Untitled Document

Work Session Notes Page 1
August 17, 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, Michael Rorick, David Starn, Steve Goodwin, Fred Fischer, Chuck Meadows, Bridgett Sams, W. Mark Anderson, Phil Turner, LeeAnn Meyer, Murl Meyer, Beda Johnson, Jackie Alicea, Melissa Williams (Williams Bakery), Lou and Cindy Reda (Columbia Co. Cares), Dirk Motzkus (DVM), Yvette Harris (Horizon Motor Coach), Scott Johnson (Col. Co. BOC), J. W. Caz---, Misty Hamb, and Tina Sidener.

The Work Session was called to order by Mayor Culpepper at 6:30 p.m.

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Mayor Culpepper.

UNFINISHED BUSINESS:

Ordinance 432-Creating 3-Way Stop at Ballard Drive and East Trippe Street: Assistant Police Chief Chuck Meadows reported that he would like to continue with the study.

Other: There was none at this time.

NEW BUSINESS:

Columbia County Convention and Visitors Bureau-Ms. Pat Godwin, Chairperson and Ms. Beda Johnson, Executive Director:
• Resolution: Will designate the Columbia County Convention and Visitors Bureau as the Official Destination Marketing Organization.
• Hotel/Motel Tax Percentage: Agreement between the City of Harlem and the Columbia County Convention and Visitors Bureau designating a percentage (2%) of the Hotel/Motel Tax collected for services to be provided by the CCCVB.

Alcohol Beverage License Applications:
• KJ’s Market (IGA): A new license is required for the new location. This is a retail beer and wine license only.
• Red Oak Manor: Application is only for beer and wine by the drink. This is for the restaurant only; could approve for outside sales/consumption but would be required to install fencing, etc.

Work Session Notes Page 2
August 17, 2009

Historic Preservation Signs-Phil Turner, HPC Chairman: Council and HPC met to discuss signage for the designated historic districts. Total cost for the project is $3,581.60. Council will need to approve the purchase and designate the funding; funds are available in the Streets and Drains budget. This will be for seven posts ($2730.00) and eight signs ($851.60).

Ordinances-1st Reading:
• Amending Personnel Policy: Updating code sections-organizational chart, take home vehicles, tobacco use, email/passwords, working hours, and discipline and grievance procedures.
• Planning and Zoning Code: Update on accessory structures and uses-set backs will be 15 feet from any side and 10 feet from the rear property line; must be constructed of same building material as principle structure, roofing must be same material as principle structure, and if the main structure is brick, the accessory building siding can be wood or vinyl that matches the material of the trim of the main structure. Update to facades-designs for all commercial, industrial, institutional and non-residential buildings (including incidental and accessory buildings) are to be submitted for review by the City Manager and City Architect. Designs must comply with are City building regulations and design guidelines. There will be a fee charged to the developer/property owner. Variances-application is made through Planning and Zoning. Planning and Zoning will make recommendations to Council. Council will approve or disapprove.

Vehicles-Public Works Department: Public Works has two trucks that are being recommended for surplus; a 1992 Ford F-150 and a 1994 Ford F-150. There are currently three trucks available from Columbia County; a 1997 Ford F-150, a 1998 Ford F-150 and a 1999 Ford Ranger. The recommendation is for the 1997 and the 1998. Total cost will be $4,100.00. Council will need to approve a budget adjustment; funds are available in the general fund contingency.

Other: There was none at this time.

Being no further business before Council, the Work Session closed at 6:57 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2520
Harlem City Hall
August 17, 2009

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, August 17, 2009 at 7:00 p.m. at Harlem City Hall with Mayor Robert W. Culpepper presiding.

The meeting was called to order by Mayor Culpepper at 7:10 p.m.

Approval of the July 2009 Minutes: Mayor Culpepper called for a motion for the approval of the July 20, 2009 Regular Meeting and the July 24, 2009 Council Quarterly Review Executive Session; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Special Recognition-Presentation by Ms. Julie Miller: Ms. Miller presented certificates of appreciation to the businesses that were involved with the Camp Sweat program this year.

Public Comment:
• LeeAnn Meyer-Harlem Merchants’ Association-Directional Signage: Ms. Meyer came before Council to ask for consideration in implementing signage pointing out the business district for the City. Mayor Culpepper responded that the City would work towards accomplishing this.
• W. Mark Anderson-Bishop Latter Day Saints-Alcoholic Beverage License: Bishop Anderson came back before Council with his concerns with the change that was made to the Alcoholic Beverage Ordinance pertaining to the measurement between establishments applying for an alcohol license and churches, schools, libraries, etc. He wanted to know why we needed to change from what we had had. Measuring is from the front door of the property requesting the license in a straight line to the sidewalk to the front door of the church. Columbia County has the same measuring requirements, but it is to the property lines or nearest point. He feels that we are perpetrating the “good old boy system”. The ordinance was updated as of the last meeting.

Department Reports: The following departments gave reports for the month of July 2009:

Public Works Department Robert Fields, Public Works Director
Public Safety Department Chuck Meadows, Asst. Police Chief
Community Connections Julie Miller, Director
Regular Meeting, City of Harlem, Georgia Page 2521
August 17, 2009
Continued from page 2520

Department Reports (cont’d):
Administrative Department Jean R. Dove, City Manager
Planning & Zoning Robert Fields, Public Works Director
Museum Jean R. Dove, City Manager
Census Update Jerry Campbell

UNFINISHED BUSINESS:

Ordinance 432-Creating 3-way Stop at Ballard Drive and East Trippe Street: A request was received to continue with the study for this area. Mayor Culpepper called for a motion to table the 2nd Reading of Ordinance 432 until further study can be done in this area; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

Columbia County Convention and Visitors Bureau-Ms. Pat Godwin, Chairperson and Ms. Beda Johnson, Executive Director:
• Resolution-This Resolution is for the designation of the CCCVB as the “Official Destination Marketing Organization” for the City of Harlem. The CCCVB will promote the City of Harlem as one of the preferred destinations in the area in order to create a positive economic impact and enhance the quality of life. Mayor Culpepper called for a motion to approve the Resolution as written; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.
• Hotel/Motel Tax Percentage-The City of Harlem will contract with the Columbia County Convention and Visitors Bureau for convention and tourist promotion services. For this service the City will pay fees to the CCCVB from the proceeds of the Hotel/Motel tax collected. The agreement and a percentage must be approved by Council. Councilman Thigpen made the motion for the approval of the agreement and that a percentage of not less than 2% be paid in fees to the CCCVB for promotion services; 2nd by Councilman Blalock. Motion carried; all in favor.

Alcohol Beverage License Applications:
• KJ’s Market (IGA)-This license is for the new location; you can not transfer alcohol licenses from one location to another. Councilman Thigpen made the motion to approve the application of KJ’s Market (IGA) for a Beer & Wine

Regular Meeting, City of Harlem, Georgia Page 2522
August 17, 2009
Continued from page 2521

NEW BUSINESS (cont’d):

Alcohol Beverage License Applications (cont’d):
• KJ’s Market (IGA) (cont’d)-license for retail sales and consumption off the premises; 2nd by Councilman Blalock. Motion carried; all in favor.
• Red Oak Manor-Councilman Thigpen made the motion to approve the application of Red Oak Manor for the sale of beer and wine by the drink to be consumed on the premises (restaurant); 2nd by Councilman Blalock. Motion carried; all in favor.

Historic Preservation Signs-Mr. Phil Turner, HPC Chairman: Mr. Turner presented Council with the following information: the signs will be 2’ x 2’ and made of aluminum with vinyl and will be laminated. The signs will be placed on 6’ poles. There will be a total of 8 signs (single/double) for a cost of $851.60; there will be seven posts at a cost of $390.00 each, $2,730.00 total. The total for the project is $3,581.60. Councilman Thigpen made the motion to approve the purchase and funding for the 8 signs and 7 posts for a total of $3,581.60 to come from the Streets & Drains budget; 2nd by Councilwoman Root. Discussion: A final decision is needed on the locations of the signs; will follow City code. Councilman Blalock made a motion to amend the original motion to include for the City Manager to determine the locations for the signage; 2nd by Councilwoman Root. Motion carried; all in favor. The first motion is amended to read “to approve the purchase and funding for the 8 signs and 7 posts for a total of $3,581.60 to come from the Streets & Drains budget and for the City Manager to determine the locations for the signage”. Motion carried; all in favor.

Mr. Turner also presented the coloring of the signs for Council’s approval. The signs will be a white background with dark green lettering; the font will be vertical and will be in line with the font of the City seal. Councilman Blalock made the motion to approve the colors as presented; 2nd by Councilwoman Root. Motion carried; all in favor.

Ordinances-1st Reading-Councilman Thigpen:
• Amending Personnel Policy-Councilman Thigpen presented a draft ordinance amending the Personnel Policy in the following code sections:
1. Code Section 33.11 Organization Chart
2. Code Section 33.16 City Vehicles-Take Home
3. Code Section 33.17 Computer and Email-Passwords to be filed with City Manager
4. Code Section 33.65 Working Hours-Thursday thru Wednesday; to accommodate for direct deposit requirements

Regular Meeting, City of Harlem, Georgia Page 2523
August 17, 2009
Continued from page 2522

NEW BUSINESS (cont’d):

Ordinances-1st Reading-Councilman Thigpen:
• Amending Personnel Policy (cont’d):
5. Code Section 33.78 Discipline Procedures-Department Heads must have consent of City Manager prior to demotion, suspension, dismissal, etc. of an employee
6. Code Section 33.79 Grievance Procedures-Appeals to discipline procedures must be filed with the City Manager; the City Manager will notify the governing authority.
7. Code Section 33.80 Use of Tobacco Products in the Workplace-Employees may smoke only during designated breaks; these are determined by department heads to not exceed one every four hours.

Councilman Thigpen made the motion to approve this as the first reading of the Ordinance to amend the Personnel Policy; 2nd by Councilwoman Root. Motion carried; all in favor.

• Planning and Zoning: Councilman Thigpen presented the ordinance to amend the Planning and Zoning Ordinance in the following code sections:
1. Code Section 152.066 Accessory Structures and Uses-set backs are a minimum of 15 feet from any side and 10 feet from the rear property lines. Accessory structures are to be constructed of the same building material as the primary structure. Roofing materials must be of the same material as the primary structure. In the case of the main structure being brick, the accessory building siding can be wood or vinyl that matches the material of the trim of the primary structure.
2. Code Section 152.190 Facades-the proposed design for all commercial, industrial, institutional (churches, schools and the like) and all non-residential buildings, to include all incidental and accessory buildings, shall be submitted for review and approval to the City Manager, City Architect and the design shall comply with the applicable building regulations and design guidelines; a fee will apply.
3. Code Section 152.235 Authority to Grant Variances-applications for variances will be made through the Planning & Zoning staff. The application will go before the Planning & Zoning Commission for recommendation(s) to Council after consideration and findings of fact that certain conditions exist and criteria are met. Recommendations by the Planning & Zoning Commission shall be made in writing within 30 days after the initial public hearing on the proposed variance. The recommendation will be forwarded to City Council at its’ next regular

Regular Meeting, City of Harlem, Georgia Page 2524
August 17, 2009
Continued from page 2523

NEW BUSINESS (cont’d):

Ordinances-1st Reading-Councilman Thigpen (cont’d):
• Planning and Zoning (cont’d):
3. Code Section 152.235 Authority to Grant Variances (cont’d)-meeting for final decision. The applicant will be notified within five days, in writing, of Council’s decision.

Councilman Thigpen made the motion to accept this as the first reading of the ordinance to amend the current Planning and Zoning Ordinance; 2nd by Councilman Blalock. Motion carried; all in favor.

Vehicles-Public Works Department-Public Works has two trucks that are being recommended for surplus; a 1992 Ford F-150 and a 1994 Ford F-150. There are currently three trucks available from Columbia County; a 1997 Ford F-150, a 1998 Ford F-150 and a 1999 Ford Ranger. The recommendation is for the 1997 and the 1998. Total cost will be $4,100.00; funding is available through the general fund contingency account. Councilman Blalock made the motion to approve a budget adjustment and funding of the vehicles in the amount of $4,100.00 from the general fund contingency account; 2nd by Councilwoman Root. Motion carried; all in favor. Mayor Pro tem Dixon made the motion to approve the purchase of the 1997 and 1998 Ford F-150’s as presented; 2nd by Councilman Thigpen. Motion carried; all in favor. Councilman Blalock made the motion to surplus the 1992 and 1994 Ford F-150’s and to turn them over to Clayton Galloway at Central Shop to sell on Gov Deals; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Announcements:
August 18 Walk through at Senior Citizens Center, 11:00 a.m.
August 20 Merchant’s Association, Etc. of Harlem, 8:00 a.m.
August 25 Coffee at the Library, 9:00 a.m.
August 28 Marquee Lighting (tentative)
September 7 Labor Day Holiday
September 8 Harlem Foundation, 8:00 a.m.
September 8 Oliver Hardy Festival Meeting 7:00 p.m.
September 21 Work Session, 6:30 p.m. and Regular Council Meeting, 7:00 p.m.

Executive Session-Legal/Real Estate: Mayor Culpepper called for a motion to adjourn the Regular meeting to go into Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The Regular meeting adjourned at 8:15 p.m.; Executive Session convened at 8:20 p.m.

Regular Meeting, City of Harlem, Georgia Page 2525
August 17, 2009
Continued from page 2524

NEW BUSINESS (cont’d):

Executive Session-Legal/Real Estate (cont’d): Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 9:10 p.m. and the Regular meeting reconvened.

Mayor Culpepper asked for a report from City Attorney Fleming. Mr. Fleming reported that six legal and four real estate issues were discussed and that no final actions were taken. Mayor Culpepper called for a motion for the approval of his signature to the Affidavit affirming this report; 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 Thigpen. Motion carried; all in favor. The meeting adjourned at 9:11 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk