TUESDAY, FEBRUARY 15, 2011  TOWN OF SAWMILLS REGULAR COUNCIL MEETING  6:00 P.M.  COUNCIL PRESENT Bob Gibbs Gerelene Blevins Beverly Fry Joe Norman Donnie Potter Joe Wesson  STAFF PRESENT Seth Eckard Susan Nagle Terry Taylor  CALLTO ORDER: Mayor Bob Gibbs called the meeting to order. INVOCATION: Mayor Gibbs gave the invocation,  PLEDGE OF ALLEGIANCE: Mayor Gibbs led the Pledge of Allegiance. APPROVAL OF JANUARY 14!h SPECIAL MEETING MINUTES: Mayor Gibbs asked for a motion to approve the January 14, 2011 special meeting minutes. On a motion made by Gerelene Blevins, and seconded by Joe Norman, the minutes were APPROVAL OF JANUARY 18th CLOSED SESSION MEETING MINUTES: Mayor Gibbs asked for a motion to approve the January 18, 2011 closed session meeting On a motion made by Joe Norman, and seconded by Joe Wesson, the minutes were APPROVAL OF JANUARY 18th REGULAR MEETING MINUTES: Mayor Gibbs asked for a motion to approve the January 18, 2011 regular meeting minutes. On a motion made by Joe Wesson, and seconded by Beverly Fry, the minutes were  approved. All were in favor.  minutes.  approved. All were in favor.  approved. All were in favor.  ADOPT AGENDA: Mayor Gibbs asked for a motion to adopt the agenda. On a motion made by Joe Wesson, and seconded by Donnie Potter, the agenda was  adopted. All were in favor.    OPEN PUBLIC HEARING: Mayor Gibbs stated the public hearing will not take place at this meeting and asked for a motion to hold the public hearing at the March 15,2011 regularly scheduled Council meeting. The purpose of this public hearing will be to discuss a Resolution Adopting the Caldwell County Mult-Jurisdictional Hazard  Mitigation Plan Update.  On a motion made by Joe Norman and seconded by Donnie Potter, Council will hold a public hearing at the regularly scheduled Council meeting on March 15, 2011. All were ADOPT BUDGET WORKSHOP SCHEDULE: Mayor Gibbs asked for a motion to On a motion made by Joe Norman and seçonded by Joe Wesson, the budget workshop  in favor.  adopt the enclosed FY 2011-2012 budget workshop schedule.  schedule was adopted. All were in favor.  UPDATE:  BENCHMARK CODE ENFORCEMENT: Mayor Gibbs referred Council to the attached report on the progress that Code Officer Tony Cline continues to make throughout the Town. Also, Code Officer Cline is at the Town Hall every Wednesday if  any of the resident's would like to come by and speak with him.  No Council action is required. FINANCIAL MATTERS:  BANK SIGNATURE CARDS: Mayor Gibbs stated due to recent changes that have taken place within the staff and Council new signature cards need to be on file with the bank for Town Administrator Seth Eckard and Mayor Pro-Tem Gerelene Blevins. The signature cards give the authority for Town Administrator Eckard, Mayor Pro-Tem Blevins, Mayor Bob Gibbs, and Finance Officer Karen Clontz to sign banking transactions, purchase CD's, complete credit card transactions & to allow for future On a motion made by Joe Wesson and seconded by Donnie Potter, the new signature RESOLUTION FOR US 321A IMPROVEMENTS: Mayor Gibbs stated that Council approved a Capital Project Ordinance for the US 321A Improvements Project during the December 21, 2010 regular Council meeting and the North Carolina Department of Transportation (NCDOT) needs to have the enclosed US 321A Improvements Resolution On a motion made by Joe Norman and seconded by Donnie Potter, the US 321A  borrowing on behalfoft the Town. cards were approved. All were in favor.  adopted in order to move forward with the project.  Improvements Resolution was adopted. All were in favor.    PLANNING MATTERS:  PLANNING COMMISSION APPOINTMENT: Mayor Gibbs asked Council to come tot the March 15, 2011 regular Council meeting with recommendations for the vacant seat on the Planning Commission. This position became vacant when Joe Norman was appointed to the Council at the. January 18, 2011 regular Council meeting,  No Council action is required.  REVIEW OFFICER APPOINTMENT: Mayor Gibbs stated that the Town needs a Review Officer responsible to review, and sign off on new plats and zoning. Town Administrator Seth Eckard has agreed to be the review officer for the Town as On a motion made by Joe Wesson and seconded by Gerelene Blevins, Council appointed Town Administrator Seth Eckard as the Review Officer for the Town. All were in favor. UTILITIES FINANCIAL ASSISTANCE PROGRAM: Mayor Gibbs stated that Town Administrator Seth Eckard has been working on a Utilities Financial Assistance Program. This program will help Town residents, who may be experiencing a financial hardship, The Town will need to make a donation, in the amount of $1,000.00, to South Caldwell Christian Ministries to fund the program for the remaining months in the 2010-2011 fiscal year. There are sufficient funds in the budget to cover this expenditure, which will On a motion made by Donnie Potter and seconded by Gerelene Blevins, Council approved a donation to South Caldwell Christian Ministries in the amount of $1,000.00 and to start the Utilities Financial Assistance Program on March 1, 2011. All were in ADMINISTRATORS REPORT: Town Administrator Seth Eckard thanked the community of Sawmills and to let the citizens now that he would be moving to the Town. New updates have been added to the web site and a Facebook page has also been created.  Administrator Eckard does have planning and zoning experience.  pay their utility bills.  come from the General Fund.  favor.  No Council action is required.  BUDGET AMENDMENT FOR PARK IMPROVEMENIS: Mayor Gibbs stated that the enclosed Budget Amendment in the amount of $75,000.00 would need to be approved to cover the cost of dug outs, benches, concrete, netting for the baseball and soccer fields, miscellaneous items needed, engineering costs, and contingencies for the Veteran's Memorial Park. There are sufficient funds in the budget to cover this expenditure. On a motion made by Joe Norman and seconded by Joe Wesson, a fund balance appropriation in the amount of $75,000.00 was approved. All were in favor.    PUBLIC COMMENT: Mayor Gibbs stated the Town Hall Meeting would now be listed on the agenda as Public Comment. Public Comment will take place towards the end of all meetings. Citizens will no longer need to sign up to speak and may raise their hand. When called upon, citizens are asked to please state their name and address. Mayor Gibbs asked if anyone would like to comment at this time. No one had any CLOSED SESSION FOR PERSONNEL MATTERS: Mayor Gibbs asked for a Donnie Potter made a motion and Beverly Fry seconded, to go into closed session for Mayor Gibbs asked for a motion to go back into the regular session meeting.  comments at this time.  motion to go into closed session. personnel matters. All were in favor.  Donnie Potter made a motion and Joe Norman seconded, to come out of closed session THE FOLLOWING ACTIONS WERE TAKEN: On a motion made by Donnie Potter and seconded by Beverly Fry, Council approved a bonus for Karen Clontz in the On a motion made by Donnie Potter and seconded by Joe Norman, Council approved to reduce the Mayor's stipend to $250.00 per month beginning April 1, 2011. All were in ADJOURN: On a motion made by Donnie Potter and seconded by Gerelene Blevins, the  and return to the regular meeting. All were in favor.  amount of $1,000.00 and one day offy with pay.  favor.  meeting was adjourned. All were in favor.  BuxowAoal Nagle, Town Clèrk  Susan  By Bob GibbMayor    Agenda Item 5A  Tentative Budget Schedule FY2011-12  February 15th March 24th  (Regular Council Meeting) Adoption of Budget Schedule (Special Meeting) Budget Workshop Number 1 Thursday Afternoon 3:00-5:00  April21md  (Special Meeting) Budget Workshop Number 2 Thursday Afternoon 3:00-5:00  May 5th  (Special Meeting) Budget Workshop Number 3 Thursday Afternoon 3:00-5:00  May 12th  (Special Meeting) Budget Workshop Number 4 (IfNeeded)  Thursday Afternoon 3:00-5:00  May 17th June 21st June 21*t  (Regular Council Meeting) Presentation ofFY2011-12: Budget  (Regular Council Meeting) Budget Hearing (Regular Council Meeting) Adopt Budget                MAYOR Bob Gibbs TOWN ADMINISTRATOR Seth Eckard  TOWN COUNCIL Beverly Fry Joe Norman Donnie Potter Joe Wesson    Gerelene Blevins, Mayor Pro-Tem  CORPORATED  US 321A Improvements Resolution  Whereas, the North Carolina Department ofTransportation has identified funding in the amount of$150,000 to finance improvements that include curb and gutter and storm drainage, Whereas, the North Carolina General Statues 136-11.1 requires DOT to notify municipalities affected by a planned transportation project, with the purpose ofnotification being to obtain a Whereas, the Town ofSawmills also intends to fund the improvements for the purpose of Now Therefore Be It Resolved, the Sawmills Town Council formally endorses this resolution dated ISFEB., 201L which supports the DOT request fori implementation ofimprovements to Bel Itl Further Resolved, the Council formally directs this resolution to be presented to appropriate DOT officials immediately upon approval in order that these improvements may take  resolution of support from the respective local government and,  constructing a sidewalk,  this highway.  place as quickly as possible.  Signed the Stdayo of FEBRHAE,201  Bob  Be  ATTEST SEAL  JY1,1S53 "  Smauhhgle Susan Nagle, Clerk  Town of Sawmills http:lwww.townofsawmils.com  4076 US Highway 321-A *S Sawmills NC-/(828)396-7903 *(828)396-8955 fax  ThoTown ofSawmills does not discriminate on the basis ofage, sex, race, religion, national origin, disability, political affiliation, or marital status.    Agenda Item 14 Page2of3  BUDGET AMENDMENT TOWN OF SAWMILLS GENERAL FUND  The Town Council of the Town of Sawmills at a meeting on the 15th day of February, 2011  the following resolution.  passed  Be it resolved that the following amendment be made to the Budget for the fiscal year ended June  30,2011.  Account Number  Description  Increase Budget Amt: $75,000 $75,000 Total Expense  Increase Budget Amt:  Revenue- Expense-  1-00-3990 Fund Balance  Appropriation Total Revenue  1-46-4151 Parks/Rec Capital Outlay  $75,000 $75,000  Explanation: Afund balance appropriation for the Parks and Recreation Department for the installation of  dugouts, benches, netting for the baseball and soccer fields at Veteran's Memorial Park.  Passed by majority vote ofthe Town Council of the Town of Sawmills on the 157H day of meeting and become official upon signature ofthe Mayor and Finance Officer.  FEBRMARN  ,2011. This amendment shall be attached to the minutes of such  BA Mayor, Town of Sawmills  Finance  Bh des