March 2008

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, MARCH 3, 2008 – 7:30 P.M.

COMMUNITY CENTER, OXFORD, GEORGIA



MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; GEORGE R. HOLT, MAYOR PRO-TEM; HOYT P. OLIVER; EMMA LOU PATTERSON; FRANK J. DAVIS; TERRY A. SMITH; AND JAMES H. WINDHAM


OTHERS PRESENT: DAVID STRICKLAND, CITY ATTORNEY; FRANK SHERRILL, HIGHTOWER CONSULTING ENGINEERS; CLARK MILLER, POLICE CHIEF; JASON STRIBLING, FIRE CHIEF; DR. L.M. WILLSON; LATRELLE OLIVER; ERIK OLIVER; KELLY ELLIS; MICHAEL DALE; VIVIAN HARRIS; VIRGIL Y.C. EADY, JR.; MICHELLE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN AND MICHELLE KIM, STAFFWRITER FOR THE COVINGTON NEWS


The March meeting was called to order by the Honorable Jerry D. Roseberry, Mayor and invocation given by Council member Hoyt P. Oliver.


Pledge of Allegiance


A motion was made by Windham, seconded by Davis for the approval of the agenda for March 3, 2008. The Council vote unanimous.


A motion was made by Holt, seconded by Patterson for the approval of the minutes of the February 4, 2008 Mayor and Council Meeting. The Council vote unanimous.


A motion was made by Oliver, seconded by Smith for the approval of the January minutes of the Planning Commission. The Council vote unanimous.


PLANNING COMMISSION REPORT


Erik Oliver reported that the Planning Commission, at its February meeting, approved three (3) developmental permits and denied one (1) from Todd Christian because his application was incomplete.


Erik Oliver reported, on behalf of Oxford College, that plans were under way to install a sidewalk on the eastern side of Haygood Avenue from Pierce Street to Hamill Street.


It was reported that the property for sale at the corner of East Clark Street and Emory Street is being advertised as commercial. The Clerk was instructed to draft a letter to the owner informing them that the property is zoned Office-Professional.




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GEORGIA DEPARTMENT OF COMMUNITY AFFAIRS

COMMUNITY DEVELOPMENT BLOCK GRANT


Frank Sherrill came before the Mayor and Council with information referencing the city’s application to the Georgia Department of Community Affairs for a Community Development Block Grant to assist in the replacement of 15, 000 feet of asbestos (transit) water lines from the drinking water system as required by the rulings of the Georgia Environmental Protection Division. Applications are to be submitted by the end of March with awards announced in early fall. One hundred twenty five (125) low/moderate income housing surveys have now been completed. All but two (2) streets surveyed fell below low/moderate income. The total project cost is estimated to be approximately $712,000.00. The City of Oxford will be applying for $466,000.00 in CDBG funds. Sherrill suggested the remaining $246,000.00, which is the city’s match, be applied for with the Georgia Environmental Facilities Authority (GEFA) for a Drinking Water State Revolving Loan (DWSRL) with current interest rates at 3%. If the application to DCA is rejected, the city can in turn decline the loan proceeds. The cost presented from Allen-Smith Consulting for writing the grant application is $5,000.00. A motion was then made by Smith, seconded by Davis to enter into an agreement with Allen-Smith Consulting to write the application for possible Community Development Block Grant Funding at a cost of $5,000.00 and to adopt a resolution for the 2008 CDBG application. The Council vote unanimous. A Public Hearing is scheduled for Tuesday, March 4, 2008 beginning at 11:30 a.m. in the community center.

Attachment A: Resolution


UTILITIES/PUBLIC WORKS

Reserve Power

Councilman Smith informed the members that the deadline for a decision to purchase additional reserve power from the Municipal Electric Authority of Georgia has been moved tol mid summer.


Over and Under General Contractors

Smith questioned the requirements of the purchasing policies of obtaining three (3) bids for contract labor. Mayor Roseberry informed Smith that Supervisor Reid has requested that while the contractors are in town now doing work for Oxford College the cost would be cheaper than to bid out and then bring the crew and equipment back. Roseberry also stated that the policies allow for exception under those circumstances. A motion was made by Oliver, seconded by Holt to enter into a contract with Over and Under General Contractors to install a gang switch at 1223 Wesley Street, remove old switches, and install jumpers at 1412 Emory Street at a cost of $2,400.00 (labor only). The Council vote five (5) yes, with Smith casting one (1) no vote. The motion carried.


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Smith voiced concerns that the utilities committee needs to be made aware of business being brought before the Council for a vote. Smith stated he was not comfortable with motions without prior knowledge.


Mercury vapor bulbs

Smith stated, due to requirements of purchasing policies procedures, he would entertain a motion to approve the purchase of one (1) case of mercury vapor bulbs, 20 units at a cost of $1,195.00. The motion was seconded by Windham. The Council vote unanimous.


Penalties for Non-compliance of State Watering Regulations

Smith entertained a motion to adopt the following schedule of penalties for non-compliance of State Watering Regulations:

  1. The 1st offense-the officer on duty shall issue a warning citation

  2. The 2nd offense-the officer on duty shall issue a citation with a $200.00 fine

  3. The 3rd offense-water will be disconnected

Attorney Strickland recommended that the motion be postponed until an amended ordinance can be drafted to include fines and reconnection fees determined for 3rd offense, and for review of ordinances to insure that there are no conflicting ordinances. The Council agreed. The motion was withdrawn.


PUBLIC SAFETY


Fire Department Standard Operating Procedures: Personal Vehicle Operations

Councilman Holt stated he had reservations on making a motion to adopt the new Fire Department Standard Operating Procedures pertaining to personal vehicle operations because of recent discussion of lights and sirens being used on personal vehicles.


Police Chief Miller informed the Council that Georgia State Code 49-82 allows volunteer firefighters to use lights and sirens on personal vehicles although many departments are moving away from this use. Miller added that lawsuits tend to be directed towards cities now days.


Fire Chief Stribling reminded the Council that response time of volunteers would be greatly diminished if they were to get stuck in traffic.


Mayor Roseberry stated his recent discussion of the matter with Newton County Fire Chief Satterfield strongly discouraged volunteer’s use of lights and sirens. Roseberry stated he agrees as well.


Further discussion will be heard at the March work session.


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Mutual Assistance Agreement

A motion was made by Holt, seconded by Oliver to initiate Mutual Assistance Agreements with various county agencies. The Council vote unanimous.

Attachment B


School Guard Crossing Attendant

A motion was made by Holt, seconded by Windham to hire James “Jim” Watterson as the School Guard Crossing Attendant at a monthly salary of $200.00. The Council vote unanimous.


Fire Department Location

A motion was made by Holt, seconded by Davis to proceed with the exploration of moving the fire department to the maintenance facility by performing a feasibility study. The Council vote unanimous.


FINANCE


Record Retention

A motion was made by Holt, seconded by Smith to adopt the Secretary of States Record Retention Schedule requirements. The Council vote unanimous.


Amendments to the Purchasing Policies Ordinance

Proposed amendments to the Purchasing Policies Ordinance pertaining to the issuance of checks-when countersigning required will be discussed at the March work session.


TREE BOARD


Patterson announced that Arbor Day was held on Saturday, February 16th at the George Street Park. A Proclamation was read to announce the ten (10) year anniversary as a Tree City. Georgia Forester Beryl Budd performed a tree planting demonstration.


CEMETERY


Deeds

Drafts of proposed changes to cemetery deeds to read “burial rights” will be discussed further at the March work session.





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Oxford Historical Cemetery Foundation, Inc. request

A request was received from the Oxford Historical Cemetery Foundation with recommendation that the city secure a master plan for the cemetery from a landscape architect. The Council will review the request at its next work session.


NEWTON COUNTY TRAIL-PATH FOUNDATION, INC.


A motion was made by Patterson, seconded by Oliver to approve issuance of the $5,000.00 budgeted for the Newton County Trail-Path Foundation, Inc. for fiscal year 2008. The Council vote unanimous.


PARKS


West Bonnell Street Lot

Patterson informed the Council that Ted Winn, Newton County Forestry Division, Beryl Budd, Georgia Forestry, Hoyt Oliver and Patterson met at the West Bonnell Street lot. Seven (7) trees were identified and marked for removal; ideas were discussed for azalea beds; planting of dogwood trees; placement of culverts; and spraying of herbicides. The Council recommended to proceed with herbicides, but further discussion would be heard at the work session for the other items.


GENERAL


OFFICIAL CODE OF ORDINANCES


A motion was made by Oliver, seconded by Windham to adopt the revised Code of Ordinances of the City of Oxford to incorporate all additions/changes made since the last adoption of April 2006. The Council vote unanimous.

Attachment C


Multi-Jurisdictional Storm Water Meeting

Councilman Oliver will attend a Multi-Jurisdictional Storm Water Meeting on April 3rd at the new Administration Building in Covington along with members of the Environmental Protection Division and other municipalities.


Leadership Collaboration Meeting

Mayor Roseberry and Councilman Oliver will attend a Leadership Collaboration Meeting in Athens this coming weekend.



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Website

Michael Dale has now completed the transfer of information from the old web page to the newly designed web page. An invoice has been submitted for his work. Dale will prepare a contract to host the web site and present it at the March work session for consideration.


STREETS/SIDEWALKS


Mitchell Street Survey Bids

  1. Alcovy Surveyor $4,500.00

  2. John Knight Surveyor 1,500.00

A motion was made by Davis, seconded by Oliver to contract with John Knight to survey the eastern side of Mitchell Street at a cost of $1,500.00. The Council vote unanimous.


BUILDINGS/GROUNDS

Municipal Complex

A motion was made by Windham, seconded by Oliver to initiate the engineering process for the new municipal building complex. The Council vote unanimous.


Another motion by Windham followed to authorize the Planning Commission members authority to oversee the municipal building project and make recommendations to the Mayor and Council. The motion was seconded by Holt. The Council vote unanimous.


ATTORNEY STRICKLAND


Municipal Electric Authority of Georgia Agreement prepared by Alston & Bird

Strickland presented an agreement prepared by Alston & Bird, Attorneys for MEAG, which would require confidentiality from all forty nine (49) MEAG participants in attendance of meetings hosted by MEAG to discuss their cost to purchase additional power from plant Vogtle. The members further agree not to divulge pricing of possible purchases of pro-rata unit shares of members cost. This agreement does not obligate the city to any additional power purchases. A motion was made by Smith, seconded by Davis to execute the agreement. The Council vote unanimous.


EXECUTIVE SESSION


A motion was made by Windham, seconded by Patterson to hold an Executive Session to discuss: 1.) Personnel; 2.) Land Acquisition; and 3.) Litigation. The Council vote unanimous.




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Land Appraisals

A motion followed Executive Session by Windham to proceed with hiring Eddie Phillips, Key Realty to prepare appraisals for the four (4) parcels discussed at a cost of $300.00 per parcel. The motion was seconded by Davis. The Council vote unanimous.


INVOICES

Routine

VENDOR

DESCRIPTION

AMOUNT

City of Covington

Natural Gas (3 facilities)Jan

$1,440.51

GMEBS/Retirement Fund

Employees Retirement Plan-Mar

5,559.59

N.C. Bd. Of Commissioners

Landfill Fees-Jan

1,426.59

N.C. Bd. Of Commissioners

Water Purchase-Jan

9,050.00

N.C. W/S Authority

Sewer Treatment Fees-Jan

7,096.05

United Health Care

Employee Health Ins.-Mar

6,318.25

U.S. Dept. of Energy

SEPA Power Purchase-Jan

3,575.89


Pre-Paid by Oxford College

VENDOR

DESCRIPTION

AMOUNT

Equity Utility Service Co.

Transformers for College Dorms

$11,405.00

Equity Utility Service Co.

Transformers for College Dorms

15,660.00


Pre-Approved Contracts

VENDOR

DESCRIPTION

AMOUNT

Treadwell, Tamplin & Co.

2007 Audit

$2,075.00

N.E. Ga Regional Dev Center

Comprehensive Plan Update/Ordinance update

3,547.68


Purchases

VENDOR

DESCRIPTION

AMOUNT

Consolidated Pipe

Water Supplies

$1,565.00

Gresco Utility Supply

Electric Supplies

1,545.00

H.D. Supply Utilities

Electric Supplies

1,260.00

H.D. Supply Utilities

Electric Supplies

1,406.50

Hightower Consulting Eng.

January Contract Labor

General - $3,201.18

W/S- 3,588.59

6,789.77

Strickland &Strickland

Legal Fees-Jan

1,937.75


A motion was made by Oliver, seconded by Davis to approve the non routine invoices for March. The Council vote five (5) yes, with Windham abstaining. The motion carried.


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There being no further business or discussion, a motion was made by Windham, seconded by Oliver to adjourn at 10:08 p.m. The Council vote unanimous.


Respectfully submitted,




Carol A. Poole

City Clerk/CMC


Attachments:

  1. Resolution, 2008 Community Development Block Grant Application

  2. Mutual Assistance Agreement

  3. Ordinance to include Changes/Additions incorporated into the Code Of Ordinances