OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, SEPTEMBER 8, 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; TERRY A. SMITH; AND JAMES H. WINDHAM
ABSENT: FRANK J. DAVIS
OTHERS PRESENT: DAVID STRICKLAND, CITY ATTORNEY; JEFF AND JANICE WEARING; JESSICA CRUTCHFILED; ANDERSON WRIGHT; MICHAEL DALE; SUE DALE; VIVIAN HARRIS; ERIK OLIVER; LATRELLE OLIVER; DR. L.M. WILLSON; CLAUDE SITTON; MICHELLE KIM, STAFFWRITER FOR THE COVINGTON NEWS; AND MICHELLE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN
The September meeting was changed from September 1, 2008 to September 8, 2008 due to the Labor Day Holiday.
The meeting was called to order by the Honorable Jerry D. Roseberry, Mayor, and invocation given by Councilman Hoyt Oliver.
A motion was made by Oliver, seconded by Windham to approve the Agenda for the September 8, 2008 meeting. The Council vote unanimous.
A motion was made by Smith, seconded by Patterson to approve the Minutes of the August 4, 2008 Mayor and Council Meeting. The Council vote unanimous.
PLANNING COMMISSION RECOMMENDATIONS/PETITIONS
Erik Oliver, Secretary reported that the Planning Commission did not have a quorum at the August meeting. No business was conducted.
Reminder: Architects from Carter-Watkins will be presenting the draft floor plans and elevation drawings for the new municipal building at tomorrow nights Planning Commission meeting.
Newton County Recreation Department Project
Councilman Oliver informed the members that Denny Dobbs came before the Planning Commission with plans from the Newton County Recreation Department for the development of a playing field, concessions, restrooms, parking, and bleachers to be located on the Old Cousins Middle School property within the city limits of Oxford. The Planning Commission has reviewed the plans and concurs that it conforms with city zoning ordinances. A motion was them made by Oliver, seconded by Patterson, to approve the developmental permit from Newton County Recreation Department. The Council vote unanimous.
Claude Sitton asked who would be responsible for the policing of the development and responsibility for any liabilities.
Erik Oliver stated that the property is privately owned and leased out to the recreation department. Oliver further stated that property is located within the Oxford Police jurisdiction.
MAYOR &. COUNCIL
SEPTEMBER 8, 2008
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OLD BUSINESS
Moore Street Easement
Roseberry informed the Council that efforts are underway to acquire an easement from Curtis Jackson so the city can proceed with the widening of Moore Street.
CITIZEN PARTICIPATION
Jessica Wearing Crutchfield
Ms. Crutchfield informed the Council that she had spoken with Erik Oliver and has approval from Oxford College to use the walking trail along college property area on Saturday, October 25th for a benefit run/walk to assist in their adoption efforts. The run/walk will begin at her parents house (Jeff and Janice Wearing) located at 905 Wesley Street. Crutchfield was instructed to notify the Oxford Police Department to inform them of the activities.
GENERAL
September Work Session
The September work session was set for Monday, September 22nd beginning at 6:00 p.m.
Grant Writing Contract
A motion was made by Oliver, seconded by Windham, to enter into an agreement with Sue Dale to research, write, and submit grants on behalf of the city. Dale will further assist in identifying partnerships and in-kind-fund matches. Associated fees and costs: 1. $400.00 non-refundable deposit for each initial grant search; 2. The entire $400.00 deposit is credited toward the cost of the grant proposal; 3. $40.00 per hour and the balance due on delivery of the grant proposal to the agency; and 4. If the grant proposal is unsuccessful, the grant writer will credit the city up to $1,000.00 toward the next proposal. The Mayor of Oxford or his designee(s) will work with the grant writer to develop a long-term funding plan. The contract will be reviewed annually and can be amended with consent and agreement of both parties. The Council vote unanimous. The administration of funded grants will be the responsibility of the city. Attachment A
Occupational Tax License Application-Helen Griffin Family Daycare, 107 Longstreet Circle
A motion was made by Oliver, seconded by Holt, for the approval of a Customary Home Occupation License for Helen Griffin Family Daycare, 107 Longstreet Circle, not to exceed six (6) children.
Occupational Tax License Application-Stories Coffeehouse, (Victory Tabernacle-1151 Flat Shoals Road, Conyers, Ga 30013)-location/Rock Store, West Clark Street
Stories Coffeehouse will be a non-profit organization owned and operated by Victory Tabernacle. Plans are for the proceeds to be given to both global and local charitable organizations. There is to be no food preparation on site. All will be prepackaged. Oliver moved that the application be approved on condition that the city have a statement from the Newton County Health Department for permitting. Discussion followed of parking issue. Oliver then withdrew the motion for further discussion at the September work session.
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SEPTEMBER 8, 2008
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BUILDINGS
Janitorial Services
The following bids were received for providing janitorial services to the city hall building, maintenance facility, and the community center building:
Bidder Annual Fee Insurance Certificate List 3 Customers Notes
1. A&B Cleaning Service $15,000.00 No Yes None
2. Covington Cleaning No fee bid No No No site visit
3. Covington Janitorial 14,093.04 Yes Yes Prev Service
4. Industrial Cleaning No fee bid No One No site visit
5. Patterson Janitorial 11,880.00 No Yes None
6. Tim’s Cleaning Service 14,500.00 No Two No site visit
7. Wagner Service Solutions 9,060.00 No Yes Current Service
The Council tabled action until verification of references and insurance was established.
Community Center Rental
A motion was made by Windham, seconded by Oliver, to allow use of the community center as defined in the guidelines for use. The Council vote unanimous. Windham to draft an application.
Attachment B
SANITATION
Resolution
Multi-Jurisdictional Solid Waste Management Plan (2008-2018)
A motion was made by Oliver, seconded by Smith, to adopt a resolution to approve the Multi-Jurisdictional Solid Waste Management Plan of Newton County Georgia, Cities of Covington, Mansfield, Newborn, Oxford and Porterdale, Planning Period 2008-2018. The Council vote unanimous. Attachment C
ORDINANCE-PUBLIC SAFETY
2nd Reading:
Chapter 11: Traffic Control; Section 11-103 Through Trucks
A motion was made by Windham, seconded by Oliver, to adopt amendments to Chapter 11: Traffic Control; Section 11-103 Through Trucks of the Official Code of Ordinances. The Council vote unanimous. Attachment D
STREETS
Advertisement for Bids – installation of sidewalk – Mitchell Street to East Watson
A motion was made by Windham, seconded by Patterson to advertise for bids for the installation of a sidewalk along the eastern side of Mitchell Street and ending along East Watson Street at the city’s sewer easement location. The Council vote unanimous.
MAYOR &. COUNCIL
SEPTEMBER 8, 2008
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UTILITIES/PUBLIC WORKS
Community Development Block Grant Application
The city received notification from the Georgia Department of Community Affairs (August 18, 2008) advising that the application for funding had been denied. 142 CDBG applications requested over 68 million dollars while approximately 32 million dollars were available for award. The Council will discuss future needs and application resubmission at the September work session.
Service Delivery Strategy Agreement Amendments
Adoption of amendments to the Service Delivery Strategy Agreement was tabled until official action for adoption by Newton County Board of Commissioners and the City of Covington has been taken.
Annual Subscription for Supplemental Power
A motion was made by Smith, seconded by Windham, for the executive of an agreement with the Municipal Electric Authority of Georgia and to designate MEAG as the agent to nominate and acquire any combination of resources to optimize Supplemental Power Supply Requirements. The Council vote unanimous.
INVOICES
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Altec |
Repairs & maintenance line truck |
$1,066.83 |
|
Associated Staffing |
Temporary hiring service |
1,254.13 |
|
Hall’s Trenching |
Contract Labor-Emory Street waterline break |
1,200.00 |
|
Hopi Contracting |
Metal safety covers for oil pit |
1,724.00 |
|
Strickland & Strickland |
Attorney Fees-August |
2,973.50 |
|
Woco Pep Oil Company |
Gasoline purchase-August |
7,450.65 |
Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Georgia Municipal Association GMEBS |
Retirement Fund-September |
$5,559.59 |
|
N.C. Cornish Creek |
Wholesale water-August |
12,651.00 |
|
N.C. Board of Commissioners |
Landfill Fees-August |
1,376.10 |
|
N.C. Board of Commissioners |
Sewer Treatment Fees-August |
8,042.19 |
|
United Health Care of Georgia |
Employee Health Insurance-Sept |
6,867.68 |
|
U.s. Department of Energy |
SEPA Power-July |
4,995.07 |
A motion was made by Holt, seconded by Windham, for approval. The Council vote unanimous.
The need for temporary hire will be discussed at the September work session.
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SEPTEMBER 8, 2008
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There being no further business or discussion, the meeting was adjourned at 8:30 p.m.
Respectfully submitted,
Carol A. Poole
City Clerk, CMC
Attachment A: Grant Writing Contract
Attachment B: Guidelines for the Use of the Community Center
Attachment C: Resolution-Multi-Jurisdictional Solid Waste Management Plan
Attachment D: Ordinance-Chapter 11: Traffic Control, Section 11-103 Through Trucks