Work Session Notes Page 1
December 13, 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 Barry Fleming; VISITORS: Fred Fischer, Jerry Campbell, Bryan Addenbrook, Daniel Cason, Daryl Price, Robert Fields, Bobby Culpepper, and Sid Beckum.
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 Thigpen.
Planning & Zoning Request-Daryl Price: Mayor Dean recognized Planning and Zoning Chairman Bobby Culpepper. Mr. Culpepper stated that the recommendation from the Commission is to leave the zoning as R1-A, but to grant a conditional use for a boutique. This is in the event that the business closes, it will revert back to the original zoning of R1-A. Any new business would have to come back before Planning and Zoning for approval. The business will be for the sale of new and used clothing (to include consignment), accessories, gift items, decorative home décor, furniture, garden shop, crafts/hobby sessions, skin care (body & spa products), potential living space upstairs and a tanning bed (possibly).
Hardy Station Subdivision: A request has been received to make a change on the PUD. Information has been received from Bo Slaughter on Section II; there are 15 foot side setbacks for the 60 foot lots. They are requesting a change from the 15 foot setbacks to 10 foot on the smaller lots. Mr. Slaughter will send in the plat with the lots highlighted that are in question.
Resolution-Emergency Operations Plan Update: The update has been received from Pam Tucker, Columbia County’s EMS Director. She will be in attendance at the Monday Council meeting to review with Council. This is an update to the County EOP. There was concern with some of the verbiage; the City was listed as support and should be listed as the lead in the City limits. City Manager Dove to get clarification from Ms. Tucker and have ready for Monday. Council will not sign without it.
Resolution-Cell Phones: This Resolution is to establish a fee to reimburse Elected Officials, Appointed Officials, and Department Heads for a cell phone that will be used for official City Business. Currently the cost of providing a cell phone is $40.00 per month; this will be the amount reimbursed provided that a copy of the employee’s statement is provided. Doing this will alleviate all Officials and Department Heads from having to carry two cell phones. The County is currently using this type of program. It was recommended that it should be let known that the phones become open records.
Work Session Notes Page 2
December 13, 2007
Resolution-2007 Budget Adjustments: This Resolution will allow the City Manager to adjust the budget for year ending December 31, 2007 to cover the purchase of a police cruiser for the Public Safety Department and a leaf machine for the Public Works Department as well as adjust line items that are over budget with amounts from line items that are under budget. There will an increase in the total City budget in the amount of $130,085.00; the final City budget for year ending December 31, 2007 will be $2,747,820.00.
Ordinance-Annexation of Larry Prather’s Property: This property is located off Gordon Highway; Map and Parcel 032 100; Zoning R1-A. The total property is 86.41 acres of which 20+/- are being requested to be annexed into the City; the balance is already in the City limits. Council will need to approve.
At this time Jerry Campbell gave an update on the work being done on annexations, particularly Campbell’s Crossing. Mr. Campbell provided information on the 60% method and the Resolution and Referendum method. The problem the City will face pertains to providing sewer service to the residence in the area. Under the 60% method, service must be provided within 12 months of the effective date of annexation. Under the Resolution and Referendum method, a timetable for construction and the beginning of construction of said sewer lines are to begin within 18 months following the effective date of annexation. The sewer line must be in place but no one has to tie in. Councilman Blalock reminded Council that we currently have in place that requires that if you are within 100 feet of an available sewer line you are required to tie in; currently this has not been enforced. Mayor Dean suggested that Mr. Campbell contact other City’s to how they handle; City Manager Dove suggested calling the City of Grovetown as they are going through their first 60% method.
Ordinance-Updating City Policy: This item came from the Council Retreat. The updates are to Code Section 33.11 Organizational Chart, Code Section 33.35 Holiday’s, Code Section 33.48 Health Care Plan, and Code Section 33.91 Salary Scale. The Organizational Chart includes a position for “Administrative Assistant”, “Grant Coordinator/Planning & Zoning Staff”, Museum Department “Lead Volunteer and Volunteers”, and “Public Works Assistant Director”. The “City Maintenance Foreman” is now over the City Maintenance Workers and the “Public Works Assistant Director” is over the “City Maintenance Foreman” and the “Lab Operators”. President’s Day will be added to the employee Holidays. Retired employees with 25 years of service will be added to those eligible for coverage under the Group Health Plan. The Salary Scale has been adjusted to include the 2.5% increase for cost of living.
Ordinance-Hotel/Motel Tax: This item came from the Council Retreat. With the upcoming opening of Red Oak Manor, a bed and breakfast, Council needs to put in place a Hotel/Motel Tax. If not, any proceeds from the tax will go to the County. The County
Work Session Notes Page 3
December 13, 2007
Ordinance-Hotel/Motel Tax (cont’d):
currently charges 5%, but is looking to increase the tax to 6%. Our ordinance currently lists the 6%.
2008 Budget Hearing: Scheduled for December 17, 2007 at 7:00 p.m. prior to the Regular Council Meeting. The Final Budget Hearing and adoption of the 2008 will take place on January 3, 2008 at 7 p.m.
Head Start/Community Connection Bid Award: Payne Construction out of Athens, GA came in as the low bidder in the amount of $495,600.00. They were cleared by DCA.
January Council Meeting Date Change: Due to the Martin Luther King Holiday falling on the date for the Regular meeting, it has been suggested to change the meeting to January 17, 2008 to follow immediately after the Work Session that is scheduled to start at 6:00 p.m.
Commission Appointments: The following Commission chairs are up for re-appointment:
· Planning & Zoning: Robert Culpepper
Dale Arnold
· Historic Preservation: Ann Blalock
Marcia Klingel
It was reported that both Commissioners on the Planning & Zoning are agreeable to reappointment. Ms. Blalock has agreed to be reappointed to HPC; there has been no response from Marcia Klingel. City Manager Dove will continue trying to get in touch with her.
Other: There was none at this time.
Executive Session-Legal: Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Work Session adjourned at 7:50 p.m. Executive Session convened at 7:55 p.m.
Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 8:58 p.m.
Mayor Dean called for a motion to approve his signing the Affidavit acknowledging that one legal issue was discussed and that no final action was taken; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Work Session Notes Page 4
December 13, 2007
The Work Session closed at 8:59 p.m.
Debra E. Moore
City Clerk
Budget Hearing, City of Harlem, Georgia Page 2393
December 17, 2007
Harlem City Hall
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 Steven Brown; VISITORS: Daryl Price, Valerie Rowell, Jerry Campbell, Daniel Cason, Robert Fields, Pam Tucker, Julie Miller, Jerry Baldwin, Scott Johnson, Sid Beckum, and Bo Slaughter.
The hearing 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.
Proposed Budget for Year Ending December 31, 2008: Mayor Dean presented the budget as follows:
General Fund: Administrative Department $ 451,707.00
Museum/Festival Department 42,000.00
Public Safety Department 614,288.00
Streets and Drains Department 353,200.00
Garbage 182,000.00
Totals $1,704,357.00
Water/Sewer Fund: $1,062,000.00
Totals for All Funds: $2,766,357.00
This reflects an overall increase of less than 1% over the final 2007 Budget. The budget will be adopted on January 3, 2008 at 7:00 p.m.
Mayor Dean opened the floor for any questions or comments; being none, Mayor Dean closed the hearing at 7:02 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2395
December 17, 2007
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, December 17, 2007 immediately following the Budget Hearing scheduled 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 Steven Brown; VISITORS: See listing on Budget Hearing Minutes.
The meeting was called to order by Mayor Dean at 7:02 p.m.
Approval of the Minutes: Mayor Dean called for a motion to approve the Minutes of the November 15, 2007 Regular Meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor.
Public Comment: There was none at this time.
Department Reports: The following departments gave reports for the month of November 2007:
Family Connections Julie Miller, Director
Public Works Department Daniel Cason, Public Works Director
Police Department Scott Dean, Mayor
Fire Department Scott Dean, Mayor
Planning & Zoning Department Robert Fields, Public Works Asst. Director
Administrative Department Jean Dove, City Manager
Museum Scott Dean, Mayor
UNFINISHED BUSINESS:
Streetscape Project: City Manager Dove reported that a request has been made to receive a schedule of completion; a meeting has been set up for the parking lot.
Wastewater Treatment Plant: City Manager Dove reported that the paperwork has been sent into both GEFA and EPA.
City Hall Addition: City Manger Dove reported that a bid opening has been set for January 29, 2007 at 10:00 a.m. at City Hall.
Other: There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2396
December 17, 2007
Continued from page 2395
NEW BUSINESS:
Planning & Zoning-Daryl Price Request: Mr. Price went before the Planning & Zoning Commission with a request to rezone the property he owns at 380 N. Louisville Street from R1-A Single Family Residential to B-1 Downtown Business District. The recommendation from Planning & Zoning was to leave the zoning as R1-A, and to grant a conditional use permit for a small retail business (boutique). Mayor Dean called a motion to approve the recommendation of the Planning & Zoning Commission to leave the zoning as R1-A, and to grant a conditional use permit for a small retail business (boutique). That motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Resolution-Pam Tucker, Emergency Operations Plan Update: Mayor Dean recognized Ms. Tucker to address some questions that Council had concerning the lead role on incidences within the City limits of Harlem. The County is the countywide jurisdictional center; someone has to take the lead roll. This resolution is the same as previously signed; there is only one Countywide Emergency Ops Plan. Each City retains their autonomy. After some further discussion, Mayor Dean called for a motion for the approval of his signature to the Resolution; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Hardy Station Subdivision: A request was received to make a change to the PUD. That request was to change the side setbacks on Section II from 15 feet to 10 feet due to the lots being smaller; this would be for a total of 44 lots. Mayor Dean called for a motion to approve the request to change the side setbacks from 15 feet to 10 feet; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Resolution-Cell Phones: This Resolution would put in place a reimbursement program for cell phone use by Elected Officials, Appointed Officials and Department Heads for City Business. Currently the City provides cell phones to the Appointed Officials and Department Heads which in turn has them carrying two cell phones; this would alleviate the use of two phones. Also, the Elected Officials use their personal phones to conduct City business. The reimbursement would be $40.00 per month with proof of having the cell phone (monthly statement). Currently the County uses this type of program. Mayor Dean called for a motion to approve the Resolution establishing a reimbursement program for cell phone use; this amount will be set at $40.00 per month with a copy of the statement turned into the City. That motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Discussion: this will be for Elected Officials, Appointed Officials and Department Heads only.
Regular Meeting, City of Harlem, Georgia Page 2397
December 17, 2007
Continued from page 2396
NEW BUSINESS (cont’d):
Resolution-2007 Budget Adjustments: This Resolution is to adjust the City’s 2007 for the purchase of a police cruiser for Public Safety and the purchase of a leaf machine for Public Works. It will also include some line item adjustments for overages that will be offset by line items that were under budget. There will an increase in the total City budget in the amount of $130,085.00; the final City budget for year ending December 31, 2007 will be $2,747,820.00. Mayor Dean called for an approval of the Resolution for the 2007 Budget Adjustments; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Ordinance-1st and 2nd Reading-Annexation of Larry Prather’s Property: This Ordinance is for the annexation of the property located off of Gordon Highway and is 20+/- acres of map and parcel 032 100; zoning R1-A Single Family Residential. Total acreage is 86.41 acres; the majority is already in the City limits. Mayor Dean called for a motion for this to constitute as both the 1st and 2nd Reading of said Ordinance annexing in the property of Larry Prather and to further approve his signature of said Ordinance; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.
Ordinance-1st and 2nd Reading-Updating of City Policy: This Ordinance is updating the areas of the City Policy concerning the following: Organizational Chart, 2008 Pay Rate Scale, Group Insurance for Retirees, and the addition of President’s Day to the existing employee holidays. Mayor Dean call for a motion for this to constitute as both the 1st and 2nd Reading of said Ordinance updating the existing City Policy and to further approve his signature of said Ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Ordinance-1st and 2nd Reading-Hotel/Motel Tax: This Ordinance will establish a Hotel/Motel tax that can be collected by the City otherwise said taxes would go to the County. The proposed tax is at the rate of 6%. Mayor Dean called for a motion for this to constitute as the 1st and 2nd Reading of said Ordinance establishing a Hotel/Motel tax at the rate of 6% and for the approval of his signature to said Ordinance; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Discussion: It was recommended to delete section 2 c. and to correct some typographical errors. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2398
December 17, 2007
Continued from page 2397
NEW BUSINESS (cont’d):
Head Start/Community Connections Center:
· Award Bid: Payne Construction out of Athens, GA came in as the low bidder at $495,600.00 and has been cleared by DCA. Mayor Dean called for a motion to approve the awarding of the bid for the construction of the Head Start/Community Connections building to Payne Construction in the amount of $495,600.00; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
· Approve Contract and Authorize Mayor to Sign: Mayor Dean called for a motion to approve and authorize the Mayor to sign the contract; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Discussion: City Attorney Brown had some recommendations and questions concerning the contract and would like to review the contract further. Councilman Thigpen amended his motion to include approval and signing of the contract will be contingent upon City Attorney’s approval. Motion carried; all in favor.
Approve January City Council Meeting Date Change: Mayor Dean called for a motion to approve the change of the January City Council Meeting from Monday, January 21, 2008 to Thursday, January 17, 2008 immediately following the Work Session. The Work Session will be scheduled for 6 p.m. That motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.
Commission Appointments:
Announcements:
December 18 Community Connection Board Meeting at 9:30 a.m.
December 21 Employee Christmas Dinner at City Hall 12 noon
December 24 & 25 Christmas Holidays
January 1 New Year’s Holiday
Regular Meeting, City of Harlem, Georgia Page 2399
December 17, 2007
Continued from page 2398
Announcements (cont’d):
January 3 Budget Meeting at City Hall at 7:00 p.m.
January 10 Harlem Woman’s Club at 4 p.m.
January 15 Relay Kick Off at Woman’s Club at 6 p.m.
January 17 Work Session/Regular Meeting 6 p.m. at City Hall
January 29 City Hall Bid Opening at 3 p.m.
Executive Session-Real Estate: Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session convened at 7:34 p.m.
Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 7:44 p.m.
Mayor Dean called for a motion to authorize his signing of the Affidavit validating that two Real Estate items were discussed only and that not final decisions were made; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Mayor Dean called for a motion to sign an agreement with Don Green on the 12 foot section/.06 acres where the retention pond at Village by Sandy Run overlapped City property; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Mayor Dean called for a motion to execute the contract with Blanchard & Calhoun to remove the 10 acres of green space; the contract will be for 35 acres. That motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.
Being no further business before Council, Mayor Dean called for a motion to adjourn the Regular Meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:45 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk