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The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, February 5, 2004 at 6:00 p.m. at the Harlem Middle School Auditorium with Mayor Scott Dean presiding.

Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin 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: Valerie Rowell, Raymond Fulcher, Jerry Baldwin and Daniel and Louise Cason.

Mayor Dean presented a letter to Council drawn up by Attorney Demott for their perusal and approval to be sent to the Board of Commissioners of Columbia County. Mayor Dean had already sent a copy of the letter to Mayor Trudeau for his approval and input. Mayor Trudeau’s only change is to add all Councilmember’s signatures from both cities. After reading the letter, Mayor Pro tem and Councilman Thigpen had the following changes:

a. Page 1, paragraph 1: After “As we have discussed,” reinsert “and as you are aware,” and insert “and Grovetown” after “businesses of Harlem”, and change “the city to read “their city”.

b. Page 2, paragraph 1: Change “desires for the city” to “desires for the cities”; change “come to my attention” to “come to our attention”.

c. Page 2, paragraph 2: Omit the sentences starting with “Enclosed please find…”

and ending with the beginning of the sentence starting with “We expect…”. Start a new sentence at that point with “The original contract…”.

d. Page 2, paragraph 3: Reinsert after the first sentence “…we are doing that and doing it well.”.

Councilman Thigpen was comfortable at this point to send the letter but not the attached agreement.

Mayor Dean stated that he would need a motion to send the letter with the changes made by Council and by Mayor Trudeau and to table the contract until such time that Council has time to look over more closely and make any changes needed. Councilman Thigpen made this motion; 2^nd by Mayor Pro tem Root. Motion carried; all in favor.

Mayor Pro tem Root made a motion to adjourn; 2nd by Councilman Thigpen. Motion carried; all in favor. The called meeting adjourned at 6:20 p.m.

The work session was called to order by Mayor Dean at 6:30 p.m. Mayor Dean introduced Council to those attending the Work Session/Town Hall Meeting.

The Invocation was given by Reverend Phillip Vestal, pastor at Harlem Baptist Church.

Presentation of the 2004 Budget-Mayor Dean did a slide presentation to the public of the adopted budget for 2004. The 2004 Budget by department was as follows:

EXPENSES:

Water/Sewer Department $878,900.00
Police Department $502,500.00
Administrative Department $319,825.00
Streets & Drains Department $279,549.00
Fire Department $118,896.00
Garbage $112,000.00
Industry, Trade & Tourism $ 62,515.00
Totals $2,274,185.00

INCOME:

Water/Sewer $878,900.00
Local Option Sales Tax $560,000.00
Garbage $158,000.00
Police Fines $150,000.00
Property Taxes $132,500.00
Franchise Fees $ 88,000.00
Insurance Premium $ 75,000.00
Fire Protection $ 70,000.00
Industry, Trade & Tourism $ 62,515.00
Beer & Wine Taxes $ 42,000.00
Motor Vehicle Taxes $ 19,500.00
Business Licenses $ 18,200.00
Other (Permits, etc.) $ 19,570.00
Totals $2,274,185.00

Mayor Dean went over the budgets of each department. Mayor Dean stated that the City is looking at the possibility of tying in with McDuffie County’s water system or doing a new well as additional water sources. Mayor Dean announced that the first bus tour will be coming to the Museum in May of this year. He also stated that the Museum web page had 6,258 hits since going on line; only 50 had been in state.

Downtown Streetscape Project-Mayor Dean gave an update on the project. He announced that the City of Harlem was establishing a 501c (3) non-profit and naming it the Harlem Economic Development Initiative. The City has designated $25,000.00 to be given to the Columbia County Downtown Development Authority to help fund façade grants for business owners to upgrade their buildings. The funds would not be given directly to the business owners but would go through the foundation.

The City received a TE Grant from the Department of Transportation in the amount of $300,000.00 for the upgrade of downtown Harlem. The City would have to match $83,000.00 in kind. The project is up to $600,000.00 at this time. Mayor Dean met with DOT and they agreed to give $140,000.00 in work and will fund up to $75,000.00 of the project for the parking lot behind the Masonic Building. We will be taking out the portion of the plan that covered the corners on Highway 78 and DOT will take over this part of the project and will be doing it to the City’s specs. We should be going to bid roughly in April 2004.

Some of the promotions of the City and the downtown area for 2003 included the Tour de Georgia, Relay for Life, the Annual Oliver Hardy Festival, and the first Annual Christmas in the Heart of Downtown Harlem. The Harlem Community Library was completed in 2003. The City celebrates City Government Week in the month of April. This includes many activities that include our local schools, the community, etc. One of the activities is the Mock City Council meeting held at City Hall by the Government students from Harlem High School. One of the items they had discussed in 2003 included the establishment of a walking track at the City Park. Council is considering this project for this year.

Fire Study-Mayor Dean reported that Columbia County wants to raise taxes 1.62 mills for fire protection services. The City already provides this service for the citizens inside the city limits of the City of Harlem. Mayor and Council agree that this will be double taxation for the citizens and are against it. Councilman Thigpen stated that the County wants the cities of Harlem and Grovetown to rollback their taxes equal to the mills that they will be raising the taxes. Neither city can afford to do this. Mayor Dean presented and read the letter that Council approved to the citizens present and reported that it will be sent to the County the next day. Councilman Blalock reported that he had spoke with Tom McFarland of the Appling/Leah/Winfield fire department and he agreed with the cities that the proposal given by the County was not in favor of the cities but in favor of themselves. The City has a moral and ethical obligation to provide the fire services to the

citizens of the cities as they have paid their property taxes and those that have paid their fire subscriptions. There is a City/County meeting on February 11 where there will be more discussions on this matter.

Sewer Expansion Project-Shady Grove Subdivision-John McClellan of G. Ben Turnipseed Engineers gave an update on this project. He reported that there would be temporary easements needed from the citizens in this area for construction. There had been some changes to the plans which included moving of the lines to avoid the trees at the ball field. The lines will be run at the back of some properties instead of in the road. All utilities in the area are in the ground. The layout of the project is now complete. The plans for the lift station need to be done. The project will possibly go to bid the first of March 2004. The city will have to get the easements. The project will last 4-6 months.

The sewer tap fee will be $600.00. The citizens of Shady Grove are being given the option of paying it in full or it can be added onto their water bill for a period of 12 months. The customer is responsible for running the lines to the connection from the house.

At this time the City is not making it mandatory to tie in. The advantages of tying in now include no change in the fee, destruction of the septic tank (clean out, wash out, fill in) and the possibility of getting a group rate from a contractor for the line work. Once the lines are in there will not be a change in the rates for the sewer service; it will be the same as it is now (100% of water usage). The number of households that sign up at the time of bid will help in keeping the cost down. Construction could start as soon as May 2004.

Annexation-Mayor Dean reported that discussions of the Fire Study have brought about more interest in residents annexing into the City. We currently have a realtor interested in annexing in his property located just past the Sewerage Treatment Plant. His project will include 180+ homes. There will more to come on this.

Other-Barry Smith of Shady Grove questioned about Council doing something about the parking lot at Harlem Middle School (pot holes, etc.). Mayor Dean responded that the City was not responsible for the parking lot but that the Board of Education was. Roxanne Whitaker of the Columbia County Board of Education was in attendance of the meeting and responded to Mr. Smith’s complaints.

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, February 9, 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: See attached list.

Approval of the Minutes-A motion was made by Councilman Dixon to accept the minutes of the January 12, 2004 Budget Hearing, the January 12, 2004 Regular Meeting, the January 15, 2004 Called Meeting and the January 30, 2004 Called Meeting; 2nd by Councilman Thigpen. Motion carried; all in favor.

4th Quarter Employee Recognition-Mayor Dean presented Beatrice Doody with a Certificate of Recognition as Employee of the 4th Quarter for 2003. She is from the Administrative Department at City Hall.

Administrative- City Administrator Dove reported that she had received a notice from Fireman David Bullard that his last day would be February 20, 2004; he’s joining the Martinez Fire Department. She also reported that Reverend Roger Vest of the Harlem United Methodist Church was in the process of getting the Church certified as a shelter in case of emergencies/disasters.

Industry, Trade, & Tourism- Mayor Pro Tem Robin Root reported that the Sons of the Confederacy will be honoring Oliver Hardy’s Father by putting up a fence around his grave site at the City Cemetery. They will also be honoring Oliver Hardy by making him an honorary member; more information to come.

Police Department- Chief Jerry Baldwin reported that we would soon be using Courtware Systems to better track all citations issued. It will be at no charge to the City; violators pay $10.00 per ticket to cover the cost.

Mayor Dean received a note of appreciation from resident Bob Brown for himself and his mother for the work done by the Public Works department in the removal of debris after the recent ice storm.

a. Wastewater Treatment Plant-John McClellan reported since the last update, last Thursday was the last day the contractor was actually on site doing the backfill. The deadline was February 2, 2004. Liquidated damages are in effect now. Mark Vaughn has been informed of this date. He will begin on “dress up”. Mr. McClellan will remind him of the February 2, 2004 deadline. Councilman Thigpen wanted to know if we could lock him out; Mr. McClellan stated that we could but he did not recommend it as he so close to being completed.

Mr. McClellan reported that he had received prices on the pond liner. He received bids from the following:

The prior price was $35,000.00 from Ridge Environmental but it did not include the baffles. This could possibly be the difference in the bids. Mayor Dean wanted to know when they could start. Mr. McClellan advised against having both contractors on sight at the same time. He did not give a specific date. Mike Baldwin has worked with Team Excavation at least half a dozen times over the last ten years and has had no problems with them. Mr. McClellan reported that the water in the basin is only from rainwater. The French drain is working. Mayor Dean wanted to know, as far as monetary work, what it would cost for Team Excavation to take over and complete the job. Per Attorney Demott, as long as Ridge Environmental gets paid for the work he completed, we can change contractors. Mr. McClellan stated that if we were to call in Ridge Environmental’s bid bond, it could take a year to resolve. City Administrator Dove asked about notifying the bond company about the problems we have been having with Ridge.

Attorney Demott stated we should. Mayor Dean wants to find out what it would take to get Ridge Environmental off of the property. Mr. McClellan stated he wants $10,000.00. Mr. McClellan stated that if we changed contractors the City would end up paying the new contractor to undo and redo what has already been done. He does not advise paying the $10,000.00. Councilman Thigpen wants Mark Vaughn to come before Council. Mr. McClellan will speak to Mr. Vaughn.

b. Expansion-Water Treatment Plant-No update at this time. We need to look at some large tracks of land.

c. Slip Lining Sewer Pipe-Mr. McClellan has received two bids on the point repair. Jim Hardy of Hardy Plumbing turned in a bid of $5,450.00; Eagle Utilities turned in a bid of $10,250.00. Mr. McClellan recommends holding off until the Shady Grove project; will not affect the bid previously for the slip line.

d. Shady Grove and McArthur Drive-Need easement work done; shooting for early March 2004 bid date.

e. TE Project-Should be hearing on comments soon; received comments on specs. Ann Floyd is coming this week to work with Jean on the easements. Information has been sent out to DOT.

Draft PUD Zoning Ordinance-Mayor Dean has received copies of City of Madison, City of Grovetown and Columbia County’s PUD Ordinances. He would like permission from Council to go through them and combine the three into one to put into place for Harlem until we receive the completed one from Lori Sands. Councilman Thigpen made a motion to approve Mayor Dean’s request to come up with a PUD Ordinance for the City of Harlem until we receive the one from Lori Sands; 2nd by Councilman Dixon. Motion carried; all in favor.

Fire Study/Contract-Mayor Dean wants approval from Council to send the unsigned “Draft Only” Agreement for Fire Protection Services to Columbia County. Some concerns of Council were brought forward. Councilman Thigpen does not want any blanks filled out pertaining to compensation and would like the contract length to be listed as 50 years. Mayor Pro tem Root has concerns with section 6.8 which pertains to superceding any prior contracts. Attorney Demott responded that this contract is a modification of HB 489. We are doing and going through this process. The “Where as…” sentences come directly from the Strategy. The agreement is specifically listed as a Draft. Councilman Thigpen made a motion to approve for Mayor Dean to send the unsigned “Draft Only” Fire Protection Services Agreement to Columbia County for their inspection; 2nd by Councilman Dixon. Motion carried; all in favor.

Arbor Day Proclamation-Councilman Blalock read the Proclamation; he asked for a correction to be made in the year, from 2003 to 2004. A motion was made by Mayor Pro tem Root to accept the Proclamation with the change in year; 2nd by Councilman Dixon.

Ordinance Increasing Cash Bonds-Chief Jerry Baldwin presented Council with an updated list of fines for violations within the City limits of the City of Harlem; there is an overall 50% increase in the majority of the fines as well as an additional $10.00 per ticket issued for the new Courtware Systems management system. A motion was made by Councilman Thigpen to accept the fines as presented; 2nd by Councilman Blalock. Motion carried; all in favor. A motion was made by Mayor Pro tem Root to have the second reading of the Ordinance to Establish a Schedule of Cash Bonds and to accept them as presented; 2nd by Councilman Thigpen. Motion carried; all in favor.

Resolution-Rural Business Enterprise Grant (RBEG)-The purpose of the Resolution is to approve the submittal of an application to the USDA Rural Development for funding assistance with our streetscape project. Mayor Dean presented the Resolution to Council. A motion was made by Mayor Pro tem Root to approve and adopt the Resolution as presented; 2nd by Councilman Dixon. Motion carried; all in favor.

CDBG Grant-Adopt Resolution & Conflict of Interest-Mayor Dean presented the Resolution to Council; its purpose is to make application to the Georgia Department of Community Affairs for a Community Development Block Grant to sewer improvements in a low to moderate income target area in the City. A motion was made by Councilman Blalock to accept and approve to Resolution for Application of a CDBG Grant; 2nd by Councilman Thigpen. Motion carried; all in favor. At this time City Administrator publicly declares she has a conflict of interest as she has a family member in the target area.

Proclamation-Update Ethics Commitment-A motion was made by Mayor Pro tem Root for Mayor and Council and the City Administrator to sign an updated Ethics Commitment; 2nd by Councilman Dixon. Motion carried; all in favor.

Other-Councilman Thigpen reported that the City of Thomson had approached him and asked if there would be any problem with them using our toilet idea for their Relay for Life team; there would not be.

Mayor Dean read a letter of gratitude for the Hawkinberry family for the kindnesses given to their family and the dedication of the baseball field in the memory of their son Andrew who died after an accident on the way to a football game of his brother’s Mike in 2002.

A motion was made by Councilman Dixon to adjourn the meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:15 p.m.

Valerie Rowell, John McClellan, Todd Root, Jerry Baldwin, Raymond Fulcher, Tripp Lonergan,
Scott Clifton, Charles Kyles, Zelleraine Kyles, Ricki Dean, Derry Kitchens, Kathy Ham,
Jerry Leonard, Fred Hammett, LL Cox, Mary Jean Cox, John Wellborn, Leslie Morris,
Marcie Morris, Linda Jackson, Daniel Cason, Louise Cason, Ann Blalock, Polly Clary,
Ruth Hill, Craig Mathis, Zebreina Mathis, Linda Bailey, Jimmie Lewis, Chris Gurley,
Todd Baldwin, Sandra Thigpen, Roxie Whitaker, Mark Whitaker, Jimmy Tankersley, Mary Latham,
Sylvia Frails, Kelvin Frails, Barry Smith, Charles Sanford, Bobby Culpepper, Mike Baldwin,
Gene Grider, Tish McIntire, Renee Dean, Tim Farr

Note: Some names are illegible on the sign in list; some attendees did not sign in. The list is available upon request.

Rosemary Dixon
Mike Baldwin
John V. McClellan
Daniel W. Cason
Beatrice Doody
Ann Blalock
Polly Clary
F.D. Jennings
Tripp Lonergan