November 2008

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, NOVEMBER 3, 2008 -7:30 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; GEORGE R. HOLT, MAYOR PRO-TEM; COUNCIL MEMBERS: HOYT P. OLIVER; EMMA LOU PATTERSON; FRANK J. DAVIS; TERRY A. SMITH; AND JAMES H. WINDHAM

OTHERS PRESENT: DAVID STRICKLAND, CITY ATTORNEY; DR. L.M. “MONTY” WILLSON; ERIK OLIVER; MICHAEL DALE; SUE DALE; LAURAN WILLIS, DEPUTY CLERK; JODY A. REID, SR., SUPERVISOR-UTILTIES/PUBLIC WORKS; CLARK MILLER, POLICE CHIEF; CLAUDE AND EVA SITTON; AND CAROLINE HUENKE, STAFFWRITER FOR THE COVINGTON NEWS

The November meeting was called to order by the Honorable Jerry D. Roseberry, Mayor, and invocation given by Councilman Hoyt P. Oliver. All stood for the Pledge of Allegiance.

A motion was made by Windham, seconded by Holt, to approve the Agenda for November 3, 2008 to include an additional four (4) invoices for consideration for approval. The Council vote unanimous.

A motion was made by Oliver, seconded by Patterson, for the approval of the Minutes of the October 6, 2008 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Davis, seconded by Smith, for the approval of the Minutes of the Special Called Meeting of October 13, 2008. The Council vote unanimous.

A motion was made by Oliver, seconded by Holt, to accept the September 9, 2008 Minutes of the Planning Commission. The Council vote unanimous.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Councilman Oliver reported that the Planning Commission, at its October meeting, approved the final revisions to the new developmental permit application.

The Planning Commission approved the following developmental permit applications:

Tim Kirkland, 205 West Richardson Street, two (2) additional rooms and a garage;

Ron and Sandy Manson, 50 Wentworth Drive, convert porch to a sunroom and refurbish bathroom; and

European Simon, 136 Longstreet Circle, enclosing existing carport

The Planning Commission requested $5,000.00 be included in the 2009 budget for consultation fees for assistance in preparing zoning ordinance standards by character areas.

Erik Oliver asked if the Mayor had written a letter to Sherry Jackson, reminding her of zoning section 40-403.3 in reference to the burned building located at 1002 Emory Street.

MAYOR &. COUNCIL

NOVEMBER 3, 2008

PAGE 2

Planning Commission continued:

Mayor Roseberry stated he had a conversation with the Jacksons concerning the matter. Roseberry recommended the city employ an agent to determine whether the fire created a 50% loss to the structure or not. Roseberry added that he would follow up with a formal letter to Ms. Jackson.

Erik Oliver also asked if any action had been taken on Henry Stowe, for property improvements to 110 George Street without first obtaining a development permit.

Customary Home Occupation License-Toby Malcolm, Creekside Construction Office

A motion was made by Oliver, seconded by Holt, for the approval of a Customary Home Occupation License for Toby Malcolm, Creekside Construction Office, 110 Wentworth Drive. After a brief discussion, Oliver amended the motion to include a stipulation that no supplies or equipment is to be stored on the property. The amended motion was seconded by Smith. The Council vote unanimous.

GRANT WRITING

Sue Dale introduced a Safe Routes to School Grant Program offered by the Georgia Department of Transportation. The program would encourage children K-8^th grade to walk and bicycle to school. The program would benefit transportation alternatives and encourage healthy and active lifestyles at an early age. Palmer Stone School must have had a similar program already in place before the application would be accepted by DOT. The application deadline is December 14, 2008 with awards presented in March 2009. There is no city match required.

TREE, PARKS, AND RECREATION

A motion was made by Patterson, seconded by Davis, to purchase two (2) additional benches for the George Street Park, and two (2) new benches for the West Bonnell Street Park. After a brief discussion, the Council voted five (5) yes for approval, and Terry Smith cast one (1) no vote. The motion carried.

A motion was made by Patterson, seconded by Oliver, for permission to seek bids for the installation of a connecting walk of paving stones for the deck behind Old Church (approximately 60’ with an estimated cost of $3,000.00), and also for a walk from the Cemetery entrance road to the Ellen’s Garden marker in the Northwestern portion of the cemetery. The Council vote unanimous. A determination will be made as to burials for the location of the walk in the cemetery.

INFORMATION TECHNOLOGY USAGE POLICY

A motion was made by Oliver, seconded by Davis for the adoption of an Information Technology Usage Policy. The Council vote unanimous. Attachment A

BUDGETS

The Mayor gave a power point presentation of the 2008 Amended Budget, the 2009 Proposed Operating Budget, and a Capital Projects Budget. A motion was made by Holt, seconded by Windham, to set Monday, November 17, 2008-6:00 p.m. for the Public Hearing date pursuant to O.C.G.A. Chapter 81, Title 36. The Council vote unanimous.

MAYOR &. COUNCIL

NOVEMBER 3, 2008

PAGE 3

INVOICES

Purchases/Contract Labor

Routine Monthly Bills Paid

Approved Contracts/Agreements

A motion was made by Davis, seconded by Oliver, for approval. The Council vote unanimous.

MAYOR &. COUNCIL

NOVEMBER 3, 2008

PAGE 4

STREETS

Temporary Hire

A motion was made by Davis, seconded by Holt, to continue use of temporary hire through the month of November to allow for the cleaning of the Emory Street sidewalk and curb, and trimming of overhead limbs to Palmer Stone School. The Council vote unanimous.

Mitchell Street Sidewalk

Bids for the Mitchell Street Sidewalk Project were presented to the Council the second time:

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

A motion was made by Davis, seconded by Patterson, to accept the bid from MHB Paving, Inc. in the amount of $22,363.50 for the installation of a 1,190 ft. x 5 ft. x 4” sidewalk on Mitchell Street. Councilman Smith asked if there were any utilities that would have to be moved. Davis reported that there was one telephone pole to be relocated by the utilities department. The Council vote five (5) yes, with Smith casting one (1) no vote. The motion carried.

Haygood/Pierce Island

Davis informed the Council that revisions have been made to the plans for installation of an island at the intersection of Haygood Avenue and Pierce Street to allow for a crosswalk. Quotes are still pending.

UTILITIES/PUBLIC WORKS

Service Delivery Strategy Act Amendments

A motion was made by Smith, seconded by Oliver, to adopt the Newton County Board of Commissioners updates to the Service Delivery Strategy Act for Newton County. The Council vote unanimous. The amendment changes the area for sewer services north of I-20 and west of Oxford identified as the Almon node area. Attachment B Updated Map

MEAG Power Marketing Services Subscription

A motion was made by Smith, seconded by Davis, to execute the MEAG Marketing Services Subscription for 2009 at an annual cost of $7,130.00. The Council vote unanimous.

Off-System Energy Sales Margins for the Power Supply Year 2009

A motion was made by Smith, seconded by Davis, to execute the Off-System Energy Sales Margins for the Power Supply Year 2009. Following a request for clarification from the City Clerk for direction of deposits, an amended motion was made by Smith, seconded by Windham, to execute the election form to allow for Off-System Energy Sales Margins in 2009 to be credited to the city’s monthly MEAG Power bill with each entitled portion of each month’s off-system energy sales margins. The Council vote unanimous.

MAYOR &. COUNCIL

NOVEMBER 3, 2008

PAGE 5

Utilities/Public Works continued:

Municipal Competitive Trust Transitional Charges

A motion was made by Smith, seconded by Oliver, to discontinue sending deposits to the Municipal Competitive Trust Fund ( 3.05 mills/kwh ) initially implemented in order to prepare for pay-off of stranded debt in anticipation of deregulations of wholesale power. The Council vote unanimous.

GENERAL

Janitorial Services

A motion was made by Windham, seconded by Oliver to retract the motion of October 6, 2008 to contract with Patterson Janitorial Services because of Code of Ordinance hiring stipulations. The Council vote unanimous.

A motion was then made by Windham, seconded by Holt, to extend the contract for Janitorial Services with Wagner Cleaning Services with the understanding that improvements in service will be expected. The Council vote unanimous.

EDUCATIONAL TRAINING

Christopher Cass

Announcement was made that Christopher Cass has recently completed training with the Georgia Peace Officers Standard and Training Council for Security and Integrity of Criminal Justice Information.

Jody A. Reid, Sr.

Announcement was made that Jody Reid acquired five (5) continuing education hours as Water Distribution System Operator at the Georgia Rural Water Association Fall Conference in Helen.

Georgia Department of Community Affairs Award

Announcement was made that the City of Oxford received the Distinguished Service Award for Community Improvement presented by the Georgia Department of Community Affairs -Keep Georgia Beautiful on October 23, 2008.

There being no further business or discussion, a motion was made by Davis, seconded by Oliver to adjourn at 9:50 p.m. The Council vote unanimous.

Respectfully submitted,

Carol A. Poole

City Clerk, CMC

Attachment A: Information Technology Usage Policy

Attachment B: Map-Updates to the Service Delivery Strategy Act Territory