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Work Session Notes Page 1

February 15, 2007

Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin M. Root, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Lee Bennett; VISITORS: Daniel Cason, Phil Turner, Rosemary Dixon, Brenda & Charles Sanford, Jack Hatcher, Cindy & Mike Greenwell, Tim Farr and Ann Blalock.

The Work Session was called to order by Mayor Dean at 7:00 p.m.

The Invocation was given by Mayor Pro Tem Dixon.

The Pledge of Allegiance was led by Councilman Thigpen.

Historic Preservation:

Commission: Councilman Thigpen is proposing B.J. Cunningham for the position to replace Ruth Tracy-Blackburn. This will be voted on at the Regular Council meeting.
Proposed Historic District: Council will need to issue a directive to the City Manager to proceed with the mail out as to whether or not to mail to the proposed district or some other area. Per City Manager Dove there is no motion or vote needed, but that a directive must be in the Minutes.

Ordinances:

Amending-Refuse Disposal: This is in reference to the garbage cans being left in the right of way; move to behind the property
Amending-West Forrest/Barrett Street to Four Way Stop: This is amending the original ordinance from a three way stop to a four way stop; the partial road in question is technically a road to Mr. Ansley’s property.
Reimbursement for Mileage: This is amending the original ordinance to coincide with the approved mileage allowance by the IRS.

Proclamation-Arbor Day: The Proclamation will need to be approved and then presented to the Garden Club at the regular meeting in February.

Resolutions:

Preserve America: This resolution is required in order to qualify for grants available for economic development.
Comprehensive Plan: This resolution is the final piece to update the 2006 Comprehensive Plan. Jason from the RDC will be available for Monday’s Council meeting.

TE Project: Public Works Director Daniel Cason gave an update on the project. The brick work will start on Monday, February 19; the demolition by the City is ongoing.

Work Session Notes Page 2

February 15, 2007

Brenda Sanford asked about the drainage at Horizon and Kay’s Pharmacy and if something would be done about the standing water. Public Works Director Cason said it would be looked at and evaluated.

City Attorney Bennett broached the subject of the Georgia Power Franchise Agreement. Georgia Power wants to do an amendment to the agreement; they will not move the poles until the City agrees to the amendment. The amendment benefits Georgia Power; in future we would have to pay to move the poles. He has had some conversation with GMA. The current agreement expires in 2013; this will extend to 2033. We currently receive 4%, the max is 5%; we could ask for. The poles would need to be moved by the end of March. City Attorney Bennett will get with Ron Kussius of GMA. This will be on the Agenda for Monday night.

Taser Policy: The City Attorney has reviewed. Recommended changes from Councilman Thigpen include changing item #19 to medical treatment should be mandatory; item #20 could be eliminated as it is a duplication; item #21a should be made mandatory as well. Councilman Blalock recommends letting the Public Works Director review and sign off on the changes.

Other: There was none at this time.

The Work Session adjourned at 7:21 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2346

February 19, 2007

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Thursday, February 19, 2007 at 7:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding.

Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin M. Root, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming; VISITORS: Daniel W. Cason, Dee Tapley, Ann Blalock, Robert Cash, Lynn Miller, Phil Turner, Cindy & Mike Greenwell, Brenda Sanford, Rosemary Dixon, Valerie Rowell, Kelvin Hartwell, and Bobby Christine.

The meeting was called to order by Mayor Dean at 7:00 p.m.

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by City Attorney Fleming.

Approval of Minutes: Mayor Dean called for a motion to approve the Minutes of the January 18, 2007 Regular Meeting as written; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Hanging of the City Flag: Mayor Dean introduced Associate Magistrate Judge Bobby Christine and Harlem Public Safety Officer Bobby Cash. The both serve in the Reserves as a Major and a Sergeant, respectively. Mr. Cash serve a tour in Iraq; he took the City of Harlem flag with him and returned it to the City upon his return to the States. The Flag was framed by Mr. Christine. They are here to hang the Flag in City Hall. Mr. Cash also presented the Mayor with a knife and Mr. Christine with an EOD coin.

Department Reports: The following departments gave reports for the month of January 2007:

Police Department Scott Dean, Mayor

Fire Department Scott Dean, Mayor

Planning & Zoning Department Dee Tapley, Planning & Zoning

Public Works Department Daniel Cason, Public Works Director

Community Connections Lynn Miller, Hands on Harlem

Museum Scott Dean, Mayor

Administrative Department Jean Dove, City Manager

Recognition-Employee of the Quarter: Robert Fields of the Public Works department was announced as the Employee of the Quarter for the fourth quarter of 2006. Mr. Fields was not in attendance.

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Public Comment: Brenda Sanford commented on the 1^st Saturday event for February. There were some questions; Mayor Dean explained that the co-ordination of the events should go through the business association. The City is not responsible for the events. Questions should be directed to Renee Dean; she was out of town that weekend.

OLD BUSINESS:

Streetscape Project: Mayor Dean reported that the project is ongoing. Public Works Director Cason reported that the concrete has been pored for the sidewalks up to the Museum; bricks will start being laid tomorrow (2-20). Mike Greenwell asked about the wholes that are used for the Flags that are put out on holidays by the Lions Club; they will check with John McClellan to see if they were included in the plan as thought. Councilman Blalock asked about the plants; City Manager Dove responded that the landscaping was part of the deducts; some of the existing plants will stay. If there is funding available at the end of the project, there will be more put in at that time. Councilman Blalock had someone interested in donating a plant. Cindy Greenwell expressed concerns on being able to enter the businesses downtown; Mayor Dean stated that the contractor will have to co-ordinate with the businesses on this. There will be some inconvenience, but has asked for co-operation from the businesses.

Sewer Rehab: City Manager Dove reported that the contractor came in and did some videotaping; there are problems on Ansley Drive. John McClellan is working with the contractor to resolve. The contractor is 30 days into the 120 days allowed.

Historic Preservation:

Commission-Vacancy: Council will need to bring nominations to the next Council meeting. B.J. Cunningham decided to not take the position.
Recommended District: Mayor and Council have directed City Manager Dove to proceed with the mail out to the residents. They are to mail out to those in the district as designed; this was Council’s preference. They are to go to the residents and property owners.

Planning & Zoning Commission-Appoint B. J. Cunningham: The term for Donnie Head has expired. Mayor Dean called for a motion to appoint B.J. Cunningham to the Planning and Zoning Commission to fill the vacancy for Donnie Head; that motion was made by Councilman Blalock; 2^nd by Councilman Thigpen. Motion carried; all in favor.

Other: There was none at this time.

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NEW BUSINESS:

Ordinances-1^st and 2^nd Reading:

Amending-Refuse Disposal: This ordinance is amending Code Section 51.07 of the Solid Waste Code Section. The amendment requires that all “refuse containers be moved behind the properties after they have been serviced.” Mayor Dean called for a motion to approve this as the 1^st and 2^nd reading and approve his signature of said ordinance; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Amending-West Forrest/ Barrett Street to Four-Way Stop: This ordinance is amending Ordinance 384 that created a three-way stop at the intersection of West Forrest and Barrett Street to a four-way stop. Mayor Dean called for a motion to approve this as the 1^st and 2^nd reading and approve his signature of said ordinance; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Blalock. Motion carried; all in favor.
Reimbursement of Mileage: This ordinance is authorizing the reimbursement of mileage for Mayor, Council, Staff and City employees when using their private vehicles to represent the City at conferences, training classes and meetings. Reimbursement will be made in accordance with the IRS rules and regulations and their rate schedule. Mayor Dean called for a motion to approve this as the 1^st and 2^nd reading and approve his signature of said ordinance; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Department of Public Safety-Taser Policy: This ordinance is providing for a policy for the use of the Taser Gun; this will become a part of the department’s Standard Operating Procedure Manual. Mayor Dean called for a motion to approve this as the 1^st and 2^nd reading and approve his signature of said ordinance; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon. Discussion-Councilman Blalock reported that Public Safety Director Jerry Baldwin agreed to the proposed changes that were recommended at the Work Session. Motion carried; all in favor.
Amending-Georgia Power Franchise Agreement: This ordinance is amending the 1978 Franchise Agreement with Georgia Power. The amendment will extend the agreement until March 13, 2033 and will include that on any streetscape projects the City will be responsible for payment for the removal of any poles. Mayor Dean called for a motion to approve this as the 1^st and 2^nd reading and to approve his signature of said ordinance; furthermore, to approve to hold said ordinance until receipt of letter in writing from Georgia Power on the removal of the poles at Georgia Power’s expense for the current streetscape project as previously agreed. That motion was made by Councilman Blalock; 2^nd by Councilman Thigpen.

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NEW BUSINESS (cont’d):

Ordinances-1^st and 2^nd Reading (cont’d):

Amending-Georgia Power Franchise Agreement (cont’d): Discussion: City Attorney Fleming stated that this agreement was put together by GMA and the majority of the cities have agreed to it. Motion carried; all in favor.

Proclamation-Arbor Day: Councilman Blalock presented the Proclamation to Mayor and Council for approval. This will be the 135^th anniversary celebration of Arbor Day. The proclamation is to show the support of the City of Harlem and Council for the efforts to protect trees and woodlands and the planting of trees to promote the well-being of this and future generations. Mayor Dean called for a motion to approve said Proclamation; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor.

Resolutions:

Preserve America: The Resolution is for the designation of a Preserve America Community. The City is required to have this in place in order to qualify for grants and to resolve to protect the City’s historic assets for economic development and community revitalization. Mayor Dean called for a motion to approve said Resolution and for him to sign it; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor.
Comprehensive Plan: The Resolution is for the City to adopt the update to the 2006 Update of the 10-year Harlem Comprehensive Plan. Mayor Dean called for a motion to approve said Resolution and for him to sign it; that motion was made by Councilman Thigpen; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Announcements:

February 20 Garden Club 4 pm City Hall (City Arbor Day Celebration)

February 22 Berthmarks Annual Meeting 6:30 pm

February 23 Public Works Committee Meeting 3:00 pm (tentative)

March 3 1^st Saturday-Trash to Treasures

March 7 Community Breakfast 7 am Harlem Middle School

March 8 Merchants Meeting 8 am City Hall

March 8 Woman’s Club 4 pm

March 15 Work Session 7 pm

March 16 Employee Quarterly Meeting/Luncheon Noon City Hall

March 17 Miss City of Harlem Pageant

March 19 City Council Meeting 7 pm

March 20 Garden Club 4 pm

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Continued from page 2349

NEW BUSINESS (cont’d):

Other: There was none at this time.

Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 7:40 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk