Work Session Notes Page 1
August 14, 2008
Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, 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 Barry Fleming; ABSENT: Councilman Tom Blalock; VISITORS: Fred Fischer, Daniel Cason, Robert Fields, Lance Herring, and Phil Turner.
The meeting was called to order by Mayor Culpepper at 7:00 p.m.
The Invocation was led by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Mayor Culpepper.
TE Project-Parking Lot: City Manager Dove gave an update. The City is asking for the parking lot to be warranted for five years if the application/coating is done; we have not received a response at this time. The current lot has held up under the weight of the garbage trucks (driving in; turning around). Mayor Culpepper and City Manager Dove have concerns about some of the seaming. The coating should make the lot look more uniform.
City Hall: City Manager Dove presented Change Orders #2, #3, and #4; these are for the addition of data outlets, a credit for less electrical work, and a reason change that concerns the beam in the existing building not being up to code. The County will not approve anymore work to proceed until it has been replaced. Change Orders #2 and #3 have been repaired; we have received an estimate for Change Order #4. The total of the three change orders will increase the project from $277,200.00 to $280,224.73; a difference of $3024.73.
City Manager Dove also reported that she is estimating furniture, fixtures, and technology needs to be about $40,000.00; that funding is in the Capital Projects account. Council will need to approve the funds. She is also working with Columbia County on some of the items; we will price shop and work with State contract as well.
Head Start/Family Connection Building: City Manager Dove reported that the completion date is estimated to be August 31, 2008. There is no power to the building; Georgia Power needs an easement to install the power poles. Council will need to approve the easement. We have also found out that AT & T lines are not available; they will work with Georgia Power to install lines.
Police Department Building-Roof: City Manager Dove reported that the roof at
the existing building is in need of repair. Lord’s Roofing did the existing
roof. There have been roofers in to check; they claim the roof was installed
incorrectly. Estimates received to replace the roof have been in the $17,000.00+
range; estimates for repair are in the $3,500.00 to $4000.00 range. There was
discussion about putting in a slant roof;
Work Session Notes Page 2
August 14, 2008
Police Department Building-Roof: the air conditioning system would have to be
moved to do this. City Manager Dove to call Two State Construction; look at
a 25 year membrane. We will also look at the costs for moving the system below
so a slant roof could be done.
Other:
CDBG 2008: City Manager Dove reported that the City did receive the $500,000.00 Community Development Block Grant that is to be used for the proposed Senior Center that will be located at the City Park. City Manger Dove also reported that Family Connections was approved for the 21st Century Grant; this is five year grant. The grant is for $350,000.00 per year for the first three years; and a reduced amount for the last two years.
Executive Session-Legal: This was requested by City Attorney Fleming. Mayor Culpepper called for a motion to adjourn the Work Session to go into Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. The Work Session adjourned at 7:20 p.m.; Executive Session convened at 7:25 p.m.
Mayor Culpepper called for a motion to adjourn Executive Session and re-open the Work Session; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 8:21 p.m. and Work Session convened at that time.
Mayor Culpepper called for a report from the City Attorney; City Attorney Fleming reported that there were two legal issues discussed and no final action was taken. Mayor Culpepper called for a motion to approve his signature to the Affidavit acknowledging the aforementioned report; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Being no further business for discussion before Council, Mayor Culpepper closed the Work Session at 8:22 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2449
August 18, 2008
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, August 18, 2008 at 7:00 p.m. at Harlem City Hall with Mayor Robert W. Culpepper presiding.
Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, 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: Fred Fischer, Robert Fields, Renee and Rachel Martin, Jerry Baldwin, Valerie Rowell, and Daniel Cason.
The meeting was called to order by Mayor Culpepper at 7:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Mayor Culpepper.
Approval of Minutes: Mayor Culpepper called for a motion to approve the Minutes of the July 7, 2008 and July 14, 2008 Tax Mill Rate Hearings, the July 14, 2008 Called Meeting, July 21, 2008 Regular Meeting, the July 28, 2008 Called Meeting and the July 30, 2008 Called Meeting; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon.
Special Presentation-Employee of the 2nd Quarter: Renee Martin of the Administrative Department was presented with a Certificate of Appreciation and a $100.00 savings bond for being chosen as Employee of the Quarter for the 2nd quarter of 2008. Mayor Culpepper also presented Valerie Rowell, of the Columbia News-Times, with a gift card from Mayor, Council and City Manager for the upcoming birth of her child.
Department Reports: The following departments gave reports for the month of July 2008:
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
Community Connections Jean Dove, City Manager
Museum Jean Dove, City Manager
Administrative Department Jean Dove, City Manager
Regular Meeting, City of Harlem, Georgia Page 2450
August 18, 2008
Continued from page 2449
UNFINISHED BUSINESS:
City Hall Expansion Project: City Manager Dove reported that there are four change orders for subject project. They are for the following:
Change Order #2 Additional Voice and Data Outlets $440.00
Change Order #3 Credit for material and labor for electrical work $1,400.00cr
Change Order #4 Installation of two laminate beams $4,424.73
Change Order #5 Est. Installation of wall in front office $850.00
Mayor Culpepper called for a motion to approve the change orders as presented; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Head Start/Community Connection Building: City Manager Dove reported that currently there is no power at the park to run to the building. Georgia Power will need an easement from the City in order to put up the power poles. Mayor Culpepper called for a motion to approve the easement to Georgia Power on the S. Bell Street side of the park and building so that they may install the power poles to provide electricity to the building; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
TE (Streetscape) Project: City Manager Dove gave an update. The punch list has been completed; the parking lot still needs to be coated. We are still waiting on the answer about the warrant; have requested five years. The coating will be thicker than normal; should look uniform. Councilman Blalock still had some concerns with drainage. City Manager Dove reported that they had done as much as they can. Councilman Blalock if the City Engineer was satisfied with the work; he would accept it.
Other: There was none at this time.
NEW BUSINESS:
Police Department-New Roof: City Manager Dove reported that a quote was received
from Modern Roofing in the amount of $20,990.00; this would increase in the
event that additional items are needed (air conditioner removal, replacement
of any wood, warranty [15 years]). Public Safety Director Baldwin has other
quotes coming in. City Manager Dove to get with Ben Carter of Carter-Watkins
Architects to see about a slant roof. Per Public Safety Director Baldwin, the
air conditioner needs to be replaced (unit on the roof). There is no other room
on the property. City Manager Dove to check with new easements.
Regular Meeting, City of Harlem, Georgia Page 2451
August 18, 2008
Continued from page 2450
NEW BUSINESS (cont’d):
Announcements:
August 19 Public Safety Committee Meeting-Admin Office 11:00 a.m.
August 21 Merchants Meeting 8:00 a.m.
August 21 Meeting-Grovetown 12 noon-Charter Cable
August 22 Employee Luncheon 12 noon-Harlem Woman’s Club
August 25 Historic Preservation Commission 7 p.m. City Hall
August 27 Oliver Hardy Festival Meeting 7 p.m.
September 1 Labor Day Holiday-City Hall Closed
September 2 HPC Training-6 to 8 p.m. City Hall-Jennifer Martin Lewis from
UGA will be conducting the training
September 4 Fire Station Bid Opening-2 p.m. City Hall
September 11 Work Session 7 p.m. City Hall
Executive Session: Mayor Culpepper called for a motion to adjourn the Regular meeting and go into Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 7:35 p.m.; Executive Session convened at 7:40 p.m.
Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 8:12 p.m.
Mayor Culpepper called for a motion to reconvene the Regular meeting; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. The Regular meeting reconvened at 8:12 p.m.
Mayor Culpepper called for a report on Executive Session from the City Attorney. City Attorney Fleming reported that one legal issue was discussed and that no final action was taken. Mayor Culpepper call for a motion to approve his signature to the Affidavit acknowledging this; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Other-IGA-Mayor Culpepper: Mayor Culpepper reported that he spoke with Will King on the IGA project. Mr. King is adamant about proceeding; they are not able to make the changes with the “effice”. Mayor Culpepper stated that he has heard over and over that their people were told to use brick. The ordinance specifies brick, textured masonry, or stucco. Mr. King will be calling Mayor Culpepper back tomorrow. City Attorney Fleming made the recommendation to send a letter to put them on notice that the City does not accept “effice” as stucco. He also recommends amending the ordinance
Regular Meeting, City of Harlem, Georgia Page 2452
August 18, 2008
Continued from page 2451
NEW BUSINESS (cont’d):
Other-IGA (cont’d): to read “effice” is not acceptable as stucco. Council will support the Mayor in the decision made to not accept the “effice”.
Being no further business before Council, the Mayor called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:30 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk
Called Meeting, City of Harlem, Georgia Page 2453
August 28, 2008
Harlem City Hall
The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, August 28, 2008 at 6:00 p.m. at Harlem City Hall with Mayor Robert W. Culpepper presiding.
Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, 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 Fleming; VISITORS: N/A.
Purpose: September Council Meeting Date
278th M.P. Unit
Executive Session-Legal/Personnel
The meeting was called to order by Mayor Culpepper at 6:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Mayor Culpepper.
September Council Meeting Date: City Manager Dove reported that due to the scheduling of the 2008 CDBG Recipients Workshop being scheduled for September 15, 2008, she is recommending changing the September Regular meeting date to the same as Work Session. Work Session is scheduled for Thursday, September 11 at 7:00 p.m. The recommendation is to change Work Session to 6:00 p.m. with the Council meeting to follow immediately after. Mayor Culpepper called for a motion to change the September Council meeting based on the recommendation of the City Manager; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Discussion: Mayor Pro tem Dixon will not be in attendance. Motion carried; all in favor.
278th M. P. Unit: Mayor Culpepper reported that he had received a request from City employee Bobby Cash, who is currently deployed in Iraq, if the City would consider sponsoring a pizza get together for the 278th M.P. Unit for a moral booster. The City is a partner the 278th M.P. Unit. The requested amount is $300.00. Mayor Culpepper called for a motion to approve the designation of $300.00 to come from the Activity Fund for sponsorship of the pizza get together for the 278th M.P. Unit; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. City Manager Dove stated that she would like to send some type of certificate showing the City’s appreciation and thanking them for their service. Councilman Thigpen asked about doing care boxes for Christmas; City Manager Dove stated that they are scheduled to be back in the states around December 10. She will give updates as they come in.
Called Meeting, City of Harlem, Georgia Page 2454
August 28, 2008
Continued from page 2453
Executive Session: Mayor Culpepper called for a motion to adjourn the Regular meeting and to convene Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. The Regular meeting adjourned at 6:09 p.m.; Executive Session convened at 6:09 p.m.
Mayor Culpepper called for a motion to adjourn Executive Session and to reconvene the Regular meeting; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Executive Session adjourned at 6:39 p.m.; the Regular meeting reconvened at 6:39 p.m.
Mayor Culpepper called for a report of Executive Session; City Manager Dove reported that one legal and one personnel issue were discussed and that no final action was taken. Mayor Culpepper called for a motion to approve his signature of the Affidavit acknowledging this; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Being no further business to come before Council, Mayor Culpepper adjourned the meeting at 6:40 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk