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Called Meeting, City of Harlem, Georgia Page 2484
February 2, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for a Called Meeting on Monday, February 2, 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 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: J. Arthur Harris

Purpose: Water Line Connection
City Charter-Update
Executive Session-Personnel

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.

Water Line Connection: City Manager Dove reported on this item. If we guarantee a water purchase of 100,000 to 250,000 gallons per day; the City of Thomson is offering a rate of $1.87 per 1000 gallons. She reported that Thomson will put in the infrastructure; we will have to put in the chlorinator. We are currently paying Columbia County an estimated $1.35 per 1000 gallons. Mayor Culpepper questioned about the sewer; City Manager Dove responded that the information was forthcoming. Councilman Blalock had some of the same concerns as we started looking at a second source for sewer and now we are looking at doing a waterline. Councilman Thigpen is in favor of having a second source for water especially if they are willing to pay for the infrastructure. Mayor Culpepper questioned if we would be responsible for maintaining the pump station that is installed. City Manager Dove responded that she felt they would own it as they are putting it in. We would have to work out a contract to determine responsibilities; they will own everything except the chlorine booster. City Manager Dove mentioned that Billy Clayton of Columbia County Water and Sewer had encouraged us to have a back up water source. City Attorney Fleming asked about the Ordinance in place now and how it addresses the costs charged to the customers. Currently there is a provision that when Columbia County increases the cost to us we increase the cost to the customers by the same amount. He suggested we think about the differences in what the County charges and what Thomson charges and maybe consider purchasing a higher amount to get the lower cost per thousand gallons ($1.50) and negotiate to see if Thomson would match the County’s price for the higher gallon purchase. No final decision was made; negotiations will continue.

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February 2, 2009
Continued from page 2484

City Charter-Update: City Attorney Fleming: Included in Council’s packets was a copy of the bill that will be introduced to the legislature. Council has already approved the Resolution to proceed with this. The update will give back veto power to the Mayor and the Mayor will count towards a quorum. These items were in the original Charter, taken out and are being put back in. City Attorney Fleming had a couple of suggestions for Council. In Section 2 sub-section 4, this is new, it will give the Mayor veto power specifically on appropriations; this would give the Mayor “line item veto” on budgets. The other suggestion pertained to overriding vetoes. The recommendation is to have a four member vote to override a veto. Prior the votes were 3 to pass and 3 to veto; recommendation is for 3 to pass and 4 to veto. It was agreed upon to leave it at 3 to pass and 3 to veto. Council was also in favor of the “line item veto”. Councilman Blalock question about the wordage in Section 1 about doing voting by voice; he prefers by a show of hands. City Attorney Fleming stated that it was standard wording; the next line addresses voting by roll call.

City Attorney Fleming will have a conversation with Senator Jackson about the bill; Mayor Culpepper will speak with Representative Anderson.

Executive Session-Personnel: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session convened at 7:30 p.m.

Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 8:20 p.m.

Mayor Culpepper called for a report from the City Attorney. City Attorney Fleming reported that one personnel issue was discussed and that no final action was taken.

Mayor Culpepper called for a motion to approve his signature to the Affidavit affirming this report; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Other: City Attorney Fleming reported that mediation has been set up for March 5, 2009 at 10:00 a.m. at the offices of Fulcher Hagler. He recommended that the Mayor and at least one Councilmember, City Manager Dove and Operations Manager Robert Fields be in attendance. Councilman Thigpen volunteered to be present.

City Attorney Fleming suggested that Council go back into Executive Session for further discussion. Mayor Culpepper called for a motion to reconvene Executive Session; that

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February 2, 2009
Continued from page 2485

Other (cont’d): motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Executive Session reconvened at 8:30 p.m.

Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Executive Session adjourned at 8:41 p.m.

Mayor Culpepper asked for a report from City Attorney Fleming. City Attorney Fleming reported that one legal issue was discussed and that no final action was 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 Councilman Thigpen. Motion carried; all in favor.

Being no further business before the 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 8:43 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk

Work Session Notes Page 1
February 12, 2009

Present: COUNCILMEMBERS: Mayor Robert W. Culpepper, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilwoman Robin M. Root; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney David Dekle; ABSENT: Councilman John Thigpen; VISITORS: Penny Salley, Chuck Meadows, Bobby Cash, John McClellan, Seaborn Street, Fred Fischer, Phil Turner, Jerry Campbell, Larry Wolfe, Julie Miller, Valerie Rowell, and Hugh Jones.

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.

City Hall Expansion: City Manager Dove gave an update. The furniture, phones and computers are being installed now; will start moving back down next week.

Public Works Schedule: City Manager Dove reported that Public Works had currently been working four tens for the last several months on a trial basis. It has been decided to return to the five eights. This is in part to having had several emergencies come up on the Fridays the employees were off and not having enough people available to work.

City Charter-Update: City Manager Dove reported that Representative Anderson wants all of Council to sign the Resolution to show their support in updating the Charter. The ad has been turned in to run in the next week or so.

Thomson/McDuffie County Water Line Connection: Mayor Culpepper asked City Engineer John McClellan to address this issue. It was stated that it would be in our best interest to tie all the way into the ten inch line. The line will go under the railroad. This will help fill our tank faster. Mayor Culpepper asked City Manager Dove if there were funds available to do the work; there should be in the Capital Projects Account; will need to check on. Mayor Culpepper is recommending sending this item to the Public Works Committee to discuss and research funding. City Engineer McClellan reported that Thomson will run the line to the County line only; we’d have to run the line from there to our tank on Sawdust Road. Councilwoman Root had a question concerning the chemicals; we would have to monitor the chlorine and fluoride. City Engineer McClellan stated that those details would have to be worked out. Councilman Blalock how things were handled with Columbia County; we monitor and maintain the chemicals. The recommendation will be to table and send to the Public Works Committee.

Annexation Ordinance: City Manager Dove reported that there was one annexation for the month. The property is located at 6339 Harlem Grovetown Road, Map and Parcel 042 167C, zoned R1-A, and is a one acre tract owned by Chad and Melissa Poole.

Work Session Notes, City of Harlem, Georgia Page 2
February 12, 2009

Proclamation-Arbor Day: Council will need to approve. The City is being recognized for its’ second year’s designation as a “Tree City USA”. There will be a presentation and planting of four crate myrtles that are being donated by the Pioneer Garden Club on Tuesday, February 17, 2009 at 4:00 p.m.

Job Description-Public Safety Director: The Public Safety Committee is making a recommendation to change the residency requirement from “Must reside within five miles of the City limits” to “…….within a reasonable distance and time.”

Other: There was none at this time.

Being no further business for discussion only, work session was closed at 6:20 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2487
February 12, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Thursday, February 12, 2009 immediately following the scheduled Work Session at Harlem City Hall with Mayor Robert W. Culpepper presiding.

The meeting was called to order by Mayor Culpepper at 6:24 p.m.

Approval of Minutes: Mayor Culpepper called for a motion for the approval of the January 6, 2009 Called Meeting and the January 15, 2009 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Bobby Cash-Special Presentation: Bobby Cash presented Mayor and Council, City Manager and City Clerk with Certificates of Appreciation for their support of the National Guard 278th MP Division during their 2nd deployment to Basra, Iraq. The City is a recognized as an Army Employer.

4th Quarter 2008 Employee Recognition: Penny Salley of the Administrative Department was recognized as Employee of the Quarter for the 4th quarter of 2008. She was presented with a Certificate of Appreciation and $100.00 savings bond.

Public Comment: There was none at this time.

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

Public Safety Department Chuck Meadows-Assistant Chief
Public Works Department Seaborn Street-Public Works Foreman
Community Connections Julie Miller-Director
Planning and Zoning Department Denise Carter-Clerk
Museum Denise Carter-Clerk
Administrative Department Jean Dove-City Manager

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February 12, 2009
Continued from page 2487

UNFINISHED BUSINESS:

Thomson/McDuffie County Water Line Connection: Mayor Culpepper called for a motion to table this item and send it to the Public Works Committee for discussion and funding sources; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

Annexation Ordinance-1st and 2nd Reading: Mayor Culpepper presented the Ordinance to annex in the following property:

Chad and Melissa Poole, 6339 Harlem Grovetown Road, Map and Parcel 042 167C, Zoned R1-A, 1.0 Acres

This annexation will become effective March 1, 2009.

Mayor Culpepper called for a motion to accept this as the 1st and 2nd Reading and for the approval of said Ordinance; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Arbor Day Proclamation: Mayor Culpepper asked Councilman Blalock to present this to Council. The Proclamation is recognizing Tuesday, February 17, 2009 as Arbor Day in the City of Harlem. The City is also being recognized for its’ second year as having the designation of a “Tree City USA”. There will be a ceremony on Tuesday afternoon at 4:00 p.m. The Pioneer Garden Club has donated four crate myrtles for planting on N. Louisville Street in the Business District. Mayor Culpepper called for a motion to approve his signing of the Proclamation as presented; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.

Job Description-Public Safety Director: A recommendation from the Public Safety Committee has been received in reference to the residency requirements of the Public Safety Director. The recommendation is to change “Must reside within five miles of the City Limits” to “Must reside within a reasonable distance of the City Limits”. Mayor Culpepper called for a motion to approve the recommendation of the Public Safety Committee; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

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February 12, 2009
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Announcements:
February 16 City Offices Closed-President’s Day
February 17 Garden Club Meeting 4 p.m.-Arbor Day Celebration
February 19 Merchants Association 8 a.m.-Tracy Luckey Company
February 23 Historic Preservation Commission 7 p.m.-City Hall
February 24 Bingo Harlem Woman’s Club 7-9 p.m.
February 26 Planning and Zoning Meeting 7 p.m.-City Hall
March 3 Planning and Zoning Meeting 7 p.m.-City Hall
March 4 Community Breakfast 7 a.m.-Harlem Middle School
March 9 Oliver Hardy Festival Committee Meeting 7 p.m.-City Hall
March 12 Harlem Woman’s Club 4 p.m.
March 12 Council Work Session 7 p.m.-City Hall
March 16 Council Regular Meeting 7 p.m.-City Hall
March 26 Senior Center Bid Opening 10 a.m.-City Hall

Executive Session-Legal: 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 Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 6:54 p.m. Executive Session convened at 7:00 p.m.

Mayor Culpepper called for a motion to adjourn the Executive Session and the 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 7:36 p.m.

Mayor Culpepper called for a report from the City Attorney. City Attorney Dekle reported that one legal issue was discussed and that no final action was taken.

Mayor Culpepper called for a motion to approve his signature of the Affidavit acknowledging the report given by the City Attorney; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor.

Other: Larry Wolfe of Quality Trailers came before Council with complaints on the Ordinance that is in place that pertains to carports. He feels that it should be abolished. He has a problem with carports needing to be built of like materials as the primary structure; it causes an undo financial hardship on the citizens. Mr. Wolfe stated that he had rode around town and found buildings that had been constructed out of wood and they should have been made to build them out of like materials. He would not give examples. He feels that there is a double standard. This requirement is hurting their business. Carports are not permanent structures; it is temporary. The City defines a temporary structure as “one that is not in place no longer than 30 days”. A temporary structure is mobile. A carport is considered an accessory building or structure and is

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February 12, 2009
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Other (cont’d): permanent. This has been in place since April 2006. Mr. Wolfe feels that the ordinance needs to be amended.

Hugh Jones of the Shady Grove Subdivision (S. Fairview Drive) addressed Council stating that he feels that Council is playing around and does not come to a decision. He stated he was having a carport issue that has been going on for six months (started November 2008) and has not been resolved yet.

Mayor Culpepper stated that their issues would be considered and someone would get back with them.

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 Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 7:50 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk