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Called Meeting, City of Harlem, Georgia Page 2233 July 7, 2005

Harlem Library

The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, July 7, 2005 prior to the Work Session scheduled for 6:30 p.m. at the Harlem Library 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: Daniel Cason and John McClellan.

Purpose: Bid Award for Sewer System Improvements

The meeting was called to order by Mayor Dean at 6:30 p.m.

The Invocation was given by Councilman Dixon.

As no flag was present, the Pledge of Allegiance was not done.

Resolution-Awarding Bid for Sewer System Improvements- Mayor Dean introduced Engineer John McClellan to present the information on this item. Mr. McClellan reported that each member had in their packet a copy of the bids received on the collection system rehabilitation project; American Water Services Underground Infrastructure was the apparent low bidder with a bid of $1,867,131.00. They have been thoroughly checked for equipment, references, etc. Turnipseed was very pleased with the bid; they came within budget. The project has been broken down; we have two major sources of funding for the project. They are a CDBG grant received that is to not exceed a total project cost estimate of $600,000.00; the GEFA funding is $1,845,000.00 for a total of $2,445,000.00. Since we are in budget, they did not scale the project back at this time. The difference in the funds has been applied into Contingency in case there was a need; we do not have to draw down the funds. It just reflects the total we have available for the project. The project is primarily slip lining the existing sewer lines; they are all clay lines, dilapidated, burst, etc. There will be very little disturbance of the right of ways. They will access the lines from the manholes. The only disturbance in the right of ways will be from reconnecting the service lines. We will not be able to dig up the state route. This will be addressed further at the Pre-construction meeting. Mayor Dean stated we would also need to address the Parade route and Festival in October at the meeting. Mr. McClellan stated that the timing with school being in session will be addressed as well. Mayor Pro tem Root questioned when the project would be completed. Mr. McClellan stated that he did not have the exact date with him, but that it should be 5-6 months. Councilman Dixon expressed his concerns with the reliability of the company. Mr. McClellan assured Councilman Dixon that he checked them out thoroughly and had a good reference from the City Administrator of Washington, GA; they are also currently

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Resolution-Bid Award (cont’d)-

working on a project in Soperton, GA for Turnipseed and they are very well pleased with them and the work they’ve done on the project.

Mayor Dean called for a motion to approve the Resolution awarding the bid to American Water Services Underground Infrastructure and the contract after being approved by legal when it is executed; that motion was made by Councilman Blalock; 2^nd by Councilman Dixon. Discussion-Mayor Dean expressed his pleasure in seeing that the bid came in lower than the estimated cost of the project. Motion carried; all in favor.

Mayor Dean called for a motion to adjourn the Called Meeting; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

The Called Meeting adjourned at 6:40 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

Work Session Notes Page 1

July 7, 2005

The work session was called to order by Mayor Dean at 6:40 p.m.

Landfill-Daniel Cason- Mr. Cason is requesting that Council approve the funds to pour pads for roll offs to be placed at the new cell at the Landfill so that when the time comes for the Columbia County landfill to close, we will be able to continue picking up “county” and have Advance pick it up and deliver another roll off in its place. This would be more cost effective than hauling it to the Richmond County landfill ourselves. Mr. Cason is asking for $1,700.00. City Manager Dove responded that we could take this from Contingency and move it to Landfill, Streets, and Signs.

Mr. Cason is also requesting that Council consider purchasing a bucket van that streets and drains has been trying out this week. It could be used for various projects around town. The cost of the van is $7,500.00. Clayton Galloway from the Central Shop is currently checking out the condition of the under carriage.

Woman’s Club Grass- City Manager Dove reported that we use the Woman’s Club several times a year and have to pay a rental fee for that use. They are currently having problems with keeping the yard cut. She is suggesting that we enter into an agreement for exchange of services with us using the building at no cost and that when Reggie is maintaining the garden in back that he would cut the grass in front. She has discussed this with Public Works Superintendent Cason and they both feel that it would not take anymore than thirty minutes or so extra time.

Backhoe Bids- We received three bids on the backhoe: $59,573.00 from Komatsu, $60,543.00 from John Deere and $60, 217.00 from CASE. There is a $970.00 difference between the highest bid and the lowest bid. The John Deere is preferred by the employees; it did the work that was required with no problem; it out performed the other two. Mayor Dean asked City Manager Dove to call the manager at John Deere in Grovetown to try to get a reduction in their bid; have by Monday’s Council meeting.

Lift Station-Beallwood (Prather) Subdivision- City Manager Dove reported that she had met with Larry Prather and his Engineer. They are proposing to ask Council to consider abandoning the lift station at Leonard Drive and increasing their lift station to operate the new subdivision. They are asking if the City could share in the cost; this is estimated at $29,000.00. There is the potential of using the equipment pulled from the Leonard Street lift station and using it in the upgrade of the Evelyn Street lift station. The upgrade to the Evelyn Lift station is estimated at $40,000.00. Mayor Pro tem Root asked what the age was of the Leonard Street lift station; City Manager Dove responded that it was three

Work Session Notes Page 2

July 7, 2005

Lift Station-Beallwood (Prather) Subdivision (cont’d)-

years old. Abandoning the lift station will eliminate expenses for maintenance, power, chemicals and the need to get a mandatory generator that would be required if we had another lift station. Once you go over a certain number of lift stations, you are required to have another generator to operate them in the case of power outages. Mayor Dean questioned Engineer McClellan as we had such a large contingency on the GEFA loan, would it be possible to use those funds to pay for the difference in the increase of the lift station if we do not have current funding. Mr. McClellan responded that he would have to check with GEFA as we would be adding a category that was not in the description of what the funds were going to be used for; it is still sewerage related. Mayor Dean would prefer to use our funds, but would like to know just in case. Mr. McClellan will try to have the information for Monday’s Council meeting.

Bids for Police Car- City Manager Dove reported that we used the on line bid process thru GMA. The low bid was from Allan Vigil Ford Fleet I the amount of $20,750.00. After the bids came in, Public Safety Director Jerry Baldwin went to Bobby Jones Ford in Augusta and got a bid of $19,995.65; a savings of another $800.00. Councilman Thigpen questioned the difference in the descriptions of the vehicles that bids were given on; one was listed as an Interceptor and the other was not. He thought this might account for the difference in the costs. City Manager Dove to get with Public Safety Director Baldwin and look over the specs given to see what the differences are. There is no additional cost for equipment as we transfer the equipment from the car that is being retired. City Manager Dove is to have an answer for Monday’s Council meeting. Mayor Dean questioned as to whether we would have any problems if we chose to not go with the on line bid; City Manager Dove responded that she had spoke with City Attorney Fleming and discussed this; because she did put in the specs that “we reserved the right to reject any and all bids” we would be okay.

Curfew Ordinance- Mayor Pro tem Root presented the idea of implementing a curfew for the City of Harlem. A sample ordinance was presented (similar to Grovetown’s) for Council to look over and bring back any changes. The ordinance would establish a curfew for any minor under the age of eighteen. Councilman Dixon expressed his concerns; he would like to have something in the ordinance about using “common sense”.

Other-

Fireworks-Councilman Thigpen asked if anyone had heard of or received any complaints on the fireworks this year due to the new law changes. No one reported that they had heard or received any serious calls. He reported that he was asked to bring up the possibility of outlawing them altogether in the City. He wasn’t sure if this was something we would want to pursue or follow the new state law. Mayor Dean reported that after attending a legislative policy meeting with GMA, that the state law is the law.

Work Session Notes Page 3

July 7, 2005

Other (cont’d):

Tint Stops- City Manager Dove reported that she had received a call today from someone who had received a ticket for their window tint on their vehicle. There is a new/re-enacted law in place now. We are currently ticketing for it, but the violators are being told if they will take care of making it legal and bring it back they will change the ticket. They are being given the tickets to give them incentive to getting it fixed. The tint that is looked at is on the driver side and passenger side of the cars; has to be at 32%; the police have got to be able to see who is in the car. City Manager Dove wanted to let Council know this was going on as part of the “Click it or Ticket it” program.

Shady Grove-Mayor Pro tem Root asked for an update on the Shady Grove Project. City Manager Dove reported that the customers should be able to hook on within the next week or two. Engineer McClellan reported that the pump station should be started up Monday.

Franchise Agreement-Georgia Power- City Attorney Fleming reported that he had received the newest Georgia Power Franchise Agreement from City Manager Dove to look over. In the City limits, if Georgia Power runs a power line in the City’s right of way, they owe the City a franchise fee. Currently that fee is 4% of their electricity sales in the area. The new agreement that has been negotiated by GMA on the behalf of the cities, states that Georgia Power does not have to pay for the movement any power poles due to a streetscape project. His interest was peaked as we currently have one in the works. After some investigation on his part, he discovered that there was some evidence that Georgia Power arguably is suppose to pay for the movement of the poles no matter what, whether for streetscapes or anything. The idea behind it is that if you own the right of way of the City, you can tell anyone what they can or cannot put in there. He believes that in the past that Georgia Power has paid; in the recent past they have started balking at paying for it because so many cities are doing the streetscapes and they didn’t want to have to move the poles for aesthetic reasons. He uncovered a case where the City of Statesboro took Georgia Power to court over this issue and Georgia Power appeared to relent somewhat before trial and made some payments for the movements of the power poles. He is bringing this up to Council because he does know the answer to all the questions and would have to look into it further to get those answers. He has been told that the power poles downtown will be left in place as it would cost half a million dollars to move those. There is one particular power pole near the intersection at the red light that has to be moved. The cost to move it would be $25,000.00; Georgia Power has said the City would have to pay for it. He feels it would be to our benefit to pay a few hundred dollars on him to investigate this further versus the possibility of having to pay several thousands of dollars for the movement of the pole. There is no telling what he might uncover with further investigation; are there possibly two or three more poles that would really look nice if they were moved instead of leaving the majority of them in place. He is seeking some instruction from Council as to whether they want him to pursue this or not. Mayor Dean feels this would be worth looking into, especially the

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July 7, 2005

Franchise Agreement (cont’d)-

Statesboro case. Our current contract is in place until 2013; the new one would be in place until 2035. The only difference in the two contracts is the statement regarding movement of power poles for streetscape projects.

Mayor Dean asked Mr. McClellan how close we were to going to bid; Mr. McClellan responded that as soon as the rights of ways were signed, they would be ready for certification by DOT and then they would issue notice to go to bid. Mayor Dean asked City Manager Dove where we stood on getting them; she responded that she would have to get with Bobby Newman as he was working on this.

Drainage-East Boundary- Councilman Dixon reported on the problems with drainage on East Boundary. He would like to see if we could do something about it. City Manager Dove to get with Public Works Superintendent Cason on this.

Sewerage Treatment Plant Capacity Increase- Mayor Dean asked about the status of the permitting for the increase to 500,000 gallons per day at the sewerage treatment plant. Mr. McClellan responded that the site selection evaluation report had been completed and sent in on the 27th; this shows EPD first the site you would land apply the additional 250,000 gallons. We are not pursuing land application; we are pursuing upgrading the plant. He informed them that in the next ninety days we would have the anti-degradation and economic analysis. This will prove that it is more economical to pursue increasing the discharge instead of sending it to land application site. The total process can take a couple of years. Funding needs to be discussed for the upgrades. Mayor Dean reported at this point that they were told when he came on Council in 2001 that the plant could handle 500,000 gallons and that no upgrade would be needed. Mr. McClellan reported that that was probably the peak but not on a daily basis. Mayor Dean responded that this information was given in a meeting with Mark Ivey and Mid-South Construction and he thought they said there would be no upgrade needed. Mr. McClellan is going to check on this.

The meeting closed at 7:35 p.m.

Debra E. Moore

City Clerk

Public Hearing, City of Harlem, Georgia Page 2235

July 11, 2005

Harlem City Hall

The City Council of the City of Harlem, Georgia met for a Public Hearing on Monday, July 11, 2005 at 6:30 p.m. at City Hall for the purpose of receiving public comments on the tax mill rate for 2005 with Mayor Pro tem Robin M. Root presiding.

Present: COUNCILMEMBERS: Mayor Pro tem Robin M. Root, Councilman Tom Blalock, Councilman Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: Mayor Scott Dean and City Attorney Barry Fleming. VISITORS: None.

The hearing was called to order by Mayor Pro tem Root at 6:30 p.m.

City Manager Dove reported that the Millage rate for 2005 was 5.42 mills; there was no increase in the Millage rate. We have an increase in tax revenue due to an increase in the tax digest (property values) of 10.21%. Mayor Pro tem opened the floor for any public comment. There was none at this time.

A motion was made by Councilman Dixon to adjourn the Public Hearing; 2nd by Councilman Thigpen. Motion carried; all in favor. The Hearing adjourned at 6:35 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2236

July 11, 2005

Harlem Library

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, July 11, 2005 at 7:30 p.m. at the Harlem Library 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: Daniel W. Cason, Valerie Rowell, Mike Sleeper, Patty Weatherman of WK Dickson Engineering, Commissioner Lee Anderson, Tripp Lonergan, and Jerry Baldwin.

The meeting was called to order by Mayor Dean at 7:30 p.m.

The Invocation was given by Councilman Dixon.

The Pledge of Allegiance was led by Columbia County Board of Education School Board Member Mike Sleeper.

Approval of Minutes- Mayor Dean called for a motion to approve the Work Session Notes and the Regular Meeting Minutes for the month of June 2005; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor.

Employee of the 2nd Quarter 2005 Award- The employee of the 2nd quarter 2005 was Penny Salley of the Administrative Department. She was unable to attend the meeting. She will be presented with a $100.00 savings bond and Certificate of Appreciation.

Reports- The following departments gave reports for the month of June 2005:

Public Works Department Public Works Director Daniel Cason

Family Connections Mayor Scott Dean

Fire Department Captain Tripp Lonergan

Police Department Public Safety Director Jerry Baldwin

Industry, Trade & Tourism Department Mayor Scott Dean

Administrative Department City Manager Jean R. Dove

UNFINISHED BUSINESS:

Park Project-Walking Track- Mayor Dean asked Mayor Pro tem Root and Public Works Director Cason what the status was. Both reported talking to Charlie Beale of the Columbia County Recreation Department. Mr. Cason reported that after the first of August he would come over to meet with Mr. Cason about relining the parking lot. The wheel stops are already in and can be put down as soon as the relining is done. He has

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UNFINISHED BUSINESS (cont’d):

Walking Track (cont’d)-

signs to put up, dirt to be spread out in the soccer/football field. Mayor Dean reported that the Rotary Club is looking at buying a couple of benches to go around the walking track. He asked them to match them exactly with what we have over there currently.

Other- There was none at this time.

NEW BUSINESS:

Bids:

Backhoe- Mayor Dean reported that we had received three bids on the backhoe, one of which was from John Deere. Because the specifications for John Deere’s backhoe was slightly different from the others, warranty only, they have agreed to reduce their bid to $59,500.00. Their backhoe was considered the better performing of the three based on recommendations from the Public Works employees who tried the equipment out. The funds have already been budgeted for the purchase of the backhoe. Mayor Dean called for a motion to accept the bid from John Deere in the amount of $59,500.00; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Discussion-Mayor Dean asked City Attorney Fleming if there were any issues in the process of John Deere changing their bid. City Attorney Fleming stated that we would be able to successfully defend ourselves if the other two bidders decided to challenge what was done. Councilman Blalock commented for the record that we should be able to purchase the equipment regardless of the price. He feels that it is critical to take into consideration the recommendations of our employees when they are asked to evaluate the equipment. Motion carried; all in favor.

Police Car- We received four bids. Mayor Dean asked City Manager Dove if she got the information requested on the car; it was the same car. She further responded that Council would need to reject the on-line bid pricing. Mayor Dean called for a motion to reject the three bids that we received using the on-line bid process; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Mayor Dean called for a motion to accept the bid from Bobby Jones Ford in the amount of $19,995.65 for the 2006 Crown Victoria Patrol Car with 730A package will 3.55 L/S rear axle; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Public Works:

Concrete Pads for Roll-off Containers- These are needed at the landfill. The cost will be $1,700.00 to pour them. Mayor Dean called for a budget adjustment of $1,700.00 from Administrative Contingency to Landfill, Streets, and Signs; that motion was made by

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NEW BUSINESS (cont’d):

Concrete Pads (cont’d)-

Mayor Pro tem Root; 2nd by Councilman Thigpen. Discussion-Councilman Thigpen questioned if we ever found out if the landfill would be considered a transfer station. Public Works Director Cason responded that he was waiting on the forms that needed to be filled out for EPD. Councilman Thigpen had concerns on whether this would be considered a distribution site, other requirements from EPD, etc. Mr. Cason will know more after the paperwork is completed and he gets a response from EPD on what would be required.

Van with Bucket- Mayor Dean reported that the Van is still being checked out. The County is checking out the undercarriage. Mr. Cason reported that it was working out real well. Mayor Dean responded that we would need to look to see if we had the funds available for this purchase. Councilman Blalock made a motion to table this until the finances can be found; 2nd by Councilman Dixon. Discussion-Mayor Dean stated that once they had time to look and see if the finances were available, we would move forward on this. Motion carried; all in favor.

Lift Station-Beallwood Subdivision- Mayor Dean asked if we had received the information from John McClellan if we would be able to use the contingency funds from the GEFA loan to cover this. City Manager Dove responded that we had not. She reported that since Work Session, she had received revised numbers from Mr. Prather. The actual difference is $18,100.00 to close the lift station at Leonard Drive and expand the size of the lift station at Beallwood. Mayor Dean asked if we have the funds available in the Water and Sewer Fund; City Manager Dove responded that the funds are available in the Capital Improvements Fund is we are not able to use the Contingency funds from the GEFA loan. Mayor Dean called for a motion to approve the movement of the lift station at Leonard Drive to Beallwood and the movement of the parts from the Leonard Drive lift station to the Evelyn Street lift station and to appropriate the funds from the Capital Improvements Funds (he would still like an answer from Mr. McClellan on the contingency funds). Councilman Blalock made a motion to appropriate funds up to $49,999.99, the cost of a new generator, from the Capital Improvement Fund; 2nd by Councilman Thigpen. Discussion-City Attorney Fleming reminded Council that the City of Harlem also had $140,000.00 that would be coming from the State to be used for sewer improvements. Councilman Blalock stated that we have several sources for the funding of this change and this should be considered. Motion carried; all in favor.

Curfew Ordinance- Mayor Dean read the ordinance that its purpose was to establish a curfew for any minor under the age of eighteen (18) in the incorporated area of the City of Harlem. The times to be established will be 11 p.m. on any week day and 5 a.m. on the following day; and on Fridays and Saturdays from 12 midnight and 5 a.m. on the

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NEW BUSINESS (cont’d)-

Curfew Ordinance (cont’d)-

following day. Councilman Thigpen made a motion adopt this ordinance as read and this reading would constitute the first and second reading; 2nd by Mayor Pro tem Root. Discussion-Councilman Dixon stated that the Police should use common sense when implementing. Mayor Pro tem Root responded that Public Safety Director Baldwin will advise his officers to give warnings for thirty days. City Attorney Fleming gave an explanation of who would be fined for this offense. The Public will be informed via the newspaper and the City newsletter. Mayor Pro tem Root questioned as to when the Ordinance would become effective. Mayor Dean called for a motion to amend the original motion to include “this Ordinance would become effective September 1, 2005”; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Mayor Dean called for the vote on the motions before Council. Motions carried; all in favor.

Harlem Woman’s Club Agreement for Grass Cutting- City Manager Dove did not have anything in writing to present to Council at this time. She asked for approval to proceed; Mayor Pro tem stated she thought that the Club would be able to get her something on this.

Other-There was none at this time

Public Comment- Mayor Dean recognized Patty Weatherman of WK Dickson Engineering. She introduced herself to Council and stated that she looked forward to the possibilities of working with us in the future.

Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 8:00 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk