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Public Hearing Page 2259 December 8, 2005 Harlem City Hall Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: Rosemary Dixon, Linda …..(RDC), Ann Blalock and Franklin Jennings. The hearing was called to order by Mayor Dean at 6:30 p.m. Brownsfield Assessment and Redevelopment Grant- The grant is for a community-wide hazardous substance assessment for $200,000.00 with no cash match from the City. The City has potentially six sites to be assessed for petroleum contaminants. The grant pays for the assessment only; no cleanup; there are funds available for the cleanup. As there was no further discussion, Mayor Dean called for a motion to adjourn the hearing; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor. The hearing adjourned at 6:35 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Budget Hearing Page 2260 December 8, 2005 Harlem City Hall Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: Rosemary Dixon, Ann Blalock, and Franklin Jennings. The hearing was called to order by Mayor Dean at 6:50 p.m. Proposed Budget for 2006- Mayor Dean presented the proposed budget for 2006 to Council as the following: GENERAL FUND $1,424,610.00 WATER & SEWER FUND $ 926,500.00 ITT FUND $ 69,300.00 TOTAL $2,420,410.00 There is an overall increase of 4% over the 2005 Budget. The employee payrolls have been updated to coincide with the new pay scale. This presentation would constitute as the first of two required budget hearings. Mayor Dean opened the floor to the public for any questions. Being none, Mayor Dean called for a motion to adjourn the Budget Hearing; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The Budget Hearing adjourned at 6:51 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Work Session Notes Page 1 December 8, 2005 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Root, Councilman Tom Blalock, Councilman Rudolph Dixon and Councilman John Thigpen; City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming. VISITORS: Rosemary Dixon, Ann Blalock, Franklin Jennings, Andrew Reynolds and Loreen Reynolds. The Work Session was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Thigpen. Resolution-Solid Waste Management Plan- This plan is required to be updated every ten years. Upon completion, it is to be turned over to the CSRA RDC for review. Council will need to approve this resolution Monday night. Park Project Update- Mayor Pro tem Root- It was reported that the sign is ready to start and there is a person lined up to do the painting. Annexations- Council will need to approve; there are eight pieces of property for a total of 30+ acres. Old Christmas Decorations-Gracewood Hospital- Public Works Director Daniel Cason is asking Council to approve the surplus the some of the old Christmas decorations that are no longer used to Gracewood Hospital. Council will need to approve. Zoning Variance-Reynolds- Franklin Jennings attended the Planning & Zoning Hearing. He gave an overview of the meeting. Mr. Reynolds is asking for a variance in the front setback due to the installation of a carport cover at the front of his property. The Zoning Commission is sending it to Council with a recommendation for approval. Change Order #1-Sewer Rehab Project- The total change order is for $86,815.00. It was discovered that what was thought to be 4” service connections were actually 6” and the pricing would need to be adjusted accordingly. Normal connections are 4”. Council will need to approve Monday; they also wanted John McClellan to attend the meeting for further discussion. Meter Pit-Highway 221- Columbia County would like to move our meter pit from Lonergan Hulme Road to Punkin Center. This would have no effect other than the location. There would be not cost to the City; the County would be responsible for the costs associated with the move.
Work Session Notes Page 2 December 8, 2005 Fire Service-County Proposal- The City received a proposal dated December 8, 2005 for Fire Service Protection in the Unincorporated Area outside the City limits. The proposal included an option for a lump sum payment of $36,868.00 based on the 2005 budget numbers and the number of calls in 2005; it also included an option for a pay per call in the amount of $2,836.00 for each call. The last option was to not provide service at all. Mayor Dean would like to table this item at least for a week or so to see what happens at the County’s Commission meeting; we can have a called meeting at that time. Mutual Aid Agreement-Martinez- Due to the previous item being tabled until a later date, this item will be tabled as well. Fire Hydrant Agreement-Martinez- Due to the previous two items being tabled until a later date, this item will be tabled as well. Other- City Manager Dove received an e-mail today from John McClellan releasing the lines at Shady Grove. She will need to get the letters to the residents informing them of this and that they are available to tie into the system. There is a punch list to be developed as well as doing road repair in Shady Grove. Councilman Blalock asked for an explanation of the signs he sees posted pertaining to an ordinance but they have no indication of what the ordinance is; City Manager Dove explained those are the signs for the notification of the “jake brake” usage ordinance that Council passed previously. You are not allowed to specifically state or ask them to not use the brakes; the drivers do know what the signs are indicating. City Attorney Fleming wanted to comment on the annexations; he stated that the County can delay the City’s request by six months. The annexations can be accomplished by the local legislation if necessary; only he and Senator Whitehead would have to approve. City Attorney Fleming also asked Council to make a list of what they might want from the appropriations committee so that he can be prepared to ask. This would apply to economic development; this would possibly include having matching funds for any requests. Mayor Pro tem Root reported that the Family Y would be holding soccer in the spring and would be in need of coaches. The Work Session closed at 7:55 p.m. Debra E. Moore City Clerk
Budget Hearing Page 2261 December 12, 2005 Harlem City Hall Present: COUNCILMEMBER: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen. STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming. VISITORS: Rosemary Dixon. The budget hearing was called to order by Mayor Dean at 6:30 p.m. Mayor Dean reported the proposed budget for 2006 consisted of the following: GENERAL FUND $1,424,610.00 WATER AND SEWER FUND $ 926,500.00 ITT FUND $ 69,300.00 TOTAL $2,420,410.00 This will constitute as the second reading of the proposed budget for 2006 as is required. Mayor Dean opened the floor to the public for any questions. Being none, Mayor Dean called for a motion to adjourn the Budget Hearing; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The hearing adjourned at 6:32 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2262 December 12, 2005 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, December 12, 2005 at 7:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen. STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming. VISITORS: Rosemary Dixon, Pam Tucker, Andrew Reynolds, Daniel Cason, Valerie Rowell, and John McClellan. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Blalock. Approval of Minutes- Mayor Dean called for a motion to accept the Minutes of the November 14, 2005 Regular Meeting as written; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of November 2005: Industry, Trade and Tourism Department Scott Dean, Mayor Public Works Department Daniel Cason, Public Works Director Fire Department Scott Dean, Mayor Police Department Scott Dean, Mayor Family Connections Scott Dean, Mayor Administrative Department Jean Dove, City Manager Emergency Dam Evacuation Plan-Pam Tucker- This is an update of the previous plan passed four years ago. It is due to the increase in population and growth in Columbia County; the two cities are required to sign as well. Mayor Dean called for a motion for him to sign the Emergency Dam Evacuation Plan; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. UNFINISHED BUSINESS: Fire Service Unincorporated Area- Mayor Dean reported that the County has withdrawn their offer of a lump sum payment for providing Fire Service to the unincorporated area outside of Harlem. Pam Tucker also reported that the previous offer had not been approved by the County before she sent it to the City. The County is now Regular Meeting, City of Harlem, Georgia Page 2263 December 12, 2005 Continued from page 2262 UNFINISHED BUSINESS (cont’d): Fire Service Unincorporated Area (cont’d)- offering only the pay per call ($2,836.00 per call) option or the choice to not cover the area. Councilman Thigpen responded that the pay per call option was not an option that Council was in favor of. Ms. Tucker responded that with this option that the City could actually make more than the lump sum figure. Councilman Thigpen feels that as the City is providing the administration, personnel and equipment to be at the ready whether there is a call or not that the pay per call option does not benefit the City. He did not feel that the prior pay per call system did not work out. Councilman Blalock concurred. At this time Mayor Dean chose to not sign the agreement one way or the other; he was going to leave it up to Chairman Cross to figure it out. Park Project Update-Mayor Pro tem Root- Mayor Pro tem Root reported that there had not been any changes since work session; she will pursue it further with City Manager Dove in January. Public Works Superintendent Cason reported that the signs are on the gate. He spoke with Gus from Columbia County about the striping of the parking lot. He stated that he was waiting on Charlie Beale to give him the go ahead; we have already blacked out the lot. City Manager Dove to get with Barry Smith. Resolution-Solid Waste Management Plan- Mayor Dean called for a motion for him to sign Resolution for the transmittal of the Solid Waste Management Plan update to the Central Savannah River Area Regional Development Center for review; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Other- There was none at this time. NEW BUSINESS: Zoning Variance-Stephen Reynolds- The Planning and Zoning Commission has brought a recommendation to Council to approve the variance request concerning the setbacks on Mr. Reynolds property located on W. Church Street. He installed a carport cover for the protection of his vehicles under the existing oak tree at the front of his property. Mayor Dean called for a motion to approve the recommendation of the Planning & Zoning to approve the variance request of Mr. Reynolds; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Change Order #1 American Water Works-John McClellan- The change order is for a total of $86, 815.00 for the change out of 6” service connections that were thought to have been 4” connections. Mayor Dean called for a motion to approve change order #1; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. The vote came to a tie: Councilman Blalock and Mayor Pro tem Root were for; Councilman Regular Meeting, City of Harlem, Georgia Page 2264 December 12, 2005 Continued from page 2263 NEW BUSINESS (cont’d): Change Order #1 American Water Works (cont’d)- Dixon and Councilman Thigpen voted against. Mayor Dean broke the tie by voting in favor of approving the change order. Motion carried. Meter Pit Relocation to Pumpkin Center- The County is requesting to move out meter pit from it’s location at Lonergan Hulme Road to Punkin Center. The request is for the mutual benefit of the City and County. The benefit is the pressure and volume. Engineer John McClellan will go to the County to request they put in writing what they want done. Council would like a formal request/written proposal before they take any action on this item. Councilman Thigpen asked Mr. McClellan about the deadline on the anti-degradation report; Mr. McClellan responded that the documentation was provided to Mark Beebe and the next step is the anti-deg. Councilman Thigpen asked if there was another deadline on that; he felt there was a deadline of January 2006. Mr. McClellan was to check on and let City Manager Dove know. Annexation Ordinance- The purpose of the ordinance is to annex 30+ acres of various properties that are contiguous to the City of Harlem. Those properties are as follows: Ann C. Davis (Diener) 818 Know Road; Danny & Sherry Bellavance 410 Barrett Street; Brenda & Charles Sanford 4758 Harlem Wrens Road; J. Paschal & Jacqueline Price 4784 Harlem Wrens Road; Richard Charles Skolweck 4754 Harlem Wrens Road; Greg W. Stokes 4750 Harlem Wrens Road; Crawford & Melinda Price 4762 Harlem Wrens Road and City of Harlem 700 N. Louisville Street. These will become effective January 1, 2006. Mayor Dean called for a motion for this to constitute the 1st and 2nd readings of the ordinance and for approval for him to sign said Ordinance to annex the properties; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Surplus Christmas Decorations-Transfer to Gracewood- Mayor Dean called for a motion to surplus various Christmas decorations that are no longer in use and to donate them to Gracewood (East Central Regional Hospital); that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. 2005 Budget Adjustments- City Manager Dove presented to Council a list of line items that she is asking Council to approve the adjustments between; these will not change the totals. Mayor Dean called for a motion to approve the requested adjustments; that motion Regular Meeting, City of Harlem, Georgia Page 2265 December 12, 2005 Continued from page 2264 NEW BUSINESS (cont’d): 2005 Budget Adjustments (cont’d)- was made by Councilman Blalock; 2nd by Councilman Dixon. Motion carried; all in favor. Announcements- December 13 Bingo @ Harlem Woman’s Club 7-9 pm benefits Museum December 14 Family Connection Open House 9-10:30 am HUMC December 20 Garden Club 4 pm December 22 Employee Christmas Luncheon 12 noon @ City Hall December 23, 26, Jan 2 Christmas and New Year’s Holidays January 4 Community Breakfast 8 am Harlem Middle School January 5 Work Session 7 pm January 7 1st Saturday Downtown Harlem-Mayor’s Chili Challenge January 9 Council Meeting 7 pm Harlem City Hall Public Comment- There was none at this time. Executive Session-Legal, Real Estate & Personnel- Mayor Dean called for a motion to adjourn the Regular Meeting to go into Executive Session (after a 5 minute break); that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:09 p.m.; Executive Session convened at 8:17 p.m. Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Executive Session adjourned at 8:33 p.m. Mayor Dean called for a motion for him to sign the Affidavit attesting that only one Legal, one Real Estate and one Personnel issue was discussed and that no final action was taken; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Other- There was none at this time. Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:34 p.m. Respectfully submitted,
Debra E. Moore City Clerk Called Meeting, City of Harlem, Georgia Page 2266 December 22, 2005 City of Harlem Administrative Office The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, December 22, 2005 at 11:00 a.m. at the City of Harlem Administrative Office with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen. STAFF: City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: Daniel Cason. Purpose: Change Order #2 and Summary Change Order American Water Services The meeting was called to order by Mayor Dean at 11:08 a.m. The Invocation was given by Councilman Dixon. American Water Services-Change Order #2 and Draft Summary Change Order- City Manager Dove reported that she had received from John McClellan Change Order #2 and a draft Summary Change Order on the sewer rehab project. The total of the two is actually a reduction of the total contract price in the amount of $174,612.73. Several lines need to be replaced; from six inch lines to eight inch lines. The six inch lines cannot be lined; they have to be replaced with the eight inch lines. Pressure testing of the manholes had to be done; our manholes are rated B. There is enough money left over in the grant to asphalt the roads in the target area (CDBG). The streets on the north side of the City will be patched with asphalt. Mayor Dean was under the impression that they would be patched with eight inches of concrete. City Manager Dove called John McClellan to get the answer. John McClellan stated that there were special considerations given in state routes; on the regular roads they are done with asphalt and stone (crush & run and packing). The streets in the CDBG area will be striped. There will be corrections to the lines at Jet and the lines at Huddle House will be fixed. There is a recommendation to not do the service line from the Woman’s Club to South Hicks Street. The total of the change orders are as follows: Change Order #2 $699, 545.72 Draft Summary Change Order -$874,158.45 Total -$174,612.73 Mayor Dean called for a motion to execute Change Order #2; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Called Meeting, City of Harlem, Georgia Page 2267 December 22, 2005 Continued from page 2266 Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 11:32 a.m. Respectfully submitted,
Debra E. Moore City Clerk
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