MEMBERS PRESENT: Mayor Jerry
D. Roseberry; Councilmembers: Jeff Wearing, George Holt, Jim Windham, Sarah
Davis and Mike Ready. Staff Members Present: City Manager Matt Pepper, Deputy
City Clerk Stacey Mullen, Utilities Superintendent Jody Reid, Chief Dave
OTHERS PRESENT: Linda Allen, Molly McGehee, Laurie
& Art Vinson, Erik Oliver, David Eady, Dave Huber, Dana Payne, Melissa Madden,
James & Adrienne Waddey, Cheryl Ready, Robert Bayliss, Laura Gafnea of
Oxford College, and Lynn Branham Bohanan.
The meeting was called to order by Mayor Jerry D.
Agenda Attachment A
1. Mayor’s Announcement
The Mayor began the meeting by announcing he spent some
time at Piedmont Newton over the weekend due to complications with an Atrial
Fibrillation (AFib). He noted that the AFib
is under control and he is doing much better.
Mayor Roseberry congratulated the Police Department on a job well done
regarding a felony arrest conducted by Officer Caleb Jackson. The arrest involved two suspects who Officer
Jackson attempted to stop for suspended registration on Emory Street. The suspects failed to stop, ensuing a chase
into Covington (Hwy 278), at which point Georgia State Patrol assisted in their
capture, just before reaching Interstate 20.
The suspects were found to be in possession of several gift cards, as
well as firearms and fraudulent identification cards. The Mayor thanked Officer Jackson for his
professionalism during the ordeal.
2. Little Library Attachment B
Molly McGehee (406 Emory St), spoke to Council regarding
a proposal to install a Little Free Library at Asbury Street Park. The Little Free Library is a non-profit
organization that has been around for approximately 14 years. There are 90,000 registered Little Free
Libraries around the world. The basic
principle of the Library is to promote literacy. You can take a book from its collection,
leave a book, or do both. Ms. McGehee
expressed she and her husband, Daniel Parsons (Organic Farmer for Oxford
College), would like to construct the library- covering all costs- including building
materials, replenishing books, its sustainability and maintenance. Ms. McGehee said they would also incur the
$39 registration fee. The registration
fee comes with a plaque, and an online registration, which offers map details
to locate libraries in the area. Due to
the Little Library’s success and minimal costs, Councilmember Windham suggested
that the city consider installing more than one within the city. Councilmember Mike Ready asked Ms. McGehee what
she and her husband’s vision was for the Library. Ms. McGehee said she hadn’t
given much thought to the design, other than a basic construction. She did mention that there were several
designs available and that a kit could be purchased for $200-300 to design the
Library but it would be more cost effective to construct one. This matter will be moved to the October
Regular Session for approval.
3. Moore Street Sidewalk Project Attachment
Matt Pepper presented the Council with the list of
bidders for the Moore Street Sidewalk Project.
Of the seven bids that were received, HCS Services was the apparent low
bidder at $228,835.75; approximately $6,000 over the budgeted amount for the
project. HCS Services is the company
that constructed the Asbury Street Park, as well as the completion of some
trails and drainage work for the city.
The second bidder was Ryde Grading, whose bid was about $40,000 more
than HCS Services. Jordan Engineering
recommended accepting the bid from HCS Services. Councilmember Windham questioned whether the
contract for the Moore Street Sidewalk Project would be done by the city or
Jordan Engineering. Matt Pepper responded that the contract is usually done
jointly. Councilmember Windham questioned
whether it would be a turn-key project, due to a concern of potential add-on
charges for miscellaneous items outside of the contract. Councilmember Ready questioned how retainage
would be addressed in the contract.
Councilmember Windham said it is usually spelled out in the contract how
it will be handled. This matter will be
on moved to the October Regular Session for approval.
4. Residential Parking Discussion Attachment
Chief Harvey discussed the many complaints and concerns he’s
received from citizens about the high volume of vehicles in the front and back
yards on residential premises. During his investigation of the matter, he
witnessed a house that had at least 11 vehicles on the property at one
time. His assumption was that the
location was being used as a parking lot during work hours, as the vehicles
were not on-site in the evenings. He
also observed residential lots in the same neighborhood that possessed 4-6 cars
that belonged to residents who occupy the homes. Chief Harvey observed this trend more often
in the Oxford Square subdivision and most recently on Longstreet Circle. To address these matters, he researched other
cities’ policies and presented Council with options to consider for adoption.
The Mayor advised that the city’s main objective is to
prevent the appearance of junk yards and used car lots. This matter will be further discussed at the
scheduled October work session.
5. Amendment to Section 34-26-Vehicle Gross Weight
Chief Harvey discussed an amendment of the city ordinance
which prohibits through vehicles with weight in excess of 10,000 pounds. The amendment is due to an ongoing issue with
residents who require use of such vehicles for financial stability. Chief Harvey advised that there were
residents that were cited, who had been parking vehicles such as a tree service
truck (bucket truck), an 18-wheeler and a dump truck on their residential lot for
numerous (up to 30) years. Chief Harvey
is requesting an amendment to provide a waiver from the requirements of this
provision with subject to review and approval.
Melissa Madden (103 Emory Way) expressed to Council (on behalf of her
husband, Christopher) that requirements of this ordinance has caused a
financial strain, having to relocate their service truck. She asked that Council take this matter into
consideration. Mayor Roseberry advised the matter would require further
discussion and will be scheduled for the October work session.
6. Shared Active Transportation Devices Discussion
Council discussed the use of shared active transportation
devices (e.g. e-scooters) within the city limits.
Matt Pepper spoke about a trend where some cities allow private
companies to provide motorized transportation, controlled by an app on your
mobile phone. The concept is to pay a fee
and be able to select an available motorized device (bicycle/scooter) and ride
it to a location within the boundaries. Users have the convenience of leaving the
motorized device at roadside (right-of-way) without having to return it to its
original location. Matt Pepper advised that a lot of cities have been challenged
with how to provide a safe environment for these devices to operate. He provided Council with ordinances from Smyrna
& Marietta, that have regulated these devices, as recommendations for Council,
should the city be faced with these issues in the future. Mayor Roseberry asked if any cities had
banned the use of said devices and Matt Pepper replied Smyrna, Marietta and
Lilburn. Mayor Roseberry expressed that
these devices could be dangerous to pedestrians and that Council will need to
further review the matter to develop an ordinance. This matter will be scheduled for a future
7. Small Cell Technology Model Ordinance
presented Council with a model ordinance which would regulate the placement of small
wireless facilities in the public rights-of -way for the City of Oxford. He explained that the State of Georgia passed
Senate bill 66 to address the challenges of the large telecom and cable
companies on properly deploying such technology within cities. GMA, along with ECG, has been developing a
model ordinance for cities to adopt to help regulate the deployment,
installation and construction of such devices within the city’s rights-of-way. Matt Pepper advised that the model ordinance
details guidelines such as the permitting process, the renewal, removal, and
relocation of the devices, as well as the basic aesthetic standards like,
restrictions on the placement in historic districts. He also advised that this was an across-
the-board ordinance that cities were adopting, which would give the City of
Oxford more authority on what happens within the city. The Mayor requested the model ordinance be
sent to the City Attorney for review.
The matter will be moved to the regular session meeting in October.
8. Planning Commission Attachment H
Matt Pepper discussed the Council’s plan of codifying an
attendance requirement for members of the Planning Commission, as well as
updating the city’s code of ethics for employees, and appointed and elected
officials for the City of Oxford. As an overview, Matt Pepper spoke about the
Council’s previous discussion on requiring each Planning Commission member to
attend at least 2/3 of the meetings in a calendar year. And if they are unable
to do so, they would be subject to removal by the Mayor and Council. He further detailed, as far as a proposed
amendment to the city’s ethics code, it would essentially change from “public
officials”, to “all elected and appointed officials, and employees are subject
to these ethics’ codes of conduct.” The amendment would also include an
all-encompassing clause. The Mayor
questioned if the Planning Commission had any recommendation in regard to
attendance or quorum. Matt Pepper
advised that, per his discussion with Planning Commission members, they would
be in favor of the requirement, but some members would prefer changing the
attendance to 3/4 of the meetings in a calendar year, with no response
regarding the quorum. Mayor Roseberry had concerns that limited attendance
would prevent the Planning Commission from conducting business, like the
approval of development permits. His
recommendation would be to reduce the quorum requirement or increase its
members. This matter will be scheduled
for approval on the regular session in October.
9. Retirement Plan Attachment I
Mayor Roseberry discussed the adoption of the restated
pension plan that Georgia Municipal Employees Benefit System (GMEBS) requires
its member employers to adopt, as mandated by the IRS. The amendment, which was
made to the master plan, was reviewed by the City Attorney, as well as the
Mayor and Councilmember Holt and there were no objections to its adoption. The Mayor did insist that other members of
the Council read over the documents.
This matter will be moved to the October regular session for a vote.
10. Water Fountains and Pet Sanitation Stations
Councilmember Windham gave his recommendation for the
installation of water fountains and pet sanitation stations in locations within
the city. His ideal locations would be
on Watson Street and the trail, Old Church and the trail, George Street Park
and the trail, Moore Street and the trail, then in between, have pet sanitation
stations at E. Soule Street, and Clark street and the trail. Councilmember Windham also advised that he
discussed the matter with Jody Reid and there were no objections in getting the
project completed. He further explained
that he would prefer to research cost to get the project completed at a lower
cost than those installed at Asbury Street Park. Jody Reid advised that the
project would not require contracting, providing there was no boring required
for the placement of the water fountains.
Councilmember Wearing suggested verifying that the city ordinance
requires pet owners to clean up any pet waste.
Mayor Roseberry advised that the matter will be moved to the October
regular session for a vote, providing the pricing for the project has been
11. 107 W. Clark Street Renovation Project
Councilmember Wearing reported the progress on the
Yarbrough House Renovation. He explained
that there was a meeting with the architects, which they are waiting for a
response on the plans. Councilmember
Wearing is hopeful that he will have an update by the October regular session.
This matter will be placed on the regular session meeting for October.
The Regular Session meeting was adjourned at 6:43 pm.
A motion was made by Windham-seconded- Wearing, to
enter into executive session at 6:52 pm.
Motion unanimous 6/0.
Council discussed personnel matters regarding the vacancy
of the city clerk position.
Motion was made by Windham- seconded- Wearing to
leave the executive session at 7:10pm. Motion unanimous 6/0.
Motion was made by Windham- seconded- Wearing, to
adjourn the meeting at 7:10pm. Motion
Deputy City Clerk