July 2009

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, JULY 6, 2009 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT:  17TH DISTRICT STATE SENATOR, JOHN DOUGLAS; CITY ATTORNEY, DAVID STRICKLAND; DR. L.M. WILLSON AND WENDY WILLSON;  SUPERVISOR UTILITIES/PUBLIC WORKS, JODY A. REID, SR.; DEPUTY CLERK, LAURAN S. WILLIS;  POLICE CHIEF, CLARK R. MILLER;  CLAUDE AND EVA SITTON; MICHAEL DALE, JOHN P. GODFREY, JR.; ERIK OLIVER; AND LATRELLE OLIVER

Pledge of Allegiance

The July meeting was called to order by the Honorable Jerry D. Roseberry, Mayor, and the invocation given by Council member Hoyt P. Oliver.

A motion was made by Smith, seconded by Davis, for the approval of the agenda for July 6, 2009.  The Council vote unanimous.

A motion was made by Oliver, seconded by Patterson, for the approval of the Minutes of the June 1, 2009 Mayor and Council Meeting.  The Council vote unanimous.

A motion was made by Windham, seconded by Holt, for the approval of the Minutes of the June 15, 2009 Special Called Meeting.  The Council vote unanimous.

A motion was made by Oliver, seconded by Patterson, to accept the Minutes of the May 12, 2009 Planning Commission Meeting.  The Council vote unanimous.

2009 MILLAGE

A motion was made by Holt, seconded by Windham, to set the 2009 millage rate at the rollback rate of 5.508%.  The Council vote unanimous.                                                                                    Attachment A

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS
Hoyt Oliver, Liaison
Report:

              •              Oliver reported the Council had approved a moratorium on new construction in Oxford to allow time for revision of city ordinances.
              •              Oliver reported the Council had approved a special conditional use of the property located at 100 Hamill Street owned by the college.
              •              Oliver reported the Council had not approved the college’s request to change the location of the shuttle bus stop, pending a detailed map with description
              •              Oliver reported bids were due to be opened on the new city hall building June 18, 2009.

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Planning Commission continued:

Erik Oliver stated the Planning Commission should have been kept in the loop with the design process of the new city hall building and involved with any decisions for changes.  Oliver added that design changes could adversely affect the cost of construction.

              •              Erik Oliver reported, to the Planning Commission, that the Northeast Georgia Regional Development Center had completed work on a pedestrian/bike trail for Oxford.
              •              Revisions to the zoning ordinances needs to be made in order to bring them in compliance with guidelines from the 2008 ten (10) year comprehensive plan.  A notice will be placed on the city’s web page soliciting interested individuals, or firms, with experience to assist the Planning Commission with ordinance changes.
              •              The Planning Commission discussed several issues including the unincorporated islands within the city limits, the need to understand legal options to annexation of these types of properties, and the issue raised by the Council on residential property owned by the college not used for educational purposes.  A request was made by the Planning Commission to assign the City Clerk in creating a list of properties in Oxford that pay taxes but do not receive city services, and properties that do not pay taxes.
              •              To date, it is unclear as to whether any of the Planning Commission members will be attending the Community Planning Institute seminar in Rome on July 7th and 8th.
              •              The Planning Commission discussed Curtis Jackson’s building on Emory Street that was destroyed by fire on May 30, 2008.  The Planning Commission wanted to remind the Council that, due to the one year time period elapsing, any reconstruction of the building must comply with all current building codes. 

Attorney Strickland stated the safest thing to do is to bring charges against him in Municipal Court, and as part of his consent order, or plea, under the direction of the Judge, and be ordered to comply with existing codes.

CITIZEN PARTICIPATION

John P. Godfrey-405 West Soule Street
Godfrey asked if the city would send a birthday card to resident Annie Banks, Godfrey Street, who just celebrated her 100th birthday.

17TH DISTRICT SENATOR-JOHN DOUGLAS

Douglas informed the Mayor and Council that Judge Samuel (Sammy) D. Ozburn is seeking appointment to the State Supreme Court along with eight (8) others.  Douglas asked that a letter of support from the city be mailed to Governor Sonny Perdue at: 203 State Capital, Atlanta, Georgia 30334, Attn:  Chief of Staff and not cc, but a copy forwarded to Judge Ozburn.

Douglas reported the homeowner’s tax relief grant was not renewed in this year’s session.

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MAYOR’S REPORT

              •              The Mayor attended the GMA Convention in Savannah and took a course on planning and zoning.  Two high points for the Council’s attention:  1) in 1929 the U.S. Supreme Court ruled that the city’s not only have the authority but they have the obligation to determine land use within their city limits. 2) Caution to Council members on zoning petitions not to express any opinions, particularly if they attend Planning Commission meetings.  The reason being, the courts don’t care how you ruled, they want to know what process you went through to make your ruling.
              •              The newly organized Northeast Georgia Regional Commission meets this week.  Mayor Roseberry will attend that meeting as the municipal representative for Newton County.  Cathy Morgan will represent Newton County, and Frank Turner Sr. will be the non-public representative.
              •              There is a newly multi-jurisdictional airport economic development committee.  Roseberry attended the meeting of that committee on July 1st.  They plan to shut down the Covington Municipal Airport for two months while they re-do the runway and the taxi ways.  There was also discussion about future development of the airport and surrounding area.  There is no master plan, but they plan to have one.  Roseberry is also a member of that committee, and hopefully the City of Oxford will be kept informed on what is current there. 
              •              Emory University has paid the $8,775.00 the city billed them for the additional work their contractors created along Moore Street.
              •              Roseberry has a meeting scheduled with the GIS manager this Wednesday.
              •              The state water plan required by EPD has been submitted. 
              •              July work session  was set for July 20th.  Some of the time will be spent on the short-term work plan, and discussion of the reorganization of the city’s administrative management.  A special session may be needed where only reorganization of management is discussed.
              •              The city is moving forward with the clean-up efforts.  A quote has also been received from Miller Grading Company in the amount of $1,650.00 per acre for the clean up of the Coke Street right-of-way behind the Dean’s house and the Sitton’s house.

FINANCE

Council member Holt made a motion asking that the Mayor and Chairman of Finance be given authorization to solicit request for proposals from local banking institutes and followed up with the Georgia Municipal Association for financing options for the new city hall building.  The motion was seconded by Windham.  The Council vote unanimous.

CEMETERY

Council member Patterson informed the members that she had met with Professor Ellen Schattschneider, J.P. Godfrey, and several youths to discuss the youth’s desire to paint the gazebo.  Patterson stated she did not act on the offer because of liability concerns.


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Cemetery continued:

John Burson, member of the Oxford Historical Cemetery Foundation, requested the city examine lot #256 in the southeastern section of the cemetery and remove a Bradford pear tree which is causing the headstone in that lot to lean.  Burson also requested the removal of a dead Cherry Laurel tree southwest of the well in the southeastern section. 

ORDINANCES

1st Reading:  To Establish Due Compensation Applicable To Any Telegraph or Telephone Company
Oliver presented the 1st reading of a new ordinance “Establishing due compensation applicable to any telegraph or telephone company chartered by the laws of this or any other state”.

1st Reading: Streets, Sidewalks and Other Public Places
Oliver presented the 1st reading of a new ordinance “Streets Sidewalks and Other Public Places” which would enable the city to administer and regulate the public rights-of-ways in the public interest, and to provide for the issuance and regulation of right-of-way permits.

OCCUPATIONAL TAX APPLICATIONS

The Belcher 101 Cleaning (Sheila Belcher)-110 Oxford North Road
Application for a customary home occupation license from Sheila Belcher for basic and deep cleaning, 110 Oxford North Road was discussed.  A motion was made by Oliver, seconded by Holt, to approve the application for The Belcher 101 Cleaning license pending verification that types of supplies stored on site are non hazardous.  The Council vote unanimous.

A.R. Hunte & Sons Home Improvement-142 Longstreet Circle
A.R. Hunte & Sons Home Improvement, 142 Longstreet Circle, for internal home remodeling was discussed.  A motion was made by Oliver, seconded by Smith, to approve the application for A.R. Hunte  & Sons Home Improvement pending verification that no heavy equipment is to be stored on the property.  The Council vote unanimous.

CITY HALL PROJECT

Windham reported bids for the new city hall building have been received.  The bids ranged from $1.4 million dollars to $1.9 million dollars.  An interview meeting is scheduled for Tuesday, July 14th with the architects, building committee, and four (4) selected bidders.  The committee will then meet to discuss a proposed recommendation which will be presented at the August Mayor and Council Meeting.

UTILITIES/PUBLIC WORKS

Councilman Smith informed the members that progress is being made with the sewer mapping project and the cost is still within budget.  Attempts are underway to locate fifteen manholes covered under asphalt.
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JULY 6, 2009
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STORM WATER MANAGEMENT

Councilman Oliver reported that the City of Oxford Storm Water Management Program is now under the supervision of a newly-assigned Environmental Compliance Specialist with the Environmental Protection Division, Georgia Department of Natural Resources.

In a letter of May 28th to Mayor Roseberry, this supervisor sent ten (10) pages of comments on needed corrections, revisions, and additions to the City of Oxford Storm Water Management Georgia Notice of Intent (GaNOI) and Oxford’s 2008 Annual Report on Storm Water Management.  During the month of June, Oliver spent about thirty five (35) hours working on revising the Storm Water Management documentation.  On June 29th, Oliver mailed, to Georgia E.P.D., a ninety-three (93) page reply with most of the requested changes and additions. (Oliver stated the entire lengthy correspondence is on file at City Hall, for anyone who wants to read it).

One significant addition to Oxford’s Storm Water Management Program was the creation of a Manual of Standard Operating Procedures for Storm Water Management.  A copy of this Manual has been given to the Mayor and to each member of the City Council.  A copy will be kept in the City Maintenance Facility, for the use of the City Supervisor of Utilities and Public Works and his staff.  Report forms on storm water management activities during the year will be kept on file at the Maintenance Facility and at City Hall, and information will be included in the Annual Storm Water Management Report to Georgia E.P.D.             
                                                                                                                              Attachment B

STREETS

Haygood Avenue Sidewalk
Windham advised the members that the contractor Oxford College hired to install the sidewalk on Haygood Avenue, at the new dorm, left the sidewalk higher than ground level. One of the members of the council had an accident on his bicycle because of that lift, trying to avoid some of the parade traffic.  Windham requested notification be sent to the college informing them of the danger.

Hazardous Tree Removal
Quotes were received from Monroe Tree Works for the removal of fourteen (14) hazardous trees at a cost of $3,500.00. A motion was made by Windham, seconded by Davis, for approval.  The Council vote unanimous.

Monroe Tree Works also submitted a quote for on going tree services at an hourly rate of $300.00 with a minimum of three (3) hours.  After hours emergencies would be calculated a bit higher.  After a brief discussion, a motion was made by Windham, seconded by Holt, to request the Tree Committee to prepare and advertise request for proposals before the council makes any decisions to enter into a contractual agreement.  The Council vote unanimous.

J.P. Godfrey requested the city pay for weed killer for him to spray around the riprap along the walking trail at West Soule Street where no maintenance is being done.

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JULY 6, 2009
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CERTIFICATES-PERSONNEL

Jody Reid                                          MEAG Power ITS Qualified Operator Training Course Re-qualification
Scottie Croy                                          MEAG Power Substation Low-side Qualified Operator Training Course
Dawn Towns                                          Introduction to Crystal Reports 10
Davis Durham}
Archie Ballard}                                          Evaluating Tree Health and Condition Workshop
Scottie Croy}
Jim Windham}

INVOICES

Routine Monthly Bills Paid

Purchases/Contract Labor

Approved Contracts

A motion was made by Windham, seconded by Oliver, for approval.  The Council vote five (5) yes, with Smith casting one (1) no vote.  The motion carried.
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JULY 6, 2009
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There being no further business or discussion a motion was made by Windham, seconded by Holt, to adjourn.  The Council vote unanimous.

Respectfully submitted,



Carol A. Poole
City Clerk, CMC

Attachment A:              Computation of Millage Rate Rollback and Percentage Increase in Property Taxes for Year 2009

Attachment B:              Storm Water Management Standard Operating Procedures