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Work Session Notes                                                                                        Page 1

November 15, 2007

Present:  COUNCILMEMBERS:  Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin M. Root, and Council John Thigpen; STAFF:  City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Steven Brown; VISITORS:  Vasta Rousey, Gary Holland, Rosemary Dixon, Daniel Cason, John McClellan, Jake Tice, Chelsea Root, Jerry Campbell, Valerie Rowell, Nancy Mulheron, Julie Miller, Robert Cash, Linda Caldwell, and Fred Fischer (late arrival).

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

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Councilman Blalock.

Special Recognition-Councilman John Thigpen:  Councilman Thigpen recognized the following volunteers for their participation with this year’s festival:  Vasta Rousey, Jake Tice, Gary Holland (Masonic Lodge #276), Nancy Mulheron and Linda Caldwell.

Sgt. Robert Cash-National Guard:  Sgt. Cash came before Council to request support of his regiment (278^th MP Company) stationed at Fort Gordon.  He presented a proposal that outlines what would be expected of the City as well as the regiment.  The City would formally adopt the unit.  What would be required of the City would be to provide personnel and administrative support, a location for meetings, support for fundraisers, support in supplying care packages and provide an outlet to seek support from the local community and organizations.  No funding would be required.  Council will need to approve.

Engineer John McClellan-Reports:

• Water Study Report:  Recommends going back to the Godwin well if quantity is what the City is looking for; there were some issues with the water quality.  The second recommendation would be Test Well #1 that is located near the Dozier Well on Harlem-Grovetown Road.  If the City proceeds with the Godwin well, he would need to get back with Donald Green.  Videoing and cleaning as well as testing of the well would need to be done.
• Sewer Plant Expansion:  The final markups of the plans are being done; virtually complete.  Paperwork should be submitted to EPD in December.
• Sewer Rehab:  Base bid work has been completed; doing punch list items.  The paving has been set for the CDBG area.  The contractor will be back in town Tuesday, November 20 to complete the punch list items.
• Streetscape Project:  Letters have been sent in reference to the completion date being passed as well as the City of having the option of liquidated damages.  The parking lot is unsatisfactory; the contractor (JHC) is in agreement.  The problem is with the sub-contractor.  There is a flat grade out there, but the contractor was aware of that in the beginning.  They will be meeting with them again.

Work Session Notes                                                                                        Page 2

November 15, 2007

Annexation Ordinances:

• Charles Love Estate-575 Lamkin Road:  Council will need to adopt the ordinance annexing Mr. Love’s property; this will close an island.  The County had been notified and no objections have been received.
• Jennifer S. & Robert R. Guy-610 Fairview Drive:  Council will need to adopt the ordinance annexing Mr. and Mrs. Guy’s property; this will close an island.  The County had been notified and no objections have been received.

Annexation Report:  City Manager Dove reported that Jerry Campbell is currently working on the Campbell’s Crossing area.  She also reported that we should have another ordinance to come before Council for property owned by Larry Prather on the south side of town; this will open up other areas for annexation.

Capital Outlay Purchases:

• Leaf Vacuum Machine:  This item was discussed at this year’s Council budget retreat.  This item can be purchased this year with the excess funds received in the LOST revenue.  Due to this machine not being available from any contractor in Georgia, Council will need to approve the purchase and waive the requirement of three bids as set per the purchasing ordinance.  Council will also need to approve a budget adjustment.
• Patrol Car:  This item was also discussed at this year’s Council budget retreat and can be purchased from the same excess funds.  Three bids are to be gotten and should include Culpepper Ford in Thomson.

Other:  Linda Caldwell and Sgt. Robert Cash arrived late and their presentations were at this time.  The information is included with their items above.

The Work Session closed at 6:30 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia                                                         Page 2390

November 15, 2007

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Thursday, November 15, 2007 immediately following the Work Session that adjourned at 6:30 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 Work Session notes.

The meeting was called to order by Mayor Dean at 6:38 p.m.

Approval of the Minutes:  Mayor Dean called for a motion to approve the Minutes of the October 22, 2007 Regular Meeting; that motion was made by Councilwoman Root; 2^nd 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 October 2007:

Family Connections                                                      Julie Miller, Director

Fire Department                                                           Scott Dean, Mayor

Police Department                                                        Scott Dean, Mayor

Public Works Department                                             Daniel Cason, Public Works Director

Planning & Zoning Department                          Scott Dean, Mayor

Administrative Department                                            Jean Dove, City Manager

Museum                                                                       Linda Caldwell, Head Volunteer

UNFINISHED BUSINESS:

Engineer John McClellan-Project Updates:  Updates were given at the Work Session.  Prior to accepting the recommendation on the Water Study, Council would like to meet with Public Works for further discussion.

Other:  City Manager Evaluation:  Mayor Dean called for a motion to approve a step increase for City Manager Dove and for it to be retroactive to July 1, 2007; that motion was made by Councilman Dixon; 2^nd by Councilman Thigpen.  Discussion:  The City Manager’s evaluation will be conducted in November at the Council Budget Retreat.  Motion carried; all in favor.

 Regular Meeting, City of Harlem, Georgia                                                         Page 2391

November 15, 2007

Continued from page 2390

NEW BUSINESS:

Sgt. Robert Cash-National Guard Unit:  Sgt. Cash presented Council with a proposal for the City to adopt his regiment, 278^th MP Company, stationed at Fort Gordon.  There will be no financial commitment from the City; need of manpower support, meeting place, administrative support, etc.  Mayor Dean called for a motion to approve his signature of the proposed agreement; that motion was made by Councilwoman Root; 2^nd by Councilman Blalock.  Motion carried; all in favor.

Annexation Ordinances- 1^st and 2^nd Readings:

• Charles Love-575 Lamkin Road-Mayor Dean read the ordinance annexing the property of Charles Love and the Estate of Idether Love located at 575 Lamkin Road, Harlem, GA, .50 acres, Map & Parcel No. 032 059, Zoning R1-A.  Mayor Dean called for a motion to approve this as the 1^st and 2^nd Reading and to approve the ordinance as written; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon.  Motion carried; all in favor.
• Jennifer S. & Robert R. Guy-610 Fairview Drive-Mayor Dean read the ordinance annexing the property of Jennifer S. & Robert R. Guy located at 610 Fairview Drive, Harlem, GA, .46 acres, Map & Parcel 031 096, Zoning R1-A.  Mayor Dean called for a motion to approve this as the 1^st and 2^nd Reading and to approve the ordinance as written; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root.  Motion carried; all in favor.

Capital Outlay Purchases:

• Leaf Vacuum Machine-Mayor Dean called for a motion to waive the Purchasing Ordinance requirement of having three quotes to make a purchase over $5,000.00 due to the equipment not being available from three other manufacturer; to approve the purchase of said equipment in the sum of $17,298.00 and to amend the budget in December to cover the purchase; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon.  Motion carried; all in favor.
• Patrol Car-Mayor Dean called for a motion to approve for Public Safety Director Jerry Baldwin to seek three bids as required per Ordinance  up to $22,000.00 with the stipulation that if the bids are higher than $22,000.00 to bring back to the City Manager for approval.  There will be a budget amendment in December.  The motion was made by Councilman Blalock; 2^nd by Councilwoman Root.  Motion carried; all in favor.  Discussion-Culpepper Ford is to be included in the bids.

Announcements:

November 16                           Employee Luncheon 12 noon Harlem Woman’s Club

November 20                           Military Thanksgiving (Feed a Soldier) 6:00 & 7:30 p.m.

                                                Fellowship Hall Methodist Church

Regular Meeting, City of Harlem, Georgia                                                         Page 2392

November 15, 2007

Continued from page 2391

Announcements (cont’d):

November 22/23                      Thanksgiving Holidays

November 28                           Community Breakfast Harlem Middle School 7:00 a.m.

December 1                             Grovetown Christmas Parade

December 5                             Tree Board Meeting 10 a.m. Administrative Office

December 6                             Tree Lighting 6 p.m. City Hall

December 8                             Christmas in Downtown Harlem

December 8                             Christmas Parade 11:00 a.m.

December 11                           Bid Opening Headstart/Community Connection Building

December 13                           Work Session 7:00 p.m. City Hall

December 17                           Regular Council Meeting 7:00 p.m. City Hall

December 20                           Bridge Grant Meeting 6:30 p.m. Grovetown-Freedom Park

December 21                           Employee Christmas Luncheon 12 noon City Hall

Other:  There was none at this time.

Being no further business before Council, Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Blalock.  Motion carried; all in favor.  The meeting adjourned at 7:02 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk