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Work Session Notes Page 1
September 11, 2008

Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, 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; ABSENT: Mayor Pro tem Rudolph Dixon; VISITORS: Robert Fields, Valerie Rowell, Sid Beckum, Bo Slaughter, Daniel Cason, Fred Fischer, Jerry Baldwin, Scott Johnson, and Denise Carter.

The meeting was called to order by Mayor Culpepper at 6:00 p.m.

The Invocation was given by Councilman Blalock.

The Pledge of Allegiance was led by Mayor Culpepper.

City Hall Expansion: City Manager Dove gave an update. There is a change order being presented for approval; this is for the wiring required for the telephone systems. Operations Manager Robert Fields reported that the conduits in the walls were not big enough for more wiring. The wiring will be run to a “J” ring. The cost is $907.50. City Manager Dove is requesting a budget adjustment to move the funds from the Capital Project Account to the Administrative Budget.

Head Start/Family Connection Building: City Manager Dove reported that power is not in the building yet; it will be done tomorrow, September 12. Mayor Culpepper recognized Julie Miller of Family Connections; she was in attendance to give her department report for the month of August 2008. She did report on her financing for the year ending June 30, 2009. They have been awarded the 21st Century Grant in the amount of $350,000.00, the DHR grant in the amount of $96,950.00 and the MHDDAD grant in the amount of $28,000.00.

Streetscape (TE) Project: City Manager Dove reported that JHC did agree to a five-year warranty on the parking lot. Council will need to approve the warranty. It covers repairs and seal coating.

Bids-Fire Department Building: City Manager Dove reported that the low bid received is in the amount of $164,800.00 from John W. Spratlin & Son, LLC. Council will need to approve in order to proceed.

Hardy Station-Request Set Back Change: Sid Beckum, agent for Hardy Station, LLC, has applied for a variance in the side setbacks for all of the lots in Section II only. The request is to change the side setbacks from 10 feet to 7 ½ feet. This would cover lots 14 thru 57 and are located on Oliver Hardy Court.

Resolution-Gateway Grant: City Manager Dove reported that the Department of Transportation has a grant available in the amount of $50,000.00 for the beautifying and
Work Session Notes Page 2
September 11, 2008

Resolution-Gateway Grant (cont’d): updating of the entrances to the City. The City will continue maintaining the entrances. Council will need to approve the Resolution to apply.

Annexation Ordinance: City Manager Dove reported that there are three parcels in Campbell’s Crossing up for approval. This will become effective October 1, 2008.

Senior Citizens Building-CDBG Grant:
• Approve Contracts for Allen-Smith Consulting and Carter-Watkins: City Manager Dove reported that the City had been awarded the CDBG grant for the Senior Citizens Center on September 16, 2008. Council will need to approve the contracts with Allen-Smith Consulting for grant administration and with Carter-Watkins for the architectural work.

Harlem-Grovetown Road-Speed Limit: Mayor Culpepper recognized Scott Johnson, Assistant County Administrator for Columbia County. Mr. Johnson reported that he had been working with Public Safety Director Jerry Baldwin on this matter. The idea is to have the same speed limits and to use speed reduction signs. The speed outside the City limits would be 45 miles per hour; at the City limits it would be 35 miles per hour. The speed limit would reduce to 25 miles per hour at McArthur Drive in the City. The speed reduction signs will be moved in the County. Speed reduction signs must be at least 500 feet in advance of the speed limit sign. The consistency in the speed limits will allow application for using radar on Harlem-Grovetown Road. This will be moved to the October meeting for approval.

Right-of-Way Ordinance: Operations Manager Robert Fields presented the information. He received information from the Georgia Municipal Association on the proposal of two ordinances. This item will be moved to the October meeting for approval after further study of the information.

Other: There was none at this time.

The Work Session adjourned at 6:20 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2455
September 11, 2008
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Thursday, September 11, 2008 immediately following Work Session that was scheduled for 6:00 p.m. at Harlem City Hall with Mayor Robert W. Culpepper presiding.

Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, 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; ABSENT: Mayor Pro tem Rudolph Dixon; VISITORS: Robert Fields, Valerie Rowell, Sid Beckum, Bo Slaughter, Daniel Cason, Fred Fischer, Jerry Baldwin, Scott Johnson, and Denise Carter.

The meeting was called to order by Mayor Culpepper at 6:20 p.m.

Approval of Minutes: Mayor Culpepper called for a motion to approve the Minutes of the August 2008 Regular Meeting; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor.

Public Comment: N/A

Mayor Culpepper at this time moved Agenda item #1 under New Business to this slot.

Hardy Station-Request Change to Side Yard Requirements: Mayor Culpepper recognized Sid Beckum at this time to address Council on this issue. Mr. Beckum stated that he is requesting a reduction in the side setbacks from 10 fee to 7 ½ feet. He feels that it would make the new homes more marketable. The houses would be wider; builders are not interested in building due to the size of the lots. They are limited to 40 feet of building space; the change would give 45 feet. This change will affect at least 40 lots. It will not increase the number of lots, houses, etc. He feels the change will make better curb appeal. City Attorney Fleming had a question pertaining to the size of emergency vehicles in the event one would have to respond to one of these properties; Councilman Thigpen responded that they are the same as a regular pickup truck. Councilman Blalock commented that our ordinances and the PUD ordinance are significantly different. Mayor Culpepper had the idea to look at other sub-divisions (ex. Senator’s Ridge in Grovetown) and to consider tabling this until that time. After further discussion, including that this would only affect section two of the sub-division, Council decided to proceed with this item at this meeting. Mayor Culpepper called for a motion for the approval or disapproval of Mr. Beckum’s request. Councilman Thigpen made the motion to approve the request of Mr. Beckum for the reduction of the side setbacks in section two only from 10 feet to 7 ½ feet; this would consist of about 40 lots; this is also for trial purposes only; 2nd by Councilman Blalock. Discussion: An evaluation should be done as

Regular Meeting, City of Harlem, Georgia Page 2456
September 11, 2008
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Hardy Station-Request Change to Side Yard Requirements (cont’d): to whether an ambulance would be able to gain access to the properties. Mayor Culpepper had concerns that we would be setting precedent and questioned City Attorney Fleming on this. City Attorney Fleming responded we would not; it would be on a case by case basis. Legally there would be no problem. Motion carried; all in favor.

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

Public Works Department Daniel Cason, Public Works Director
Public Safety Department Jerry Baldwin, Public Safety Director
Planning & Zoning Department Robert Fields, Operations Manager
Museum Jean Dove, City Manager
Administrative Department Jean Dove, City Manager

UNFINISHED BUSINESS:

City Hall Expansion: There is a change order before Council in the amount of $907.50 for the phone system. She is requesting approval of a budget adjustment in that amount and for the funds to come from the Capital Project Account. Mayor Culpepper called for a motion to approve the change order request and budget adjustment in the amount of $907.50 for the telephone system; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.

City Manager Dove is also requesting approval of a budget adjustment in the amount of $40,000.00 for the purchase of office furniture for the addition; the funds would come from the Capital Project Account. Mayor Culpepper called for a motion to approve the request of City Manager Dove for a budget adjustment and funds from the Capital Project Account in the amount of $40,000.00 for the purchase of office furniture and equipment in the new addition to City Hall; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Headstart/Family Connection Building: There was nothing new to report since Work Session.

Streetscape (TE) Project: City Manager Dove reported that she was in receipt of a five-year warranty on the new parking lot that includes any repairs and seal work. Mayor Culpepper called for a motion for the approval to accept the five-year warranty as written; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2457
September 11, 2008
Continued from page 2456

UNFINISHED BUSINESS (cont’d):

Bids-Fire Department Building: At this time, Mayor Culpepper called for a motion to move this item to the October meeting in order for City Manager Dove and Carter- Watkins to review the bids received on this project; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Roof-Public Safety Building: Mayor Culpepper called for a motion to move this item to the October meeting for further review; 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:

Resolution-Gateway Grant: City Manager Dove reported that he Gateway Grant is through the Department of Transportation and in the amount of $50,000.00 to be used for the beautifying and updating of the entrances to the City of Harlem. Mayor Culpepper called for a motion to approve the Resolution to apply for the Gateway Grant; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.

Annexation Ordinance-1st and 2nd Reading: Mayor Culpepper called for a motion to approve this as the 1st and 2nd Reading of the ordinance to annex in the following properties and his signature to said ordinance:

David S. Rabun and Shannon N. Rabun; 6474 Campbell’s Way; Map & Parcel 031 189; zoned R1-A; .77 acres
Robert C. Newkirk; 6494 Campbell’s Way; Map & Parcel 031 210; zoned R1-A; .67 acres
Reuben Rentas, Jr.; 6476 Campbell’s Way; Map & Parcel 031 190; zoned R1-A; .706 acres

This ordinance will be effective October 1, 2008.

Councilman Blalock made the motion to approve this as the 1st and 2nd Reading as well as the annexation of the above three properties located in Campbell’s Crossing and the approval of the Mayor’s signature to said ordinance; 2nd by Councilwoman Root. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2458
September 11, 2008
Continued from page 2457

NEW BUSINESS (cont’d):

Senior Citizens Building-CDBG Grant:
• Approve Contracts for Allen-Smith Consulting and Carter-Watkins Architects: Mayor Culpepper called for a motion to approve the contract with Allen-Smith Consulting for grant administration of the 2008 CDBG grant for the Senior Citizens Center in the amount of $30,000.00; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.

Mayor Culpepper called for a motion to approve the contract with Carter-Watkins for architectural services for the Senior Citizens Center in the amount of $39,500.00; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Announcements:

September 18 Business Meeting 8 a.m.-Village at Sandy Run
September 18 Oliver Hardy Festival Committee Meeting 6 p.m. City Hall
September 19 Council Quarterly Review Meeting 9 a.m. Library
September 30 Public Hearing CDBG Grant-10:00 a.m.
October 3 Oliver Hardy Festival Reception 7:00 p.m.
October 4 Oliver Hardy Festival
October 9 Woman’s Club Meeting 4:00 p.m.
October 13 Columbus Day Holiday-City Offices Closed
October 14 Community Services Quarterly Meeting
October 15 Tour Elberton Theatre-10:30 a.m.
October 16 Work Session 7:00 p.m.
October 20 Regular Council Meeting 7:00 p.m.
October 21 Administrative Quarterly Meeting 9:00 a.m.

Public Comment: Due to some additional visitors coming in after the meeting started, Mayor Culpepper asked\if there was any Public Comment at this time. There was none at this time.

Executive Session-Legal/Personnel: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. The Regular meeting adjourned at 6:55 p.m. Executive Session convened at 7:15 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 Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 8:13 p.m.
Regular Meeting, City of Harlem, Georgia Page 2459
September 11, 2008
Continued from page 2458

Executive Session-Legal/Personnel (cont’d): Mayor Culpepper called for a report from City Attorney Fleming. City Attorney Fleming reported that two matters were discussed, one personnel and one legal, and that no final action was\taken.

Mayor Culpepper called for a motion for the approval of his signature to the affidavit affirming the report made by City Attorney Fleming; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root.

Mayor Culpepper called for a motion for the approval of Council establishing the position of Operations Manager and to empower the City Manager to establish the job description; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. The position will be filled by Robert Fields.

Other: There was none at this time.

Being no further business before Council, Mayor Culpepper called for a motion to adjourn the meeting; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:15 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk

Called Meeting, City of Harlem, Georgia Page 2460
September 29, 2008
Harlem Public Library

The City Council of the City of Harlem, Georgia met for a Called Meeting on Monday, September 29, 2008 at 9:00 a.m. at the Harlem Public Library 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: Jenna (Columbia News Times).

PURPOSE: IGA Store Plans
Planning & Zoning Regulations
Executive Session-Legal

The meeting was called to order by Mayor Robert W. Culpepper at 9:00 a.m.

The Invocation was given by Mayor Pro tem Rudolph Dixon.

IGA Store Plans: City Manager Dove presented Council with updated drawings for the new IGA store; more in keeping with what the City requires. Mayor Culpepper preferred the sides of the building on the original drawing. The front of the building is brick, the columns are brick and the walls are stucco (not EFIS). Mayor Culpepper asked if anyone would have a problem with him having a conversation with Mr. King to see what the possibilities would be to leave the sides as the original drawing. Councilman Thigpen made the motion to approve for Mayor Culpepper to have the option to negotiate with IGA on the sides of the structure (old versus new); 2nd by Councilwoman Root. Discussion: If IGA is not agreeable, we will go with the complete new drawing. Motion carried; all in favor.

Planning & Zoning Regulations: City Manager Dove reported on residents bringing in metal buildings. These buildings are considered temporary structures. According to Section 152.087 of the Planning & Zoning Ordinance, temporary structures must be removed within 30 days. Councilman Thigpen is not in agreement. He does not feel that we should be “policing” the resident’s backyards. Portable storage buildings are on skids. Mayor Culpepper suggested looking at surrounding communities to see how they handle this. The question before Council also had to do with the rear setback requirements. Currently the rear setbacks are at 25 feet; the prior rear setback was 5 feet. City Manager Dove reported that we ran into problems with the accessory buildings were being put on sewer right of ways, easements, etc. Mayor Culpepper suggested a 30-day moratorium in order for Administration and Planning & Zoning to research further on temporary buildings. Mayor Culpepper conferred with City Attorney Fleming and he concurred. City Manager Dove also agreed that we need to revisit the 25 foot rear setback, the definition of “temporary” and the use of like materials. Councilman Thigpen
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September 29, 2008
Continued from page 2460

Planning & Zoning Regulations (cont’d): sees a temporary building as any movable structure with no timeline for removal; City Manager Dove sees it as any movable structure with a timeline. At this time Mayor Culpepper called for a motion to approve a 30-day moratorium on the issuance of building permits on accessory buildings; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried by a vote of 3-1 with Councilman Thigpen voting against.

Executive Session-Legal: Mayor Culpepper called for a motion to adjourn the Regular Meeting and to go into Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Discussion: Councilwoman Root asked for a 5 minute break. Mayor Pro tem Dixon amended his motion to include the 5 minute break; 2nd by Councilman Thigpen. Motion carried; all in favor. The Regular Meeting adjourned at 9:45 a.m. Executive Session convened at 9:55 a.m.

Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Executive Session adjourned at 10:45 a.m.

Mayor Culpepper called for a report from the City Attorney. City Attorney Fleming reported two legal issues were discussed and that no final action was taken.

Mayor Culpepper called for a motion to reconvene the Regular Meeting and for the approval of his signature to the Affidavit acknowledging the report by the City Attorney; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. 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 Thigpen. Motion carried; all in favor. The meeting adjourned at 10:47 a.m.

Respectfully submitted,

Debra E. Moore
City Clerk