OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL
REGULAR SESSION
MONDAY, APRIL 6, 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-GEORGE R. HOLT; HOYT P. OLIVER; FRANK J. DAVIS; AND TERRY A. SMITH
ABSENT: COUNCIL MEMBER- EMMA LOU PATTERSON
OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; CLARK R. MILLER, POLICE CHIEF; JODY A. REID, SR., SUPERVISOR UTILITIES/PUBLIC WORKS; LAURAN S. WILLIS, DEPUTY CLERK; CLAUDE AND EVA SITTON; J.P. GODFREY, JR.; VIVIAN HARRIS; LATRELLE OLIVER; AND MICHELLE FLOYD, STAFFWRITER FOR THE NEWTON CITIZEN
The April meeting was called to order by the Honorable Jerry D. Roseberry, Mayor and invocation given by Councilman Hoyt P. Oliver.
Pledge of Allegiance
A motion was made by Davis, seconded by Windham, to amend the agenda to include discussion of amendments to code of ordinance section 11-107 One-way Streets. The Council vote unanimous.
A motion was then made by Oliver, seconded by Holt, to approve the agenda to also include an invoice from the Georgia Interlocal Risk Management Agency (GIRMA) in the amount of $66,076.00 for the city’s 2009-2010 liability insurance coverage due May 1st. The Council vote unanimous.
A motion was made by Oliver, seconded by Holt, to approve the Minutes of the March 2, 2009 Mayor and Council Meeting. The Council vote unanimous.
A motion was made by Smith, seconded by Oliver, to approve the Minutes of the Special Called Meeting of March 16, 2009. The Council vote unanimous.
A motion was made by Oliver, seconded by Windham, to accept the Planning Commission Minutes of January 13, 2009. The Council vote unanimous.
CITIZEN PARTICIPATION
J. P. Godfrey – 405 West Soule Street
Mr. Godfrey thanked the city for the installation of a speed breaker on West Soule Street. Godfrey reported that there is now a slowing in traffic with the new addition.
Vivian Harris -406 West Soule Street
Ms. Harris, representing the Washington Street Center, introduced a program entitled “The Forgotten Few”. Harris asked if the city would be interested in offering employment training to young adults ages 16 to 24 years. Harris added, the Center, headed by Dr. Ray, Computer Science, Dr. Cox, Education, and
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Harris continued:
Dr. Schuet, Developmental Specialist, is seeking employers willing to assist with on the job training to individuals needing employment. Training would consist of a ten (10) week period at no cost to the city. The Center will also be addressing the issues of workers’ compensation insurance.
PLANNING COMMISSION RECOMMENDATIONS/PETITIONS
Liaison Hoyt Oliver reported that at the March 10th meeting, the planning commission continued to discuss their decision to deny approval of a plat for the redrawn of property lines on the Orna Villa property presently owned by Jeff and Nanette Watson. The Planning Commission is of the opinion that a formal letter from the Mayor should be sent to the Watsons concerning problems with the access to the property. The property currently has a shared driveway at 1018 and 1020 Emory Street by the Gadilhes’.
The Planning Commission denied a developmental permit from Emma Lou Patterson, 312 Stone Street, because the plans for set back were 22.5 feet. The minimum setback from the street right-of-way in R-20 Single Family zoning is 50 feet for a major thoroughfare and 35 feet for other streets. The city is not allowed to grant a variance greater than 10% under the present zoning.
MAYOR’S REPORT
Jerry Roseberry
• Monday, April 20th – 6:00 P.M. was set for the next work session.
• Roseberry reported that he had met with the county administrator and reported the contract for Newton County Fire Services for the City of Oxford has been resolved. It now just needs to be put into a written agreement.
• The Personnel Committee will meet Wednesday to set the salary and make a job offer to fill the police vacancy.
• Roseberry reminded the committee that a nomination for Citizen of the Year is due at the May meeting.
• Roseberry reminded the committee that a report on creation of a city manager form of government is due at the June meeting.
• Roseberry announced the creation of a capital investments committee to prepare recommendations for the Council an assessment of the city’s capital needs for each of the next five years, beginning with calendar year 2010. The committee may also consider recommending guidelines for the use of city funds for capital projects located in the city’s service area, but outside the city’s corporate limits. The members are: Chairman-Finance Committee Chair; Member-Utility Committee Chair; and Member-Building and Grounds Committee Chair. Roseberry asked that a preliminary report be presented at the May 18th work session and recommendations available at the June meeting.
ANNOUNCEMENT
Oliver informed the members that Charles and Amma Gaither’s daughter Angela Gaither Mathis had passed away. Funeral is set for Tuesday, 11:00 a.m. at Rust Chapel Methodist Church. Internment will be in the Oxford Historical Cemetery.
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FINANCE
Cash Flow Management System
Chairman of Finance George Holt reiterated auditor Wayne Tamplin’s comment that it is the city’s responsibility to insure that the city’s funds are securely invested and the principal shall always be protected; that sufficient liquidity is available to meet any needs that might arise; and competitive investment rates are sought on the market within those secured investment types.
Holt also stated that the committee discussed the recommendation of the auditors to invest in the Georgia Fund One Account but opted not to because they offer no collateral pledges as securities . The committee report on cash management followed:
Total cash available on all accounts $3,857,924.00
Cash to remain until maturity dates
Checking/Operating Account $ 400,000.00
Certificate of Deposit (10/01/2009) 567,329.79
Certificate of Deposit (04/03/2010) 184,579.63
Certificate of Deposit (06/11/2009) 227,358.25
Money Market (Police Confiscated Assets) 2,198.55
1,381,466.22
Total cash to be transferred
Money from the Operating Account $1,517,589.00
Money from Customer Deposits 130,985.00
Money from Unemployment Insurance Fund 47,254.00
Money from Sinking Fund #1 205,101.00
Money from Sinking Fund #5 543,868.00
Money from Sinking Fund #6 31,659.00
*2,476,456.00
Establishment of New Accounts
12 Month Certificate of Deposits $1,000,000.00
350,971.00
100,000.00
1,450,971.00
6 Month Certificate of Deposits $ 375,485.00
350,000.00
725,485.00
Money Market Account/Commercial Reserve Account $250,000.00
50,000.00
300,000.00
A motion was made by Holt, seconded by Smith to authorize the Mayor, Chairman of Finance, and the City Clerk/Treasurer, to carry out the investment options for the city and transfer funds to four local banks determined earlier. The Council vote unanimous.
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INVOICE APPROVAL
Routine Monthly Bills Paid
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
N.C. Board of Commissioners |
Landfill Fees-February |
$1,064.58 |
|
N.C. Cornish Creek |
Wholesale Water-February |
8,887.00 |
|
N.C. Water & Sewerage Authority |
Sewer Treatment Fees- February |
6,622.98 |
|
GMEBS/Trust Fund |
Employee Retirement Plan-March |
5,681.59 |
|
Steven A. Hathorn |
Municipal Court Judge-January-March |
1,250.00 |
|
MEAG Power |
Wholesale Power-February |
59,901.75 |
|
Southeastern Power Administration |
SEPA Power-February |
3,193.78 |
|
United Health Care of Georgia |
Employee Health Insurance-April |
6,357.72 |
Purchases/Contract Labor
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Alexander Royston |
Attorney Fee-February |
$ 5,710.87 |
|
GMA-GIRMA |
Liability Insurance 05/01/09-05/01/10 |
66,076.00 |
|
Hightower Consulting Engineers |
Moore Street Project |
1,405.64 |
|
LaFarge/Ellis Grading |
40.28 tons stone + hauling intersection Soule/Emory |
704.91 702.80 1,107.71 |
|
Nalley Motor Trucks |
Emergency repair to sanitation truck |
1,652.12 |
Approved Contracts
|
VENDOR |
DESCRIPTION |
AMOUNT |
|
Alcovy Surveying & Engineering |
Field surveying of sanitary sewer manholes |
$3,025.00 |
|
Carter Watkins Architects |
Reimbursables-Blueprinting |
2,824.94 |
|
Treadwell Tamplin & Co. |
Interim billing 2008 audit |
12,000.00 |
|
E-911 Center |
2009 Dispatch Services Fee |
18,282.00 |
|
MHB Paving Inc. |
Traffic Island-Haygood Ave. |
3.213.00 |
Holt reminded the members of the purchasing policies procedure dealing with invoices associated with the same project which exceed $1,000.00. A motion was then made by Oliver, seconded by Davis for approval of invoices. The Council vote unanimous.
CEMETERY
The cemetery paving is now finished. Payment will be made once the closeout paperwork is executed.
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ORDINANCES
Resolution
Section 3-103 Administrative Policy and Procedure 5.A Office Hours-2nd Reading and Adoption
A motion was made by Oliver, seconded by Windham, to adopt amendments to Code of Ordinance Section 3-103, Administrative Policy and Procedure 5.A Office Hours. The Council vote unanimous.
Attachment A
Resolution
Franchise Fee applicable to Holders of Cable or Video Franchises issued by the State of Georgia-2nd Reading and Adoption
A motion was made by Oliver, seconded by Smith, to adopt amendments to Code of Ordinances to establish a Franchise Fee applicable to Holders of Cable or Video Franchises issued by the State of Georgia. The Council vote unanimous. The current franchise fee is 5% due and payable quarterly.
Attachment B
Resolution
Section 32-106, Non-Licensed Sales – 1st Reading
Oliver read the 1st of two readings to amend the code of ordinance “Non-Licensed Sales” to include regulations for operation of a Farmers’ Market on city owned property.
Resolution
Section 4-115, Occupation Tax Ordinance, 2. F-K – 1st Reading
Oliver read the 1st of two readings to amend the code of ordinance “Occupation Tax Ordinance” to include procedures for peddlers.
Councilman Davis asked that the Code Section 11-107, One Way Street be amended to remove Moore Street. Attorney Strickland will prepare.
Councilman Davis also asked that Attorney Strickland prepare a resolution and amendments to include additional stop streets on Haygood Avenue where it intersects with Stone Street and Pierce Street and where it intersections with Haygood Avenue and Whatcoat Street.
The ordinance dealing with holidays will be reviewed at the April work session.
STREETS
Temporary Hire
A motion was made by Davis, seconded by Oliver, to hire one (1) temporary employee to assist during the grass and leaf seasons effective now until November. The Council vote unanimous.
UTILITIES/PUBLIC WORKS
Smith asked that discussion be added to the April work session agenda for requests from residents on Airport Road for city water line expansion.
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Utilities/Public Works continued:
Wholesale Water Rates
Smith reported that the city has been placed on notice that wholesale water rates will increase from $1.51 to anywhere between $1.59 and $1.65 effective July 1, 2009.
Scottie Croy-Linemen Training
Scottie Croy recently completed Power line Workers Distribution Operations Class March 30th- April 3rd and the Newnan Training Center.
GRANT WRITING
Farmers’ Market
Councilman Windham informed the members that he and Oliver had met with Sue Dale to discuss an available grant for farmers’ markets but opted to wait until next year when the city would be better prepared to apply.
Discussion followed with consensus that the new farmers’ market hours would be from dawn to dusk six (6) days per week. The projected date for opening is May 1st. To date, no fee has been set for a permit.
GREAT AMERICAN CLEANUP
Oliver announced that Saturday, April 25th beginning at 9:00 a.m. has been set for the 2009 Great American Cleanup. Volunteers will organize at the community center.
There being no further business or discussion, a motion was made by Windham, seconded by Smith, to adjourn at 8:55 p.m. The Council vote unanimous.
Respectfully submitted,
Carol A. Poole
City Clerk, CMC
Attachment A: Code of Ordinance Section 3-103, Administrative Policy and Procedure 5.A Office Hours
Attachment B: Code of Ordinance Franchise Fees Applicable to Holders of Cable or Video Franchises issued by the State of Georgia