August 21, 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: Lawrence Hammond, Kathy Ham, Daniel W. Cason, John V. McClellan, Jason Hensley, Christian F. Lentz, Jerry Baldwin, Valerie Rowell, Ted Bingham, Martha Purvis, Susan Hannon and Julie Miller.

The Work Session was called to order by Mayor Dean at 5:30 p.m.

The Invocation was given by Mayor Pro tem Dixon.

The Pledge of Allegiance was led by Councilman Blalock.

Comprehensive Plan & Transmittal Resolution: This is the Community Assessment and Comprehensive Plan for the City of Harlem that has been prepared by the committee and RDC. Mayor Dean asked if Council had any questions, comments, concerns, corrections, etc. The only comment received as far as corrections came from Councilman Blalock and it was that he came across some clerical errors. Council will need to approve the Resolution of Transmittal to send the plan to the CSRA RDC. The next step will be the public comment concerning the report/plan.

TE Project-Engineer John McClellan: Mr. McClellan reported to Council that after the previous meeting on this subject, that the project has been broken down into two divisions with division one being broken down further in three parts. The parts consisted of Part A-Laurel & Hardy Museum to the Red Light, Part B-Intersection and Part C-South of the Red Light and North of the Laurel & Hardy Museum. There was also discussion of including a Part D to cover the work to be done in the front of City Hall. There was some discussion of the City doing the demolition work; if the contractor does, it would cost an additional $20,000.00 to $25,000.00. Mr. McClellan passed out copies of a drawing of the proposed areas as well as costs. Mr. McClellan stated that we would need to start advertising on Wednesday, September 6, 2006 and that the bid opening would be set for early October. Council will need to approve for them to proceed.

Sewer Projects Updates:

Sewer Rehab Project-American Water has been unable to secure their subcontractor in order to do the work required on Change Order #3. Turnipseed Engineers has tried to help in getting one. Mr. McClellan has been working with American Water Services to see what options we might have at this point. One option was to look at the original sub-contractor; they are willing to do the work. The original sub-contractor did all the slip line work; Change Order #3 is all dig work. The original sub-contractor needed a contractor to do the dig work for them. He has been trying to get in touch with American Water Services to see if this was feasible. If not, his only other recommendation is to go

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August 21, 2006

back out to bid. He has been in contact with Allen-Smith Consulting about getting an extension on the use of the funds. We would have to go back through the normal bid process; he already has all the information needed to put together a bid packet. The work that is needed is for the lines that were found in disrepair during videoing during the contract work and not prior. City Attorney Fleming had questions about whether there was a provision in the contract between the City and American Water Services that the work would be down if they could find a subcontractor and if it was a part of the contract to get a subcontractor to do the work. Mr. McClellan responded that they are responsible for getting subcontractors; it is a part of their contract. City Attorney Fleming questioned if it was common for the general contractor to go out and not be able to find a sub and come back and say they cannot do a part of a contract and ask for help in finding a sub. Mr. McClellan responded that this is change order work and is not part of the base bid (original contract); and no, they would not normally help with locating subs, but as they were an out of town contractor, they were trying to help. Because the change order is not part of the original contract, the general contractor does not have an obligation to do the work. The work can only be done upon the approval of Council. Council previously approved Change Order #3, but it was not executed by American Water Services due to not being able to secure a subcontractor. When the change order is executed, then it will become part of the contract. Mayor Dean asked for Mr. McClellan’s recommendation. Mr. McClellan responded that his recommendation is to go back out to bid if we want to make this a complete project. There will be some time involved due to the bid process but if Council is comfortable with that, his recommendation is to go back out to bid. A letter will have to be written to DCA to ask for the extension on the use of the available funds. Council will need to make that authorization.

Wastewater Treatment Plant- Mr. McClellan reported that he had received some comments back from EPD on the Design & Development Report. They are in the process in address those; they will be getting with Daniel and Robert to get some of the information required. Once this has been approved, they can then proceed with the plans. There has been some conversation about the equipment at the plant with Aqua Aerobics trying to improve the treatment ability of the waste from Tracy-Luckey; they are trying to improve the process.

Intergovernmental Agreement-Gracewood State Hospital: This agreement is for the transfer of the 1987 Ford Truck that was previously surplused by Council. This agreement will need to be approved by Council.

Charter Franchise Agreement: The agreement provides for a franchise fee in the amount of “5% of all gross revenues derived from the operation of the System to deliver cable services.” This should be on all services and not just basic cable. The term is for 9 years, effective September 1, 2006 to December 31, 2015. Council will need to approve.

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August 21, 2006

Annexation-Mickey Lonergan-Knox Road: City Manager Dove reported that this was an announcement only and that she would have the ordinance for the next meeting.

Proclamation-Hands on Georgia Week: Council will need to approve. This proclamation is setting the week of September 30, 2006 to October 7, 2006 as “Hands on Georgia Week”. Volunteerism will be promoted during the month of September.

Other: There was none at this time.

The Work Session was adjourned at 6:00 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2311

August 21, 2006

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, August 21, 2006 immediately following the Work Session that was scheduled for 5:30 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: Lawrence Hammond, Kathy Ham, Daniel W. Cason, John V. McClellan, Jason Hensley, Christian F. Lentz, Jerry Baldwin, Valerie Rowell, Ted Bingham, Martha Purvis, and Susan Hannon.

The meeting was called to order by Mayor Dean at 6:15 p.m.

Approval of Minutes: Mayor Dean called for a motion to approve the minutes of the July 6 Called Meeting and July 17 Regular Meeting and the minutes from the Tax Mill Rate Hearings on July 6 and July 17 as written; that motion was made by Councilwoman Root; 2^nd by Mayor Pro tem Dixon. Motion carried; all in favor.

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

Public Works Department Daniel Cason, Public Works Director

Planning & Zoning Scott Dean, Mayor

Family Connections Julie Miller, Director

Fire Department Jerry Baldwin, Public Safety Director

Police Department Jerry Baldwin, Public Safety Director

ITT Department Kathy Ham, Department Head

Administrative Department Jean R. Dove, City Manager

Notes: Mr. Cason reported that work had been started on the waterline on Brown Circle.

Council has requested from PSD Baldwin to include detailed information on any calls they respond to outside the city limits.

2nd Quarter Employee Recognition: Ted Bingham of Public Works was recognized as the Employee of the Quarter for the 2nd quarter of 2006; he received a Certificate of Appreciation and a $100.00 savings bond. Mayor Dean presented Councilman Blalock with his “Certificate of Achievement” and Councilwoman Root with her “Certificate of Excellence” from GMA. Mayor Dean also recognized Lawrence Hammond as a candidate for the position of School Board Chairman and thanked him for his attendance.

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UNFINISHED BUSINESS:

TE Project-Engineer McClellan: Mr. McClellan reported that from prior discussions the plans for the project had been changed to reflect two divisions. Division I includes Part A-Museum to the Red Light, Part B-Intersection, Part C-south of the Red Light (to Church Street) and north of the Museum (to the Library) and Part D-City Hall; Division II is the parking lot located behind the Masonic building and Police Station. He previously passed out information on the Project Cost Estimate and moved the available funds to cover Part A, B and D; Division II is the parking lot and has its designated funding. Using this numbers the total project cost is estimated at $1.47m. With this information he is recommending to go to bid; start the advertisements the first week of September (the 6th) and run for four weeks with the bid opening set for October 6. Mayor Dean called for a motion to approve for Mr. McClellan to proceed with going to bid with the advertising start date of September 6 and for the ad to run for four weeks prior to the bid opening; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Sewer Projects Updates: Wastewater Treatment Plant-they are currently addressing comments they received from EPD on the Environmental Information Document and the Design and Development Report. He is getting with Daniel and Robert to get the information needed. They are also working with Aqua Aerobics on to improve on the processing of waste received from Tracy-Luckey.

Sewer Rehab Project- Mr. McClellan has made a recommendation to Council to go back out to bid to complete the work needed for Change Order #3 due to the General Contractor was unable to secure a subcontractor to do the work. We would need to do this in order to complete the loose ends that were discovered during the project (dig and replacement of sewer lines). Mayor Dean called for a motion to allow Mr. McClellan to go back out to bid for the portion of the project that is covered by Change Order #3; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

Intergovernmental Agreement-Gracewood State Hospital: This agreement is for the 1987 Ford truck that was previously surplused by Council. Mayor Dean called for a motion to approve the execution of the Intergovernmental Agreement with Gracewood State Hospital; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.

Other: There was none at this time.

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August 21, 2006

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NEW BUSINESS:

Comprehensive Plan-Transmittal Resolution: The purpose of the Resolution is to approve the transmittal of the Community Assessment and Community Participation Plan to RDC to review for five days and then send it to DCA for a 60-day review. Mayor Dean called for a motion to approve the Resolution and for its execution; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. The document was signed and given to Jason Hensley of the CSRA RDC.

Annexation-Mickey Lonergan-Knox Road: City Manager Dove responded that this was an announcement only and that she would have the Ordinance ready by the next meeting for approval.

Charter Franchise Agreement: The agreement proposes a 5% franchise payment on all cable services provided in the City of Harlem. This is a five-year agreement beginning September 1, 2006 and ending December 31, 1025. Mayor Dean called for a motion of the execution of the contract between the City of Harlem and Charter Communications; that motion was made by Councilman Blalock; 2nd by Mayor Pro tem Dixon. Motion carried; all in favor.

Proclamation-Hands on Georgia Week: Mayor Dean read the Proclamation. The week of September 30, 2006 through October 7, 2006 will be designated and “Hands on Georgia Week”; it also supports and promotes volunteerism during the month of September. Mayor Dean called for a motion to approve this Proclamation; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.

August 25 Hands Up Area Service Harlem Middle School 7:00 p.m.

August 28-30 Qualifying for Mayor and Council

September 4 Labor Day Holiday

September 7 Planning and Zoning Meeting

September 9 Harlem Area Aglow

September 10 Pioneer Garden Club 4:00 p.m.

September 14 Harlem Woman’s Club

September 14 Work Session 7:00 p.m.

September 18 Regular Meeting 7:00 p.m.

Public Comment: There was none at this time.

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NEW BUSINESS (cont’d):

Executive Session: Mayor Dean called for a motion to adjourn the Regular Meeting and to go into Executive Session for Legal, Real Estate, and Personnel; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. The meeting adjourned at 6:49 p.m.; Executive Session convened at 6:55 p.m.

Mayor Dean called for a motion to adjourn Executive Session and to reconvene the Regular Meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor. Executive Session adjourned at 7:08 p.m. and the Regular Meeting reconvened.

Mayor Dean asked if City Attorney Fleming had anything to report; City Attorney Fleming reported that only one Legal, two Real Estate and one Personnel issue were discussed and that no final action was taken. Mayor Dean call for a motion for him to sign the Affidavit acknowledging that report; 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 approve for the City Manager to negotiate and sign a contract with the Hands Up Ministries for the use of the Depot Building; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.

Mayor Dean called for a motion to formally approve a step increase for the City Manager; that motion was made by Councilwoman Root; 2nd by Councilman Blalock. Motion carried; all in favor.

Mayor Dean called for a motion to approve that the City Manager would go through the same evaluation process as the other employees starting with the next evaluation. The evaluation will be done using the same form the other employees use with part one being completed by the employee and part two completed by each Council member. Council members will turn in their part two to the Mayor for compilation and he will present her review. The motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.

Other: Mayor Dean stated that he would like to ask Council for formal approval on the purchase of a set of portable bleachers that would be used at the City Park and Harlem Middle School. He is asking for the designation of $5,000.00 from the 2001-2005 SPLOST funds under Recreation. That motion was made by Councilman Blalock; 2nd by Councilman Thigpen. After some further discussion including having Walker Davis sign an Intergovernmental Agreement, the motion carried; all in favor.

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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 7:19 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk