Work Session Notes
August 16, 2007
Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, 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: Rosemary Dixon, Daniel W. Cason and Kirk Worthington; ABSENT: Councilman Tom 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 Public Works Director Daniel Cason.
City Attorney Fleming introduced Attorney Kirk Worthington to Council; he is a new associate of their staff and may work with us from time to time.
Streetscape Project (TE): City Manager Dove reported that there are still some issues with Georgia Power; movement of poles, etc. She will get with City Attorney Fleming to discuss and get recommendations. The parking lot is coming along and should be paved shortly.
Water Line Expansion:
· Water Line to Sandy Run Creek: City Manager Dove reported that this project will be done by the Public Works Department. An estimate was received from Lonergan & Sons in the amount of $49,000.00; Public Works got an estimate for materials and labor in the amount of $20,000.00. The wet tap will be done by Larry Prather at no cost. Public Works will take the line through Mr. Prather’s property; Mr. Prather is giving an easement to the City. The easement will run along the property next to the gas line easement. This area is also easily accessed for any maintenance; the other area would have to be accessed through the creek. City Manager Dove also reported to Council that Village at Sandy Run’s first set of plans for water or the pressure tests was not approved by EPD; this was a dead end line. This line is being run by the City to help them get approval. This line will also help benefit the City for future expansion to the area further south. Council will need to approve the expenditure of the funds from the Capital Improvement Fund.
· Sandy Run Road: City Manager Dove reported that this line will loop the area needed at the south side of town at G. R. Tucker Road and Sandy Run Road (dead end line). Public Works Director Cason reported that he had spoke with Billy Clayton of Columbia County and that they have agreed to do the trenching for the line. The estimated cost for this line is $5,000.00; Council will need to approve the expenditure from the Capital Improvement Fund.
Surplus-Pumper Truck: City Manager Dove reported that she has received a recommendation from Clayton Galloway from Columbia County’s Central Shop to surplus Engine #1 (Pumper Truck). The equipment has been removed and transferred to the new truck. There is a need for a back up truck. Columbia County has a 1978 available (has a new engine and transmission). A recommendation has been given to not purchase this truck. We currently still have the truck that is used for brush fires that could be used. Council will need to approve the recommendation the surplus Engine #1; it will be sold at auction through Columbia County.
Grants:
City Manager Dove is asking for Council’s approval to proceed with the application process for the above Grants.
Tables/Chairs Purchase: City Manager Dove reported there is a need for some tables and chairs to be used at City events. We currently have eight tables and 35 to 40 chairs. She has gotten an estimate for 16 tables and 48 chairs in the amount of $2,544.63. This also includes racks to hold the tables. The tables and chairs are commercial grade. Council will need to approve the purchase; the funding will come out of the Activity Fund.
Other:
· October Council Meeting: Councilman Thigpen is requesting a change to the October Council meeting due to him, Councilwoman Root and City Manager Dove will be out of town at that time. The requested date change is for October 22 and will include the Work Session. Work Session will be at 6:00 p.m. with the Regular Council meeting following immediately afterward.
· City Park: City Manager Dove reported that the closing on the property previously owned by Columbia County (back softball field, playground, and parking lot) has taken place and is now owned by the City. A request has come
from Greg Stokes about the possibility of Harlem Middle School’s softball team using the field for their games. There were no
objections presented. There was some discussion about the sign that is located at the corner of S. Hatcher and W. Milledgeville
(Hwy. 78) that gives direction to the City Park. It was discussed about possibly updating the sign to look like the one already
located at the park or coordinating with the design of the new IGA building. There is an oak tree located at the back of
Councilman Thigpen’s property and in the area that the new Community building will be constructed. He expressed concerns about
the tree falling on his property and the possibilities of having it taken down. It was discussed about having the Tree Board looking
at the tree to judge its’ condition and would have them report back.
· City Hall Expansion: City Manager Dove reported that the architectural plans are almost complete. Once completed, then we should be ready to go to bid.
· Employee Deployment: Mayor Dean reported that Public Safety Officer Bobby Cash will be re-deployed in January 2008. He also reported that Phil Turner will be present at the Council meeting to present his poem; he would like to have Mr. Cash present if possible.
As there was no further business for discussion before Council, the work session was adjourned at 7:35 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2380
August 20, 2007
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, August 20, 2007 at 7:00 p.m. at Harlem City Hall with Mayor Pro tem Rudolph Dixon presiding.
Present: COUNCILMEMBERS: 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; ABSENT: Mayor Scott Dean; VISITORS: Fred Fischer, Rosemary Dixon, Phil & Jean Turner, Faye and William Johnson, Nancy Mulheron, Charles Sanford, Jerry Baldwin, Robert Cash, Ronald Davis, and Valerie Rowel.
The meeting was called to order by Mayor Pro tem Dixon at 7:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilman Thigpen.
Approval of Minutes: Mayor Pro tem Dixon called for a motion to approve the minutes of the July 16, 2007 Regular Meeting and the minutes from the three Tax Mill Rate hearings as written; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock.
Special Presentation-Phil Turner: Mr. Turner presented his poem “Freedom’s Tag” to Sergeant Robert Cash and the City of Harlem. Mr. Turner had the poem along with photos of Sergeant Cash and his Company in Iraq framed to be placed in City Hall. Sergeant Cash will be re-deployed in January 2008.
Public Comment: Faye and William Johnson-S. Louisville Street: Mrs. Johnson spoke before Council on the topics of beautification for S. Louisville Street (dogwood trees) and about her concerns with some pecan trees on a neighbor’s property. She has concerns of them falling on her property and would like to know what she can do to have the neighbor take them down. City Attorney Fleming responded that the City has an ordinance in place concerning “nuisances” and that this item may fall under this jurisdiction. He will look over the ordinance and see what may or may not be done. City Manager Dove will get with the Johnson’s once the information is gotten together. The Johnson’s have sent a certified letter notifying the neighbor (Myrtle Bragg) about some information they received from the County Extension office pertaining to the trees being diseased or dead.
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August 20, 2007
Continued from page 2380
Department Reports: The following departments gave reports for the month of July 2007:
Public Works Department Daniel Cason, Public Works Director
Police Department Jerry Baldwin, Public Safety Director
Fire Department Jerry Baldwin, Public Safety Director
Community Connections Jean Dove, City Manager
Planning and Zoning Department N/A
Museum Jean Dove, City Manager
Administrative Department Jean Dove, City Manager
UNFINISHED BUSINESS:
Streetscape Project: City Manager Dove reported that the contractor anticipates paving the parking lot this week; has spoken with Tim McGill of Georgia Power on different issues and will meet with him on Wednesday. Bellsouth still needs to move their lines.
Other: There was none at this time.
NEW BUSINESS:
Approval of Funding-Waterlines:
Approval to Purchase Tables/Chairs: City Manager Dove reported that there was a need for additional tables and chairs to be used for City events. She has gotten an estimate of $2,544.63 for sixteen tables, forty-eight chairs and the racks to hold the tables. Mayor Pro tem Dixon called for a motion to approve the purchase of the table, chairs and racks in the amount of $2,544.63; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
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August 20, 2007
Continued from page 2381
NEW BUSINESS (cont’d):
Approval to Submit Grants: City Manager Dove is asking for approval to submit the following grants:
· Homeland Security Staffing Grant-this is a five-year plan to have a paid firefighter; the grant application is due August 31, 2007.
· Trails Grant-this grant is for walking trails; two areas of possibility are Stone Street at Sandy Run Creek and behind the City Park; the grant application is due November 2007.
· Brownsfield Grant-this grant is for the second stage (cleanup); the first grant was for administrative purposes; the grant application is due October 2007.
Mayor Pro tem Dixon called for a motion for the approval of submission of applications for the Homeland Security Staffing Grant, Trails Grant and Brownsfield Grant; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion-Before proceeding with any trails, we need to study the impact on citizens and get citizen input. Motion carried; all in favor.
Surplus-1970 Fire Pumper Truck: City Manager Dove asked Public Safety Director Baldwin if he would like to address this issue. Pubic Safety Director Baldwin responded by speaking about some needed repairs at the estimated cost of $15,000.00 to $20,000.00. Councilman Blalock responded that the surplus is also due to the recent purchase of the new fire truck. City Manager Dove stated that Engine 1 would be placed on surplus with the County. Mayor Pro tem Dixon called for a motion for the approval to surplus Engine #1 (1970 Pumper Truck); that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.
Approval to Change October Work Session and Regular Council Meeting Date: City Manager Dove reported that due to the absence of two Council members and herself the week of the October Regular Council meeting, there is a recommendation to change the date of the Work Session and Regular Meeting to October 22, 2007. Mayor Pro tem Dixon called for a motion to approve the recommendation to change the October Regular Council Meeting to October 22, 2007; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion-the Work Session will begin at 6:00 p.m. and the Regular Meeting would follow immediately after. Motion carried; all in favor.
Announcements:
August 24 Quarterly Council Review Meeting 9:00 a.m. Library
August 31 Employee Quarterly Meeting/Luncheon 12 noon City Hall
September 3 Labor Day Holiday-City Offices will be closed
September 10 Oliver Hardy Festival Committee Meeting 7:00 p.m. City Hall
September 12 Tree Board Meeting 8:00 a.m. City Hall
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August 20, 2007
Continued from page 2382
Announcements (cont’d):
September 13 Work Session 7:00 p.m.
September 17 Regular Council Meeting 7:00 p.m.
Other: Councilman Blalock wanted to recognize Councilman Thigpen in his recent help with arranging help for the City of Thomson Fire Department when the City of Thomson was dealing with a broken water main. Councilman Thigpen called Public Safety Director Baldwin to have him make arrangements to be on hand/provide water if an emergency were to arise for the City of Thomson.
As there was no further business before Council, Mayor Pro tem Dixon called for a motion to adjourn the meeting. That motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:40 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk