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Work Session Notes Page 1 September 14, 2006 Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Barry Fleming; VISITORS: Rosemary Dixon, Daniel Cason, and Gary Quinn; ABSENT: Councilwoman Root and Councilman Thigpen. The meeting was called to order by Mayor Dean at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by City Manager Dove. TE Project-Resolution: Mayor Dean reported due to the increase in costs on the original TE Project, in order for DOT to combine the funds from both grants received, we are required to execute this Resolution to do that. The bid date has been set for October 6, 2006 at 11:00 a.m. at City Hall. Council will need to approve for the Mayor to sign. Planning & Zoning: · Green Zoning Request for Town home R-4: There was no opposition from the Commission. Their recommendation to Council is to approve the request. There was only one question concerning whether they would be installing privacy fences and the response was they would. · Harlem Baptist Church Variance: There was no opposition from the Commission or the adjoining property owner. The recommendation from the Commission is to approve the request. · Moratorium-HPC Residential Guidelines: Due to the interest in redoing existing buildings with modern façade and not in keeping with the guidelines, HPC would like to put in place a moratorium that would effect both Residential and Commercial properties. City Manager Dove is to get the information together and let City Attorney Fleming review and bring it back to Council for approval. Comprehensive Plan Update: There will be a Public Hearing on Tuesday, September 26, 2006 from 6-8 p.m. at City Hall. The meeting is an open house for the public to come and look over the proposed plan and give their input. It will be conducted by Jason Hensley of the CSRA Regional Development Center. Handicap Parking Space-Dr. Owens Building: There has been a request for a dedicated handicap parking space; look at using the farthest parking space at the end closest to Horizon Motor Coach. The space will be painted with blue paint and signage will be put in place. Council will need to approve. Mayor Dean requested that the alley way across the street at Tracy Luckey be painted with yellow paint to designate no parking in that area due to it needing to be used by Farmer’s Daughter to do their unloading, etc. Work Session Notes Page 2 September 14, 2006 Agreements-Martinez/Columbia Fire & Rescue: · Mutual Aid: Mayor Dean reported that this issue came from the Public Safety/Public Works Committee meeting that was held recently. There is a draft agreement in the packet. PSD Jerry Baldwin has reviewed and this agreement is the same one he uses with other departments; Chief Cooper has approved the agreement. Mayor Dean reported that the Chief had no problems with the agreement; it will include a 30-day out clause in case of abuse. One change to be made is for it to read Harlem Department of Public Safety and not the Harlem Fire Department. Council will need to approve. · Fire Hydrants: This agreement will be between the City of Harlem and Martinez-Columbia Fire & Rescue for use of the City’s fire hydrants outside the City limits. Chief Cooper has offered to do the maintenance (painting, flushing, upkeep around, etc.) of the fire hydrants, notifying us when and if the hydrants have to be flushed and keeping up with the water usage, etc. The water usage will be credited back to the City on their water bill. Councilman Blalock stated that we will help some with the cost of maintenance of the hydrants; Mayor Dean responded that we had been putting funds aside from the $1.00 per month charge to the outside customers for maintenance on the hydrants. Mayor Dean stated that we need to budget for extra maintenance next year. Public Works Department-Trucks: Public Works Director Daniel Cason reported that Columbia County had two trucks available for sale. These trucks were used at Landfill and are being put up for sale. PWD Cason is asking for Council’s approval to purchase a Ford F-700 for $4,000.00 and a Ford F-150 for $4,990.00. The funds will be provided from the current budget. Council will need to approve this request. Other: Mr. Gary Quinn of 395 Harlem-Grovetown Road came to express his concerns with Hardy Station. His concerns had to do with noise, higher traffic, speeders, etc. He wants to be able to put up a twelve-foot high brick and cement wall for a sound barrier. He was told he would have to check on the City’s guidelines concerning this type of item. He wanted to know why he was not informed; the sub-division had already been approved prior to him moving to the area. He would check with permitting before doing anything. The meeting was adjourned at 7:22 p.m. Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2316 September 18, 2006 Harlem City Hall The City Council of the City of Harlem, Georgia met for the Regular Meeting on Monday, September 18, 2006 at 7:00 p.m. at Harlem City Hall with Mayor Pro tem Rudolph Dixon presiding. Present: COUNCILMEMBERS: 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; ABSENT: Mayor Scott Dean; VISITORS: Daniel Cason, Valerie Rowell, Jerry Baldwin, Mickey Lonergan, Kathy Ham, Rosemary Dixon, Dee Tapley, Pam Tucker and Don Reese. The meeting was called to order by Mayor Pro tem Dixon at 7:00 p.m. The Invocation was given by Mayor Pro tem Dixon. The Pledge of Allegiance was led by Councilman Thigpen. Approval of Minutes: Mayor Dean called for a motion to approve the minutes of the August 21, 2006 Regular Meeting as written; that motion was made by Councilwoman Root; 2nd by Councilman Thigpen. Motion carried; all in favor. Ms. Pam Tucker-EMA Director: Ms. Tucker reported that she had spoken with Mayor Dean on August 18 and that he had expressed concerns to her about the water usage by Columbia-Martinez Fire & Rescue during training and notification of when the water was being used. The water is coming from hydrants owned by the City on the City’s water lines. Ms. Tucker has spoke with Chief Cooper and they are to report the estimated use to her by the 25th of each month with the amount of water they have used. The County will issue a credit on the City’s water bill for this usage. As far as notification, PSD Jerry Baldwin did not want to be notified, but wants them to notify City Hall. Chief Cooper will remind his men to notify the City. Ms. Tucker also reported that Chief Cooper has requested that we turn over copies of our most recent fire hydrant maintenance records for ISO purposes. Ms. Tucker also passed out a copy of the last intergovernmental agreement (November 2005) for fire hydrant maintenance. Ms. Tucker asked for any changes to be made to the agreement and send back to them to go back through committee for approval. Councilman Blalock stated that we are currently negotiating with Columbia-Martinez Fire & Rescue. Ms. Tucker stated that we did not need to do a separate agreement with them (CMFR) as they contract with them. They could include in the agreement about the notification of when they use the hydrants and the information on the water credit. Councilman Blalock responded that we were still hashing things out; Ms. Tucker responded to do whatever was easiest for us. City Attorney Fleming recommends that we contract with Columbia-Martinez Fire & Rescue as they are the ones responsible when they use our hydrants. Regular Meeting, City of Harlem, Georgia Page 2317 September 18, 2006 Continued from page 2316 Department Reports: The following departments gave reports for the month of August 2006: Police Department Jerry Baldwin, Public Safety Director Fire Department Jerry Baldwin, Public Safety Director Public Works Department Daniel Cason, Public Works Director Industry, Trade, & Tourism Department Kathy Ham, Department Head Family Connections Don Reese, WIA Coordinator Planning & Zoning Dee Tapley, P&Z Administrative Assistant Administrative Department Jean R. Dove, City Manager Notes: Clean-up Day is scheduled for September 30 from 8:30 a.m. to 11:30 a.m. TE Project bid date changed to October 20, 2006 at 11:00 a.m. at City Hall UNFINISHED BUSINESS: TE Project-Approve Resolution: City Manager Dove reported that the enclosed Resolution is authorizing Mayor Dean to execute the new contract that is combining the funds from Phase II of the project with the funds from Phase I. Council will need to approve the authorizing Resolution. Mayor Pro tem Dixon called for a motion to approve the authorizing Resolution as presented; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor. Other: There was none at this time. NEW BUSINESS: Agreements-Martinez-Columbia Fire & Rescue: · Fire Hydrant Usage-Councilman Blalock made the motion to approve the draft agreement, with a few changes, with Martinez-Columbia Fire & Rescue regarding use of fire hydrants outside the City. It was reported that the changes had been made. Councilman Blalock amended his motion to approve the draft agreement with Martinez-Columbia Fire & Rescue regarding use of fire hydrants outside the City; 2nd by Councilman Thigpen. Motion carried; all in favor. City Attorney Fleming reiterated that he recommends we contract with the fire department and not with the County as they are the ones who would be liable. Councilwoman Root brought up the issue of having a separate agreement on the water usage. City Attorney Fleming pointed out that item number five of the draft agreement addresses the issue. City Attorney Fleming recommended amending the agreement that Ms. Tucker presented earlier this evening to reflect water usage only and the water credit that will be applied to the City’s water bill with the County and to send it back to them for approval. Regular Meeting, City of Harlem, Georgia Page 2318 September 18, 2006 Continued from page 2317 NEW BUSINESS (cont’d): Agreements-Martinez-Columbia Fire & Rescue (cont’d): · Fire Hydrant Usage (cont’d)-Councilman Blalock made the motion to approve in principal that Columbia County will handle the water usage and remittance or credit of said usage to the City. City Attorney Fleming recommended adding to the motion to delete all other information included in the contract that was presented by Columbia County. Councilman Blalock amended the motion to include the deletion of all other paragraphs in the agreement. The motion was seconded by Councilman Thigpen. Motion carried; all in favor. · Mutual Aid-Councilman Blalock made the motion to approve the Mutual Aid Agreement, as changed, between the City of Harlem and the Martinez-Columbia Fire & Rescue; 2nd by Councilwoman Root. Motion carried; all in favor. Planning & Zoning: · Green-Request to Rezone Property to R-4 Town Homes-City Manager Dove reported that at the Planning & Zoning meeting on September 7 there was no opposition to the request and are recommending to Council to approve the rezoning request. The property currently has three zonings: agriculture, multi-family and single family residential. They would like to build approximately 80 town homes that will be brick on this property. Mayor Pro tem Dixon called for a motion to approve the rezoning request. Councilman Thigpen made the motion to accept the recommendation of the Planning & Zoning Commission to rezone the property of Mr. Green to the R-4 Town home zoning; 2nd by Councilwoman Root. Motion carried; all in favor. · Harlem Baptist Church-Variance Request-City Manager Dove reported that Harlem Baptist Church is asking for a variance of eleven to twelve feet. They are proposing to do an addition to their youth building at the back of the property. There has been no opposition to the request from the adjoining property owner. The property will still be accessible for emergency vehicles. Councilman Thigpen made the motion to accept the recommendation of Planning & Zoning to approve the variance request of Harlem Baptist Church; 2nd by Councilwoman Root. Motion carried; all in favor. Moratorium-HPC Residential and Business Guideline: Mayor Pro tem Dixon received a recommendation to table this item. City Attorney Fleming stated he would like to hear some discussion on this topic to find out what Council is attempting to accomplish. Councilman Blalock responded that we have currently gone through the first three steps of the process with the third step being getting final approval from the State. The next step is holding public hearings as soon as we get approval from the Department of Natural Resources. These hearings will be held for public input. The concern is having something in place to keep the buildings in place to keep our historic district Regular Meeting, City of Harlem, Georgia Page 2319 September 18, 2006 Continued from page 2318 NEW BUSINESS (cont’d): Moratorium-HPC Residential & Business Guidelines (cont’d): viable from now until the final public hearing is held. At this time there is nothing in place to encourage property owners to keep their property as historic treasures. The moratorium would do just that. City Manager Dove stated that we were at least 90 days from the finalization. City Attorney Fleming had concerns that if the moratorium was implemented that it would stop all permitting and didn’t feel that this is what is wanted. City Attorney Fleming suggested that Council consider doing a thirty day moratorium that would be reviewed at the next Council meeting. After further discussion, City Attorney Fleming made the recommendation to table this item until further information can be received. Councilwoman Root made the motion to table this until further information is received; 2nd by Councilman Thigpen. Motion carried; all in favor. Designation of Parking Space as Handicapped-Dr. Owens Office: City Manager Dove received a request from Dr. Owens to have one of the spaces in front of their offices to be designated as handicapped. It was discussed to designate the space closest to Horizon Motor Coach. We would need to paint the area with the blue paint and also place signage to that effect. Councilman Thigpen questioned if we would need to get permission from DOT; she responded that they would turn it back over to Council. Councilman Thigpen made a motion to approve the location requested for designation as handicapped; 2nd by Councilman Blalock. Motion carried; all in favor. Public Works Department-Purchase of Trucks from Columbia County: Public Works Director reported that there are two trucks available from Columbia County Landfill. They are a Ford F-150 and a Ford F-700; they are asking right at $9,000.00 for both. Mr. Cason is asking for Council’s approval to purchase them for the Public Works Department. Councilman Blalock asked if we would have the finances to purchase the trucks; City Manager Dove responded that there would be. Councilman Blalock made a motion to approve the purchase of the two trucks and to approve the appropriations of the funds for that purchase; 2nd by Councilman Thigpen. Motion carried; all in favor. Announcements: September 19 Women in Business-8 am Whistle Stop September 19 Garden Club-4 pm Blalock’s House September 19 Oliver Hardy Festival Committee Meeting 6:30 pm Museum September 26 Public Meeting Comp Plan 6-8 pm City Hall September 27 HPC 7 pm Administrative Offices September 29 Employee Quarterly Luncheon 12 noon City Hall September 30 Clean-up Harlem 8 am-12 pm Register @ Women’s Club October 5 Comp Plan Advisory Committee Meeting 9 am Library October 6 Oliver Hardy Reception 7 pm Regular Meeting, City of Harlem, Georgia Page 2320 September 18, 2006 Continued from page 2319 NEW BUSINESS (cont’d): Announcements: October 7 Oliver Hardy Festival Public Comment: None at this time. Other: None at this time. Executive Session-Personnel: Mayor Pro tem called for a motion to adjourn to Executive Session with a five minute break; that motion was made by Councilman Thigpen; 2nd by Councilwoman Root. Motion carried; all in favor. The Regular meeting adjourned at 8:00 p.m.; Executive Session convened at 8:05 p.m. Councilwoman Root made the motion to adjourn Executive Session; 2nd by Councilman Thigpen. Motion carried; all in favor. Motion carried; all in favor. Executive Session adjourned at 8:15 p.m. Councilman Thigpen made the motion to approve for Mayor Pro tem Dixon to sign the Affidavit acknowledging that only one personnel issue was discussed and that no final action was taken; 2nd by Councilwoman Root. Motion carried; all in favor. Councilman Thigpen made the motion to approve for the City Manager to fill and create a part-time position for an Administrative Assistant; Councilman Blalock stated that the word create should be deleted; Mayor Pro tem Dixon stated that we needed to make sure they were qualified. Councilman Thigpen amended his motion to approve for the City Manager to fill a part-time position for a qualified Administrative Assistant; 2nd by Councilman Blalock. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2321 September 18, 2006 Continued from page 2320 Councilwoman Root made the motion to adjourn the meeting; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 8:19 p.m.
Respectfully submitted,
Debra E. Moore City Clerk |