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Work Session Notes Page 1

January 18, 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: Mr. and Mrs. John A. Thigpen, Jr., Dee Tapley, Valerie Rowell, Ann Blalock, Daniel W. Cason, John V. McClellan, Julie Miller, Bo Slaughter, Jonathan Starrett, Gary Quinn, Jerry Baldwin, Rosemary Dixon, Bobby Culpepper, Charles and Brenda Sanford, Tim Farr, Dale Arnold, Cindy and Mike Greenwell, Arty Farmer, Ricki Dean, and Edith Sweatman.

The Work Session was called to order by Mayor Dean at 6:30 p.m.

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Councilman Blalock.

Planning & Zoning: Dee Tapley

Ansley Place-PUD: This is a development located off Highway 221; this is being by developed by Larry Prather. It has been recommended to Mr. Prather to apply for a PUD zoning for this development due to some lot size differences. The development does meet all requirements for a PUD and it has been approved by engineering. There was some discussion pertaining to there only being one entrance and exit to the subdivision. Mayor Dean had some discussions with Public Safety Director Baldwin on this matter; he did not feel that there would be any problems or a connection on South Bell. The development will have thirty six lots total.
Hardy Station-PUD Changes: This development is located off Harlem-Grovetown Road (Phase I) and off Highway 221 (Phase II). The changes requested for Phase I were presented by Bo Slaughter of Swift and Associates. Mr. Slaughter addressed Council with the changes. The changes pertained with getting the utilities to the lift station. They want to extend the road from the Harlem-Grovetown entrance down to the lift station in order to run the utilities directly to it. Doing this would also alleviate them from having to go back and remove a line that will not be used, saving some time and money. The original design had the road crossing the wetlands which would bring about an environmental problem. The extension of the road would alleviate this problem. This would take out the cul de sac that was in the original plan. The development is broken down into four pods; one off Knox Road (medium size lots), one off Harlem-Grovetown Road (larger lots to smaller lots), and the town homes off Highway 221, and the commercial section off of Highway 221. Each pod will be separate from the others; there will be no flow through from Highway 221 to Harlem-Grovetown Road.

Work Session Notes Page 2

January 18, 2007

Planning and Zoning (cont’d):

Hardy Station (cont’d)-Bobby Culpepper of the Planning & Zoning Commission addressed Council with their findings from the meeting they held on January 2, 2007. They reviewed the changes and there was no public input. The recommendation from the Planning & Zoning Commission was to deny the changes requested. The reasons were as follows:
1. They assumed the planned PUD was negotiated for a specific reason and it was structured in a way for a reason.
2. There were concerns with there being only a turn lane and not a full deceleration lane. There would be additional traffic thrown onto Harlem-Grovetown Road both in and out. They understand that a full deceleration lane is not required due to the road not being a state highway.
3. There were concerns with the lots going from a larger size to the smaller size; they would not flow. They did not feel it was in conformance to what the City was trying to achieve.

Mayor Dean gave a reminder to Mr. Slaughter that before any other changes are made to the development, that they have to come before the Planning and Zoning Commission for approval before any work can be done.

Mayor Dean stated that Council would have to approve the recommendation to deny the requested changes. Then it could go back to the Administrative Committee to work out the changes, send it back to the Planning and Zoning Commission for a recommendation and then back to Council for approval or disapproval. Councilman Thigpen and Mayor Dean requested City Manager Dove to get the Administrative Committee meeting set up within the next week. Mayor Dean stated that the Administrative Committee would present to the Planning and Zoning Commission their findings and make a recommendation to them with what the City can live with.

Historic Preservation-Update-Chairman Ann Blalock: Chairman Blalock gave an update to Council on where they were on the Historic District Designation. All steps have been completed except the public hearings. Chairman Blalock presented the proposed district area to Council. All areas are within the city limits including a couple of separate pods. There have been two public hearings tentatively scheduled for February 12^th and 13^th at Harlem Middle School. This will give the public a chance to present any input they might have. Notices will be sent to the property owners as well as the residents prior to the hearings. The district will have to be approved by the State prior to holding the public hearings.

Work Session Notes Page 3

January 18, 2007

Historic Preservation Commission:

Appoint Jack Hatcher-Mr. Hatcher has agreed to be re-appointed to his position. Council will need to approve.
Vacancy-Ruth Tracy-Blackburn Resignation-Mrs. Blackburn has tendered her resignation; Council will need to accept her resignation and present any nominations they might have at this time.

Engineer John McClellan:

Water Source-Hydro Geologist-Mr. McClellan stated that this is a follow-up on the Godwin well. There had been previous discussions on the feasibility of using the well again. He is now recommending doing a study on finding a new well. The cost of the study will range from $7,500.00 to $10,000.00; Council will need to approve the appropriation of the funds.
Capital Recovery Fee Study-Mr. McClellan is coming before Council for permission to proceed.
Sewer Re-had Project-The project has been re-bid and a notice proceed will be issued on January 22, 2007.
TE Project-The project has been bid and a notice to proceed will be issued on January 15, 2007. They would like this to be completed prior to this year’s Oliver Hardy Festival.

2007 Budget:

Mayor Dean presented the 2007 Budget as follows:

General Fund:

Administrative $442,125.00

Museum/Festival 35,500.00

Public Safety 614,288.00

Streets/Drains 337,322.00

Garbage 190,000.00

Total $1,619,235.00

Revenues $1,619,235.00

Water/Sewer Fund:

Revenues $998,500.00

Expenses $998,500.00

Total All Funds:

Revenues $2,617,735.00

Expenses $2,617,735.00

Council will need to approve

Work Session Notes Page 4

January 18, 2007

2007 Council Committees: The proposed committees for 2007 are as follows:

Administrative Committee: Councilman John Thigpen, Chairman

Mayor Scott Dean, Co-Chairman

Emergency Services Committee: Councilman Tom Blalock, Chairman

Mayor Scott Dean, Co-Chairman

Public Works Committee: Mayor Pro tem Rudolph Dixon, Chairman

Mayor Scott Dean, Co-Chairman

Community Services Committee: Councilwoman Robin M. Root, Chairman

Mayor Scott Dean, Co-Chairman

Note: Community Services includes Community Connections (formerly Family Connections), Family Y and Recreation Parks and Library.

Council will need to approve.

Proclamation-Star Student: Council will need to approve. This is the 46^th year that the Woman’s Club has sponsored the Star Student program.

Proclamation-Zaxby’s: Mayor Dean would like to present the owner’s of Zaxby’s with a proclamation for recognition of their support in several projects in the City including their support of the Feed a Soldier and Summer programs. Council will need to approve.

Resolution-Comprehensive Plan: The Comprehensive Plan had been sent and reviewed by the Department of Community Affairs and has been approved by them and the CSRA Regional Development Center. The Resolution is for the adoption of the Plan by the City and Council will need to approve.

Public Safety-Taser Gun Policy: The policy is being presented for review at this time. It will be sent to the City Attorney for approval; have it ready for approval by Council at the next meeting.

The work session was adjourned at 7:12 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2341

January 18, 2007

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Thursday, January 18, 2007 immediately following the Work Session scheduled at 6:30 p.m. at Harlem City Hall with Mayor Scott Dean presiding.

The meeting was called to order at 7:15 p.m.

Mayor Dean called for a motion to change the agenda placing Public Comment immediately after Department Reports; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Thigpen. Discussion: This will be a permanent change to the agenda. Motion carried; all in favor.

Approval of Minutes: Mayor Dean called for a motion to approve the Minutes of the December 14, 2006 Budget Hearing, December 14, 2006 Called Meeting, and the December 18, 2006 Regular Meeting; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Department Reports: The following departments gave reports for the month of December 2006:

Police Department Jerry Baldwin, Public Safety Director

Fire Department Jerry Baldwin, Public Safety Director

Planning & Zoning Department Dee Tapley, P & Z Department Head

Public Works Department Daniel Cason, Public Works Director

Administrative Department Jean Dove, City Manager

Museum Scott Dean, Mayor

Community Connections Julie Miller, Director

Public Comment: Three requests were received to speak to Council on different issues. They were limited to three minutes each. They were from the following:

Charles Sanford: Mr. Sanford had comments on Historic Preservation Commission and the designated district.

Gary Quien: Mr. Quien had comments on the speeders on Harlem-Grovetown Road. He would like to see the City petition to get use of radar in the area.

Jonathan Starrett: Mr. Starrett had comments on Hardy Station. Mr. Starrett’s property is at the entrance to the sub-division on Harlem-Grovetown Road. He had traffic issues pertaining to the sub-division.

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January 18, 2007

Continued from page 2341

UNFINISHED BUSINESS:

TE Project Update: Mr. McClellan reported that the project had been bid out and that a Notice to Proceed had been issued to start on January 15, 2007. They will start at the intersection of East and West Forrest and North Louisville Street. The parking lot will be last due to it being used to store equipment, etc. by the contractor.

Sewer Rehab Project Update: Mr. McClellan reported that Phase II of the project had been re-bid and that a Notice to Proceed had been issued to start on January 22, 2007.

Other: There was none at this time.

NEW BUSINESS:

Planning & Zoning:

Ansley Place-PUD Application: Mayor Dean called for a motion to approve Larry Prather’s application for a PUD zoning for the Ansley Place development located off of South Louisville Street; that motion was made by Councilman Thigpen; 2^nd by Councilman Blalock. Discussion: Councilwoman Root expressed that she still had concerns with there only being one way in/out to the development. Motion carried; all in favor.
Hardy Station-PUD Changes: Mayor Dean called for a motion to accept the recommendation of the Planning and Zoning Commission to deny the requested changes and to send back to the Administrative Committee; that motion was made by Councilman Blalock; 2^nd by Councilman Thigpen. Discussion: Mayor Dean recommended getting the meeting scheduled as soon as possible so as to not hold the project up any longer than necessary. Motion carried; all in favor.

Historic Preservation:

Appoint Jack Hatcher: Mayor Dean called for a motion to accept the recommendation to re-appoint Jack Hatcher to the Commission; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor.
Vacancy-Ruth Tracy-Blackburn Resignation: Mayor Dean called for a motion to accept the resignation of Ruth Tracy-Blackburn from the Commission; that motion was made by Councilman Thigpen; 2^nd by Councilman Blalock. Motion carried; all in favor. Council will need to come up with nominations for the position.

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January 18, 2007

Continued from page 2342

NEW BUSINESS (cont’d):

Approval for Hydro geologist: Mayor Dean called for a motion to approve for John McClellan to work with a Hydro geologist in locating water for the City and to approve the funding up to $10,000.00 to come from the water and sewer fund; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Blalock. Motion carried; all in favor.

Approval for Engineer to Proceed with Capital Recovery Fee Study: Mayor Dean called for a motion to approve for John McClellan to proceed with the Capital Recovery Fee Study; that motion was made by Councilman Thigpen; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Approve 2007 Budget: Mayor Dean called for a motion to approve the Budget for 2007 in the amounts of $1,619,235.00 for the General Fund and $998,500.00 for the Water/Sewer Fund for a total of $2,617,735.00; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor.

Approve 2007 Council Committees: Mayor Dean called for a motion to approve the Council Committees as follows: Administrative Committee-Councilman Thigpen as Chairman; Emergency Services Committee-Councilman Blalock as Chairman; Public Works Committee-Mayor Pro tem Dixon as Chairman; and Community Services-Councilwoman Root as Chairman; Mayor Dean will serve as Co-chairman on each committee. That motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor.

2007 Mayor Pro tem Appointment: Mayor Dean called for nominations for the position of Mayor Pro tem for 2007. Councilman Thigpen made the nomination for Mayor Pro tem Dixon to continuing serving in that capacity and closed the nominations; the nomination was seconded by Councilman Blalock. The motion carried on a vote of 3-0 with Mayor Pro tem Dixon abstaining.

Proclamation-Star Student: Mayor Dean read the Proclamation for the 46^th Annual Star Student Award by the Harlem Woman’s Club. Mayor Dean called for a motion to approve and sign the Proclamation as read; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Resolution-Comprehensive Plan: Mayor Dean read the Resolution to approve the adoption of the 2006 10 year Harlem Comprehensive Plan. Mayor Dean called for a motion to approve the Plan; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

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January 18, 2007

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NEW BUSINESS (cont’d):

Announcements:

January 19-22 Mayor’s Day Conference and Training-Atlanta

January 22 Firefighter’s/Public Safety Officer’s Dinner 7 pm HBC

January 23 Annexation Meeting-Scot Wrighton UGA-Library

February 3 1^st Saturday Downtown Harlem

February 8 Star Student Program-Harlem Woman’s Club 4 pm

February 10 Miss City of Harlem Beauty Pageant 7 pm HHS

February 15 Work Session 7 pm Harlem City Hall

February 19 Regular Council Meeting 7 pm Harlem City Hall

Executive Session: Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor. Executive Session convened at 8:20 p.m.

Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 8:40 p.m.

Mayor Dean called for a motion to approve his signature of the Affidavit affirming that only one Real Estate item was discussed and that no final action was taken; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Mayor Dean called for a motion to approve for City Manager Dove to negotiate for a certain piece of property; that motion was made by Councilman Thigpen; 2^nd by Councilman Blalock. Motion carried; all in favor.

Mayor Dean called for a motion to approve for him to sign the contract for the negotiated piece of property; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Blalock. Motion carried; all in favor.

Other: Mayor Dean called for a motion to approve for a Proclamation to be drafted, signed, and presented to George and Rosemary Durning of Zaxby’s for their support and contributions with the Summer program and the Feed a Soldier program; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Blalock. Discussion: This will be presented to them at the Columbia County Chamber of Commerce meeting on February 13, 2007 at 7:30 a.m. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2345

January 18, 2007

Continued from page 2344

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 8:45 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk