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Called Meeting, City of Harlem, Georgia Page
2164 June 3, 2004 City Hall The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, June 3, 2004 at 8:00 a.m. at Harlem City Hall with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro Tem Robin M. Root, Councilman Tom Blalock, and Councilman John Thigpen; City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: Councilman Rudolph Dixon and City Attorney Barry Fleming. VISITORS: Daniel Cason, John V. McClellan, and Mark Ivey. Purpose: 1) Sewer Bid 2) Family Connections 3) Real Estate-Executive Session The meeting was called to order by Mayor Dean at 8:00 a.m. The Pledge of Allegiance was led by Councilman Thigpen. The Invocation was given by Councilman Blalock. Sewer Bids-The bid opening for the sewer project was on May 25, 2004. The apparent low bidder for Division I (line work) was Southern Allied Contractors out of Valdosta, GA with a bid of $474,987.00; the apparent low bidder for Division II (pump stations) was Mabus Brothers, Inc. out of Augusta, GA with a bid of $135,308.50. Southern Allied Contractors will give a $20,000.00 deduction on their Division II bid if awarded both contracts. Mabus Brothers, Inc. had no problem with awarding Division II to Southern Allied Contractors. John McClellan has checked their references; they were favorable. They will do all the work except the electrical and fencing. Mark Ivey made a recommendation to Council to award both Divisions I & II to Southern Allied Contractors for the following amounts: Division I $474,982.00 Division II $154,930.00 (after $20,000.00 deduct) The total project is estimated at $810,000.00. The only problem might fall in the area of easement acquisitions; there is $38,000.00 in contingencies if a problem does arise. Councilman Blalock question as to how John McClellan and Daniel Cason felt about having one contractor for both jobs; Mr. McClellan recommends using the one contractor. He feels that it would be an advantage to both the City and the contractor. Mr. Cason prefers one contractor so there will be no bickering between contractors. Councilman Thigpen questioned how we missed the original bid amount; Mr. Ivey responded that the costs of materials, gas, etc. had risen over the last 6-8 months. The original bid was based on a preliminary design. Mayor Pro Tem Root inquired about the start date; Mr. Ivey responded that he estimates they will start in 6 weeks. The contracts will be drawn up by the end of next week. Mayor Dean wanted to know how the pond Called Meeting, City of Harlem, Georgia Page 2165 June 3, 2004 Continued from page 2164 Sewer Bids (cont’d): will affect the project; Mr. McClellan responded that it should be completed in that time. Mayor Pro Tem Root wanted to know what the “Easement Acquisition” costs were; Mr. Ivey responded that they were for the case(s) where the property owner wants to be paid for the easement. Councilman Thigpen made a motion to accept the recommendation and to award the project to Southern Allied Contractors, Inc. for their bid for Division I in the amount of $474,982.00 and Division II in the amount of $154,930.00; 2nd by Councilman Blalock. Motion carried; all in favor. Southern Allied will make a proposal to hook up customers as he goes. They are scheduled to do the septic tank work. Council would like to have information to present at the Town Hall meeting set for June 21 at 6:30 p.m. at the Harlem Library. Family Connection-Julie Miller-Ms. Miller came to Council to request that the City become her Fiscal Agent. Presently DFACS is the Fiscal Agent; they can no longer handle and has requested they find a new agent. They will be a resource to the City and not a deficit. They receive a grant each year in the amount of $50,000.00 to operate. Payments are made quarterly in the amount of $12,500.00. Their year starts July 1. She has been able to get additional funding from other sources. All payment requests will come from her; she will follow the same procedures as we do for purchases/payments. Councilman Thigpen made a motion for the City to become the Fiscal Agent for Family Connections with a 1 year contract with the option to renew and to give City Manager Dove the latitude to decide the employer/employee relationship; 2nd by Councilman Blalock. Motion carried; all in favor. Executive Session-Real Estate-Councilman Blalock made a motion to adjourn to Executive Session; 2nd by Mayor Pro Tem Root. Motion carried; all in favor. Executive Session was called to order at 8:45 a.m. Mayor Pro Tem Root made a motion to adjourn Executive Session; 2nd by Councilman Thigpen. Motion carried; all in favor. Executive Session adjourned at 8:54 a.m. Mayor Pro Tem Root made a motion for Mayor Dean to sign the Affidavit acknowledging that no decisions were made and that only Real Estate was discussed in Executive Session; 2nd by Councilman Thigpen. Motion carried; all in favor. Called Meeting, City of Harlem, Georgia Page 2166 June 3, 2004 Continued from page 2165 Councilman Blalock made a motion to adjourn the Called Meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:55 a.m. Respectfully submitted, Debra E. Moore
Work Session Notes Page 1 June 10, 2004 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro Tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming. VISITORS: Daniel Cason, John McClellan and Anne Blalock. The Work Session 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 Councilman Thigpen. Project Updates-John McClellan- a. Wastewater Treatment Plant Pond/Dirt at Plant-Should have schedule from contractor by Monday, June 14, 2004 for when they will be back to complete project. In reference to the dirt at the landfill, Ted Staak of EPD wants us to take it to Columbia County (lined landfill). Mr. McClellan will speak with Mark Beebe to see if we can take the dirt to ours. The best use of the dirt is landfill application; should not be given to residents for use even though it has been sampled and found to be clean. b. Slip Lining Pipe-Should be completed by 1:30 a.m. June 11, 2004, barring any problems. They will re-video; also to do rehab on two manholes. c. Shady Grove/McArthur Drive-The bid was awarded to Southern Allied Contractors. The preconstruction meeting is scheduled for June 21, 2004 at 2:00 p.m.; same day as the Town Hall meeting. Construction should start around June 28, 2004. Mayor Pro Tem Root inquired as to whether the contractor had any interest in doing the work to hook up the homeowners to the taps; his estimated cost was $1,200.00. Mr. McClellan recommends having all easements signed at that time; will make the project run smoother. d. Thomson Water/Sewer Connection-Mr. McClellan to have a cost estimate for Monday night; waiting on some information from Thomson on their capacities. McDuffie County will possibly share in the cost of the water construction, but not the sewer construction. e. TE Project-The right of way plans were resent for approval on June 3, 2004. Mr. McClellan expects to get approval. Mr. McClellan anticipates being able to send out the construction plans out by the end of next week. Annexation Update-City Manager Dove reported that Council will need to approve an Ordinance annexing the property located just below the treatment plant owned by the Hardy Station contractors and the Housing Authority. The County has approved everything. She is looking to start on the area from Hwy. 221 to the water tower at the High School. Ordinance-Adult Entertainment-City Manager Dove has a copy of the City of Grovetown’s; Mayor Dean feels it’s disorganized. City Manager Dove to go over and get it organized. Mayor Dean stated it should be ready for the July meeting. Attorney Work Session Notes Page 2 June 10, 2004
Ordinance-Adult Entertainment (cont’d)- Fleming stated that he brought the research they had previously done and offered his help to City Manager Dove. Family Connection-Update-City Manager Dove reported that she had met with Julie Miller and Mayor Pro Tem Root. They made the decision for her position to be as an employee of the City instead of a contract employee; her pay will come strictly from the grant money she receives. Public Safety-Update-City Manager Dove met with the officers at their monthly fire meeting. Tripp Lonergan has been appointed Captain and Greg Stokes has been appointed 1st Lieutenant. They have asked for volunteers to work on an updated SOP; none have volunteered at this time. They would like to add a couple of people to the fire department; have two applications that were previously submitted. One is on Clinton Raiford, a current employee, and Wayne Kent, the assistant chief from Grovetown. Council will need to approve their addition. Public Safety Director Jerry Baldwin has started vehicle repairs through Columbia County’s Central Shop to get the vehicles in top working order. We have received the first check from Columbia County is the amount of $33,000.00 +. They have virtually eliminated the first responder calls. Councilman Thigpen suggested we possible do an agreement with Gold Cross for the calls. City Manager Dove has pulled the contract we currently have with Gold Cross to look it over. Mayor Dean wants City Manager Dove to look into the response times of Gold Cross. Surplus Vehicle-Fire Department-Public Safety Director Baldwin would like to surplus the Van; it needs quite a bit of work. Since receiving the truck from Atlanta Gas Light they no longer have a need for the Van. PSD Baldwin would like to put it in the next auction that Columbia County has. The $10,000.00 that was requested to upgrade the truck to a brush truck will now go towards repairs on some of the current vehicles. The AGL truck will not be used as a brush truck. We currently have one of the trucks in the shop and the repairs for it will run about $3,000.00 to $5,000.00. Intergovernmental Agreements-The Harlem Foundation-There are two agreements that Council will need to approve and sign. One is with Columbia County and the Harlem Foundation, Inc. The Foundation received $1,500.00 from Columbia County; $500.00 for the Summer Feeding Program and $1,000.00 for the Transitional House. The other will be between the City and the Foundation for the $25,000.00 that Council had previously approved for the downtown development store front grants. The maximum grant will be $1,000.00. Fort Discovery Letter-Mayor Dean is asking for approval to write a letter to the Governor on behalf of Mayor and Council requesting the release of the deferred funds for Fort Discovery ($890,000.00). Work Session Notes Page 3 June 10, 2004 Other-City Manager Dove reported that she will be meeting with the Senior Citizens Council concerning the Meals on Wheels program we have in the City; they want to do frozen foods. She does not feel this will be a good idea and will discuss that with them at that time. The meeting closed at 7:24 p.m. Debra E. Moore
Regular Meeting City of Harlem, Georgia Page 2167 June 14, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting Monday, June 14, 2004, at 7:00 p.m. at Harlem 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 Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming. 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 Councilman Blalock. Approval of Minutes-A motion was made by Councilman Dixon to accept the Minutes of the May 10, 2004 Regular Meeting and the May 13, 2004 Called Meeting as written; 2nd by Councilman Thigpen. Motion carried; all in favor. Reports-The following reports were given for the month of May 2004: Administrative Department- City Manager Jean R. Dove Public Safety Department- PSD Jerry Baldwin-Police Department Captain Tripp Lonergan-Fire Department No longer weekend duty; back to truck checks. Training calendar in place; Doug James getting Mod 1 training. ITT Department- Mayor Scott Dean Public Works Department- Superintendent Daniel Cason Mr. Collis Brown-Department of Natural Resources-Mr. Brown made a presentation to Todd Baldwin for his completion of training for Flood Plain Management and presented him with a certificate of recognition as a Certified Flood Plain Manager. UNFINISHED BUSINESS: Project Updates- a. Wastewater Treatment Plant Pond-Contractor will be in on either Friday, June 18, 2004 or Monday, June 21, 2004 to complete the project. b. Slip Lining Pipe-Still need to rehab manhole at bottom of sewer plant. The pipeline work is completed. e. TE Project-Right of way plans have been sent off. c. Shady Grove/McArthur Drive-Preconstruction meeting has been set up for June 21. Mr. McClellan has with him a “Notice of Intent” for land disturbance; this is a standard Regular Meeting, City of Harlem, Georgia Page 2168 June 14, 2004 Continued from page 2167 UNFINISHED BUSINESS (cont’d): Project Updates (cont’d): form for this type of project. Council previously passed the ordinance pertaining to this; $80.00 fee per acre, $40.00 to EPD and $40.00 to the City. The signature of the Mayor is required. d. Thomson Water/Sewer Connection-Mr. McClellan was unable to bring cost estimates at this time; has a drawing and some preliminary numbers; not tallied before the meeting; will have for next meeting unless there is a called meeting. Public Safety Update-Public Safety Director Jerry Baldwin reported that he has three officers scheduled for Mod 1 training in August; additional employees will be trained in October. Truck 5 is almost completely outfitted. He would like to surplus some hoses. They are currently working on the SOP’s. The medical training is complete. Other-There was none at this time. NEW BUSINESS: Annexation Ordinance-1st & 2nd Reading-Mayor Dean stated he would entertain a motion to do both readings at the same time. That motion was made by Councilman Dixon; 2nd by Mayor Pro Tem Root. Motion carried; all in favor. Mayor Dean read the Ordinance to annex the property owned by Hardy Station LLC and the Harlem Housing Authority located on the north end of the City below the Wastewater Treatment Plant. Mayor Dean asked for a motion to accept this Ordinance. A motion was made by Councilman Thigpen to approve this Ordinance annexing the properties owned by Hardy Station LLC and the Harlem Housing Authority; 2nd by Councilman Dixon. Motion carried; all in favor. Intergovernmental Agreements-The Harlem Foundation-There are two Intergovernmental Agreements. One is the $1,500.00 from Columbia County; $500.00 for the Summer Feeding Program and $1,000.00 for the Transitional House. Mayor Dean asked for a motion to sign the Intergovernmental Agreement; that motion was made by Mayor Pro Tem Root; 2nd by Councilman Blalock. Motion carried; all in favor. The second one is for the $25,000.00 for the Façade Grant Program that the Foundation is going to administer. Mayor Dean asked for a motion to accept this agreement; that motion was made by Councilman Thigpen; 2nd by Mayor Pro Tem Root. Motion carried; all in favor. Fort Discovery Letter-Mayor Dean has not completed at this time. He is waiting for it to be proofed. Mayor Dean asked for a motion for him to proceed and send the letter to the Regular Meeting, City of Harlem, Georgia Page 2169 June 14, 2004 Continued from page 2168 NEW BUSINESS (cont’d): Fort Discover Letter (cont’d): Governor; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor. Surplus Vehicle-Fire Department-PSD Baldwin is requesting that the City surplus the Van that is in the Fire Department. It is no longer of use as they have outfitted the truck they received from AGL and will be using it. Mayor Dean stated he would entertain a motion to surplus the Van; that motion was made by Councilman Dixon; 2nd by Mayor Pro Tem Root. Motion carried; all in favor. Approval of Firefighters-Moved to Executive Session; this is a personnel issue and is not a debatable topic. Certificate of Appreciation-(left off of the Agenda)-Mayor Dean presented former Assistant Fire Chief Mike Baldwin with a Certificate of Appreciation for his help and cooperation during the transition to a Public Safety Department. Mr. Baldwin accepted the Certificate on behalf of the whole Fire Department. Announcements- June 15 Festival Meeting 1 p.m. Museum June 17 Relay Wrap Up Reception 7 p.m. Methodist Church Annex June 19 Harlem Women’s Aglow June 21 Preconstruction Meeting 2 p.m. June 21 Town Hall Meeting 6:30 p.m. Library June 25 GMA Annual Convention June 29 Bingo Harlem Women’s Club (Transitional House) July 2 Soldiers Home from Iraq Reception 6:30 Museum July 5 City Hall Closed for July 4th Holiday July 8 Work Session 6:30 p.m. July 12 Public Hearing Tax Roll Back 6:30 p.m. July 12 Regular Meeting 7:00 p.m. July 19 2nd Hearing Tax Roll Back 9:00 a.m. July 19 3rd Hearing Tax Roll Back 6:00 p.m. Public Comment-There was none at this time. Executive Session-Legal and Personnel-A motion was made by Councilman Thigpen to adjourn to Executive Session after a five minute break; 2nd by Councilman Dixon. Motion carried; all in favor. The meeting adjourned at 7:37 p.m.; Executive Session came to order at 8:42 p.m. Regular Meeting, City of Harlem, Georgia Page 2170 June 14, 2004 Continued from page 2169 Executive Session (cont’d): A motion was made by Mayor Pro tem Root for Council to come out of Executive Session; 2nd by Councilman Dixon. Motion carried; all in favor. Executive Session adjourned at 8:33 p.m. A motion was made by Councilman Dixon for the Mayor to sign the Affidavit attesting that no final actions were taken pertaining to the legal issue or personnel issue and no other discussions were held in Executive Session; 2nd by Councilman Blalock. Motion carried; all in favor. Other-Mayor Dean reported that he had a request to put up a stop sign at North Bell and West Forrest and to make it a three way stop. Mayor Dean stated that he would entertain a motion for City Manager Dove and PSD Baldwin to look at putting up a stop sign at this intersection; that motion was made by Mayor Pro Tem Root; 2nd by Councilman Dixon. Motion carried; all in favor. A motion was made by Councilman Dixon to adjourn the meeting; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:35 p.m. Respectfully submitted, Debra E. Moore
VISITORS LIST FOR THE JUNE 14, 2004 REGULAR MEETING: Rosemary Dixon |