OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, NOVEMBER 3, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for November 3, 2008
Approval of the Minutes of the October 6, 2008 Mayor and Council Meeting
Approval of the Minutes of the Special Called Meeting of October 13, 2008
Motion to accept the September 9, 2008 Minutes of the Planning Commission
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
Presentation of the 2008 Budget Amendments
Presentation of the proposed 2009 Operating Budget
Presentation of the proposed 2009 Capital Budget
November work session date – Monday, November 17th
Georgia Department of Community Affairs Award
Reminder to Vote
GEORGE R. HOLT FINANCE
Motion to set Monday, November 17, 2008 – 6:00 p.m. for Public Hearings on the 2008 Budget Amendments and the 2009 Proposed Operating Budget
EMMA LOU PATTERSON PARKS/TREES/CEMETERY
Motion to proceed with request for proposals for the installation of benches in the George Street Park and connecting walk of paving stones for the deck behind Old Church
HOYT P. OLIVER PLANNING/STORM WATER/PERSONNEL
Motion to approve an application-Customary Home Occupation License for Toby Malcolm, Creekside Construction Office
Motion to adopt an Information Technology Usage Policy
FRANK J. DAVIS SIDEWALKS/STREETS/SOLID WASTE
Bids for the construction of a 1,190 ft. x 5ft. x 4” sidewalk to be installed on Mitchell Street:
Southeastern Grading and Hauling $52,355.25
Jeff Sullivan Concrete Services 25,675.00
Maddox Development Inc. 22,662.50
MHB Paving, Inc. 22,363.50
Foskey Builders, Inc. 19,000.00
Motion to continue the use of temporary hire through November
Update of installation of island at the intersection of Haygood Avenue and Pierce Street
Page 2
COMMITTEE REPORTS
TERRY A. SMITH UTILITIES/PUBLIC WORKS
Motion to adopt a Resolution to approve amendments to the Service Delivery Strategy Agreement as presented by the Newton County Board of Commissioners
Motion to execute the MEAG Marketing Services Subscription for 2009- $7,130.00
Election for Off-System Energy Sales Margins for the Power Supply Year 2009
JAMES H. WINDHAM BUILDINGS/GROUNDS/PUBLIC SAFETY
Motion to retract the motion of October 6, 2008 to contract with Patterson Janitorial Services
Motion to continue Janitorial Services with Wagner Janitorial Services
INVOICE OVER 1,000.00
NOVEMBER, 2008
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Patrick Feed & Seed |
Uniform Expense |
$1,018.00 |
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Woco Pep Oil Company |
Gasoline Expense-October |
3,214.34 |
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Jet Utility Services |
Repair altitude valve on water tower |
1,600.00 |
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Monroe Tree Work, Inc. |
Removal of trees on power lines-Moore & Asbury |
2,050.00 |
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Tuccco Concrete Company |
Concrete addition to West Clark Street headwall project |
753.51 |
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D&J Trenching Service |
Repair of vault collapse at Haygood Master Meter (County to reimburse) |
7,410.00 |
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Uniforms 911 |
Police Uniform |
1,059.99 |
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Associated Staffing Services |
Temporary Hire |
1,443.60 |
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Routine Monthly Bills Paid
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VENDOR |
DESCRIPTION |
AMOUNT |
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AT&T |
Communication Expense |
$1,378.76 |
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N.C. Board of Commissioners |
Wholesale Water-September |
5,794.00 |
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U.S. Department of Energy |
SEPA Power-September |
3,442.87 |
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City of Covington |
Sewer Treatment Fees-3rd Quarter |
5,046.75 |
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United Health Care of Ga |
Employee Health-Nov |
6,357.72 |
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Approved Contracts/Agreements
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VENDOR |
DESCRIPTION |
AMOUNT |
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Treadwell Tamplin & Co. |
DCA Report |
$1,000.00 |
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D&J Trenching Services |
West Clark Street headwall 07/07/08 21,200.00 |
20,700.00 |
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N.C. W/S Authority |
Sewer Bond Payment |
30,655.00 |
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OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, OCTOBER 6, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for October 6, 2008
Approval of the Minutes of the September 8, 2008 Mayor and Council Meeting
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Executive Session-Personnel
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
Update Moore Street Project
October Work Session Dates
Christmas Tree Recycle Program
Update Trail Access
Discussion of Police Vehicle Replacement
GEORGE R. HOLT FINANCE
EMMA LOU PATTERSON PARKS/TREES/CEMETERY
HOYT P. OLIVER PLANNING/STORM WATER/PERSONNEL
Motion to approve the schematic design and site plan for the new municipal building from Carter-Watkins Associates Architects, Inc.
Motion to approve an application- Occupational Tax License Stories Coffeehouse, Victory Tabernacle, Old Rock Store
Motion to approve an application-Occupational Tax License Ellis’s Window Cleaning, 302 Cindy Court
Motion to adopt revisions to job descriptions “Deputy Clerk” and “Assistant Deputy Clerk”
Motion for an Executive Session to discuss personnel
FRANK J. DAVIS SIDEWALKS/STREETS/SOLID WASTE
Bids for the construction of a 1,190 ft. x 5ft x4” sidewalk to be installed on Mitchell Street
TERRY A. SMITH UTILITIES/PUBLIC WORKS
Motion to adopt the amended Service Delivery Agreement
JAMES H. WINDHAM BUILDINGS/GROUNDS/PUBLIC SAFETY
Recommendation to contract for janitorial services
Motion to approve modifications to the Community Center Guidelines with a condition that the City Attorney prepare the legal wording for the waiver section.
Motion to authorize the Police Committee and Police Chief to proceed with hire of police officer with pay grade level of 13.
INVOICE OVER 1,000.00
OCTOBER, 2008
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
HD Supply Utilities |
Electrical Supplies |
$1,388.82 |
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Woco Pep Oil Company |
Gasoline Purchase-August |
6,358.93 |
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Yancey Brothers |
Backhoe Repair |
2,029.00 |
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Hightower Engineers |
Engineering Fees-August |
1,890.68 |
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Consolidated Pipe |
Water Supplies |
1,946.00 |
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Sensus Metering Systems |
Water Meters |
2,650.47 |
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Santech Products Inc. |
Mosquito Spray |
1,540.97 |
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Strickland & Strickland |
Attorney Fee - Sept |
574.75 |
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Routine Monthly Bills Paid
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VENDOR |
DESCRIPTION |
AMOUNT |
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GMEBS/Trust Fund |
Employee Retirement-October |
$5,559.59 |
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N.C. Cornish Creek |
Wholesale Water-August |
16,139.00 |
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N.C. Board Commissioners |
Landfill Fees-August |
1,257.67 |
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N.C. Water & Sewer Authority |
Sewer Treatment Fees-Sept |
8,042.19 |
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U.S. Department of Energy |
SEPA Power-August |
4,710.80 |
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MEAG Power |
Wholesale Power -August |
103,333.26 |
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United Health Care of Ga |
Employee Health Ins-Oct |
6,357.72 |
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Approved Contracts/Agreements
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VENDOR |
DESCRIPTION |
AMOUNT |
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Steven A. Hathorn |
Municipal Court Judge 3rd Quarter |
$1,250.00 |
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Monroe Tree Works |
Removal of 2 trees |
2,250.00 |
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Reed & Shows Meter Repair |
Large Water Meters R/M |
3,288.43 |
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Northeast Ga RDC |
Comprehensive Plan update |
2,717.64 (final) |
OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, AUGUST 4, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for August 4, 2008
Approval of the Minutes of the July 7, 2008 Mayor and Council Meeting
Approval to accept the Minutes of the June 17, 2008 of the Planning Commission
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Executive Session – Personnel/ Real Estate
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
Snapping Shoals EMC Common Pole Use Agreement
Request for Proposals for Janitorial Services
Moore Street widening project
1st reading amendments to Chapter 11: Traffic Control, Section 11-103 Through Trucks
Employment of Grant Writer-Review of Ordinances
Acceptance of credit cards for payment of utility bills
George Street Easement
Reminder: The September regular session will be changed to Monday, September 8th due to the Labor Day Holiday
Bids for removal of two (2) trees:
Monroe Tree Works, Inc. $2,250.00
North American Tree Service 2,350.00
Safeco Tree Service 2,600.00
GEORGE R. HOLT FINANCE
EMMA LOU PATTERSON PARKS/TREES/CEMETERY
Report on Ellen’s Garden Ceremony – Saturday, July 26, 2008
HOYT P. OLIVER PLANNING/STORM WATER/PERSONNEL
Update to the Multijurisdictional Solid Waste Management Plan
FRANK J. DAVIS SIDEWALKS/STREETS/SOLID WASTE
2nd reading and motion to adopt proposed amendments to Code of Ordinance Section 11-108, Designated Stop Streets
TERRY A. SMITH UTILITIES/PUBLIC WORKS
Motion to approve the cost of Reed and Shows Large Meter Repair, as discussed at the July work session, for the testing, calibration, and possible repair (s) of ten (10) large meters
JAMES H. WINDHAM BUILDINGS/GROUNDS/PUBLIC SAFETY
1st reading of proposed ordinance to amend Chapter 11: Traffic Control
Motion to adopt a Release form to allow for the sale of locally grown produce on the city’s green space located on Emory Street
Motion for executive session to discuss personnel
New City Hall Building- Architectural meeting report
INVOICE OVER 1,000.00
AUGUST, 2008
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Dawg |
Safety Rider Speed Humps |
$3,534.00 |
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Woco Pep Oil Company |
Gasoline Purchase-July |
7,450.65 |
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Clark Miller |
Reimbursement Chiefs Conference - $639.67 to be reimbursed to the city |
1,004.94
Net: 365.27 |
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Strickland & Strickland |
Attorney Fee- July |
5,117.75 |
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Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
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GMEBS/Retirement Trust |
Employees retirement-July |
5,559.59 |
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N.C. Bd. of Commissioners |
Wholesale Water-June |
6,542.00 |
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N.C. Bd. of Commissioners |
Landfill Fees-June |
1,265.88 |
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N.C. W&S Authority |
Sewer Treatment Fees-July-7,096.05 Printing- Consumer Confidence Reports-414.00 |
7,510.05 |
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United Healthcare of Ga |
Employee health ins.-Aug |
6,867.68 |
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U.S. Dept of Energy |
SEPA power-July |
3,961.11 |
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City of Covington |
Sewer Treatment Fees 2nd Q |
5,320.03 |
Approved Contracts/Agreements
|
VENDOR |
DESCRIPTION |
AMOUNT |
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Tiffany Jones Ellenberg |
Court Solicitor Apr-Jul |
1,500.00 |
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Treadwell Tamplin & Co. |
2007 Financial Report |
5,000.00 |
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Utility Service Co., Inc. |
Water Tower Quarterly R/M |
2,053.18 |
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Barbara Dingler |
662 tax bills @ $2.50 each |
1,655.00 |
OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, SEPTEMBER 8, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for September 8, 2008
Approval of the Minutes of the August 4, 2008 Mayor and Council Meeting
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
Report-The 2008 Community Development Block Grant application unfunded (142 applications requesting 68 million dollars with only 32 million dollars available)
Report-Moore Street easement
Bids for Janitorial Services
Contract for Engineering Services
September Work Session Date
GEORGE R. HOLT FINANCE
EMMA LOU PATTERSON PARKS/TREES/CEMETERY
HOYT P. OLIVER PLANNING/STORM WATER/PERSONNEL
Motion to approve the Multijurisdictional Solid Waste Management Plan
Motion to enter into a contract with Sue Dale to research available grant funds and prepare application for submission
Motion to approve the developmental permit for the playing field at the old Cousins Middle School
Application- Occupational Tax License Stories Coffeehouse, Victory Tabernacle, Old Rock Store
Application-Occupational Tax License Helen’s Kiddie Kollege, 107 Longstreet Circle
FRANK J. DAVIS SIDEWALKS/STREETS/SOLID WASTE
TERRY A. SMITH UTILITIES/PUBLIC WORKS
Motion to designate MEAG as the agent to nominate and acquire any combination of resources to optimize the Supplemental Power Supply Requirements
Motion to adopt the amended Service Delivery Agreement
JAMES H. WINDHAM BUILDINGS/GROUNDS/PUBLIC SAFETY
2nd reading and motion to adopt an ordinance to amend Chapter 11: Traffic Control
Motion to request bids for the construction of a 1,190 ft. x 5ft x4” sidewalk to be installed on Mitchell Street
Motion to allow the use of the community center as defined in the rental agreement
INVOICE OVER 1,000.00
SEPTEMBER, 2008
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
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Altec |
R/M line truck |
$1,066.83 |
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Associated Staffing |
Temporary hiring service |
1,254.13 |
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Hall’s Trenching |
Contract Labor-Emory Street waterline break |
1,200.00 |
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Hopi Contracting |
Metal safety covers for oil pit |
1,724.00 |
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Strickland & Strickland |
Attorney Fees-August |
2,973.50 |
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Woco Pep Oil Company |
Gasoline purchase-August |
7,450.65 |
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Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
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Georgia Municipal Association GMEBS |
Retirement Fund-Sept |
$5,559.59 |
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N.C. Cornish Creek |
Wholesale water-August |
12,651.00 |
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N.C. Board Commissioners |
Sewer Treatment Fees-August |
8,042.19 |
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N.C. Board Commissioners |
Landfill Fees-August |
1,376.10 |
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United Health Care of Ga |
Employee Health Ins-Sept |
6,867.68 |
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U.S. Department of Energy |
SEPA Power-July |
4,995.07 |
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Approved Contracts/Agreements
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VENDOR |
DESCRIPTION |
AMOUNT |
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OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, JUNE 2, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for June 2, 2008
Approval of the Minutes of the May 5, 2008 Mayor and Council Meeting
Motion to accept the May 13, 2008 Minutes of the Planning Commission
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Executive Session - Personnel
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
GEORGE R. HOLT FINANCE
Motion to accept Computer Software Innovation’s (CSI) 07/28/2008-07/27/2009 renewal contract for annual software support at a cost of $10,714.20
Motion to proceed with printing and mailing of Volume 1, Issue 1 Oxford Community News
Motion to place a ½ page ad in the 2008-2009 Newton-Rockdale Newcomer’s Guide at a cost of $410.00
Recommendation to advertise the 5 year history and proposed 2008 millage rate to remain the same as 2007-millage rate to be adopted at the July meeting
EMMA LOU PATTERSON PARKS/TREES/CEMETERY
Motion for the 2nd reading and adoption of proposed changes to Code of Ordinance Chapter 24: Municipal Cemeteries
Motion to proceed with purchase of a plaque to be placed near Ellen’s Garden in the Northeastern section of the Oxford Historical Cemetery
HOYT P. OLIVER PLANNING/STORM WATER/PERSONNEL
Motion to accept the Planning Commission’s recommendation to contract with Carter-Watkins Associates Architects, Inc. in the amount of $56,500.00 to perform the work as specified in the request for proposals for the new city hall building
Recommendation for 2008 Citizen of the Year Award
Application for a customary home occupation license from T-N-T Snack Hut (Tori Wiley, 137 Longstreet Circle)
FRANK J. DAVIS SIDEWALKS/STREETS/SOLID WASTE
Application for a development permit from Oxford College for Landscaping Permit on city right of way of Haygood Avenue and Hamill Street
Request from Oxford College for a 4 way stop sign at Pierce, Haygood, and Whatcoat Streets
Request from Oxford College for an extension of conditional use for 711 Emory Street for 3 years
TERRY A. SMITH UTILITIES/PUBLIC WORKS
Resolution to enter into an agreement with the Municipal Electric Authority of Georgia for Plant Vogtle additional units Non-PPA power sales
JAMES H. WINDHAM BUILDINGS/GROUNDS/PUBLIC SAFETY
Fire Department Standard Operating Procedures-Personal Vehicle Operations
Motion for an Executive Session to discuss personnel
Announcement of resignation of Tiffany Jones Ellenberg – Court Solicitor
Motion to fill the vacant position of police officer
INVOICE OVER 1,000.00
JUNE 2008
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
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Hightower Consulting Engineers |
W/S Consulting-April |
$1,689.70 |
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Strickland & Strickland |
Attorney Fees-April |
3,718.50 |
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Dawg |
Speed hump for W. Clark St |
1,987.60 |
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Monroe Tree Work |
Removal of 2 dead trees |
3,000.00 |
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Woco Pep Oil Company |
Gasoline Purchase-April |
3,338.74 |
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Woco Pep Oil Company |
Gasoline Purchase-May |
7,103.06 |
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Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
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GMEBS/Trust Fund |
Retirement Fund-May |
$5,559.59 |
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N.C. Bd. Of Commissioners |
Wholesale Water Cost-April |
9,430.00 |
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N.C. Bd. Of Commissioners |
Landfill Fees-April |
1,583.01 |
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N.C. W/S Authority |
Sewer Treatment Fees-April |
7,096.05 |
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U.S. Dept of Energy |
SEPA Power-April |
2,936.27 |
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United Health Care of Ga |
Employee Health Ins.-June |
6,867.68 |
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Georgia Municipal Association |
2008-2009 Membership Dues |
1,384.08 |
Approved Contract
|
VENDOR |
DESCRIPTION |
AMOUNT |
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Treadwell, Tamplin & Co. |
2007 Interim Audit bill |
$6,000.00 |
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Tiffany Ellenberg |
Court Solicitor 1st Quarter |
1,125.00 |
OXFORD MAYOR AND COUNCIL REGULAR SESSION
MONDAY, APRIL 7, 2008 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, GEORGIA
A G E N D A
Call to order
Invocation
Pledge of Allegiance
Approval of the Agenda for April 7, 2008
Approval of the Minutes of the March 3, 2008 Mayor and Council Meeting
Motion to accept the February 19, 2008 Minutes of the Planning Commission
Tyler Perry Studios
Planning Commission recommendations/petitions
Citizen concerns
Old Business-Report to Council on items pending from prior meetings
Committee reports
Invoice approval
Executive Session – Land Acquisition
Adjourn
COMMITTEE REPORTS
JERRY ROSEBERRY MAYOR
Lauran Willis: Municipal Code Corporation MCCI bid for digital record archiving
Review of agenda items for April work session
Discussion of laptop computer for Supervisor Jody Reid
Bids for painting the 1972 Bucket Truck
Ellis Collision $2,000.00
Stacy Taylor 2,500.00
Motion to contract with Over & Under General Constructors, Inc. to install underground utility services to O