March 2009

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, MARCH 2, 2009 – 7:30 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

ABSENT: GEORGE R. HOLT

OTHERS PRESENT: DR. L. M. WILLSON; MICHAEL DALE; LATRELLE OLIVER; ERIK OLIVER; VIRGIL Y.C. EADY, JR.; JODY A. REID, SR., UTILITIES/PUBLIC WORKS SUPERVISOR; AND CLARK R. MILLER, POLICE CHIEF

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

Pledge of Allegiance

Condolence was expressed for the recent losses of Council member Holt.

A motion was made by Windham, seconded by Oliver, to amend the March 2, 2009 Agenda to include a motion for the appointment of the City of Oxford’s representative to serve on the Newton County Water and Sewerage Authority Board. The Council vote unanimous.

A motion was made by Smith, seconded by Oliver, for the approval of the Minutes of the February 2, 2009 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Oliver, seconded by Windham, for the approval of the Minutes of the Special Called Meeting of February 16, 2009. The Council vote unanimous.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Erik Oliver reported the property located at 1008 Emory Street owned by Nanette Watson has recently been surveyed and reoriented by sub-dividing it into three (3) lots. The Planning Commission made recommendations to the surveyors to assist in correcting the issue of Aunt Alice Gadilhe’s driveway at 1020 Emory Street. The Planning Commission suggested the surveyor bring a formal proposal back to their next meeting.

CITIZEN PARTICIPATION

Virgil Y.C. Eady, Jr. – 1222 Wesley Street

1. Eady asked if anything was being done about the annexation of unincorporated islands.

2. Eady asked if a study was being performed to begin installation of underground utilities.

Dr. L. M. (Monty) Willson – 702 Haygood Avenue

1. Dr. Willson asked if the Mayor and Council was aware the Newton County Board of Education was proposing to spend $150,000.00 for a flashing score board to be placed on an athletic field. Willson stated-with the economy today,that is just high stupidity.

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Citizens continued:

Erik Oliver – 402 West Clark Street

1. Oliver reminded the Council that the Historic Shrine Society has scheduled a meeting for tomorrow evening at 7:00 p.m. at Old Church.

MAYOR’S REPORT

1. A thank you was extended to the city’s utility crew for quick response to the recent power outages.

2. A reminder was made that construction of the Moore Street widening project is now underway.

3. Suggestion was made to all members planning on attending the GMA Conference in Savannah to submit their information to the City Clerk for registration by Wednesday.

4. Monday, March 16^th was set for the monthly work session.

NEWTON COUNTY WATER & SEWERAGE AUTHORITY BOARD

A motion was made by Windham, seconded by Davis, for the reappointment of Councilman Terry Smith to serve as the city’s representative on the Newton County Water & Sewerage Authority Board. The Council vote four (4) with Smith abstaining. The motion carried.

FINANCE

INVESTMENT FUNDS (CERTIFICATE OF DEPOSIT #8110000013152)

A motion was made by Smith, seconded by Oliver, authorizing the City Clerk to transfer certificate of deposit funds from BB&T with maturity date of 03/01/09 in the amount of $184,579.63 to United Bank for an investment period of thirteen (13) months at an interest rate of 2.75%. The Council vote unanimous.

STORM WATER EDUCATION

A motion was made by Oliver, seconded by Patterson, to release the $2,000.00 budgeted for storm water education to Keep Covington/Newton Clean and Beautiful. The Council vote unanimous.

CITY WEB PAGE

A motion was made by Oliver, seconded by Windham, to renew the annual contract with Michael Dale for the year 2009 to host and maintain the city’s web page at a monthly cost of $125.00. The Council vote unanimous. Extra hours can be purchased for $25/hour billed in hourly increments.

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CEMETERY

Sealed bids were opened and read for the resurfacing of the entrance street to the Oxford Historical Cemetery as follows:

1. Cecil Key Paving, Inc. $9,933.00

2. MHB Paving 5,934.96

3. Collins Asphalt and Paving no bid submitted

A motion was made by Patterson, seconded by Oliver, to accept the bid from MHB Paving in the amount of $5,934.96 to resurface the entrance street to the Oxford Historical Cemetery. The Council vote unanimous.

GENERAL

ORDINANCE

First Reading: Resolution to Amend Code of Ordinance, Section 3-103(5): Operation of Administrative Service (A) Office Hours

5. Operation of Administrative Service.

1. Office Hours. Be open during such office hours as the Oxford City Council may set, from time to time, on weekdays, and shall be closed Saturday, Sunday, and legal holidays.

OCCUPATIONAL TAX LICENSE

The Oxford College Bookstore

A motion was made by Oliver, seconded by Windham, to approve an occupational tax license for Thomas Christopher, President Follett Higher Education Group, 1818 Swift Drive, Oak Brook, IL 60523-1576 to operate the Oxford College Bookstore located on the Oxford College Campus. The Council vote unanimous.

UTILITIES/PUBLIC WORKS

Water System Insertion Valves

Councilman Smith informed the members that, on February 10, 2009, a bid opening meeting was held for the water system insertion valves project. Bids were received as follows:

1. J.L. Walker Construction, Inc. $33,750.00

2. Georgia Hydrant Services, Inc. 36,490.00

3. Savan, Inc. 41,000.00

A motion was then made by Smith to accept the recommendation of Alcovy Surveying & Engineering, Inc. to award the bid to J.L. Walker Construction, Inc. in the amount of $33,750.00 for the installation of the water system insertion valves. The motion was seconded by Davis. The Council vote unanimous.

Municipal Competitive Trust Monthly Credits

Smith informed the members that the Municipal Trust Competitive Trust monthly credits in the amount of $23,139.00 became effective January 2009 and is reflected on the February MEAG bill. The credits

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Municipal Competitive Trust Monthly Credits continued:

will post each month on the MEAG bill for the next ten years. The estimated total reimbursement is expected to be $2,776,680.00. The decision for reinvestment of funds is still pending recommendations from the CPA.

TREE BOARD

Workshop

Councilman Windham informed the members that Connie Head, Technical Forestry Consultant held a tree planting workshop in the Oxford Community Center on Friday, February 20^th. Those in attendance were Scottie Croy, Archie Ballard, Davis Durham, Jody Reid, and several representatives from Oxford College.

Arbor Day

Arbor Day celebration was held at the George Street Park on Saturday, February 21^st with thirty (30) plus citizens present. A tree climbing and pruning demonstration was performed by Bartlett Tree Services. Councilman Windham commended Eve Mullen for her hard work as Chairman of the Oxford Tree Board.

Windham stated the trees along city rights-of-ways appraisal values are estimated to be around eight million dollars.

CONTINUEING EDUCATION

Dave Harvey completed a course in Uniform Crime Reporting on February 17, 2009.

Frank Davis attended the 2009 GMA Newly Elected Officials Institute February 20-22 in Athens.

INVOICES

Routine Monthly Bills Paid

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Invoices continued:

Purchases/Contract Labor

Approved Contracts

A motion was made by Oliver, seconded by Smith, for approval of the invoices. The Council vote unanimous.

There being no further business, or discussion, a motion was made by Windham, seconded by Smith to adjourn at 8:25 p.m. The Council vote unanimous.

Respectfully submitted,

Carol A. Poole

City Clerk, CMC