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Work Session Notes Page 1 September 8, 2005 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, City Attorney’s David Dekle and Lee Bennett. VISITORS: Daniel Cason and Jerry Baldwin. ABSENT: Mayor Scott Dean (late arrival). 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 Blalock. Draft Golf Cart Ordinance- Have rewritten to comply with state laws. Changes were made to sections 3a (age changed from twelve to a licensed driver) and section 3e pertaining to using the carts on major highways and the designation of crosswalks or crossings as these are under the jurisdiction of DOT; City Manager Dove will get with Roger Price of DOT. Per Public Safety Director Jerry Baldwin, according to state law lights are required to be on the front and back of the carts as well as having an amber light because the vehicles go no faster than 35 miles per hour. Insurance is also required. DOT would be required to put up signage designating the crossings; if not, we might have to provide the funds. Attorney Dekle will give copy of ordinance to Attorney Fleming to look over for any additional changes including any wording. Inert Landfill-EPD Regulations- EPD had levied a fine; there is a meeting coming up with them. EPD wants us to put in monitoring wells or close all wells within 2000 feet of the landfill. All of the wells are on private property. We had received prior approval to place signs “not potable” water; now the geologists for EPD will not approve for the certificate of closure to be issued until this is done. Shady Grove Subdivision Sewer Project- City Manager Dove reported that there were several property owners ready to have their septic tanks emptied, filled, etc. but the contractor has plans on doing these all at one time. Ms. Dove had Mr. McClellan look over the contract to see what we were supposed to pay the contractor for this item. Ms. Dove would like Council to consider doing a change order to take this item out of the contract and have the customers to do own septic tank work and for the City to reimburse the customers up to $400.00 for the work. The customer would be required to bring in proof of payment or proof of work done in order to be reimbursed or receive a credit on their account (tap fee if not paid). Making this change would take the liability off the City for putting the property back in order; the customer would take on that responsibility. The Contractor was put on notice last week that they would be liable for liquidated damages if they did not get in and get out; they are currently working on the last loop. Work Session Notes Page 2 September 8, 2005 Shady Grove Subdivision Sewer Project (cont’d)- Councilman Blalock asked about the final date given to sign up for the tap; City Manager Dove stated that we had a list of people who signed up through the deadline of July 1, 2005. Councilman Blalock suggested that once the line is available for the tap, the customers must sign up within thirty days in order to pay the $600.00, otherwise they will be required to pay the current fee of $950.00. CSRA RDC-Contract-Comprehensive Plan- City Manager Dove reported that the cost of the project would be $25,000.00; DCA will pay $12,500.00. We are now required to update the Comprehensive Plan; the last time it was updated was in 1990. We have been updating our Short-term Work Program every five years. The current update is due by February 28, 2006. Council will need to approve the contract and the allocation of the funds. Shady Grove Subdivision-Speed Bumps/Stop Signs- Public Safety Director Baldwin reported that complaints have been received of speeders on S. Fairview. He is recommending to Council to consider putting in two possible three three-way stops; they are less costly than doing speed bumps; we would put in stop bars that conform to DOT specs. He is proposing put the stops at each intersection on S. Fairview. Councilman Thigpen would like to send this to the Public Safety Committee for further discussion; there is a meeting on September 19, 2005. He would like them to bring a recommendation to Council at the October Council meeting. Resolution-National Incident Management System- City Manager Dove reported that this resolution was submitted by Pam Tucker for adoption; she let Public Safety Director Baldwin to look over. He reported that this comes from Homeland Security; we are required to pass this Resolution. He has taken the class and test for this. If we do not have this in place we would be not be qualified to receive Homeland Security funds. Service Delivery Strategy Updated Agreements- Council has already approved and signed the updates for 2004. Council will need to approve the signing of the form that is turned into the State to update House Bill 489. Resolution-Amending the Budget- City Manager Dove reported that the budget would need to be adjusted in the amount of $35,000.00 for Legal Fees to be paid to City Attorney Barry Fleming retroactive to August 2005. The funds will be allocated from Contingency and Fund Reserves. This is being done in order to realize a 7% savings in attorney fees; this covers 250 billable hours at $140.00 per hour.
Work Session Notes Page 3 September 8, 2005 October Council Meeting-Change Date Due to Holiday- Due to the Columbus Day holiday falling on the second Monday in October, City Manager Dove is requesting that October’s Council meeting be changed to the following Monday, October 17, 2005. Council will need to approve the change. She is also requesting that the Work Session be changed to the Thursday before this, October 13, 2005. Work Session Meetings-Time Change- Due to prior commitments, Council is requesting a change in the time for the Work Sessions; they would like to change from 6:30 to 7:00. Council will need to approve. Other- There was none at this time. The meeting closed at 7:30 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2245 September 12, 2005 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, September 12, 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 Rudolph Dixon, and Councilman John Thigpen; City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming. ABSENT: Councilman Tom Blalock. VISITORS: Daniel Cason, Rosemary Dixon, Pam Tucker, Franklin Jennings, Buck Story, Polly Clary, Fred Reed, Jerry Baldwin, Lee Bennett, Ann Blalock, Valerie Rowell, Pam Tucker, and Angela and Brian Senesac. 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 accept the Minutes of the August 8, 2005 Regular Meeting as written; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Department Reports- The following departments gave reports for the month of August 2005: Administration Jean R. Dove, City Manager Family Connections Scott Dean, Mayor Public Works Daniel Cason, Public Works Director Industry, Trade & Tourism Scott Dean, Mayor Public Safety-Fire & Police Divisions Jerry Baldwin, Public Safety Director Mr. Buck Story- Mayor Dean recognized and welcomed Mr. Buck Story. Mr. Story came before Council to report on a meeting he attended on the Consolidation of the County; he is opposed to Consolidation. Mr. Story would like have a Town Hall meeting scheduled to have further discussions on this issue; he stated that he had all the Commissioners agreeable to attend. Mayor Dean responded that he agreed with Mr. Story that if we can not grow, yes we will “die”. He has been working behind the scenes with our local State Representative and that if Consolidation were to happen that we will have some say in the how the process goes. Councilman Thigpen thanked Mr. Story for his input and attendance. Public Comment- There was none at this time. Regular Meeting, City of Harlem, Georgia Page 2246 September 12, 2005 Continued from page 2245 UNFINISHED BUSINESS: Ordinance-Motorized Carts- Mayor Dean gave a brief background on the Ordinance. We previously passed a Golf Cart Ordinance and since that time there have been some changes in the State law; we are modifying our Ordinance to comply with State law. A copy of the updated Ordinance will be mailed to those residents who have already registered their golf carts. Mayor Dean asked City Attorney Fleming if he had had a chance to review the Ordinance and if he had any changes. City Attorney Fleming pointed out several typographical errors. He also pointed out that for clarity on Section 3, sub-section (a) that where it states “may drive a motorized cart…” that “on the streets of the City” should be inserted. It was earlier discussed that a flashing light would need to be placed on the cart; it was not included. Mayor Dean called for a motion to accept the Ordinance with the changes and for this to constitute as the first and second reading; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Shady Grove Subdivision-Sewer Taps- Mayor Dean reported that the Public Works Department had a Committee meeting; the recommendation from that meeting was for us to look for an alternative way to do the sewer taps because the contractor is dragging his feet and there are several residents from Shady Grove who are ready to tap onto the system. The Public Works Committee is recommending to Council to allow John McClellan to do a change order in the best way he sees fit and then send it to Council for final approval. Mayor Dean called for a motion; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. If necessary, we will have a Called Meeting to approve the Change Order. Landfill-Closure Certificate- Mayor Dean reported that we had been unable to get a meeting with Jeff Cowan of EPD; he is unavailable until after the 19th of September. Mayor Dean asked City Attorney Fleming if he would give Mr. Cowan a call. Park Project-Mayor Pro tem Root- Mayor Pro tem Root reported that Charlie Beale of the Columbia County Recreation Department has agreed to help finance the gates. He has also talked to the Recreation Advisory Board about the possibility of helping with the financing of the signs. Planning & Zoning Ordinance- Mayor Dean stated that Council needs to look over the enclosed paperwork and in the meantime City Manager Dove needs to see about setting up a three hour work session in the next week or so (after the Festival) to go over it. Other- There was none at this time.
Regular Meeting, City of Harlem, Georgia Page 2247 September 12, 2005 Continued from page 2246 NEW BUSINESS: Resolution-National Incident Management System- Pam Tucker of the Columbia County Emergency Services Division presented the Resolution to Council. This Resolution is required in order to receive any Homeland Security funding. The Resolution needs to be approved by September 30, 2005. Mayor Dean called for a motion for Council to approve the Resolution and for him to sign it; that motion was made by Councilman Thigpen; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Resolution-Amending Budget- Mayor Dean reported that the Resolution will be amending the 2005 Budget for Legal Services in the amount of $35,000.00 and the funding will come from General Fund Contingency and General Fund Reserves. This will pay for 250 billable hours retroactive to August 2005; we will realize a 7% savings. Mayor Dean called for a motion to approve the Resolution; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Service Delivery Strategy Updated Agreements- City Manager Dove reported that the updated agreements are from 2004; they include the fire department changes, green space property, waterlines (Grovetown), etc. These are updates to HB489; anytime there are updates the Mayors and County Chairman have to execute them and then they are turned in to DCA to update the plan. Mayor Dean called for a motion to approve for him to sign the Service Delivery Strategy Updates Certification; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor. October Council Meeting & Work Session-Date Changes- October’s Council meeting falls on the Columbus Holiday; there has been a request to change the meeting to October 17, 2005 and to change the Work Session to October 13, 2005. Mayor Dean called for a motion to change the meeting dates as requested; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Work Session-Time Change- Due to conflicts in work schedules it has been recommended to change all Work Sessions to 7 pm. Mayor Dean called for a motion to approve the recommendation to change all Work Sessions to 7 pm, starting with the October 13, 2005 Work Session; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. CSRA RDC Agreement to Update the Comprehensive Plan- Mayor Dean reported that this is for the 2006 update; we currently do one every five years (short-term work plan). This update is due February 28, 2006. This is State mandated; the last time one was done in 1990. This is being done as part of a grant from DCA ($12,500.00) with the RDC doing the work. Regular Meeting, City of Harlem, Georgia Page 2248 September 12, 2005 Continued from page 2247 Mayor Dean called for a motion to approve the City to go into a contract with the CSRA RDC for the update to the City’s Comprehensive Plan; that motion was made by Mayor Pro tem Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Mount Tabor Church-Building Permit- Mayor Dean reported that the permit is for the building only (Phase I) and that they will be required to follow the new façade rules. Mayor Dean called for a motion to approve the building permit for the building only at Mount Tabor Church; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. Executive Session- Mayor Dean called for a motion to adjourn to Executive Session with a five minute break; that motion was made by Councilman Thigpen; 2nd by Councilman Dixon. Motion carried; all in favor. The meeting adjourned at 7:38 p.m.; Executive Session convened at 7:46 p.m. Mayor Dean called for a motion for Council to come out of Executive Session; that motion was made by Councilman Dixon; 2nd by Mayor Pro tem Root. Motion carried; all in favor. Executive Session adjourned at 8:05 p.m. Mayor Dean called for a motion for him to sign the Affidavit verifying that only two legal and two personnel issues were discussed and that no final action was taken; that motion was made by Councilman Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. Announcements- September 13 Foundation Meeting 8:30 a.m. September 14 Family Connection 9 a.m. Methodist Church September 19 Administrative Committee Meeting 8:30 a.m. September 19 Public Safety Committee Meeting 10 a.m. September 19 Fund Raiser for Hurricane Victims BG’s September 21 City/County Meeting Woman’s Club 11-1 September 22 Oliver Hardy Meeting 7 p.m. Museum September 26 Business Breakfast 8 a.m. September 27 Employee Class-City Hall September 30 Oliver Hardy Reception 7 p.m. October 1 Oliver Hardy Festival October 5 Community Breakfast Harlem Middle School 7 a.m. October 8 Lions Club-Softball Tournament City Park October 9 Lunch Harlem Methodist Church/Dinner New Hope Church October 10 Holiday-City Offices Closed October 12 Family Connection 9 a.m. Methodist Church October 13 Woman’s Club 4 p.m. Regular Meeting, City of Harlem, Georgia Page 2249 September 12, 2005 Continued from page 2248 NEW BUSNESS (cont’d): Other- City Attorney Fleming presented Mayor Dean with a $2,500.00 check from Wal Mart for the Harlem Foundation. The check was given to Mayor Pro tem Root, the Treasurer of the Harlem Foundation. 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 8:08 p.m. Respectfully submitted,
Debra E. Moore City Clerk
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