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Work Session Notes Page 1 April 11, 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 Barry Fleming. VISITORS: Daniel Cason and Julie Miller The work session was called to order by Mayor Dean at 5:30 p.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Blalock. Mayor Dean announced that before we started with the Agenda items, he would like to make a change. Due to having to be at another meeting Julie Miller of Family Connections will give her monthly report for the month of March 2005 at this time. Quarterly Meeting Date-City Administrator Dove reported that this has tentatively been set for April 18th or 19th; she will get with Councilman Thigpen to co-ordinate with his schedule. Bids-City Hall Project-We have received one bid from Cummings Home Improvements in the amount of $68,050.00. Jeff McNair Construction picked up the specs for the project but did not turn in a bid. City Administrator Dove will get with Joe Renew Construction for the replacement of the roof. CA Dove will ask for references on Cummings Home Improvements; Council will approve pending references. Fire Department SOP-Enclosed in the packets are copies of the sections that had to be corrected. Councilman Thigpen had a question on section 12.8, Termination for good cause. He asked about the grievance process; would they go through the same process as the regular employees. CA Dove responded that they were not currently eligible due to being “at will” employees; she can add the process to the SOP. CA Dove to speak with PSD Baldwin and get his thoughts. Mayor Dean feels that this would be a good backup. Department of Transportation-Turn Lane-We have made a request for a turn lane at State Route 10 (Gordon Highway). DOT will do a turn lane but will not do a turn signal. They are prepared, with Council’s approval, to designate the turn lane. The inside lane will be designated left turn only with an arrow painted on the street. A light can be placed in the future with the reconfiguration of the four lanes to a three lane section if traffic volumes warrant. This is the first step towards that. Employee Health Insurance-Currently we are staying with Blue Cross Blue Shield due to the fact that United Healthcare came back with a quote similar to BCBS. We do have two other interested companies who would like to give quotes. Work Session Notes Page 2 April 11, 2005 Other-Mayor Dean reported that CA Dove should have the final draft copy of the Planning & Zoning update tomorrow (4/12). He recommends Council look it over and make note of any changes they may feel need to be made and bring them back to the next work session. Mayor Dean reported to PWS Daniel Cason that he spoke with CA Dove about Mark Beebe (EPD) about getting a final answer from him on the pond; he would like PWS Cason to speak with Ted Staak and for Attorney Fleming, as our State Representative to contact EPD as well. Councilman Thigpen reported that the walking track was started today. Attorney Fleming reported that the Legislature passed the budget which included the designation of $140,000.00 to the City of Harlem for sewer projects; they are waiting on the Governor to sign. Announcements: April 12 Foundation Meeting 8:30 am April 14 Women in Business 8:00 am Library Renaissance Rats (Theatre Committee) 6 pm Theatre Woman’s Club 4 pm Relay Bingo 7 pm BG’s April 16 Healthy Kids Day, HMS, 10 am – 2 pm A Day in the Park Gospel Sing 5 pm – 8 pm Relay Basketball Fundraiser HHS April 18 Ollie’s Army Relay Team Meeting 4 pm City Hall April 19 Mock City Council Meeting 11 am City Hall Tour de Georgia (Harlem) 12:30 pm Garden Club April 21 Planning & Zoning Hearing 7 pm City Hall Relay Survivor Dinner 7 pm HUMC April 22-23 Harlem Relay for Life Event 7pm – 7 am April 25 Berthmarks Meeting 6:30 pm Museum April 26 Historic Preservation Commission 7 pm Administrative Offices April 27 & 28 Mayor Dean to Washington, DC April 28 Oliver Hardy Meeting 7 pm Museum May 3 Red Hat Ladies Night 6:30 pm BG’s May 4 Community Breakfast 7 am Harlem Middle School May 5 Work Session 6:30 pm May 7 Dearing Festival May 10 Foundation Meeting 8:30 am May 12 Women in Business 8 am BG’s Harlem Woman’s Club 4 pm Work Session Notes page 3 April 11, 2005 Announcements (cont’d): May 16 Council Meeting 7 pm May 17 Garden Club May 19 Tentative Schedule for Public Hearing for Historic District May 21 Red Hat Lady Day in Harlem May 22 Tentative Date for Memory Garden Dedication 4 pm April 16 Relay Barbeque Chicken Dinner Woman’s Club 12 pm – 2 pm April 19 Post Legislative Breakfast Savannah Rapids 7:30 am April 29 “Anything Goes” drama show; Wine and Cheese at MSD 6 pm April 30 “Cooking for Kids” event; Daniel Field May 29 Veteran’s Breakfast HUMC 8 am – 9:30 am The meeting closed at 6:04 pm. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia page 2223 April 11, 2005 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, April 11, 2005 at 7:00 pm 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 Barry Fleming. VISITORS: Daniel Cason, Joan Yelton, Rosemary Dixon, Tripp Lonergan, and Jerry Baldwin. The meeting was called to order by Mayor Dean at 7:00 pm. 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 March 10, 2005 Called Meeting and Work Session Notes, and the minutes of the March 14, 2005 Regular Meeting; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Discussion-City Clerk Debra Moore asked Mayor and Council to look over the section on the Sewer Tap increases pertaining to the Shady Grove area for any corrections. Council had stated two different items pertaining to when the residents of Shady Grove would have to have their taps paid for. Council stated that the section stating “If they have not paid their tap by the completion of the project, they will be charged the new rate” should be eliminated. The last sentence of the paragraph is the correct information. Motion carried; all in favor. March Reports-The following departments gave reports for the month of March 2005: Fire Department Fire Captain Tripp Lonergan-commended his men for the job well done at the fire on 4/10 at the Bell Forrest Apts. Police Department Public Safety Director Jerry Baldwin ITT Department Mayor Scott Dean Administrative Department City Administrator Jean R. Dove Public Works Department Public Works Director Daniel Cason Employee of the Quarter-Joan Yelton of the Public Safety Department was the Employee of the Quarter for the first quarter of 2005. She was presented with a plaque and savings bond by PSD Baldwin and Mayor Dean.
Regular Meeting, City of Harlem, Georgia Page 2224 April 11, 2005 Continued from page 2223 UNFINISHED BUSINESS: City Hall Bid Award-One bid has been received for the renovation of City Hall. The bid was received from Cummings Home Improvements in the amount of $68,050.00. City Administrator Dove is to check on their references. Mayor Dean called for a motion to proceed with the contract pending confirmation of the references; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. SOP-Department of Public Safety-There was only one question during work session concerning section 12.8; Councilman Thigpen has requested that we add our current grievance clause for City employees for the Fire Department so that the procedure will be uniform for all employees. Mayor Dean called for a motion to approve the SOP with the one addition; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Other-N/A NEW BUSINESS: Department of Transportation-Turn Lane-City Administrator Dove sent in a letter to DOT requesting a turn signal at State Route 10 and State Route 47. DOT responded that at this time they would be able to make turning lanes at the intersection instead of the turn signal as a first step towards putting in a turn signal. Mayor Dean called for a motion to approve the proposal of DOT; that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Discussion: Mayor Pro tem Root wanted clarification if the lane would be left turn only or left turn and straight; CA Dove responded that the inside lanes would be designated left turn only. This would only be on GA 10; the turns would be to go on GA 47 north and south. Mayor Dean called for anymore discussion; being none he called for a vote. Motion carried; all in favor. Announcements-These were done at the work session. Public Comment-N/A Executive Session-Legal-Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session began at 7:21 pm. Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Executive Session closed at 7:57 pm. Regular Meeting, City of Harlem, Georgia Page 2225 April 11, 2005 Continued from page 2224 Executive Session-Legal-(cont’d)- Mayor Dean called for a motion for him to sign the Affidavit attesting that there was only one legal issue discussed and that no decisions were made; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Mayor Dean called for a motion to adjourn the Regular Meeting; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 7:58 pm. Respectfully submitted,
Debra E. Moore City Clerk |