Work Session Notes Page 1
June 15, 2009
Present: COUNCILMEMBERS: 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; ABSENT: Mayor Robert W. Culpepper; VISITORS: Dorothy Camp, Polly Clary, Michael R. Rorick, Shirley Morris, C.D. Morris, Robert Fields, Valerie Rowell, and Julie Miller.
The meeting was called to order by Mayor Pro tem Dixon at 6:05 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilman Blalock.
UNFINISHED BUSINESS:
Ordinances-2nd Reading:
• Ordinance 431-Amending the Alcoholic Beverages Code Section: This ordinance
is amending Code Section 114.14 (d) Application Procedure and Code Section 114.18
(a) and (b) Distance Requirement. Councilman Thigpen had a question on the measurements
under the “Distance Requirements”. City Attorney Fleming clarified
that the measuring is done on the most direct route; from the front door to
the sidewalk and if no sidewalk, to the edge of the road, “to the front
door of the building of a church, government owned treatment center or to the
nearest property line of the real property being used for school, or educational
purposes”.
• Ordinance 432-Ordinance Creating a Three-Way Stop at Ballard Drive and
E. Trippe Street: Councilman Thigpen commented about complaints that had been
received with speeding on E. Trippe Street to Harlem-Grovetown Road; he is in
support of this Ordinance. A call had been received from Randy Dickson, a resident
of the area. He is not in favor of doing this. Mayor Pro tem Dixon stated that
he had canvassed the area; the residents are not in favor of having a three-way
stop established. Councilwoman Root wanted to know which intersection this would
be placed at; it would be at the top of the hill at E. Trippe Street and Ballard
Drive.
Senior Citizen’s Center-Change Order No. 1: City Manager Dove reported that the property did not meet the compaction test. The change order is in the amount of $7,094.59.
Fire Station-New Street: City Manager Dove reported that the costs due to date need to be refigured. This item will be put back on the agenda for the Public Safety Committee meeting set for July 14.
Work Session Notes Page 2
June 15, 2009
UNFINISHED BUSINESS (cont’d):
Traffic Study-Update: City Manager Dove gave a report for the following areas:
• Sawdust Road/Fairview Drive: No updates have been received from the
County.
• E. Boundary Street/E. Trippe Street: Complaints received on speeding;
potential for a four-way stop.
The Public Safety Department has found areas in need of signage, “Slow
Children at Play”; Public Works has already addressed these and placed
the signs.
Other: There was none at this time.
NEW BUSINESS:
Fire Truck-Re-Finance Loan: City Manager Dove reported to Council that she had been talking with GMA about the re-financing of the loan on the new fire truck. There would be a total savings of $5,725.00 over the life of the loan.
Council would need to approve a Resolution to “Authorize and direct the execution and delivery of certain lease documents; to provide a statement by legislative findings and intent; to designate such leases as qualified tax-exempt obligations; to provide an effective date; and for other purposes.”
Council would also need to approve a Resolution to “Authorize and direct an officer of the City to execute one or more lease supplements for a lease or leases under the GMA Direct Leasing Program; to designate such leases as qualified tax-exempt obligations; to provide an effective date; and for other purposes.”
There would be no closing costs. The current interest rate is 4.88%; the new rate would be about 1% less.
Executive Session-Legal: City Attorney Fleming reported that he did not have an update on legal matters at this time. No motion was called for or made.
Other: There was none at this time.
Being no further business for discussion, the meeting closed at 6:30 p.m.
Debra E. Moore
City Clerk
Regular Meeting, City of Harlem, Georgia Page 2511
June 15, 2009
Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, June 15, 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: Additional were Dale Arnold and Phil Turner.
The meeting was called to order by Mayor Culpepper at 7:00 p.m.
Approval of the Minutes: Mayor Culpepper called for a motion for the approval of the May 18, 2009 Regular Meeting and May 26, 2009 Called Meeting (Personnel Hearing) as written; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Public Comment: There was none at this time.
Department Reports: The following departments gave reports for the month of May 2009:
Public Safety Department Jesse Bowman, Public Safety Director
Public Works Department Robert Fields, Public Works Director
Planning and Zoning Department Robert Fields, Public Works Director
Administrative Department Jean R. Dove, City Manager
Museum Jean R. Dove, City Manager
Community Connections Julie Miller, Director
UNFINISHED BUSINESS:
Ordinances-2nd Reading:
• Ordinance 431-Amending the Alcoholic Beverage Code Section: Mayor Culpepper
called for a motion for the approval of Ordinance 431 to amend the Alcoholic
Beverage Code Section; that motion was made by Councilman Thigpen; 2nd by Mayor
Pro tem Dixon. Discussion: City Attorney Fleming stated that the actual 2nd
Reading was done during Work Session and that was appropriate. Motion carried;
all in favor.
• Ordinance 432-Creating a Three-Way Stop at Ballard Drive and E. Trippe
Street: Mayor Culpepper called for a motion; Councilman Thigpen made the motion
to table this item and to send it back to the Public Safety for further review;
2nd by Mayor Pro tem Dixon. Discussion: Residents in the area are not in
Regular Meeting, City of Harlem, Georgia Page 2512
June 15, 2009
Continued from page 2511
UNFINISHED BUSINESS (cont’d):
Ordinances-2nd Reading (cont’d):
• Ordinance 432-Creating a Three-Way Stop at Ballard Drive and E. Trippe
Street (cont’d): favor of establishing the three-way stop. Complaints
had been received from walkers in the area. Motion carried; all in favor.
Senior Citizen’s Center-Change Order Number 1: The site did not pass the soil compaction test; this was unforeseen. The amount of the change order is $7,094.59. The City is responsible for all change orders; the grant does not cover the costs. The work has already been done. Mayor Culpepper called for a motion for the approval of Change Order Number One received from Southtree Enterprises in the amount of $7,094.59; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
Other-Mayor Culpepper wanted to know what the status was on the review of the policy about filling up pools and adjustments issued on the sewer fees; City Manager Dove stated that it would be sent to the Public Works Committee for discussion and recommendations.
NEW BUSINESS:
Fire Truck-Re-Finance Loan: City Manager Dove reported that there were two Resolutions for approval:
• Master Lease Resolution: “Authorize and direct the execution
and delivery of certain lease documents; to provide a statement by legislative
findings and intent; to designate such leases as qualified tax-exempt obligations;
to provide an effective date; and for other purposes.” Mayor Culpepper
called for a motion for the approval of the Resolution to authorize his signing
of the Master Lease; that motion was made by Councilwoman Root; 2nd by Mayor
Pro tem Dixon. Motion carried; all in favor.
• Contract with GMA Finance Resolution: “Authorize and direct an
officer of the City to execute one or more lease supplements for a lease or
leases under the GMA Direct Leasing Program; to designate such leases as qualified
tax-exempt obligations; to provide an effective date; and for other purposes.”
Mayor Culpepper called for a motion for the approval of the Resolution to contract
with GMA Finance; that motion was made by Councilman Thigpen; 2nd by Councilman
Blalock. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2513
June 15, 2009
Continued from page 2512
NEW BUSINESS (cont’d):
Announcements:
June 16 Foundation Meeting 8:30 a.m. City Hall
June 17 Bid Opening for the Theatre Marquee 10:00 a.m. City Hall
June 18 Merchants Association Meeting 8:00 a.m. Attic Treasures
June 19-22 GMA Training Conference Savannah
June 22 HPC Meeting 6:30 p.m.
June 29 Museum Volunteer Meeting 9:00 a.m. City Hall
July 3 Holiday-City Offices Closed
July 7 Administrative Committee Quarterly Meeting 9:00 a.m. City Hall
July 7 Community Services Committee Quarterly Meeting 2:00 p.m. City Hall
July 14 Public Safety Committee Meeting 10:00 a.m. City Hall
July 14 Public Works Committee Meeting 2:00 p.m. City Hall
July 20 Work Session 6:00 p.m.
July 20 Council Meeting 7:00 p.m.
July 24 Council Quarterly Review Meeting 8:30 a.m. Library
Other: Councilman Thigpen reported on a meeting that had been held with Linda Fulmer of Columbia County’s Animal Control. They have increased their “presence” in Harlem. They are running their trucks in routes and should have a truck in this area at all times. They do have traps for public use.
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. Motion carried; all in favor. The meeting adjourned at 7:40 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk
Called Meeting, City of Harlem, Georgia Page 2514
June 29, 2009
Harlem City Hall
The City Council of the City of Harlem met for a Called Meeting on Monday, June 29, 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 and City Clerk Debra E. Moore; VISITORS: None.
Purpose: Theatre Bid Award
The meeting was called to order by Mayor Culpepper at 7:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
Theatre Bid Award: City Manager Dove reported that three bids had been received
on the Theatre Marquee and Façade project. They are as follows:
• Judson Whitworth Construction $69,500.00
• John W. Spratlin & Son $74,800.00
• Augusta Contractors $96,000.00
The apparent low bidder is Judson Whitworth Construction. They are the contractors who did the work at the Police station.
Mayor Culpepper called for a motion from Council. Councilman Thigpen made the motion to accept and award the bid to Judson Whitworth Construction in the amount of $69,500.00; 2nd by Councilman Blalock. Discussion: The funding is coming from a grant received from DCA in the amount of $40,000.00 and the balance will be paid for by funds received by the Harlem Foundation. The project is for the total front façade (windows, marquee, etc.). 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 7:05 p.m.
Respectfully submitted,
Debra E. Moore
City Clerk