March 10, 2005

Harlem City Hall

The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, March 10, 2005 prior to the Work Session scheduled for 6:30 p.m. at Harlem City Hall with Mayor Scott Dean presiding.

Present: 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.

Purpose: Resolution-One-cent Sales Tax Renewal

The meeting was called to order by Mayor Dean at 6:30 p.m.

The Invocation was given by Councilman Dixon.

The Pledge of Allegiance was led by Mayor Pro tem Root.

Resolution-Mayor Dean is asking Council to approve the Resolution endorsing the upcoming vote to renew the current one-cent sales tax being collected for Educational purposes. Councilman Blalock made a motion to approve the Resolution as written; 2^nd by Councilman Dixon. Motion carried; all in favor.

Councilman Dixon made a motion to adjourn the Called Meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 6:30 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

Work Session Notes Page 1

March 10, 2005

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 at 6:32 p.m. by Mayor Dean.

Sign-Farm Bureau Building-Planning & Zoning Director Bobby Newman felt that the new signs fall under our current Resolution pertaining to Building and Facades. Mayor Dean did not feel it fell under it; that it only pertains to buildings, structures and building fronts. Mayor Dean recommends sending it back and comparing it with the current sign ordinance.

Annexation Requests-Mayor Dean reported that we have four property owners requesting annexation of their properties (see attached). Per City Administrator Dove, some areas are closing up “islands” and are not creating any new ones. Council will need to approve the requests.

Water and Sewer Tap Rates Increase-City Administrator Dove and Public Works Director Cason have presented their recommendations for increases to be effective April 1, 2005 (see attached). The sewer tap increase would not affect the Shady Grove area until after the current project is completed. If they have not paid their tap by the completion of the project, they will be charged the new rate. The water and sewer tap rates presented are for Residential service only. The Commercial rates we have in place now are in line with the charges of Columbia County. The 1 ½” tap will be eliminated. We will do the ¾”, 1”, and the 2” tap. Councilman Thigpen stated that we need to inform the residents of Shady Grove about the increase and to encourage them to come in and sign up for their taps. Their taps should be initiated by July 1, 2005 and they will have a year to have it paid. If they do not have it initiated by 30 days after completion of the project, they will be liable for the increased rate.

Walking Track Bids-Public Works Director Cason has received two bids for this project; $15,144.00 from All-Star Concrete and $12,600.00 from C n’ H Paving. Mr. Cason recommends using C n’ H Paving. Approval of the funds will not be needed from Council; previously approved to go ahead. The funds will be coming from the SPLOST funds designated for the City Park ($115,000.00). Mayor Pro tem Root would like PWD Cason to go ahead and get a price on Phase II to see if it would be cheaper to do it all at once.

Surplus Tanker-Public Safety Director Baldwin has made a recommendation to surplus the tanker (1989 L-7000 Ford) we currently have on hand; it is no longer in use. We have received a bid of $5,500.00 from Columbia County; PCD Baldwin recommends accepting their bid.

Work Session Notes Page 2

March 10, 2005

Public Safety SOP-City Administrator Dove presented Council with an updated SOP for the Fire Department only. She has asked Mayor and Council to review this weekend and make note of any changes needed.

Backhoe for Public Works-Mayor Dean thought we had already approved the purchase of the backhoe. City Administrator Dove stated that there were discussions at the Retreat in November, but that no formal approval had been made. City Administrator Dove is putting it in on the reverse auction with GMA. The original amount was $51,000.00 without the cab and $55,000.00 with a cab. The funds will be coming from the Water Funds Capital Improvement Fund. Council will need to approve to put it on reverse auction.

Proclamation-Relay for Life-Council will need to approve. The Proclamation is recognizing that the weekend of April 22nd and 23rd as “Relay for Life Weekend”.

Other-Mayor Dean has received a request from Steve Abbott of the Georgia Forestry Unit asking for funds to provide for a secretary. Mr. Abbott originally asked for $2,500.00 from each City and from the County. Mayor Dean is making a recommendation of $500.00; he stated that Grovetown is voting on this Monday night for $1,000.00. They are looking to get the County to possibly pay for all of it. Council will need to decide if we should support them and how much. We would need to do an annual contract for services and include in the budget process; do for a one year commitment. Councilman Blalock wants us to look at our procedures for issuing burn permits.

Councilman Dixon asked about a current fire study and where our boundaries are located. City Administrator Dove stated that she did not have the current boundaries but thought they were as follows: Campbell’s Crossing and the south side of town on a pay per call basis as well as County Line Road and a small portion of Harlem-Grovetown Road. Councilman Dixon asked if these were final; Mayor Dean stated until December 31, 2005. We do not have any automatic mutual aid with any of the departments. The other stations have it amongst themselves.

Relay Announcements-Mayor Pro tem Root encouraged Council to come by and purchase the bake goods that will be at City Hall each Friday until Relay; we will have the Motorcycle Ride on Saturday, March 26 and the golf tournament on Saturday, April 2.

Mayor Dean reported on the following two upcoming items:

Wednesday, March 16, there will be a District 7 meeting at the Capitol; if anyone is interested in attending; he is leaving at 7:30.

Work Session Notes Page 3

March 10, 2005

Friday, March 18, the Senior Citizens Center will be bringing out their seniors to do some shopping in Harlem around 10:15 a.m. He has been asked for Council to be present.

The meeting was closed at 7:17 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2220

March 14, 2005

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, March 14, 2005 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.

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 Boy Scout Troop #157.

Approval of Minutes-Mayor Dean stated that the dates for City Government Week listed in the Work Session Notes needed to be corrected from April 25-29 to April 18-24; Mayor Dean called for a motion to approve the Minutes of the February 10, 2005 Called Meeting and Work Session Notes, the Minutes of the February 14, 2005 Regular Meeting and the February 24, 2005 Called Meeting; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor.

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

Industry, Trade and Tourism Department Head Kathy Ham-the Museum

has been approved to be an inspection spot

for 2005 for the AAA tour book.

Public Works Department Public Works Director Daniel Cason

Police Department Councilman John Thigpen

Family Connections City Administrator Jean R. Dove

Administrative Department City Administrator Jean R. Dove-received a

RBEG grant in the amount of $47,900.00 for

parking lot paving; start date for the track is

Fire Department No report was given.

Regular Meeting, City of Harlem, Georgia Page 2221

March 14, 2005

Continued from page 2220

UNFINISHED BUSINESS:

Wastewater Plant-Material Around Pond-Daniel Cason- Mr. Cason reported that he has had no news from John McClellan pertaining to EPD approval. Mr. Cason reported he the measurements he was asked to get for the areas he would like to use the “coconut logs”. He reported that he came up with 2000 feet and that it would cost $9,000.00 delivered. Mayor Dean asked if we would have that funding available; City Administrator Dove reported that it could come from the Water Fund contingency as well as the Capital Improvements Fund. Mayor Dean called for a motion to approve the purchase of the coconut logs; that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Motion carried; all in favor.

Water/Sewer Tap Increase Ordinance-1st and 2nd Reading- Mayor Dean reported that we would need to amend our current Ordinance pertaining to the Water/Sewer tap fees for the recommended increase. Mayor Dean called for a motion to accept the Ordinance and do the first and second readings at the same time; that motion was made by Councilman Blalock; 2nd by Councilman Dixon. Motion carried; all in favor.

Other- There was none at this time.

NEW BUSINESS:

Annexation Ordinance-1st and 2nd Reading- Mayor Dean read the proposed ordinance for the annexations of the following properties:

Randall Reeves- North Hicks Ext., 2.8 acres, Map and Parcel 031-121 A; Zoning-Residential R1-A

Mt. Tabor Church- Hwy. 78 West, .99 acres, Map and Parcel 032-002; Zoning-Residential R1-A

Raymond L. Washington- Corner of Lamkin Road and Hwy. 78, 1.79 acres, Map and Parcel 032-009; Zoning-Residential R1-A

Darrell Wells and Marianne Gay- Hwy. 78 West, 51.15 acres, Map and Parcel 032-001; Zoning-Residential R1-A

The effective date will be April 14, 2005. Mayor Dean called for a motion to accept the Ordinance as written and that this reading will constitute both the first and second readings; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2222

March 14, 2005

Continued from page 2221

NEW BUSINESS (cont’d):

Surplus Tanker- Mayor Dean reported that DPS Director Baldwin has asked Council to approve the surplus of and sale of the 1989 L-7000 Tanker to Columbia County for the purchase price of $5,500.00; Mayor Dean called for a motion for the approval; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Backhoe-Public Works Department- City Administrator Dove reported that the current backhoe is at least 25 years old and is not able to reach the sewer taps because of their depth. Mayor Dean reported that the backhoe would be put on the GMA reverse auction program. The funds have been budgeted in 2004; City Administrator Dove reported that we would need approval to spend the funds from the Capital Improvements. Mayor Dean called for motion to approve Director Cason to go to Reverse Auction for the backhoe (with cab) and seek the best pricing; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor.

Mayor Dean called for a motion to approve the funding to come from the Capital Improvements Fund; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

Georgia Forestry Commission Request- Mayor Dean reported that Steve Abbott of the Georgia Forestry Commission has requested funding from us in conjunction with the City of Grovetown and Columbia County for a secretary. Mayor Dean called for a motion for City Administrator Dove to budget $500.00 from the Administrative Budget to go to Steve Abbott in a form of a Contract for Services to hire a secretary and allow it to be a match of whatever the City of Grovetown and Columbia County match; this would be for one year only and would be up to Council to renew each year. The motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.

Proclamation-Relay for Life- Mayor Dean called for a motion to accept the Proclamation designating April 22nd and April 23rd as the “American Cancer Society Relay for Life” weekend; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

Announcements-

March 16 District Day at the Capitol

March 19 Easter Egg Hunt 1-3 pm City Park

March 21 HPC Meeting 7 pm

March 23 Business Breakfast BG’s 7:30 am

March 24/25 Murder Mystery at BG’s 7 pm

Regular Meeting, City of Harlem, Georgia Page 2223

March 14, 2005

Continued from page 2222

NEW BUSINESS (cont’d):

Announcements (cont’d)-

March 25 Movie Night at Museum 7 pm

March 26 Bike Ride-Ollie’s Army

March 28 Berthmarks Meeting

March 30 Community Breakfast HMS 7 am

April 2 Golf Tournament

April 7 Work Session 6:30 pm

April 9 Car Wash City Hall 10 am to 2 pm

April 11 Regular Meeting 7 pm

Public Comment- There was none at this time.

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 Thigpen. Motion carried; all in favor. The meeting adjourned at 7:33 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

VISITOR LIST REGULAR MEETING MARCH 14, 2005:

Kathy Ham

Valerie Rowell

Rosemary Dixon

Jonathan W.

Jamie Glasscock

Derek Evans

Justin Hill

Diane Holland

Brett McKinney

Jordan McKinney

Troy Waites

Raymond Washington

Angela Glasscock

Alfredo Evans

Daniel Cason