OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, JULY 7, 2008 - 7:30 P.M.
COMMUNITY CENTER, OXFORD, NEWTON, 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: DAVID STRICKLAND, CITY ATTORNEY; CLARK MILLER, POLICE CHIEF; DAVE HARVEY, POLICE OFFICER; J.P. GODFREY, JR.; VIRGIL Y.C. EADY, JR.; LATRELLE OLIVER; ERIK OLIVER; CLAUDE SITTON; JODY A. REID, SR., SUPERVISOR OF UTILITIES; AND MICHELLE KIM, STAFFWRITER FOR THE COVINGTON NEWS
The July Council meeting was called to order by the Honorable Jerry D. Roseberry, Mayor, and invocation given by Councilman Oliver.
Pledge of Allegiance.
A motion was made by Oliver, seconded by Davis, for the approval of the July 7, 2008 Agenda. The Council vote unanimous.
A motion was made by Holt, seconded by Patterson, for the approval of the Minutes of the June2, 2008 Mayor and Council Meeting. The Council vote unanimous.
2008 MILLAGE RATE
A motion was made by Holt, seconded by Windham, to set the 2008 Millage Rate at 5.334%- rollback rate due to reassessments of property pursuant to O.C.G.A. §48-5-32. The Council vote unanimous.
PLANNING/ZONING RECOMMENDATIONS AND/OR PETITIONS
Secretary, Erik Oliver reported the Planning Commission received no request for developmental permits in June.
Oliver also reported that the Commission was approached by a developer looking to introduce concrete dome house construction into the county, particularly in efficiency use zoning. Oliver reminded the Council that the city's intent is to discourage rental properties.
The Planning Commission is currently reviewing ordinances to insure all comply with the new proposed zoning ordinances.
Oliver further recommended the city proceed with annexation of unincorporated islands.
POLICE DEPARTMENT
Chief Miller introduced newly hired Police Officer W.D. " Dave" Harvey, former DeKalb County Officer and City of Lithonia Police Officer.
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CITIZENS CONCERNS
Erik Oliver
Oliver asked for information available of regulations or dispensations for watering the lawn on the athletic field at Oxford College?
Councilman Smith informed Oliver he had discussed the matter with Commission Chairman Aaron Varner and reported that there are no provisions in the county for watering permits for recreational use. Varner also told Smith that dug wells are being used in some areas for watering.
ORDINANCE
Draft
Chapter 23-Historic Oxford Character Area
Councilman Oliver introduced a draft ordinance for establishing the Historic Oxford Character Area of the City of Oxford. As part of the ordinance, the rights-of-ways of all streets portrayed in the original Town Plan of 1837 shall remain in perpetuity the property of the city, and shall not be relinquished, sold, or transferred to other owners by the City Council. The ordinance will be discussed in more detail at the July work session.
GENERAL
David Strickland, City Attorney
City Hall Building Contract Agreement-Carter Watkins Associates Architects, Inc.
Strickland presented a draft amended agreement for review of Council for Architectural services for the new city hall building. A motion was made by Oliver, seconded by Windham, to approve the recommended amendments of the city attorney for the agreement for providing architectural services for the design of the new city hall building. The Council vote unanimous.
Phone System-City Hall
The City Clerk informed the Council of the failing phone system at city hall. A recommendation was made to investigate cost from AT&T for new phone lines and equipment and bring back for discussion.
4th of July Parade
Windham gave an update on the 4th of July Parade activities. A special recognition was made to the city workers for a job well done on cleaning the streets, trails, and rights-of-ways.
Farmers Market
Recommendation was made to continue efforts to allow locally grown produce to be sold on the green sward in town.
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JULY 7, 2008
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FINANCE
INVOICES
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
H.D. Utilities Supply |
Electric Supplies |
$1,592.88 |
|
Hightower Consulting Engineers |
W/S Consulting-May |
805.15 |
|
Strickland & Strickland |
Legal Fees-June |
1,965.75 |
Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
AT&T |
Phone Bills (3 offices) |
$1,122.61 |
|
GMEBS/Retirement Trust |
Employees Retirement-June |
5,559.59 |
|
N.C. Bd. of Commissioners |
Wholesale Water-May |
7,970.00 |
|
N.C. Bd. of Commissioners |
Landfill Fees-May |
1,186.02 |
|
N.C. W&S Authority |
Sewer Treatment Fees-June |
7,096.05 |
|
United HealthCare of Georgia |
Employee Health Ins.-July |
6,867.68 |
|
U.S. Department of Energy |
SEPA Power Purchase-June |
2,757.39 |
Approved Contracts/Agreements
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Northeast Georgia RDC |
Annual Dues |
$2,156.00 |
|
Treadwell Tamplin & Co. |
Interim Audit Billing |
4,000.00 |
|
Steven A. Hathorn |
Judges Salary-2nd Quarter |
1,250.00 |
A motion was made by Windham, seconded by Holt, to approve all invoices excluding Hightower Consulting Engineers until a detailed description of charges are submitted. The Council vote unanimous.
2007 Financial Report
The SAS 112 report on internal control over financial reporting and compliance will be discussed at the July work session.
Record Retention
A progress report for record retention will be given at the July work session.
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STREETS
Department of Transportation Waiver
Mayor Roseberry informed the Council that the Georgia Department of Transportation has honored the request of the city to waive the requirements for a turn lane and deceleration lane at the intersection of Emory Street and Moore Street.
Ordinance-Stop Streets
Davis presented the first reading of proposed amendments to Code of Ordinance Section 11-108, Designated Stop Streets. The Council was also reminded that amendments will have to be made again to the same ordinance once Moore Street is changed from a one way street to two lane.
Right of Way Ordinance Development
Strickland discussed the development of a right of way ordinance in conjunction with the Georgia Municipal Association Cable and Telecommunications Management Service program. The purpose of adopting a new ordinance is for the protection of city rights of ways in response to recent changes in state legislation governing cable and video franchising and telephone franchising. Strickland will bring recommendations to the Council at the July work session.
West Clark Street Headwall
Bids for the repair of the headwall on the south side of West Clark Street are as follows:
1. D&J Trenching $21,200.00
2. Willis Contracting 28,823.35
A motion was made by Davis, seconded by Oliver, to accept the bid of D&J Trenching in the amount of $21,200.00 for the repair of the headwall on the south side of West Clark Street. The Council vote unanimous.
CEMETERY
Monument
Patterson presented a bid from Alexander Monuments for the purchase, mounting, and delivery of a 5'x20"x4" granite slab for the mounting of the recently purchased "Ellen's Garden" bronze plaque. After a brief discussion, Patterson made a motion, seconded by Windham, to proceed with follow up and purchase of a granite slab not to exceed the Councilor's individual limit. The Council vote unanimous.
J.P. Godfrey
Godfrey made a request to the Mayor and Council for permission to place mounted documents in the gazebo located in the northwestern portion of the cemetery. The documents would consist of 1.) A grid of the Historic African American section; 2.) recognition of the contributions of Mary McLurkin; 3.) Mildred Joiner's, 1st African-American worker at Oxford College to work in a non-janitorial position, writings entitled "The Black Community of Oxford, GA. The Council had no objections to Mr. Godfrey's request.
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JULY 7, 2008
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UTILITIES DEPARTMENT
Power Outages
Smith informed the members that there had been three power outages due to storms this week. The majority of damage was blown fuses. There was one broken pole where a tree had fallen on it on Godfrey Street. The utility workers were commended for restoring power expeditiously.
Radio Read Equipment
Smith will gather information comparing cost to savings for purchase and installation of radio read equipment and bring to the July work session.
Master Water Meters
Bids for equipment and installation of double check valves on the three (3) Covington master meters are as follows:
1. D&J Trenching $42,900.00 + $8,600.00 (insertion valves to prevent service disconnection while performing installation)
2. Hall's Trenching 35,542.00
3. Willis Contracting 47,785.22
After clarification of the need for insertion valves, a motion was made by Smith, seconded by Windham, to accept the bid of D&J Trenching in the amount of $42,900.00 + $8,600.00 for equipment and installation of double check valves on the three (3) Covington master meters. The Council vote unanimous.
Utility Truck
Bids for the purchase of a 1/2 ton utility truck are as follows:
1. Covington Ford-Mercury, Inc. $13,998.00
2. Ginn Motor Company 15,688.00
3. Walker Harris Autos 16,920.00
A motion was made by Smith, seconded by Davis, to accept the bid of Covington Ford-Mercury, Inc. in the amount of $13,998.00 for the purchase of a 1/2 ton pick-up truck for the utilities department. The Council vote three (3) yes, (Smith, Davis, Patterson) and three (3)no, (Windham, Oliver, Holt). Mayor Roseberry cast one (1) yes vote in favor of the purchase. The motion carried.
Tree-1104 Emory Street (Frank Peay)
Windham stated that the tree located on the city's utility easement between Palmer Stone School and the home of Frank Peay had been trimmed to create a hazardous situation. A motion was then made by Windham, and seconded by Davis, to have the tree taken down. Mayor Roseberry quoted the city's tree ordinance that states the city shall have the right to prune trees where they interfere with utility lines. Roseberry stated if you pay to remove this tree, then you are opening the door to other request. The Council requested an opinion from the city attorney. Strickland stated it would be a liability if the tree falls due to improper pruning. Windham reiterated his motion for the removal of the tree. Davis again seconded the motion. The Council vote unanimous.
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EXECUTIVE SESSION
An executive session was scheduled to discuss possible land acquisition.
Having gone back into regular session following a brief executive session, a motion was made by Windham, seconded by Holt, to allow Council members Oliver and Patterson to pursue the Council's interest in the land that was discussed in executive session. The Council vote unanimous.
Another motion was made by Windham, seconded by Holt, to allow Council member Davis to inquire about purchasing another property discussed in executive session. The Council vote unanimous.
There being no further business or discussion, the meeting was adjourned at 9:30 p.m.
Respectfully submitted,
Carol A. Poole
City Clerk, CMC