Called Meeting, City of Harlem, Georgia Page 2416
Harlem City Hall
April 4, 2008
The City Council of the City of Harlem, Georgia met for a Called Meeting on Friday, April 4, 2008 at 9:00 a.m. at Harlem City Hall with Mayor Scott Dean presiding.
Present: COUNCIL MEMBERS: 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 and City Clerk Debra E. Moore; ABSENT: City Attorney Stephen Brown; VISITORS: Leeann Meyer, Daniel Cason, Mike Sleeper, and Valerie Rowell.
Purpose: Mayor Scott Dean-Resignation
Election
The meeting was called to order by Mayor Dean at 9:02 a.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilman Blalock.
Resignation-Mayor Scott Dean: Mayor Dean presented his letter of resignation to the Council. Mayor Dean is resigning to pursue the office of County Commissioner with Columbia County. His resignation will be effective today, April 4, 2008 at 9:00 a.m. Mayor Dean called for a motion to have his resignation accepted. Councilman Blalock made the motion to accept Mayor Dean’s resignation and to include the Council’s thanks for all of his hard work; 2nd by Councilman Thigpen. Motion carried; all in favor.
At this time the “gavel” was passed to Mayor Pro tem Dixon who will preside as Mayor until a special election can be held to replace Mayor Dean.
Call for Election-Resolution: Mayor Pro tem Dixon presented the Resolution for the Call for Election to fill the unexpired term for the Office of Mayor. The Special Election will be conducted by the Columbia County Board of Elections on July 15, 2008. Qualifying will begin no earlier than 9:00 a.m. on April 28, 2008 and will end no later than 12 noon on April 30, 2008. Mayor Pro tem Dixon called for a motion for the approval of said Resolution and his signature set forth; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
Other: Council expressed their appreciation to Mayor Dean for his work over the years and wished him continued success.
Called Meeting, City of Harlem, Georgia Page 2417
April 4, 2008
Continued from page 2416
Mayor Pro tem Dixon called for a motion to adjourn the meeting; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 9:12 a.m.
Respectfully submitted,
Debra E. Moore
City Clerk
Work Session Notes Page 1
April 17, 2008
Present: COUNCILMEMBERS: 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 Stephen Brown; VISITORS: Robert Fields, Jerry Campbell, Pam Tucker, John McClellan, Brian Addenbrook, Franklin Jennings, Leeann Meyer, Linda Caldwell and Robert M. Hunter.
The meeting was called to order by Mayor Pro tem Dixon at 7:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilwoman Root.
Debris Management Plan-Pam Tucker: Pam Tucker of the Columbia County Emergency Management Services division came before Council to provide a copy of the FEMA approved Debris Management Plan for their approval. Ms. Tucker gave a brief overview of the plan. It provides policies and procedures for the removal of debris in the event of a category 3 or 4 disaster (ex. tornadoes, hurricanes, etc.) The plan covers the whole jurisdiction including the incorporated areas. We would be the agent for our own applicants. We would apply for assistance through Leeann DeLoach in the finance department at the County. The plan does not pay for clean up at private or gated communities and there are issues with mobile home parks. Seventy percent of the coverage is for construction materials; there are some environmental issues. The plan currently pays 80%; will go to 75%. Damage in the amount of $280,000.00 is required to meet per capita. Council will need to approve Monday.
Sewer Rehab Project-Summary Change Order-John McClellan: Mr. McClellan explained that the change order is to balance out the project budget to closeout the project. This is on the project that was funded by a $500,000.00 CDBG grant and financing through GEFA. Council will need to approve. There are some punch list items to be completed.
TE Project-Parking Lot-John McClellan: Mr. McClellan gave a brief update on the total project. The contractor is currently working on punch list items; the main concern with the project is the parking lot located behind the police station. The contractor is proposing to come in to do patching to correct the drainage and then seal the entire parking lot; it will look like new when completed. Striping will be re-done. The seal coat will fade over time, but will fade all together. Councilwoman questioned what would happen if it didn’t work; Mr. McClellan responded that they will have to take it all out. Mayor Pro tem Dixon wanted to know how long it would last; Mr. McClellan responded that it was estimated at 15 to 20 years. He also wanted to know if there was any warranty; Mr. McClellan responded that there was a one year warranty on the total project upon completion. There was a question if there was additional cost to the City; Mr. McClellan responded that there would not be.
Work Session Notes Page 2
April 17, 2008
City Hall Expansion-City Manager Dove: It was reported that the contracts have been signed, bonds received, etc. The notice to proceed has been issued; they will start May 1 or before.
Headstart/Community Connections Building-City Manager Dove: City Manager Dove gave a brief update on the project. Mayor Pro tem Dixon asked about the completion date; City Manager Dove responded it would be mid-June.
Planning and Zoning:
Annexation-Ordinance: The properties up for consideration for annexation approval are as follows:
George N. & Donna L. Cagle, .84 acres, Map & Parcel 031 A042, Zoned R1-A, located at 826 Appling Harlem Road
Donald L. & Jan P. Edwards, 89.21 acres, Map & Parcel 032 108A, Zoned R1-A, located at Gordon Highway
John & Emily Lonergan, 1.3 acres, Map & Parcel 031 048A, Zoned R1-A, located at 765 Knox Road (not included in previous annexation)
Brunhilde McAdoo & Daniel Ramos, .9 acres, Map & Parcel 031 233, Zoned R1-A, located at 6499 Campbell’s Way
Abner Medina Martinez, .94 acres, Map & Parcel 031 198, Zoned R1-A, located at 6491 Campbell’s Way
All requests are voluntary; would not have to provide sewer within twelve months.
City Attorney Brown gave an opinion on the 60/60 method of annexation. The statutes are very specific as to what has to be provided. It is a viable option for the City when it can meet the demands; recommends proceeding very cautiously. Plans would have to provide information on a timeline for providing services within twelve months.
Work Session Notes Page 3
April 17, 2008
Public Works/Public Safety Building: Assistant Public Works Director Robert Fields gave a brief report on this issue. What is currently planned is for Public Works and Public Safety is for the swapping of the existing buildings they are currently using. The purpose of doing this is to provide an area to erect a building that will house the fire apparatus we have on hand. The cost estimate of said building is $99,200.00. The building would go on the lot next to the current public works building. Both Council Committees are in agreement.
Beer & Wine Ordinance: Councilman Thigpen had a question on section 114.45 pertaining to Sunday sales. The response was that Sunday sales have to be approved by referendum. This ordinance is for beer and wine only; no distilled spirits. The ordinance will become effective May 1, 2008. Once application is made, it can take from 45 to 60 days to complete the process. The petitioner will be responsible for getting a survey to show the length from churches, etc. to show they are not in violation of the requirements of the ordinance. The ordinance was formed after Columbia County’s.
Other: There was none at this time.
The meeting adjourned at 7:55 p.m.
Debra E. Moore
City Clerk
Regular Council Meeting, City of Harlem, Georgia Page 2418
Harlem City Hall
April 21, 2008
The City Council of the City of Harlem, Georgia met for the Regular Council meeting on Monday, April 21, 2008 at Harlem City Hall at 7:00 p.m. with Mayor Pro tem Rudolph Dixon presiding.
Present: COUNCILMEMBERS: Mayor Pro tem Rudolph Dixon, Councilwoman Robin M. Root, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Stephen Brown; ABSENT: Councilman Tom Blalock; VISITORS: Rosemary Dixon, Jerry Campbell, Fred Fischer, Nancy Mulheron, Leeann Meyer, Daniel Cason, Jerry Baldwin, Scott Dean, James Thomas, Robert Fields, Valerie Rowell, Denise Carter, Pam Tucker, Franklin Jennings, Robert Hunter, and Julie Miller.
The meeting was called to order by Mayor Pro tem Dixon at 7:00 p.m.
The Invocation was given by former Mayor Scott Dean.
The Pledge of Allegiance was led by Councilman Thigpen.
Approval of Minutes: Mayor Pro tem Dixon called for a motion for the approval of the Minutes of the March 6 Called Meeting and the March 13 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor.
Employee of the 1st Quarter 2008: Denise Carter of the Administrative Department was designated as Employee of the Quarter for the quarter ending March 2008. She was presented with a Certificate of Recognition as well as a $100.00 savings bond.
Public Comment: There was none at this time.
Department Reports: The following departments gave reports for the Month of March 2008:
Family Connections Julie Miller, Director
Public Works Department Daniel Cason, Public Works Director
Public Safety Department Jerry Baldwin, Public Safety Director
Planning & Zoning Department Robert Fields, Asst. Public Works Director
Museum Jean Dove, City Manager
Administrative Department Jean Dove, City Manager
Regular Meeting, City of Harlem, Georgia Page 2419
April 21, 2008
Continued from page 2418
UNFINISHED BUSINESS:
Sewer Rehab Project-Summary Change Order: City Manager Dove reported that this change order is to bring the project in line with the project budget; it does not require any additional or less funds. This will close out the project. Mayor Pro tem Dixon called for a motion to approve the Summary Change Order as presented; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
TE Project-Parking Lot: City Manager Dove made recommendation to accept the recommendation of the City Engineer for the contractor to take out areas of the parking lot and patch; they will also seal the parking lot to complete it. If Council is not happy with the outcome, the contractor will be required to re-do the total parking lot paving. Mayor Pro tem Dixon called for a motion to approve the recommendation presented to Council; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion: The start date has not been established at this time; waiting on an answer from the contractor. It is estimated to take a week to complete. Motion carried; all in favor.
Other: There was none at this time.
NEW BUSINESS:
Debris Management Plan-Pam Tucker: Council required no further information. Mayor Pro tem Dixon called for a motion to approve the Debris Management Plan as written and for the approval of his signature to said document; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
Planning and Zoning Recommendations-Robert Hunter: Robert Hunter has made the request to rezone a piece of property located behind Southern Anchor Bolt to be re-zoned from B-3 Business to I-1 Industrial. The property will be used for future expansion as well as having access to the rear of the building. The recommendation from Planning and Zoning was to approve the request. Mayor Pro tem Dixon called for a motion to accept the recommendation of Planning and Zoning on the Robert Hunter request; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
Annexation Ordinance-1st and 2nd Reading: Mayor Pro tem Dixon presented Council with the Ordinance for the annexation of the following properties:
George N. & Donna L. Cagle, 0.84 acres, Map & Parcel #031 A042, Zoned R1-A located at 826 Appling Harlem Road
Regular Meeting, City of Harlem, Georgia Page 2420
April 21, 2008
Continued from page 2419
NEW BUSINESS (cont’d):
Annexation Ordinance (cont’d): Properties for Annexation (cont’d):
Donald L. & Jan P. Edwards, 89.21 acres, Map & Parcel #032 108A, Zoned R1-A located off Gordon Highway
John & Emily Lonergan, 1.3 acres, Map & Parcel #031 048A, Zoned R1-A, located at 765 Knox Road (not included with prior annexations)
Brunhilde McAdoo & Daniel Ramos, 0.9 acres, Map & Parcel #031 233, Zoned R1-A located at 6499 Campbell’s Way
Abner Medina Martinez, 0.94 acres, Map & Parcel #031 198, Zoned R1-A, located at 6491 Campbell’s Way
Mayor Pro tem Dixon called for a motion to approve this as the 1st and 2nd reading of the Annexation Ordinance; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion: The ordinance will be effective May 1, 2008. Motion carried; all in favor.
Mayor Pro tem Dixon called for a motion to approve his signature of said Ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor.
Public Works/Public Safety Building: City Manager Dove made the recommendation to table this matter until funding is found; bring to Council quarterly meeting.
Beer & Wine Ordinance-1st and 2nd Reading: Mayor Pro tem Dixon presented the Ordinance for the sale of Beer and Wine. This ordinance is repealing the prior Chapter 114 of the Code of Ordinances of the City of Harlem. The ordinance provides for the sale of malt beverages and wine within the City limits of the City of Harlem. Mayor Pro tem Dixon called for a motion for this to constitute as the 1st and 2nd Reading of the Beer & Wine Ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Discussion: The effective date of said Ordinance will be May 1, 2008. It does not provide for Sunday alcohol sales. In section 114.16 (l), it should read “in the County” in all areas and not “in the City”. All Beer and Wine is to be purchased through approved wholesalers and not places like Sam’s or Wal Mart. This Ordinance is formed after Columbia County’s. Motion carried; all in favor.
Announcements:
April 28 Museum Volunteer Meeting
April 28 Quarterly Community Services Committee Meeting
April 29 Bingo Harlem Woman’s Club 7-9 pm
April 30 Community Breakfast Harlem Middle School 7 am
May 1 3rd Grade Tour of City
Regular Meeting, City of Harlem, Georgia Page 2421
April 21, 2008
Continued from page 2420
Announcements (cont’d):
May 8 Harlem Woman’s Club 4 pm
May 13 Harlem Foundation 8:30 am
May 15 Work Session 7 pm
May 19 Council Meeting 7 pm
Other: There was none at this time.
Being no further business before Council, Mayor Pro tem Dixon called for a motion to adjourn the meeting; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:35 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk