January 5, 2006

Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, and Councilman John Thigpen. Staff: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Lee Bennett. ABSENT: Councilman Rudolph Dixon. VISITORS: Daniel Cason, John McClellan and Franklin Jennings.

The Work Session was called to order by Mayor Dean at 7:00 p.m.

The Invocation was given by Public Works Director Daniel Cason.

The Pledge of Allegiance was led by Councilman Blalock.

Change Order No. 2 Shady Grove Project-Engineer McClellan- Actual Change Order is No. 3 on Division One. The Change Order pertains to the replacement of the concrete removed and replaced for the resident’s driveways. It also pertains to the deduction from the contract for the location, pump out and backfill of their existing septic tanks. The total of the change order is a credit of $31,591.60. Council will need to approve.

There is also a Change Order No. 1 for Division Two-Sewerage Pump Station. The purpose of the change order is for the additions required to convert single phase to three phase power supply. When the original plans were drawn up they were done around a three phase power supply; it came to the Engineers knowledge when the shop plans were done that it was a single phase power supply. The cost of the change order is $1,912.00. Council will need to approve. This would have had to of been done either at the beginning of the project or now. Councilman Thigpen expressed his displeasure at having another Change Order and the City having to pay additional funds.

TE Project Update & DOT Resolution- City Manager Dove reported that she had two Resolutions to be approved by Council. One Resolution is for State Aid money; it is for the approval of Mayor Dean to sign for the State Aid money. The other one is for the authorization of Mayor Dean to sign an additional contract that was needed. DOT needed an update on the Historic Resource; Anne Floyd was given this information and she had the information out to them the same day. Upon receipt of the signed contract we should receive the “Notice to Proceed to Bid” shortly afterward. Council will need to approve the signature of Mayor Dean on the Resolutions.

2006 Budget- The 2006 Budget is as follows:

General Fund $1,424,610.00

Water & Sewer Fund $ 926,500.00

ITT Fund $ 69,300.00

Total Budgets $2,420,410.00

Council will need to make final approval Monday night.

Work Session Notes Page 2

January 5, 2006

Resolution-Water Rate Increase- The Resolution establishes an automatic increase in the City’s rate schedule anytime that Columbia County has a rate increase due to we purchase our water from them. This will alleviate having to do a resolution every time the County raises rates. Currently they are having a five percent (5%) increase each year for last year, this year and next year. Council will need to approve Monday night.

2006 Election and Qualifying Fees- City Manager Dove presented information for the 2006 Qualifying Fees for this year’s elections. The offices of Mayor and two Councilmen will be up for election this year. The qualifying fees are as follows:

Mayor $144.00

Councilman $108.00

The rate is 3% of the yearly salary. Council will need to approve Monday night.

2006 Council Committee Appointments- The proposed Committee Appointments for 2006 are as follows:

Administrative Committee- Councilman John Thigpen, Chairman

Mayor Scott Dean, Co-Chairman

Emergency Services Committee- Councilman Tom Blalock, Chairman

Mayor Scott Dean, Co-Chairman

Public Works Committee- Councilman Rudolph Dixon, Chairman

Mayor Scott Dean, Co-Chairman

Industry, Trade, and Tourism Committee- Mayor Pro tem Robin M. Root, Chairman

Mayor Scott Dean, Co-Chairman

If there are no changes, Council will need to approve Monday night.

Mayor Pro tem Appointment- Council will need to make nomination(s) and approve the nomination(s) Monday night.

Historic Preservation Commission Appointments- The terms for Linda Culpepper and Darren Starling are up this year. Recommendations or nominations will need to be made to Council for approval Monday night. They have already been given the information that Darren Starling would not be returning and have received the recommendation of replacing him with Phil Turner.

Planning & Zoning Commission- The terms of Tim Farr and Franklin Jennings are up this year. Recommendations or nominations will need to be made to Council for approval Monday night. Both members will be asked to return if they are available and willing to serve.

Work Session Notes Page 3

January 5, 2006

Annexation Update- Mayor Dean reported that City Manager Dove obtained the signature of the property owner of the empty lot at the entrance to Campbell’s Crossing. There is also a meeting scheduled with Dr. Murphy and Robbie Roberts to get their signatures; this will add about another 160 acres to the City. Councilman Thigpen asked about the status of Knox Road; City Manager Dove reported that she has a meeting scheduled with Mickey Lonergan about the piece of property he recently purchased that is not located in the City limits. If he agrees, this should be enough to complete the area. We currently have the total left side but not the right side. Mr. Lonergan also wants to discuss the annexation of a piece of property he owns on Harlem-Grovetown Road that is just past the Georgia Baptist Children’s Home. The property adjoins from there back to Holly Brown’s property. City Manager Dove is also working on some properties on Harlem-Wrens Road. She has also been in contact with a Mr. Ansley who owns property in the Barrett Street area; if he signs, we could possibly bring in the rest of Barrett.

Proclamation-Star Student Recognition Day- The Woman’s Club has sponsored the STAR Student program for 45 years. Council will need to approve the Proclamation and signature of Mayor Dean Monday night.

Other- There was none at this time.

The Work Session closed at 7:26 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2268

January 9, 2006

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, January 9, 2006 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 Lee Bennett. VISITORS: Valerie Rowell, Joan Yelton, Don Ramsey, Larry Brown, Daniel Cason, and Franklin Jennings.

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 Mayor Pro tem Root.

Approval of Minutes- Mayor Dean called for a motion to approve the Minutes of the December 8, 2005 Public Hearing, the December 8 and 12 Budget Hearings, the December 8 Work Session Notes, the December 12 Regular Meeting and the December 22 Called Meeting as written; that motion was made by Councilman Thigpen; 2^nd by Mayor Pro tem Root. Motion carried; all in favor.

Department Reports- The following departments gave reports for the month of December 2005:

Public Works Department Daniel Cason, Public Works Director

Fire Department Scott Dean, Mayor

Police Department Scott Dean, Mayor

Industry, Trade and Tourism Department Scott Dean, Mayor

Family Connections Scott Dean, Mayor

Administrative Department Jean R. Dove, City Manager

Recognition-4th Quarter 2005 Employee- Recognition was given to Dispatcher/Jailer Don Ramsey of the Harlem Public Safety Department. He was presented with a Certificate of Recognition and a $100.00 savings bond.

UNFINISHED BUSINESS:

Park Project-Mayor Pro tem Root- Mayor Pro tem Root reported that the sign is done but has not been painted. Mayor Pro tem Root and Public Works Director Cason are getting a meeting set up with Charlie Beale about other items at the Park.

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January 9, 2006

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UNIFINISHED BUSINESS (cont’d):

a) Resolution-State Funding- Mayor Dean reported that this Resolution pertains to the matching items needed for the project and needs approval to sign. Mayor Dean called for a motion for him to sign the Resolution for State funding for project STP-0002-00 (286) Columbia County; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. Motion carried; all in favor.

b) Resolution-Agreement- Mayor Dean reported that this Resolution authorizes the City of Harlem to contract with DOT for funding under the Transportation Equity Act (TEA). Mayor Dean called for a motion to approve the Resolution and for him to sign; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Discussion: City Manager Dove reported that after DOT receives this, they assured her that we should receive the “Notice to Proceed to Bid”. Motion carried; all in favor.

a) Change Order #3-Division I- Mayor Dean reported that this change order is for the additional concrete needed to repair the resident’s driveways and the deduction of the septic tank abatements; the total of the change order is a reduction of $31,591.60. Mayor Dean called for a motion to approve Change Order #3; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. Motion carried; all in favor.

b) Change Order #1-Division II- Mayor Dean reported that this change order is for the additions required to update the electrical supply from a one phase supply to a three phase supply; the total of the change order is an additional $1,912.00. This item would have had to been taken care of either at the beginning of the project or now. Mayor Dean called for a motion to approve Change Order #1; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Root. Discussion-It was found that the drawings showed a three phase power supply but after further investigation it turned out to be a single phase. Information was given to the electrician from Georgia Power that the power was three phase but it was not. This type of item follows under “unforeseen items” in the contract. The vote was 2-2 with Councilman Blalock and Councilman Dixon voting in favor and Mayor Pro tem Root and Councilman Thigpen voting against; Mayor Dean exercised his right to break a tie; he voted in favor of signing the Change Order. Motion carried.

Other- There was none at this time

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January 9, 2006

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NEW BUSINESS:

Approval 2006 Budget- The 2006 proposed budget is as follows:

Water and Sewer Fund $ 926,500.00

ITT Fund $ 69,300.00

Total 2006 Budget $2,420,410.00

Mayor Dean called for a motion to approve the proposed budget for 2006; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor.

Resolution-Water Rates- City Manage Dove reported that there was a wording change in the Resolution. The Resolution would be changed to read “The rate schedule increase will be equal to the percent of increase charged to the City of Harlem by Columbia County”. The passing of this Resolution would alleviate the need to pass a Resolution every time the City experiences an increase from the County. Mayor Dean called for a motion to approve the Resolution and for him to sign it; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Discussion-Councilman Thigpen wanted clarification if this would effect both in-City and outside-City residents; it would. Motion carried; all in favor.

2006 Election & Qualifying Fees- The qualifying fees for the 2006 elections are as follows

Mayor $144.00

Councilman $108.00

Mayor Dean called for a motion to approve the qualifying fees for the 2006 election; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor.

2006 Council Committee Appointments- The following Council Committee Appointments are in need of approval:

Administrative Committee- Councilman Thigpen, Chairman

Mayor Dean, Co-Chairman

Emergency Services Committee- Councilman Blalock, Chairman

Mayor Dean, Co-Chairman

Public Works Committee- Councilman Dixon, Chairman

Mayor Dean, Co-Chairman

Industry, Trade, and Tourism Committee- Mayor Pro tem Root, Chairman

Mayor Dean, Co-Chairman

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January 9, 2006

Continued from page 2270

NEW BUSINESS (cont’d):

Mayor Dean called for a motion to approve the proposed Council Committee appointments; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor.

2006 Mayor Pro tem Appointment- Mayor Dean called for nominations. Councilman Blalock nominated Mayor Pro tem Root; Mayor Pro tem Root declined the nomination and made a nomination of Councilman Dixon. Councilman Dixon accepted the nomination of Mayor Pro tem for 2006. Mayor Dean called for a motion to approve the nomination of Councilman Dixon for Mayor Pro tem for 2006; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor.

Historic Preservation Commission Appointments-Linda Culpepper and Phil Turner- Mayor Dean reported that Linda Culpepper and Darren Starling’s terms were up this year. He has received word that Mr. Starling would not be returning. He received a recommendation from the Historic Preservation Commission to reappoint Linda Culpepper and to nominate Phil Turner. Mayor Dean called for motion to approve the recommendation of reappointing Linda Culpepper and the nomination of Phil Turner to the Historic Preservation Commission; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor.

Planning and Zoning Commission Appointments-Tim Farr and Franklin Jennings- Mayor Dean has received a recommendation from the Chairman of the Planning and Zoning Commission to reappoint Tim Farr and Franklin Jennings. Mayor called for a motion to approve the recommendation to reappoint Tim Farr and Franklin Jennings; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Proclamation-Star Student- Mayor Dean reported that this is the 45th year that the Woman’s Club of Harlem has sponsored the STAR student program. Mayor Dean called for a motion to approve the Proclamation naming February 9, 2006 as “Student Teacher Achievement Recognition Day”; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

Public Comment- There was none at this time.

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NEW BUSINESS (cont’d):

Announcements-

January 11 City/County Meeting Evans Government Complex 11 am

January 11 Community Breakfast Harlem Middle School 7 am

January 12 Women in Business RMD Photography 8 am

January 12 Harlem Woman’s Club Citizen of the Year Announced 4 pm

January 12 Comprehensive Plan Meeting City Hall 6:30 pm

January 14 Dedication of Transition Home Ms. L’s House 2 pm

January 16 Martin Luther King, Jr. Holiday City Offices Closed

January 17 Garden Club City Hall 4 pm

January 19 Relay Kick-off Harlem Methodist Church 7 pm

January 28 Spaghetti Fund Raiser to Benefit Davis Family 4-7 pm

February 1 Community Breakfast Harlem Middle School 7 am

February 9 Woman’s Club Star Student Program 4 pm

February 9 Work Session City Hall 7 pm

February 11 Ms. City of Harlem Pageant Harlem High School 7 pm

February 13 City Council Meeting City Hall 7 pm

Executive Session-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 Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 7:21 pm; Executive Session convened at 7:26 pm.

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 7:32 p.m.

Mayor Dean called for a motion for him to sign the Affidavit acknowledging that only one Real Estate item was discussed and that no final action was taken; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Mayor Dean called for a motion to allow City Manager Dove to get an appraisal on said property and allow her and Mayor Dean to work on the documentation to send it to bid; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Discussion-Councilwoman this would be with the understanding that Council would receive a copy of it before it goes to bid. Motion carried; all in favor.

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NEW BUSINESS (cont’d):

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 7:34 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

Called Meeting, City of Harlem, Georgia Page 2274

January 25, 2006

City of Harlem Administrative Office

The City Council of the City of Harlem, Georgia met for a Called Meeting on Wednesday, January 25, 2006 at 9:30 a.m. at the City of Harlem Administrative Office 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 and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: Valerie Rowell, Daniel Cason and David Devoti.

Purpose: Resolution-Annexation

Annexation Requests

The meeting was called to order by Mayor Dean at 9:30 a.m.

The Invocation was given by Mayor Pro tem Dixon.

Resolution-“Fair Annexation Act HB 962”- Mayor Dean reported that he had received a recommendation for the City Council of the City of Harlem pass a Resolution asking the Georgia Legislators not pass House Bill 962. Mayor Dean called for a motion to approve the Resolution and to forward it to the Legislator; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Discussion-Mayor Dean reported that this would be in response to the County’s Resolution in support of HB 962. The key focus is on the “rights of citizens” and the level of service received. Councilman Thigpen suggested having all Councilmember sign the Resolution; he felt it would be more powerful that way. The Resolution would be changed to accommodate all signatures. Motion carried; all in favor.

Annexation Requests- Mayor Dean called for a motion to approve the annexations of the following properties:

Howard G. Roberts Map & Parcel 031-066 26.92 Acres

Steve Duffie Map & Parcel 031-207 2.68 Acres

Guy & Georgia Tucker Map & Parcel H03-009 .62 Acres

Alex T. Murphey Map & Parcel 031A045 91.406 Acres

Note: The Tucker property is located at 290 Barrett Street; the front portion of the property is already inside the City limits. This is for the back portion only.

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Mayor Dean included in the motion to also approve to send the annexation requests to the County for approval; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Discussion-Councilwoman Root asked where the properties were located. City Manager Dove responded that two of the pieces were at the entrance to Campbell’s Crossing; the Barrett Street location was a closeout of the residents property (majority of property already in), and then Dr. Murphy’s property located on Highway 221. 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 Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 9:35 a.m.

Respectfully submitted,

Debra E. Moore

City Clerk