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Called Meeting, City of Harlem, Georgia Page 2328 November 7, 2006 Harlem City Hall
The City Council of the City of Harlem, Georgia met for a Called Meeting on Tuesday, November 7, 2006 at Harlem City Hall at 4:30 p.m. 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 and City Clerk Debra E. Moore. ABSENT: City Attorney Barry Fleming. VISITORS: Valerie Rowell, Rosemary Dixon, and John McClellan.
Purpose: TE Project Recommendations
The meeting was called to order by Mayor Dean at 4:30 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by Councilman Blalock.
Mayor Dean recognized City Engineer John McClellan and asked him to make his recommendation to Council. The only bid received came from JHC. After evaluation of their bid he is recommending to Council to approve the bid. At a prior meeting the project was broken down into divisions with the parking lot being Division II. The available funding is $1,534,359.00. There is funding available for the parking lot and Parts A, B and C; D has been deleted. This was the area in front of City Hall and was not high priority. The bid does not include the adder items (landscaping, etc). There is contingency money that can be used (as far as it will go) as the project gets underway. The way DOT works you have to award the full amount of the base bid; if you add Division I and Division II that is the total base bid. To get it back into the available funds, we would need to do a change order after the project has been awarded. They do not allow you to award a project with a change order; it will have to be done afterward. He has had a conversation with the contractor. In order to get it within budget, we would have to delete Part D. They provided us with a $40,000.00 deduct if awarded both Divisions of the project; this will also be taken into consideration. They are recommending awarding the project even though there is only one bidder; we are not guaranteed that we will have any other bidders. This is our window of opportunity to move forward with the project. It has met most of Council’s requests from the prior meetings as far as prioritizing. Mr. McClellan reiterated about the contingency being used for landscaping, etc. Mr. McClellan presented the Resolution to Council for consideration.
Called Meeting, City of Harlem, Georgia Page 2329 November 7, 2006 Continued from page 2328
Mayor Dean called for a motion to approve the Resolution to award the bid to JHC Corporation for Division I in the amount of $1,100,300.00 and Division II $343,000.00; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Motion carried; all in favor.
Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilwoman Root. Motion carried; all in favor.
The meeting adjourned at 4:50 p.m.
Respectfully submitted,
Debra E. Moore City Clerk
Work Session Notes Page 1 November 16, 2006
Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Lee Bennett; ABSENT: Councilwoman Robin M. Root; VISITORS: Jason Hensley, Daniel W. Cason, John V. McClellan, and Dee Tapley.
The meeting was called to order by Mayor Dean at 6:00 p.m.
The Invocation was given by Mayor Pro tem Dixon.
The Pledge of Allegiance was led by City Engineer John McClellan.
Comprehensive Plan Update/Transmittal Resolution-Jason Hensley- Mr. Hensley came to Council to ask for approval of the Transmittal Resolution. This will need to be passed for the transmittal of the Community Agenda to DCA for review. He was asked a question by City Manager Dove about impact fees; if Council is considering implementing impact fees it is required by the State to be included in the plan. We can go ahead and approve the Resolution but in the Minutes of the Regular Meeting it needs to reflect that the Community Agenda is being transmitted with amendments. The minutes should say “the Community Agenda will be amended to include language regarding impact fees”. Mayor Dean clarified to Ms. Rowell that if we chose to put impact fees in place down the road this information would need to be included in this report. Ms. Rowell asked if we were implementing impact fees; Mayor Dean responded that we were not at this time. The Comprehensive Plan basically tells or guides the City on the implementation of the plan; both short term and long term.
Engineer John McClellan: · TE Project- Package has been sent off for approval; waiting on the TE agreement that is in Atlanta; needs one signature. Would like to be able to have the Pre-construction meeting in mid-December and possibly start the project after the first of the year. · Sewer Rehab Project Bid Award- Mr. McClellan is recommending to Council to approve the bid from American Infrastructure Technologies Company, Inc. in the amount of $617,100.00 for Phase II. The Resolution will need to be approved for signature to proceed. These funds are within the current budget and no new funds are required.
Request for four-way stop signs at Barrett/W. Forrest Street- A request has come in from a resident in the area requesting at the intersection of Barrett and W. Forrest become a four-way stop. They have concerns with speeders and the children in the area. It was discussed that the intersection should be a three-way stop as the fourth area is a short dead end that has two driveway entrances onto it. The Resolution would need to be changed to reflect that. Work Session Notes Page 2 November 16, 2006
Other- Due to not being able to be present at the Regular Meeting, Dee Tapley gave her department report at this time.
The meeting closed at 6:15 p.m.
Debra E. Moore City Clerk
Regular Meeting, City of Harlem, Georgia Page 2330 November 16, 2006 Harlem City Hall
The City Council of the City of Harlem, Georgia met for the Regular Meeting on November 16, 2006 immediately following the Work Session that was scheduled for 6:00 p.m. at Harlem City Hall with Mayor Scott Dean presiding.
Present: COUNCILMEMBERS: Mayor Scott Dean, Mayor Pro tem Rudolph Dixon, Councilman Tom Blalock, and Councilman John Thigpen; STAFF: City Manager Jean R. Dove, City Clerk Debra E. Moore, and City Attorney Lee Bennett; ABSENT: Councilwoman Robin M. Root; VISITORS: John Hensley, Daniel W. Cason, John V. McClellan, and Rosemary Dixon.
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 October 12, 2006 Regular Meeting as written; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Department Reports- The following departments gave reports for the month of October 2006:
Public Works Department Daniel Cason, Public Works Director Fire Department Scott Dean, Mayor Note: There was a first responder call outside the City [Dearing]; from now on have explanations on the monthly report. Police Department Scott Dean, Mayor Industry, Trade and Tourism Department Scott Dean, Mayor Family Connections Scott Dean, Mayor Administrative Department Jean R. Dove, City Manager
UNFINISHED BUSINESS:
Comprehensive Plan Update-Approve Transmittal Resolution- Mayor Dean called for a motion to approve the Resolution of Transmittal of the Community Agenda section of the 10-year Comprehensive Plan with an amendment that would include language regarding to impact fees; that motion was made by Councilman Thigpen; 2nd by Councilman Blalock. Motion carried; all in favor.
TE Project- There was no further information on this; waiting on approval and signature of agreement.
Regular Meeting, City of Harlem, Georgia Page 2331 November 16, 2006 Continued from page 2330
UNFINISHED BUSINESS (cont’d):
Sewer Rehab Project-Award Bid- Mayor Dean called for a motion to approve the recommendation of Turnipseed Engineers and approve the bid award to American Infrastructure Technologies Company for Phase II of the Sewer Rehab Project in the amount of $617,100.00; that motion was made by Councilman Blalock; 2nd by Councilman Thigpen. Discussion-this amount falls within the existing budget and will not require any additional funding. Motion carried; all in favor.
Fire Hydrant Agreement-Martinez-Columbia Fire and Rescue- City Manager Dove reported that the agreement had been sent to Chief Cooper for signature. He returned the agreement stating that he could not be responsible for the repair and replacement of any damaged fire hydrants by their department. This is item number four of the agreement. Mayor Dean stated that the request is to remove item number four and work out an agreement with Columbia County. Councilman Blalock and Councilman Thigpen both have a problem with this; we should have an agreement with who we contract with. This was a recommendation made by the City Attorney at a previous meeting. Mayor Dean recommended sending it back to Chief Baldwin to work out and bring back to the Public Safety Committee.
Other- There was none at this time.
NEW BUSINESS:
Elections Results- Mayor Dean presented the results from this year’s election for Mayor and two Councilmembers. Mayor Dean received 432 votes with 4 write-ins; Mayor Pro tem Dixon received 369 votes and Councilman Thigpen received 375 votes. There were 48 write-in votes for Councilman. Mayor Dean called for a motion to accept the results of the 2007 election; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Four-way Stop-Barrett/W. Forrest Street- Mayor Dean reported that this needs to be changed to a three-way stop. Mayor Dean called for a motion to re-do the Ordinance to reflect that change and for this motion to be constituted as both readings of said Ordinance; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. After some brief discussion, Councilman Blalock called to question. Mayor Dean called for a vote. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2332 November 16, 2006 Continued from page 2331
NEW BUSINESS (cont’d):
Announcements- November 18 Bingo Harlem Women’s Club 7-9 pm November 20 Historic Preservation Public Information Meeting 7 pm City Hall November 21 Garden Club 4 pm Harlem Library (cancelled) November 21 Military Thanksgiving Meal (Feed a Soldier) November 23/24 Thanksgiving Holidays November 27 Tentative Date Public Hearing Brownfield Grant 5:30 pm CH November 29 DCA Customer Service Meeting-Thomson Depot 2:30 pm November 30 Historic Preservation Public Information Meeting 7 pm City Hall December 2 1st Saturday Downtown Harlem December 2 Grovetown Christmas Parade December 6 Community Breakfast Harlem Middle 7 am December 7 Tree Lighting December 9 Christmas in the Heart of Downtown Harlem 10-3 December 9 Harlem Christmas Parade 11 am December 14 Tentative Harlem Business Meeting December 14 Harlem Woman’s Club 4 pm December 14 Work Session 7 pm December 18 Council Meeting 7 pm December 19 Garden Club 4 pm December 22 Employee Christmas Luncheon
Public Comment- There was none at this time.
Executive Session-Personnel- Mayor Dean called for a motion to adjourn to Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Executive Session convened at 6:35 p.m.
Mayor Dean called for a motion to adjourn Executive Session; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Blalock. Motion carried; all in favor. Executive Session adjourned at 6:50 p.m.
Mayor Dean called for a motion to approve his signing of the Affidavit acknowledging that only two personnel items were discussed and that no final action was taken; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor.
Regular Meeting, City of Harlem, Georgia Page 2333 November 16, 2006 Continued from page 2332
Mayor Dean called for a motion to adjourn the meeting; that motion was made by Mayor Pro tem Dixon; 2nd by Councilman Thigpen. Motion carried; all in favor. The meeting adjourned at 6:53 p.m.
Respectfully submitted,
Debra E. Moore City Clerk
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