Called Meeting, City of Harlem, Georgia Page 2427
Harlem Library Meeting Room
June 5, 2008
The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, June 5, 2008 at 8:30 a.m. at the Harlem Library meeting room 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, City Attorney’s David Dekle and Barry Fleming; VISITORS: None.
Purpose: Executive Session: Legal
Personnel
The meeting was called to order by Mayor Culpepper at 8:33 a.m.
The Invocation was given by Mayor Pro tem Dixon.
Executive Session: Legal/Personnel: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session convened at 8:35 a.m.
Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 9:36 a.m.
Mayor Culpepper called for a motion to approve is signature to the Affidavit affirming that two legal and one personnel 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.
Mayor Culpepper 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 9:37 a.m.
Respectfully submitted,
Debra E. Moore
City Clerk
Work Session Notes Page 1
June 12, 2008
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 Stephen Brown; VISITORS: Lance Herring, Jerry Campbell, Daniel Cason, Robert Fields, Clayton Galloway and John McClellan.
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.
Fleet Service Agreement-Clayton Galloway: City Manager Dove reported that it was time to renew the Intergovernmental Agreement for Fleet Services. Clayton Galloway of the Columbia County Central Shop was recognized by Mayor Culpepper. Mr. Galloway spoke to Council in regards to the contract renewal which would include an increase in labor charges. We currently pay less that $30.00 per hour; the rate will go to $50.00 per hour. City Manager Dove and Councilman Blalock expressed their appreciation for a job well done by the Central Shop; work on the vehicles, recording keeping, etc. Mayor Pro tem Dixon commented that this was one area that worked with the County. Mayor Culpepper asked about the certification process for the repair crews; Mr. Galloway stated that his mechanics are ASE certified and that they have four master mechanics. Council will need to approve the agreement.
Headstart/Community Connections Project Update: City Manager Dove reported that she has received a request for an extension of time on the contract. The building is not complete. As of June 24, 2008 the contractor would fall under the penalty phase of the contract and could be charged $250.00 per day penalty. The explanation given for the extension request was due to problems with the electrical and mechanical aspects of the project. The architect has reported that they are doing quality work. If approved, the contract would extend 30 days from June 24, 2008. Councilman Thigpen was not inclined to extend the completion time. Mayor Culpepper questioned whether we could penalize them for half time; City Attorney Brown stated that we can for up to $250.00 per day. He also recommended notifying them in writing what decision was made by Council.
City Hall Expansion Project Update: City Manager Dove made the recommendation to Council to do the funding either with General Fund Reserves or from the proceeds received from the sale of the property on W. Forrest Street. Council will need to approve the funding as well as a budgetary amendment.
Work Session Notes Page 2
June 12, 2008
Public Safety Building Project Update: City Manager Dove reported that this item was discussed at the Council Quarterly meeting. The design of the building has been re-done to meet the downtown requirements (looks). A copy of the new design was presented to Council. The architect does not feel it would increase the costs to construct the building. City Manager Dove is checking on the differences for the types of brick and whether the roof is pitch or not. Councilman Blalock and Councilman Thigpen both prefer the original drawing. Mayor Culpepper stated that it would be looked at closer when all information has been received. City Manager Dove reminded Council that it should be in keeping with the Historic Preservation guidelines. A recommendation for the funding is from the General Fund Reserves. Council will need to approve the funding as well as a budgetary amendment.
Annexation Ordinance: City Manager Dove reported that there is one annexation to come before Council for approval. The property is located at 6490 Campbell’s Way and is .689 acres. The annexation would be effective July 1, 2008.
SPLOST Negotiations: The County has set up the following meeting dates: June 26, 2008, twelve noon, in meeting room A at the New Library and July 16, 2008, twelve noon, in meeting room A at the New Library. City Manager Dove has the list of projects that was reviewed at the Council quarterly meeting. These projects came from the Retreat.
Project Updates-John McClellan:
• TE/Streetscape: Mr. McClellan reported that they are currently working
on the punch list and corrections. There is a spot that needs to be addressed
in the parking lot; does not have an exact date. They will re-spray after completion.
There are some irrigation problems; one area is tied into a ¾”
line instead of a bigger one. Council had different questions on the project.
• Preliminary Engineering Report: Mr. McClellan reported that this report
would encompass items C-E of his updates tonight. He recommends pulling into
one report for these projects (waterline improvements). He does not have a proposal
for tonight. The estimated cost would normally be $5,000.00; could possibly
do for $3,000.00 as most of the footwork has already been done. He would do
a formal written proposal. Mayor Culpepper asked for a proposal to be done.
• Waterline-South Louisville Street: Mr. McClellan reviewed cost estimates
for various waterlines. Thomson-McDuffie County-the tie in will be at Adams
Chapel Road and Highway 78. There would need to be bores done at the highway
and railroad which will be costly. It would be preferable to be on the north
side of the railroad track. The meter and vault should be Thomson’s cost.
The cost estimate for the project is $98,000.00. Village by Sandy Run to the
City limits-the cost estimate is $165,000.00. This would be an eight inch line
and would include a hydrant and valve. The recommendation is to abandon the
old line and
Work Session Notes Page 3
June 12, 2008
• Waterlines (cont’d): tie everyone into the new line. The last
lines are from the City limits to Old Blythe and Old Blythe to G.R. Tucker;
the cost estimate is $290,000.00. Mr. McClellan included in this item the Planer
Mill Road proposed sewer line. The cost estimate was $80,000.00; there is a
GEFA grant ($100,000.00) that could be applied for that has no cash match needed
by the City. This line would provide sewer to the existing customers and open
up the area for new development. Council will need to approve to proceed with
the grant application. Mr. McClellan made the recommendation to Council that
the S. Louisville Road waterline should be the highest priority; City Manager
Dove also recommended going all the way to Old Blythe Road and not just the
City limits. This would also open up the area for new development.
• Water Source-City of Thomson and Godwin Well: City of Thomson was discussed
under previous agenda item. Mr. McClellan reported that the Godwin well produces
more water than any of the other’s the City owns. He recommends going
into the existing well that we already have for testing. After the testing of
the water is complete he recommends approaching the property owner with an option
to buy.
• Sewer Projects-Wastewater Treatment Plant: City Manager Dove gave an
update on this item at the Council quarterly meeting. Mr. McClellan reported
that EPD has been slow in responding; everything is still on hold. There have
been discussions about a tie in with Dearing. We would need a commitment as
to what they can do. Mayor Sean Kelly has asked that we work directly with Dearing
and not Thomson on this project.
• Landfill: Mr. McClellan reported that a proposal had previously submitted
to Council for approval. Council will need to decide whether to proceed with
the project or not.
Executive Session-Real Estate: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:25 p.m.; Executive Session convened at 8:34 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 8:55 p.m.
Mayor Culpepper called for a motion for the approval of his signature to the affidavit confirming that only one real estate issue was discussed and that no final decision was made; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.
Work Session Notes Page 4
June 12, 2008
Other: Woman’s Club Agreement-City Manager Dove reported that she did work with City Attorney Brown on the wordage and that it was ready for signing. Councilman Blalock asked about recognition of the Garden Club; 50 years in existence, establishment of the Blue Bird Reserve, the Memory Garden behind City Hall as well as the marker in recognition of our military. A Resolution would be prepared and ready for Council on Monday.
Being no further business for discussion before Council, Mayor Culpepper adjourned the meeting at 8:56 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2428
June 16, 2008
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, June 16, 2008 at 7:00 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 Stephen Brown; ABSENT: Mayor Robert W. Culpepper and Councilman John Thigpen; VISITORS: Valerie Rowell, Phil Turner, Nancy Mulheron, Fred Fischer, Ann Blalock, Daniel Cason, Jerry Campbell, Jean Turner, Carol and Robert Zipperer, Diane Elrod, Franklin Jennings and Duane Stappenburg.
The meeting was called to order by Mayor Pro tem Dixon at 7:00 p.m.
Mayor Pro tem Dixon called for a motion to approve the Agenda; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilwoman Root.
Approval of the May 19, 2008 Minutes: Mayor Pro tem Dixon called for a motion to approve the minutes of the May 19, 2008 Regular meeting as written; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Special Recognition: Councilman Blalock presented a Proclamation to Pioneer Garden Club in recognition of their 50th anniversary, the establishment of the Hannah Memorial Garden, the Blue Bird Sanctuary, the Blue Star Memorial and the flower gardens at the Laurel and Hardy Museum and the Memory Garden located behind City Hall. In recognition of National Garden Club Month, June 2008 has been declared as “Pioneer Garden Club Month” in the City of Harlem.
Mayor Pro tem Dixon called for a motion to approve the Proclamation; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Special recognition was given to Sue Whiddon as the oldest member; Frank Mixon as the builder of the bluebird houses; and Nancy Mulheron as the deliverer of said houses. Sue Whiddon was also recognized for being the first president 50 years ago.
Public Comment: There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2429
June 16, 2008
Continued from page 2428
Department Reports: The following departments gave reports for the month of May 2008:
Public Works Department Daniel Cason, Public Works Director
Public Safety Department Tom Blalock, Committee Chairperson
Planning & Zoning Department Jerry Campbell, P&Z Clerk
Administrative Department Jean R. Dove, City Manager
Museum Department Nancy Mulheron, Museum Volunteer
Community Connections N/A
UNFINISHED BUSINESS:
Head Start/Community Connection Project-Contract Extension Request: City Manager Dove reported that the project is currently at a stand still due to some electrical issues (three phase installed, but not available at the site). They will possibly have to pull the wiring and re-wire. She also reported that she thought that a converter could be installed; we had some of the same problems at a lift station and that was the remedy until the three phase was available. The contract deadline is June 24th; the $250.00 per day penalty would start. They are asking for relief of this penalty and an extension to July 31st. Mayor Pro tem called for a motion to approve the extension request; no motion was made and therefore died for lack of motion and second.
City Hall Expansion Project Funding: City Manager Dove recommended to Council to use the proceeds from the sale of the property on W. Forrest Street; Administrative funds were used for the purchase and the proceeds would go back through the Administrative Department. The bid came in at $277,200.00; it was originally estimated at $350,000.00. Mayor Pro tem Dixon called for a motion to approve the funding for the City Hall expansion to come from the proceeds of the sale of the City property located off W. Forrest Street and to make the necessary budgetary adjustments; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Public Safety Fire Building Project: City Manager Dove reported that she received information from the architect; he gave three options for the building and option three was within guidelines. Mayor Pro tem Dixon called for a motion to approve this project. Councilman Blalock made the motion to approve to proceed with the project, to send proposals to HPC and to proceed with the bidding process; 2nd by Councilwoman Root. Motion carried; all in favor. City Manager Dove made the recommendation to fund the project with General Fund Reserves. Councilman Blalock made the motion to approve funding through General Fund Reserves and to make the necessary budgetary adjustments; 2nd by Councilwoman Root. Motion carried; all in favor. The project cost estimate is $99,200.00; construction $93,600.00 and architectural fee $5,600.00.
Regular Meeting, City of Harlem, Georgia Page 2430
June 16, 2008
Continued from page 2429
UNFINISHED BUSINESS (cont’d):
TE Project: City Manager Dove reported that they are still working on the parking lot. There are drainage issues at the back of the Masonic building. Councilwoman Root asked for information on the drainage at New Street and Verdery Street. Public Works Director Daniel Cason responded that the pipes will be removed. City Manager Dove reported that they are coming up to the penalty phase of the project; she will have to get the date.
Other: There was none at this time.
NEW BUSINESS:
Fleet Service Agreement: City Manager Dove reported that our current Intergovernmental Agreement for Fleet Services is up for renewal. The major change is in the fees charged for labor; they will increase from less than $30.00 per hour to $50.00 per hour. Mayor Pro tem Dixon called for a motion to accept the new contract with Columbia County Central Shop for Fleet Services; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
Annexation Ordinance-1st and 2nd Reading: Mayor Pro tem Dixon presented the ordinance to Council. The ordinance is for the annexation of the property located at 6490 Campbell’s Way; map and parcel 031 197; .0689 acres; zoned R1-A. The property is owned by Joyce H. Wood and will be effective July 1, 2008. Mayor Pro tem Dixon called for a motion to approve this as the 1st and 2nd reading and for the approval of his signature to said Ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
GEFA Grant Application-Planer Mill Road Sewer line: The estimated project cost is $80,000.00. There is a grant through GEFA for $100,000.00 available; there is no matching funds needed from the City. Mayor Pro tem Dixon called for a motion to approve to proceed with the application process and project; Councilman Blalock made the motion to approve to proceed with the project contingent upon grant approval; 2nd by Councilwoman Root. Motion carried; all in favor.
Waterline-South Louisville Street: City Manager Dove reported that a recommendation
had been received from the City engineer and herself to proceed with the replacement
of the waterline on S. Louisville Street and to extend that line to Old Blythe
Road. City Manager Dove also made the recommendation to fund the project from
the proceeds from the sale of the waterline on Louisville Road to the County;
these proceeds are currently in the Capital Projects account. The lines are
numbers 2 and 3 of the project cost estimates previously submitted by the City
engineer.
Regular Meeting, City of Harlem, Georgia Page 2431
June 16, 2008
Continued from page 2430
Waterline-South Louisville Street (cont’d):
Line 2 is from the Village by Sandy Run to Peachtree Street and Line 3 is from
Peachtree Street to Old Blythe Road. The cost estimate is $255,000.00. Mayor
Pro tem Dixon called for a motion to proceed with the waterline project on South
Louisville to Old Blythe Road. Councilman Blalock made the motion to authorize
the construction of lines 2 (Village by Sandy Run to Peachtree) and 3 (Peachtree
to Old Blythe); to proceed with the bidding and contracts; 2nd by Councilwoman
Root. Motion carried; all in favor.
Mayor Pro tem Dixon called for a motion for the approval of the funding and the necessary budgetary adjustments. Councilwoman Root made the motion to approve the funding and budgetary adjustments from the Capital Projects account; 2nd by Councilman Blalock. Motion carried; all in favor.
Landfill: City Manager Dove reported that this project had been presented Council previously and was in need of approval by Council to proceed. Mayor Pro tem Dixon called for a motion to proceed with sending the plans to EPD for approval of the new cell and for the closure post closure for the old cell; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor. Total project estimated cost of $175,000.00.
Announcements:
June 17 Festival Meeting-7:00 p.m.
June 19 Merchants Meeting-8:00 a.m. Red Oak Manor
June 21 GMA Convention-Savannah
June 26 SPLOST-12:00 Noon Evans Library
June 30 Museum Volunteer Meeting-10:00 a.m. Museum
July 1 Quarterly Administrative Committee Meeting 9:00 a.m.
July 7 Property Tax Hearing-6:30 p.m. City Hall
July 8 Planning & Zoning Meeting-7:00 p.m. City Hall
July 14 Property Tax Hearing-9:00 a.m. City Hall
July 14 Property Tax Hearing-6:30 p.m. City Hall
July 14 Called Meeting-6:45 p.m. City Hall
July 16 SPLOST-12:00 Noon Evans Library
July 17 Work Session-7:00 p.m.
July 21 Council Meeting-7:00 p.m.
Regular Meeting, City of Harlem, Georgia Page 2432
June 16, 2008
Continued from page 2431
NEW BUSINESS (cont’d):
Other: There was none at this time.
Being no further business, Mayor Pro tem Dixon made the motion to adjourn the meeting; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 7:48 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk