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Work Session Notes Page 1
July 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 Stephen Brown; VISITORS: Scott Johnson, Fred Fischer, Jerry Campbell, Mike Rorick, Seaborn Street and Phil Turner.

The work session 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:

Sawdust/Fairview Drive Traffic Study: City Manager Dove reported that she had received a report from Deputy County Administrator Scott Johnson. Mr. Johnson addressed Council. Based on the study that was done at this intersection, stop signs are not warranted. It did not meet the accident, vehicle volume or sight distance criteria (per the Manual on Uniform Traffic Control Devices Section 2B.05 STOP Sign Applications).

The County is making a recommendation that the forty-five (45) mph speed zone be extended north from the City of Harlem city limits approximately one thousand feet (1000’) on Fairview Drive. This will reduce the existing fifty-five (55) mph speed limit for the southbound approach prior to the intersection at Sawdust Road. This will have to go before their Public Works Services Committee; next meeting scheduled for July 28.

DCA Johnson also recommended that stop signs not be used for speed control. Councilman Blalock asked if Mr. Johnson would have the County check their current signage on Fairview Drive Extension from Hwy. 221 to the City limits. Mr. Johnson also offered the use of the County’s Traffic Engineer at no cost (for small projects) if we needed them.

Councilman Thigpen asked Mr. Johnson what his recommendations would be in order to make the streets in the neighborhoods safer and how to slow down the traffic; Mr. Johnson stated that the County has used speed humps, but that they are currently re-evaluating their policy at this time. They have also used traffic circles (islands in the roadway). Would a three-way stop work? The City would have to decide what would be best for the citizens; would need to consult with the City Attorney. The State, County and Federal governments adhere to the manual. The City would need to state that they will not accept the guidelines and do what the needs are for the City. The guidelines are published and are standard. Councilman Blalock stated that the City has the intention to use and follow the manual.

Work Session Notes Page 2
July 20, 2009

Theatre Update: City Manager Dove reported that the pre-construction meeting had been held on July 16, 2009. The official start date will be July 20, 2009; estimated completion is six weeks.

Senior Citizen’s Center Update: City Manager Dove reported that completion of the project should be mid-August and ready for occupancy in October.

Other: There was none at this time.

NEW BUSINESS:

Other: Councilman Blalock wanted to bring back to Council discussions on the rescheduling of the regular meeting; Mayor Culpepper responded that discussions would be had at the Council quarterly meeting scheduled for July 24, 2009.

Being no further business for discussion, the meeting closed at 6:15 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2515
June 20, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, July 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 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 Stephen Brown; VISITORS: Fred Fischer, Mike Rorick, Seaborn Street, Jerry Campbell, Octavious Beard, Phil Turner, Misty Hamb, Tina Sidener, Henry Armstrong (2010 Census), Jason Clare and W. Mark Anderson (Bishops from Latter Day Saints).

The meeting was called to order by Mayor Culpepper at 7:00 p.m.

Approval of the Minutes: Mayor Culpepper called for a motion to approve the minutes of the June 15, 2009 Regular Meeting and June 29, 2009 Called Meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Special Presentation-Employee of the 2nd Quarter: Octavious Beard of the Public Works Department was presented with a Certificate of Appreciation and a $100.00 savings bond in recognition of being chosen as the Employee of the 2nd Quarter 2009.

Mr. Henry Armstrong-2010 Census: Mr. Armstrong expressed his appreciation for the support given by the City and the Complete Count Committee.

Bishop Anderson-Church of Jesus Christ of Latter Day Saints: Mr. Anderson addressed Council with his concerns on the recent update and approval of the Ordinance concerning alcohol sales at the last meeting. He feels that the City should not change ordinances to benefit one person; this is what he feels has been done. He has requested a copy of the ordinance prior to the update; he wants to know how it was worded prior to the amendment. Notification was not given so that they could be here to state their side. He has concerns with open air/patio sales; per City Attorney Brown the ordinance has restrictions on those types of sales. Bishop Anderson was told that he could find a copy of the ordinance on the City’s website as it was currently written; it has not been updated with the approved amendment. Bishop Anderson commented on a recent gathering that was held at Red Oak (class reunion); this is where the concerns came in about the open air/patio sales, also the noise level. Councilman Thigpen asked if a barrier would make a difference; Mr. Clare stated currently a hedge is in place, a fence would be appropriate. Councilman Thigpen directed City Manager Dove to notify Bishop Anderson if and when application is made.

Regular Meeting, City of Harlem, Georgia Page 2516
July 20, 2009
Continued from page 2515

Public Comment:

Fred Fischer: Mr. Fischer commented on Ordinances not being read at the Council meetings; possible impropriety. He is referring to the April 20, 2009 Council meeting; there were Ordinances being passed without being read. The public had no idea what Council was passing. Councilman Thigpen stated that this issue has been addressed; we are currently doing the 1st Reading at one meeting and the 2nd Reading is being done at the next month’s meeting. Mr. Fischer feels that the public should be notified of upcoming ordinances or amendments to ordinances; he also feels that a hard copy should be made available for the public.

Phil Turner: Mr. Turner came to Council as the Chairman of the Historic Preservation Commission. He wanted to inform Council that HPC would be having a called meeting between now and the next council meeting in reference to the signs for the historic districts. He would like Council to be in attendance for any input they may have. He will bring recommendations to the August council meeting for Council’s approval and request funding.

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

Community Connections Misty Hamb, Program Counselor
Public Works Department Seaborn Street, Public Works Foreman
Public Safety Department Jesse Bowman, Public Safety Director
Planning & Zoning Department Jerry Campbell, P & Z Clerk
Administrative Department Jean R. Dove, City Manager
Museum Jean R. Dove, City Manager

UNFINISHED BUSINESS:

Sawdust/Fairview Drive Traffic Study: City Manager Dove reported that the County has completed the study; their recommendation is to not put up the stop signs. They are not warranted at this intersection at this time. They are recommending changing the speed limit signs from the city limits out 1000’ towards Hwy 221 from 55 mph to 45 mph. They will take this to their Public Works Committee for approval.

Theatre Update: City Manager Dove reported that the pre-construction meeting had been held on July 16, 2009. The official start date is July 20, 2009 and will mobilize on July 27, 2009. The project should be completed in six weeks.

Regular Meeting, City of Harlem Page 2517
July 20, 2009
Continued from page 2516

UNFINISHED BUSINESS (cont’d):

Senior Citizen’s Center Update: City Manager Dove reported that they are progressing; they are currently painting. The contractor has estimated completion by mid-August; completion of move-in should be by October.

Other: Councilwoman Root asked for an update on the Senior Assisted Living project. City Manager Dove reported that she is working with John McClellan on getting the sewer ready for bid. The easements have been signed by Mr. Grimes and John Neal. Their architect is still working on the design.

NEW BUSINESS:

Announcements:
July 21 Public Safety Quarterly Meeting 1:00 p.m. City Hall
July 22 Public Works Quarterly Meeting 9:00 a.m. City Hall
July 22 C2G Carnival 1:00 p.m.-6:00 p.m. Harlem High School
July 24 Council Quarterly Review Meeting 8:30 a.m. Library
July 27 Museum Volunteer Meeting 9:00 a.m. City Hall
July 28 Bingo 7:00 p.m.-9:00 p.m. Woman’s Club
(Fundraiser for Senior Citizens Program)
Aug 10 School Begins
Aug 11 Oliver Hardy Festival Meeting 7:00 p.m. City Hall
Aug 17 Work Session 6:00 p.m. City Hall
Aug 17 Regular Council Meeting 7:00 p.m. City Hall

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 Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:55 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk

Council Quarterly Review, City of Harlem, GA Page 2518
Harlem Library
July 24, 2009

The City Council of the City of Harlem, GA met for the Council Quarterly Review at the Harlem Library at 8:30 a.m. on Friday July 24, 2009 with Mayor Robert W. Culpepper presiding.

The meeting was called to order by Mayor Culpepper at 8:30 a.m.

The Invocation was given by Mayor Pro tem Dixon.

Department Reviews and Updates: The following departments gave reports for the 2nd Quarter of 2009:

Public Works Department Robert Fields, Public Works Director
Public Safety Department Jesse Bowman, Public Safety Director
Community Connections Julie Miller, Director
Administrative Department Jean R. Dove, City Manager

Each department gave an update on their goals for 2009 and a review of the budgets for their departments. Council broke for lunch at about 11:30 and resumed at 12:10 with the Administrative Department’s updates and review.

Executive Session: Mayor Culpepper called for a motion to adjourn to Executive Session to discuss some real estate matters with a five minute break; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. The work session adjourned at 2:00 p.m.; Executive Session convened at 2:10 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 2:50 p.m.

Councilman Blalock reported that there were four real estate matters discussed and that no final decisions were made. Councilman Blalock made the motion for the approval of the Mayor’s signature to the Affidavit affirming this report; 2nd by Councilwoman Root. Motion carried; all in favor.

Council Quarterly Review, City of Harlem, GA Page 2519
July 24, 2009
Continued from page 2518

Being nothing further before Council, the work session adjourned at 2:55 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk