Work Session Notes

May 21, 2007

Present: COUNCILMEMBERS: Mayor Scott Dean, Councilman Tom Blalock, Councilwoman Robin M. Root, and Councilman John Thigpen; STAFF: City Manger Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; ABSENT: Mayor Pro tem Rudolph Dixon; VISITORS: Valerie Rowell, Ken and Murl Meyer, Julie Miller, Robert Fields, Claude Stevens, William P. Dozier (Sport), Phil Turner, Robert Cash, Brenda Sanford, Herb Flick, Bill Spear, and Dee Tapley.

The meeting was called to order by Mayor Dean at 6:00 p.m.

The Invocation was given by Councilman Blalock.

The Pledge of Allegiance was led by Councilwoman Root.

2007 TE Grant Application: City Manager Dove reported that the original application included the area from the red light to Harlem IGA. There is a need for a sidewalk in the West Boundary area for the school children who walk in the area. Dot recommended the inclusion of the sidewalk; Council will need to approve the inclusion of the sidewalk at West Boundary in the application.

City Hall Expansion: City Manager Dove is requesting authorization from Council to proceed to bid and proceed with financing options. She met with the architect and was told if we were able to go to bid by mid-July or early August, that it would take about four months to complete the project.

Planning and Zoning:

1. Request from Larry Prather-Zoning Change Request from Residential R1A to R1B-Sawdust Road and Fairview Drive: City Manager Dove reported that there was a hearing on this matter; it had also included a variance request. The zoning change is requested to be able to change the lot sizes from 20,000 square feet to 10,000 square feet. The 20,000 square foot lots are required if septic tanks are installed; they are not needed due to sewer being installed. Planning and Zoning is recommending this for approval. There was a variance request; Planning and Zoning turned this item down until plans have been presented to them for approval.

2. Request for Variance from William P. Dozier (Old Thomson Company Building) W. Milledgeville Road: The request was for a variance on the backside property line. The City currently has a ten foot piece of property between the back of the building and the residents in the area. The request is for a fifteen foot variance. Planning and Zoning is recommending this for approval. Mayor Dean had a question pertaining to an item marked on the plans as “retention area”. The area is close to Highway 78; Mayor Dean stressed that they would need to be appropriately landscaped.

3. Request from David Webber-Zoning Change from Residential R1A to Business District B1: This item was brought

before Planning and Zoning for approval. The request is for the establishment of a Bed and Breakfast. The recommendation from the

Planning and Zoning Commission is to change the zoning from R1A to R2 instead of B1. The description of the Bed and Breakfast

and all that it entails has been included.

Resolution-Tax Commissioner: City Manager Dove reported that Kay Allen, the County Tax Commissioner requested that the City adopt a Resolution authorizing the assessment of a maintenance fee on the property tax bills for decorative lighting per our Planning and Zoning guidelines. This will affect new sub-divisions only and will be assessed yearly. Council will need to approve the Resolution authorizing the Tax Commissioner to assess this item.

Ordinance to Amend the Planning and Zoning Ordinance: City Manager Dove reported that this pertains to the section on PUD’s (Planned Unit Developments). Currently the applicant goes before Council to have the PUD’s approve; but any changes made have to go before the Planning and Zoning Commission. This has caused some problems/confusion previously. The amendment will have the applicant going before Council for the original approval of the PUD and any changes that might come up after that approval. Councilman Blalock felt that anything with the PUD’s should go before Planning and Zoning from beginning to end; Councilman Thigpen felt that Council should be responsible for the PUD’s from start to finish. Councilman Thigpen questioned if there would be any instance, once the change is made, that the PUD’s would go before the Planning and Zoning Commission; City Attorney Fleming responded once the change was made it would not. It was recommended that Council could do for a year or two to see how it runs and then could turn it back over to the Planning and Zoning Commission. Both Mayor Dean and Councilman Thigpen recommend that the Planning and Zoning Commission be involved during some of the discussions to see how it works to become familiar with the process.

Other: City Attorney Fleming reported that he had received a donation from CSX for the Harlem Foundation in the amount of $1,000.00.

Julie Miller of Community Connections gave her April monthly report due to her having to leave before the Regular meeting. Her report was mostly on the upcoming summer programs.

Councilman Thigpen recognized Bill Spear and Herb Flick of the Fairview Drive and Sawdust Road area. They had some questions on the proposed sub-division that Mr. Prather will be developing in the area.

The Work Session adjourned at 6:40 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2360

May 21, 2007

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, May 21, 2007 at Harlem City Hall. The meeting met directly after the Work Session that was scheduled at 6:00 p.m. with Mayor Scott Dean presiding.

Present: COUNCILMEMBER: Mayor Scott Dean, 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 Pro tem Rudolph Dixon. VISITORS: See Work Session Notes.

The meeting was called to order by Mayor Dean at 6:40 p.m.

Approval of Minutes: Mayor Dean called for a motion to approve the Minutes of the April 16, 2007 Regular Meeting as written; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root. Motion carried; all in favor.

Special Presentation- Mr. Phil Turner: Mr. Turner presented a poem that he had written. The poem was titled “Freedom’s Tag”. This was presented to Council and will be place on the wall with the City flag that was taken to Iraq.

Department Reports: The following reports were given for the month of April 2007:

Planning and Zoning Dee Tapley, Department Head

Police Department Claude Stevens, Public Safety Officer

Fire Department Claude Stevens, Public Safety Officer

Public Works Department Robert Fields, Asst. Public Works Director

Administrative Department Jean R. Dove, City Manger

Museum Mayor Scott Dean

Public Comment: There was none at this time.

UNFINISHED BUSINESS:

Project Updates:

Streetscape: City Manager Dove reported that the project is ongoing. Has received several good comments on the project. Georgia Power is gearing up to come in to do the work concerning the poles.
Sewer Rehab: City Manger Dove reported that the project is ongoing. The project is on schedule; the CDBG area will be lining up for paving once the Ansley Drive area is completed. Councilwoman Root questioned about the area on the north side of town. This area will not be repaved; John McClellan has sent a letter to the contractor requesting them to return to fix some of the areas that bad. Final payment to them will be held until this has been taken care of.

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May 21, 2007

Continued from page 2360

UNFINISHED BUSINESS (cont’d):

2007 TE Grant Application: City Manger Dove is asking for approval of Council to include the addition of sidewalks on West Boundary to Harlem Middle School. Mayor Dean called for a motion to approve the addition of the sidewalks on West Boundary in the 2007 TE Grant Application; the motion was made by Councilwoman Root; 2^nd by Councilman Blalock. Motion carried; all in favor.

City Hall Expansion-Approve to Proceed to Bid and Seek Financing Options: City Manager Dove reported that she had met with the architect on this project. If Council approves the request and we are able to go to bid by mid-July early August, the project could be completed within four months barring any problems. She is asking for Councils approval to proceed to bid and seek financing options at this time. Mayor Dean called for a motion to approve the request to proceed to bid and seek financing options on said project; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

Planning and Zoning:

Request from Larry Prather-Zoning Change from Single Family Residential R1A to Single Family R1B (Sawdust Road and Fairview Drive): This request will change the lot sizes from 20,000 square foot lots (required for septic tanks; not needed) to 10,000 square foot lots. Planning and Zoning is recommending for approval. Mayor Dean called for a motion to approve the Zoning Request from Larry Prather on the property located at Sawdust Road and Fairview Drive from R1A to R1B as recommended by the Planning and Zoning Commission; that motion was made by Councilman Blalock; 2^nd by Councilwoman Root. Motion carried; all in favor.
Request for Variance from William P. Dozier-W. Milledgeville Road (Old Thomson Company Building): The request is for a change in the rear set back to 15 feet. Planning and Zoning is recommending for approval. Mayor Dean called for a motion to approve the Variance request for the rear set back to be 15 feet as recommended by the Planning and Zoning Commission; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root. Motion carried; all in favor. Harlem IGA will be moving to this location.
Request from David Webber-Zoning Change from Residential R1A to Business District B1: Mayor Dean excused himself at this time due to a conflict in interest and turned this item over to Councilman Thigpen for motions. Councilman Thigpen reported that the original request was to change the zoning

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May 21, 2007

Continued from page 2361

NEW BUSINESS (cont’d):

Planning and Zoning (cont’d):

David Webber Request (cont’d): from R-1A to B-1; the recommendation from the Planning and Zoning Commission is to change the Zoning from R-1A to R-2 with approval for a conditional use permit for a Bed and Breakfast. City Attorney Fleming addressed the issue of the change from a B-1 zoning to R-2. The R-2 zoning would cover the Bed and Breakfast. The description for a Bed and Breakfast included “a restaurant for guests and non-guests, a special event planning service, rental of the Bed and Breakfast for such events, special occasion cakes and baked goods, and a small counter for sale of gift items and specialty items such as cookbooks, BBQ sauces, jellies and other such items”. Councilman Thigpen called for a motion to approve the recommendation of the Planning and Zoning Commission to change the Zoning of the property located at 410 N. Louisville Street from R-1A to R-2; that motion was made by Councilwoman Root; 2^nd by Councilman Blalock. Motion carried; all in favor. Councilman Thigpen turned the meeting back over to Mayor Dean at this time.

Resolution-Tax Commissioner Request: City Manger Dove reported that she had received a request from Kay Allen, County Tax Commissioner for the City to adopt a Resolution approving the assessment of a maintenance fee for the decorative lighting as outlined in the Planning and Zoning guidelines. This will be a yearly fee of $40.00 that will be assessed on the property tax bills for the properties located in the new sub-divisions only. Mayor Dean called for a motion to approve the Resolution approving the assessment of the maintenance fee of $40.00 per year for the decorative lighting included in the new subdivisions; that motion was made by Councilman Thigpen; 2^nd by Councilman Blalock. Discussion: The residents are to be informed upon closing on the properties of this fee. Motion carried; all in favor.

Ordinance-Amending Planning and Zoning Ordinance: Mayor Dean read the outline of the change to the ordinance. This change pertains to the section covering a PUD (Planned Unit Development). The change will be that all applications, changes, etc. will go before Council for approval and not Planning and Zoning. Mayor Dean called for a motion to approve this as the 1^st and 2^nd Reading and for the approval of the amendment to the Planning and Zoning Ordinance; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root. Motion carried; all in favor.

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May 21, 2007

Continued from page 2362

Announcements:

May 22 HPC Hearing 7 p.m. Harlem Middle School Auditorium

May 23 HPC Hearing 10 a.m. Harlem Middle School Auditorium

May 28 City Offices Close-Memorial Day Holiday

June 5 Bingo Harlem Woman’s Club 7-9 p.m.

June 9 Aglow Harlem Woman’s Club 10 a.m.

June 12 Harlem Foundation 8:30 a.m.

June 14 Work Session 7:00 p.m.

June 18 City Council Meeting 7:00 p.m.

June 20 Oliver Hardy Festival Committee Meeting 7:00 p.m.

Executive Session-Real Estate: Mayor Dean called for a motion to adjourn to Executive Session with a two to three minute break; that motion was made by Councilwoman Root; 2^nd by Councilman Blalock. Motion carried; all in favor. The Regular Meeting adjourned at 7:16 p.m.; Executive Session convened at 7:22 p.m.

Mayor Dean called for a motion to adjourn Executive Session and reopen the Regular meeting; that motion was made by Councilwoman Root; 2^nd by Councilman Blalock. Motion carried; all in favor. Executive Session adjourned at 7:27 p.m.

Mayor Dean called for a motion to approve his signature of the Affidavit affirming that only two Real Estate items were discussed and that no final decision was made; that motion was made by Councilman Blalock; 2^nd by Councilwoman Root. Motion carried; all in favor.

Other: There was none at this time.

Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilwoman Root; 2^nd by Councilman Thigpen. Motion carried; all in favor. The Regular meeting adjourned at 7:28 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk