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Work Session Notes Page 1 October 12, 2006 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, Councilwoman Robin M. Root, and Council John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; VISITORS: Don Berry and Daniel W. Cason. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Councilman Blalock. 2005 Audit Report- Mr. Don Berry: Mr. Berry presented the 2005 Audit Report to Mayor and Council. They did not find anything out of the ordinary with the finances. Mr. Berry reported on the asset information that is now required to be reported by GASB standards. The working capital was lower than last year; 6.3 - 1 to 4.6 - 1. This was due to the expansion program. Overall the City is financially sound. TE Project Update: There will be a bid opening on October 20 at City Hall at 11 a.m. Sewer Rehab Project Update: There will be a bid opening on November 7 at City Hall at 11 a.m. Garbage Contract: Inland Container chose to use the option of not continuing the contract with the City at the current rate of $8.04 per container. They have presented a new rate(s) to the City for consideration; this would be effective January 1, 2007 for three years. The City is going to go out to bid for the services of household pickup and dumpster pickup. Comprehensive Plan: There will be another open house for input from the public. It is scheduled for November 2 at City Hall from 6 p.m. to 8 p.m. EIP Grant Contract with Allen-Smith Consulting: This is for structure assistance for Horizon Bus Lines. They are looking to put up a new corporate headquarters and maintenance building. The City has to apply for the grant but will benefit Horizon. They also met with Dr. Owens and Ruth Tracy-Blackburn on applying for a grant. It was recommended for Dr. Owens to work with the RDC due to his being part of historic preservation. For Tracy-Luckey, it would actually be a grant to the City to provide a loan to them at a 3% interest rate; the money paid back will be used at a later date for re-development. The cost of the contract will be $5,000.00 for the one job. Historic Preservation Commission-Appoint Commission Member: Linda Culpepper has resigned. Ruth Tracy-Blackburn has expressed an interest in the position. Chairman Work Session Notes Page 2 October 12, 2006
Historic Preservation Commission (cont’d): Ann Blalock has agreed. Council will need to bring any other nominations to the meeting on Monday. Moratorium-Historic Preservation: It was reported that the City Ordinance that is currently in place gives the Commission the power to put a moratorium in place. Councilman Thigpen expressed his misgivings with a Commission having the power to put something in place without Council’s approval. It was discussed that when the final Ordinance is in place that Council will have the final approval on any actions wanted by the Commission. After further discussion, there was a recommendation made for City Manager Dove to take to the Commission to do a 30-day renewable moratorium. Agreement Columbia County-Fire Hydrant Water Credit: City Manager Dove modified the agreement that was received from Columbia County; included a term of ten years (2015). The contract is for water usage only; a credit will be on the City’s water bill. The Fire Hydrant maintenance is with Martinez-Evans Fire Department. Other: City Attorney Fleming had a discussion with Council to give an update on a legal matter. Councilman Thigpen has been working with Ms. Fite on the property that she owns off Lamkin Road. He has suggested to her to market her property to a developer; they would be the ones responsible for any road work, etc. There should be no planning and zoning issues other than making sure the property is zoned correctly. Councilman Thigpen, City Manager Dove and P&Z Administrative Assistant have met with a developer who has expressed an interest; they would like to possibly put in a personal care home. The USDA works with these kinds of projects; the developer has been given contact information. Councilman Blalock reported that the Mayor of Louisville passed away yesterday or today; he was retired and a crop duster by nature. Councilwoman Root expressed her appreciation on the clean up of the “Welcome to Harlem” signs; they had been pressure washed. Mayor Dean expressed his gratitude and the appreciation of some of the citizens on the work that was done over the weekend cleaning up Harlem after the Festival. The meeting closed at 7:58 p.m. Debra E. Moore City Clerk Regular Meeting, City of Harlem, Georgia Page 2322 October 16, 2006 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, October 16, 2006 at 7:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, 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: Daniel W. Cason, Lynn Miller, Brad Miller, Kathy Ham, Robert H. Higby (?), April Pierce, Rev. Fred Dempsey, Lottie Maxwell, Ann Blalock, Phil Turner, Rosemary Dixon, Claude Stevens, Robert Fields and Steve Hoffa. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Councilman Blalock. Approval of the Minutes: Mayor Dean called for a motion to approve the Minutes of the September 18, 2006 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Discussion: Mayor Pro tem Dixon noted that a correction needed to be made on page 2316 under “Approval of Minutes”; it should read “Mayor Pro tem Dixon called…” as Mayor Dean was not present at the meeting. Mayor Dean amended the motion to include the change. Motion carried; all in favor. Department Reports: The following departments gave reports for the month of September 2006: Family Connections Lynn Miller, FC Volunteer Police Department Claude Stevens, Public Safety Officer Fire Department Claude Stevens, Public Safety Officer Public Works Department Daniel Cason, Public Works Director ITT Department Kathy Ham, Department Head Planning & Zoning Scott Dean, Mayor Administrative Department Jean Dove, City Manager Recognition-3rd Quarter Employee: Mayor Dean and PWD Cason presented Robert Fields with a Certificate of Recognition for his hard work, time and dedication to the City for the third quarter of 2006.
Regular Meeting, City of Harlem, Georgia Page 2323 October 16, 2006 Continued from page 2322 UNFINISHED BUSINESS: TE Project Update: There will be a bid opening on Friday, October 20 at 11 a.m. at City Hall. Sewer Rehab Project: There will be a bid opening on Tuesday, November 7 at 11 a.m. at City Hall. Historic Preservation Moratorium: Ann Blalock of the HPC Chairman reported to Council that the Commission will be meeting on Monday, October 23. This will be a public meeting and they will be announcing the official historic district. They will also announce that they are putting into place a moratorium on building permits in the historic district only. The meeting is for public notice; the meeting is for public information (learning session) and not public input. There were no comments at this time from Council. Other: There was none at this time. NEW BUSINESS: 2005 Audit Report-Approval: Mayor Dean called for a motion to approve the 2005 Audit Report that was presented by Mr. Berry of Berry & Associates; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. EIP Grant-Allen-Smith Consulting: Mayor Dean called for a motion to allow him to sign the contract with Allen-Smith Consulting to apply for the EIP Grant; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. Historic Preservation Commission-Appointment of New Member: Mayor Dean called for nominations from Council; Councilman Thigpen made the nomination for Ruth Tracy-Blackburn to replace Linda Culpepper. Mayor Dean called for any further nominations; being none, Mayor Dean called for approval of Council; all in favor. Agreement Columbia County-Water Credit: Mayor Dean called for a motion to allow him to sign the contract with Columbia County for credit for water usage from the City’s fire hydrants; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. November Work Session & Regular Meeting-Approve Date Change: Mayor Dean called for a motion to approve the date change for the November 20, 2006 Regular meeting to November 16, 2006 due to conflicts with “Feed a Soldier”; that motion was Regular Meeting, City of Harlem, Georgia Page 2324 October 16, 2006 Continued from page 2323
NEW BUSINESS (cont’d): November Work Session & Regular Meeting-Approve Date Change (cont’d): made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Discussion: the Work Session will begin at 6:00 p.m. and the Council Meeting will begin immediately afterwards. Councilwoman Root announced that she will be unable to attend on the 16th. Motion carried; all in favor. Announcements: October 17 Garden Club 4 pm City Hall October 18 Comprehensive Plan 9 am Administrative Office October 18 25th Anniversary 3 pm Library October 19 North Harlem 3rd Grade Field Trip October 20 Bid Opening TE Project 11 am City Hall October 23 Health Department Flu Shots 1-4 pm City Hall (cancelled) October 24 Bingo-Women’s Club 7-9 pm October 25 CDBG Public Hearing 12 pm City Hall October 31 Grassroots Legislative Luncheon 12 pm Sacred Heart November 1 Community Breakfast 7 am HMS November 1 Hands Up & Ministry Ribbon Cutting (tentative) November 2 Comprehensive Plan Open House 6-8 pm City Hall November 7 Bid Opening Sewer Rehab 11 am City Hall November 9 Woman’s Club 4 pm November 10-12 Planning Retreat-Athens November 16 Work Session 6 pm City Hall; Regular Council Meeting to follow immediately after Public Comment: Received three requests to speak; Lottie Maxwell, April Pierce and Rev. Fred Dempsey. They all wanted to speak on the water (well) problems they are having. They live on Carver Court and Kiokee Drive respectively; this is in the area of Freeman Harris Road. Note: the City does not have services in this area. Ms. Maxwell spoke first. She placed a complaint about the water in their area (stinky and dirty); they have also been to the County Commission with the same complaint. She had a letter dated October 12 where she had her water tested; it stated that the water in their area was very poor. They were told by Columbia County that Harlem would be responsible. She is looking to see if Harlem has any idea of who to go to for help with this problem. Mayor Dean stated that the only water line in the area that he is aware of is the line that the County has just run in the area. The City would not be able to put a line in that area; it would be up to the County to run them a line. City Attorney Fleming stated that the document she had shows that the water is not harmful to drink but is unpleasant (smell/look) and what it will do to clothes. Regular Meeting, City of Harlem, Georgia Page 2325 October 16, 2006 Continued from page 2324 Public Comment (cont’d): Mr. Fleming reiterated that the City could not duplicate services to the area. He has discussed options with Commissioner Lee Anderson for grants for a waterline in the area. Mr. Anderson has requested that a feasibility study be done on doing a line in the area; costs estimates so far to tap on is $3,500.00. Mr. Fleming state that the problem is that the waterline has to support itself; enough people have to tap on to pay for running it because of the costs of running the line. Mr. Fleming asked if anyone else has spoke to Ms. Maxwell from the City/County or anyone about the water situation. She responded that no, but that someone did come by to put something in the water when she was out of town. Council spoke to Ms. Maxwell about water softeners and to continue contacting the County. Ms. Maxwell thanked Council for their time and consideration; she did not feel that the City was responsible. City Attorney Fleming asked if Ms. April Pierce was in attendance; she was and completed the form to speak. Ms. Pierce had the same concerns. She had her water tested and it came back with higher than normal levels of E. coli and was advised to not use the water. She stated that she had been contacted by attorneys after she was on television; they referred her to Harlem and conditions with the wastewater. She was asked by Mr. Fleming who the attorney was; she responded that there were several and didn’t know the names and didn’t want to say. She stated that she did not want to go into anyone’s pocket per say for riches or wealth unless it comes down to that. She just wants to be able to drink fresh, clean water and to be able to bathe in water that is not dirty before she gets into it. Mr. Fleming stated that it was his suspicion that she’d be very upset if she heard she had been given bad information; Ms. Pierce responded in the affirmative. Mr. Fleming verified the area she lived in; there is a creek that runs behind her house called Little Kiokee Creek; she agreed. He asked her to look at a map he had of the area. He pointed out the location of Little Kiokee Creek and where it flowed. He then pointed out the City of Harlem, the Wastewater Treatment Plant, and Euchee Creek. We discharge our treated water into Euchee Creek. Euchee Creek does not flow into Kiokee Creek; there is a ridge that goes in between the two. The water on both sides flows away/down each side. Mr. Fleming asked the question of who came to her and told her that Harlem’s Wastewater Treatment Plant had something to do with Little Kiokee Creek as he had shown her that it was impossible for the two to meet. Ms. Pierce responded that it was explained to her. She has some footage of water being pumped out of the Treatment Plant into the woods outside of the fence. Mr. Fleming asked if she realized that the area is at Euchee Creek which flows away from her property. Ms. Pierce asked if Euchee Creek was contaminated; Mr. Fleming responded in the negative. She stated she was only asking questions because she didn’t know. Mr. Fleming stated that she needs to think about suing the person who came out to her property and scared her and her family and told her that the reason her child was sick was because of something that wasn’t true; Regular Meeting, City of Harlem, Georgia Page 2326 October 16, 2006 Continued from page 2325 Public Comment (cont’d): his suspicion is that the person who told her knew it wasn’t true. Ms. Pierce stated that it was explained to her that the water is pumped out into the creek that it goes down into the aquifer and can run off in all different ways; what’s to say that her property could not have gotten some of it. Her water tested positive for E. coli. Mr. Fleming asked how close her septic tank was to her well; one is on one side and the other is on the other side. Mr. Fleming stated that when a septic tank is in the same vicinity as the well, it could test positive for E. coli. She again expressed that her main thing is that she wants clean water. Mr. Fleming explained the same to her that he did Ms. Maxwell that the County would have to put in a waterline to provide them with water. His recommendation was for her to continue going to the County Commission until something was done. Mr. Fleming asked her if anyone had misled her about the water in that area; he knew that there were problems in that area when he was on the Commission from 1999-2002. He just wanted to make sure that whoever sold her the trailer did not mislead her on the water; no, they previously had a well there in 1990-1991 and it turns out they had problems with it as well; she went to the expense of digging another well (current) and is having the same problems. Mr. Fleming expressed his and Council’s concerns with someone going around and giving false information on the Wastewater Treatment Plant and wanted to know who the information came from; Ms. Pierce did not want to give this information. She only wants to talk about getting water. He had information from the Columbia County Commission meeting that she said the Harlem Wastewater Treatment Plant was the cause of the problem in their area. He knew she was only repeating information given to her; he feels that she was terribly misled and would like to see something done about it, but unless she tells him he can’t. She responded that she would like to make sure that she has all of her ducks in a row before she starts calling names. He reminded her that she did just that at the Commission meeting when she named Harlem’s Treatment Plant; she only did that because of the footage of the water being pumped outside of the wastewater treatment plant. He advised her that she be very carefully when she receives information about the City of Harlem. He explained about the upgrades that had been done at the plant over the last couple of years and that there have been no problems. She stated that if she had misconstrued any information she had been given she apologized. She asked about the Sewer Rehab Project that was listed on the Agenda; this is in a totally different area and was replacement of clay lines. There is no sewer in the area. Mayor Dean reiterated Mr. Fleming’s words about being careful of information she is given and to continue going to Commissioner Anderson and Chairman Cross. Council expressed that they would help in any way they could and if she had any concerns about Harlem to contact City Manager Dove. Reverend Fred Dempsey expressed his same concerns about the water in the area. Regular Meeting, City of Harlem, Georgia Page 2327 October 16, 2006 Continued from page 2326 Executive Session-Legal/Real Estate: Mayor Dean called for a motion to adjourn to Executive Session with a five minute break; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:00 p.m. Executive Session convened at 8:07 p.m. Mayor Dean 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 8:40 p.m. Mayor Dean called for a motion for him to sign the Affidavit affirming that only one legal and one real estate issue was discussed and that no final action was taken; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Other: Franchise Resolution: This is coming from GMA. ACCG has applied for some changes to the Public Service Commission concerning municipal franchise fees negotiated with Georgia Power. Mayor Dean called for a motion for him to sign the Resolution to show support for opposition to the petition filed; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:42 p.m. Respectfully submitted,
Debra E. Moore City Clerk
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