Swearing In Ceremony, City of Harlem, Georgia Page 2422
Harlem City Hall
May 9, 2008
The City Council of the City of Harlem, Georgia met for the Swearing in Ceremony for the office of Mayor on Friday, May 9, 2008 at Harlem City Hall with Mayor Pro tem Rudolph Dixon presiding.
Present: COUNCILMEMBERS: 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. VISITORS: Judge Pat Hardaway, Jerry Campbell, Daniel and Louise Cason, Phil and Jean Turner, Rosemary Dixon, LeeAnn Meyer, Valerie Rowell, Franklin Jennings, Doris Belcher, Mary Sanders, Linda Culpepper, Brian and Melissa Culpepper and Judy Burnett.
The Ceremony 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 Councilman Thigpen.
At this time Mayor Pro tem welcomed Bobby Culpepper and turned the gavel over to him. Mayor Pro tem Dixon also welcomed Judge Pat Hardaway. Judge Hardaway administered the Oath of Office for the office of Mayor to Mr. Culpepper.
Mayor Culpepper expressed his appreciation and thanks to those in attendance, pledged his support to Council and is looking forward to working with them. Refreshments were served at this time.
Being no further business before Council, the Ceremony was closed at 7:10 p.m.
Debra E. Moore
City Clerk
Work Session Notes Page 1
May 15, 2008
Present: COUNCILMEMBERS: Mayor Bobby Culpepper, 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 Stephen Brown; VISITORS: Jennifer Bennett, Robert Fields, Daniel Cason, Franklin Jennings, Jerry Campbell, Phil Turner, and Chuck Meadows.
The work session 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.
Streetscape Project Update: City Manager Dove reported that the parking lot was coming along; they still have to do the coating. Councilman Thigpen expressed concerns that had been brought to him regarding the curbs that “jut out” on main street. He wanted to know if they would be painted or not; that maybe reflectors or reflective paint should be used. The concern was for drivers who would run into them. These areas are for “green space” and once the shrubbery is installed this should help with any problems. City Manager Dove also reported that the island that a dogwood that was donated by Prather Construction had been filled up with debris and would have to be cleaned out before the planting can be done. She also expressed her opinion that the parking lot would have to be redone completely. There was a question from Councilwoman Root on the sprinkler system; it is currently not in operation. This is one of the punch list items to get up and running.
WWTP Expansion Update: City Manager Dove reported that she had received a call from GEFA that we had to stop any expansion work at this time due to some restrictions of dumping into the Savannah River. That it will probably be next year before anything could be done. She will get an update from John McClellan. Councilman Thigpen recommends moving the work with Thomson on a possible sewer hook up to top priority. City Manager Dove stated that we would be working with Dearing and that she was in agreement.
City Hall Expansion: City Manager Dove reported that work had started and was coming along. The site did not originally pass a soil test and some additional work is being done to correct the problem. They should be pouring concrete next week. Mayor Culpepper has recommended that a drawing of the expansion be placed at City Hall for anyone who might have questions.
Headstart/Community Connections Building-Change Order #1: City Manager Dove reported that a change order had been received that pertained to some of the materials. The original plan called for rubber base boards; the change order is for wooden base boards. There will be an increase of $2,500.00 in the project cost; the funding will come
Work Session Notes Page 2
May 15, 2008
Headstart/Community Connections Building-Change Order #1 (cont’d): from the Contingency portion of the budget. There is no increase to the actual funding needed; it falls in with the existing budget. Council will need to approve the change order on Monday.
Historic Preservation Commission-Vacancy’s: There are two positions vacant at this time. Council will need to bring nominations to the meeting on Monday for approval.
Planning & Zoning Commission-Vacancy: There is one position vacant at this time due to the resignation of Mr. Culpepper from the Commission in order to run for Mayor. There has been one person who has applied for the position. Council will need to bring any further nominations to the meeting on Monday for approval. Commissioner B.J. Cunningham has been elected as the new Chairman.
Annexation Ordinance: There will be three annexations presented to Council on Monday for approval. There are two in the Campbell’s Crossing area and one on Lamkin Road. If approved, these will be effective June 1, 2008.
Retirement Plan Adoption Agreement Ordinance: City Manager Dove reported that she has received back the updated Retirement Plan for the City of Harlem. The updates were approved by Resolution previously. GMA has added a paragraph at the end that would make it possible for any future Council to make amendments or updates to the plan.
PUD Zoning Request-Phillips Crossing: City Manager Dove reported that Larry Prather is planning to do Phillips Crossing as a PUD; it will be similar to Ansley Place. He is doing the PUD so he can have similar setbacks; the lot will be 14,000 square feet instead of 10,000 square feet. He will comply with the decorative lighting, sidewalk and signage requirements. The front setbacks will be 30 feet from the property line. Mayor Pro tem Dixon asked if Planning & Zoning had approved the PUD; City Manager Dove responded that Council approves the PUD applications.
Brownsfield Grant Public Hearing: City Manager Dove reported that there would be a Public Hearing on Monday, May 15, 2008 at 6:30 p.m. prior to the Regular Council meeting scheduled for 7:00 p.m. This hearing is a requirement for the next step in the program. The first Grant was for identification of sites; this one is for the testing of the sites.
Lindsey Stokes-Essay Contest Winner: City Manager Dove reported that Lindsey Stokes, daughter of Volunteer Firefighter Greg Stokes, was the 7th District winner of the “If I Were Mayor” contest. She will be attendance at the Regular Meeting and will be presented with a Certificate of Recognition and a $50.00 savings bond.
Work Session Notes Page 3
May 15, 2008
Announcements:
May 16 Employee Luncheon at Noon at Red Oak Manor
May 19 Public Hearing at City Hall-Brownsfield Grant
May 19 Regular Meeting at City Hall 7:00 p.m.
May 22 Lt. Governor Casey Cagle Regional Elected Officials
Round Table 10:00 – 11:00 a.m. Evans Government Complex
Other-Congregate Meals: City Manager Dove and Councilwoman Root reported that a grant had been received in order to provide congregate meals to the public. The Women’s Club will allow the use of their building two days a week; 25 meals will be served. Public Safety will coincide with the Meals on Wheels program; G. A. Foods will deliver prepared meals. The Women’s Club will have to be inspected in order for the program to be held there. The applicants for the program will be screened by the Area on the Aging. An agreement will be drawn up for the use of the building. The applicant’s will have to come to the building to eat; they can not leaving with anything.
Other-IGA Building: Mayor Pro tem Dixon asked for the status on the IGA building. City Manager Dove reported that she had met with them a couple of weeks ago. They will start construction either at the end of this year or the first of next year. The destruction of the building will start in the next week or two.
Being no further business for discussion before Council, the meeting was closed at 7:45 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2423
May 19, 2008
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, May 19, 2008 at Harlem City Hall at 7:00 p.m. with Mayor Bobby Culpepper presiding.
Present: COUNCILMEMBERS: Mayor Bobby Culpepper, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin Root, and Councilman John Thigpen; STAFF: City Manager Jean Dove, City Clerk Debra E. Moore and City Attorney Stephen Brown; VISITORS: Robert Fields, Jerry Campbell, Jerry Baldwin, Valerie Rowell, Phil Turner, Franklin Jennings, Mr. & Mrs. Greg Stokes, Lindsey Stokes, Mr. & Mrs. Stokes, and Julie Miller.
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 April 4, 2008 Called Meeting and the April 21, 2008 Regular Meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Special Recognition-Lindsey Stokes: Ms. Stokes was recognized by Mayor Culpepper and was requested to read her essay to Council. Ms. Stokes was presented with a Certificate of Recognition and a $50.00 savings bond.
Public Comment: A request was received by Phil Turner. He wanted to address Mayor and Council to express his appreciation for the work they have done.
Department Reports: The following departments gave reports for the month of April 2008:
Community Connections Julie Miller, Director
Public Works Department Robert Fields, Asst. Public Works Director
Planning & Zoning Department Robert Fields, Asst. Public Works Director
Public Safety Department (P/F) Jerry Baldwin, Public Safety Director
Administrative Department Jean Dove, City Manager
Museum Jean Dove, City Manager
Regular Meeting, City of Harlem, Georgia Page 2424
May 15, 2008
Continued from page 2423
UNFINISHED BUSINESS:
Expansion Wastewater Treatment Plant: City Manager Dove reported that the project is on hold with EPD due to a study being done on dumping into the Savannah River. She met with John McClellan on Friday; he had no further update.
City Hall Expansion: City Manager Dove reported that there were no further updates since Work Session.
Headstart/Community Connection’s Building-Change Order #1: City Manager Dove reported previously that the change order is for materials; changing from rubber base boards to wood base boards. The cost of $2,500.00 is coming from the budgeted item for contingency; there are no additional funds due from the City. This will leave a balance of $1,900.00 in contingency. Mayor Culpepper call for a motion to approve Change Order #1 in the amount of $2,500.00; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Historic Preservation Commission-Vacancy: Mayor Culpepper called for any nominations. He reported that Jack Hatcher has expressed an interest in coming back to the Commission. Councilman Thigpen made the motion to nominate and reappoint Jack Hatcher to the Historic Preservation Commission; 2nd by Councilwoman Root. Mayor Pro tem Dixon moved to close the nominations. Mayor Culpepper called for a vote. Motion carried; all in favor.
Retirement Plan Adoption Agreement Ordinance: Mayor Culpepper called for a motion to approve this as the 1st and 2nd Reading of the Retirement Plan Adoption Agreement Ordinance and for his signature to said Ordinance. The Ordinance is to amend the retirement plan for the Employees of the City of Harlem to provide:
The above changes will apply only with respect to Participants who are in Service with the City of Harlem on or after the date that this amended Adoption Agreement is approved by the Mayor and Council. This amendment shall be effective upon adoption by the Mayor and Council. Councilman Thigpen made the motion to approve this as the 1st and 2nd Reading and for Mayor Culpepper to sign the Ordinance; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2425
May 19, 2008
Continued from page 2424
UNFINISHED BUSINESS (cont’d):
Other: There was none at this time.
NEW BUSINESS:
Planning & Zoning Commission-Vacancy: Mayor Culpepper called for nominations to fill the vacancy on the Planning & Zoning Commission. Mayor Culpepper stated that an interest in the position has been made by Fred Fischer and John Neal. Councilman Thigpen made the motion to close the nominations; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. A motion was made by Councilwoman Root to appoint John Neal to the position on the Planning & Zoning Commission; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Annexation Ordinance-1st and 2nd Reading: Mayor Culpepper called for a motion to accept this as the 1st and 2nd Reading and for his signature to said Ordinance annexing certain properties into the city limits of Harlem. The properties to be annexed are the following:
Michael H. Hardwick, 0.86 acres, Map & Parcel 031 202, 6483 Campbell’s Way, zoned R1-A
Roger K. Gordon & Mary F. Gordon, 56.74 acres, Map & Parcel 032 041G, 490 Lamkin Road, zoned R1-A
Dianne M. Toy & Tammy D. Parrish, 0.80 acres, Map & Parcel 031 188, 6472 Campbell’s Way, zoned R1-A
The effective date will be June 1, 2008. Mayor Pro tem Dixon made the motion to approve this as the 1st and 2nd Reading and for Mayor Culpepper to sign this Ordinance; 2nd by Councilman Blalock. Motion carried; all in favor.
PUD Zoning Request-Phillips Crossing: Mayor Culpepper called for a motion to approve the PUD Zoning Request as written and presented by Jennifer Bennett of Prather Construction for Phillips Crossing; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion: The plat presented had the wrong setbacks; this will be corrected and a new plat will be brought in. Councilman Thigpen made a motion to amend his original motion to read “contingent upon an updated plat showing the 30’ front property line setback, 10’ side setback and 25’ rear setback being received”; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2426
May 19, 2008
Continued from page 2425
NEW BUSINESS (cont’d):
Congregate Meal Agreement with Harlem Women’s Club: City Manager Dove reported that the City will temporarily use the Woman’s Club twice a week for this program. It will be used approximately two hours each day and 25 congregate meals will be served. The program will be run by volunteers. There was some discussion about the wordage of the document. A recommendation from City Attorney Brown was for Councilwoman Root to abstain from voting on this item due to her position with the Women’s Club. He also recommends that someone else should sign the agreement. Mayor Culpepper called for a motion. Councilman Blalock made the motion to make an agreement (lease) contingent upon the City Manager and City Attorney working together on the wordage of the agreement; 2nd by Mayor Pro tem Dixon. Motion carried; with Mayor Pro tem Dixon, Councilman Blalock and Councilman Thigpen voting in favor and Councilwoman Root abstaining from the vote.
Announcements:
May 20 Garden Club, 4 p.m. Jean & Phil Turner’s home
May 22 Lt. Governor Casey Cagle 10-11 a.m. Evans Government Complex
May 26 Memorial Day-City Offices Closed
May 30 Council Quarterly Meeting, 9 a.m. Library
June 3 Historic Preservation Meeting, 7 p.m. Harlem City Hall
June 10 Planning & Zoning Hearing, 7 p.m. Harlem City Hall
June 12 Work Session, 7 p.m. Harlem City Hall
June 16 Regular Meeting, 7 p.m. Harlem City Hall
June 17 Festival Committee Meeting, 7 p.m. Harlem City Hall
Other: Mayor Culpepper received a letter from Mary Sanders expressing her appreciation of having the Headstart/Community Connections building named after her.
Being no further business before Council, 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 7:35 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk