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Work Session Notes Page 1 March 9, 2006 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, City Clerk Debra E. Moore and City Attorney David Dekle. VISITORS: Public Works Director Daniel Cason, Rosemary Dixon, and Dennis Caddell. The Work Session was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by City Attorney Dekle. TE Project Update- City Manager Dove reported that she had spoken with several members of the Department of Transportation. The paperwork is being held by the Federal Highway division; we should have notice to proceed by the end of next week. In reference to the new TE project, the paperwork is in process. Park Project Update- Councilwoman Root reported that part of the parking lot has been painted; the area that is the drive in has not been but is scheduled to be. The parking lot is striped; parking stops in place, etc. The new sign for the park is completed; landscaping is needed. The upgrades of the tennis court and basketball court should be in next year’s budget for the County. Planning & Zoning Ordinance- Mayor Dean wants to do the passage of this ordinance in two meetings, March and April. This will give Council time to go over and submit any changes or updates. Moth Ball Ordinance- Mayor Dean wants to be able to vote on this ordinance at the April meeting. This will be added to the Planning & Zoning Ordinance. The purpose of this ordinance is to establish the procedures for “mothballing” or protecting vacant structures from weather damage and vandals while preserving the structure for future use. Mayor Dean would like copies of this ordinance be provided to the Planning and Zoning Commission as well as the Historic Preservation Commission. Resolution to Amend the Comprehensive Plan- Mayor Dean would like to adopt this Resolution Monday night. The purpose of the Resolution is the amend the Comprehensive Plan that was adopted in 1994 to include the identification of Family Connections and the Head Start program as services needed by the residents of the City and their need for a new facility. The City will assist the programs with seeking funding for a new facility that will be big enough to house both programs.
Work Session Notes Page 2 March 9, 2006 Resolution CDBG Grant- Mayor Dean would like to adopt this Resolution Monday night. The purpose of the Resolution is to establish support for the application of CDBG funds for the provision of a decent, safe and sanitary facility for the Family Connections and Head Start programs. The City will commit to match the grant with $10,000 required Cash Match as well as all additional cash needed to complete the project, an additional $1,000.00 for audits and in-kind inspections by City employees. Entrance Signs-Councilwoman Root would like to have the “Welcome to Harlem” signs redone with the information painted directly on the sign. She would like to remove the existing reflective metal signs. She has received an estimate of $3,140.00 from Stephen Krecskay (park sign). He has submitted two designs for consideration. City Manager Dove and City Clerk Moore will check the budget for financing. Water Resolution- There was some confusion as to the intended increase on the water rates. Mayor Dean clarified that he would like to keep the base rates the same as they currently are and increase the 2nd and 3rd levels of usage rates. They would increase by 5%. The proposed rate increase would be as follows: Inside City Water: 0-2,000 gallons $10.00 2,001-20,000 gallons 2.73 20,001+ gallons 3.68 Outside City Water: 0-2,000 gallons $22.00 2,001-20,000 gallons 5.73 20,001+ gallons 7.72 City Attorney Dekle stated that the Resolution could be changed with an amendment reflecting these amounts. City Manager Dove stated she would have this ready for Council’s approval Monday night. April Work Session- Due to the spring holidays and prior commitments, there has been a request to change the April work session to the same day as the Council meeting. Council will need to approve the move. The work session will be at 6:00 p.m. and the Council meeting will follow immediately after. North Harlem 3rd Grade Tour- The 3rd grade tour of the City will be March 24 from 9:30 to 11:30 that morning. The students will visit City Hall. Mayor Dean, Mayor Pro tem Dixon and Councilman Blalock will be available to talk. Other- Rich Wingate will be moving outside the city limits of Harlem. Mr. Wingate will have to give up his position on the Planning and Zoning Commission. Mayor Dean asked Council to bring nominations to the meeting Monday. Work Session Notes Page 3 March 9, 2006 Other (cont’d) - The Pioneer Garden Club honored the Public Safety Department at their Arbor Day celebration. Most of the officers were unable to attend. Council will attend the next Fire Department meeting to present pins to the Firefighters. Councilman Blalock will pursue information on Tree City USA and will present it to Council. The work session closed at 7:19 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2280 March 13, 2006 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, March 13, 2006 at 7:00 p.m. at Harlem City Hall 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, City Clerk Debra E. Moore, and City Attorney David Dekle. VISITORS: Pam Tucker, Lance Herring, Kathy Ham, Mason Sparks, Daniel Cason, Rosemary Dixon, Seaborn Street, Gloria Johnson, Darlene Smith and Valerie Rowell. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Councilman Blalock. Agenda Amendment- Councilwoman Root made a motion to amend the agenda to include Pam Tucker from Columbia County Emergency Management Services after the approval of the minutes; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Approval of the Minutes- Mayor Dean called for a motion to approve the minutes of the February 13, 2006 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Pam Tucker-Animals in Disaster- Ms. Tucker presented the guidelines that have been set up for dealing with animals in the time of disaster. This will be a supplement to the Emergency Operations Plan currently in place. Mayor Dean called for a motion for the approval of the guidelines and for him to sign said guidelines; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of February 2006: Police Department Lance Herring, Officer Fire Department Lance Herring, Firefighter Public Works Department Daniel Cason, Public Works Director Industry, Trade and Tourism Department Kathy Ham, Department Head Administrative Department Jean R. Dove, City Manager Family Connections Scott Dean, Mayor
Regular Meeting, City of Harlem, Georgia Page 2281 March 13, 2006 Continued from page 2280 UNFINISHED BUSINESS: Park Project-Councilwoman Root- There were no further updates since the work session. DOT TE Project- City Manager Dove reported that there were no further updates since the work session. Planning & Zoning Ordinance & Subdivision Ordinance-1st Readings- Mayor Dean called for a motion for this to constitute as the first reading of the updated Planning & Zoning Ordinance if there were no further changes or updates needed; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Discussion-Mayor Dean asked City Manager Dove to make sure that the Planning & Zoning Commission received copies of the updated Ordinance for any comments or changes. Motion carried; all in favor. Mayor Dean called for a motion for this to constitute as the first reading of the Subdivision Regulations Ordinance if there were no further changes or updates needed; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Discussion-Mayor Dean requested that copies be supplied to the Planning and Zoning Commission for any comments or changes. Motion carried; all in favor. Other- There was none at this time. NEW BUSINESS: Moth Ball Ordinance- Mayor Dean reported that he would like Council to review this Ordinance and bring any comments or changes back to Council at the April meeting. He would like for it to be approved at that time. City Attorney Dekle commented on whether or not this Ordinance addressed what type of consequences there would be for non-compliance; City Manager Dove stated that they would be addressed in the ordinance. Resolution-Amend Comprehensive Plan- Mayor Dean called for a motion to amend the 1994 Comprehensive Plan to identify the Family Connection and Head Start programs as services to the City residents and the need for a new facility that will accommodate both programs. The City will assist in the seeking of funding (CDBG) to provide for the new facility. That motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor. Resolution-CDBG Grant- Mayor Dean called for a motion for him to sign the Resolution for the 2006 CDBG Application for the new facility to accommodate the Family Connection and Head Start programs. Discussion-Mayor Pro tem Dixon Regular Meeting, City of Harlem, Georgia Page 2282 March 13, 2006 Continued from page 2281 NEW BUSINESS (cont’d): Resolution-CDBG Grant (cont’d)- expressed his concerns and his problem with the $216,000.00 match required from the City. Councilwoman Root expressed her thoughts that the funding would be coming from funds that Family Connections already has; Mayor Dean that they would not. There would be some in-kind as well as the cash match but that they would be coming from the City. City Manager Dove stated that the Resolution is commits the City to $10,000.00 as a required cash match plus an additional $1,000.00 for audits; the $216,000.00 is the architects estimate. Note-in reading the resolution, it additionally “commits the City to any additional cash needed to complete the project as well as in-kind inspections by City employees”. The original motion died for lack of a motion. Mayor Pro tem Dixon made the motion to table this item until further information on the funding is provided; 2nd by Councilman Thigpen. Motion carried by a vote of 3-1 with Mayor Pro tem Dixon, Councilwoman Root and Councilman Thigpen voting in favor and Councilman Blalock voting against. Resolution-Water Rate- Mayor Dean reported that this Resolution is amending the original Resolution approved on January 9, 2006 for an automatic increase of the City’s water rates whenever the County increases their rate to the City. This Resolution is amending it to read “that the minimum water rate for 0-2000 gallons will not be increased with the new rates beginning April 2006”. The new rates will be as follows: Inside City Rates: 0-2,000 gallons 10.00 2,001-20,000 gallons 2.73 20,001+ gallons 3.68 Outside City Rates: 0-2,000 gallons 22.00 2,001-20,000 gallons 5.73 20,001+ gallons 7.72 Mayor Dean called for a motion to approve the Resolution and for him to sign it; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Planning and Zoning Commission-Vacancy- Mayor Dean reported that Rich Wingate will be moving outside the City limits and will have to resign his position on the Planning and Zoning Commission. He would like Council to bring nominations to the next Council meeting for approval and appointment.
Regular Meeting, City of Harlem, Georgia Page 2283 March 13, 2006 Continued from page 2282 NEW BUSINESS (cont’d): Entrance Signs- Councilwoman Root received and estimate from Stephen Krecskay in the amount of $3,140.00 to redo the entrance signs to Harlem. The information will be painted directly on the signs instead of the reflective metal. We will need to check on the finances before proceeding; would like to bring back to Council for the April meeting. April Work Session- Mayor Dean called for a motion to change the Work Session to 6 p.m. on Monday, April 10, 2006 prior to the Council meeting and that said Council meeting will start as soon as the work session is complete; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Public Comment- There was none at this time. Announcements- March 14-16 Senior Project Harlem High School 4-6 pm March 17 Employee Luncheon 12:00 City Hall March 21 Women in Business 8 am BG’s March 21 Garden Club 4 pm Library March 21 Planning & Zoning 7 pm Fite Variance March 23 Oliver Hardy Festival Meeting 6 pm Museum March 24 North Harlem Elementary 3rd Grade Tour 9:30 am March 27 Berthmarks 6:30 pm Museum March 25 Ollie’s Army Relay Softball Tournament 11 am City Park March 31 Harlem Relay Night at the Lynx’s Game 7 pm April 1 First Saturday April 1 Easter Egg Hunt 1 pm City Park April 1 Ollie’s Army Relay Golf Tournament April 3-7 Spring Holidays April 10 Work Session 6 pm April 10 Council Meeting 7 pm April 12 Community Breakfast 7 am Harlem Middle School Executive Session-Real Estate- Mayor Dean called for a motion to adjourn to Executive Session after 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 7:25 p.m. Executive Session convened at 7:31 p.m. Mayor Dean called for a motion to adjourned Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 7:45 p.m. Regular Meeting, City of Harlem, Georgia Page 2284 March 13, 2006 Continued from page 2283 NEW BUSINESS (cont’d): Executive Session (cont’d)- Mayor Dean called for a motion for him to sign the Affidavit acknowledging that only three real estate items were discussed and that no final decisions were made; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor. Mayor Dean called for a motion for the City Manager to enter into discussions with the Administrative Department and Chair to work with an Architect to see where we need to go from here on City Hall; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. 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 Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 7:47 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Called Meeting, City of Harlem, Georgia Page 2285 March 17, 2006 City of Harlem Administrative Offices The City Council of the City of Harlem, Georgia met for a called Meeting on Friday, March 17, 2006 at 11:30 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 and Councilwoman Robin M. Root; STAFF: City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: Councilman John Thigpen and City Attorney Barry Fleming. VISITORS: None. Purpose: CDBG Resolution The meeting was called to order by Mayor Dean at 11:30 a.m. The invocation was given by Mayor Pro tem Dixon. CDBG Resolution- Mayor Dean called for a motion to approve his signing of the 2006 CDBG Application Resolution to assist the Family Connection and Headstart programs in seeking funding for the construction of a new facility; that motion was made by Councilwoman Root; 2nd by Councilman Dixon. Discussion-Mayor Dean reported that the Resolution has the City committing to a $10,000.00 cash match, $1,000.00 for audits, and additional funding to complete the project including in-kind items. There will be no guarantee that the application will be approved; we will have to go through the same process as we did for the sewer line project. Councilman Blalock stated this is an amazing opportunity to build up our Community; it is good publicity for the City; this will continue to help improve Harlem’s image. Councilman Dixon responded to the Mayor and Councilman that he had nothing against the group or personnel. He has misgivings about the City becoming responsible for the operation and maintenance if the building is erected. He does not the two programs serve just the City of Harlem that they are County programs and that the City will be financing the project. He feels that there are too many open questions. Councilwoman Root stated that she has been a
member of the Family Connection board since coming on Council. Prior to them
being in Harlem, they were housed with DFACS. Called Meeting, City of Harlem, Georgia Page 2286 March 17, 2006 Continued from page 2285 CDBG Resolution (cont’d) - City Manager Dove stated that the facility will provide a place for teens to go after school. They would be able to have the GED program. Councilwoman Root stated that they have provided some of the same programs for the City employees (GED, Financial Counseling, etc.). Councilman Dixon reiterated that he felt the programs were more for the County and that no financing for this comes from them. Mayor Dean responded that this might be a possible LOST increase justification. City Manager Dove stated that the grant had to benefit at least 51% of the population and they have to live in the City to be approved. Currently that number is slightly over 51%. After some more discussion, Councilman Dixon conceded. Mayor Dean called for a vote; Councilman Blalock and Councilwoman Root voted in favor; Mayor Pro tem Dixon voted reluctantly in favor. 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 Councilman Blalock. Motion carried; all in favor. Respectfully submitted,
Debra E. Moore City Clerk
Called Meeting, City of Harlem, Georgia Page 2287 March 22, 2006 City of Harlem Administrative Office The City Council of the City of Harlem, Georgia met for a Called Meeting on Wednesday, March 22, 2006 at 5:30 p.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, City Clerk Debra E. Moore and City Attorney Lee Bennett. VISITORS: Elaine Rice and Jason Whinghter. Purpose: Appointment of Planning and Zoning Member Bond Issue-Columbia County Executive Session-Real Estate The meeting was called to order by Mayor Dean at 5:33 p.m. The Invocation was given by Mayor Pro tem Dixon. Appointment of Member to Planning and Zoning Commission- Mayor Dean called for any nominations for the position on the Planning and Zoning Commission. Councilman Blalock made a nomination of Dale Arnold. Mayor Dean called for a motion to accept the nomination of Dale Arnold and to appoint him to the Planning and Zoning Commission; that motion was made by Councilman Blalock; 2nd by Councilwoman Root. Motion carried; all in favor. Bond Issue-Columbia County- Mayor Dean reported that enclosed in Council’s packets is a copy of a letter he would like their permission to send to Columbia County Chairman Ron Cross. He is asking Chairman Cross to include some projects for the City as we are 2% of the population. Mayor Dean had a previous conversation with Chairman Cross; he was receptive but gave no confirmation. He is asking for the following: $200,000.00 for street paving and streetscape project match (Hwy. 78) $200,000.00 for water lines for Old Blythe Road and GR Tucker Road $400,000.00 for City Hall expansion and other buildings The total is $800,000.00 which is about 2% of the total bond. There will be hearings on the bond issue is April, May and June. Mayor Dean called for a motion to allow him to send the letter of request to Chairman Cross; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor.
Called Meeting, City of Harlem, Georgia Page 2288 March 22, 2006 Continued from page 2287 Executive Session-Real Estate- Mayor Dean stated that due to the fact everyone present would be included in Executive Session that we would stay in open session for the Real Estate discussion. Elaine Rice and Jason Whinghter of Blanchard and Calhoun were present. We had a bid opening on March 17, 2006 on the City property located off West Forrest Street. Blanchard and Calhoun were the only bid received at the time of the opening. The bid of $540,000.00 was received. Mayor Dean called for a motion to allow him to sign the sales contract which includes a 90-day out clause (for due diligence, engineering, etc. by Blanchard & Calhoun) and an attachment stating that the earnest money of $10,000.00 would be refunded if Blanchard & Calhoun do not want to proceed. The signing of the contract would be after review by either City Attorney Fleming or Bennett; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. The earnest money will arrive tomorrow. Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 5:45 p.m. Respectfully submitted,
Debra E. Moore City Clerk
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