OFFICIAL MINUTES OF THE CITY OF OXFORD MAYOR AND COUNCIL MEETING
MONDAY, MAY 5, 2008 -7:30 P.M.
COMMUNITY CENTER, OXFORD, NEWTON, 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; CLARK MILLER, POLICE CHIEF; JASON STRIBLING, FIRE CHIEF; SENATOR JOHN DOUGLAS; DAWN TOWNS, DEPUTY CLERK; LATRELLE OLIVER; ERIK OLIVER; CLAUDE AND EVA SITTON; JOHN P. GODFREY, JR.; JODY REID, SR., SUPERVISOR; KIMBERLY REID; VIRGIL Y.C. EADY, JR.; MICHAEL DALE; AND MICHELLE KIM, STAFFWRITER FOR THE COVINGTON NEWS
The May meeting was called to order by the Honorable Jerry D. Roseberry, Mayor and invocation given by Councilman Hoyt P. Oliver.
Pledge of Allegiance.
A motion was made by Oliver, seconded by Smith for the approval of the Agenda of May 5, 2008. The Council vote unanimous.
A motion was made by Patterson, seconded by Davis for the approval of the Minutes of the April 7, 2008 Mayor and Council Meeting. The Council vote unanimous.
A motion was made by Oliver, seconded by Smith to accept the Minutes of the March 11, 2008 Planning Commission Meeting subject to any non-substantial changes that may occur from not having had a quorum. The Council vote unanimous.
PLANNING COMMISSION
Councilman Oliver reported the Planning Commission finalized the format of request for proposals for the new city hall building. More than thirty requests were mailed to consulting firms on Friday, April 11th with a response deadline date of Friday, May 9th.
Councilman Oliver also reported that the Planning Commission discussed revision of the development permit applications format to include information necessary for Newton County to process the permits.
SENATOR JOHN DOUGLAS
Douglas reported he has asked for a signing ceremony for the new Tax Bill.
Douglas reported the Gun Bill has not been vetoed as of today’s date.
ELECTRIC CITIES OF GEORGIA AWARD
Supervisor Jody Reid presented the Mayor and Council with an award from the Electric Cities of Georgia for being one of three cities in the state for major electric system improvements for the year 2007.
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 2
CITIZEN PARTICIPATION
Virgil Y.C. Eady, Jr.
Virgil Eady presented the following list of items referred to as “Unfinished Business”:
Annexation of islands
Building a new City Hall and Police Station
Full staffing of the Police Force
Establishment of a home inspection system
Reviewing ordinances to ensure enforcement
Forming a Charter Committee to re-write the charter to provide for a City Manager form of government
Ventilation under the present City Hall building (mold)
Planned program to bury electric lines
Continuing to study sewer expansion
Deciding on the Town Center Concept
Making sure Policies and Procedures Manuals are up to date
Landscaping of the Maintenance Facility
Erik Oliver-Oxford College
Erik Oliver presented a request from New South Construction Company for permission to move two (2) construction trailers (new dormitory project)to the tennis court parking spaces until the end of July. A motion was made by Windham, seconded by Oliver to allow the placement of two (2) construction trailers, owned by New South Construction Company, on city right of way at the Oxford tennis courts until the end of July. The Council vote five (5) yes, with Smith casting one (1) no vote. The motion carried.
Erik Oliver informed the Council that a proposal will be presented to the Planning Commission and also to the Mayor and Council at the May work session for a proposed project to install a sidewalk along Haygood Avenue to just behind Tarbutton Theater. A request would then be made at the June Council meeting to authorize the college to bid and construct the sidewalk along the city right of way of Haygood Avenue.
Erik Oliver reported that the University has denied the request for a Child Care Program in the area. Oliver suggested that a coalition be formed with the city, college and county to determine if an interest for a joint project exist.
Erik Oliver informed the Council that he and David Eady met with Armentrout Roebuck & Matheny Consulting Firm on plans for the new city hall building. They were asked if the city had considered using state penitentiary labor to reduce some of the cost.
Erik Oliver asked the Council to consider forming a sub-committee to work on the town center.
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 3
MAYOR-PENDING MATTERS UPDATE
Mayor Roseberry gave the Council an update on the following matters from prior discussions:
Sewer Connections-Letters are going out this week to residents who have; (a) not connected to the sewer and have not paid their connect fee and have not made arrangement to pay the connect fee; (b) have connected to the sewer and have not paid their fee and have not made arrangements to pay the connect fee; (c) have paid their connect fee, but have not connected to the sewer.
Ordinances re: Upkeep of Property-A letter specifically dealing with violations of ordinances pertaining to junk vehicles, old appliances, trash, brush and weeds, and general maintenance will go out to all residents by the first of next week. The letter will say that the Oxford Police Department will be giving warnings to be followed for required court appearances if the property continues to be in noncompliance.
Moore Street Project-Project is on hold. DOT has said that we can have a new traffic count done, but only after the project is complete and the street re-opened as it was prior to the construction. They have a traffic count of 1,900 cars per day-which is obviously wrong. In the meantime, if the Council wants to, the Mayor can contact the State Senator and State Representative for assistance. And, the Council can pass a new ordinance declaring that no left turn lanes or deceleration lanes may be constructed on any street in the Historic Section of the City, to include the area of the Moore Street and Emory Street intersection.
The Cousins Center-In February the Cousins Center directed a letter to Covington and Oxford regarding regulatory administration of the property which is partially in Covington and Oxford. Stu Tabor, Chairman of the Cousins Center, who told the Mayor he has since resigned from that position, wrote the letter. The Mayor asked Mr. Tabor about the letter and he suggested the Mayor talk with others at the Cousins Center. The Mayor has made some preliminary inquires and is not yet prepared to make a recommendation to the Council. The Mayor is considering referring this to the Oxford Planning Commission for their input.
May 19th Work Session-The Electric Authority of Georgia will do a presentation at the May work session on the Plant Vogtle Agreement. (Vote @ June 2nd meeting)
Treadwell Tamplin & Company- Auditing firm will give a financial report at the June 16th work session.
Squirrels-There will be no permits issued to shoot squirrels in the city. (Code Section 31-205)
Qualified Local Government The Georgia Department of Community Affairs announced that the Short Term Work Program has been approved and the city has resumed its status as a Qualified Local Government (QLG) through February 28, 2013.
FINANCE
Liability Insurance
A motion was made by Holt, seconded by Oliver to renew the property and liability insurance with the Georgia Municipal Association Georgia Interlocal Risk Management Agency for the year May 1, 2008-May 1, 2009 at an annual cost of $69,060.00. The Council vote unanimous.
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 4
Finance continued:
Municipal Code Corporation MCCI
A motion was made by Holt, seconded by Davis to enter into an agreement with Municipal Code Corporation MCCI to purchase Laserfiche software for digital record archiving. The total cost is $11,339.00 which includes the software, first year support, installation, and training. The Council vote unanimous. Annual cost of support after the first year will be $1,829.00.
Attachment A
Server and Scanner
A motion was made by Holt, seconded by Windham to approve $4,000.00 for the purchase of a server and scanner compatible for MCCI software. The motion was seconded by Windham. After a brief discussion and recommendation of Webmaster, Michael Dale, Holt amended the motion to approve an amount not to exceed $5,000.00 for the purchase of a server and scanner. The amended motion was seconded by Windham. The Council vote unanimous.
Municipal Electric Authority 2007 Year-End Settlement
A motion was made by Holt, seconded by Oliver to authorize Mayor Roseberry and Councilman Smith to execute the 2007 Year-End Settlement Election Form with MEAG to credit the MEAG power monthly bill. The 2007 settlement totals $49,919.00. The Council vote unanimous.
CEMETERY
Ordinance Amendment
Council member Patterson gave the first reading of proposed changes to Code of Ordinance Chapter 24: Municipal Cemeteries in the following particulars:
Article I. Cemeteries 24-102 Eligibility to Purchase Burial Rights
Burial rights in Oxford Cemetery lots shall be for sale to qualified person or persons who are residents of the City, or those persons who are buying lots for the burial of a City of Oxford resident, or previous residents, or as may be approved under certain circumstances by the Mayor and Council of the City of Oxford.
Article I. Cemeteries 24-103 Sale of Burial Rights
Burial rights in any lots or fractional part thereof shall be sold by the City to proper persons for cemetery purposes, as before set out, at prices ranging from seven hundred fifty dollars ($750.00) per grave lot: one-third (1.3)-two hundred fifty dollars ($250.00) to the City and two-thirds (@/3) – five hundred dollars ($500.00) for maintenance fees to the Oxford Historical Cemetery Foundation.
There shall be a limit of one (1) four-grave site parcel allowed to each family. This dictates that no single family will be allowed to purchase burial rights to more than four (4) grave sites. Upon an appeal to the Mayor and Council for additional grave sites, special exception to this regulation can be made when approved by vote of the majority of said Mayor and Council.
Article I. Cemeteries 24-104 Conveyance of Burial Rights
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 5
Cemetery continued:
The City shall issue an indenture conveying said burial rights when sold, which indenture shall be executed by the Mayor of the City of Oxford and the affixing of the City seal thereto and attested to by the City Clerk.
Article I. Cemeteries 24-105 Proceeds of Burial Rights Sales
The one-third (1/3) of proceeds of sales of burial rights in the cemetery (eliminate ‘hereafter this date’) shall constitute a fund to be held in a separate account of the City of Oxford, designated the Cemetery Fund, which fund shall be used only for cemetery purposes and held apart from the General Fund.
Article I. Cemeteries 24-107 Rules and Regulations
2. Monuments, markers and tombs must be of first quality granite, marble or other natural stone suitable for outside memorials. They must be set in accordance with the trade standard and the workmanship must be first class. A permanent marker shall be place on grave site within thirty days after burial.
Ellen’s Garden
J.P. Godfrey informed the Mayor and Council that he had obtained prices for a bronze plaque to be placed in the northern portion of the Oxford Historical Cemetery honoring the deceased African-Americans, and particularly those with unmarked graves. Suggestion was made to continue discussion at the May work session as to the type material and size of the marker as well as the appropriate wording to be placed on the plaque.
STREETS
Mitchell Street Survey
Council member Davis informed the members that Knight Surveying has completed the survey and placed pins along the eastern side of Mitchell Street.
BUILDINGS
Bids for Pit Covers for the maintenance Facility Bay
Action Metal Fabricators $1,907.83
A&D Fabrication, Inc. 2,890.00
Hopi Contracting, Inc. 1,724.00
A motion was made by Smith, seconded by Windham to accept the bid of Hopi Contracting, Inc. in the amount of $1,724.00 for materials and labor to fabricate and install aluminum diamond plate covers for the oil change pit in the maintenance facility. The Council vote unanimous.
Use of Community Center
Windham announced that adoption of guidelines for the use of the Oxford Community Center Building would be tabled for further discussion.
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 6
UTILITIES
Bids to repair left step and paint the 1972 Bucket Truck
Ellis Collision $2,000.00
Stacey Taylor 2,500.00
Triple A Body Shop 3,500.00
A motion was made by Windham, seconded by Oliver to accept the bid of Ellis Collision in the amount of $2,000.00 to repair and paint the 1972 bucket truck. The Council vote five (5) yes, with Smith casting one (1) no vote. The motion carried.
FIRE DEPARTMENT
Standard Operating Procedures-Personal Vehicle Operations
A motion was made by Windham, seconded by Holt to adopt new Standard Operating Procedures-Personal Vehicle Operations with changes to read that: only the Fire Chief and the two (2) Captains will be allowed to use lights and sirens on personal vehicles. After a brief discussion, the motion was withdrawn until the final draft of the policy has been written and the City Attorney has reviewed.
ANNOUNCEMENT
Former Mayor and Dean of Oxford College William Murdy will be recognized as a distinguished Emeritus Professor at Emory University on Tuesday, May 6th.
INVOICES
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
City of Covington |
Reimbursement-Stokes Construction Co. invoice for 2 days CSX flagger @ $712.67 per day |
$1,425.34 |
|
Hightower Consulting Engineers |
February consulting fee $4,397.30 (water/sewer) 585.05 (general) |
4,982.35 (paid) |
|
Hightower Consulting Engineers |
March consulting fee $ 498.00 (general) 5,901.82(water/sewer) |
6,399.82 |
|
Key Realty Company |
Survey of four (4) properties |
1,000.00 (paid) |
|
Strickland & Strickland, LLP |
April Attorney fee |
3,718.50 |
A motion was made by Oliver, seconded by Smith for approval. The Council vote unanimous.
MAYOR &. COUNCIL
MAY 5, 2008
PAGE 7
Invoices also reviewed:
Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
N.C. Bd. Of Commissioners |
March Landfill Fees |
$1,158.96 |
|
N.C. Bd. Of Commissioners |
March Wholesale Water |
8,112.00 |
|
U.S. Dept. of Energy |
March SEPA Power |
2,877.38 |
There being no further business, or discussion, the meeting was adjourned at 9:23 p.m.
Respectfully submitted,
Carol A. Poole
City Clerk, CMC
Attachment A: Municipal Code Corporation MCCI agreement