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Work Session Notes Page 1 December 13, 2004 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Administrator Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Drew Demott. VISITORS: Daniel Cason. The Work Session was called to order by Mayor Dean at 5:30 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Thigpen. Project Updates: Starting this month, City Administrator Dove will attach a print out on the updates for current on going projects. See attached. Historic Preservation Commission-Ann Blalock & Marcia Klingle Terms of Office Expire- Renominations of Ann Blalock and Marcia Klingle are expected. Mayor Pro tem Root asked about Ms. Klingle’s interest in continuing; City Administrator Dove stated that Ms. Blalock was to get in contact with her to find out her interest. She recommended tabling Ms. Klingle’s appointment until we hear back from Ms. Blalock. Annexation- There are several properties that are contiguous with existing properties (Hawkinberry, Winslett, and Klein); the water tank at the High School needs to be added to the list. Council will need to approve for City Administrator Dove to proceed with the annexation procedure. Mayor Dean recommends deferring decision until we can have a called meeting. We need to study up on the 60/60 rule pertaining to annexation. Mayor Dean stated that we need to also “shore up” the Barrett and Hillcrest Street area. Storage Room for the Museum- There is a need for storage at the Museum. City Administrator Dove recommended that Department Head Kathy Ham get bids; she received two bids, one from D & S Trim in the amount of $8,101.00 and the other from Renew Construction in the amount of $5,600.00 (included brick work). The money to do the enclosure will come from the Building Fund. Mayor Pro tem recommends doing the project. Other- There was none at this time. The work session adjourned at 5:47 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2199 December 13, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, December 13, 2004 at 7:00 p.m. at 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; City Administrator Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Drew Demott. VISITORS: Daniel Cason, John McClellan, Valerie Rowell, Kathy Ham, Tripp Lonergan, Jerry Baldwin, Cheteka Allen, and Carolann Buckley. 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 DPS Director Jerry Baldwin. Mayor Dean introduced Lauren Thompson Miss City of Harlem 2005 to Council. Approval of Minutes- Mayor Dean called for a motion to approve the Minutes of the November 8, 2004 Regular Meeting as written; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Reports- The following departments presented reports for the month of November 2004: Public Works Department-Superintendent Daniel Cason ITT Department-Department Head Kathy Ham Family Connections-Cheteka Allen Fire Department-Captain Tripp Lonergan Police Department-DPS Jerry Baldwin Administrative Department-City Administrator Jean R. Dove Mr. David Titus-Rotary Club- Did not attend. UNFINISHED BUSINESS: Annexation- Mayor Dean reported that the 70 acres on Appling-Harlem Road across from the Wastewater Treatment Plant have cleared Justice. Other- Project List- Councilman Thigpen inquired about the letter needed for increasing the wastewater output into Euchee Creek; John McClellan responded that they are in process of preparing the Economic Analysis and Anti-degradation Economic Analysis report. When this is completed they will get with EPD. Councilman Thigpen had
Regular Meeting, City of Harlem, Georgia Page 2200 December 13, 2004 Continued from page 2199 UNFINISHED BUSINESS (cont’d): Other (cont’d): concerns that we were coming up on a deadline; Mr. McClellan responded that we were not, that the deadline had to do with starting; you have a year to start. Mayor Dean added the new GEFA project that we are applying for and where we stand on them. Mr. McClellan is working on the paperwork; he needs our men to uncover the manholes and get the depths in order for them to do the cost estimates. NEW BUSINESS: Historic Preservation Commission-Appoint/Reappoint Members- Mayor Dean called for a motion to reappoint Ann Blalock to the Historic Preservation Commission; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor. The second position will be tabled until the January meeting waiting on confirmation of the second person. Storage Room-Museum- Department Head Kathy Ham and City Administrator Dove recommend going with Renew Construction with a bid of $5,600.00 (includes brickwork). Mayor Dean called for a motion to accept that recommendation and to use the funds from the Building Fund; that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Motion carried; all in favor. Announcements- December 14- Harlem Foundation Meeting 8:30 am December 21- Columbia County Commission Holiday Drop In 3-5 pm December 23- Employee Holiday Luncheon 12 Noon Woman’s Club December 24/27- Christmas Holidays December 31- New Year’s Holiday January 5- Community Business Breakfast 7 am Harlem Middle School January 6- Work Session 6:30 pm January 7- Movie @ Laurel & Hardy Museum 7 pm “Super Babies” January 8- Firefighter Dinner @Verdery Pond January 10- Regular Council Meeting 7 pm January 13- Women in Business Breakfast 8 am @ BG’S Public Comment- There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2201 December 13, 2004 Continued from page 2200 NEW BUSINESS (cont’d): Other-Rental of New Administrative Office Space- Mayor Dean called for a motion to approve the rental of the new Administrative office space; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Discussion-prior discussion was done at the Council Retreat in November 2004. The cost is $750.00 per month for the year. Motion carried; all in favor. Executive Session-Legal and Real Estate- Mayor Dean called for a motion to adjourn to Executive Session with a five minute break; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:20 p.m. Executive Session convened at 7:27 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 8:40 p.m. Mayor Dean called for a motion for him to sign the Affidavit affirming that only one legal matter and one real estate matter were discussed and that no final decisions were made; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The meeting adjourned at 8:42 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Called Meeting, City of Harlem, Georgia Page 2202 December 23, 2004 Harlem Administrative Offices The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, December 23, 2004 at 2:30 p.m. at the City of Harlem Administrative offices 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; City Administrator Jean R. Dove and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: DPS Director Jerry Baldwin and Donnie Fetter, Columbia News-Times. Purpose: Fire Services Contract Annexation Executive Session-Real Estate/Legal Mayor Dean called the meeting to order at 2:34 p.m. The Invocation was given by Councilman Dixon. Fire Services Contract- Mayor Dean reported that the County voted to sign the contract. Our attorney found issues with the contract; issues of liability (indemnity). Due to the legal ramifications discovered by the City Attorney, Councilman Thigpen made a motion to table the issue until Council can meet with the Attorney for further discussion and explanation; 2nd by Councilman Dixon. No vote was needed to table the issue per CA Dove. Annexation-City Administrator Dove reported that the paperwork would be completed and turned into Columbia County for approval. Council will have to formally approve the annexations. These properties are contiguous to existing properties that are in the city limits. Executive Session-Real Estate/Legal- Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Executive Session convened at 2:45 p.m. Mayor Dean called for a motion to adjourn Executive Session; and for him to sign the Affidavit affirming that nothing was discussed other than one Real Estate issue and one Legal issue and that no decisions were made; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Executive Session adjourned at 2:55 p.m.
Called Meeting, City of Harlem, Georgia Page 2203 December 23, 2004 Continued from page 2202 Mayor Dean called for a motion for City Administrator Dove to go into contract negotiations for a piece of property up to $75,000.00 and to lease the property to the Harlem Foundation; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. Mayor Dean called for a motion to adjourn the Called Meeting; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The meeting adjourned at 3:00 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Called Meeting, City of Harlem, Georgia Page 2204 December 31, 2004 Harlem Administrative Offices The City Council of the City of Harlem, Georgia met for a Called Meeting on Friday, December 31, 2004 at 8:30 a.m. at the City of Harlem Administrative Offices 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; City Administrator Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming. VISITORS: None. Purpose: Annexation Wage and Salary Study Budget Information The meeting was called to order by Mayor Dean at 8:30 a.m. The Invocation was given by Councilman Dixon. Annexation-Mayor Dean reported that there is a listing enclosed and that City Administrator Dove will be typing up the listing in Ordinance form to be adopted. Mayor Dean called for a motion to adopt the Ordinance annexing said properties listed and to waive the second reading making this both the first and second reading; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Wage and Salary Study- Mayor Dean recommends sending the study to committee and recommends until the study is approved to approve a 2.5% increase for COLA and to implement the Wage and Salary Study in July 2005. Mayor Dean called for a motion for approval of the increase; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. Budget Information- Mayor Dean reported that City Administrator Dove had a list of items that needed to be readjusted; most are moving from one line item to another. Mayor Dean called for a motion to approve these adjustments; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor.
Called Meeting, City of Harlem, Georgia Page 2205 December 31, 2004 Continued from page 2204 Mayor Dean called for a motion to adjourn the Called Meeting; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:35 a.m. Respectfully submitted,
Debra E. Moore City Clerk |