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Work Session Notes Page 1

August 4, 2005

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.

Park Project Update-Mayor Pro tem Root- Mayor Pro tem Root passed out a drawing of the proposed sign for the City Park; she would like to do a similar sign for Highway 78. After looking over the drawing, Mayor Dean suggested listing the hours of operation instead of just listing “open”/”closed”. Councilman Dixon questioned why “Bulldog”; Mayor Pro tem Root responded that it was because the High School students designed the sign and it would reflect them and their work. The colors would not be red/black, but would be in keeping with the colors of the current welcome signs we have in the City. The painting would be directly on the sign and not on metal signs on a backdrop.

Mayor Pro tem Root reported that Guillebeau Ironworks had been contacted about doing the gates for the park; they will have signs on them listing the hours of operation, as well. Mayor Pro tem Root asked Public Works Director Cason if he had heard from Charlie Beale of the Columbia County Recreation Department about the parking lot; he had not and he himself had been tied up with more pressing issues. City Manager Dove is to set a meeting for Monday, if possible. They were suppose to redo the parking lot and tennis court by the end of July, but have not to date.

Zoning Variance Request-Wanda Mills- City Manager Dove reported that there were several extenuating circumstances concerning this matter. The house is situated 76’ from the center of the road; it should be 100’ per regulations. There was an error on the permit that was issued as well as on Ms. Mills’ drawing of the proposed construction. Ms. Mills’ has already spent up to $25,000.00 on the property and due to the extenuating circumstances has requested the variance. Planning and Zoning has passed the request with some stipulations recommended by City Attorney Fleming. One being that they would indemnify the City for any future law suits from future property owners in case the road was widened; the other being something in writing to the new owners, as the house is pre-sold, that will make them aware of the variance. City Attorney Fleming will draw up papers for Ms. Mills to look over by Friday; Mayor Dean stated that if we did not have the signed paperwork by Monday’s meeting, Council will table the issue.

Golf Cart Ordinance- City Manager Dove reported that there were changes to be made. It will be written to match State law. She stated that Public Safety Director stated the only

Work Session Notes Page 2

August 4, 2005

Golf Cart Ordinance (cont’d)-

change had to do with the age of the drivers. Ms. Dove stated that she thought there were some other regulations regarding where you can drive the golf carts. She wanted to look at more closely and will bring back to Council.

Resolution Amending Budget for the Purchase of the Theatre- Council approved in December 2004 the negotiations of the purchase of the Theatre. The Resolution will amend the Budget for the purchase and the correction of the minutes of the December 23, 2004 Called Meeting to reflect the approval of the purchase.

Personnel Policy, Job Description and Pay Scale- Mayor Dean reported that in Council’s packets were copies of the updated Personnel Policy, Job Descriptions and the new pay scale. It was requested last month for the last two columns of the pay scale to be dropped; this was done. Mayor Dean and City Manager Dove discussed proposing the salary chart was to initiate with the budget process this fall and start it in January 2006. This would alleviate having to make any adjustments now into the current budget. If Council agrees with it, it can be adopted and made effective for January 2006. Monday night, Council will need to be ready to vote on the Personnel Policy and the Job Descriptions. City Manager Dove will meet with each individual department to go over the policy.

Other- Mayor Dean announced that the Library looks as good as it ever has; he extended his compliments to Reggie and the other workers for their work in getting it in the shape that it is. There is some maintenance to be done to the front door and porch.

Mayor Dean announced that there would be a luncheon for Bobby Newman at noon at the Administrative Office as tomorrow was his last day.

City Attorney Fleming announced that Wal Mart will be sending a donation of $2,500.00 to the Harlem Foundation.

Mayor Pro tem Root announced there would be bingo August 23 to raise money for the transitional house. She also asked about getting a school zone sign for S. Fairview.

City Manager Dove gave a short update on EPD. They have stated that they will waive the imposed fine is we comply with the list of items that was given; they are expected to be completed in thirty days. We need to at least address how we are going to do; if not, we will be put under another consent order.

The meeting closed at 7:15 p.m.

Debra E. Moore

City Clerk

Regular Meeting, City of Harlem, Georgia Page 2241

August 8, 2005

Harlem City Hall

The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, August 8, 2005 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: Kathy Ham, Daniel Cason, Stuart Humphries (Crocker & Assoc./Aqua-Aerobic Systems), Julie K. Miller, Jerry Baldwin, Jerry & Wanda Maddox, Charles Fuller, and Robert & Emily Fields.

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 Thigpen.

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

Presentation- Mr. Stewart Humphries, Aqua Aerobics- Presented a plaque to the City of Harlem (Robert Fields and Charles Fuller) for Outstanding SBR Plant Performance for 2004. The plaque signifies excellent operation, meeting our permit limit each time throughout the year, and a commitment to excellence.

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

Family Connections Julie K. Miller, Director

Industry, Trade & Tourism Kathy Ham, Department Head

Police Division Jerry Baldwin, Public Safety Director

Fire Division Jerry Baldwin, Public Safety Director

Public Works Daniel Cason, Public Works Director

Administration Jean R. Dove, City Manager

UNFINISHED BUSINESS:

Park Project-Mayor Pro tem Root- Ms. Root reported that she had met with Walter Cummings on the signs for the Park; he should have a quote to her tomorrow (8/9). There is a meeting set up with Charlie Beale this Thursday, August 11 at 1 pm to discuss what the County will or will not be able to help with at the park. We are waiting on

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UNFINISHED BUSINESS (cont’d):

Park Project Update (cont’d)-

quotes for the painting of the park sign. Ms. Root and Daniel Cason are scheduled to meet with Guillebeau Iron Works about the gates tomorrow (8/9).

Agreement with the Harlem Woman’s Club- The agreement is a contract for services; we will maintain the property (grass, shrubbery, etc.) outside the building in exchange for use of the building. Mayor Dean called for a motion to approve the agreement; that motion was made by Councilman Dixon; 2nd by Councilman Blalock. Motion carried; all in favor.

Other- There was none at this time.

NEW BUSINESS:

Zoning Variance-Wanda Mills- Mayor Dean reported that Planning & Zoning had a recommendation for Council; City Attorney Fleming reported that he was to get an indemnity agreement to Ms. Mills on Friday, but that he was out of the office unexpectedly. He did get it to her this afternoon and was able to speak with her attorney and they agreed with the language. He recommends approving the variance request upon the condition of the execution of the agreement. Mayor Dean called for a motion to approve the zoning variance with the condition of the agreement being worked out between the two attorneys and that notice is given to the new owners of the house; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Discussion-Wanda Mills stated that she had spoken with her attorney and he approved the agreement and she is willing to sign the agreement tonight. Motion carried; all in favor.

Resolution-Budget Amendment for the Theatre Purchase- The purpose of the Resolution is to amend the 2005 Budget for the purchase of the Theatre Building and to amend the Minutes of the December 23, 2004 Called Meeting from “authorized the negotiation of” to “authorized the negotiation and acquisition of” this property and that the funds would be appropriated from the General Fund Reserves. Mayor Dean called for a motion to approve the Resolution as written/read; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.

Ordinance-New Personnel Policy & Pay Performance Schedule- Mayor Dean asked if Council had any problems with the new policy or pay schedule. Being none, Mayor Dean called for a motion to approve the first reading of the New Personnel Policy and Pay Performance Schedule; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor.

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NEW BUSINESS (cont’d):

Ordinance-New Personnel Policy & Pay Performance Schedule (cont’d)-

Mayor Dean called for a motion to approve the New Personnel Policy and Pay Performance Schedule with this being the 2nd reading of the Ordinance; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor.

TE Grant FY 2006- City Manager Dove reported that she needs authorization to proceed with the application for a 2006 TE Grant for Highway 78/278 with Ann Floyd. Mayor Dean called for a motion to authorize City Manager Dove to complete the application process with Ann Floyd on the Highway 78/278 Streetscape project; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor.

Announcements-

August 9 Foundation Meeting 8:30 am

August 10 Family Connections 9 am Harlem United Methodist Church

August 11 Women in Business 8 am BG’s

August 12 Project Access 10 am Harlem United Methodist Church

August 16 Relay Appreciation 7 pm Harlem United Methodist Church

August 18 RBEG Grant Presentation 10 am Admin Office Parking Lot

August 19-21 Sons of the Desert Planning-Radisson

August 23 Bingo Woman’s Club 7 pm-9 pm

August 25 Oliver Hardy Festival Meeting 7 pm Museum

August 27 St. Jude Walk-a-Thon

August 29 Women in Business Fashion Show and Tea 7 pm HUMC

September 5 Labor Day Holiday-City Offices Closed

September 6 Court

September 8 Women in Business 8 am Laurel and Hardy Museum

September 8 Woman’s Club 4 pm

September 8 Work Session 6:30 pm

September 10 Planning and Zoning Class 8:30 am to 4 pm

September 12 Regular City Council Meeting 7 pm

Public Comment- There was none at this time.

Executive Session- Mayor Dean called for a motion to adjourn the Regular Meeting to go to Executive Session after a five minute break; that motion was made by Mayor Pro tem Root; 2nd by Councilman Blalock. Motion carried; all in favor. The meeting adjourned at 7:30 p.m.; Executive Session convened at 7:40 p.m.

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NEW BUSINESS (cont’d):

Executive Session (cont’d)-

Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor. Executive Session adjourned at 7:53 p.m.

Mayor Dean called for a motion to approve him signing the Affidavit stating that only two legal and one personnel issue were discussed; that motion was made by Mayor Pro tem Root; 2nd by Councilman Dixon. Motion carried; all in favor.

Mayor Dean called for a motion to approve a 2.5 % pay rate increase for the City Manager and for it to be made retroactive to July 1, 2005; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor.

Other- There was none at this time.

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

The meeting adjourned at 7:55 p.m.

Respectfully submitted,

Debra E. Moore

City Clerk