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Work Session Notes Page 1 March 15, 2007
Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin M. Root, and Councilman John Thigpen; PLANNING & ZONING: Commissioner B.J. Cunningham, Commissioner Tim Farr and Commissioner Dale Arnold; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; VISITORS: Dee Tapley, Rosemary Dixon, and John McClellan.
The meeting was called to order by Mayor Dean at 7 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Mayor Dean.
Hardy Station-Joint Planning & Zoning/City Council: Mayor Dean stated that this item should have been two separate issues on the agenda. A joint work session had previously been held with the Historic Preservation Committee and he wanted something along those lines for this as well. As Chairman Bobby Culpepper was unable to attend he would like to have another one scheduled at a later date. Hardy Station will be discussed and then the joint session will follow after. Mayor Dean turned the Hardy Station portion over to City Manager Dove and Planning & Zoning Department Head Dee Tapley. Mayor Dean asked for an overview of the Hardy Station project from Ms. Tapley. Ms. Tapley stated that there was information in the folders concerning the previous meetings with the citizens and developer. Ms. Tapley reported that the changes that had been done as a result of citizen comments and concerns included taking out an entrance that was on Douglas Street at McArthur and the decel lane that was asked for and then declined on the Harlem Grovetown Road side. Councilman Thigpen and City Manager Dove reiterated that this same information came out of the Administrative Committee meeting that was held with the developer and their engineer. The other concerns pertained to additional traffic due to the additional lots coming off this road and the lot sizes. The other change pertained to putting in a driveway at the back of one of the citizens properties; this was included in the changed plan. That citizen has since declined the driveway and yet has changed their mind again. The developer has set up meetings with Jonathon Starrett and Ken Sweatman; one for tonight and the other tomorrow. Mayor Dean received a call as to what could be done to resolve this problem. Mayor Dean felt that we needed to receive something in writing as to what the citizens wanted and that maybe we could find some resolution before a vote was taken by Council. Councilman Thigpen stated that he would really like to know what Planning & Zoning would be happy with. Commissioner Cunningham stated that their biggest concern dealt with the increase in the number of lots (22 to 68) and traffic on this road. Commissioner Farr stated that he would have been able to accept this better if the engineer and developer for the project had been truthful with the Commission. He was not saying they lied directly to the Commission but did not feel they had been truthful. Commissioner Arnold stated that he had a conversation with Chairman Culpepper about them having an already Work Session Notes Page 2 March 15, 2007
Hardy Station (cont’d): agreed upon PUD and that they made changes without any kind of formalized procedure and that they were forcing the Commission to agree to something that was already done. Mayor Dean responded that he was not defending them but that some of the changes were done because of requirements of EPD. This had to do with the temporary lift station that was to be used for the original 22 lots; EPD would not allow it. The other item pertained to their being more wetlands than were originally thought to be. Councilman Thigpen felt that what needed to be done now was to compare the original plan with the updated plan and to decide if the changes made were legitimate changes or not. He had City Manager Dove request that City Engineer John McClellan be in attendance tonight in order to explain some of issues. Councilman Blalock had some comments pertaining to utilities and easements. City Attorney Fleming stated that he had counseled them on having communications with the residents in the area before they proceeded with their projects. A reputation of communications needs to be developed. First impressions are important. City Attorney Fleming stated that the question before Council now is whether they are going to allow the changes or not. The changes are not exactly ideal, but they do occur. He did not recollect that they had explained the changes being required by EPD at any of the previous Planning & Zoning meetings; they would have no control over what EPD would require. If this had been explained, maybe the citizens would have been more receptive. Commissioner Farr reiterated his feelings on them not being truthful. Mayor Pro tem Dixon brought up the subject of the decel lane. City Manager Dove asked City Engineer McClellan if he would address this issue. Mr. McClellan went on to explain that the decel lane was not originally required with having just the 22 lots. With the addition of the 44 lots, he would recommend the addition of a decel lane. The determination for a decel lane is based on traffic flow and the number of turns into the area. He did not have the current traffic numbers for Harlem-Grovetown Road, but felt that it was in comparison to Wrightsboro Road (4900) and Gordon Highway (5300) if not more so. With other developments coming into the area, their numbers would only increase. His official recommendation to Council, at a minimum, is to include the decel lane. Mayor Dean stated that the recommendation will take this out of Mr. Sweatman’s hands. There were comments made by Commissioner Arnold and Councilman Blalock on letters received from the engineer and developer that if they would show their support for the extension of the road they would do things (driveway, etc.) for them. Councilman Thigpen expressed that he was ready to find a resolution to the issue. Councilman Thigpen asked City Engineer McClellan if the changes that were made are legitimate; Mr. McClellan responded that the changes are legitimate and reasonable requests. He did not approve of their not following protocol. There was some discussion on the wetlands; whether they knew about them and the plan they had for them. The changes for the water and sewer lines are a legitimate and reasonable request. The change requested to change the 12000 square foot lots to 9000 square foot lots and the issue of not having to cross the wetlands, as well as the addition of the 44 lots, and the separation of the different areas of housing a legitimate and reasonable request; yes the
Work Session Notes Page 3 March 15, 2007
requests are. Commissioner Cunningham asked if there could not have been anyway to re-route to another location; the ideal route would have been to Knox Road, but you would have still had the question of traffic and the crossing of the wetlands. Mayor Pro tem asked if the City would be responsible for the lift station; it will be turned over to the City after completion of the construction of the sub-division and will have a one-year warranty afterwards.
Joint Session: There were some minor discussions on the procedures of questions received by builders and how they could or would be handled. These pertained mostly with the PUD Ordinance. City Manager Dove reported on the process for the PUD Ordinance. The application is made to Council for approval but all changes must go through Planning & Zoning before coming to Council for final approval. Councilman Thigpen expressed his concerns with Planning & Zoning not being involved with the application process, yet they are expected to make recommendations on changes to a plan they knew nothing about in the beginning. City Attorney Fleming made the recommendation of doing an informal presentation to Planning & Zoning on any PUD request. They have no formal role at this point and it would be okay to hold an informal work session to present the information to them. Planning & Zoning would have no formal input, but would have some idea of what the PUD request entailed. Councilman Thigpen recommends having two work sessions per year with Planning & Zoning.
Projects: · Streetscape: It was reported that Georgia Power has a plan of action established. The signed easement from the church has been received. They are having some delays in getting their railroad permits. City Manager Dove requested an informal meeting with the contractor and the businesses to answer any questions they might have. The contractor is currently working on the north side of the project and should be completed in two to three weeks. · WWTP Expansion: Soil bores and surveys have been done. Comments have been sent to Mark Beebe of EPD on the design and development. There were some holdups by Tracy Luckey. The paperwork was sent yesterday. · LARP: West Forrest has been included. Only a portion of the road will be paved.
Historic Preservation: Melonie Dappie has expressed an interest in the position. Council will need to approve if there are no further nominations.
Resolution-City Government Week: The resolution states the support of City Government week sponsored by the Georgia Municipal Association. Council will need to approve.
Tree Ordinance: The ordinance is for the establishment of a Tree Board, the preservation of trees on public property and one of the requirements needed to receive the Work Session Page 4 March 15, 2007
Tree Ordinance (cont’d): designation of “Tree City USA”. The implementation of this ordinance will open the doors for some grants for trees. Councilman Thigpen asked if this could be accomplished without having to establish a board; this is a requirement. Council will need to make recommendations for the board for approval. The ordinance is for public property only. Council will need to approve.
Other: There was none at this time.
The work session adjourned at 8:13 p.m.
Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2351 March 19, 2007 Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, March 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 Lee Bennett; VISITORS: Rosemary Dixon, Sid Beckum, Bo Slaughter, Jerry Baldwin, Jonathon Starrett, Phil Turner, Dee Tapley, Bill Jackson, Valerie Rowell, Bonnie Vest, Dale Arnold, Ken Sweatman, James Thomas, Melonie Dappie, and Ann Blalock.
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 Councilman Blalock.
Approval of the Minutes: Mayor Dean called for a motion to approve the Minutes of the February 19, 2007 Regular Meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.
Department Reports: The following departments gave reports for the month of February 2007:
Community Connections Bonnie Vest, AmeriCor Division Planning & Zoning Dee Tapley, Department Head Police Department Jerry Baldwin, Public Safety Director Fire Department Jerry Baldwin, Public Safety Director Public Works Department Daniel Cason, Public Works Director Museum Scott Dean, Mayor Administrative Department Jean Dove, City Manager
City Manager Dove announced that the dates for the HPC Historic District hearings will be changed to May 22-23. This was due to Mayor Dean being out of town the week of April 23-27 and the dates were recommended by the Administrative Committee.
Citizen Recognition: Mayor Dean recognized former Representative Bill Jackson. Mr. Jackson announced to those present that he was seeking the seat that was vacated by Senator Jim Whitehead and was seeking support. He recognized Councilman Blalock and his wife. Regular Meeting, City of Harlem, Georgia Page 2352 March 19, 2007 Continued from page 2351
Public Comment: There was none at this time.
UNFINISHED BUSINESS:
Hardy Station Subdivision: Mayor Dean called for a motion to approve the requested changes with the recommendation from our City Engineer for the inclusion of the decel lane on Harlem-Grovetown Road; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Discussion: The recommendation from the Planning & Zoning Commission was to deny the changes. Councilwoman Root made the recommendation that all developers understand that they are to make their changes through the proper channels. Councilman Blalock made the recommendation that we deny the request as recommended by the Planning & Zoning Commission. City Attorney Bennett asked for clarification of the recommendation of the City Engineer. Councilman Thigpen provided this information to City Attorney Bennett. All requests were considered legitimate requests and that if the developer had gone through the proper channels that the requests probably would have been approved. Mayor Dean called for a vote. The motion carried with a vote of 3-2 with Councilman Thigpen and Mayor Pro tem Dixon voting in favor; Councilman Blalock and Councilwoman Root voting against; Mayor Dean exercising his right to vote with a tie, voted in favor of approving the motion. Mayor Dean reiterated the requirement of coming to the Planning & Zoning for any changes prior to making any changes without approval.
Historic Preservation-Appoint Melonie Dappie: Mayor Dean called for a motion to nominate Melonie Dappie to the position vacated by Ruth Tracy-Blackburn on the Historic Preservation Commission; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
Projects: · Streetscape: City Manager Dove reported that when finished with the north end they will be working in the church area next. Georgia Power is in the process of getting their plans completed. They have received the easement from the Baptist Church. There is no official start date by Georgia Power other than they should be in the area within the next two weeks. There will be a meeting with the contractor and the businesses to address any questions they may have. · Wastewater Treatment Plant: There is no further update since Thursday’s Work Session; Mr. McClellan reported that they have addressed all of EPD’s comments.
Other: Councilman Blalock addressed the issue of the change to the date of the HPC Historic District hearings. He wanted to know who had the authority to make the change. Mayor Dean stated that the Administrative Committee made the request so that Mayor Regular Meeting, City of Harlem, Georgia Page 2353 March 19, 2007 Continued from page 2352
Other (cont’d): Dean could be at the hearings. Councilman Blalock stated that he thought the Commission was the only one who could authorize any changes for the hearings. Councilman Thigpen stated that the Historic Preservation Commission would not be making any final decisions. Mayor Dean felt he needed to be there in case there was a need to break a tie; Councilman Blalock stated that there would be no decisions made at these hearings. Councilman Thigpen stated that he was told this afternoon that Ann Floyd of the RDC would be more comfortable with the May dates as she was currently working on some other projects for the RDC; these dates would work better for her. He also felt that the Mayor should be able to attend in order to hear what comments are made. He thought the hearings were held for Council; Councilman Blalock refuted this. Mayor Dean stated that if the hearings were held in April that he would still hold the May hearings. Councilman Blalock asked where the information came from concerning Ann Floyd; Councilman Thigpen received the information from City Manager Dove this afternoon. Councilman Blalock questioned whether the information had been relayed to the Historic Preservation Commission; and it had not. Councilman Blalock stated that he did not know what the legalities were in making this change. City Manager Dove stated that the Historic Preservation Commission wanted to proceed with the April dates; there were four who wanted April and one wanted May based on information she received. Mayor Dean directed City Attorney Bennett to check into the legalities of changing the dates. Councilman Blalock stated that Mayor Dean should speak with the HPC Director as she was in attendance; Mayor Dean opened the floor to Ann Blalock. Mayor Dean stated that his intent is to not put off the approval of the district. Ms. Blalock proceeded with stating that the HPC wanted to proceed on the basis that the dates have been put off several times before now. She stated that everyone’s calendars had been rearranged for the April dates including those asking for time off. She wanted to know how were they to know he wouldn’t have a conflict in May; Mayor Dean stated that he couldn’t tell her that it couldn’t happen. Councilman Thigpen asked was this not the first time that any dates have been set up for these hearings; Ms. Blalock stated that no, they had been set up at least five times before now. They have to go through the same procedure each time there was a change made in the dates. Mayor Dean stated that he had no problem with them having their hearings in April; but that he would hold the meetings in May so that he could hear the comments from the public even if he is the only one in attendance. Councilman Thigpen wanted to know what the difference was in holding them in April or May. Ms. Blalock wanted to know when the Mayor would let them know if he would be available for the May dates; in thirty days, twenty day, ten days. Mayor Dean stated that as of right now he will be available, but if he receives a call to pick up his children in Guatemala, that is where he will be; they are his first priority right now. Ms. Blalock responded that says it all; Mayor Dean stated yes it does. Ms. Blalock commented then the City of Harlem just waits on his first priority. Mayor Dean stopped this discussion at this time and tried to proceed with the New Business.
Regular Meeting, City of Harlem, Georgia Page 2354 March 19, 2007 Continued from page 2353
Councilman Blalock wanted to know what the final decision was; Mayor Dean stated that City Attorney Bennett has been directed to get the information on the legalities of the date change. There was a question from Ms. Blalock on the mailing of the notices; Councilman Thigpen questioned if they had already been mailed; City Manager Dove responded that they had not. Councilman Thigpen responded that he didn’t know what the big deal was then. City Manager Dove stated that there were time frames from doing the mailings, etc. Mayor Dean asked for City Attorney Bennett to get the information within the next day or two that was requested of him. He proceeded to New Business.
NEW BUSINESS:
Tree Ordinance-1st and 2nd Reading: Mayor Dean called for a motion to approve this as the 1st and 2nd reading of the Tree Ordinance. Approval of this ordinance is one of the steps in getting the designation of Tree City USA. That motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Mayor Dean expressed his gratitude to Councilman Blalock on his work on this. Motion carried; all in favor.
Resolution-City Government: Mayor Dean read the Resolution designating the week of April 22-28, 2007 as City Government week. This is a program sponsored by the Georgia Municipal Association. Mayor Dean called for a motion to approve the Resolution; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Announcements: March 20 Family Connection 9:30 a.m. March 20 Garden Club 4 p.m.-Woman’s Club March 23 Hands Up Ministry Meeting 6:30 p.m. HUMC March 27 Oliver Hardy Festival Meeting 7 p.m. City Hall April 7 1st Saturday Event April 9 Council Committee-Quarterly Review 9 a.m. Library April 10 Foundation Meeting 8:30 a.m. April 12 Harlem Women’s Club 4 p.m. April 12 Work Session 7 p.m. April 16 City Council Meeting 7 p.m.
Other: There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2355 March 19, 2007 Continued from page 2354
Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 7:40 p.m.
Respectfully submitted,
Debra E. Moore City Clerk
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