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Work Session Notes Page 1
March 12, 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 Adam Nelson; VISITORS: Jose Cabrera, Fred Fischer, Jerry Campbell, Phil Turner, Chuck Meadows, Julie Miller and Robert Fields.

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

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Mayor Culpepper.

Waterline Connection-Thomson/McDuffie County: City Manager Dove reported that the estimated cost of the project was $86,000.00; there are funds available in the Capital Improvement Account. The connection would be from the County line (McDuffie) to the water tank located at Sawdust Road. This would be an eight inch line.

Alcohol Beverage License-Las Lomas: Jerry Campbell reported an application and all applicable fees had been received for a license to sell alcohol by the drink from Las Lomas. Council will need to approve or disapprove the issuance of said license.

Planning & Zoning Commission Recommendations:
• Lee Anderson-Rezoning from B-3 to I-1: Jerry Campbell reported that a rezoning request had been received for the property located at 190 E. Milledgeville Road (former Bill’s Dollar Store). The request is to change from a B-3 Business to I-1 Industrial. The property will be used to manufacture open trailers. City Manager Dove reported that Mr. Anderson is requesting a conditional use permit. Currently the Ordinance does not provide for a conditional use; we would have to amend the Ordinance. City Attorney Nelson stated that it would be best to do a conditional use for the property and not a zoning change. The Planning and Zoning Commission made a recommendation to approve the request based on Mr. Anderson stating he would sign a paper stating he wants the property to revert back to B-3 in the event the project does not work out. We would have to amend the Ordinance to provide for a conditional permit. Mayor Culpepper wanted to know if this is put in the guidelines and if they don’t comply, can the City revoke the permit; City Attorney Nelson responded in the affirmative. Council could amend the Ordinance to provide for a conditional use; the 1st Reading could be done Monday, March 16, 2009 and the 2nd Reading could be done in April. There was a question if Mr. Anderson could begin work (upgrades to fire code) on the renovations of the building; City Attorney Nelson yes he could but at his own risk.
• James Lewis-Rezoning Request from I-1 to R-3: Jerry Campbell reported that a rezoning request had been received for the property located on Planer Mill
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March 12, 2009

Planning & Zoning Commission Recommendations (cont’d):
• James Lewis-Rezoning Request (cont’d): Road. The request is the change the zoning on the property from I-1 Industrial to R-3 Residential. The property will be used to for the construction of a proposed 16 unit senior housing development. Planning & Zoning is recommending the request for approval.

Census Committee: Jerry Campbell reported that in preparation for the upcoming 2010 Census taking, that the Census Bureau is requiring that City’s have a Census Committee to promote the census. They will provide some materials, but no funding. A suggested list of Committee members has been enclosed with Council’s information, but will take any suggestions from Council as well.

Tree Board Member: City Manager Dove reported that the positions held by Gary Holland and Jean Turner are up for appointment. Ms. Turner has agreed to serve another term; there has been no response at this time from Mr. Holland.

Resolution-City Government Week: City Manager Dove reported that City Government week is April 19-25, 2009. Events Coordinator Denise Carter will be heading up. The Resolution is in support of Georgia Cities Week.

Resolution-Community Connections: Julie Miller, Executive Director of Family Connection of Columbia County, Inc., presented Council with the Resolution. The Resolution is for the support of the provision of Family Support Services through a contract with the Department of Human Resources. The contract is for the time period of October 1, 2008 through September 15, 2009.

Ordinance-Annexation: Jerry Campbell reported that he had received a request from property owner Bruce Newsome of 6337 Harlem-Grovetown Road for annexation into the City limits of Harlem. The property is a total of 1.497 acres, map and parcel 042 167B, and zoned R-1A. The first reading of the Ordinance will be on March 16, 2009; the second reading with be in April. The effective date of the annexation will be May 1, 2009.

Other: Councilman Thigpen asked for guidance on what Council will need to do in reference to the re-zoning request of Lee Anderson. City Attorney Nelson recommends tabling the issue until the Ordinance is amended. Mr. Anderson will have to re-apply; additional information will be needed. Council can modify the request; will not allow any storage on the property; he has other areas. Mr. Anderson would have to list qualifications for the use.

Councilman Thigpen is requesting a Work Session with Mayor and Council and the Harlem Foundation (if they want) on the downtown Theatre and where it stands. The

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March 12, 2009

Other (cont’d): building has been idol way too long and would like to discuss the direction that Council would like it to go. Also wants to include Ben Carter, Architect, in the session.

City Manager Dove reported that the contractor (WBM) will be in Monday to start on Council’s offices.

Being no further business for discussion, the meeting closed at 7:50 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2491
March 16, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, March 16, 2009 at Harlem City Hall at 7:00 p.m. 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 Adam Nelson; VISITORS: Scott Johnson, Tripp Lonergan, Fred Fischer, Chuck Meadows, Valerie Rowell, Joey Reed, Jerry Campbell, Robert Fields, Jose Cabrera, Phil Turner, Hugh Jones, Misty Hamb, Tina Sidener, Jim Kaefer, and John McClellan.

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.

Approval of the Minutes-February 2009: Mayor Culpepper called for a motion to approve the Minutes of the February 2, 2009 Called Meeting and the February 12, 2009 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.

Public Comment: Scott Johnson, 6343 Harlem-Grovetown Road, Harlem, GA 30814; Subject: Harlem-Grovetown Road. Mr. Johnson is the Assistant County Administrator as well as a resident of the City of Harlem. Mr. Johnson addressed Council with his concerns of the speed limit on Harlem-Grovetown Road after the vehicle accident this same morning. There were discussions about the signage on the road. Mr. Johnson stated that the County is prepared to move the signs in the County, but had not received notification that the City had amended the speed limits within the City limits and were ready to proceed. City Manager Dove stated that Council had passed this previously and that we were ready. Mr. Johnson made the suggestion that Council should consider placing rumble strips coming up to the stop sign. The estimated cost would be $500.00 and that the County would do the work for the materials and labor. The recommendation would be two sets and placement closer to the stop sign. Mayor Culpepper asked Mr. Johnson what Columbia County’s plans are for Harlem-Grovetown Road; Mr. Johnson stated that they have done a speed study, but are still waiting on the results.

Department Reports: The following reports were given for the month of January 2009:

Community Connections Misty Hamb, PSSF Coordinator
Public Works Department Robert Fields, Operations Manager
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March 16, 2009
Continued from page 2491

Department Reports (cont’d):

Planning and Zoning Department Robert Fields, Operations Manager
Police Department Chuck Meadows, Asst. PS Director
Fire Department Chuck Meadows Asst. PS Director
Museum Jean Dove, City Manager
Administrative Department Jean Dove, City Manager

UNFINISHED BUSINESS:

Waterline Connection-Thomson/McDuffie County: City Engineer John McClellan addressed Council. The cost estimate for the project is $86,000.00; he has received the information from the City of Thomson Engineer. Several questions that came out of the Public Works Committee meeting were addressed: the City of Thomson will own and operate the pump station; there will be timers, connect with telemetry. The pumps will be above ground; there will be no concerns for the City of Harlem as the City of Thomson will operate. A change order will not be done; the City of Thomson will put it out to bid. It will be done with two pay requests. Councilman Thigpen discussed the existing tank as already having a 10” waterline and that a 6” waterline is going down Sawdust Road. This was confirmed. The proposed line would be run from the McDuffie/Columbia County line to our line. Councilman Thigpen asked why we needed the line; it would be for future growth and better pumping. There would be a direct feed to the tank on Sawdust; less pumping resistance. Currently we have and 8” line on Highway 278; would need a 10” bore; tie into the 10” waterline. City Engineer McClellan recommends going ahead with the project (do the tie-in) between the 8” and existing 6” line on Highway 278. The East Boundary tank would become the control tank; Sawdust is currently the control tank. There would be a straight bore at the railroad. City Manager Dove commented that it was more costly to pursue the Godwin Well; estimated at $400,000.00 to $500,000.00. Any issues with the design, times water released, etc. will have to be worked out with the City of Thomson and will be addressed in an Intergovernmental Agreement.

Mayor Culpepper called for a motion at this time. Councilman Thigpen made the motion for the approval to proceed with the project for the waterline connection with the City of Thomson/McDuffie County and for the approval of the funding, estimated at $86,000.00, from the Capital Improvements Account and for any necessary budgetary adjustments to that affect; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Other: There was none at this time.

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March 16, 2009
Continued from page 2492

NEW BUSINESS:

Alcohol Beverage License-Las Lomas Restaurant: City Manager Dove reported that Las Lomas has met all requirements and paid all fees. Mayor Culpepper called for a motion to approve the Alcohol Beverage License request of Jose Cabrera of Las Lomas Restaurant to sell alcohol by the drink; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Discussion: Councilman Blalock questioned if there had been any citizen input or opposition; there had been none. Motion carried; all in favor.

Planning and Zoning Commission:
• Lee Anderson-Rezoning Request Change from B-3 to I-1: This request is for the property located at 190 E. Milledgeville Road. Due to a change in the original request, Councilman Thigpen made the motion to table this request until such time that the Ordinance is amended to include a Conditional Use for the B-3 zoning; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.
• James Lewis-Rezoning Request Change from I-1 to R-3: The request is for the property located on Planer Mill Road, Map and Parcel 043 022U. It is to be used for a 16 unit Senior Citizen housing complex. The Planning and Zoning Commission is making the recommendation to approve the request. Councilwoman Root made the motion to approve the request for the change in the zoning for the property located on Planer Mill Road, Map and Parcel 043 022U from I-1 to R-3; 2nd by Councilman Blalock. Motion carried; all in favor.

Resolutions:
• Georgia Cities Week: Mayor Culpepper presented the Resolution to Council. The Resolution is in recognition of the week of April 19-25, 2009 as Georgia Cities Week. Mayor Culpepper called for a motion for the approval of said Resolution; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
• Community Connection Grant: Mayor Culpepper presented the Resolution to Council. The Resolution is for the purpose of Family Connections of Columbia County Inc. to provide family support services and to contract with the Department of Human Resources for the provision of said services. Mayor Culpepper called for a motion for the approval of said Resolution; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Annexation Ordinance: Mayor Culpepper presented the Ordinance for the annexation of the property owned by Bruce Newsome located at 6337 Harlem-Grovetown Road, Map and Parcel 042 167B, Zoned R1-A for a total of 1.497 acres. Mayor Culpepper called for a motion for the approval of this being the first reading of said Ordinance; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Discussion:
Regular Meeting, City of Harlem, Georgia Page 2494
March 16, 2009
Continued from page 2493

NEW BUSINESS (cont’d):

Annexation Ordinance (cont’d): Jerry Campbell stated that with the annexation of this property that the City of Harlem will be the same size of Grovetown; 4.4 square miles. The second reading of the Ordinance will be done at the April 2009 meeting and if approved will become effective May 1, 2009. Motion carried; all in favor.

Planning & Zoning Ordinance Amendment: Mayor Culpepper presented the Ordinance to Amend the Conditional Use Table to allow for the issuance of a Conditional Use Permit in the General Business District (B-3) for the purpose of Light Manufacturing Operations including predominately indoor industrial activities involving only those operations generating no significant particular or gaseous emissions which could create harmful or unpleasant effects outside the immediate area of activity, including operations such as assembly, binding, bottling, engraving, fabricating, freezing, optical goods, grinding, packaging, printing physical processing, research, storage or testing of previously manufactured components or previously prepared materials. Mayor Culpepper called for a motion for the approval to accept this as the first reading of said Ordinance amendment; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Discussion: The second reading will be done at the April 2009 meeting. Motion carried; all in favor.

Appoint Tree Board Members: The positions, currently held by Jean Turner and Gary Holland, are up for appointment. Mrs. Turner has agreed to serve another term; have not received word from Mr. Holland. Mayor Culpepper called for a motion at this time. Councilman Blalock made the motion to approve the re-appointment of both Jean Turner and Gary Holland to the Tree Board; 2nd by Councilman Thigpen. Motion carried; all in favor.

Census Committee: The Census Committee is a requirement for the promotion of the upcoming 2010 census taking. Councilwoman Root made the motion to approve the formation of the Census Committee and for the approval to give Jerry Campbell the authority to form the Committee; 2nd by Mayor Pro tem Dixon. Discussion: The Committee is to promote the 2010 Census and have no other authority. Motion carried; all in favor.

Other: Councilman Blalock made the motion to authorize and expedite the improvements (rumble strips) to Harlem-Grovetown Road; 2nd by Councilwoman Root. Motion carried; all in favor.

Mayor Pro tem Dixon asked Council for the consideration of changing the April 16, 2009 Work Session to 6:00 p.m. on Monday, April 20, 2009 with the Council meeting to immediately follow after and made a motion to that affect; 2nd by Councilman Thigpen.
Regular Meeting, City of Harlem, Georgia Page 2495
March 16, 2009
Continued from page 2494

NEW BUSINESS (cont’d):

Other (cont’d): Discussion: Mayor Culpepper would like Council to consider moving Work Session permanently. Motion carried; all in favor.

Announcements:
March 17 Community Connection Board Meeting 9:30 a.m. Evans
March 17 Pioneer Garden Club 4 p.m. Harlem Library
March 18 Historic Preservation Commission 6:30 p.m. City Hall
March 26 Bid Opening-Senior Center-10 a.m. City Hall
March 27 Employee Quarterly Luncheon-12 Noon Woman’s Club
March 28 Easter Egg Hunt 11 a.m. City Park
April 7 Administrative Committee Meeting 9 a.m. City Hall
April 7 Community Services Committee Meeting 2 p.m. City Hall
April 9 Harlem Woman’s Club Meeting 4 p.m. Woman’s Club
April 13 Oliver Hardy Festival Committee Meeting 7 p.m. City Hall
April 16 Merchant’s Meeting 9 a.m. City Hall
April 16 Work Session 7 p.m. City Hall (changed to April 20, 6 p.m.)
April 18 Trash to Treasures 8-1 Methodist Church Lot
April 20 Council Meeting 7 p.m. City Hall (changed to after 6 p.m. WS)

Executive Session-Legal/Real Estate: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. The Regular Meeting adjourned at 7:54 p.m.; Executive Session convened at 8:05 p.m.

Mayor Culpepper called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 8:35 p.m. and the Regular Meeting reconvened.

Mayor Culpepper called for a report from the City Attorney. City Attorney Nelson reported that four Real Estate issues were discussed and that no final action was taken. Mayor Culpepper call for a motion for the approval of his signature to the Affidavit acknowledging said report; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Councilman Blalock made the motion to approve for the City Manager to proceed with the condemnation of the previously approved said piece of property; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Other: A tentative date will be set for a Work Session on the Theatre. City Manager Dove will coordinate with the Architect. Possible dates are 3/24, 3/26 and 4/1. We have
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Other (cont’d): the bid opening on the 26th for the Senior Center. Mr. Carter will be in attendance for that; should be a good time to have the Work Session afterwards. City Manager will confirm.

Being no further business before Council, Mayor Culpepper called for a motion to adjourn; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:40 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk