Work Session Notes Page 1
October 22, 2007
Present: COUNCILMEMBERS: Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilwoman Robin M. Root; STAFF: City Manager Jean R. Dove and City Clerk Debra E. Moore; ABSENT: Mayor Scott Dean, Councilman John Thigpen and City Attorney Barry Fleming; VISITORS: Rosemary Dixon, Fred Fischer, Daniel Cason, Brenda Sanford, Jim Davis and Scout Troop #116.
The meeting was called to order by Mayor Pro tem Dixon at 6:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Scout Troop #116.
TE Project (Streetscape)-Change Order #2: City Manager Dove reported that this change order was in regards to underground wiring and trenching in the parking lot. The funds will come from the Contingency that was originally set aside in the contract budget; will be transferred to Contractor’s budget. There will be no additional funds needed to cover this work. Council will need to approve.
Ordinance-Annexation Huffman & Lonergan-Knox Road: City Manager Dove reported that we have received no response from the County on these two annexation requests; it is past their 30 day time limit. Council will need to approve.
Water Billing Format & Newsletter: City Manager Dove reported that we have received a proposal from Tailored Business Systems (TBS), our software company, in regards to taking care of our water billing and the printing of the City’s newsletter. The billing will change to a full page; the newsletter will be included with the bill. The cost of doing the billing was quoted at $.54 per bill (includes printing, folding, mailing, etc.); the newsletters will be an additional $.01 per page. We should realize a savings on both and she is making a recommendation to Council to approve.
November Council Meeting Date: City Manager Dove reported that due to the “Feed A Soldier” dinner on November 20, she is requesting that the Council meeting be changed to follow the regularly scheduled Work Session on Thursday, November 15, 2007. The Work Session would begin at 6:00 p.m. with the Regular Meeting following immediately afterwards. There was some question as to why this was requested; Council made the change last year due to their involvement with dinner preparations the night before. Council will need to approve this request.
Other: There was none at this time
Work Session Notes Page 2
October 22, 2007
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The Work Session adjourned at 6:10 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2388
October 22, 2007
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, October 22, 2007 immediately following the Work Session that adjourned at 6:10 p.m. at Harlem City Hall with Mayor Pro tem Rudolph Dixon presiding.
Present: COUNCILMEMBERS: Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilwoman Robin M. Root; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming; ABSENT: Mayor Scott Dean and Councilman John Thigpen; VISITORS: Rosemary Dixon, Fred Fischer, Daniel Cason, Jim Davis, and Scout Troup #116.
The meeting was called to order by Mayor Pro tem Dixon at 6:20 p.m.
Approval of the Minutes: Mayor Pro tem Dixon called for a motion to approve the Minutes of the September 17, 2007 Regular Meeting; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Special Recognition: 3rd Quarter Employee Michael B. Addenbrook (not in attendance)
Public Comment: Mayor Pro tem Dixon recognized Brenda Sanford. Mrs. Sanford came before Council to speak on the Community Businesses. She listed the stores that had closed recently: Kay’s Pharmacy and Country Corner; she was employed by both. She spoke on how she felt about the community not supporting the stores and would like the Council to find a way to get them to do so.
Department Reports: The following reports were given for the month of September 2007:
Police Department Rudolph Dixon, Mayor Pro tem
Fire Department Rudolph Dixon, Mayor Pro tem
Public Works Department Daniel Cason, Public Works Director
Museum Rudolph Dixon, Mayor Pro tem
Planning & Zoning Department Jean R. Dove, City Manager
Administrative Department Jean R. Dove, City Manager
UNFINISHED BUSINESS:
TE Project (Streetscape)-Change Order #2: Mayor Pro tem Dixon called for a motion to approve Change Order #2 request in the amount of $17,028.50 to come from the contract budget line item “Contingency”; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2389
October 22, 2007
Continued from page 2388
UNFINISHED BUSINESS (cont’d):
Other: There was none at this time.
NEW BUSINESS:
1st and 2nd Reading Ordinance-Annexation: Mayor Pro tem Dixon read the ordinance to annex the following properties into the City of Harlem:
Paul W. Huffman, 757 Knox Road, 2.7 acres, Map and Parcel 031-050, zoned Single Family R-1D
John M. & Emily V. Lonergan, Knox Road, 1.3 acres, Map and Parcel 031-049, zoned Single Family R-1D
The annexations would become effective November 1, 2007. Mayor Pro tem Dixon called for a motion to approve this as the 1st reading of said ordinance; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Mayor Pro tem Dixon proceeded with the 2nd reading of the ordinance. Mayor Pro tem Dixon called for a motion to approve this as the 2nd reading of the ordinance and the annexation of said properties and for the approval of his signature to the ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Water Billing Format & Newsletter: Mayor Pro tem Dixon called for a motion to approve for City Manager Dove to proceed with Tailored Business Systems in contracting with them for the printing and distribution of the water bills and the newsletters; that motion was made by Councilwoman Root; 2nd by Councilman Dixon. Motion carried; all in favor.
November Council Meeting Date: The requested change is to move the Regular Meeting to November 15, 2007 to follow immediately after the Work Session scheduled for 6:00 p.m. Mayor Pro tem Dixon called for a motion to approve the requested change; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Announcements:
October 23 Bingo-Woman’s Club-7 to 9 p.m.
October 29 Museum Volunteer Meeting 1:00 p.m.
October 30 Grass Roots Arts Luncheon 12 noon Sacred Heart
October 31 Community Breakfast Harlem Middle School 7:00 a.m.
Regular Meeting, City of Harlem, Georgia Page 2390
October 22, 2007
Continued from page 2389
Announcements (cont’d):
November 1 GMA 7th District Meeting 7:00 p.m. Waynesboro
November 2-4 Council Retreat
November 5 Oliver Hardy Festival Wrap Up 7:00 p.m.
November 8 Harlem Woman’s Club 4:00 p.m.
November 12 Veteran’s Day Holiday-Offices Closed
November 12 Success Columbia County Style-Red Oak Manor 5:30-7:30 p.m.
November 13 Pioneer Garden Club
November 14 Tree Board Meeting 10 a.m.
November 14 Bridge Grant-12 noon- Harlem
November 14 CSRA RDC Annual Meeting 6:30 p.m. Gordon Club
November 16 Employee Quarterly Meeting/Luncheon
November 20 Feed a Soldier
November 22/23 Thanksgiving Holidays-Offices Closed
November 28 Community Breakfast Harlem Middle School 7:00 a.m.
Other: There was none at this time.
Being no further business before the Council, Mayor Pro tem Dixon called for a motion to adjourn the meeting; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 6:45 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk