June 2009

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, JUNE 1, 2009 – 7:30 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT:  STATE SENATOR JOHN DOUGLAS, 17TH DISTRICT;  C. DAVID STRICKLAND, CITY ATTORNEY; CLARK R. MILLER, POLICE CHIEF; LAURAN S. WILLIS, DEPUTY CLERK; JODY A. REID, SR., UTILITIES/PUBLIC WORKS SUPERVISOR;  CLAUDE AND EVA SITTON; J. P. GODFREY, JR.; LATRELLE OLIIVER; AND MICHELLE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN

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

Pledge of Allegiance

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

A motion was made by Davis, seconded by Holt, for the approval of the Minutes of the May 4, 2009 Mayor and Council Meeting.  The Council vote unanimous.

A motion was made by Oliver, seconded by Patterson, to accept the Minutes of the April 14, 2009 Planning Commission Meeting.  The Council vote unanimous.

JOHN DOUGLAS, 17TH DISTRICT STATE SENATOR

Douglas announced that the Governor has directed all state agencies to cut their budgets by 25% to reduce the states deficit.  Douglas further stated that a special session may be on the calendar late summer or early fall just to work on the budget.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Liaison Hoyt Oliver reported that the Planning Commission, at its May meeting, discussed the following items:

1. A request from Oxford College to place the Emory shuttle bus stop on the south side of Hamill Street at the new dormitory;
2. A request from Oxford College for temporary conditional use (office space) for the property located  at 106 Hamill Street;
3. And, a temporary moratorium on all new construction until the future town center plans and zoning ordinances are in place.

MAYOR &. COUNCIL

JUNE 1, 2009

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CITIZEN PARTICIPATION

Claude Sitton-1223 Wesley Street

Sitton stated that Oxford College has used the request device in the past for the Council to temporarily approve conditional use of property which ends up being a permanent use and taken off of the tax roll.  Sitton asked in today’s economy, is this a good time to take away the city’s tax base.  Sitton further stated that Emory University has a copious amount of property to the west, and asked why their needs could not be located on that side of the campus?

MAYOR’S REPORT

1. June 15th, 6:00 p.m. was announced for the next work session date.  A review of the Short-Term Work Program will be on the agenda.
2. Reminder that the voting procedures for the elected officials is to vote yea or nay.  A vote to abstain must be accompanied by a declaration of the reason for abstaining.   Roseberry will announce the votes verbally for the record.
3. The city is diligently working on notification to property owners of sub-standard properties, and informing them of violation(s) of city ordinances and request for compliance.  Twenty one (21) homeowners were contacted on May 15th with twenty (20) of those now in compliance.
4. The Newton County Board of Commissioners will have the Fire Service Contract with the City of Oxford on their agenda for tomorrow nights meeting.
5. Beginning at 6:00 p.m. on Tuesday, the City of Porterdale will present their case on the 911 Service Contract to the Newton County Board of Commissioners.
6. Bids for the geotechnical services for the new city hall construction project were read:

1. Sailors Engineering Associates (SEA)                            $3,298.75
2. ECS Southeast, LLC                                                          3,200.00
3. Geo Hydro Engineers, Inc.                                              2,200.00

A motion was made by Windham, seconded by Oliver, to accept the recommendation of Carter-Watkins Engineers to approve the bid from GEO Hydro Engineers, Inc. in the amount of $2,200.00 to perform the soil boring at the new city hall site.  The Council vote unanimous.

7. Roseberry announced that he will serve as the Municipal Representative for Newton County as a board member with the Northeast Georgia Regional Development Center beginning July 1, 2009.  The Council is replacing the Board of Directors governance of the NEGRDC.
8. Mayor Roseberry has been in conversation with Newton County Commission Chair Morgan discussing the Statewide Water Plan.  Morgan has informed Roseberry that the county has volunteered to prepare a joint plan for Newton County and its municipalities.  The Center will coordinate the work.
9. The Newton County Economic Committee will meet at The Center on Wednesday.

FINANCE

2009 Millage Rate

Councilman Holt announced that the 2009 millage rate will be set at the July 6th meeting.

Competitive Trust and Year-End Settlement Funds

Investments of Competitive Trust and Year-End Settlement funds will be discussed at the June work session.

MAYOR &. COUNCIL

JUNE 1, 2009

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CEMETERY

A motion was made by Patterson, seconded by Oliver, to extend the walkway of removable pavers from the monument to and around the gazebo in the northeastern section of the cemetery at a cost of $2,100.00 (Designed Installations-Jim Williams).  After a brief discussion of Americans with Disabilities Act (A.D.A.) requirements, Patterson withdrew the motion for further discussion.

RESOLUTIONS/ORDINANCES

Identity Theft Prevention Program

The 2nd and final reading of a new ordinance entitled Identity Theft Prevention Program was presented and a motion made by Oliver for adoption.  The motion was seconded by Holt.  The Council vote unanimous.                                                                                                  Attachment A

Stop Streets

The 2nd and final reading of amendments to include additional stop streets:  Haygood Avenue where it intersects with Stone Street and Pierce Street where it intersects with Haygood Avenue and Whatcoat Street was read and a motion made by Davis for adoption.  The motion was seconded by Smith.  The Council vote unanimous.                                                                                    Attachment B

One-Way Streets

The 2nd and final reading of amendments to Code of Ordinances Section 11-107 One-Way Streets where Moore Street was removed was read and a motion made by Davis for adoption.  The motion was seconded by Oliver.  The Council vote unanimous.                                          Attachment C

PLANNING/ZONING

Oxford College- Temporary Conditional Use/106 Hamill Street

A motion was made by Oliver, seconded by Windham, to grant Oxford College a temporary conditional use of property located at 106 Hamill Street (formerly Ted and Harriett Davis) for office space.  Further, the term of the temporary use will expire on July 1, 2011 which is also in conjunction with the college’s existing temporary conditional use properties along Emory Street.  The Council vote unanimous.

Oliver asked that Attorney Strickland investigate laws governing exempt properties from taxing, and more specific, the faculty houses owned by Oxford College.

Emory/Oxford Shuttle Bus

A motion was made by Oliver to allow Emory/Oxford College permission to place a marked shuttle stop on the south side of Hamill Street next to the new dormitory.  A concrete walk will be installed to the stop at the college’s expense.  No shelter or booth would be constructed.  The bus plans to turn onto Moore Street from Emory Street, then right onto Haygood Avenue, and right onto Hamill Street for pickup.  Windham asked that the college provide a drawing before approval.  There was no second to the motion.  The motion failed.

MAYOR &. COUNCIL

JUNE 1, 2009

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Planning/Zoning continued:

Resolution

New Construction Moratorium

A motion was made by Oliver, seconded by Windham, to adopt a resolution placing a temporary moratorium on the issuing of Development Permits for new construction within the city limits of Oxford until such time as revised zoning ordinances have been adopted or until June 1, 2010, whichever time is shorter.  The resolution further states:  Provided, however, that this temporary moratorium shall  not apply to the issuing of development permits for:  a) any construction for which the application for construction has already been initiated at the time of passage of this resolution; b) any modification of existing structures which meets the criteria of the existing zoning ordinances, or c) any placement of auxiliary, secondary structures on properties with existing buildings which meet the criteria of the existing zoning ordinances.  The Council vote unanimous.

Pedestrian Traffic East Village to Main Campus

The Mayor was asked to speak with Oxford College Dean Steve Bowen concerning the dangers of pedestrian traffic with students crossing from East Village dormitory to the main campus at Haygood Avenue and along Moore Street.

GENERAL

City Manager Form of Government

Oliver reported that he, George Holt, and Jim Windham had met along with the City Clerk to discuss moving toward a more professional form of government with management located in city hall.  Currently, the City Clerk is performing a great deal of a manager’s responsibilities but has no authority to make formal decisions or manage personnel matters that arise from time to time.  Oliver stated that the change to a City Manager form of government could not be initialized until after the 2010 legislative session meets in order to change the city’s charter.  Oliver asked that the committee be allowed to continue exploring options and be prepared to make recommendations by the end of summer.  A suggestion was made that the committee interview local elected officials to ask what has worked and not worked for them.

UTILTIES/PUBLIC WORKS

Water Rates

A motion was made by Smith, seconded by Windham, to increase retail water rates by $.08 cents per thousand gallons sold effective July 1, 2009.  The Council vote unanimous. 

BUILDINGS/GROUNDS

Carter Watkins Change Order

A motion was made by Windham, seconded by Holt, to approve a $3,900.00 invoice from Carter Watkins Architects for additional services for changes to drawings as directed by the Council.  The Council vote unanimous.

MAYOR &. COUNCIL

JUNE 1, 2009

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INVOICES

Routine Monthly Bills Paid

Purchases/Contract Labor

Approved Contracts

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

There being no further business, or discussion, a motion was made by Windham, seconded by Holt, to adjourn at 8:50 p.m.  The Council vote unanimous.

Respectfully submitted,                             Attachment A:              Identity Theft Prevention Program Ordinance

Attachment B:              Stop Street Ordinance

Attachment C:              One-Way Streets Ordinance

Carol A. Poole

City Clerk, CMC