High School JV Football Team  D. Retirement of Sawmills Volunteer Fire & Rescue Department Chief Mayor. Bob Gibbs  6. Update: 7. Public Comment 8. Adjourn 10. Call to Order 11. Organizational Matters: A. Seating Arrangements B. Election ofMayor Pro-Tem :. Standing Council Committee Assignments D. Code of Ethics and Standard of Conduct  South Caldwell High School  9. Oath of Office for New Council Members  E. Caldwell County Railroad Commission: Member. Appointment  12. Adopt Agenda 13. Financial Matters:  A. Adopt Budget Workshops Schedule B. FY2012-2013. Audit Presentation Approve Auditors Contract forl FY2013-2014  14. Public Comment 15. Updates:  A. Community Development Block Grant] Monthly Status Report B. Community Development Block Grant Sewer Project Update  And Monthly Staus Report Codel Enforcement Monthly Report Administrator's Report Council Comment  16. Adjourn    Page 1 of7  TUESDAY, NOVEMBER 19, 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 Terry Taylor Elinor Hiltz  CALLTO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Pastor Ann Kelly gave the invocation.  PLEDGE OF ALLEGIANCE: Maci Annas, with Girl Scout Troop 10147, led the Pledge ADOPT AGENDA: Mayor Bob Gibbs asked for ai motion to adopt the agenda with the following changes: change agenda item 101 to 6, agenda item 61 to 7, agenda item 71 to 8, Donnie Potter made a motion, and Joe Wesson seconded, to adopt the agenda with changes. APPROVE OCTOBER 15, 2013 REGULAR MEETING MINUTES: Mayor Gibbs asked for ai motion to approve the October 15, 2013 regular meeting minutes. Joe Wesson made a motion, and Donnie Potter seconded, to approve the minutes. All were  of Allegiance.  agenda item 81 to 9 and agenda item 9 to 10.  All were in favor.  in favor. UPDATES:  NC DEPARTMENT OF TRANSPORTATION: Mayor Gibbs introduced Dean Ledbetter, Senior Planning Engineer for Division 11, with the NC Department of Dean Ledbetter discussed the enclosed presentation concerning House Bill 817 signed into law on June 26, 2013. Mr. Ledbetter stated the purpose of this new legislation is to try to spend NCDOT money on the highest priority projects, which gives the most benefit for the  Transportation (NCDOT).  most people.  No Council action was required.    November 19, 2013 Page 2 of7  GRANITE FALLS MIDDLE SCHOOL: Mayor Gibbs introduced Mr. Bill Schreiber, Mr. Schreiber stated he has encouraged his teachers to apply for grants and, with monies received, the students are working on many wonderful hands on projects this year. Mr. Schreiber thanked the Mayor and Council for the invitation to speak with them and for allowing the middle school to use the ball fields at the Veterans Park to play soccer and  Principal at Granite Falls Middle School.  softball.  No Council action was required.  PUBLIC HEARING: AMEND SECTION 153.052 OF THE CODE OF ORDINANCES: Mayor Gibbs asked for a motion to open the public hearing. Jeff Wilson made ai motion, and Joe Wesson seconded to open the public hearing. All were STAFF RECOMMENDATONS: Town Planner Elinor Hiltz stated the Planning Board reviewed section 153.052 oft the Code of Ordinances and recommends Council approve the attached amendments, which will make the Code of Ordinances consistent with the Town's PUBLIC COMMENT: Mayor Gibbs asked if anyone had any questions or comments at  in favor.  "Comprehensive Land Use Plan."  this time.  There were no comments or questions.  CLOSE PUBLIC HEARING: 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 COUNCIL ACTION: Donnie Potter made a motion, and Joe Wesson seconded, to adopt the proposed amendments to section 153.052 of the Sawmills Code of Ordinances, which will make the Code of Ordinances consistent with the Town's "Comprehensive Land Use  were in favor.  Plan." All were in favor.    November 19, 2013 Page 3 of7  PUBLIC HEARING: AMEND SECTION 153.130 OF THE CODE OF ORDINANCES: Mayor Gibbs asked for a motion to open the public hearing. Joe Wesson made a motion, and Johnny Wilson seconded to open the public hearing. All STAFF RECOMMENDATIONS: Town Planner Elinor Hiltz stated the Planning Board reviewed section 153.130 of the Code of Ordinances and recommends Council approve the attached amendments, which will make the Code of Ordinances consistent with the Town's PUBLIC COMMENT: Mayor Gibbs asked if anyone had any comments or questions at  werei in favor.  "Comprehensive Land Use Plan."  this time.  There were no comments or questions.  CLOSE PUBLIC HEARING: Mayor Gibbs asked foram motion to close the public hearing. Trena McRary Kirby made a motion, and Donnie Potter seconded, to close the public COUNCIL ACTION: Trena McRary Kirby made a motion, and Joe Wesson seconded, to adopt the proposed amendments to section 153.130 of the Sawmills Code of Ordinances, which will make the Code of Ordinances consistent with the Town's "Comprehensive Land  hearing. All were in favor.  Use Plan." All were in favor. RECOGNITIONS:  RECYCLE REWARDS WINNER: Administrator Eckard announced Thomas Skinner as the November Recycle Rewards winner. A credit of twenty-eight dollars ($28.00) will be added to Mr. Skinner's sanitation bill and his certificate will be available at the Town Hall  for pick up.  No Council action was required.  YARD OF THE MONTH WINNERS: Mayor Gibbs announced Stephen and Kendra Winkler, from the 28630 zip code, and Judy Hart, from the 28638 zip code, as the September 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 pick up.  No Council action was required.    November 19, 2013 Page 4 of7  GIRL SCOUT TROOP 10147: Mayor Gibbs announced that on October 5, 2013, Girl Scout Troop 10147 cleaned up around 10 bags of trash and debris at the Sawmills Veterans Park. On November 9, 2013, the troop helped pass out programs at the Annual Veterans Day Observance Ceremony. Mayor Gibbs presented Tina Annas, Troop Leader and Maci Annas, Cadette Girl Scout, certificates of appreciation for their troop's participation and  hard work.  No Council action was required. PLANNING MATTERS:  ALTERNATE PLANNING BOARD MEMBER APPOINTMENT: Administrator Eckard stated the term of appointment for Alternate Planning Board member Martha Ann Warren has expired. Miss Warren has given consent to serve another term. Joe Wesson made a motion, and Jeff Wilson seconded, to re-appoint Miss Warren as an Alternate Planning Board member for the term oft two-years. All were in favor.  DISCUSSION:  PROCLAMATION IN SUPPORT OF CALDWELL COUNTY BUSINESS EXPOSE' MONTH: Administrator Eckard stated the enclosed Proclamation In Support of Caldwell County Business Expose' Month invites all municipalities in Caldwell County to proclaim Donnie Potter made a motion, and Joe Wesson seconded, to adopt the Proclamation In Support of November 2013 as Caldwell County Business Expose' Month. All were in  November 2013 as Business Expose' Month.  favor.  FINANCIAL MATTERS:  UTILITY FUND BUDGET AMENDMENT: Administrator Eckard stated the enclosed Utility Fund Budget Amendment recognizes revenue and expenditure line items for Jeff Wilson made aj motion, and Donnie Potter seconded, to approve the Utility Fund Budget Amendment in the amount of$9,738.00. Six monthly payments of $1,623.00 willl be paid to the Rural Center and the Town will be reimbursed by Automated Solutions. All were in EMPLOYEE LONGEVITY PAY: Administrator Eckard stated the Town of Sawmills Joe Wesson made a motion, and Donnie Potter seconded, to approve disbursement of  Automated Solutions and the Rural Center Grant clawback provision.  favor.  pays out an employee longevity pay the first pay period in December.  longevity pay for employees. All were in favor.    November 19, 2013 Page 5 of7  REQUEST FOR DONATION TO SHRINERS HOSPITAL FOR CHILDREN: Administrator Eckard stated the Shriners Hospital for Children has requested a donation in Donnie Potter made a motion, and Trena McRary Kirby seconded, to donate $150.00 to the PUBLIC COMMENT: Mayor Gibbs asked if anyone wished to speak during public Reid Lingerfelt thanked the town for the Veterans Day Observance Ceremony and stated  the amount of$150.00 tol help children. Foothills Shrine Club. All were in favor.  comment.  therei is a need for restrooms there.  UPDATES:  COMMUNITY DEVELOPMENT BLOCK GRANT UPDATE AND MONTHLY STATUS REPORT: Administrator Eckard stated Nancy Coley, Project Administrator with the Western Piedmont Council of Governments has enclosed an update on The Haystation, The enclosed monthly status report for the Community Development Block Grant (CDBG)  LLC.  shows that all: requirements are on schedule for the Haystation, LLC.  No Council action was required.  COMMUNITY DEVELOPMENT BLOCK GRANT SEWER PROJECT UPDATE: Administrator Eckard stated Lisa Helton, Program Administrator with the Western Piedmont Council of Governments has enclosed an update on the Community Development CODE ENFORCEMENT MONTHLY REPORT: Administrator Eckard stated the enclosed report shows an update of the progress made throughout the Town by Planner  Block Grant Sewer Project.  Elinor Hiltz.  No Council action was required.    November 19, 2013 Page 6of7  ADMINISTRATORS REPORT: Administrator Eckard made the following  announcements:  The Duff Drive Area Sewer Project is about 3/4 complete with the surveying work and the next step is to acquire easements for the area. The Town will hold a community meeting for the people in the project area sometime in late January with The Stamey Road Waterline Project is about 50 percent complete and should be Baird Drive resurfacing is complete. They re-painted the parking spots and did the  a date tol be announced.  completed about the second week in December.  striping.  Woodland Drive is about 50 percent complete.  The Town is going to finish a little crack sealing in the Doe Run Subdivision, which The Council did put some money in the budget this year for striping ofTown roads. Public Works Supervisor Ronnie Coffey recommends waiting until spring to start Public Works Supervisor Coffey has been working on getting ai material price list for al potential restroom project. He will have that information, hopefully with David The tentative dates for a two-hour Strategic Planning Session, held at the Town Hall, isJ January 7, 2014; the Council Retreat to be held at the Economic Development Commission on February 11, 2014 and the Budget Workshops will be approved The Town of Sawmills Annual Christmas Tree Lighting Ceremony will be held on The Town of Sawmills Annual Christmas Parade will be held on Saturday, December 7, 2013. Line-up starts at 9:30 am on Helena Street. The parade starts at  should start in about two weeks.  that project when it warms up.  Powell, toj present at the Council Retreat.  during the December Council meeting.  Tuesday, December 3, 2013 at 6:30 pm. at the Farmers Market lot.  10:00 am and ends at Pregis Corporation on US Highway 321-A.    November 19, 2013 Page 7of7  The Town of Sawmills employee Christmas party will be held on Friday, December 13, 2013 at Wilsons Pond at 6:30 pm. All employees, Council members, Planning Board members and their families are invited to attend. Please let Administrator Eckard know who will be attending sO that we can get a head count for the food The Town of Sawmills is accepting gently worn coats for kids and adults until The week of December 16-20, 2013 is employee appreciation week and each Council member will choose a day to feed the employees either breakfast or lunch. The holiday office closing and trash pick-up schedule is available on the Town's  order.  January 31,2014.  website, Facebook page ori in the lobby of the Town Hall.  COUNCIL COMMENT: Mayor Gibbs asked if anyone on the Council wished to speak.  No one wished to speak.  CLOSED SESSION: ECONOMIC DEVELOPMENT (N.C.G.S. $143-318.11): Mayor Donnie Potter made a motion, and Johnny Wilson 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 Donnie Potter seconded, to come out of closed  Gibbs asked for a motion to go into closed session.  were: in favor. meeting.  session and return to the regular meeting.  ACTION' TAKEN IN CLOSED SESSION: No Council action was taken.  ADJOURN: Mayor Gibbs asked for ai motion to adjourn.  Trena McRary Kirby made a motion, and Johnny Wilson seconded, to adjourn the meeting.  All were in favor.  Susan Nagle, Town Clerk  Bob Gibbs, Mayor    AGENDA ITEM 5A  MEMO DATE: SUBJECT:  December 11,2013  Recognition: Recycle Rewards Winner  Discussion:  Lloyd Carter is the Recycle Rewards winner for December. Town Administrator Seth Eckard will present Mr. Carter with a certificate of appreciation and a twenty eight dollar ($28.00) credit will be added to his current sanitation bill.The term for a Caldwell County Railroad Commission member expires December 31, 2013. A representative from each municipality and serves a two-year term. Mayor Bob Gibbs currently represents the Town of Sawmills and is willing to serve another  term.  Recommendation: No Council action required.    AGENDA ITEM: 5B  MEMO DATE: SUBJECT:  December 11, 2013 Recognition: Yard ifthe Month Winners  Discussion:  Jo and Ron Wilson, from the 28630 zip code, and Jeff and Beth Cook, from the 28638 zip code, are the Yard of the Month winners for December. Mayor Bob  Gibbs will present them with a certificate of appreciation.  Recommendation: No Council action required.    AGENDA ITEM: 5C  MEMO DATE: SUBJECT:  December 11, 2013  Recognition: South Caldwell High SchoolJV Football Team  Discussion:  The Town of Sawmills would like to congratulate the South Caldwell High School's JV football Team for their outstanding 2013-2014 season. The JV football team, which consists of students in gth and 10th grade, played 10 games  ending this season undefeated.  Recommendation: No Council action required.    AGENDA ITEM 5D  MEMO DATE: SUBJECT:  December 11, 2013 Retirement of Sawmills Volunteer Fire & Rescue Department Chief  Recognition:  Discussion:  The Town of Sawmills would like to recognize Sawmills Volunteer Fire & Rescue Chief, Brian Church, for his dedication and countless hours of service to the community. Mr. Church will retire as the Chief on December 31, 2013 and  continue as a member ofthe fire department.  Mr. Church has been a member of the Sawmills Fire Department for 29 years, serving as Secretary, Captain, Assistant Chief, and for the last 5 years as Chief. During his time as Chief, Mr. Church was instrumental in the purchase of a new fire truck, guidance with the construction of the new addition to the building, has completed "Chiefs 101" training, Public Safety Diver training, and Swift Water  Rescue Technician trining.  We cannot thank him enough for all that he has done for this community.  Recommendation: No Council action required.    AGENDA ITEM 6  MEMO DATE: SUBJECT:  December 11, 2013  Updates: South Caldwell High School  Discussion:  Michael Peake, Principal of South Caldwell High School, will be on hand to  update Council on how the school year has been going.  Recommendation: No Council action required.    AGENDA ITEM 9  MEMO DATE: SUBJECT:  December 11, 2013 Oath ofOffice for New Council Members  Discussion:  Town Clerk Susan Nagle will administer the Oath of Office to incoming Mayor, Bob Gibbs and incoming Council members, Gerelene Blevins and Joe Wesson.  Recommendation: No Council action required.    AGENDA ITEM 11A  MEMO DATE: SUBJECT:  December 15, 2013 Organizational Matters: Seating Arrangements  Discussion:  The new Council seating arrangement will be as follows (from right to left):  Trena McRary Kirby Joe Wesson Gerelene Blevins Town Attorney Mayor  Town Administrator Jeff Wilson Johnny Wilson Town Clerk  Recommendation: No Council action required.    AGENDA ITEM 11B  MEMO DATE: SUBJECT:  December 11, 2013 Organizational Matters:  Election of Mayor Pro-Tem  Discussion:  As a first item of business, Council will need to elect a Mayor Pro-Tem. Enclosed with this memo is a description ofthe duties and procedures of the Mayor Pro-Tem in accordance with North Carolina General Statutes $160A-70 and as stated in the  Town of Sawmills Code of Ordinances.  Recommendation: No Council action required.    AGENDA ITEM 11C  MEMO DATE: SUBJECT:  December 11, 2013 Matters: Organizational Standing Council Committee Assignments  Discussion:  Enclosed with this memo is a copy of the Standing Council Committees as  appointed by the Mayor.  Recommendation: No Council action required.    AGENDA ITEM 11D  MEMO DATE: SUBJECT:  December 11, 2013 Organizational Matters: Code of Ethics and Standard of Conduct  Discussion:  Enclosed with this memo is a copy of the Code of Ethics prepared by Attorney Terry Taylor, and adopted by the Town Council on August 17, 2010. North Carolina General Statutes $160A-83 requires the governing board to adopt a code ofethics to guide the actions ofits members in performance oftheir duties.  Aso enclosed is a Standard of Conduct form prepared by Attorney Taylor. Mayor Gibbs asks each Council member to read this form. New Council members should be prepared to sign this document during the December 17th meeting. A copy is  kept on file with the Clerk.  Recommendation:  Council needs to review and sign the enclosed document.    AGENDA ITEM 11E  MEMO DATE: SUBJECT:  December 11,2 2013 Organizational Matters: Caldwell County Railroad Commission Member Appointment  Discussion:  The term for a Caldwell County Railroad Commission member expires December 31, 2013. A representative from each municipality and serves a two-year term. Mayor Bob Gibbs currently represents the Town of Sawmills and is willing to  serve another term.  Recommendation:  Staff recommends Council decide whom they wish to appoint as the Caldwell County Railroad Commission member representing the Town ofs Sawmills.    AGENDA ITEM 13A  MEMO DATE: SUBJECT:  December 12, 2013 Financial Matters: Adopt Budget Workshops Schedule  Discussion:  Enclosed with this memo is a copy of the proposed FY 2014-2015 budget  workshops schedule.  The annual Council budget retreat is scheduled for Tuesday, February 11, 2014  from 9:00 am to 4:00 pm at the Caldwell County EDC.  As presented, the budget schedule includes four budget workshops.  Recommendation:  Staff recommends Council adopt the FY 2014-2015 budget workshops schedule.    AGENDA ITEM 13B  MEMO DATE: SUBJECT:  December 12, 2013 Financial Matters: FY2012-2013 Audit Presentation  Discussion:  Enclosed with your agenda packet is a copy oft the completed FY 2012-2013 audit.  The auditors for the Town, James Lowdermilk and Rick Hammer with Lowdermilk Church & Co., L.L.P., will be on hand to formallu present it to you.  Recommendation: No Council action required.    AGENDA ITEM 13C  MEMO DATE: SUBJECT:  December 12, 2013 Financial Matters: Approve Auditors Contract for FY2013-2014  Discussion:  Enclosed with this memo is a contract from our current auditing firm Lowdermilk Church & Co., L.L.P. The contract, in the amount of $9,850.00 will cover the  period ofJuly 1, 2013 to June 30, 2014.  This amount of $9,850.00 includes the following:  Audit:  $6,400.00 $3,450.00 $9,850.00  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 with Lowdermilk Church & CO., L.L.P. in the amount of $9,850.00 and covering the period of July 1, 2013 to June  30, 2014.    AGENDA ITEM 15A  MEMO DATE: SUBJECT:  December 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 ITEM 15B  MEMO DATE: SUBJECT:  December 11, 2013  Updates:  Community Development Block Grant Sewer Project Update and Monthly Status Report  Discussion:  Lisa Helton, Program Administrator with the Western Piedmont Council of Governments has attached an update on the Community development Block Grant  DuffDrive Area Sewer Project.  The attached report shows that all the requirements for the Community Development Block Grant DuffDrive Area Sewer Project are on schedule.  Recommendation: No Council action required.    AGENDA ITEM 15C  MEMO DATE: SUBJECT:  December 11, 2013 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.