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Work Session Notes Page 1 June 19, 2006 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; ABSENT: Councilwoman Robin M. Root. VISITORS: Ricki Dean, Mike Sleeper, John McClellan, Public Works Director Daniel Cason, and ITT Department Head Kathy Ham. 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 Board of Education Member Mike Sleeper. Engineer John McClellan- · TE Project-Engineer McClellan recommends re-bidding the project; only one company (JHC Corp) submitted a bid. The bid was in the amount of $1,648,431.85 plus adder items in the amount of $141,077.50. With this bid the total project cost comes in at $2,175,000.00; $770,001.00 over the available funding. Due to this as well as mathematical errors on the bid proposal and the limited number of bids the recommendation to re-bid is set forth. Councilman Thigpen made the suggestion of setting up a Work Session to discuss this further. Mayor Dean agreed and asked City Manger Dove to set up a work session the first week of July for an hour and a half or so with Mr. McClellan to discuss this further and possibly find ways of cutting down on the project. They would like to look at the possibility of starting the project after this year’s Festival. We would need to re-bid by July 12. City Manager Dove is to set the meeting up for July 6 after the tax-mill rate hearing. · Sewer System Rehab Project- Mr. McClellan submitted an updated Change Order #2 and #3 for Council’s approval. Change Order #2 brings the budget up to date; Change Order #3 is for the 6-inch and 8-inch line replacements. The total for part A (CDBG) of Change Order #3 is $238,434.24; for part B (GEFA) is $369,544.66. The total change order is for $607,978.90. These numbers include the costs for Evelyn Street. Additional funding from the Water Fund will be needed in the amount of $17,000.00. · Wastewater Treatment Plant Discharge Permit and Expansion- Mr. McClellan brought the design and development report; this has been submitted to EPD. Mr. McClellan reported that they have done all the design they can without developing plans. There has not been much discussion on the funding of this project. The anti-deg includes cost estimates in it; we are looking at a three million dollar project. He has looked at some of the funding that is available. The two most used are the USDA and GEFA. The USDA in order to qualify for a 75% grant, you compare the median household income to the monthly water/sewer bill; we would be looking at a $40.00 a month bill compared to the $20.00 a month bill we currently charge (minimum billing). We would have to Work Session Notes Page 2 June 19, 2006 Wastewater Treatment Plant Discharge Permit and Expansion (cont’d)- raise the rates by that much in order to qualify; this is a low interest grant that is paid back over forty years. Mr. McClellan was not recommending this; Mayor Dean was not in favor of this either. With the GEFA financing, it would be a 4% interest rate for 20 years; based on the current 850 sewer customers we currently have we would still have to raise the rates by as much as $20.00. Mr. McClellan stated that since it looked like we did not want to deal with a 40 year loan, they could go ahead and do the application and send to GEFA and get that process going and be able to look at what the monthly payment would be. Mayor Dean asked how growth would affect these numbers; Mr. McClellan stated that we could possibly look at refinancing when there is more income and a higher customer base. City Attorney Fleming brought up whether anyone had looked into the possibility of charging impact fees on any new construction. Mr. McClellan responded that neighboring areas (Columbia County) are charging impact fees to subdivisions. This is a fee they have to pay just to hook into the system. Grovetown has to pay a fee to Columbia County. Mayor Dean stated that we would have to look into this further; get some figures together. · Water Source- Engineer McClellan is asking for permission tonight to coordinate with a well driller to test on the Godwin well. City Manager Dove reported that after talking with Mr. McClellan that going ahead with the development of the springs is not feasible at this time. She also reported that she still has not heard from McDuffie Count; they are investigating as to whether they would actually be able to pump that much water (600,000 gals.) per day. · Shady Grove Expansion-Summary Change Order No. 4 (Final) - Mr. McClellan stated that this change order basically balances all the numbers out; finalizes the project. There are some outstanding sub-contractor bills that the contractor has not paid; we will be required to pay these; the funds will come out of retainnage. Mr. McClellan did report that All Star has been paid. July Work Session Date- Mayor Dean reported that the date for the July Work Session coincided with activities for the Berthmarks Convention and would need to be changed to the same day as the Regular Meeting in July. Mothball Ordinance- Mayor Dean reported that the changes had been made; Council will need to vote on tonight. Proclamation-Berthmarks Convention- Council will need to approve tonight.
Work Session Notes Page 3 June 19, 2006 Other- Councilman Blalock expressed his concern with the homeowners of the “Ty” house having put a rock garden on E. Forrest side of their house. He feels that it impairs the flow of traffic and would like this to be addressed with the homeowner. City Manager Dove and Public Works Director Cason will take care of this matter. The Work Session was closed at 6:45 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2297 Harlem City Hall June 19, 2006 The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, June 19, 2006 immediately following the Work Session that was scheduled for 6:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore and City Attorney Barry Fleming; ABSENT: Councilwoman Robin M. Root. VISITORS: Those at the Work Session, Valerie Rowell, Ted Bingham, Stuart Humphries, and Rosemary Dixon. The meeting was called to order by Mayor Dean at 6:58 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Councilman Blalock. Mayor Dean stated that he had a change to Item #6 on the Agenda; there will be an additional presentation at that time. Approval of Minutes- Mayor Dean called for a motion to approve the Minutes of the May 15, 2006 Regular Meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of May 2006: Public Works Department Daniel Cason, Public Works Director Mr. Cason presented a touch read meter to Mayor and Council; he would like to install these on the new meters for Cornerstone Subdivision and any other new subdivisions that come in. The current meters run about $100.00; these will run about $225.00. There had been talks with the previous Mayor about going from the handhelds to touch read to the possibility of radio read meters. Installing these meters would alleviate some of the expense at a later time and would require minor adjustments. Mr. Cason is asking Council permission to do a survey to see which would be more feasible, the radio read or tower read. The survey would cost an estimated $300.00 to $500.00. Mayor Dean stated that this was within his budget; do the survey and then come back to the Public Works Committee with his findings. Council approved for the installation of the new meters. Industry, Trade and Tourism Department Kathy Ham, Department Head Police Department Scott Dean, Mayor Fire Department Scott Dean, Mayor Planning & Zoning Department Scott Dean, Mayor Administrative Department Jean R. Dove, City Manager Regular Meeting, City of Harlem, Georgia Page 2298 June 19, 2006 Continued from page 2297 Presentations: Stuart Humphries-Aqua Aerobics- Mr. Stuart Humphries of Croker & Assoc. came to present the award for Outstanding SBR Plant Performance from Aqua Aerobics; this is the second time that the City of Harlem has received the award. The award was presented to Mr. Ted Bingham and Mr. Robert Fields. Mayor Scott Dean- Mayor Dean presented Mike Sleeper of the Columbia County Board of Education School Board Member with a certificate of appreciation for his contributions to the City of Harlem. UNFINISHED BUSINESS: Engineer John McClellan: · TE Project- Mr. McClellan is making the recommendation that we go out to bid again due to only receiving one bid, the bid being more than the available funds, and there were mathematical errors in the bid. Mayor Dean called for a motion to accept Mr. McClellan’s recommendation; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. · Sewer Rehab Project- Mr. McClellan presented to Council change orders #2 and #3 on said project. Change Order #2 is bringing the budget up to date; Change Order #3 is for the installation of the 6 inch sewer lines as well as the installation and repairs to the Evelyn Street area lines. The total of this change order is $607,978.90. Mayor Dean called for a motion to approve Change Order #2 as presented; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. Mayor Dean called for a motion to approve Change Order #3; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. · Wastewater Treatment Plant-Discharge Permit and Expansion- Mr. McClellan reported that they had presented the Design and Development report to the City which is the next step in the approval process from EPD on the permit and expansion. At this time we need to consider the funding options; spoke briefly on the USDA Grant and GEFA funding. With Council’s approval, Turnipseed Engineers will do additional investigating and bring back to the next Council meeting. Mayor Dean called for a motion to approve for Turnipseed Engineers to proceed with investigating further on the funding options and to bring that information back to Council; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. · Shady Grove Sewer Project-Summary Change Order #4- Mr. McClellan stated that this is just a change order that is updating the budget and bringing the balance to date; there is no additional funding required. Mayor Dean called for a Regular Meeting, City of Harlem, Georgia Page 2299 June 19, 2006 Continued from page 2298 · Shady Grove Sewer Project-Summary Change Order #4 (cont’d)- motion to approve Change Order #4 for said project; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. · Water Source- Mr. McClellan recommends developing the Godwin well; he would like permission to co-ordinate with a well driller to investigate the well. The funding required for this is estimated at $3,000.00 to $5,000.00. Mayor Dean called for a motion to approve for Turnipseed Engineers to proceed with the investigation/testing of the Godwin well and for the approval of funding up to $5,000.00. If any further funding is required, they will have to come back to Council for approval. That motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Discussion-Mayor Pro tem Dixon questioned about the “white water” that had previously came from the well. Mr. McClellan responded that it was air in the water; if they have to treat they will use an aerator. Motion carried; all in favor. Mothball Ordinance- Mayor Dean reported that all updates and changes had been made. Mayor Dean read the Ordinance by title/description only. The purpose of the ordinance is to require property owners to mothball their vacant structures; to set procedures for mothballing; provide for enforcement, an effective date and to repeal conflicting ordinances. Mayor Dean called for a motion to accept this as the 1st and 2nd reading of the Mothball Ordinance and for Council’s approval of said Ordinance as well as approval for the Mayor to sign said Ordinance; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Discussion- There will be no “grandfathered in” properties; the Planning & Zoning department will enforce. Motion carried; all in favor. Other- There was none at this time. NEW BUSINESS: Proclamation-Sons of the Desert Convention- Mayor Dean read the Proclamation proclaiming that July 10-16, 2006 would be recognized as “Stan Laurel and Oliver Hardy Week”. Mayor Dean called for a motion to approve the Proclamation as read and for him to sign said Proclamation; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor. July Work Session Date- Due to the coinciding of activities of the Berthmarks Convention and the normal Work Session date for July, Mayor Dean called for a motion to change the Work Session date to the same date as the Regular Meeting date on July 17. The Work Session will be held at 6:00 p.m. with the Regular Meeting starting immediately afterward. That motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Regular Meeting, City of Harlem, Georgia Page 2300 June 19, 2006 Continued from page 2299 Announcements: June 20 Women in Business-BG’s 8 am June 22 Comprehensive Plan Meeting-6:30 pm City Hall June 24-27 GMA Training and Conference June 30 Employee Luncheon July 1 1st Saturday July 4 Holiday July 10-16 Sons of the Desert Convention July 12 City/County Meeting 11-1; Grovetown July 17 Council Meeting July 21 2nd Quarterly Review Tax Hearings: July 6 City Hall 6:00 pm July 17 City Hall 9:00 am July 17 City Hall 6:00 pm Executive Session- Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Councilman Thigpen; 2nd by Council Blalock. Motion carried; all in favor. Executive Session convened at 7:28 p.m. Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 7:50 p.m. Mayor Dean called for a motion for him to sign the Affidavit affirming that only one legal and one real estate items were discussed and that no decisions were made; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. 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 Thigpen. Motion carried; all in favor. The meeting adjourned at 7:52 p.m. Respectively submitted,
Debra E. Moore City Clerk
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