OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, APRIL 7, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; GEORGE R. HOLT, MAYOR PRO TEM; EMMA LOU PATTERSON; HOYT P. OLIVER; FRANK J. DAVIS; TERRY A. SMITH; AND JAMES H. WINDHAM
OTHERS PRESENT: SENATOR JOHN DOUGLAS; C. DAVID STRICKLAND, CITY ATTORNEY; CLARK MILLER, POLICE CHIEF; JASON STRIBLING, FIRE CHIEF; DR. L.M. WILLSON; CLAUDE AND EVA SITTON; LATRELLE OLIVER; CHARLES GREEN; LAURAN WILLIS; MICHAEL DALE; NORBERT THOMPSON; J.P. GODFREY, JR.; VIVIAN HARRIS; MICHELLE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN; AND MICHELLE KIM; STAFFWRITER FOR THE COVINGTON NEWS
The April meeting was called to order by the Honorable Jerry D. Roseberry, Mayor and invocation given by Council Member Hoyt P. Oliver.
A motion was made by Oliver, seconded by Smith for the approval of the Agenda for the April 7, 2008 meeting. The Council vote unanimous.
A motion was made by Holt, seconded by Patterson for the approval of the Minutes of the March 3, 2008 Mayor and Council Meeting. The Council vote unanimous.
A motion was made by Oliver, seconded by Smith to accept the February 19, 2008 Minutes of the Planning Commission. The Council vote unanimous.
SENATOR JOHN DOUGLAS
Senator Douglas announced that the Legislative Session for 2008 adjourned Friday at 12:00 noon. Some of the issues before the House and Senate were: 1.) A one cent ($.01) transportation sales tax scheduled to be placed on the November ballot. This bill fell victim of disagreement among the members; 2.) A three million dollars budget cut (Total state budget- $21.2 billion dollars); 3.) A four (4) year term for members did not pass; 4.) SB-16 dog fighting; and 5.) SB-10 school voucher bill.
TYLER PERRY STUDIOS
An earlier request was made by Tyler Perry Studios to be placed on the April agenda. The company is requesting use of the Oxford Historical Cemetery for Tyler Perry filming. There were no representatives from Tyler Perry Studios at the meeting. The request was dismissed.
PLANNING COMMISSION RECOMMENDATIONS/PETITIONS
• A developmental permit application from Todd Christian for construction on Airport Road was approved at the March 11, 2008 Planning Commission meeting.
• The Planning Commission is revising the developmental permit application form in order to meet both city and county requirements.
• A draft of a request for qualifications for Design and Engineering Services to build a new city hall was presented to the Mayor and Council for approval.
MAYOR &. COUNCIL
APRIL 7, 2008
PAGE 2
FIRE DEPARTMENT- CHIEF JASON STRIBLING
Fund Raiser
Stribling reported the Fire Department held a Fund Raiser Spaghetti supper. Proceeds in the amount of $1,084.00 will be used for the purchase of an additional defibulator.
Release of Liability for Patient Treatment/Transport
A motion was made by Windham, seconded by Holt to approve the Fire Department’s revised form for release of liability for patient treatment/transport. The Council vote unanimous.
POLICE DEPARTMENT- CHIEF CLARK MILLER
Chief Miller announced that he has recently attended sixty (60) hours of chief’s training and eight (8) hours of management training.
The department will begin looking at the necessary requirements in an effort to obtain State Accreditation. Policies will need to be implemented in order to meet compliance of the states criteria. The cost of submitting the application is $300.00. Once awarded the state accreditation, the city’s liability policy premium would then be reduced by 20%.
GENERAL
Record Retention-Lauran Willis
Lauran Willis presented a report to the Mayor and Council with bids for digital archiving software and a scanner. Bids for software were requested from:
• MCCI-Municipal Code Corporation (re: by Jackie Smith and Tim McCart N. C. Bd. Commissioners) Bid: $11,339.00
• DocuTeam Alpharetta (Re: Tim McCart N.C. Bd. Comm) No bid to date
• Best Network Support (Re: Bobby Johnson, City of Covington) No bid to date
Bids for scanners were requested and received from:
• Scan Tastik Inc. $ 879.00
• MCCI 1,107.00
• Perimeter Copier Service,Inc. 1,973.08
The estimated cost for the software and scanner is around $15,000.00. The annual software support is estimated to be $1,800.00.
Mayor Roseberry, Erik Oliver and Clerks also met with Kitty McNeil, Emory/Oxford to ask advice on preservation of old documents.
The Council will review the information and discuss once again at the April work session.
MAYOR &. COUNCIL
APRIL 7, 2008
PAGE 3
INVOICES
Purchases/Contract Labor Pending Approval
|
VENDOR/CONTRACTOR |
DESCRIPTION |
AMOUNT |
|
N.C. Sheriff’s Office |
Prisoner Housing-January |
$2,065.00 |
|
N.C. E-9-1-1 Fund |
Radio IP installation-Police Dept |
3,120.00 |
|
Strickland & Strickland |
Attorney Fees-February |
1,250.25 |
|
Woco Pep Oil Company |
Gasoline Purchase-march |
5,539.30 |
|
City of Covington |
Moore Street/Cook Road Waterline |
102,687.45 |
|
Kesco, Inc. |
Pump for sewer lift station |
2,306.03 |
|
Bankcard Center MasterCard |
Jody’s new cell phone-$342.38 Chairs for Community Center-$838.07 General Supplies-$47.55 |
1,228.00 (Paid in advance to prevent assessment of finance charges) |
|
Strickland & Strickland |
Attorney Fees-March |
3,797.60 |
|
N.C. Water & Sewer Authority |
Sewer Treatment Fee-March |
7,096.05 |
|
Utility Service Company |
Water Tank Quarterly R/M |
2,053.18 |
A motion was made by Oliver, seconded by Windham for the approval of non-routine or contract invoices for March. The Council vote unanimous.
Other invoices reviewed by Mayor and Council:
Routine Monthly Bills Paid
|
City of Covington |
Natural Gas: Police/Comm Center-$572.74 City Hall- 209.34 Maintenance Fac -1,018.68 |
$1,800.76 |
|
GMEBS/Retirement Fund |
Employees Retirement-April |
5,559.59 |
|
N.C. Bd. Of Commissioners |
Wholesale Water Purchase-Feb |
9,104.00 |
|
N.C. Bd. Of Commissioners |
Landfill Fees-Feb |
1,151.37 |
|
N.C. Water & Sewer Authority |
Sewer Treatment Fee-Feb |
7,096.05 |
|
U.S. Dept. of Energy |
SEPA Power Purchase-Feb |
3,328.60 |
|
United Health Care of Georgia |
Employees Health Ins.-Apr |
7,116.47 |
Previous Approved Contracts
|
Allen Smith Consulting |
CDBG Grant Application |
$2,000.00/$3,000.00 |
|
Treadwell, Tamplin & Company |
Interim Audit Billing |
3,000.00 |
MAYOR &. COUNCIL
APRIL 7, 2008
PAGE 4
UTILITIES
Over and Under General Constructors, Inc.
A motion was made by Oliver to enter into an agreement with Over and Under General Constructors, Inc. to provide all labor, materials, tools, freight, and equipment to install the underground electrical utilities along the city right of way, as designed by the Municipal Electric Authority of Georgia’s Distribution Services, for the new Oxford College Residence Hall located at Haygood Avenue, Moore Street, and Hamill Street. Total cost of the project is $162,868.00 which has been prepaid to the city by Emory University. The motion was seconded by Holt. The Council vote unanimous.
Attachment A
Lap top computer
A motion was made by Oliver, seconded by Davis to approve the purchase of a lap top computer for Supervisor Jody Reid not to exceed $2,600.00 The Council vote unanimous.
CEMETERY
Ordinance-Sale of Burial Rights to Cemetery Lots-2nd Reading
A motion was made by Patterson, seconded by Holt to adopt amendments to City of Oxford Code of Ordinance code Section 24-104 to provide for sale of burial rights to cemetery lots in the Oxford Historical Cemetery. The Council vote unanimous.
Attachment: B
FINANCE
Ordinance-Centralized Purchasing/Issuance of Checks and Countersignatures-2nd Reading
A motion was made by Holt, seconded by Windham to adopt amendments to City of Oxford Code of Ordinance Article V. Centralized Purchasing, E. Issuance of Checks-When Countersigning Required in the following particulars:
All checks issued on the city treasury shall be signed as follows:
• Less than $1,000.00: Any two of the following; the Mayor, Mayor Pro Tem, City Clerk or Deputy Clerk shall have the authority to sign any check issued on the city treasury in a total amount of less than $1,000 each as long as costs remain within the approved budget. Purchases for a single item or contract shall not be subdivided such that individual checks are less than $1,000.00, though the total expended exceeds same; and,
• $1,000.00 and Excess:Two signatures shall be required as follows; (a) the Mayor or Mayor Pro Tem, and (b) City Clerk or Deputy Clerk together shall have the authority to sign any other check by countersignatures issued on the city treasury in a total amount $1,000.00 and excess so long as cost remain within the approved budget.
The Council vote unanimous.
Attachment: C
MAYOR &. COUNCIL
APRIL 7, 2008
PAGE 5
Finance continued:
Hardware Support
A motion was made by Holt, seconded by Oliver for continuation of annual hardware support from Think It Solutions for city hall and the police department computers at a cost of $2,400.00 for thirty (30) hours. The Council vote unanimous.
Web Site Hosting and Maintenance
A motion was made by Oliver, seconded by Windham to enter into an agreement with Michael Dale to host and maintain the city web site at an annual fee of $1,500.00 ($125.00 per month).Maintenance includes four (4) hours per month. Extra hours can be purchased for $25.00 per hour billed thereafter. The Council vote unanimous.
Attachment: D
GENERAL
Resolution-Comprehensive Plan
A motion was made by Oliver, seconded by Windham to pass a resolution adopting the Community Agenda dated December 2007 for the City of Oxford’s Comprehensive Plan in accordance with the Minimum Planning Standards and Procedures under House Bill 215, the Georgia Planning Act. The Council vote unanimous.
Attachment: E
Occupational Tax Application-RGZ,LLC
An application for an occupational tax license was received from RGZ, LLC, 916 Emory Street (O/P –Office-Professional Zoning) for graphic design, print brokering, and copy. A conditional motion was made by Oliver for approval, pending verification by Oliver that the type of activity listed meets the OP zoning requirements. The motion was seconded by Windham. The Council vote unanimous.
Oxford Lions Club
A motion was made by Windham, seconded by Holt to allow the Oxford Lions Club to use the city’s vacant lot on Emory Street on Saturday, May 3rd for their annual yard sale. The Council vote unanimous.
Announcements
• Saturday, April 19th, 9:00 a.m.- gathering at the community center for Great American Cleanup
• Thursday, April 17th 9:00 a.m.-Storm Water Meeting with District Director of the Georgia Environmental Protection Division in the county’s administrative building
• Friday, June 6th – Brag bikers traveling through
FIRE DEPARTMENT
Standard Operating Procedures-Personal Vehicle Operations
Further discussion will continue at the April work session.
MAYOR &. COUNCIL
APRIL 7, 2008
PAGE 6
TREE BOARD
Tree Removal Bids
Bids for removal, stump grinding, and clean up of 14 trees:
• Bartlett Tree Experts $9,115.00
• Monroe Tree Works, Inc. 3,850.00
• North American Tree Service 6,520.00
A motion was made by Patterson, seconded by Windham to accept the bid from Monroe Tree Works, Inc. in the amount of $3,850.00 for the removal, stump grinding, and clean up of fourteen (14) trees. The Council vote unanimous.
BUILDINGS
Request for Qualifications
A motion was made by Windham, seconded by Oliver, to approve the format for Request for Qualifications, and to include the City Attorney’s suggestions, for design and engineering of the new Municipal Building. The Council vote unanimous.
PERSONNEL-MUNICIPAL CLERK’S CONFERENCE
Assistant Deputy Clerk, Stacey Mullen completed fifteen (15) hours of Mandated Clerk’s Orientation at the Carl Vinson Institute of Government.
Deputy Clerk Dawn Towns completed fifteen (15) hours of continuing education classes at the Carl Vinson Institute of Government.
EXECUTIVE SESSION-LAND ACQUISTION
There being no further business, or discussion the meeting was adjourned.
Respectfully submitted,
Carol A. Poole,
City Clerk- CMC
Attachment A: Over and Under General constructors, Inc. Agreement
Attachment B: Ordinance-Section 24-104, to provide for sale of burial rights of cemetery lots
Attachment C: Ordinance-Article V. Centralized Purchasing, E. Issuance of Checks-When Countersigning Required
Attachment D: Web Site Hosting and Maintenance Agreement-Michael Dale
Attachment E: Resolution-Comprehensive Plan