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Work Session Notes Page 1
April 20, 2009

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: Valerie Rowell, Fred Fischer, Jerry Campbell, Jesse Bowman, Mike Rorick, Misty Hamb, Robert Fields, and Phil Turner.

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

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Mayor Culpepper.

UNFINISHED BUSINESS:

Ordinances-2nd Reading:
• Ordinance Number 427-Annexation
• Ordinance Number 428-Amending Planning & Zoning Ordinance
City Manager Dove reported that these items require the formality of doing the 2nd Readings and for Council to approve or disapprove.

Zoning Request-Lee Anderson: It was reported that currently no permits have been purchased (building and/or electrical). A paint booth with ventilation is required. The County will inspect. Mr. Reed has questioned some of the codes; Planning & Zoning Clerk Jerry Campbell has spoken with the County to clarify. The Conditional Use item listing will be put on the permit that he will be required to sign. Council will have to approve the request.

New Fire Station-New Street: City Manager Dove reported that Ben Carter, the architect, has recommended not moving forward at this time. The only work that has been done so far was digging out and making the footings. Councilman Thigpen wanted to know what we would do in the mean time. City Manager Dove responded that we are looking at the BBQ pit area; costly to move dirt, etc. We need to look at what we would have to do to cancel the contract; discuss under Legal at the Regular Meeting. Councilman Blalock commented that the only place he feels is available is the BBQ pit area. We are in the same position now as we were in the beginning. City Manager Dove commented that she felt that it would be best to keep the new building in place with the Fire Department. Councilwoman Root asked if there would be a penalty for canceling the contract; City Manager Dove stated that she did not believe so, that we would only pay for what work had been done.

City Manager Dove reported to Council that the Fire Department does not want to switch buildings; Council will need to approve this.

Work Session Notes Page 2
April 20, 2009

NEW BUSINESS:

Ordinances:
• Ordinance 429-Amending Ordinance Number 425: This ordinance is to correct the number of acres listed for the property located at 6330 Harlem-Grovetown Road and owned by Sarah & Alford Barnett. It will amend the number of acres from 1.5 acres to 1.94 acres.
• Ordinance 430-Annexation: This ordinance is for the annexation of the following four properties:
James B. Lewis Sr. 435 Planer Mill Rd 8.67 acres
Kathleen A. Davenport 6485 Campbell’s Way .83 acres
John M. Lonergan 765 Knox Road 2.00 acres
Lois D. Harris 729 Sawdust Road 0.839 acres
This would become effective June 1, 2009.
• Ordinance to Amend Alcoholic Beverage Ordinance: This ordinance is for the amendment of Chapter 114 of the code of Ordinances of the City of Harlem related to the sale of alcoholic beverages. The ordinance is amending section 114.026 (B) Distance Requirement. The ordinance is to include restaurants operating under a conditional use permit in a residential district.
Ordinance 429 and 430 are ready for the first readings; the amended Alcoholic Beverage Ordinance is for review only.

Employee Incentive Program (EIP Grant):
• Resolution to Create Revolving Loan Fund-this Resolution provides that the City of Harlem will establish a revolving loan fund with all revenues and collateral obtained from the 08q-036-2-5101 Employment Incentive Program (EIP) Grant and any subsequent CDBG/EIP grants. The fund will be used for the express purpose of economic development. Council will need to approve.
• Service of Grant-Allen-Smith Consulting will be the grant administrator; fees are to be paid by Tracy-Luckey. The City will pay and bill Tracy-Luckey.
• Loan Documents-Council will need to authorize for the Mayor to sign the loan documents.

Senior Citizens Center-Award Bid: City Manager Dove reported that the low bidder was Southtree Enterprises out of Griffin, GA. The project bid is for $542,905.00; came in under construction estimates. Ben Carter and Patsy Allen have worked with them before. The recommendation is to award the bid to them. Mayor Culpepper stated he would like to recommend that they use local contractors; already have sub-contractors. Councilwoman Root questioned if the contractor would be responsible for moving and reinstalling the playground equipment; City Manager Dove responded that she had requested for it to be included in the contract but does not know if it was or not. Councilwoman Root also asked about the removal of the trees and brush; City Manager Dove responded that the City would be responsible for the work. Councilwoman Root
Work Session Notes Page 3
April 20, 2009

NEW BUSINESS (cont’d):

Senior Citizens Center-Award Bid (cont’d): commented on there being a number of trees marked in the original playground area. Mayor Culpepper asked City Manager Dove to co-ordinate with the County.

Public Safety-Patrol Cars: Public Safety Director Jesse Brown addressed Council. He is requesting the purchase of two used Crown Victoria’s from Columbia County. The total cost estimate is $7,170.00; possibly $500.00 to $1,000.00 less. This includes the cars, striping, and equipment installation. Each officer would have their own vehicle; affords more accountability. Mayor Culpepper questioned about the mileage on the vehicles; the lowest was at 96,000. Council would have to approve the purchase and a budget amendment.

Speeding-Fairview Drive, E. Trippe and Ballard Drive: City Manager Dove reported that she has been looking at the feasibility of doing a three-way stop at Fairview Drive and Sawdust Road and/or rumble strips. The same is being looked at for E. Trippe and Ballard Drive; they have issues with people using Ballard Drive as a short cut. To implement three-way stops, an ordinance would have to be in place. City Manager Dove will have ready for the next meeting.

It was reported that Tim Holloway is coming out to look at the area on Harlem-Grovetown Road for the installation of the rumble strips. There was some discussion about the speed limit on Harlem-Grovetown Road. We have placed our 35 mile per hour limit signs inside the City limits. Until the County puts up the 45 mile per hour speed limit signs, there is a drop from 55 miles per hour in the County to the 35 miles per hour in the City limits.

Theatre:
• Authorization to Proceed to Bid-recommendation to proceed with replacement of marquee; grant and funding from the Foundation. The grant must be spent by June 30, 2009. Council will need to approve.
• Authorization to Proceed on Architectural Work for inside of building-Council will need to approve.

Community Development Block Grant: City Manager Dove reported that she had spoken with Patsy Allen and John McClellan in reference to this. The monies are from the stimulus that was approved. Discussions were had on uses; sidewalks, storm drains, etc. The grants are now all EIP; used to create permanent jobs. Our projects did not qualify because of temporary jobs. A potential project would be for Al Harris with Horizon Motor Coach. He was considering at one time moving his office and buses to the property he purchased near the WWTP. City Manager Dove will look at further.

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April 20, 2009

NEW BUSINESS (cont’d):

Museum-Roof Repairs: City Manager Dove reported that there is a problem with the roof leaking at the Museum. Judson Whitworth Contracting was asked to give a quote on the replacement of the roof; they quoted $34,884.00. A quote for repairs was received from Modern Roofing in the amount of $5,520.00; will get a second quote from Thomson Roofing. It was questioned about the warranty on the current roof. The current roof is only six or seven years old; the five year warranty on labor has expired. There is a twenty year warranty on materials. The leaks are caused by the seams that are coming apart. Have tried to contact Joey Renew, but to no avail as yet; will continue trying.

Work Session Meeting Date: City Manager Dove is reported that a request and recommendation has come in to move the Work Session to 6:00 p.m. prior to the Regular meeting on Monday instead of having on Thursday prior.

Other: Councilwoman Root brought up the issue of graffiti that had been place on the playground equipment at the City Park; needs to be cleaned. Mr. Bowman stated that he has several Community Service workers who could work on it. The County should be maintaining the park, equipment, etc. Councilman Thigpen commented about the lighting at the park; well lit. Maybe look at the feasibility of installing cameras to record those over at the park. City Manager Dove stated that we could possibly get cameras from the County to record for several days; will look into it.

Councilman Thigpen asked about a notice being put in the newsletter about snakes coming out; had a request from a resident in the Lamkin Road area.

Being no further business for discussion, the meeting closed at 6:45 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2497
April 20, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, April 20, 2009 at 7:00 p.m. at Harlem City Hall with Mayor Robert W. Culpepper presiding.

Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, Mayor Pro tem Dixon, Councilman 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: Valerie Rowell, Fred Fischer, Jerry Campbell, Jesse Bowman, Mike Rorick, Misty Hamb, Robert Fields and Phil Turner.

The meeting was called to order by Mayor Culpepper at 6:55 p.m.

Approval of the Minutes-March 2009: Mayor Culpepper called for a motion for the approval of the March 2009 Minutes and Work Session notes as written; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Public Comment: Phil Turner asked to address Council on the Public Works department. Mr. Turner expressed his appreciation and wanted to commend the Public Works Department and the City for the services that are provided

Fred Fischer addressed Council on the idea of “sight triangles”. This item stems from the recent accident on Harlem-Grovetown Road. The idea is that there would be no obstructions within the “sight triangle”. This helps reduce hazards at intersections. He forwarded the information by e-mail to the Mayor and City Manager.

Department Reports: The following departments gave reports for the month of March 2009:
Community Connections Misty Hamb, Program Coordinator
Public Works Department Robert Fields, Operations Manager
Planning & Zoning Robert Fields, Operations Manager
Public Safety Department Jesse Bowman, Public Safety Director
Administrative Department Jean Dove, City Manager
Museum Jean Dove, City Manager

UNFINISHED BUSINESS:

Ordinances-2nd Readings:
• Ordinance 427-Annexation-Ordinance 427 is for the annexation of the following property: Bruce Newsome, property owner; 6337 Harlem-Grovetown Road; Map & Parcel 042 167B; zoned R1-A; 1.497 acres. This annexation would become effective May 1, 2009. Mayor Culpepper called for a motion for the approval of
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April 20, 2009
Continued from page 2497

OLD BUSINESS (cont’d):

Ordinances-2nd Readings:
• Ordinance 427-Annexation (cont’d)-this 2nd Reading of Ordinance 427 and approval of said Ordinance; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
• Ordinance 428-Planning & Zoning Ordinance Amendment-Ordinance 428 is amending Code Section 152.047: Conditional Uses-Commercial. This amendment will allow for the issuance of a Conditional Use Permit in the General Business District (B-3) for the purpose of Light Manufacturing Operations. Mayor Culpepper called for a motion for the approval of this 2nd Reading of Ordinance 428 and approval of said Ordinance; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Zoning Request-Lee Anderson: Mr. Anderson is requesting a conditional use permit for light manufacturing for the property located at 190 E. Milledgeville Road. The property will be used for the manufacturing of small open utility trailers. Mr. Anderson has agreed that if the business should fail that the property will revert back to B-3 General Business District. He has further agreed to the stipulations placed with the conditional use permit. Mayor Culpepper called for a motion for the approval of the Conditional Use Permit as requested to include the stipulations as listed; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

New Fire Station-New Street: Mayor Culpepper called for a motion to authorize the cancellation of the contract on the new fire station located on New Street based on the architect’s recommendation; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.

A further motion was made by Councilman Blalock to cancel the prior approved change between Public Works and Public Safety to change locations; 2nd by Councilwoman Root. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

Ordinances-1st Reading:
• Ordinance 429-Amendment to Ordinance 425: This Ordinance is for the amendment of Annexation Ordinance 425. The acreage was listed incorrectly as 1.5 acres; the total should be 1.94 acres. Mayor Culpepper called for a motion to approve this as the 1st Reading of Ordinance 429; 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 2499
April 20, 2009
Continued from page 2498

NEW BUSINESS (cont’d):

Ordinances-1st Reading:
• Ordinance 430-Annexation-This Ordinance is for the annexation of the following properties:

James B. Lewis, Sr. and Miriam T. Lewis Etal, 435 Planer Mill Road, Map & Parcel 043 023, zoned R1-A, 8.67 acres

Kathleen Davenport, 6485 Campbell’s Way, Map & Parcel 031 201, zoned R1-A,
0.83 acres

John M. Lonergan, Jr. and Emily Lonergan, 765 Knox Road, Map & Parcel 031-148, zoned R1-A, 2.0 acres

Lois D. Harris, 729 Sawdust Road, Map & Parcel 031 106, zoned R1-A, 0.839 acres

This ordinance will become effective June 1, 2009. Mayor Culpepper called for a motion to approve this as the 1st Reading of Annexation Ordinance 430; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Employee Incentive Program (EIP Grant):
• Approve Resolution to Create Revolving Loan Fund-The Resolution is to establish a revolving loan fund to be used for the express purpose of economic development. Mayor Culpepper called for a motion for the approval of the Resolution to establish the Revolving Loan Fund; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
• Approve for City to Service Grant-Mayor Culpepper called for the approval of the City to be allowed to service the Grant; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
• Approve Loan Documents-Mayor Culpepper called for a motion for the approval of the loan documents and for the authorization for the Mayor to sign them; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Senior Citizens Center-Bid Award: The low bidder on the project was Southtree Enterprises out of Griffin, GA in the amount of $542,905.00. It is recommended for approval. Mayor Culpepper called for a motion for the approval of the bid award for the Senior Center to Southtree Enterprises in the amount of $542,905.00; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.
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April 20, 2009
Continued from page 2499

Public Safety-Patrol Cars: The Public Safety Department is requesting the purchase of two Crown Victoria’s from Columbia County. This will give each officer a car; will allow for accountability. The estimated cost is $6,360.00; this includes the cars, striping and cages. Mayor Culpepper called for a motion to approve the purchase of said vehicles and for the approval of a budget amendment from Contingency in the Administrative Department to the Police Department in the amount of $6,360.00; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Theatre:
• Authorize to Proceed to Bid on Marquee: Mayor Culpepper called for a motion for the approval of the authorization to proceed to bid on the Marquee at the theatre; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.
• Authorize Architect to Proceed with Plans for Building Interior: Mayor Culpepper called for a motion to approve the authorization of the Carter Watkins Architects to proceed with the plans for the interior of the theatre; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Discussion: Council will decide the steps that the renovations will take. Motion carried; all in favor.

Community Development Block Grant: No action is needed at this time.

Museum-Roof Repairs: City Manager Dove reported that funding was available in the Building Fund any necessary repairs for the leaking roof. Mayor Culpepper called for a motion for the approval of making the necessary repairs to the Museum roof, the approval of getting additional bids, and for a budget amendment to move the funds from the Building Fund to the Museum account; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Discussion: Have received one quote for repairs from Modern Roofing in the amount of $5,520.00. Motion carried; all in favor.

Work Session Meeting Date: Mayor Culpepper called for a motion for the approval of moving the Work Session to the 3rd Monday of the month at 6:00 p.m. prior to the Regular Meeting at 7:00 p.m.; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Announcements:
April 21 Community Connections Collaborative Meeting 9:30 a.m. Evans
April 21 Pioneer Garden Club 4 p.m. Harlem Library
April 22 Tree Board 8:00 a.m. City Hall
April 24 Quarterly Council Review Meeting-8:30 a.m. Harlem Library
April 27 Museum Volunteer Meeting-9:00 a.m. City Hall
April 27 Historic Preservation Commission Meeting-6:30 p.m. City Hall
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April 20, 2009
Continued from page 2500

NEW BUSINESS (cont’d):

Announcements (cont’d):
April 28 Census Committee Meeting 6:00 p.m. City Hall
May 4 Public Hearing-EIP Grant-10:00 a.m. City Hall
May 6 Quarterly Breakfast-Harlem Middle School-7:00 a.m.
May 8/9 Relay for Life-Harlem Middle School
May 11 Oliver Hardy Festival Committee Meeting 7:00 p.m. City Hall
May 12 Harlem Foundation Meeting 8:30 a.m. City Hall
May 14 Pre-Construction Conference Senior Citizens Center 10:00 a.m. City Hall
May 18 Work Session 6:00 p.m. City Hall
May 18 Council Meeting 7:00 p.m. City Hall
May 21 Merchants Association Meeting 8:00 a.m. My Sister’s Loft

Other: City Manager Dove presented a Proclamation to Council for adoption and approval. The Proclamation is for the recognition of Municipal Clerks Week for May 3-9, 2009. The Proclamation also extends the appreciation to Debra E. Moore, City Clerk for the City of Harlem, for services performed and dedication to the Community. Mayor Culpepper called for a motion to approve the Proclamation as presented; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Councilman Blalock made a motion to amend the motion to include Council’s deep personal thanks for service performed and the conscientious efforts made; 2nd by Councilwoman Root. Motion carried; all in favor.

Executive Session-Legal/Personnel/Real Estate: Mayor Culpepper called for a motion to adjourn the Regular meeting and go into Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. The Regular meeting adjourned at 7:50 p.m.; Executive Session convened at 7:55 p.m.

Mayor Culpepper called for a motion to adjourn Executive Session and to reconvene the Regular meeting; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Executive Session adjourned at 8:55 p.m.; the Regular meeting reconvened at that time.

Mayor Culpepper called for a report from the City Attorney. City Attorney reported that there were three Real Estates issues, two legal issues and one personnel discussed and no final action was taken.

Mayor Culpepper called for a motion for the approval of his signature to the Affidavit acknowledging this report; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

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April 20, 2009
Continued from page 2501

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 9:00 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk