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Work Session Notes                                                                                        Page 1

September 13, 2007

Present:  COUNCILMEMBERS:  Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin Root, and Councilman John Thigpen; STAFF:  City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming; VISITORS:  Fred Fischer, Bill Speer, Herbert Flick, Daniel W. Cason, Pam Helton, Denise Carter and Don Berry.

The Mayor was called to order by Mayor Dean at 7:00.

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Fred Fischer.

GMA Debt Collection Service-Pam Helton:  Ms. Helton presented the programs that are offered by GMA concerning Debt Collection.  Debt Collection could be done on utility bills, fine/fees, etc.  Fees are contingency based and range from 23.4% to 27%; the fees are not charged unless a collection is made.  They are based on the age of the charges and the dollar amount.  This program is being recommended by City Manager Dove; Council will need to approve to proceed with contracting with them.

Credit Card-Payment Option for Customers:  Ms. Helton presented this program to Council.  We will need to have this in place prior to being able to accept on-line payments from our customers.  We would “piggy-back” on the State system; the service fee will be about 2%.  Council will need to approve to proceed.

2006 Audit Report-Mr. Don Berry:  Don Berry of Berry & Associates presented the audit for year ending December 31, 2006 to Council; overall the City had a good year.  We were reminded about turning in information on the capitalized items for the sub-divisions.  He made the recommendation to make budget adjustments during the year on items we have over spent on and not wait until the end of the year.

Bridge Grant (Communication):  Denise Carter presented the information to Council.  This is an Economic Development Grant.  There is a match obligation; Columbia County would fulfill the $3,300.00 if they do not, Harlem and Grovetown would split the cost.  There have been some meetings set up for October 10, November 14, and December 12.  These are luncheons with an estimated 80 in attendance; Harlem will host the November meeting.  Phase I of the Grant is for the assessment; Phase II is for the equipment (similar to the Brownsfield Grant).  Council will need to approve to participate/proceed.  This is a USDA grant for the rural areas and not necessarily the Martinez/Evans area.  The County possibly backed out due to time constraints.

Project Updates:

• Streetscape:  The parking lot has been paved and striped.  The contractor is trying to finish the north end and the area at the police station as well as the widening of the driveway at Bailey’s prior to the Festival.  Prather Construction is currently doing a façade update on their building; putting it back to its’ original construction.  There have been some drainage issues that are not the City’s.  For the landscaping, we will look at McCorkle’s Nurseries.
• Sewer Expansion:  It was reported that this is still being worked on and is almost ready to go to bid; waiting on the watershed assessment report.

2008 CDBG Grant-Allen Smith Consulting:  City Manager Dove reported that it is time to apply for the 2008 grant.  It is recommended to apply for the grant for a Senior Center.  We could look at the building on New Street.  This grant would not be based on income.  The Harlem Foundation has some funds designated for this building.  Council will need to approve to contract with Allen-Smith Consulting.

Final Plat-Hardy Station:  City Manager Dove reported that the Final Plat has been approved by Turnipseed Engineers; it is ready for approval by Council.  There is some concern with some trees in the vicinity of the Lift Station.  It was recommended to approve the plat contingent upon the removal of the trees in question.  Mayor Dean directed Councilman Blalock and Public Works Director Cason to mark the trees that need to be removed.

Councilman Blalock asked about when the City would actually take over the maintenance of the sub-division.  City Manager Dove reported that currently we take over after a year of approval of the final plat.  We need to look at changing the ordinance to read as “take over after 90% built out; 10% bonded.”  The Warranty would take place at that time.

Other:  The paving on the south side of town is at a standstill due to not having received the results on the videotaping of the sewer lines.  Turnipseed Engineers is having problems with getting copies of the videos.

Bill Speer and Herbert Flick asked to address Council on the construction in their area (Fairview Court off of Fairview Drive).  This construction is being done by Prather Construction and was approved back in the 90’s.  This is a cul de sac that will have at least four homes included.  City Manager Dove went over the things that had already been approved by prior Council’s and items that had not (Adams property).  There are concerns with the information they found at the County as the area still being listed as one big parcel.  This and other items are being currently worked on with the County to get updated. 

The meeting closed at 8:00 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia                                                         Page 2385

September 17, 2007

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, September 17, 2007 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 Barry Fleming; VISITORS:  Rosemary Dixon, Ted Bingham, Phil & Jean Turner, Robert Fields, Bobby Cash, Daniel Cason, Stuart Humphries, Valerie Rowell, Jerry Baldwin, Dee Tapley and Nancy Mulheron.

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 Tom Blalock.

Approval of Minutes:  Mayor Dean called for a motion to approve the Minutes of the August 20, 2007 Regular meeting and the August 31, 2007 Called meeting; that motion was made by Councilman Thigpen; 2^nd by Mayor Pro tem Dixon.  Motion carried; all in favor.

Special Presentation:

• Mr. Stuart Humphries:  Mr. Humphries presented the City of Harlem with the Outstanding BSR Plant award.  This is the third year that the City has been presented with the award.  The award was presented to Assistant Public Works Director Robert Fields and Operator Ted Bingham.
• Robert Cash:  Mr. Cash expressed his appreciation to the City for their support of him and his service with the Reserves.  He applied for recognition of the City and their support.  The City received recognition of a five star rating.  He presented Mayor, Council, City Manager and City Attorney with certificates, pins and a DVD.

Public Comment:  There was none at this time.

Department Reports:  The following departments gave reports for the month of August 2007:

Public Works Department                                 Daniel Cason, Public Works Director

Fire Department                                               Jerry Baldwin, Public Safety Director

Planning & Zoning Department              Dee Tapley, Department Head

Regular Meeting, City of Harlem, Georgia                                                         Page 2386

September 17, 2007

Continued from page 2385

Department Reports (cont’d):

Administrative Department                                Jean Dove, City Manager

Museum                                                           Jean Dove, City Manager

UNFINISHED BUSINESS:

TE (Streetscape Project):  City Manager Dove reported that the contractor is back on the main street working.  They will be doing the expansion to the entrance to the City Municipal parking lot on September 18.  They have brick pavers on order, but they will not be here until after the Festival.  They will clean up the areas that would’ve had the brick pavers placed in them.  Councilman Thigpen asked about the holdup in the front of Doctor Owens; the holdup has to do with Georgia Power.

Sewer Projects:

• Rehab Project:  City Manager Dove reported that Friday, September 14 was the final date for the contractor to turn in the videos; as yet, they have not been turned in.  John McClellan is looking at getting another contractor to do the videoing again; there will be no cost to the City.  It will come out of retainage from American Waterworks.
• Wastewater Treatment Plant:  City Manager Dove reported that Mr. McClellan is still working on some of the required items.  The design review has been approved.

Other:  There was none at this time.

NEW BUSINESS:

GMA Debt Collection Services:  Mayor Dean called for a motion to go into contract with GMA’s Debt Collection Services; that motion was made by Councilman Thigpen; 2^nd by Councilwoman Root.  Motion carried; all in favor.

Approval for Credit Card Payment Option:  Mayor Dean called for a motion to proceed with contracting with GMA to be able to accept payment by credit card; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilman Thigpen.  Motion carried; all in favor.  This will cover debit cards as long as they are VISA or MasterCard.

2006 Audit Approval:  Mayor Dean called for a motion to approve the 2006 Audit as presented by Don Berry of Berry & Associates; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon.  Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia                                                         Page 2387

September 17, 2007

Continued from page 2386

NEW BUSINESS (cont’d):

Bridge Grant-Approval to Participate:  City Manager Dove gave a recap of the Grant.  This is a five County grant; Columbia County signed to participate and has now decided to not participate but has agreed to pay the fees.  City Manager Dove recommends to Council to approve $3,500.00 from Contingency in the event that Columbia County does not pay the fees.  Mayor Dean called for a motion to approve for the City to participate in the Bridge Grant and in the event that the County does not pay the participation fees to approve the allocation of $3,500.00 from Contingency to cover the fees; that motion was made by Mayor Pro tem Dixon; 2^nd by Councilwoman Root.  Motion carried; all in favor.

Allen-Smith Consulting-2008 CDBG Contract:  Mayor Dean called for a motion for the approval to contract with Allen-Smith Consulting on the 2008 CDBG application; that motion was made by Councilman Blalock; 2^nd by Councilman Thigpen.  Discussion:  This application will be for a Senior Center.  Motion carried; all in favor.

Hardy Station-Approval of Final Plat:  Mayor Dean reported that the Final Plat for Hardy Station has been reviewed and approved by John McClellan of Turnipseed Engineers.  Mayor Dean called for a motion to approve the Final Plat for Hardy Station; that motion was made by Councilman Blalock; 2^nd by Mayor Pro tem Dixon.  Motion carried; all in favor.

Announcements:

September 18                           Garden Club-4 p.m.-Diane Elrod’s Home

September 25                           Community Connections 9:30 a.m. HUMC

September 26                           Community Breakfast 7:00 a.m. HMS

October 5                                Reception-Oliver Hardy Festival 7:00 p.m. Red Oak Manor

October 6                                Festival

October 8                                City Offices Closed-Holiday

October 22                              Work Session 6 p.m. Council Meeting Immediately After

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 Councilwoman Root.  Motion carried; all in favor.  The meeting adjourned at 7:25 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk