December 2007

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, DECEMBER 3, 2007 - 7:30 P.M.
COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

 

MEMBERS PRESENT: WILLIAM H. MURDY, MAYOR; HOYT P. OLIVER, MAYOR PRO-TEM; GEORGE R. HOLT; AMMA L. GAITHER; TERRY A. SMITH; AND JAMES H. WINDHAM

OTHERS PRESENT: DAVID STRICKLAND, CITY ATTORNEY; JERRY ROSEBERRY-MAYOR ELECT;  CLAUDE AND EVA SITTON; JIMMY AND LOUISE HARWELL; VIRGIL AND LOUISE EADY; TOBY AND DAWN MALCOLM; FRANK AND SARAH DAVIS; JEAN OLDHAM; EMMA LOU PATTERSON; RICHARD WILLIAMS; FRANK PEAY; J.P. GODFREY; LATRELLE OLIVER; ERIK OLIVER; BERNIE HOUSTON; ANITA BOLZ; VIVIAN HARRIS; JODY REID, SUPERVISOR/UTILITIES; LAURAN WILLIS; CHUCK KNARR, OXFORD LIONS CLUB; AND MICHELE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN

The December meeting was called to order by the Honorable William H. Murdy, Mayor and invocation given by Council member Hoyt Oliver.

Pledge of Allegiance.

Election of Virgil Eady-Council Post #4
A motion was made by Oliver to resend the action of the Mayor and Council of November 12, 2007 to appoint Virgil Eady to serve the unexpired term of Jerry Roseberry, Council Post #4  and also to resend the two (2) motions Eady seconded at the November 12, 2007 Mayor and Council Meeting.  The motion was seconded by Windham.  The Council vote unanimous.

Minutes of October 1, 2007(November agenda)
A motion was made by Oliver to approve the minutes of the October 1, 2007 Mayor and Council Meeting.  The motion was seconded by Smith.  The Council vote unanimous.

Tree Removal (November agenda)
A motion was made by Windham for a motion to accept the bid from Monroe Tree Work, Inc. in the amount of $2,150.00 for the removal of two (2) large hazardous oak trees located at 1015 Emory Street.  The motion was seconded by Holt.  The Council vote unanimous.

Minutes of November 12, 2007 Mayor and Council Meeting
A motion was made by Smith, seconded by Oliver to approve the minutes of the November 12, 2007 Mayor and Council Meeting.  The Council vote unanimous.

Minutes of the November 26, 2007 Public Hearing
A motion was made by Oliver, seconded by Gaither to approve the minutes of the November 26, 2007 Public Hearing on the Budgets.  The Council vote unanimous.

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DECEMBER 3, 2007
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Minutes of the November 26, 2007 Special Called Meeting
A motion was made by Windham, seconded by Gaither for the approval of the minutes of the November 26, 2007 Special Called Meeting.  The Council vote unanimous.

2007 AMENDED BUDGET
A motion was made by Holt, seconded by Oliver to adopt a resolution amending the 2007 Operating Budget.  The Council vote unanimous. Attachment A

2008 OPERATING BUDGET
A motion was made by Smith, seconded by Windham to pass a resolution adopting the proposed 2008 Operating Budget.  The Council vote unanimous. Attachment B

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Secretary Erik Oliver reported the final public meeting for the city’s comprehensive plan update is scheduled for Tuesday, December 18th at 7:00 p.m.  Oliver also distributed a draft of short-term planning for the Council’s review and comment.

Oliver further reported  the Planning Commission discussed the location of the proposed city hall complex building, and, based upon the planning work that has been done to date, the Planning Commission unanimously recommends it be located on West Clark Street in line with the Rock Store in front of the existing building. That it be of a style of an administration building, not residential. That the building be large enough, not only to meet current needs, but anticipation for future needs also be included in the plans.

Oliver was commended  on his accomplishment for writing and submitting the grant application for the 2007 Recreational Trails Program.

Election to fill Council Post #4
Mayor Murdy stated  an election was held on November 12th, 2007 to fill the unexpired term of Jerry Roseberry.  Virgil Eady received a majority of the votes cast.  However, the election was nullified because the procedure used was by secret ballot, which is not in compliance with the charter and state laws.  A re-vote will take place using a valid procedure.  The procedures to be used in the re-vote will be as follows: The Mayor will call out the names of the four (4) candidates in alphabetical order.  Each City Councilor will cast one (1) vote for the person of their choice by raising their right hand.  The City Clerk will tabulate the votes.  The candidate receiving a majority of votes will be declared the winner and will be sworn in sometime this month.  If no candidate receives a majority, another vote will be taken with the two (2) having the most votes.  If this fails, the Mayor request that a motion be made to allow the new Mayor and Council take the matter up  early next  year.

 

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DECEMBER 3, 2007
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Election continued:

Councilman Smith asked if the Mayor was deferring the vote until January if there were to be two votes with both having tied? 

Mayor Murdy, stated: that’s right.

Attorney Strickland added that he didn’t think this Council can really bind next year’s Council, so rather than specifying that it be set over,  let the record reflect that the vote just failed.

Attorney Strickland asked for clarification that the Mayor is asking for a majority vote rather than a plurality? 

Mayor Murdy stated yes.

 A motion was then made by Windham requesting a roll call vote.  The motion was seconded by Smith, with a unanimous vote of the Council.  The four (4) candidates and roll call vote are as follows:

Virgil Eady Emma Lou Patterson  William(Bill)Shapiro    Norbert Thompson
Smith Windham
Holt Gaither
Murdy
Oliver

A motion was made by Windham, seconded by Gaither that Emma Lou Patterson be sworn in by Attorney David Strickland, The Council vote unanimous.

The Oath of Office was administered by David Strickland.

Erik Oliver informed the Council that there is now a vacancy on the Planning Commission.

UTILITIES

Smith reported that the regional meeting of the Municipal Electric Authority of Georgia, that was to be held at Turner Lake, has been cancelled.

Smith reported  Mayor-elect Roseberry has recently attended the Municipal Electric Authority of Georgia’s mayor’s summit meeting at the Ritz Carlton.

 

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DECEMBER 3, 2007
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INVOICE APPROVAL

          VENDOR

         DESCRIPTION

         AMOUNT

American Safety & Fire House

Fire Dept Supplies

   $1,371.29

Brooks NAPA Auto Parts

Equipment R/M

     1,367.68

Delta Municipal Supply

Water Supplies

     1,174.50

Equity Utility Service Co., Inc.

Electrical Transformers new dormitory

     1,366.00

GMEBS/Retirement Fund

Employees Retirement Fund

     5,517.67

Hightower Consulting Engineers

Contract Labor-Water

     3,724.91

N.C. Board of Commissioners

Water purchase-October

    12,675.00

N.C. Board of Commissioners

Landfill Fees-October

      1,426.26

N.C. Water & Sewerage Authority

Sewer Treatment Fees-November

     6,622.98

Northeast Georgia RDC

Comprehensive Plan Update

    11,877.07

Sensus Metering Systems

Water Meters

      3,127.14

Strickland & Strickland

Legal Fees-October

      1,976.47

U.S. Department of Energy

SEPA Power Purchase-October

      2,731.52

United Health Care of Georgia

Employee Health Insurance-December

      7,816.64

Woco Pep Oil Company

Gasoline Purchase-November

      2,101.40

 

A motion was made by Windham, seconded by Holt for approval.  The Council vote unanimous.

 

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DECEMBER 3, 2007
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SANITATION

Response for Recycling request from Oxford College(Erik Oliver)
Council member Smith reported that the city’s recycling program began in 1993 and has only 16% participation today.  Three employees are assigned to the once a week task.  The annual estimated cost for delivery of service is $36,766.00.  The recyclables are donated  to the City of Covington Recycling Center on Alcovy Road in efforts to reduce the amount of waste the City of Oxford takes to the Newton County Landfill.  28% of solid waste cost is paid for by user fees.  The remaining
72% is subsidized by city funds.  The recyclables pick-up average around 1,420 lbs per week.

Smith further reported that Oxford College recyclables average weight per week is 2,250.  The estimated cost for the city to provide the service to the college would be about $175.00 per hour.  The  revenues generated would, at best, break even with the cost of service.  Smith recommended that Oxford College seek to utilize their own volunteer program to process their recyclables.

Erik Oliver informed the Council that the current system the college uses is working fine.  His thoughts were to dispose recyclables locally in efforts to benefit the city.  Erik Oliver further stated that this was a terribly run system of the city.

Questions were asked as to whether the city could delegate a charity and make recycling donations for them, and also, if any one had explored privatizing solid waste services?

BUILDINGS

Lion’s Club Use of Community Center
A motion was made by Windham, seconded by Oliver to issue a permanent key to the Oxford Lion’s Club for the use of the Oxford Community Center, and to allow use of the center the fourth Thursday of each month for their board meetings as long as the schedule is verified with the City Clerk to assure there is no conflict.  The Council vote unanimous.

Maintenance Facility Concrete Project
Windham reported that proof of liability and workers’ compensation insurance has now been received on Outdoor Inspirations.  Work will begin once the contract has been signed.

OCCUPATIONAL TAX LICENSE
An application for an occupational tax license was received from Dust Busters Cleaning Service, (Amber Barts-321 West Bonnell Street).  A motion was made by Oliver to grant a customary home occupation license to Dust Busters Cleaning Service subject to confirmation, made by Oliver, that they will be meeting all conditions.  The motion was seconded by Windham.  The Council vote unanimous.

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DECEMBER 3, 2007
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PERSONNEL POLICIES AND PROCEDURES

The 2nd and final reading of proposed changes to the Personnel Policies and Procedures was read.  A motion was made by Oliver, seconded by Windham to adopt amendments to Chapter 3, Article VII Personnel Policies and Procedures with effective date of January 1, 2008.  The motion further states that vacation accruals in excess of eighty (80) hours for year ending 2007 may be carried over into year 2008 only.  The Council vote unanimous.  Attachment C

EXECUTIVE SESSION-PERSONNEL

A motion was made by Oliver, seconded by Windham to have an executive session to discuss personnel.  The Council vote unanimous.

PERSONNEL

Cost of Living Increase         
A motion was made by Oliver, seconded by Holt to approve a 2 ½% cost of living increase for all scheduled employees effective January 1, 2008.  The Council vote unanimous.

Longevity Pay(53 week adopted budget)
A motion was made by Oliver, seconded by Windham to compensate all regular and part-time employees one (1) weeks pay prorated in time served and whatever adjustments to be made for overtime pay.  The Council vote unanimous.

Performance Increases
A motion was made by Oliver, seconded by Windham to not approve any performance increases for employees.  The Council vote unanimous.

Mayor and Council Salaries
Effective January 1, 2008 the Mayor’s annual stipends shall be $3,500.00.  The Council members stipends shall be $2,500.00 annually, each member.

 

CITIZEN PARTICIPATION

LaTrelle Oliver thanked the city for continued efforts to control traffic on thru streets.

There being no further business or discussion, the meeting was adjourned at 9:10 p.m.

 

 

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DECEMBER 3, 2007
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Respectfully submitted,

 

Carol A. Poole
City Clerk, CMC

Attachment A: 2007 Amended Budget
Attachment B: 2008 Operating Budget
Attachment C: Amendments to Personnel Policies and Procedures