November 2009 Special Called Meeting

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL

SPECIAL CALLED MEETING

MONDAY, NOVEMBER 16, 2009 – 6:00 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

ABSENT:  TERRY A. SMITH

 

OTHERS PRESENT:  TOM GARRETT, ALCOVY SURVEYING AND ENGINEERS; CLARK R. MILLER, POLICE CHIEF; JODY A. REID, SR., SUPERVISOR UTILITIES/PUBLIC WORKS; LAURAN S. WILLIS, DEPUTY CLERK; LATRELLE OLIVER, ERIK OLIVER; PATSY BURKE; TOM TURNER; STACY BELL McQUAIDE, CHAIRMAN OXFORD TREE BOARD; AND COUNCIL ELECT, SUE DALE

 

The purpose of the Special Called Meeting is: 1.) for the hiring of a Planning Firm to assist with revisions to the Land Use and Development Ordinances; 2.) the consideration of proposals for inspections for the new city hall/community center building; 3.) award of bid contract for the Georgia Department of Community Affairs CDBG/AARA Project 4.) a request for a developmental permit for Pat Womack-215 Haygood Avenue.

 

The Special Called Meeting was called to order at 6:00 p.m. by the Honorable Jerry D. Roseberry, Mayor.

 

  1. 1.       Planning Firm to assist with revisions to the Land Use and Development Ordinances

Erik Oliver, spokes person for the Planning Commission, reported  the Planning Commission had re-deliberated in order to review the remaining three planning firm candidates in order to obtain a unanimous consensus for a recommendation to the Mayor and Council.  The firms evaluated were: 

  1. Northeast Georgia Regional Development Center (NEGRDC)
  2. Robert and Company/Jerry Weitz & Associates
  3. Market and Main

The vote of the Planning Commission was four (4) Robert and Company, one (1) NEGRDC, and one (1) ambivalent vote.  The Planning Commission felt the technical approach presented by Robert and Company best suited the needs of Oxford.

 

Councilman Oliver added the proposal from Robert and Company would be billed in two (2) phases.  I.  Zoning and Sub-Division Regulations at a cost of $27,710.00; 2. Review of associated ordinances at a cost of $20,140.00 which would be negotiable.  Oliver stated Robert and Company also prepared a more hybrid form which ties to a form based zoning.  NEGRDC zoning and sub-division regulations bid was $22,000.00.  Market and Main’s bid was $75,000.00.

 

A motion was made by Oliver, seconded by Windham, to accept the proposal from Robert and Company/Jerry Weitz & Associates to assist in the rewriting of the city’s zoning ordinances not to exceed $47,000.00. After a brief discussion, the motion was amended to state  the proposal of Robert and Company would be accepted with a base price of $27,710.00 for the rewrite of zoning and sub-division regulations plus an additional cost to be negotiated for ordinance review with a maximum of $20,000.00.  The work will be done in accord with Georgia Law.  The Council vote four (4) yes, with Davis casting one (1) no vote.  The motion carried.

 

SPECIAL CALLED MEETING

NOVEMBER 16, 2009

PAGE 2

 

  1. 2.       Inspections of New City Hall/Community Center Building

Proposals for contracting for inspections of the new city hall/community center building construction were received as follows:

  1. ECS                                 $9,692.00
  2. GEO Hydro                  11,432.00
  3. Sailors                           19,500.00

Ben Carter, Carter Watkins Associates, recommended ECS who reportedly did a good job on the special inspection for the Northeast Georgia RDC Project in Athens-Clarke County.

A motion was made by Windham, seconded by Oliver, to accept the proposal of ECS in the amount of $9,692.00 for the inspections of the new city hall/community center project.  The Council vote unanimous.

 

  1. 3.       CDBG/AARA (COMMUNITY DEVELOPMENT BLOCK GRANT/AMERICAN RECOVERY AND REINVESTMENT ACT

Tom Garrett, Principal Engineer-Alcovy Surveying & Engineering, Inc.

Garrett discussed the eleven (11) bids for the city’s water main replacement project received on November 11, 2009 at the Oxford Community Center.  After careful review, it was determined that the lowest responsible bidder is D & J Trenching Services, Inc. with a total bid of $479,292.63 which included alternates.  Garrett reported that D & J’s references came with many compliments and highly recommended.  Garrett then stated Alcovy Surveying and Engineering’s recommendation was for the city to award the contract to D & J Trenching Services.  The next lowest bid was $488,422.11 from Southern Trenching, Inc.  A motion was made by Davis, seconded by Holt to award the contract to D & J Trenching Services, Inc. for the CDBG/AARA water main project.  The Council vote unanimous.

 

  1. 4.       Developmental Permit Application/Pat Womack-215 Haygood Avenue

Oliver informed the Council the request for a developmental permit for Pat Womack, 215 Haygood Avenue was a moot.  Oliver further stated the Planning Commission approved the permit as a multi-use building under Accessory Uses.  A. Private garage or carport not to exceed the storage capacity of three (3) automobiles per lot; B. Structure for the storage of equipment and supplies used in maintaining the principal building; and C. Structure for a children’s playhouse and the storage of children’s play equipment.

 

Councilmember Holt questioned where the multi-use ordinance was written.  Holt further stated he had concerns with the Planning Commissions approval meeting the zoning ordinances as written.

 

Councilmember Windham stated the city needs to be careful in making any exceptions to the ordinances.

 

There being no further business, a motion was made by Windham, seconded by Davis, to close the Called Meeting at 6:30 p.m. The Council vote unanimous.

 

Respectfully submitted,

 

Carol A. Poole

City Clerk, CMC