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Work Session Notes Page 1 April 10, 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: Julie Miller, Cheteka Allen, Public Works Director Daniel Cason, Engineer John McClellan, Rosemary Dixon, Allan Caddell, Elaine Rice, JArthur Harris, Alvin Harris and Yvette Harris. The work session was called to order by Mayor Dean at 6:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Mayor Dean. Sewer Projects: · Sewer Rehab- Engineer McClellan reported that the original portion of the contract was basically coming to a close. He presented Council with a copy of Change Order #2 which he had given Council a draft copy at a prior Council meeting. Since that time there was additional videoing of the lines was required. The question at the time was whether to replace the present six inch lines or to do the relining. The additional videoing was done to help come to that decision. The changes will still fall within the budgeted amount for the project. The total change order is for -$30, 789.75 (#2 $666,333.20 and draft summary change order -$697.122.95). This will also cover the line at Keener Street and South Louisville Street; this line was discovered to need repairs. This will not require any additional funds; it will fall within the original contract amount. Mayor Dean gave a summary as he understood it from a meeting that was with the contractor this morning. All funds received from DCA/CDBG will be utilized to the fullest extent. The change orders are basically finishing out items required by the consent order from EPD. Once finished the consent can be lifted; this was confirmed by Mr. McClellan. Mayor Dean will ask for Council’s approval of Change Order #2 at the Council meeting. · Wastewater Allocation Permit- Mr. McClellan reported that this item had been given to another engineer to work on; it will possibly be completed within a month. PUD Zoning-West Forrest Street Property- The property is currently zoned single family residential; Council will need to approve the change to PUD due to our existing PUD ordinance. At such time that the developer wants to subdivide the property, they will have to bring all information to the Planning & Zoning Commission for recommendations to Council for approval as far as design, amenities, and so forth.
Work Session Notes Page 2 April 10, 2006 Moth Ball Ordinance- Mayor Dean would like to move this item to the May Council meeting to give Council time to read over, make any changes, etc. City Attorney Fleming had his own questions and has recommended some changes. Planning & Zoning Ordinance-2nd Reading- Mayor Dean will call for a final vote on this item. Mayor Dean asked if anyone had changes, etc.; Council had none. Councilwoman Root asked if the Planning & Zoning Commission received copies; City Manager Dove stated that she would need to check with Dee but she was sure they did. City Hall Expansion- Mayor Dean reported that this item came out of our Retreat this year as one of the “pressing” items needed; this will get us back under one roof. City Manager Dove included in the packets a drawing of the proposed building extension for Council to look at and make any recommendations or suggestions. City Manager Dove stated that she will need approval from Council for her to contract with Booker & Associates for the Architect to work with her on the design; the cost will be 7%-10% of the total construction cost. This project will follow all guidelines required as any other projects. Park Project-Councilwoman Root- Councilwoman Root reported that the parking lot had been completely painted. Public Works Director Daniel Cason reported that all debris from the contractors has been removed. Councilwoman Root stated that they are currently looking at getting posts to be placed at the walking track to keep cars and other vehicles off. Other- Mayor Pro tem Dixon asked if we had any plan in place in the event that the pandemic bird flu was to come here. He feels that a committee should be formed; Mayor Dean stated that we would have the Public Safety Committee to work on or look at. Councilman Thigpen asked City Manager Dove about an item she was getting proposals on (unable to make out what this item was); CM Dove responded that she had received one but was waiting on a second one. The work session adjourned at 6:20 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2289 April 10, 2006 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, April 10, 2006 immediately after the adjournment of the Work Session at 6:20 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 Root, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney David Dekle; VISITORS: Julie Miller, Cheteka Allen, Public Works Director Daniel Cason, John McClellan, Rosemary Dixon, Allan Caddell, Elaine Rice, JArthur Harris, Alvin Harris, and Yvette Harris. The meeting was called to order by Mayor Dean at 6:20 p.m. Approval of Minutes- Mayor Dean called for a motion to approve the Minutes of the March 13, 2006 Regular Meeting, March 17, 2006 Called Meeting, and the March 22, 2006 Called meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of March 2006: Family Connections Julie Miller, Family Connections Director Public Works Department Daniel Cason, Public Works Director Industry, Trade and Tourism Department Scott Dean, Committee Vice-Chair Police Department Scott Dean, Committee Vice-Chair Fire Department Scott Dean, Committee Vice-Chair Administrative Department Jean Dove, City Manager FC Director Julie Miller reported that she had applied for the 21st Century Grant in conjunction with the Columbia County Board of Education. The grant is worth $200,000.00 a year for a minimum of three years and would be used for after school and summer youth programs. CM Dove reported that she had applied for three grants; they are a $500,000.00 CDBG grant for the Family Connections/Headstart Building; a $20,000.00 grant for the TE Project; and an $182,000.00 FEMA grant for a new fire truck. Recognition- Mayor Dean and FC Executive Director Miller presented Cheteka Allen with a certificate of recognition and appreciation for the first quarter of 2006 for Employee of the Quarter for her hard work and dedication to the program.
Regular Meeting, City of Harlem, Georgia Page 2290 April 10, 2006 Continued from page 2289 Recognition (cont’d) - Mayor Dean presented to JArthur Harris a certificate of achievement from the City in recognition of his commitment and dedication to the youth and the citizens of Harlem. Mayor Dean expressed his personal thanks for all that he does. UNFINISHED BUSINESS: Planning & Zoning and Subdivision Ordinance-2nd Reading- Mayor Dean stated that this would constitute as the 2nd reading of the Planning & Zoning and Subdivision Ordinance by title only and that if there were no additional changes or corrections he called for a motion to approve this Ordinance; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor. City Hall Expansion-Architect- Mayor Dean called for a motion to approve for City Manager Dove to contract with Booker & Associates for the architectural work for the expansion of City Hall at a cost of up to $5,000.00 maximum; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Other- There was none at this time. NEW BUSINESS: West Forrest Street Property-PUD Zoning- Mayor Dean called for a motion to approve the change to PUD Zoning on the property located at West Forrest Street from single residential; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Announcements- April 11 Bingo @ BG’s 7 pm (Relay fundraiser) April 12 Community Breakfast Harlem Middle School 7 am April 13 Harlem Woman’s Club 4 pm April 17 Comprehensive Plan Meeting 6:30 pm City Hall April 18 Women in Business 8 am Renee Dean’s Studio April 18 Tour de Georgia (approximate arrival 12:25) April 18 Garden Club 4 pm April 20 TE Project Bid Opening 2 pm April 21-22 Harlem Relay for Life April 24-28 City Government Week April 25 GMA Listening Session Museum 6 pm April 28 1st Quarter Review Meeting 9 am Library April 29 Grovetown Heritage Day Festival May 2 Quarterly ITT Committee Meeting Regular Meeting, City of Harlem, Georgia Page 2291 April 10, 2006 Continued from page 2290 Announcements (cont’d)- May 3 Community Breakfast Harlem Middle School 7 am May 6 1st Saturday in Harlem May 6 Dearing May Fest May 9 Quarterly Administrative Committee Meeting Public Comment- There was none at this time. Executive Session-Personnel- Mayor Dean called for a motion to adjourn to Executive Session after a five minute break; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 6:45 p.m. Executive Session was called to order at 7:00 p.m. Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Executive Session adjourned at 7:03 p.m. Mayor Dean called for a motion for him to sign the Affidavit acknowledging that only one personnel issue was discussed and that no final decisions were made; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Other- Mayor Dean called for a motion to accept an Ordinance amending Code Section 30.02 Regular Meetings to change the time of the month the meetings are held from the 2nd Monday of each month to the 3rd Monday of each month and that this would constitute as the first reading; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Mayor Dean had the second reading of the Ordinance and called for a motion to approve the change of code section 30.02 Regular Meetings to change the date of the meetings from the 2nd Monday of the month to the 3rd Monday of the month; that motion was made by Councilwoman Root; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. This will start with the May 2006 Regular meeting. Mayor Dean called for a motion to approve Change Order #2 on the sewer rehab project with American Water Services; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Mayor Dean presented City Manager Dove with a birthday card.
Regular Meeting, City of Harlem, Georgia Page 2292 April 10, 2006 Continued from page 2291 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 7:06 p.m. Respectfully submitted,
Debra E. Moore City Clerk
Called Meeting, City of Harlem, Georgia Page 2292 April 17, 2006 City of Harlem Administrative Office The City Council of the City of Harlem, Georgia met for a Called Meeting on Tuesday, April 18, 2006 at 5:30 p.m. at the City Administrative Office with Mayor Pro tem Dixon presiding. PRESENT: Mayor Pro tem Rudolph Dixon, Council Members: Tom Blalock, Robin Root and Johnny Thigpen. Staff: Jean Dove – City Manager, Dee Tapley – Planning & Zoning. Absent: Mayor Scott Dean & City Clerk Debra Moore. PURPOSE: Final Plat Beallwood Subdivision The meeting was called to order by Mayor Pro tem Dixon at 5:30 p.m. The Invocation was given by Mayor Pro tem Dixon. The final Plat for Beallwood Subdivision was presented for approval. The Planning & Zoning Commission reviewed the final plat and recommended for Council to approve. Council also needed to approve the name to be changed from Beallwood to Cornerstone Creek Subdivision. A motion was made by Councilman Thigpen and 2nd by Councilman Blalock approving the final plat based on the recommendation from the Planning & Zoning Commission and the City Engineer. Motion carried, all in favor. A motion was made by Councilwoman Root and 2nd by Councilman Thigpen approving the name change from Beallwood to Cornerstone Creek. Motion carried, all in favor. There being no further business and upon a motion made by Councilwoman Root and 2nd by Councilman Thigpen, the meeting was adjourned at 5:47 p.m. Respectfully submitted,
Jean R. Dove City Manager
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