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Work Session Notes Page 1
September 21, 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: Fred Fischer, Mike Rorick, Robert Fields, Valerie Rowell, Julie Miller, Jesse Bowman, and Phil Turner.

The meeting 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 Pending:
• Three Way Stop at Ballard Drive/E. Trippe Street: This ordinance was tabled previously. Public Safety has not found enough traffic to warrant the passing of the ordinance. Councilmen Blalock and Thigpen discussed and feel that it should be put off to some later date, if it warrants. Councilman Blalock stated that the traffic code does not warrant; traffic control devices should not be used to control speed.

Ordinances-2nd Reading:
• Amending Personnel Policy: This will be the 2nd Reading of the updates to the Personnel Policy. Updates are being made to the following code sections: Section 33.11 Organization Chart, Section 33.16 City Vehicles, Section 33.17 Computer and E-mail, Section 33.65 Working Hours, Section 33.78 Discipline Procedures, Section 33.79 Grievance Procedures and Section 33.80 Use of Tobacco Products in the Workplace.
• Amending Planning and Zoning Codes: This will be the 2nd Reading of the updates to Code section 152 Planning & Zoning Codes. Updates are being made to the following code sections: Section 152.066 Accessory Structures and Uses (setbacks and materials), Section 152.190 Facades (review process and fees), and Section 152.235 Authority to Grant Variances (application to P&Z, P&Z investigates makes recommendations; Council has final approval).

Historic Preservation Commission:
• Signs: Signs have been picked up and delivered to Guillebeau to be placed on poles. The placement of the Sawdust Historic District needs to be looked at again.
• Commission Vacant Position: Councilman Thigpen stated that he will be placing Angie Wiltshire up for nomination.

Work Session Notes Page 2
September 21, 2009

UNFINISHED BUSINESS (cont’d):

Other: There was none at this time.

NEW BUSINESS:

2008 City Audit-Don Berry: Don Berry, City Auditor, of Berry & Associates presented the 2008 City Audit to Council. Mr. Berry reported that the City’s assets grew by $1m plus. Both major funds expenses were over their revenues for the year; the water fund was within $20,000.00 of the prior year. The City realized a loss of 1% on the Local Option Sales Tax.

Advance Garbage Contract Renewal: There will be not increase for the first year of the new three year contract; there are minimal increases for the last two years. Council will need to approve for the Mayor to sign the contract.

Debt Collection Agreement-GMA: Penn Credit Corporation is the collection agency that is contracted through the Georgia Municipal Association. Council will need to approve for the Mayor to sign the contract.

Intergovernmental Agreement-City of Thomson: Mayor Culpepper reported that he is satisfied with the Contract. City Attorney Fleming made some changes and amendments and sent it back to Thomson for further changes. The Contract was accepted. The current Contract as written is for 40 years with a three year prior written notice to opt out. Mayor Culpepper would like to see the contract be for a period of time that will allow Thomson to re-coup their up-front costs or initial investment and not hold any future Council to the three year opt out clause. Council will approve contingent upon taking back to Thomson to approve the changes proposed to Section C: Parties Jointly Agree.

Senior Citizens Center-Budget: City Manager Dove is proposing a budget for September thru December 2009 in the amount of $6,300.00. The funds for this year would come from the Administrative Contingency. Council would need to approve a budget adjustment to that effect.

Other: Councilman Thigpen reported that there will be a 7th District GMA meeting at Belle Meade Country Club in Thomson.

Being no further business for discussion, the meeting closed at 7:10 p.m.

Debra E. Moore
City Clerk

Regular Meeting, City of Harlem, Georgia Page 2526
September 21, 2009
Harlem City Hall

The City Council of the City of Harlem, Georgia met for their Regular Meeting on Monday, September 21, 2009 at Harlem City Hall at 7:00 p.m. with Mayor Robert W. Culpepper presiding.

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

Approval of the Minutes: Mayor Culpepper called for a motion for the approval to the Minutes of the August 17, 2009 Regular Meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Special Recognition-Phil Turner: Mr. Turner wanted to present Darren Starling of Starling Funeral home a certificate of appreciation by the Historic Preservation Commission in recognition of his accomplishments in maintaining his historically noted property. Mr. Starling was not in attendance. Mayor Culpepper would like for Mr. Turner to try to get Mr. Startling to the next month’s meeting.

Mr. Turner also gave an update on the Historic District’s signage; they are ready for pickup and reiterated that a determination for the Sawdust Historic District signage placement was needed.

Public Comment: There was none at this time.

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

Community Connections Julie Miller, Director
Public Works Robert Fields, Public Works Director
Planning & Zoning Robert Fields, Public Works Director
Public Safety Jesse Bowman, Public Safety Director
Administration Jean Dove, City Manager
Museum Jean Dove, City Manager

City Manager Dove reported that there would be a meeting on October 29, 2009 at noon at City Hall with the Legislative Delegation.

Regular Meeting, City of Harlem, Georgia Page 2527
September 21, 2009
Continued from page 2526

UNFINISHED BUSINESS:

Ordinance Pending:
• Three Way Stop at Ballard Drive/E. Trippe Street: Councilman Blalock made the motion to table this proposed ordinance indefinitely due to there being no support or basis to install the three way stop; 2nd by Councilwoman Root. Motion carried; all in favor.

Ordinances-2nd Reading:
• Amending Personnel Policy: Councilman Thigpen made the motion to approve the amendment to the Personnel Policy in the following code sections: Section 33.11 Organization Chart, Section 33.16 City Vehicles, Section 33.17 Computer and E-mail, Section 33.65 Working Hours, Section 33.78 Discipline Procedures, Section 33.79 Grievance Procedures and Section 33.80 Use of Tobacco Products in the Workplace. This would constitute as the 2nd Reading. The motion was 2nd by Councilwoman Root. Motion carried; all in favor.
• Amending Planning & Zoning Code: Councilman Blalock made the motion to approve the amendment to the Planning & Zoning Code in the following code sections: Section 152.066 Accessory Structures and Uses (setbacks and materials), Section 152.190 Facades (review process and fees), and Section 152.235 Authority to Grant Variances (application to P&Z, P&Z investigates makes recommendations; Council has final approval). This would constitute as the 2nd Reading. The motion was 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Historic Preservation Commission:
• Signs: No further discussion.
• Commission Vacant Position: Councilman Thigpen made the motion to nominate Angie Wiltshire to fill the current vacancy; 2nd by Councilwoman Root. Motion carried; all in favor. This term will expire December 31, 2010. Phil Turner will notify Mrs. Wiltshire.

Other: There was none at this time.

NEW BUSINESS:

Advance Disposal Garbage Contract Renewal: Mayor Pro tem Dixon made the motion to renew the contract with Advance Disposal for three years and for the approval of the Mayor’s signature to said contract. The motion was 2nd by Councilman Blalock. Discussion: The rates would not increase until after the first year; 2010 rates will be the same as 2009. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2528
September 21, 2009
Continued from page 2527

NEW BUSINESS (cont’d):

Debt Collection Agreement-GMA: Councilman Thigpen made the motion to approve entering into an agreement with Penn Credit Corporation for debt collection and for the approval of the Mayor’s signature to said contract. The motion was 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Intergovernmental Agreement-City of Thomson: Councilman Blalock made the motion to authorize the Mayor to sign the Intergovernmental Agreement with the City of Thomson for water purchase contingent upon the outcome of the negotiations of Section C Parties Jointly Agree; this is for the terms of the contract. The motion was 2nd by Councilman Thigpen. Motion carried; all in favor.

Senior Citizens Center-Budget: Councilwoman Root made the motion for the approval of the proposed budget for the Senior Citizens Center for the time period of September 2009 through December 2009 in the amount of $6,300.00 and for the authorization of a budget adjustment from the Administrative Contingency account for said amount. The motion was 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Announcements:
September 22 Coffee Meeting 9 a.m. Harlem Library
September 24 Councilwoman Root Surgery
September 28 Museum Volunteer Meeting 9 a.m. City Hall
September 29 Harlem Foundation Meeting 8:30 a.m. City Hall
October 2 Reception 7 p.m. Museum
October 3 Oliver Hardy Festival
October 6 Administrative Quarterly Meeting 9 a.m. City Hall
October 6 Community Services Quarterly Meeting 2 p.m. City Hall
October 8 Woman’s Club 7 p.m.
October 12 Columbus Day Holiday-City Offices closed
October 13 Harlem Foundation 8:30 a.m. City Hall
October 13 Public Safety Committee Meeting 10:30 a.m. City Hall
October 13 Public Works Committee Meeting 2:00 p.m. City Hall
October 15 Tentative Date Marquee Lighting 7:00 p.m.
October 17 Senior Center Dedication
October 19 Tax Hearings 9:00 a.m. City Hall
October 19 Tax Hearings 6:30 p.m. City Hall
October 19 Work Session following tax hearing
October 19 Regular Meeting 7:00 p.m. City Hall

Regular Meeting, City of Harlem, Georgia Page 2529
September 21, 2009
Continued from page 2528

NEW BUSINESS (cont’d):

Executive Session-Real Estate/Legal: Mayor Culpepper called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The Regular meeting adjourned at 7:55 p.m.; Executive Session convened at 8:00 p.m.

Mayor Culpepper called for a motion to come out of Executive Session; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 8:30 p.m.

Mayor Culpepper asked for a report from City Attorney Fleming. Mr. Fleming reported that there were three Real Estate issues and one legal issue discussed with no final action taken.

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

Councilman Thigpen made the motion to authorize the purchase of the property located at 100 E. Milledgeville in the amount of $75,000.00 and the property located at 125 S. Hicks Street in the amount of $30,000.00; the total purchase will be $105,000.00 with $25,000.00 in value being donated to the City. The funding will come from General Fund Reserves with repayment being made from the 2011 SPLOST for a total of $80,000.00. Included in the motion is the authorization of a budget adjustment to that effect and to authorize the Mayor’s signature to the contract. The motion was 2nd by Councilwoman Root. Motion carried; all in favor.

Mayor Pro tem Dixon made the motion to authorize the purchase of the property located at 125 New Street in the amount of $15,000.00 and for the authorization of the Mayor’s signature to the contract. Councilman Thigpen included in the motion the authorization of a budget adjustment in said amount for the funding to come from the General Fund Reserves with repayment being made from the 2011 SPLOST. The motion was 2nd by Councilman Blalock. Councilman Blalock called to question. Motion carried; by a vote of 3-0 with Councilwoman Root abstaining as she is a member of the Harlem Foundation Board, the owner of the building.

Regular Meeting, City of Harlem, Georgia Page 2530
September 21, 2009
Continued from page 2529

Councilman Thigpen made the motion to authorize the purchase of the property located at 110 W. Milledgeville Road in the amount of $300,000.00 and for the authorization of Mayor Pro tem Dixon’s signature to the contract. Councilman Thigpen included in the motion for the authorization of a budget adjustment for the annual payments from the General Fund Reserves for repayment to be made from the 2011 SPLOST. The motion was 2nd by Councilman Blalock. Discussion: Mayor Culpepper abstained from signing of the contract due to being the owner of the property. The contract will be a 10-year lease purchase at 3.75% interest with annual payments; the first payment being due at closing. Motion carried; all in favor.

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 Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. The meeting adjourned at 8:35 p.m.

Respectfully submitted,

Debra E. Moore
City Clerk