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Work Session Notes Page 1 July 8, 2004 Present: COUNCILMEMBERS: 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. ABSENT: Mayor Scott Dean. VISITORS: Valerie Rowell, Daniel Cason, and John McClellan. The Work Session was called to order by Mayor Pro tem Root 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. Pond-Wastewater Treatment Plant-Spoke with the contractor. He was to come by today but did not make it. He reiterated the necessity of getting the project completed. We had excessive rain last week; drying up this week; ready to close. The contractor is to haul off the dirt to Columbia County; will need to keep an accurate record of what is hauled off whether by tickets or a manifest form. Columbia County has been informed that the dirt will be coming. The contractor has to do some reworking on the liner. It is currently holding water; we have to get the water off in order to do the testing of the liner. We want more than just the appearance of holding; we have to meet Ted Staak’s (EPD) requirements. b. Shady Grove/McArthur Drive-The contractor is in the process of delivering materials; they are starting on the rehab work in the McArthur-Douglas area. There are concerns with the alley. There is a manhole at a structure in the alley. They have also discovered that the 6” waterline in the alley is made of asbestos. We need to locate the line and see what condition it is in. This is a good opportunity for the City to replace that line. It is recommended to replace it. An estimated cost of $8,000.00 to $10,000.00 was given; we can use this from the contingency portion of the contract. He has not asked the contractor for a price as we need to locate the water line first. As far as the Shady Grove area they are waiting on the easements; they will start on the lift stations. c. Thomson Water/Sewer Connection-Mr. McClellan brought in cost estimates of hooking up Thomson/McDuffie County and new water lines in three areas; should have more information at the Council meeting. He received some information from City Manager Dove that he had been unable to go through thoroughly. The information was from Chasman & Assoc., engineers for the City of Thomson. He recommends going over this thoroughly looking at costs, capacity, etc. d. TE Project-Just got through with another round of right of way improvements. He will send off as soon as he gets John Harriss’s signature. DOT will not allow drip irrigation; we will have to use pop up sprinkler heads. e. City Park Walking Track-He has a layout done, but does not have a cost estimate yet. He might be able to have for the Council meeting.
Work Session Notes Page 2 July 8, 2004
Annexation Update-City Manager Dove has been working on the Harlem-Grovetown area; Karl Klein and the Lonergans have signed up. She will be setting up a series of Town Meetings. Surplus Vehicle-Fire Department-Council will need to reverse their decision to surplus the requested vehicle at the prior Council Meeting; the Public Works department has expressed a need for the vehicle. Resolution-Four Way Stop-West Forrest/North Bell Avenue-Council will need to approve this Resolution establishing a four way stop at the intersection of West Forrest Street and North Bell Avenue. Ordinance-Adult Entertainment-City Manager Dove has received a copy of the City of Grovetown’s to look over. She is working on getting one together for Harlem. Other-Mayor Pro tem Root expressed her appreciation and gratitude with the help at the soldier appreciation night at the museum. City Manager Dove gave a reminder about the Tax Hearing scheduled for 6:30 p.m. Monday prior to the Council meeting. City Manager Dove reported that she had been approached by one of the cellular phone companies; they are interested in putting up a tower on City owned property (dead property). The meeting closed at 7:25 p.m. Debra E. Moore
Public Hearing, City of Harlem, Georgia Page 2171 July 12, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for a Public Hearing on Monday, July 12, 2004 at 6:30 p.m. at City Hall for the purpose of receiving public comments on the tax mill rate for 2004 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, City Clerk Debra E. Moore and City Attorney Barry Fleming. ABSENT: Mayor Scott Dean. VISITORS: Rosemary Dixon, Attorney Robert Homler, and Valerie Rowell. The meeting was called to order by Mayor Pro tem Root at 6:30 p.m. City Manager Dove reported that the millage rate for 2004 did not increase; it is remains at 5.42 mills. The increase actually comes from the increase in property values; the increase in the dollar value comes from the tax base increase. The floor was opened for public comment and there was none. A motion was made by Councilman Thigpen to close the Public Hearing; 2nd by Councilman Dixon. Motion carried; all in favor. The Hearing closed at 6:40 p.m. Respectfully submitted, Debra E. Moore
Public Hearing, City of Harlem, Georgia Page 2176 July 19, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for a Public Hearing on Monday, July 19, 2004 at 9:00 a.m. at City Hall for the purpose of receiving public comments on the tax mill rate for 2004 with Mayor Scott Dean presiding. Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Robin M. Root, Councilman Tom Blalock, and Councilman Rudolph Dixon; City Manager Jean R. Dove and City Clerk Debra E. Moore. ABSENT: Councilman John Thigpen and City Attorney Barry Fleming. VISITORS: None. The hearing was called to order by Mayor Dean at 9:00 a.m. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Blalock. City Manager Dove reported that the mill rate was the same as last year, 5.42 mills. We did a rollback of .037 mills; there is an increase in the property taxes of .69%. The increase is due to an increase in property values. Mayor Dean opened the floor for comments or questions; there were none. A motion was made by Councilman Dixon to adjourn the hearing; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The hearing adjourned at 9:05 a.m. Respectfully submitted, Debra E. Moore
Public Hearing, City of Harlem, Georgia Page 2177 July 19, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for a Public Hearing on Monday, July 19, 2004 at 6:00 p.m. at City Hall for the purpose of receiving public comments on the tax mill rate for 2004 and its approval 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. ABSENT: City Clerk Debra E. Moore and City Attorney Barry Fleming. VISITORS: None. The hearing was called to order at 6:00 p.m. by Mayor Dean. As there was no public present, Mayor Dean called for a motion to approve the tax mill rate of 5.42 mills and the tax digest; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. A motion was made by Councilman Dixon to adjourn the hearing; 2nd by Mayor Pro tem Root. Motion carried; all in favor. The hearing adjourned at 6:03 p.m. Respectfully submitted, Debra E. Moore
Note: Minutes were taken by City Manager Jean R. Dove
Regular Meeting, City of Harlem, Georgia Page 2172 July 12, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, July 12, 2004 at 7:00 p.m. at City Hall 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, City Clerk Debra E. Moore, and City Attorney Barry Fleming. ABSENT: Mayor Scott Dean. VISITORS: Valerie Rowell, Michael R. Rorick, Rosemary Dixon, Robert Homler, John McClellan, Daniel W. Cason, and Timothy D. Atkins. The meeting was called to order at 7:00 p.m. by Mayor Pro tem Root. The Invocation was given by Councilman Blalock. The Pledge of Allegiance was led by Councilman Dixon. Approval of Minutes-A motion was made by Councilman Thigpen to accept the Minutes of the June 3, 2004 Called Meeting and the June 14, 2004 Regular Meeting as written; 2nd by Councilman Dixon. Motion carried; all in favor. Reports-The following reports were given for the month of June 2004: Police Department- Public Safety Director Jerry Baldwin Fire Department- Asst. Chief Tripp Lonergan Public Works Department- Superintendent Daniel Cason-we will be able to take sludge to the Richmond County landfill. Administrative Department- City Manager Jean R. Dove ITT Department- Mayor Pro Tem Robin M. Root Employee of the Quarter Recognition-Public Safety Director Baldwin presented Officer Timothy Atkins with a Certificate of Appreciation for Employee of the Quarter for the second quarter of 2004. Public Safety Director Baldwin presented Tripp Lonergan with a Certificate of Appreciation for his dedication and work with the Fire Department. UNFINISHED BUSINESS: Project Updates-John McClellan: a. Wastewater Treatment Plant-He spoke with the contractor today, looking at coming back in next week. There is some water on the pond that needs to be drained. Mr. McClellan received a letter on July 2 from EPD concerning wastewater allocation. We had three different locations; Sandy Run, Boggy Gut and also upgrading our existing Regular Meeting, City of Harlem, Georgia Page 2173 July 12, 2004 Continued from page 2172
UNFINISHED BUSINESS (cont’d): Project Updates (cont’d): a. Wastewater Treatment Plant (cont’d): location. According to the letter we can double our flow into Euchee Creek. The only parameter they have included is an ammonia nitrogen number which can be included in our current treatment process. Boggy Gut had some very tight, stringent restrictions. We have been given one year to make our decision. Dearing does not have the capacity to handle what we would need to unload. The upgrades for connecting to Dearing are costly. This would be an excellent opportunity to move forward in expanding our existing plant and discharge into Euchee Creek. The next step would be to do an anti-degradation and economic analysis. The costs involved with this would not exceed $20,000.00. This would include the other items already done a proposal on. We would need to possibly add only one more SBR basin because we have the pretreatment capacity with the pond (as soon as back on line). Councilman Thigpen expressed concerns with the one year time limit. Mr. McClellan stated that he had discussed it with Mark Ivey and that as long as the engineering process was started and being worked on that we would be okay. The report/plan can take 6-8 months to complete and get approval. The project does not have to be completed within that one year time limit. Mr. McClellan recommends going ahead with doing the anti-deg analysis. A motion was made by Councilman Blalock to proceed with the Anti-degradation and Economic Analysis report as economically as possible; 2nd by Councilman Thigpen. Motion carried; all in favor. b. Shady Grove/McArthur Drive-We received a quote from the contractor on the replacement of the waterline in McArthur alley. Mr. McClellan was not pleased with the quote and does not recommend going ahead at this time without some further discussions with the contractor. The City will be able to do the meter portion of the change order; we have the meters on hand at this time and were planning on replacing them. c. Thomson Water/Sewer Connection-This project needs more discussions; it does not look feasible with the costs that are involved. Mr. McClellan gave information on the Area II (Louisville Road) and Area III (South end of Harlem). The Area II project would pay for itself and would be feasible; Area III is not. d. TE Project-The right of way plans were sent out today. He is working on the plans for the change in the irrigation to the pop ups. e. Walking Track-Mr. McClellan left a copy of the map with Council. The current track is .41 in length; looking for another .09 to make .50 of a mile. The track will be 8 feet Regular Meeting, City of Harlem, Georgia Page 2174 July 12, 2004 Continued from page 2173 UNFINISHED BUSINESS (cont’d): Project Updates (cont’d): e. Walking Track (cont’d): wide. Mr. McClellan is looking to put in a speed bump because of a blind spot near the crosswalk. Mr. McClellan will get some numbers together on this. Annexation-City Manager Dove reported that she is continuing work on this item and getting a date for a town meeting. She has been working with Rob Wren on Hardy Point; he is getting his plans together to present to Council next month. Surplus Vehicle-Fire Department-Last month Council approved to surplus the Fire Van. It can actually be used by the Public Works department. A motion was made by Councilman Thigpen to rescind the previous motion to surplus the Fire Van and to transfer it to the Public Works Department; 2nd by Councilman Dixon. Motion carried; all in favor. Other-There was none at this time. NEW BUSINESS: Resolution-West Forrest Street/North Bell Avenue-Mayor Pro tem Root read the Resolution. The purpose of the Resolution is for Public Works to install stop signs to establish a four way stop at the intersection of West Forrest Street and North Bell Avenue. A motion was made by Councilman Dixon to approve the Resolution; 2nd by Councilman Thigpen. Discussion-There are two typographical errors that need to be changed in the fourth paragraph; “Rosolved” to “Resolved” and “approves” to “approve”. Motion carried; all in favor. Change Council Meeting Date for August-Mayor Dean has requested that the date for the August Council Meeting be changed so he does not miss two consecutive meetings. A motion was made by Councilman Blalock to change the Monday, August 9, 2004 Regular Meeting to Tuesday, August 17, 2004; 2nd by Councilman Thigpen. Motion carried; all in favor. Discussion-There will be no change in the work session date. Adult Entertainment Ordinance-An ordinance was not ready at this time; it is still being worked on. A motion was made by Councilman Thigpen to table this item until further notice; 2nd by Councilman Dixon. Motion carried; all in favor. Public Comment-There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2175 July 12, 2004 Continued from page 2174 NEW BUSINESS (cont’d): Announcements: July 13-Festival Meeting 12:30 p.m.-Museum July 13-Graduation for Terri Casteel from Augusta Tech 7 pm July 14-Blood Drive-12:00 pm to 3:30 pm at City Hall July 19-Tax Mill Rate and Rollback Hearing 9 am and 6 pm July 20-All About Harlem at the Harlem Woman’s Club 7 pm July 29-Bingo 7-9 pm at Harlem Woman’s Club July 30-Harlem Night at the Green Jacket’s 7 pm Executive Session-Personnel/Legal-A motion was made by Councilman Blalock to adjourn to Executive Session after a 5 minute recess; 2nd by Councilman Dixon. Motion carried; all in favor. The meeting adjourned at 7:57 pm; Executive Session began at 8:05 pm. A motion was made by Councilman Blalock to adjourn Executive Session; 2nd by Councilman Dixon. Motion carried; all in favor. Executive Session adjourned at 8:47 pm. A motion was made by Councilman Blalock for Mayor Pro tem Root to sign the Affidavit acknowledging that there were no discussions other than Personnel/Legal; 2nd by Councilman Thigpen. Motion carried; all in favor. A motion was made by Councilman Thigpen to increase the Public Safety Directors salary by 2% from the Fire Departments budget; 2nd by Councilman Blalock. Motion carried; all in favor. A motion was made by Councilman Blalock to increase the City Managers salary by 3% for her annual review; 2nd by Councilman Dixon. Motion carried; all in favor. A motion was made by Councilman Dixon to adjourn the meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:50 pm. Respectfully submitted, Debra E. Moore Called Meeting, City of Harlem, Georgia Page 2178 July 26, 2004 Harlem City Hall The City Council of the City of Harlem, Georgia met for a Called Meeting on Monday, July 26, 2004 at 10:00 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: City Attorney Barry Fleming. VISITORS: Daniel Cason. Purpose: Waterline-McArthur Drive The meeting was called to order by Mayor Dean at 10:02 am. The Invocation was given by Councilman Dixon. The Pledge of Allegiance was led by Councilman Blalock. Mayor Dean turned the meeting over to Public Works Superintendent Daniel Cason. The main question was “Why do we need to do this?”. The existing waterline is made out of asbestos cement and there are concerns with hitting it. We had received a quote on this project, but there have been some revisions made. The City will replace and reconnect the meters. The contractor also lowered his unit cost on the waterline. Mr. McClellan asked the contractor to give him a quote on pipe-bursting the sewer line and leaving the waterline in place. The price came in at $85,500.00. The cost to dig and replace the sewer line and reconnect the services plus replace the waterline is approximately $70,600.00, a difference of $14,900.00. Mayor Dean asked Mr. Cason what the ramifications would be if Council did not approve the change order. Mr. Cason was not definite. Council asked City Manager Dove to get John McClellan on a conference call. A motion was made by Mayor Pro tem Root for Council to recess in order for City Manager Dove to get in touch with John McClellan; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting recessed at 10:15 am. City Manager Dove was able to contact Mr. McClellan to get his response to the question on ramifications. A motion was made by Councilman Thigpen for the Council meeting to reconvene; 2nd by Councilman Blalock. Motion carried; all in favor. The ramifications of not approving the change order entailed that in all likelihood the asbestos pipe would burst in several places; it can break with movement of the land. Councilman Thigpen asked if the project can be done as it is. The utility locate had been called in but they were unable to locate the line because of being made out of asbestos. The exact location of the line is unknown. It is a possibility that the contractor would hit the line. They would be responsible for replacing the line only if a good locate is made. Called Meeting, City of Harlem, Georgia Page 2179 July 26, 2004 Continued from page 2178 Water line-McArthur Alley (cont’d)- We have been unable to do that. If the pipe bursting is done on the sewer line, this can cause the asbestos line to crack because of the movement. Councilman Blalock wanted to know if we could put a hold on this portion of the project; we cannot as we do not have all the easements signed for the south side (Shady Grove) of the project. City Manager Dove reported that the City has a $40,000.00 CD that can be used for water/sewer projects and possibly some reserves, if needed. A motion was made by Mayor Pro tem Root to approve Change Order #1 in the amount of $37,300.00 to replace the waterline in McArthur alley and to pay for this portion of the project from the $40,000.00 CD that will be transferred back to the water fund; 2nd by Councilman Blalock. Motion carried; all in favor (reluctantly). A motion was made by Councilman Dixon to adjourn the meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 10:49 am. Respectfully submitted, Debra E. Moore |