July 6, 2006

Harlem City Hall

The City Council of the City of Harlem, Georgia met for a Called Meeting on Thursday, July 6, 2006 immediately following the Mill Rate Hearing scheduled for 6:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding.

Present: COUNCILMEMBERS: Mayor Scott Dean, Councilman Tom Blalock, Councilwoman Robin M. Root and Councilman John Thigpen; STAFF: City Manager Jean R. Dove and City Clerk Debra E. Moore; ABSENT: Mayor Pro tem Rudolph Dixon and City Attorney Barry Fleming. VISITORS: John McClellan and Ben Turnipseed of Turnipseed Engineers and Public Works Director Daniel Cason.

PURPOSE: Streetscape Project-(TE Grant)

WWTP Upgrades and Other City Improvement Projects

The meeting was called to order by Mayor Dean at 6:05 p.m.

Streetscape Project-(TE Grant): Mayor Dean turned this portion of the meeting over to Mr. McClellan of Turnipseed Engineers. Mr. McClellan passed out updated copies of the streetscape design. The purpose of this meeting was to try to see what could be done to fine tune the project and bring it into a more reasonable budget to get it bid out and move forward on the project. He looked through the project to see what could possibly be pulled and done at a later time. Some of these items included the amenities such as the benches and trash receptacles. Mr. McClellan had a conversation with City Manager Dove on the street light portion of the project. Georgia Power’s program for adding light fixtures previously has been cost prohibitive; he understands that there has been some changes to their program and this might be an area that we could look at pulling and contracting directly with Georgia Power. He will need to look into the procedures for pulling an item. He does not recommend pulling too many items due to what has already been reported to DOT. Mayor Dean reported that he had a conversation with Jody Camak of Georgia Power; he also understands that the overhead costs have come down. What used to cost about $5,000.00 now costs about $1,200.00 to $1,600.00. Mayor Dean does not want to pull many items; the citizens are aware of what has already been promised for the downtown (benches, trash receptacles, clock, etc.). He is currently working on getting a sponsor for the clock that will be placed at City Hall. Mr. McClellan reiterated that we have three sources of funding for this project: DOT TE Grant, the Emergency Response by DOT for the intersection at the traffic light and the RBEG Grant that was received for the parking lot behind the Masonic building. There will be some funds needed from the TE funding for the parking lot. Mr. McClellan stated that we could look at bidding for the parking lot paving separate as that portion had and estimated $125,000.00 in funding specifically for it that is not tied to the TE funds. City Manager Dove questioned if we would have to go back to DOT for approval as we already have approved plans; Mr. McClellan stated that they would probably view it as a portion of the project not being done. Mayor Dean asked about looking at pulling the

Called Meeting, City of Harlem, Georgia Page 2303

July 6, 2006

Continued from page 2302

landscaping in the parking lot behind the Masonic building and Police station. Mr. McClellan stated that the landscaping could be done at a later time. Mr. McClellan did not recommend doing a separate bid for the parking lot; it would be more cost effective to keep the project as a whole. Mr. Turnipseed recommended looking at bidding as separate divisions and deduct for the landscaping. Mayor Dean stated that he thought the City could do the landscaping at a later time; also, that they could do portions of the demolition. There was a suggestion of scaling the project back to include the Laurel and Hardy Museum to the red light and to include a pocket at City Hall to include the clock. The rest of the project from the Museum to the Library was mostly landscaping. There was a suggestion from Mr. Turnipseed to break down the project into parts. The project would be broken down into two Divisions; Division One would be further broken down into two parts, part A would be Church Street to the Museum and part B would be from the Museum to the Library. Division Two would be the parking lot located behind the Masonic Building and Police Station. The landscaping would be moved to adder items. Mayor Dean wanted to know if we would be able to use TE funds if we were to get separate bids for the adder items; Mr. McClellan did not think this could happen, he would check on. Mayor Dean questioned Mr. McClellan when he thought we would be able to go bid; City Manager Dove responded with Mr. McClellan that if we were to try to start the project shortly after the festival, we would need the final information put together by July 19 in order for the ads to start running on July 26 and to run for four weeks. We would be able to go to bid August 17. Mr. McClellan did not feel that DOT would have any problems. The total project budget cost is over $2,000,000.00 at this point; we would have to cut $700,000.00+ in order to come down to the funding we have available. Mr. McClellan stated that they would get back with Mayor and Council with a more definite date for going to bid.

Mayor Dean called for a motion to give him the latitude to work with Turnipseed and to grant permission to go to bid once the adjustments are made to the project; that motion was made by Councilman Blalock; 2^nd by Councilman Thigpen. Motion carried; all in favor.

WWTP Upgrades and Other City Improvement Projects: Mr. McClellan reported that they sent off the design and development report to EPD for their comments. They did receive some comments back from EPD on the anti-deg report; they have already started addressing some of those issues. He does not perceive that there will be any major problems there; the outcome will be the same that direct discharge is the most feasible alternative. There is some additional information required to back up the numbers that were provided. The next item for discussion on this is the financing for this project. We are looking to expand our distribution from 250,000 gallons to 500,000 gallons per day and then possibly up to 1,000,000 gallons per day. The cost of the project will be over $3,000,000.00. After some discussion by Mr. Turnipseed on different

Called Meeting, City of Harlem, Georgia Page 2304

July 6, 2006

Continued from page 2303

funding options, GEFA funding looked like it would be the most feasible. We would need to start the application process now. He suggested looking at our rate structure for the water and sewer and the possibility of using impact fees. These rates would be looked at as how we would repay the loan. Mr. Turnipseed stated that we are at the point we need to give approval for them to design the project and to start the application process for funding. After some further discussion on funding, Mayor Dean called for a motion for Turnipseed Engineers to proceed with the application process for financing with GEFA and to proceed with the design and development of the WWTP Expansion project; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor.

Mayor Dean called for a motion to adjourn the meeting; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 7:20 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk

Work Session Notes Page 1

July 17, 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 Barry Fleming; VISITORS: Public Works Director Daniel Cason, Planning & Zoning Assistant Dee Tapley, Mary Fite, Ricki Dean, Valerie Rowell, Earnestine Beard, Moses Beard, and Willie Beard.

The Work Session was called to order by Mayor Dean at 6:05 p.m.

County General Obligation Bonds: Mayor Dean reported that we had met with the County last week. The County sent a letter stating that what was requested could not be done. Mayor Dean had conversations with Representative Fleming and Attorney Susan Pruitt from GMA; they said there should be no reason that it could not be done as long as it was mutually beneficial to both sides and could be explained in an intergovernmental agreement. The original request was for the following: $200,000.00 for waterlines, $200,000.00 for streets, and $400,000.00 for City Hall improvements. After a meeting the County had on Friday, Mayor Dean is estimating that we could receive up to $500,000.00. Our items would be added as a separate line item at the end of theirs so that ours would not get “lost” amongst theirs. The Bond Referendum will be placed on the ballot for the November 7 elections. Councilman Thigpen wants to see a final listing of the projects before making any approvals or show of support. Mayor Dean stated that he would be glad to stand next to the Commission to show his support if we get our projects included.

Comprehensive Plan Update: City Manager Dove reported that the people from RDC were to be present tonight. At this time they did not have everything ready to present to Council. They will be present at the August Work Session. Council will need to adopt a Resolution to send the preliminary plans to Atlanta to DCA. Mayor Dean stated that we could have a Called meeting, if necessary.

Wastewater Treatment Plant Expansion: City Manager Dove reported that she had spoke with John McClellan and that we would not qualify for any of the grants they were looking at as funding sources for the WWTP expansion; the best funding source would be GEFA. The Public Hearing is set up for July 31 at City Hall for public comment on the discharge permit.

City Hall Expansion Plans: City Manager Dove reported that she had included in the packets a copy of the updated plan; she will need approval from Council on how to proceed on the final plan.

2007 Brownfield Grant: Council will need to approve to contract with RDC and to apply for the grant again; submit same projects as last time.

Work Session Notes Page 2

July 17, 2006

Planning & Zoning-Variance Fite Property: The recommendation from Planning & Zoning is to deny the variance. (Unanimous decision) Council will need to either approve or disapprove the variance.

Resolution Two-way Calling: The purpose of the resolution is to show our support of the expansion of the Georgia local toll free two-way calling area. They are looking to include Thomson, Waynesboro, and Wrens. Councilman Blalock would like to include the Resolution the wordage “as long as it does not increase customer rates.” Council will need to approve the Resolution to include the change.

Qualifying Dates-Mayor and Council-November 7, 2006 Election: The qualifying dates for the November 7, 2006 elections will be August 28-30 from 8:30 a.m. to 4:30 p.m.

Public Works-Declare 1987 Ford Truck as Surplus: PWD Cason would like to declare the 1987 Ford truck as surplus and transfer it to Gracewood. We would need to do an intergovernmental agreement after the approval to surplus.

Other: There was none at this time.

The Work Session adjourned at 6:19 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2307

July 17, 2006

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, July 17, 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, Councilwoman Robin M. Root, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; VISITORS: Public Works Director Daniel W. Cason, Planning & Zoning Assistant Dee Tapley, Mary Fite, Ricki Dean, Valerie Rowell, Earnestine Beard, Moses Beard, and Willie Beard.

The meeting was called to order by Mayor Dean at 6:19 p.m.

Department Reports: The following departments gave reports for the month of June 2006:

Public Works Department Daniel Cason, Public Works Director

Family Connections Scott Dean, Mayor

Industry, Trade and Tourism Scott Dean, Mayor

Planning & Zoning Department Dee Tapley, P & Z Assistant

Fire Department Scott Dean, Mayor

Police Department Scott Dean, Mayor

Administrative Department Jean R. Dove, City Manager

Note: There was some discussion about department heads not being present to give their own reports. It was decided that all department heads are to be in attendance unless they have been given prior approval to be absent. They should still have someone from their department present at the meetings.

Approval of Minutes: Mayor Dean called for a motion to approve the Minutes of the June 19, 2006 Regular Meeting; that motion was made by Councilwoman Root; 2^nd by Councilman Blalock. Motion carried; all in favor.

UNFINISHED BUSINESS:

Wastewater Treatment Plant Expansion: No official action needs to be taken at this time; any action needed was taken care of at the July 6, 2006 Called meeting.

City Hall Expansion Plans: Mayor Dean called for a motion to approve the updated plans presented at the Work Session and to continue to proceed. This is not a motion to go to bid. That motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Discussion-Councilwoman Root wanted to know if the backyard had been measured;

Regular Meeting, City of Harlem, Georgia Page 2308

July 17, 2006

Continued from page 2307

City Manager Dove responded that they have done some preliminary measuring. If approved, then they will do a survey of the property. Motion carried; all in favor.

Other: There was none at this time.

NEW BUSINESS:

2007 Brownfield Grant: Mayor Dean called for a motion contract with RDC to reapply for the Brownfield Grant and to submit the same projects that were submitted in 2006; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Planning & Zoning-Variance Request Fite Property: Dee Tapley gave a summary of what this pertains to. The Planning & Zoning Commission met on June 20, 2006 to discuss this variance request (minutes attached). The Commission voted unanimously to recommend to Council to deny the variance request. City Attorney questioned Mary Fite if they (her and her husband) currently own parcel F; she responded that they did. He asked if there was a warranty deed transferring parcel F to Martha Womack in 2004; Ms. Fite responded that parcel E was. Mr. Fleming responded that Ms. Tapley has a copy of a warranty deed that is between Ms. Fite and her husband convening the property to Martha Womack and that it is tract F (6.8 acres); Ms. Fite responded that tract E and F are side by side; she then corrected it to be F and G. Mr. Fleming asked if this was the property they were asking for the variance on (tract F); she responded yes. He further asked if they (her and her husband) no longer owned this property; she responded yes, but that they do own the egress; the Ramsey’s own the land. Ms. Fite reiterated that they own the egress and that they have never given it to anyone else. After further discussion, Mr. Fleming stated that as the property owner of tract F (Ms. Womack) had not made the application for the variance; that he could not recommend to Council to approve the variance. Mr. Fleming’s recommendation to Council is to disapprove the variance request for the sole reason that the person who owns tract F did not make application. Mayor Dean called for a motion to deny the variance request for the stated reason; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.

Resolution-Two-way Calling: Mayor Dean stated that he would like to see an additional line added in the section that starts “Now therefore….” “the City of Harlem does support the expansion of the local two-way toll free calling area to include said City’s pending that it does not result in an increase in our phone rates.” Mayor Dean called for a motion to approve the Resolution with the change; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Regular Meeting, City of Harlem, Georgia Page 2309

July 17, 2006

Continued from page 2308

Qualifying Dates-Mayor & Council November 7, 2006 Election: Mayor Dean announced that the City will have an election for Mayor and two Councilmen this year. The qualifying dates have been set for August 28-30, 2006 from 8:30 a.m. to 4:30 p.m. Mayor Dean called for a motion to approve those dates; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Public Works-Declare 1987 Ford Truck as Surplus: Public Works Director Cason is requesting the approval to declare the 1987 Ford Truck as surplus. Mayor Dean called for a motion to approve the surplus of the 1987 Ford truck; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Discussion-PWD Cason would like to give the truck to Gracewood; we will need to do an intergovernmental agreement. City Manager Dove will draw up and Council will need to approve at the next meeting. Motion carried; all in favor.

July 18 Women in Business 8 a.m. City Hall

July 18 Bingo 7-9 p.m. Harlem Woman’s Club

July 19 Harlem Foundation 8:30 a.m.

July 21 2nd Quarterly Council Review Meeting 9 a.m. Library

July 31 Public Comment Hearing for Permit WWTP 6 p.m. City Hall

Aug 1 IT&T 3rd Quarter Meeting 1:30 p.m. Administrative Office

Aug 4 School Begins

Aug 5 1st Saturday

Aug 8 Administrative Quarterly Meeting Administrative Office

Aug 10 Oliver Hardy Meeting 6:30 p.m. Museum

Aug 17 Work Session 7 p.m.

Aug 21 Council Meeting 7 p.m.

Other: There was none at this time.

Public Comment: There were additional comments on the Sons of the Desert Convention.

Executive Session-Legal: Mayor Dean called for a motion to adjourn the Regular Meeting and to go into Executive Session after a five minute break; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. The Regular meeting adjourned at 7:05 p.m.; Executive Session convened at 7:14 p.m.

Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 8:05 p.m.

Regular Meeting, City of Harlem, Georgia Page 2310

July 17, 2006

Continued from page 2309

NEW BUSINESS (cont’d):

Mayor Dean called for a motion to approve his signing of the Affidavit stating that only two legal matters were only 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 Blalock. Motion carried; all in favor. The meeting adjourned at 8:06 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk