OFFICIAL MINUTES OF THE OXFORD AND MAYOR COUNCIL MEETING
MONDAY, JANUARY 5, 2009 – 7:30 P.M.
COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA
MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; GEORGE R. HOLT, MAYOR PRO-TEM; COUNCIL MEMBERS: EMMA LOU PATTERSON; HOYT P. OLIVER; FRANK J. DAVIS; TERRY A. SMITH; AND JAMES H. WINDHAM
OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; STEVEN A. HATHORN, MUNICIPAL COURT JUDGE; CLARK R. MILLER, POLICE CHIEF; JODY A. REID, SR., UTILITIES/ PUBLIC WORKS SUPERVISOR; LAURAN S. WILLIS, DEPUTY CLERK; DR. L.M. WILLSON; EVA SITTON; LATRELLE OLIVER; ANDERSON WRIGHT; JUDY GREER; SUE DALE; AND CAROLINE HUENKE, STAFFWRITER FOR THE COVINGTON NEWS
The January Organizational Meeting and Regular Session was called to order by the Honorable Jerry D. Roseberry, Mayor, and invocation given by Council Member Hoyt P. Oliver.
Pledge of Allegiance
ORGANIZATIONAL MEETING
OATH OF OFFICE
Honorable Steven A. Hathorn
Municipal Court Judge Steven A. Hathorn administered the oath of office to the Mayor and all Council Members.
REGULAR SESSION-OLD BUSINESS
A motion was made by Oliver, seconded by Smith, for the approval of the Agenda of January 5, 2009. The Council vote unanimous.
A motion was made by Oliver, seconded by Smith, for the approval of the Minutes of the December 1, 2008 Mayor and Council Meeting. The Council vote unanimous.
A motion was made by Holt, seconded by Patterson, for the approval of the Minutes of the December 15, 2008 Special Called Meeting. The Council vote five (5) yes, with Smith abstaining because he did not attend the meeting. The motion carried.
A motion was made by Oliver, seconded by Patterson, to accept the Minutes of the November 11, 2008 Planning Commission Meeting. The Council vote unanimous.
REGULAR SESSION-NEW BUSINESS
MAYOR PRO TEM
A motion was made by Oliver, seconded by Holt, to nominate James H. Windham as Mayor Pro-Tem for the year 2009. The Council vote five (5) yes, with Windham abstaining. The motion carried.
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JANUARY 5, 2009
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APPOINTMENTS
City Attorney
A motion was made by Holt, seconded by Smith, for the re-appointment of C. David Strickland as City Attorney for the year 2009. The Council vote unanimous.
Municipal Court Judge
A motion was made by Oliver, seconded by Windham, for the re-appointment of Steven A. Hathorn as Municipal Court Judge for the year 2009. The Council vote unanimous.
Court Solicitor
A motion was made by Windham, seconded by Oliver, for the re-appointment of M. Qader A. Baig as Court Solicitor for the year 2009. The Council vote unanimous.
City Clerk/Treasurer
A motion was made by Holt, seconded by Patterson for the re-appointment of Carol A. Poole as City Clerk/Treasurer for the year 2009. The Council vote unanimous.
Police Chief
A motion was made by Davis, seconded by Windham, for the re-appointment of Clark R. Miller as Police Chief for the year 2009. The Council vote unanimous.
MAYOR’S COMMITTEE ASSIGNMENTS-2009
Streets/Sidewalks/Solid Waste Chair-Frank Davis
Member-Jim Windham
Member-Mayor
Finance/Audit Chair-George Holt
Member-Terry Smith
Member-Mayor
Personnel/Planning-zoning
Storm water Chair-Hoyt Oliver
Member-George Holt
Member-Mayor
Public Safety/Cemetery Chair-Emma Lou Patterson
Member-Hoyt Oliver
Member-Mayor
Utilities/Public Works Chair-Terry Smith
Member-Frank Davis
Member-Mayor
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Mayor’s Committee Assignments 2009 continued:
Buildings/Grounds/Trees Chair-Jim Windham
Member-Emma Lou Patterson
Member-Mayor
PLANNING COMMISSION RECOMMENDATIONS/PETITIONS
Councilman Oliver
Carter Watkins met with the Planning Commission in December for a project update of the new city hall facility design.
The Planning Commission discussed plans for the use of the community center building for a book store by the year 2010. Two additional vendors have also indicated an interest for commercial use of the building as well.
The Planning Commission approved an application for a developmental permit from Sarah Haynes and Danny Standard, 211 Fletcher Street for a twelve foot (12’) addition to the existing house on the east side to add a master bath, closet , and utility room.
Councilman Smith stated the developmental permit approval process was not being followed properly with oversight of approval when dealing with new utility services to be added to the infrastructure systems.
Oxford College is investigating an appropriate place adjacent to Haygood, Hamill, and Moore Streets for a stop site for their shuttle bus.
The Northeast Georgia Regional Development Center has secured funding from the Atlanta Regional Commission to complete a bicycle/pedestrian plan for Oxford at no cost to the city.
The Aubrey Whelchel property, north of Richardson Street, has been reserved in a trust for Oxford College with stipulation that it be used for educational purposes.
Planning Commission Appointments
A motion was made by Oliver, seconded by Smith for the re-appointment of Vivian Harris to serve an additional three (3) year term as a member of the Planning Commission; and to nominate Patsy Burke to replace Forrest McCanless who is stepping down. The Council vote unanimous.
GENERAL
January Work Session
Tuesday, January 20th -6:00 p.m. was set for the next work session.
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Correspondence-Congressman Jim Marshall
Mayor Roseberry informed the Council that he sent two (2) letters to Congressman Jim Marshall requesting funding opportunities to assist with the $1,200,000.00 for the city hall building and $750,000.00 for replacement of 11,100 feet of asbestos-cement water lines.
FINANCE
City Hall Financing
An agenda item to call for a motion authorizing the Mayor and Finance Committee to authorize the Georgia Municipal Association to prepare request for proposals on financing of the new city hall buildings was tabled for thirty (30) days.
Fund Balance Investments
Councilman Holt informed the members that the Mayor and Finance Committee have been in discussion with seven (7) banking institutes on various investment options for the city’s fund balance. A motion was then made by Holt, seconded by Windham, to authorize the Mayor to employ the auditing firm of Treadwell, Tamplin, and Co. to advise the city in the re-organization of the city’s money management system. The Mayor will discuss the plan with the Finance Committee prior to presenting it to the Council. The Council vote unanimous. Roseberry stated this would insure the most profitable earnings for the city’s investment accounts.
2008 Audit
A motion was made by Holt, seconded by Oliver, to contract with the auditing firm of Treadwell, Tamplin, and Company to perform the 2008 audit with cost not to exceed $24,000.00. The Council vote unanimous.
Carter Watkins Associates Change Order
A motion was made by Holt, seconded by Oliver, to approve a change order for Carter Watkins Associates in the amount of $14,125.00 Pursuant to Section 4.3.1 of the contract. The Council vote four (4) yes, with Davis casting one (1) no vote. The motion carried. The change order is to allow for the cost to design additional square footage (estimated 8,400 sq. ft. total) and increased cost for construction of the additional square footage.
Think It Solutions
A motion was made by Holt, seconded by Smith to approve twenty (20) hours of software support from Think It solutions at a cost of $1,600.00. The Council vote unanimous.
Councilman Oliver reminded the members that the donation of $5,000.00 to the Newton County Trail Path Foundation Inc. has been approved in the 2009 budget and requested it be submitted at this point.
STREETS
Davis informed the members that the sidewalk project along Mitchell Street is now complete. Any extension of the sidewalk into the Oxford Square Sub-Division would require land acquisition first.
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Christmas Tree Chipping
Davis reported that only one (1) Christmas tree was dropped off for chipping this year.
UTILITIES
City of Sandersville-Excess Reserve Capacity
A motion was made by Smith, seconded by Holt, authorizing the Mayor to execute an agreement with MEAG Power for the purchase of 956 kW, from the City of Sandersville pursuant to Section 312 of the Power Sales Contract between MEAG Power and the City. The Council vote unanimous. Attachment A
PUBLIC SAFETY
Contract For Dispatch Services
A motion was made by Windham, seconded by Davis, to enter into an agreement with the City of Covington, and Newton County for “The Center” in providing operations of a Public Safety Answering Point and Dispatch Center for E-911 phone call processing and dispatch services to the City. The Council vote unanimous. Attachment B
Fire Services
Mayor Roseberry informed the Council that Newton County is now providing fire and emergency medical services to the City of Oxford. Newton County has approved the intergovernmental agreement, however, execution of the document is pending a financial report on cost of taking over Oxford’s services.
PERSONNEL
Jody Reid-Certificate of Recognition from Florida Transformer for participation in the Voltage Regulator Seminar in Destin Beach, Florida October 7-9
Lauran Willis-Georgia Municipal Court Training Council - Eight (8) hour mandated Municipal Court Clerk continuing education requirement 12/08
CITIZEN PARTICIPATION
Eva Sitton-1223 Wesley Street
Requested a Public Meeting for citizens to voice concerns on the proposed city hall building design
Chief Clark Miller addressed concerns by stating the majority of time officers spend on the clock are on the road patrolling. Administrative work preparation in the office is very minimal. Miller stated that the Police Department on the second floor of the new city hall building would not delay response time any more than a few seconds.
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Citizen Participation continued:
Judy Greer-201 Fletcher Street
Thanked the city and workers for a job well done in removing the large tree in front of her house along the city right of way
LaTrelle Oliver-312 West Clark Street
Asked that the city continue efforts in removal of debris from city rights of ways even if it means hiring additional help
Sue Dale- 1005 Wesley Street
Dale informed the Mayor and Council that all state grant funding has been temporarily suspended. Also, award for the grant application submitted for beautification of the maintenance facility landscaping is still pending.
Councilman Windham suggested that the city form a committee to assist in selection of art work for the new city hall building.
INVOICES
Purchases/Contract Services
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Alexander & Royston |
Attorney Fee-November |
$5,270.97 |
|
Alexander & Royston |
Attorney Fee-December |
1,591.00 |
|
Moon’s Tree Farm |
Tree Board Tree Purchase |
3,383.00 |
|
Woco Pep Oil Company |
Gasoline Purchase-December |
2,377.70 |
Routine Monthly Bills
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
GMEBS Retirement Fund |
Employees Retirement-December |
$5,559.59 |
|
N.C. Board of Commissioners |
Wholesale Water-November |
3,698.00 |
|
N.C. Board of Commissioners |
Landfill Fees-November |
1,097.91 |
|
N.C. Water & Sewerage Authority |
Sewer Treatment Fees-November |
8,515.26 |
|
Southeastern Power Association |
SEPA Power Purchase-November |
2,928.48 |
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JANUARY 5, 2009
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Invoices continued:
Pre-Approved Contracts
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
M. Qader A. Baig |
Municipal Court Solicitor |
$2,000.00 |
|
Carter Watkins Associates |
City Hall Design |
21,187.50 |
|
Georgia Municipal Association |
Telecommunication Management Dues(01/01/09-12/31/09) |
1,199.00 |
|
|
Mitchell Street Sidewalk |
22,363.50 |
|
Monroe Tree Work, Inc. |
Fletcher Street Tree Removal |
2,000.00 |
|
Townsend Tree Service |
Power Line Tree Trimming |
2,858.00 |
|
Jim Williams |
Old Church Paving/Repairs |
4,720.00 |
A motion was made by Oliver, seconded by Smith for approval. The Council vote unanimous.
There being no further business or discussion, a motion was made by Windham, seconded by Davis to adjourn at 8:41 p.m. The Council vote unanimous.
Respectfully submitted,
Carol A. Poole
City Clerk, CMC
Attachment A: MEAG Power Sale of Excess Reserve Capacity to the City of Oxford on behalf of the City of Sandersville
Attachment B: Newton County, City of Covington, City of Oxford Contract for Dispatch Services