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Work Session Notes Page 1
October 16, 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, Clerk Penny Salley, and City Attorney Barry Fleming; VISITORS: Operations Manager Robert Fields, Commissioner Scott Dean, and Phil Turner; ABSENT: City Clerk Debra E. Moore.

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.

Commissioner Scott Dean: Mayor Culpepper recognized Commissioner Dean. Commissioner Dean came in an unofficial capacity to Council to inform them of the interest Columbia County has in contracting with the City for fire protection on the Southside of the City and to gauge the City’s response; if positive, he will pursue, if not; he will tell them no. Because of the annexations in the White Road area, the County is giving consideration to relocating Station 11 to the Euchee Creek area. The contract with the City of Grovetown is currently up for renewal. Their area of coverage is Parham Road; the County does not have a direct route to that area. Commissioner Dean did not have the exact location of the area that the City of Harlem would cover; he would bring that information at a later date. The City would be paid on a per call basis for both medical and fire calls, the same as the City of Grovetown. Commissioner Dean thought that Grovetown was possibly being paid $1,850.00 per call; the City of Harlem would receive the same. City Attorney asked about being paid a flat fee; Commissioner Dean stated that no it would be on a per call basis because of the precedent set by the City of Grovetown. It was reiterated that it would be for both first responder and fire calls. Mayor Culpepper asked if this amount would be enough to cover the City’s costs; City Manager Dove responded that it would. It was more than previously offered. Councilman Thigpen felt that we would be better off serving the area.

Commissioner Dean also stated that there was another issue that was being considered by the County. The issue pertained to the locations of ambulances. He is trying to get one for the south side of I-20. With the movement of station eleven, they would look at moving the ambulance to Harlem High School instead of the Clary Cut Road. Or, possibly at the City’s water tower near the High School. Commissioner Dean stated that the City owned a piece of property that would be big enough to move the trailer to that area. Councilman Thigpen asked if the City would lease the land to the County for a $1.00 and if the County would provide all equipment; the response was in the affirmative. Mayor Culpepper asked if this would be a conflict with the City’s first responders; the response was in the negative. Councilman Thigpen sited that there might be a problem with the shift of an ambulance in the event of other calls. Commissioner Dean stated that

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October 16, 2008

Commissioner Scott Dean (cont’d): he felt that Euchee Creek would be the shift station if station eleven goes to that area (Georgia Forestry area). The County is working on getting a sixth ambulance for coverage.

Councilman Blalock stated that he felt they could agree to be receptive to the issues. Mayor Culpepper asked if motions had to be done; they did not as this was a work session only and that Commissioner Dean was trying to see how the City would feel about him pursuing this. Mayor Culpepper stated that he could proceed.

TE (Streetscape) Project: City Manager Dove reported that the parking lot is complete; there is a five year warranty on the parking lot and a one year warranty on the rest of the project. The check list is virtually complete; she needs to recheck an area in front of the Museum; there were some problems with the concrete.

City Hall Expansion: City Manager Dove turned this over to Operations Manager Robert Fields as he has been working with the contractor. OM Fields reported that he had met with the Contractor on the timeline for completion. They are currently working on the completion of installing the sheetrock. There were some issues with the beam that was previously installed by another contractor, the heating and air conditioning and the electrical panel and rain days. The inspectors held the project up until the first items had been addressed and rectified. The painting of the building should start next week and the carpet should be installed the following week. The estimated completion time would be mid-November.

City Hall will be closed down on October 30 for the connection of the power to the new building.

Community Connection Building: City Manager Dove reported that they are currently repainting the trim. The cabinets came in today; cabinets in the Community Connections are being installed. There will be a dedication and ribbon cutting scheduled prior to them moving in. Community Connections will move in at about the same time we will move into the new City Hall; will co-ordinate with the moving of phones, etc. that they will use that belonged to the City. This will fall under some of the in-kind that we are required to meet for the grant requirements. Mayor Culpepper asked about the issue of the fines that could be levied for the project not being completed in the allotted time. City Manager Dove responded that even though they were behind, they did do quality work and that if we pursued the fines that money would be paid back to the grant and the City would incur legal fees that would not be covered. Completion of the project would also be about mid-November.

Wastewater Treatment Plant Expansion: City Manager Dove reported that they had met with Ben Turnipseed and Kenny Green. The recommendation received was to go with GEFA funding instead of the State Revolving Fund for the WWTP expansion.
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October 16, 2008

Wastewater Treatment Plant Expansion: There is a report that is required by the State Revolving Fund; we do not have to have this report for application of GEFA funding and would allow us to proceed with the project. The only pit fall is there would be a higher interest rate and a difference in closing costs; less than one percent. This would allow us to go forward and not loose the funding. Councilman Thigpen explained that the report not needed is the NONSI; this is in conjunction with the Savannah River study that is still ongoing. We’ve already been approved for the increase in flow and should act on this as soon as possible. Council will need to approve the application with GEFA.

Public Safety:
• Bids Fire Station: City Manager Dove reported that Ben Carter, architect, and she are making the recommendation to reject the bids received due to being over budget of the amount approved for the construction of the building. The architect has redesigned the roofline. The architect recommends going back out to bid. The front of the building will remain the same and there are some minor changes to the sides. With the changes to the roofline and sides, this should bring it into the $100,000.00 range. Council will need to officially reject the bids.
• Roof Police Department: City Manager Dove reported that there are several hundred holes in the roof due to hail damage. The leaks were previously reported by Public Safety Director Jerry Baldwin. We have filed a claim with our insurance company and they will pay $16,000.00-$20,000.00 on the roof damage. The air conditioner unit needs to be removed from the roof and other work needs to be done. City Manager Dove recommends bidding the two projects together in order to get a competitive bid. They would also like to replace the carpet and ceiling tiles that have been damaged.
Councilwoman Root wanted clarification of the recommendations being made; the bids on the fire station would be rejected and then the two projects (fire station and police department roof) would be combined into one for the bidding process.

Historic Preservation Commission: City Manager Dove reported that Melonie Dappie resigned to run for the Council position so her position would need to be filled in order to have a full Commission. Councilwoman Root asked if Jack Hatcher was still willing to sit on the Commission. Commissioner Turner stated that he felt that Council should replace the two positions and that Jack Hatcher would be a good reserve or backup. He also reported that Harvey Minton had recently undergone some surgery and will be in recovery. There is no indication that he will not be back. Mayor Culpepper stated that Council would work on getting nominees.

Christmas Decorations: City Manager Dove reported that this is for the downtown streetscape area (street poles, etc.). A proposal was received from Christmas & Nighttime Decors of Augusta; they are formally Fat Man’s Forest. They come and decorate for you and provide decorations for a fee. The proposal is enclosed and covers

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October 16, 2008

Christmas Decorations (cont’d): the street lights, police department, Museum, City Hall and the five City limit signs. They have included pricing for each area. They also have included some discounts if paid by certain dates and paid in full. The cost proposed is in the amount of $7,948.00; there is a 12% discount if paid in full by the first of November ($6,994.00). They would do all of the work; putting up, taking down and storing; the City would have to do nothing. Councilwoman Root stated that she and City Manager Dove had some discussions about asking about any discounts if we did a two year contract and also looking at other sources for funding (donations from residents). Councilman Thigpen asked what we would save in manpower; City Manager Dove responded that she estimated it would be $1,600.00 to $2,000.00. She also stated that it takes awhile to do City Hall and to put up the lights on the street poles. Councilman Thigpen asked about the storage; City Manager Dove stated that we would not have to store anything. She also stated we had nothing new at this time to put on the new poles. Councilwoman Root had some pricing on what it would take to decorate the poles; estimated at $400.00 per pole (18 poles). Councilman Blalock wanted to know about the appearance on the decorations; Councilwoman Root stated that it would be a more elegant look than what had been in previous years and would look more uniform and more professional. She thought the guys do a really good job, but that it would look nice to be more uniform. She also stated that if we could decorate and have this uniformity and get the businesses to decorate, it would be a big boost for the citizens. City Manager Dove reported that she had met with the Merchants this morning and they were excited about Christmas in Harlem this year with the new lights. They would be having open houses for Christmas and would be open the night of the tree lighting. Councilman Thigpen stated he thought we had put about $5,000.00 in Streets & Drains for decorations; City Manager Dove confirmed this. We will have to still put up lights on the street poles on Highway 78. They have also agreed to refurbish some of the garland and lights we currently have. Councilwoman Root stated that she was going to bring to the Foundation a proposal to help fund this as they have funds for facades. They will be available the night of the tree lighting to make sure that everything goes good. Councilwoman Root asked Council for their feelings; Councilman Blalock stated that he felt that this sounded fantastic and would recommend for approval. They did offer to decorate inside, but that would be left to Penny. City Manager Dove stated she felt Public Works would appreciate not having to do it this year.

Amendment-Planning & Zoning Ordinance: City Manager Dove reported that this Ordinance would be amending code section 152.190 (A) Facades. The change is to read that “EIFS (Exterior Insulation and Finish Systems) shall not be used on the exterior of commercial, industrial, institutional buildings (churches, schools and the like) and all non-residential buildings to include all incidental and accessory buildings”. This is being done so that in the future if there is a question, it is spelled out in the ordinance. City Attorney Fleming was in agreement with inputting this information into the Ordinance and that it in no way is an admission that this is not the way it was in the past.

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Annexation Ordinance: City Manager Dove reported that the Ordinance is for two properties; one vacant property and the property owned by Woodrow Rolling at 460 White Road.

Red Flag Policies-Attorney Fleming: City Attorney Fleming addressed Council on this issue. City Attorney Fleming stated that this item is an FYI at this time for Council as we will run into it later. The Federal government has passed new regulations on privacy issues that pertained or started with banks. It now covers utilities including those provided by municipalities. Policies will need to be drawn up that comply with the federal laws. He is working with the City Manager and staff on this issue. Councilman Thigpen asked if this would apply to the open records request that was received earlier this year on the water customers. City Attorney Fleming responded that it would be included. He will bring this back to Council at a later date for approval.

Other: Councilman Thigpen has requested that Work Session be moved to just prior to the November Regular meeting as he will not be able to attend that Thursday night.

City Attorney Fleming addressed Mayor Culpepper to see if he would like to adjourn to Executive Session for legal matters. He does not have anything significant to report, but has some minor issues. Council did not adjourn to Executive Session.

Councilman Thigpen asked where things stood with IGA; City Manager Dove that things had been settled as far as the building, but that they would have to come before HPC at their Regular meeting. They have not turned in their lighting or landscaping plans. The sides have been changed from the EFIS to stucco. Phil Turner addressed the lighting plan; he feels that they must use the same decorative lighting that is required and not the type of lighting that is at a Wal Mart. Councilman Thigpen is in agreement; he stated that Darren Starling did it in his parking lot and that it was well lit and not glaring, etc. Mayor Culpepper stated that it would be significant with tying to downtown and what we are trying to do. City Manager Dove spoke with Darrell Watts about the lighting; he stated that is entirely in Will King’s hands. Mr. Watts shared that there had been concerns with the lights lighting up the whole neighborhood (the type they were looking at). City Manager Dove reported that the only other thing had to do with getting an indemnity agreement for the retention pond because they do not want to put a fence on it. The pond is shallow and almost flat. Because the City reviews the plans and Turnipseed said we would need the agreement for the future. City Attorney Fleming explained that this would cover the City if someone got hurt in the future and tried to sue the City for not making them put up the fence. Councilman Thigpen brought up if we did Highway 78 as we have the downtown, the lighting would be the same and so the parking lot lights would be in line. Mayor Culpepper stated he would get with Will King.

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October 16, 2008

Being no further discussion, the meeting adjourned at 7:53 p.m.

Debra E. Moore
City Clerk

Note: As digitally recorded and taken by Clerk Penny Salley.

Regular Meeting, City Of Harlem, Georgia Page 2462
October 20, 2008
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, October 20, 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: Robert Fields, Jerry Campbell, Seaborn Street, Nancy Mulheron, Linda Bailey, Joann Erland, Stuart Humphries, Jerry Campbell, Tyron Knight (Bow Wow Bowtique), Fred Fischer, Gary Quinn, Michael R. Rorick, Tony Menendez, Michael D. Monroe, Salazar Family, and Melonie Dappie.

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 for the approval of the Minutes of the September 11, 2008 Regular Meeting and the September 29, 2008 Called Meeting as written; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Special Recognition:
• Stuart Humphries-Aqua Aerobics: Stuart Humphries of Crockett & Co presented the City with a plaque for being an Outstanding SBE. The City has won the award three years in a row.
• Employee of the 3rd Quarter 2008: Mayor Culpepper presented Misty Hamb of Community Connections with a plaque for recognition as Employee of the Quarter for the 3rd quarter of 2008.
• Community Connections Presentation: Julie Miller, Director of Community Connections presented to certificates of recognition to the businesses that participated in the 2008 Summer Work Program. She had 28 students participating this year. The program was a success.

Public Comment: Mayor Culpepper recognized the Citizens and opened the floor for Public Comment; there is a time limit of two minutes. The following citizens spoke before Council:
• Gary Quinn, 395 Harlem-Grovetown Road, Harlem: Mr. Quinn spoke on the issues of “Building and Community Awareness”. His issues pertained to the carport he was installing in his yard and also on his back porch he was enclosing. He later spoke on using solar energy.
Regular Meeting, City of Harlem, Georgia Page 2463
October 20, 2008
Continued from page 2462

Public Comment (cont’d):
• Stephanie Salazar & Family, 560 Lamkin Road, Harlem: Martin Salazar spoke on “Ordinance Issues”. He stated that he was having some of the same problems as Mr. Quinn, especially with the interpretation of the rules by the City Administration.
• Michael D. Monroe, 118 Beallwood Drive, Harlem: Mr. Monroe spoke on the issue of the procedures for being able to burn lawn grass. Public Safety Director Jerry Baldwin gave Mr. Monroe the information on how to obtain a burn permit through the Georgia Forestry and about informing the Public Safety Department when it was obtained and when the burning would take place.

Department Reports: The following departments gave reports for the month of September 2008:

Community Connections Julie Miller, Director
Public Works Department Robert Fields, Operations Manager
Public Safety Department Jerry Baldwin, Director
Planning and Zoning Department Robert Fields, Operations Manager
Administrative Department Jean R. Dove, City Manager
Museum Nancy Mulheron, Volunteer

UNFINISHED BUSINESS:

TE (Streetscape) Project: City Manager Dove reported that the project will be closed out in October. The parking lot and punch list has been completed. We are waiting on the Final Summary Change Order to come in.

City Hall Expansion: City Manager Dove reported that the sheet rock is being hung. We will possibly be in the building after Retreat.

Community Connections Building: City Manager Dove reported that the building is 98% complete. A walk thru will be scheduled and done. The projected completion date is mid-November.

Wastewater Treatment Plant Expansion: City Manager Dove reported that a recommendation was received from Ben Turnipseed to file an application with GEFA for the funding of the WWTP Expansion Project. Council will need to approve in order to proceed with the project funding. Mayor Culpepper called for a motion for the approval to proceed with the application process with GEFA for the funding of the WWTP Expansion Project; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2464
October 20, 2008
Continued from page 2463

UNFINISHED BUSINESS (cont’d):

Public Safety:
• Bids-Fire Station: As the previous bids came in higher than the projected budget for the project, City Manager Dove is making the recommendation to reject the bids. Ben Carter of Carter Watkins Architects, architect for the project, is also recommending going back out to bid. Mayor Culpepper called for a motion for the approval of the rejection of all prior bids on subject project based on the recommendation of the City Manager; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor.
• Roof-Police Department: City Manager Dove reported that the estimated cost for the Roof Project at the Police Department is $25,000.00; due to our purchasing ordinance we will be required to receive three bids. City Manager Dove previously recommended combining this project with the Fire Station Project in order to receive a competitive bid. Mayor Culpepper called for a motion for the approval to include the Police Department Roof Project with the Fire Station Project; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

Historic Preservation Commission-Commission Board Vacancy: Mayor Culpepper asked if there were any appointments at this time; there were none. This issue will be readdressed.

Christmas Decorations: Councilwoman Root reported that she had spoken with members of the Harlem Foundation and that they were willing to donate $3,500.00 to $4,000.00 towards the fee on the Christmas decorations for this year. The City would have to come up with the balance of the fee; $2,994.00. The funding from the Foundation is from the interest earned on their account. Mayor Culpepper called for a motion to approve the funding needed to contract with Nighttime & Christmas Decors of Augusta up to $2,994.00; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Amendment-Planning & Zoning Ordinance-1st and 2nd Reading: Mayor Culpepper reported that the amendment was to section 152.190 (A) Facades and pertained to EIFS (Exterior Installation & Finish Systems). The amendment to the Ordinance will read as follows: “The Exterior Insulation and Finish Systems (EIFS) shall not be used on the exterior of commercial, industrial, institutional buildings (churches, schools, and the like) and all non-residential buildings, to include all incidental and accessory buildings”.
Regular Meeting, City of Harlem, Georgia Page 2465
October 20, 2008
Continued from page 2464

NEW BUSINESS (cont’d):

Amendment-Planning & Zoning Ordinance-1st and 2nd Reading: Mayor Culpepper called for a motion to approve the amendment. Mayor Pro tem Dixon made the motion to approve the amendment as written. Councilman Blalock made the motion to amend the original motion to include that this will constitute both the 1st and 2nd reading; 2nd by Councilwoman Root. Motion carried; all in favor. Martin Salazar asked for clarification of the ordinance amendment; Mayor Culpepper explained that this applied to EIFS not being allowed on commercial buildings.

Annexation Ordinance-1st and 2nd Reading: Mayor Culpepper presented the Ordinance as follows: The following properties being contiguous to the City of Harlem are hereby annexed and made part of the City:

Lue Ella Medina and Myrtis D. James, White Road, Map & Parcel 043 090, zoned R-1A, 34.173 acres
Woodrow Rolling, 460 White Road, Map & Parcel 043A023, zoned R-1A, 1.0 acres

This ordinance will be effective November 1, 2008.

Mayor Culpepper called for a motion to approve said Ordinance and for this to constitute as the 1st and 2nd Reading; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Approve November Work Session Date Change-November 17, 2008 at 6:00 p.m.: Mayor Culpepper called for a motion for the approval of the date change for the November 13, 2008 Work Session to Monday November 17, 2008 at 6:00 p.m. with the Regular Council meeting to follow immediately after; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Announcements:
October 21 Administrative Quarterly Meeting-Admin Office 9:00 a.m.
October 22 Flu Shots City Hall 9:00 to 11:00
October 27 Museum Volunteer Meeting 10:00 a.m. Museum
October 27 HPC Meeting 6:30 p.m. City Hall
October 28 Vision Meeting 4:30 p.m. Bowden Pond
October 28 Bingo Woman’s Club 7:00 to 9:00 p.m.
November 1 Harlem Merchant’s Association Bargain Block Bash
November 7-9 Planning Retreat-Conyers
November 11 Veteran’s Day Holiday
November 17 Work Session 6 p.m./Council Meeting Immediately After
November 18 Bingo Woman’s Club 7-9 p.m.
Regular Meeting, City of Harlem, Georgia Page 2466
October 20, 2008
Continued from page 2465

Announcements (cont’d):
November 20 Harlem Merchant’s Meeting
November 21 Employee Thanksgiving Dinner 12 noon Harlem WC
November 25 Feed-A-Soldier Annual Thanksgiving Dinner

Other: There was none at this time.

Executive Session-Real Estate/Legal: Mayor Culpepper called for a motion to adjourn the Regular Meeting to go into Executive Session with a five minute break; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The Regular Meeting adjourned at 7:55 p.m.; Executive Session convened at 8:05 p.m.

Mayor Culpepper called for a motion to come out of 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 8:35 p.m. and the Regular meeting convened at that time.

Mayor Culpepper called for a report from City Attorney Fleming. City Attorney Fleming reported that one Real Estate and two Legal issues were discussed and that no final decision was made. Mayor Culpepper called for a motion for the approval of his signature to the Affidavit attesting to the report of City Attorney Fleming; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

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 Blalock. Motion carried; all in favor. The meeting adjourned at 8:36 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk