Work Session Notes Page 1
February 14, 2008
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: Daniel Cason, Robert Fields, and James Thomas, Jr.
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 City Attorney Fleming.
Planning and Zoning:
TE Project (Streetscape): City Manager Dove reported that the traffic signals have been installed and has been assured that the turn signal is in place. The project is almost complete. We are talking with Guillebeau Iron about the possibility of painting the poles that hold the traffic lights; came in silver due to the increased cost of the black. The black would match the street lights. We have four extra light poles and propose to install two at Harlem-Grovetown Road, one at the Municipal Parking Lot and one at the Woman’s Club. We currently have not received word on the application for the proposed TE project for Highway 78 (Milledgeville Road).
Resolution-2008 CDBG Grant: The resolution is for the support of the proposed Senior Center to be located at the City Park. It requires a cash match of $10,000.00. Council will need to approve.
Ordinance-Annexation: This is for a portion of the property owned by LaGrand A. Van Keuren d/b/a Van Keuren Enterprises off Planer Mill Road that is not already in the City
Work Session Notes Page 2
February 14, 2008
Ordinance-Annexation (cont’d):
limits; Map and Parcel 043 022B; zoned I-1. The property is contiguous to Planer Mill Road and is an estimated five acres; this is an L-shaped piece of property at the end of the paved area of Planer Mill Road. Note: The owner of the Sims property is interested in annexing into the City. The Pepper property would become an island; working on getting her signature. There were some questions on sewer availability; would possibly have to go through the Lonergan property. We are to use the 60/60 method if necessary. Get answer on this prior to approving annexation request.
City Hall-Bid: The low bid was from WBM Construction out of Meter, GA in the amount of $277,200.00. Their references have been checked; one negative out of several checked. Project is to be completed in 150 days. The next lowest was from Continental; they did the water plant for Columbia County. Their bid was $278,200.00 and would be completed in 180 days.
City Charter Draft: One of the main changes involves the election of the Mayor; instead of a plurality vote, the Mayor would have to receive 40% of the vote (in the event that more than two run for office). Council will stay as plurality. Council to look over the proposed Charter and give any changes to City Manager Dove.
Brownsfield Grant-Approve Consultant: This is for the second phase of the Brownsfield Grant. Linda from RDC recommends Concurrent Technology Corporation.
Cornerstone Creek-Phase 3 and 4: The preliminary plans have been approved by Turnipseed Engineers for Phase 3 and 4; this section would mirror Phase 1 and 2 and wants it to be a PUD. We are to make sure all regulations are followed (advertising, etc.) that would pertain to this. The setbacks of Phase 1 and 2 will be followed.
Reappointment of Tree Board Members: Jack Hatcher and Robert Zipperer are up for reappointment; Councilman Blalock recommends the terms to be for three years.
Arbor Day Celebration: Set for Tuesday, February 19 at 4:00 p.m. The City will receive their official recognition for the Tree Board and “Tree City USA” designation.
Other: EMT Class has 18 participants; 12 are in need of hepatitis shots (3 series).
Being no further business before Council for discussion, the meeting adjourned at 7:40 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2405
February 18, 2008
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, February 18, 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 Steven Brown; VISITORS: Robert Fields, Ted Bingham, Jerry Campbell, Phil and Jean Turner, Valerie Rowell, Daniel Cason, Steve Bryant (Larry Prather), Leeann Meyer, Scott Johnson, William (Ed) Williamson, and Julie Miller.
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 Blalock.
Approval of the Minutes: Mayor Dean called for a motion to approve the Minutes of the January 3, 2008 Called Meeting and the January 17, 2008 Regular Meeting as written; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Employee Recognition-4th Quarter 2007: Ted Bingham of the Public Works Department was chosen as the Employee of the Quarter for the 4th quarter of 2007. He was presented with a certificate of appreciation and will receive a $100.00 savings bond.
Public Comment: Phil Turner: Mr. Turner addressed the Council beginning with his expression of appreciation of the departments of the City. Mr. Turner reported to Council that he had received a suggestion from a visitor that the City provide some type of brochure on the historic information of the City. There was a brochure already in place that needs updating due to some of the local businesses leaving the area. There is a meeting this week; will discuss at that time. Mr. Turner had public safety issues with the following: tree limb issue that overhangs N. Hicks and N. Bell Streets; the building that houses the fire engines needs to be moved away from the train tracks; the speed limit on Highway 78 is posted at 55 mph from Sawdust Road in, he feels the maximum speed should be 45 mph. The issue with the tree limb was addressed by Public Works Director Daniel Cason. The limb is coming from a tree on the property located at 170 N. Hicks Street and will address it with them. The City has already been looking into the movement of the Fire Station; nothing concrete yet. Highway 78 is a State highway and the speed limit is posted by them; will look at and see if there is anything that can be done.
Regular Meeting, City of Harlem, Georgia Page 2406
February 18, 2008
Continued from page 2405
Department Reports: The following departments gave reports for the month of January 2008:
Police Department Charles Meadows, Asst. Police Chief
Fire Department Charles Meadows, Asst. Police Chief
Family Connections Julie Miller, Family Connections Director
Public Works Department Daniel Cason, Public Works Director
Planning and Zoning Robert Fields, Asst. Public Works Director
Administrative Jean R. Dove, City Manager
Museum Scott Dean, Mayor
UNFINISHED BUSINESS:
TE Project: City Manager Dove reported that the project is just about complete. The traffic signals have been installed. Calls have been received concerning the cameras that are in place; was told by Donnie McGahee that they are sensors for the traffic. It was also reported by Asst. Police Chief Meadows that they do monitor the intersection. They are not in place for running a red light.
Wastewater Treatment Plant Update: City Manager Dove reported that John McClellan is currently addressing comments received from Mark Beebe of EPD.
City Hall Expansion-Bid Award: City Manager Dove reported that the low bidder was WBM Construction out of Metter, GA. The bid came in at $277,200.00 with completion in 150 calendar days. City Manager Dove checked on their references; only one negative comment received. Mayor Dean called for a motion to accept the recommendation to award the bid to WBM Construction in the amount of $277,200.00 contingent upon the approval of the contract by the City Attorney and to seek recommendations for financing thru the Administrative Committee; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Other: There was none at this time.
NEW BUSINESS:
Planning and Zoning Recommendations:
Regular Meeting, City of Harlem, Georgia Page 2407
February 18, 2008
Continued from page 2406
NEW BUSINESS (cont’d):
Planning and Zoning Recommendations (cont’d):
Resolution-CDBG Grant: Mayor Dean presented the Resolution to Council. The Resolution is for the support of a proposed Senior Center at the City Park. The City will be required to make a $10,000.00 cash match. Mayor Dean called for a motion for the approval and signature of the Resolution for the proposed Senior Center and $10,000.00 cash match; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Ordinance-Annexation: Mayor Dean presented the Ordinance to Council as the following: property owned by LaGrand A. Van Keuren d/b/a Van Keuren Enterprises; Map and Parcel 043 022B; zoned I-1; located off Planer Mill Road and consists of 5+/- acres. There is a portion of this property already located within the City limits and is contiguous to the City of Harlem. Mayor Dean called for a motion for this to constitute as the 1st and 2nd reading of said proposed Ordinance and for the approval of his signature; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor.
Cornerstone Creek-Phase 3 and 4: The preliminary plans have been approved by Turnipseed Engineers for Phase 3 and 4; this section would mirror Phase 1 and 2 and they will be doing a PUD. There was a question on advertising; no advertisement is necessary per City Manager Dove. City Manager Dove and Jerry Campbell will look over the PUD ordinance to see if any changes are necessary. Mayor Dean called for a motion to approve the preliminary plans for Phase 3 & 4 as a PUD; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Brownfield Grant-Approve Consultant: A recommendation came from the RDC to contract with Concurrent Technology Corp for the second phase of the Brownfield Grant. Mayor Dean called for a motion to accept the recommendation and approve Concurrent Technology Corp as the Consultant for the Brownfield Grant contingent upon the City Attorney approval; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2408
February 18, 2008
Continued from page 2407
NEW BUSINESS (cont’d):
City Charter-Draft: City Attorney Brown gave an update. The City is not amending one or two items; they are re-doing the Charter. This requires local legislation. There are requirements for advertising. City Attorney Fleming will submit to the legislature. There was a question about whether Council would have to vote upon prior to legislation or after wording by legislation; City Attorney Brown is getting information and will get back with City Manager Dove on the next steps.
Tree Board-Appointment of Jack Hatcher & Robert Zipperer: Mayor Dean called for a motion to re-nominate Jack Hatcher and Robert Zipperer to the Tree Board; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
Announcements:
February 19 CDBG Public Hearing 10 a.m. Harlem Middle School
February 19 Arbor Day-4 p.m. City Hall
February 25 Museum Volunteer Meeting-1 p.m. Museum
February 27 Community Breakfast-Harlem Middle School 7:00 a.m.
February 29 Employee Quarterly Luncheon 12 noon City Hall
March 4 P & Z Meeting-7:00 p.m. City Hall
March 11 P & Z Meeting-7:30 p.m. City Hall
March 13 Work Session-6:00 p.m. with Council Meeting to Follow
Immediately after
Other: There was none at this time.
Executive Session-Real Estate: Mayor Dean called for a motion to adjourn to Executive Session after a five minute break; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 7:38 p.m.; Executive Session convened at 7:41 p.m.
Mayor Dean called for a motion to come out of Executive Session; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 7:45 p.m.
Mayor Dean called for a motion to approve his signature to the Affidavit acknowledging that one Real Estate issue was discussed and that no final decision was made; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2409
February 18, 2008
Continued from page 2408
NEW BUSINESS (cont’d):
Executive Session (cont’d): Mayor Dean presented a Resolution authorizing his signature to all sales documents for the sale of the property located off W. Forrest Street, total acreage of 35.93 acres, to Blanchard & Calhoun. The property was previously surplused on January 9, 2006 with a four week advertisement requesting sealed bids for the purchase of the property. Mayor Dean called for a motion to approve his signature of the Resolution; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Mayor Dean called for a motion to approve his signature on the sales contract with Blanchard & Calhoun; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Being no further business before the Council, Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:46 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk