2010 Minutes

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JANUARY 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, JANUARY 4, 2010 – 7:30 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; STEVEN A. HATHORN, MUNICIPAL COURT JUDGE; DR. L.M. WILLSON; SENATOR JOHN DOUGLAS; CLARK R. MILLER, POLICE CHIEF; LAURAN S. WILLIS, DEPUTY CLERK; JODY A. REID, SR., DEPARTMENT HEAD UTILITIES/PUBLIC WORKS; PASTOR, ALLEN MEMORIAL UNITED METHODIST CHURCH- BRIAN DALE, AND SONS MICHAEL AND DAVID; MARK WALTON, PATRICK&ASSOCIATES ENGINEERS; NANETTE WATSON; JOHN P. GODFREY, JR.; VIRGIL Y.C. EADY, JR.; LATRELLE OLIVER; AND ERIK OLIVER; AND FORMER COUNCIL MEMBER, EMMA LOU PATTERSON

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

Pledge of Allegiance

OATH OF OFFICE

The Honorable Steven A. Hathorn administered the oath of office to newly elected Council member Sue Dale, and re-elected members Terry Smith and James Windham.

OLD BUSINESS

A motion was made by Oliver, seconded by Windham, for the approval of the Minutes of the December 7, 2009 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Windham, seconded by Oliver, for the approval of the Minutes of the Special Called Meeting of December 21, 2009. The Council vote unanimous.

A motion was made by Windham, seconded by Davis, for the approval of the Minutes of the December 30, 2009 Public Hearing. The Council vote five (5) yes, with Smith abstaining due to having been absent. The motion carried.

A motion was made by Oliver, seconded by Smith, to accept the Minutes of the November 10, 2009 Planning Commission. The Council vote unanimous.

NEW BUSINESS

A motion was made by Holt, seconded by Windham, to approve the Agenda of January 4, 2010. The Council vote unanimous.

MAYOR PRO-TEM

A motion was made by Oliver to nominate Councilman Frank Davis as Mayor Pro-Tem for 2010. The motion was seconded by Smith. The Council vote five (5) yes, with Davis abstaining. The motion carried.

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JANUARY 4, 2010

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MAYOR’S 2010 COMMITTEE APPOINTMENTS

Streets/Sidewalks/Solid Waste Chair – Frank Davis

Member – Jim Windham

Member – Mayor

Finance/Oversight Chair – George Holt

Member – Sue Dale

Member – Mayor

Personnel/Public Safety/Parks/Trees Chair – Sue Dale

Member – George Holt

Member – Mayor

Planning/Zoning/Storm Water/Cemetery Chair – Hoyt Oliver

Member – Terry Smith

Member – Mayor

Utilities/Public Works Chair – Terry Smith

Member – Frank Davis

Member – Mayor

Buildings/Grounds Chair – Jim Windham

Member – Hoyt Oliver

Member – Mayor

Councilman Smith will still serve on the Building Ad Hoc Committee until the new City Hall/Community Center Building is completed.

APPOINTMENTS

City Attorney

A motion was made by Oliver seconded by Holt for the re-appointment of C. David Strickland to serve as City Attorney for the year 2010. The Council vote unanimous.

Municipal Court Judge

A motion was made by Windham, seconded by Smith, for the re-appointment of Steven A. Hathorn to serve as Municipal Court Judge for the year 2010. The Council vote unanimous.

Municipal Court Solicitor

A motion was made by Windham, seconded by Oliver, for the re-appointment of M. Quader Baig to serve as Municipal Court Solicitor for the year 2010. The Council vote unanimous.

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Appointments continued:

City Clerk/Administrator

A motion was made by Holt, seconded by Smith, for the re-appointment of Carol A. Poole to serve as City Clerk/Administrator for the year 2010. The Council vote unanimous.

Police Chief

A motion was made by Holt, seconded by Windham, for the re-appointment of Clark R. Miller to serve as Police Chief for the year 2010. The Council vote unanimous.

Mayor Roseberry thanked Emma Lou Patterson for her service on the council.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Liaison-Hoyt Oliver

Oliver reported the Planning Commission had received and approved, at its December 8, 2009 meeting, a developmental permit application for Susan Ballard, 209 Emory Street, to construct a 12’x14’ storage shed.

Oliver also reported that on December 22, 2009, the City Clerk received a request for rezoning from Jeff and Nanette Watson for property located at 1008 Emory Street, three (3) acres and Orna Villa, to be sold and used as an events center. The package appeared to be complete with one exception. Oliver recommended the Watson’s also notify the property owners across Highway 81 North (Mark McGiboney, Tony Blair, City of Oxford).

Nanette Watson informed the Council that they would be vacating the property this week and once again encouraged the Council to consider the re-zoning request in order to preserve the historic landmark. Watson added she thought an event center would be in the best interest for Orna Villa and the city. Engineer Mark Walton (Patrick&Associates) was present to answer any questions.

Walton stated plans to alter the property for an events center were very minimal. Walton also stated the other seven (7) acres were passive and not included in the rezone request.

The Council referred the Watsons to the January 12^th Planning Commission meeting in order to follow procedures.

MAYOR’S REPORT

1. The January Work Session was set for Monday January 25^th-6:00 p.m. Newton Leadership Collaborative will be doing a thirty minute presentation.

2. The loan with BB&T for the new community center has been executed.

3. Roseberry attended the Mayor’s Summit Meeting in Greensboro.

4. Regionally important resources nomination deadline is January 31^st2010 with NEGRDC.

5. Roseberry forwarded a letter addressed to the members of the Newton County Board of Commissioners in reference to the closing of Newton County landfill on non-holidays.

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Mayor’s Report continued:

6. The contract with Robert&Company for the re-write of zoning ordinances has been executed.

7. Roseberry reminded the Council that only agenda items are to be addressed at meetings and response of yea or nay. Councilors to abstain only when there is a conflict of interest.

FINANCE

2009 Audit

A motion was made by Holt, seconded by Oliver, to instruct the Mayor to execute an agreement with Treadwell, Tamplin &. Company to perform the annual audit for fiscal year ending 2009. The Council vote unanimous.

Telecommunications Management Services

A motion was made by Holt, seconded by Davis, to instruct the Mayor to execute an agreement with the Georgia Municipal Association for Telecommunications Management Services for 2010 at a cost of $750.00. The Council vote unanimous.

ORDINANCE

Administration-Regular Meetings

Oliver presented the 1^st reading of amendments to City of Oxford Code of Ordinance Chapter 3: Administration, Section 3-204, Meetings, 2. Regular Meetings of the Mayor and Council shall be held at 7:00 p.m. (7:30 p.m. now); and to remove 810 Whatcoat Street.

JOB DESCRIPTION

Public Works and Utilities Supervisor

Oliver presented the 1^st reading of amendments to City of Oxford Job Description entitled “Supervisor Public Works and Utilities” to “Department Head: Public Works and Utilities”.

PRE-DISASTER HAZARD MITIGATION PLAN

Pursuant to the Disaster Mitigation Act of 2000, a motion was made by Oliver, seconded by Smith, to adopt a resolution authorizing the adoption of the Newton County Pre-Disaster Hazard Mitigation Plan. The Council vote unanimous. Attachment A

BUILDINGS/GROUNDS

Windham told the Council that it would not be possible, time wise, to bring every construction change for the new building before the full Council without delaying the project.

Holt asked if there were any major changes that would affect the financial portion of the contract.

Windham responded only small change orders, no substantial contract changes.

Erik Oliver asked that Councilman Windham give reports at each meeting on any changes.

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SENATOR JOHN DOUGLAS

Senator Douglas informed the Council that former Senator Brian Kent has been appointed as the new Secretary of State. Former Secretary of State Karen Handel has stepped down to run for Governor.

Monday, January 11^th begins a new legislative session. Douglas reported there would be no increase in taxes although the state is required to have a balanced budget. Cuts will be made in other areas.

Windham asked what unseen measures were being used to balance the budget. Windham said he felt a lot of public services were being affected by the cuts.

Douglas said the aviation assets were taken away from the state patrol and now under an aviation authority which have tight reins. Furloughs are being implemented throughout the state including the Governor and the Senate members. State parks have been closed during week days. Fleet management is requiring more miles be put on the vehicles. This extends the length of time between trade-in.

Councilman Davis questioned how the state agencies, overseeing the state lottery, were able to receive rather large bonuses.

Tony Collins, Department of Transportation, had also contacted the Mayor concerning the placement of new signs directing traffic onto Highway 142 and away from Highway 81 although the Department of Transportation can not legally tell the drivers not to use Highway 81.

CITIZEN PARTICIPATION

Virgil Eady-301 West Soule Street

Eady reported that the “Tree Butchers” massacred a crypt myrtle in his yard and several in Tom Treadway’s yard.

Mayor Roseberry informed Eady that the city has contracted with Arborist Connie Head to oversee the power line tree trimming work. Head meets with them on site once a week. Head has reported no problems with their work.

Eady said she needs to be on site eight (8) hours a day five (5) days a week during trimming.

Roseberry said the city can’t hire her for that length of time.

Eady said the city could at least notify the citizens before they begin the work.

Roseberry said the city can’t allow homeowners to interfere with the contractors trimming the trees along the city’s rights of ways. Roseberry offered to have Connie Head meet with Eady on her next visit.

LaTrelle Oliver-312 West Clark Street

Oliver asked if the city could advertise the city’s website on the bills and police cars.

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INVOICE APPROVAL

Routine Monthly Bills – Paid

VENDOR	DESCRIPTION	AMOUNT
GMEBS-Trust Fund	Employee Retirement-Jan	$5,681.59
N.C. Board of Commissioners	Prisoner Housing-Oct/Nov	1,290.00
N.C. Board of Commissioners	Wholesale Water-Nov	12,060.00
N.C. Board of Commissioners	Landfill Fees-Nov	1,451.80
Southeastern Power Administration	SEPA Wholesale Power-Nov	2,638.49

Purchases/Contract Labor

Associated Staffing	Temporary Services 11/23-12/11	$1,056.89
Carter Watkins Associates	Architect Fees-Nov	2,775.80
Gerald Whitley	R/M Fire Station	5,000.00
Gerald Whitley	R.D. Window Tint	1,175.00
Harvey’s Wholesale Movers	City Hall Move	1,331.50
H.D. Supply	Electrical Supplies	1,196.35
I Tech Solutions	Wiring and connections computers and phone lines	3,703.30
J.R. Electric, Inc.	Electrical contract labor city hall and police department	1,986.41

Approved Contracts

Allen-Smith Consulting	CDBG/ARRA Grant	$2,100.00
Garrard Construction Group	1^st Draw-minus retainer	34,425.98
Garrard Construction Group	2^nd Draw-minus retainer	46,205.08
Georgia Municipal Association	Community Center Financing	1,000.00 Loan Proceeds
Miller&Martin PLLC	Professional Services $600,000 installment sale agreement	17,000.00 Loan Proceeds
Monroe Tree Work, Inc.	Hazardous tree (3) removal	5,750.00
Steven A. Hathorn	Municipal Court Judge 4^th Q	1,250.00

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

There being no further business, a motion was made by Windham, seconded by Dale, to adjourn at 8:40 p.m. The Council vote unanimous.

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JANUARY 4, 2010

PAGE 7

Respectfully submitted,

Carol A. Poole

City Clerk/CMC

Attachment A: Newton County Pre-Disaster Hazard Mitigation Plan

FEBRUARY 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, FEBRUARY 1, 2010 – 7:30 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; DR. L.M. WILLSON; CAROL A. POOLE ; CITY ADMINISTRATOR; JODY A. REID, SR., DEPARTMENT HEAD UTILITIES/PUBLIC WORKS; LATRELLE OLIVER; AND ERIK OLIVER; EVA&CLAUD SITTON, MR.&MRS. KEN TAYLOR

The February meeting was called to order by Mayor Jerry D. Roseberry and invocation given by Council member Oliver.

Pledge of Allegiance

OLD BUSINESS

A motion was made by Smith, seconded by Windham, for the approval of the Agenda for February 1, 2010 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Davis, seconded by Dale, for the approval of the Minutes of the January 4, 2010 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Oliver, seconded by Smith, to accept the minutes of the December 8, 2009 Planning Commission. The Council vote unanimous.

MAYOR’S REPORT

Mayor Jerry Roseberry announced a meeting with cities in Newton County and County Chairman as well as county administrator to discuss the landfill. In efforts to save money the county had closed the landfill for a number of traditional holidays and a number of non-traditional holidays. The non-traditional holidays are creating problems for the cities. The garbage is being collected but couldn’t be dumped because of the landfills being closed. We have meet and are working out a solution that all the cities can work with. Letters were sent to all citizens notifying them of the change in collection days. If your garbage was picked up on Tuesday you will now be on Wednesday, if it was on Monday it will now be on Tuesday. To avoid conflict we moved the garbage collecting date up by one day. There will still be a problem in November 11^th with the county being closed on Veterans Day which is on Wednesday. In November if your garbage collection day is Wednesday it will be moved to Thursday, during the week of Veterans Day.

The Oxford Historical Cemetery Foundation will meet on February 14, at 2:00 P.M. for their annual meeting at the Oxford Community Center. They will have a photographic map and GIS survey of the cemetery available to show pictures of the cemetery and how to locate grave sites.

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FEBRUARY 1, 2010

PAGE 2

Mayor’s Report continued:

Mayor Roseberry attended a meeting “Regionally Important Resources” in Athens February 1, 2010. This meeting was to discuss and to nominate resources to receive an extra layer of protection from development. Newton County nominated twenty-one locations in the county with the other eleven counties in this district having nominated a total of ten. Newton County has been very active in protecting this area. Now that nominations are closed, this Regional Commission will be reviewing them for the next three months to decide if they should be placed on a special protective list.

February 9^th 2010 at 7:00 P.M. there will be a Planning Commission Hearing on a petition for rezoning of the Orna Villa Property located at 1008 Emory Street.

February 15^th at 6:00 P.M. there will be a Public Hearing preceding the Mayor & council work session regarding a petition for the rezoning of Orna Villa Property located at 1008 Emory Street. The rules that apply on hearings before the Council are: there will be a sign-in then each speaker will have up to

Five (5) minutes to present their case. Each side, pro and con the proposed amendment, will have no fewer than ten (10) minutes total speaking time.

CITIZEN CONCERNS

Mrs. Eva Sitton who lives at 1223 Wesley Street expressed concern regarding the Council voting to accept the Newton County Leadership collaborative Plan with disregard of the Airport which the City has negotiated and fought for fifteen year.

PLANNING/STORM WATER/CEMETERY

Hoyt Oliver, Chairman

Oliver delivered the 2^nd Reading for amendments to City of Oxford Code of Ordinance Chapter 3: Administration, Section 3-204 meeting, 2. Regular Meetings. This ordinance will change the meeting time from 7:30 to 7:00 beginning March 1, 2010.

A motion was made by Oliver, seconded by Windham, to adopt an ordinance change to Amend Chapter 3: Article II: Section 3-204 (2): The Mayor and Council Generally: Meetings: Regular Meeting: to provide an effective date; and for other purposes. The council vote unanimous. Attachment A

Oliver delivered the 2^nd Reading for amendments of City of Oxford Code of Ordinance “Supervisor, Utilities/Public Works” to “Department Head, Utilities/Public Works”.

A motion was made by Oliver, seconded by Smith, to adopt resolution change to City of Oxford Code of Ordinance “ Supervisor, Utilities/Public Works” to “Department Head, Utilities/Public Works”. The council vote unanimous. Attachment B

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FEBRUARY 1, 2010

PAGE 3

Planning continued:

Attorney Strickland, clarified the ordinance would not need to be amended as a result of this resolution, because this is a job description change and not in the ordinances. Oliver concurred.

Oliver reported on the Leadership Collaborative Resolution By: Members of the Newton County Leadership Collaborative. His report reflected a vision the Leadership Collaborative has developed to participate in creating a sustainable future for Newton County and its citizens. It is based on four principles and strategies, which are to Protect Clean Water, Create Communities, Create Corridors, and Coordinate Public Investment. This resolution is an agreement for the various groups to continue to work together as this develops. Oliver addressed Mrs. Eva Sitton regarding the concerns of the airport versus community and the Leadership Collaborative focus on this major issue. Oliver acknowledged this point has been presented and protested and he will continue to raise this issue not only as a concerned citizen but also as representative for the city and his participation with the Leadership Collaborative.

A motion was made by Oliver and seconded by Smith to adopt a resolution by the City of Oxford to continue to participate in the forming of the vision and support of the Leadership Collaborative. The council vote unanimous. Attachment C

Oliver announced that on Friday February 5, 2010 at 9:30 A.M. the Planning Commission will meet with our planning consultants in the Community Room on the revision of the city ordinance, everyone is welcome to attend.

Oliver also reported there was one Occupational Tax Application for Commercial Lighting Services, LLC, owner Mr. Kenneth Taylor at 205 Fletcher Street, received for review. Mr. Taylor is requesting a home Occupational business license for the business of replacing of light-bulbs in warehouses.

A motion was made by Oliver, seconded by Davis for the approval of a Home Occupational business license for Commercial Lighting Services, LLC. This business is owned by Mr. Kenneth Taylor at 205 Fletcher Street. The council vote unanimous.

Oliver delivered the Annual Storm Water Report.

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FEBRUARY 1, 2010

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STORM WATER MANAGEMENT REPORT

February 2, 2010

Hoyt Oliver. Storm Water Committee Chair

1. Meeting with Environmental Compliance Specialist,

Environmental Protection Division, Georgia Department of Natural Resources

On January 12, 2010, Oliver, along with storm water management representatives from Newton County, Covington, Porterdale, and Keep Covington/Newton Beautiful, attended a meeting requested by Connie Haynes, Environmental Compliance Specialist

with the Storm Water Unit of Georgia EPD. In ebulliently bureaucratic fashion, Ms. Haynes discussed in considerable detail issues of appropriate reporting on storm water management activities. Of particular concern were the kinds of data collected and reported from KCNB activities during the year. Ms. Haynes also referred us to what she considers to be good examples of reporting from other municipalities and counties.

When Oliver and representatives from Covington and Newton County expressed concern about the wastefulness in paper and time of having to submit with annual storm water management reports copies of records of all activities during the year, Ms. Haynes agreed that it would be acceptable for such supporting data to be submitted electronically on computer discs, though annual reports themselves should be printed. When asked, she also acknowledged that the Clean Water Act and Georgia EPD just require a minimum of two (2) BMPs (Best Management Practices) in each of the five categories of the Georgia Notice of Intent for Storm Water Management for a municipality or county. The City of Oxford has more than two BMPs in each category, so we’ll do our best not to increase that number and have to do even more record-keeping and reporting.

2. Annual Report of Storm Water Management submitted to GA EPD

On January 29, 2010, Oliver mailed our annual storm water management report for 2009 to the Storm Water Unit, Georgia EPD. A copy of this sixty-four (64) – page report is on file at Oxford City Hall for anyone who would like to read it. It is to be hoped (though probably unlikely) that our Environmental Compliance Specialist will find the report acceptable and will not ask for extensive changes.

Because of the extensive changes in our storm water management reporting procedures carried out in June, 2009, at the request of EPD, preparing this year’s annual report was not as difficult. We adopted a Manual of Standard Operating Procedures for Storm Water Management and our staff has been learning to follow it, so reporting of activities has been much more efficient. Oliver would especially like to commend Scotty Croy for overseeing maintenance and repair of the storm water system, and Jody Reid for the excellent computer data-base of utility/public works activities which he set up with the help of Mr. Tom Turner. Jody can now generate reports which give the City much more complete and accurate information on what work has been done, and in which budgeted areas the different activities fall.

We’ve had a lot of storm water during 2009, and Oxford’s system handled it well.

We are acting wisely in putting a rainwater-collection system at the new City Hall – and

perhaps soon the weather will stay dry enough that we can pour the footing for the new

building!

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FEBRUARY 1, 2010

PAGE 5

FINANCE/AUDIT

George Holt, Chairman

PERSONNEL/PUBLIC SAFETY/PARKS/TREES

Sue Dale, Chairman

Dale presented copy of the Tree Board minutes from the January 12, 2010 meeting. Dale announced the Arbor Day Celebration which will be February 13, 2010 at 10:00 A.M. in the George Street Park. There will also be an Invasive Plant Workshop February 12^th at 2:00 P.M. at the College Chapel. Mayor Roseberry reported on a Contract to remove trees with Monroe Tree Works. This contract states the work will be performed at a cost of $300.00 per hour. Mayor Roseberry indicated a work order will be

issued and Department Head, Utilities/Public Works, Jody Reid will supervise all work and approve all request prior to payment.

A motion was made by Davis, seconded by Windham, to accept the proposed Contract from Monroe Tree Works for the removal of trees at a cost of $300.00 per hour. The Council vote unanimous.

Attachment D

SIDEWALKS/STREETS/SOLID WASTE

Frank J. Davis, Chairman

Davis gave update of the Trail Right of Way Clearance on Soule Street. Jody has only been able to obtain one proposal.

A motion was made by Davis, seconded by Windham, to accept the proposal from Cummings Site Development Inc. in the amount of $6,250.00 for the clearing and Mulching of the Trail Right of Way on Soule Street, North. The Council vote unanimous. Attachment E

UTILITIES/PUBLIC WORKS

Terry Smith, Chairman

BUILDINGS/GROUNDS/PARKS/TREES

James H. Windham, Chairman

Windham delivered update on the progress of the New City Hall/Community Center and presented council with December and January calendar of delays due to rain and inclement weather.

Windham’s report on Security Cameras for Maintenance Facility was tabled until next meeting.

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JANUARY 4, 2010

PAGE 6

INVOICE APPROVAL

VENDOR	DESCRIPTION	AMOUNT
	Routine Monthly Bills-Paid
United HealthCare of GA	Employee Health Insurance-January February	8,339.44 8,339.44
N.C. Board of Commissioners	Wholesale Water - Dec	8,251.44
N.C.WATER & SEWER	Sewer Treatment Fees-Dec Sewer Treatment Fees-Jan	6,650.00 6,650.00
City of Covington	Sewer Fees	7,323.86
GMEBS-Trust Fund	Employee Retirement-Feb	6,732.42
City of Covington	Gas Service	1,098.86
N.C. Board of Commissioners	Landfill Fees – Dec	1,471.05
Utility Service Co, Inc.	Quarterly Tank Mtnc.	2,361.15
Southeastern Power Administration	SEPA Power-January	3,021.97
AT & T	Phone Service	1,239.21

Purchases/Contract Labor

Associated Staffing Services	12/14 – 12/18 12/21 – 12/25 12-28 – 01/01 2010	2,093.04
Consolidated Pipe	Water S &M	1,741.50
WOCO Pep	Fuel/Diesel	4,051.61
M. Qader Baig	Court Solicitor Oct-Dec	1,200.00
Alexander, Royston, Hardman, Shinall, Strickland,	Attorney Fees	10,939.92

Approved Contracts

Carter Watkins Associates	Architect Fees - December	3,351.57
GIRMA	Builders Risk/New City Hall/Community Center	1,756.00
Alcovy Surveying & Engineering	Engineer Design /CDBG Stimulus Project	6,000.00
Technical Forestry Services Connie Head	Utility Line Clearance Pruning Monitoring & Tree Inspection	1,368.75
Townsend	Power-line Tree Trimming 12/7 – 12/11 12/14-12/18 12/21-12/25 12/28-01/01/2010 01/10-01/08 01/11-01/15	16,341.40

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JANUARY 4, 2010

PAGE 7

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

There being no further business, a motion was made by Windham, seconded by Dale, to adjourn at 8:40 p.m. The Council vote unanimous.

Respectfully submitted,

Lauran S. Willis

Deputy City Clerk

Attachment A: Ordinance Mayor and Council meetings.
Attachment B:   Resolution Public Works & Utility Supervisor to Department Head
Attachment C:   Resolution Leadership Collaborative
Attachment D: Request for Proposals Monroe Tree Work
Attachment E:   Proposal for Cummings Site Development for Soule Street Clearing

MARCH 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, MARCH 1, 2010 – 7:00 P.M

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; CLARK R. MILLER, POLICE CHIEF; JODY A. REID, SR., DEPARTMENT HEAD-UTILITIES/PUBLIC WORKS; STEVE BOWEN, DEAN-OXFORD COLLEGE; CLAUDE SITTON; J.P. GODFREY, JR.; DR. L.M. WILLISON; ANDERSON WRIGHT; LATRELLE OLIVER; AND EMMA LOU PATTERSON

A motion was made by Oliver, seconded by Dale, for the approval of the Agenda for March 1, 2010. The Council vote unanimous.

A motion was made by Windham, seconded by Davis, for the approval of the Minutes of the February 1, 2010 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Oliver, seconded by Smith, to accept the Minutes of the January 10, 2010 Planning Commission Meeting. The Council vote unanimous.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Liaison Hoyt Oliver

Oliver announced the Public Hearings scheduled with the Planning Commission and City Council for Jeffrey and Nanette Watson, 1008 Emory Street (Orna Villa) had been cancelled. Oliver reported that Anthony and Ellen Sinyard had withdrawn their offer to buy the property.

A pre-development permit submitted by Robert and Annette Nash, 217 West Richardson Street, was denied for two (2) reasons: 1. Uses in R-20 districts allows for only one carport or garage not to exceed the storage capacity of two automobiles. 2. The request did not meet the minimum setback from a street of thirty five (35) feet.

A pre-development permit submitted by Lucious Solomon, 305 Cindy Court, to place a 20’ x 20’ storage building on the property, was tabled until clarification is made as to where West Watson Street borders the property.

The Planning Commission, along with the Newton County GIS Department, are working together to correct some of the errors/omissions on Oxford’s zoning map.

Dean Steve Bowen, Oxford College

Dean Bowen presented the Mayor with a published book by Erik Blackburn Oliver, former Special Assistant to the Dean, entitled "Cornerstone and Grove" a portrait in architecture and landscape of Emory’s birthplace in Oxford, Georgia.

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MARCH 1, 2010

PAGE 2

Mayor’s Report

Dr. Steve Whatley, Superintendent of Newton County Board of Education, will be attending the March 15^{th work session.
2.} April 17, 2010 has been set for the Mayor and Council’s retreat date.

Councilman Smith said if Palmer Stone School closes the city will lose eighteen (18) utility accounts totaling $120,000.00 in annual revenue or 5% of total revenues generated from utilities.

FINANCE - George Holt, Chairman

1st Reading of Proposed Ordinance Change Chapter 4: Revenue and Finance

Holt presented the 1st reading of proposed changes to City of Oxford Code of Ordinance Chapter 4: Revenue and Finance, Article V-Centralized Purchasing, Section 4-502, Vendors, and Section 4-504, Approval Procedure. The proposed changes will increase the solicitation of vendors bids from $5,000.00 to $10,000.00; and a Department Head’s authority to purchase individual goods or services from $1,000.00 to $10,000.00 as long as cost remain within the approved budget and approved by the City Clerk/Administrator.

TREES/PARKS/RECREATION Sue Dale, Chairman

Tree Services Agreement

Dale presented a proposal from Robert Scarborough, Monroe Tree Work, Inc. to provide annual tree services for the city based on hourly payment of $350.00 per hour, with a three (3) hour minimum. Monroe Tree works will not charge for travel time or mobilization. If equipment, such as a crane, is needed beyond what is normally needed for standard tree service, the city will be billed for the cost of such equipment. Further, if the city requires emergency tree service after normal business hours the additional labor costs to Monroe Tree Works will be reimbursed by the city. A motion was made by Windham, seconded by Oliver, to approve the proposal from Robert Scarborough, Monroe Tree Work to provide annual tree services for the city. The Council vote unanimous. Attachment A

ARRA Tree Planting Grant

Dale announced the city, with the assistance of Newton County Arborist, Debbie Bell, has been awarded an ARRA Tree Planting Grant. Council members Dale and Windham, and Arborist Connie Head have identified and flagged twenty three (23) locations along the trail, behind Oxford College, in the George Street Park, and on the new city hall lot for the planting which will take place the end of March.

J.P. Godfrey asked if there were any plans for planting trees in the Oxford Square Sub-Division.

Jim Windham responded, as former Tree Board Chair, stating efforts have been made in the past, but the problem has been very narrow rights of ways in the sub-division, which make it difficult to plant any.

2010 Arbor Day

Arbor Day was held on Saturday, February 27th with twenty (20) attendees. The city received their twelve (12) year Tree City award. Oxford was also awarded the Growth Award.

MAYOR &. COUNCIL

MARCH 1, 2010

PAGE 3

Trees/Parks/Recreation continued:

Tree Board Meetings

The Tree Board will be meeting the 2nd Tuesday of every month at 6:00 p.m. in the Oxford Community Center. Names of perspective new members will be presented at the April Council meeting for approval. Department Head Jody Reid has expressed an interest in attending the meetings.

LaTrelle Oliver informed the Council that Bartlett Tree Service, Arborist Connie Head, Georgia Forester Beryl Budd, and Tree Board members have planted dogwood and cherry seedlings in the Bonnell Street pocket park.

PLANNING/CEMETERY-Hoyt Oliver, Chairman

Request for Legal Assistance

The Planning Commission at its February 9, 2010 meeting made a motion to ask the City Council to assign the City Attorney the task to address the following concerns:

Review and determine issues involved in the annexation of unincorporated islands within the city limits of Oxford

Issues involved in the city taking control of Richardson Road west of Hull Street, the limits of Stagecoach Road, and East Clark Street

Issues involved in Oxford asserting legal claim to the triangle of land within the Oxford City limits south of Interstate Highway 20, which is currently being taxed by Covington

Determine whether another jurisdiction owning property in Oxford can ignore City of Oxford regulations and ordinances concerning this property

For reasons of public safety, must every principle building in the city have a unique parcel and street address (i.e. buildings on Emory campus)

A motion was made by Oliver, seconded by Davis, to formerly accept the request of the Planning Commission and act to enlist the City Attorney, if necessary, to resolve these issues. After recommendation from Councilman Windham, the motion was amended to include locating the boundaries of the city owned property located at the corner of Collingsworth and Asbury Streets. The Council vote unanimous.

2010 Cemetery Foundation Meeting

The Cemetery Foundation held their annual meeting in February. A report was given to announce the accomplishments made in working with the Newton County GIS Department to create an aerial map of the Oxford Historical Cemetery defining surveyed lots and burial sites. Efforts are still underway with Mary McLurkin, J.P. Godfrey and Anderson Wright to assist in identifying burials in the Northeastern and Northwestern sections. A map and burial directory is now on display at the well house in the cemetery.

The Foundation also reported that recent contributions made has put the Foundation only $17,000.00 away from their $100,000.00 goal to make them self sustaining for perpetual care.

Request was made from the Foundation to ask that any future placement of coping around graves be placed at ground level and any planting of trees be approved by the Tree Board and Foundation first.

MAYOR &. COUNCIL

MARCH 1, 2010

PAGE 4

Cemetery continued:

Dirt and Mulch Stored in the Cemetery

Oliver informed the members that Alice McKnight had filed a complaint about the mounds of dirt the city was stock piling in the southwestern portion of the cemetery. Jody Reid reported that the city would be using some of the dirt to repair sink holes along Moore Street. Reid also suggested that the city owned property on the corner of Collingsworth and Asbury Streets be used to store dirt and mulch. The boundary lines need to be determined with the City Attorney’s assistance.

Community Newsletter

The February issue of the Community Newsletter will be mailed this week. Council member Dale was asked to send the college faculty an electronic copy. Attachment B

STREETS-Frank Davis, Chair

Street Patching

A motion was made by Davis to approve a proposal from MHB Paving, Inc. in the amount of $8,323.00 for the patching of deep potholes on Asbury Watson and Moore Streets. The motion was seconded by Windham. Reid informed the Council that other bids had been requested but no others received. The motion carried unanimously.

Moore Street Storm Drain

A motion was made by Davis to purchase two hundred and sixty feet (260’) of twenty four inch (24") pipe from Consolidated Pipe&Supply Company for the city workers to install on Moore Street where the road is failing. The motion was seconded by Oliver. The Council vote unanimous.

UTILITIES/PUBLIC WORKS-Terry Smith, Chair

A motion was made by Smith, seconded by Oliver, to purchase a tool crimp from Gresco Utility Supply in the amount of $1,379.00. The Council vote unanimous.

A motion was made by Smith, seconded by Holt, to purchase a pole tamper from HD Utilities Supply in the amount of $1,272.00. The Council vote unanimous.

BUILDINGS/GROUNDS-Jim Windham, Chair

City Hall Construction Progress

Windham reported the footings for the new city hall building are down and contractors on now working on pouring the slab and putting in the blocks. Windham also reported that Arborist Connie Head met with the building committee and contractors to make sure the contractors were aware of concerns of tree damage around the construction site to prevent any further damage.

EXECUTIVE SESSION-LAND ACQUISITION

A motion was made by Windham, seconded by Holt, for an executive session. The Council approved.

MAYOR &. COUNCIL

MARCH 1, 2010

PAGE 5

Video Surveillance System-Maintenance Facility

Bids for the equipment and installation of a video surveillance system for the maintenance facility are as follows:

AllStar Alarms&Sound $7,785.00

SmartWAVE Technologies 16,325.00

A motion was made by Windham, seconded by Davis to accept the proposal from AllStar Alarms&Sound for equipment and installation of a video surveillance system for the maintenance facility in the amount of $7,785.00. The Council vote unanimous.

CITIZENS CONCERNS

LaTrelle Oliver-312 West Clark Street

Oliver asked if the direction for the installation of underground utilities had been determined.

Windham responded by reporting that the area had been flagged and reviewed by him and Arborist Connie Head. Windham further stated that the trenching area flagged is acceptable.

INVOICES

Routine Monthly Bills Paid

^VENDOR	^DESCRIPTION	^AMOUNT
^{City of Covington}	^{Natural Gas – All buildings}	^$1,873.60
^{GMEBS/Retirement Trust}	^{Employee Retirement-Feb}	^6,732.42
^{N.C. Board of Commissioners}	^{Landfill Fees-Jan}	^1,567.55
^{N.C. Board of Commissioners}	^{Prisoner Housing-Jan}	^1,890.00
^{N.C. Cornish Creek Water Fund}	^{Wholesale Water-Jan}	^8,048.00
^{N.C. Water&Sewerage Authority}	^{Sewer Treatment Fees-Jan}	^6,175.00
^{United Health Care of Georgia}	^{Employee Health Ins-Mar}	^8,339.44
^{U.S. Department of Energy}	^{SEPA Wholesale Power-Jan}	^2,697.54

^{Purchases/Contract Labor}

^VENDOR	^DESCRIPTION	^AMOUNT
^{Electric Cities of Georgia}	^{Registration Linemen Training-Troy Womack}	^$1,800.00
^{Sensus Metering Systems}	^{Water Supplies}	^1,209.75
^{Think It Solutions}	^{IT Support (20 hours)}	^1,700.00
^{Woco Pep Oil Company}	^{Gasoline Purchase-Jan}	^3,964.02

^{MAYOR &. COUNCIL
MARCH 1, 2010
PAGE 6
Invoices continued:
Approved Contracts}

^VENDOR	^DESCRIPTION	^AMOUNT
^{Alcovy Surveying}	^{Sewer Availability Report}	^$1,225.00
^BB&T	^{Loan Payment-New Building}	^6,146.25
^{Garrard Construction Group}	^{Construction Draw #3}	^63,830.32
^{Steven A. Hathorn}	^{Municipal Court Judge-1st Q}	^1,250.00
^{Monroe Tree Work, Inc.}	^{Hazardous Tree Removal and Pruning}	^3,750.00
^{Robert&Company}	^{Professional Services-Zoning&Regulations Update 15%}	^4,492.50
^{Robert&Company}	^{Zoning&Regulations 40%}	^7,487.50

^{A motion was made by Smith, seconded by Dale for approval. The Council vote unanimous.
There being no further business, or discussion, a motion was made by Smith, seconded by Dale to adjourn at 8:20 p.m. The Council vote unanimous.
Respectfully submitted,
Carol A. Poole
City Clerk/Administrator
Attachment A: Monroe Tree Work, Inc. Tree Services Agreement
Attachment B: Community Newsletter}

APRIL 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
MONDAY, APRIL 5, 2010
COMMUNITY CENTER OXFORD, NEWTON, GEORGIA

MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; FRANK J. DAVIS, MAYOR PRO-TEM; COUNCIL MEMBERS-GEORGE R. HOLT; SUE DALE; HOYT P. OLIVER; TERRY A. SMITH; AND JAMES H. WINDHAM<?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />

OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; DR. L.M. WILLSON; CLARK R. MILLER, POLICE CHIEF; LATRELLE OLIVER; ERIK OLIVER; OXFORD COLLEGE STUDENTS-JUSTIN LEE AND ALEX VIGUER; EVA SITTON; AND ANDERSON WRIGHT

A motion was made by Smith, seconded by Oliver, for the approval of the Agenda for April 5, 2010. The Council vote unanimous.

A motion was made by Windham, seconded by Dale, for the approval of the Minutes of the March 1, 2010 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Windham, seconded by Smith, for the approval of the Minutes of the March 8, 2010 Special Called Meeting. The Council vote unanimous.

A motion was made by Oliver, seconded by Holt, to accept the Planning Commission Minutes of February 9, 2010. The Council vote unanimous.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Liaison Hoyt Oliver reported that a request had been made by the Planning Commission, at its February meeting, for the Council to assign the City Attorney the task to address several concerns. Mayor Roseberry is now reviewing the Attorney’s responses and will discuss at the next work session.

A request from Lucious Solomon, 305 Cindy Court, for the addition of a 20’ x 20’ storage building was approved after a site visit was made by Chairman David Eady.

The phasing out of Palmer Stone School was discussed and suggested uses of the building was heard.

Oliver reported that the Planning Commission will be meeting again in April with Robert and Company for continued discussion of zoning and sub-division re-writes. The Commission will be discussing the character of the Historic District. The meetings are generally held on Friday mornings and the public is invited.

MAYOR’S REPORT

RESOLUTION-Newton County Pre-Disaster Hazard Mitigation Plan-Amendment 1

A motion was made by Davis, seconded by Smith, for the adoption of a resolution to approve the Newton County Pre-Disaster Hazard Mitigation Plan-Amendment 1. The Council vote unanimous.

Attachment A

MAYOR &. COUNCIL

APRIL 5, 2010

PAGE 2

Mayor’s report continued:

Council Retreat

Roseberry announced that the Council would be holding a retreat in the community center on Saturday, April 17^th from 8:30 a.m. to 4:00 p.m. Guests are Northeast Georgia Regional Development Center’s Executive Director Jim Dove, and Administrative Assistant Mott Beck. Barbeque from Allen Memorial United Methodist Church will be ordered.

The April work session date was set for Monday the 19^th beginning at 6:00 p.m.

Mayor Roseberry informed the Council that Northeast Georgia Regional Development Center has now included Salem Camp Ground as one of the regionally important resources.

CITY ADMINISTRATOR REPORT

Capital Projects Update

1. CDBG/ARRA-Waterline Upgrade

Water mains in the Oxford Square Sub-Division are all installed. The lines have been charged and flushed along with pressure testing. All that remains in the Oxford Square area is chlorination and flushing to be complete. Water mains have also been installed along Wesley Street.

Project expenses to date:

CDBG Portion ($500,000.00)

Administration $14,100.00

Construction 162,290.37

Reimbursement 520.00

176,910.37 (35% CDBG Funds)

City Portion ($172,145.00)

Construction $16,112.92 (9% City Funds)

2. City Hall Project

Expenses to date: $256,254.71

Reimbursements from Loan Proceeds 203,423.75 (34%)

3. Moore Street Storm Drain

50’ pipe has been laid and a storm drain catch basin built

Pending: 150’ pipe and one (1) more drain to be built

4. Security Camera System-Maintenance Facility

Complete

5. Walking Trail Expansion (West Soule to West Watson Streets)

Cumming Site Development has been on hold pending dry out of the area

Clearing projection to begin next week

6. Hazardous Tree Inventory

Connie Head is compiling a list of hazardous trees for removal along with the tree inventory

Indentified to date: two (2) Emory Street; one (1) Wesley Street; and two (2) West Richard Street

MAYOR &. COUNCIL

APRIL 5, 2010

PAGE 3

FINANCE-HOLT

ORDINANCE-CHAPTER 4: REVENUE AND FINANCE; ARTICLE V: CENTRALIZED PURCHASING, SECTIONS 4-502, AND 4-504

A motion was made by Holt, seconded by Oliver, to adopt changes to City of Oxford Code of Ordinance-Chapter 4: Revenue and Finance; Article V: Centralized Purchasing, Sections 4-502, and 4-504 as follows:

Section 4-502 Vendors

1. Solicitation of Vendors and Submission of Bids-When a purchase for a single good is expected to exceed Ten thousand dollars ($10,000.00) competition is required to the extent that it exists…..

Section 4-504 Approval Procedure

2. Department Head shall have the authority to purchase individual goods or services costing less than ten thousand dollars ($10,000.00) each as long as cost remains within the approved budget and approved by the City Clerk/Administrator.

3. Ten thousand One Dollars ($10,001.00) and Over. The Mayor, City Councilmember, or a department head shall have the authority to solicit a minimum of three (30 competitive written bids. The Mayor and City Council shall have the authority to approve/disapprove the purchase of goods or services.

The Council vote unanimous. Attachment B

Maturing Certificate of Deposit

A motion was made by Holt, seconded by Windham, to re-invest the $1,000,000.00 certificate of deposit, currently held at United Bank, for a term of thirty (30) days. Further, the funds will be used for construction of the new city hall building. The Council vote unanimous.

GENERAL

Great American Clean-Up

Oliver reported that the City of Oxford had splendid participation for the Great American Cleanup this year. The major through streets were cleaned, yielding great quantities of litter along roadways such as Moore Street, Old Oxford Road, and Williams (Airport) Road. Oxford appears to be just the right distance from the fast-food restaurants and the beer stores for people to finish eating and drinking and throw out their garbage! Two heaping pickup truck loads were taken to Newton County disposal center-about 61 bags of litter, 15 discarded tires, and a considerable quantity of metal and other bulky trash. (The Oxford City Council member who took the trash to the disposal center had to fight off an overwhelming urge to empty his truck in the middle of the Covington Municipal Airport runway.)

PARTICIPANTS NUMBER MILES COVERED BAGS COLLECTED

Oxford Lions Club 11 1 ½ 11

Oxford College Students 17 3 30+

Oxford Citizens 5 2 20+

TOTALS 33 6 ½ 61+

MAYOR &. COUNCIL

APRIL 5, 2010

PAGE 4

Great American Clean up continued:

Oliver thanked every one for their participation.

STREETS-DAVIS

Davis reported the project to repair storm drains along Moore Street was now in progress.

UTILITIES/PUBLIC WORKS-SMITH

Utility Billing Upgrade

Smith made a motion, seconded by Holt, to approve a quote from Computer Software Innovations (CSI) to upgrade the utility billing software to allow for the billing calculation of a new 400 demand at a cost of $2,500.00. The Council vote unanimous.

City Hall Underground Utilities

A motion was made by Smith, seconded by Windham, to approve the cost for joint trenching and installation of underground utility, phone, and cable as quoted at a labor cost of $37,938.70 and an estimated material cost of $10,960.80 for a total of $48,899.50. The Council vote unanimous. Smith stated he had contacted another utility provider outside of the area and was told that was a very, very fair price. Attachment C

BUILDINGS

Windham reported the city hall project is making progress as all can see. The projected date for obtaining a certificate of occupancy (CO) is July 27^th.

Windham stressed that any further request for changes to the building would make the cost increasingly expensive.

CITIZENS COMMENTS

Erik Oliver asked that the city consider the resurfacing needs of West Clark Street when the Local Assistance Road Program (LARP) funds becomes available.

Erik Oliver also asked that Mark McGiboney be contacted to discuss landscaping needs at the Rock Store property.

OXFORD LIONS CLUB

A motion was made by Windham, seconded by Smith, to allow the Oxford Lions Club to use the vacant city owned lot on Emory Street again this year for the annual yard sale. The Council vote unanimous. The sale will take place on May 1^st.

MAYOR &. COUNCIL

APRIL 5, 2010

PAGE 5

INVOICES

Routine Monthly Bills Paid

VENDOR	DESCRIPTION	AMOUNT
BB&T	City Hall Loan Payment	$6,146.25
City of Covington	Natural Gas-2 buildings	1,813.68
GMEBS/Trust Fund	Employees Retirement-March	6,732.42
N.C. Board of Commissioners	Landfill Fees-February	1,510.95
N.C. Cornish Creek Fund	Wholesale Water-February	8,496.00
N.C. Water&Sewerage Authority	Sewer Treatment Fees	6,175.00
United Health Care of Georgia	Employee Health Insurance-April	8,339.44
U.S. Department of Energy	SEPA Power-February	2,963.06

Purchases/Contract Labor

Alexander&Royston	Attorney Fees-January	$4,930.00
Alexander&Royston	Attorney Fees-February	3,307.50
Consolidated Pipe	Storm Drain-Moore Street	3,133.00
Gresco Utility Supply	Underground Transformer	7,834.35
Gresco Utility Supply	Utility Supplies	2,095.00
Maxx Computers	Lap Top Police Car #602	1,331.91
N.C. Information Systems	GIS Data	2,850.00
Technical Forestry Services	Arborist Fees 01/12-02/27	1,312.50
Woco Pep Oil Company	Gasoline Purchase-March	3,425.92

Approved Contracts

Carter Watkins Associates	Construction Architect Fees	$2,775.80
D&J Trenching	CDBG/ARRA-City portion	16,112.92
ECS Southeast, LLC	Inspection Fee-January	2,475.70
ECS Southeast, LLC	Inspection Fee-February	2,751.90
Garrard Construction Group	Construction Draw #4	40,962.37
MCCI Innovations	Laserfiche Support Renewal	2,469.00
Robert&Company	Zoning Updates-March	5,990.00

A motion was made by Oliver, seconded by Dale, for approval. The Council vote unanimous.

There being no further business, a motion was made by Smith, seconded by Dale, to adjourn. The Council vote unanimous.

MAYOR &. COUNCIL

APRIL 5, 2010

PAGE 6

Respectfully submitted,

Carol A. Poole

City Clerk/Administrator

Attachment A: Resolution-Newton County Pre-Disaster Hazard Mitigation Plan-Amendment 1

Attachment B: Ordinance-Chapter 4: Revenue and Finance; Article V: Centralized Purchasing Sections 4-502 and 4-504

Attachment C: City Hall Underground Utility Installation Proposal

May 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, MAY 3, 2010 – 7:00 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

MEMBERS PRESENT: JERRY D. ROSEBERRY, MAYOR; FRANK J. DAVIS, MAYOR PRO TEM; COUNCIL MEMBERS - GEORGE R. HOLT; JAMES H. WINDHAM; TERRY A. SMITH; HOYT P. OLIVER; AND SUE DALE(7:50 P.M.)

OTHERS PRESENT: CLARK R. MILLER, POLICE CHIEF; LAURAN S. WILLIS, DEPUTY CLERK; JODY A. REID, SR., DEPARTMENT HEAD UTILITIES/PUBLIC WORKS; CURTIS AND SHERRY JACKSON; LATRELLE OLIVER; ERIK OLIVER; J.P. GODFREY, JR.; FRANK PETREE; AMBER PITTMAN, STAFFWRITER FOR THE COVINGTON NEWS; AND SEVERAL OTHERS

The May meeting was called to order by the Honorable Jerry D. Roseberry, Mayor, and invocation was given by Councilman Hoyt Oliver.

Pledge of Allegiance

A motion was made by Smith, seconded by Windham, for the approval of the Agenda for May 3, 2010. The Council vote five (5), with five (5) members present. The motion carried.

A motion was made by Windham, seconded by Holt, for the approval of the Minutes of the April 5, 2010 Mayor and Council Meeting. The Council vote five (5), with five (5) members present. The motion carried.

A motion was made by Oliver, seconded by Windham, to accept the Planning Commission Minutes of March 9, 2010. The Council vote five (5), with five (5) members present. The motion carried.

PLANNING COMMISSION RECOMMENDATIONS/PEITIONS

Liaison – Hoyt Oliver

Oliver reported the Planning Commission, at its April meeting, agreed to allow temporary permission for a period of three (3) months, to Dawn Witcher, East Richardson Street, to place a storage building on the property.

Nathaniel Elliott submitted a request for a customary home occupation license in order to conduct a new auto repair service from his home at 106 West Watson Street. The Planning Commission pointed out that city ordinances expressly prohibited this type of business in a residential area. It was suggested that Elliott seek to operate his business at several other properties in Oxford that are zoned for commercial use.

The Planning Commission discussed the Board of Educations plans to abandon Palmer Stone School building once the new school is completed. The Planning Commission suggested the city request the Board of Education give the property to the city, at little to no cost, once the building is abandoned.

Oliver announced Robert and Company will be meeting with the Planning Commission on Friday, May 7^th at 9:00 a.m. in the Allen Memorial United Methodist Church Education Building.

MAYOR &. COUNCIL

MAY 3, 2010

PAGE 2

CITIZEN PARTICIPATION

Erik Oliver-402 West Clark Street

Oliver informed the Council the Newton Trails Foundation met at the Center to discuss the Norfolk Southern Rails intent to abandon 14.9 miles of railroad from near Porterdale to near Newborn. The Foundation suggested citizens petition the Newton County Board of Commissioners and all county municipal governments to proceed with due diligence to gather facts necessary to make an informed decision regarding the opportunity to purchase the 14.9 miles of railroad corridor. The request would specifically suggest Newton County and/or the City of Covington take the long overdue step of presenting Norfolk Southern Railroad Corporation a non-binding letter of interest to allow negotiations and fact finding to commence. Oliver also added that the value of the metals along the rail to be valued somewhere around $500,000.00.

Resolution-Norfolk Southern Railroad Corridor

A motion was made by Davis, seconded by Windham, to adopt a resolution in support of the Newton County Commission to move forward with those actions necessary to acquire the Norfolk Southern Railroad corridor for future use as a right-of-way for multi-use trail and greenway development. The Council vote five (5), with five (5) members voting. The motion carried. Attachment A

Curtis and Sherry Jackson-506 Haygood Avenue

Curtis Jackson informed the Council that they have recently been issued a building permit from Newton County to begin the repair work at 1002 Emory Street. Jackson said the clean-up has already begun. Jackson also asked that the street light in front of his house on Haygood Avenue be replaced.

GENERAL

Furniture Bids for the New City Hall Building

Lauran Willis prepared the following presentation to the Mayor and Council on bids for furnishing the new city hall building:

Office Creations CWC (Better) Ramsey Furniture Company Renfrow Associates

$52,902.34 $52,361.29 $36,950.00 $52,045.46

Attachment B

Members will review and discuss the bids at the May work session with possible vote at the June meeting or a special called meeting prior if necessary.

Windham asked Willis to prepare an assessment of the existing furniture for possible reuse.

The May work session and possible called meeting is scheduled for Monday, May 17^th beginning at 6:00 p.m. Some of the topics for discussion include a summary of the Council Re-Treat held last month and nominations for citizen(s) of the year.

The 4^th of July Parade and celebration will be held on Monday, July 5^th.

MAYOR &. COUNCIL

MAY 3, 2010

PAGE 3

CERTIFICATES

Carol Poole, City Clerk, and Lauran Willis, Deputy Clerk completed the Georgia Election Officials Certification Program through the Secretary of States Office in accordance with O.C.G.A. § 21-2-100.

Troy Womack received a certificate of completion for Power Line Workers Rigging and Climbing Class held by the Electric Cities of Georgia (ECG) April 12-16, 2010.

FINANCE

Certificate of Deposit-United Bank

A motion was made by Holt, seconded by Windham, authorizing the City Clerk to redeem Certificate of Deposit #58251652 at United Bank. Further, $500,000.00 is to be moved to the Operating Account at BB&T for future payments on the City Hall Building. The remaining balance will be reinvested in another certificate of deposit at United Bank for a period of thirty (30) days. The Council vote five (5) with five (5) members voting. The motion carried.

Holt said he will also be presenting a first quarter financial report at the May work session.

ZONING/ORDINANCES/RESOLUTIONS/STORM WATER

Ordinance Drafts

Oliver said he will distribute proposed ordinance amendments along with new ordinance drafts to the council members for review and discussion at the May work session.

Storm Water Report

Oliver has submitted required changes to the Environmental Protection Division (EPD) on the Storm Water Report.

Newton County Leadership Collaborative

A motion was made by Oliver, seconded by Smith, for the City of Oxford to become a participating member of the Newton County Leadership Collaborative and to pay an annual fee of $2,100.00 to the Center for Community Preservation and Planning, the facilitating organization with an effective date of July 1, 2010. The Council vote five (5), with five (5) members voting. The motion carried. High praises have been given to Newton County and its municipalities from the Northeast Georgia Regional Development Center for its involvement in community planning.

City Logo

The Council discussed whether or not to define a city logo to be placed on the granite sign at the new city hall building. Two mentioned were the Tree Board’s logo and the logo on the city’s web page designed by Erik Oliver. A motion was made by Oliver, seconded by Windham, to proceed with the granite sign for the new building without a city logo and only list the functions of the building (i.e. city hall, police department). The Council vote five (5), with five (5) members voting. The motion carried.

MAYOR &. COUNCIL

MAY 3, 2010

PAGE 4

STREETS/SIDEWALKS/SOLID WASTE

Resolution-Multi-Jurisdictional Solid Waste Management Plan

A motion was made by Davis, seconded by Oliver, to adopt a Resolution adopting the Multi-Jurisdictional Solid Waste Management Plan. The Council vote five (5), with five (5) members voting. The motion carried. Attachment C

Temporary Hire

Davis informed the members that a temporary hire has been added to the staff to assist during the grass cutting season.

BUILDINGS/GROUNDS

Building Inspector

Windham reported that Rajni T. Panikh, Atlanta Management&Engineering, Lawrenceville, Georgia, has been hired to perform the mechanical, electrical, and plumbing inspections for the new city hall building at a cost of $800.00. They are also the firm that designed the mechanical and electrical portion of the project. Ben Carter assisted with the framing inspections at no additional cost.

Windham also reported the front windows had to be reset. The pipes and interior walls have now been insulated, and the stairs have the wood on them.

LaTrelle Oliver asked if the trees on the Emory Street city lot can be removed so you can see the building from Emory Street.

Erik Oliver asked if the garden wall was still to be installed across the back of the property.

PARKS/TREES/TRAILS

Connie Head (Technical Forestry Services) Contract

Members of the Council requested further discussion be continued at the next work session to determine needs.

Tree Board Members

A motion was made by Oliver, seconded by Smith, for the appointment of the following members to the Tree Board:

2010 Tree Board Members

Cheryl Ready New Member Co-Chair

Kathy Ward New Member Co-Chair

Louise Eady Reappointment Secretary

Mary Gene Elliott Reappointment Historian

Sarah Standard Reappointment Communications

Brenda Payne New Member

LaTrelle Oliver Reappointment

Simon Perryman New Member

MAYOR &. COUNCIL

MAY 3, 2010

PAGE 5

Tree Board continued:

Other Key Participants

Beryl Budd Vivian Harris

Connie Head Sue Dale

Jody Reid

The Council vote five (5), with five (5) members present. The motion carried.

Georgia Urban and Community Forestry Grant Application

A motion was made by Oliver, seconded by Holt, to proceed with an application for a Georgia Urban and Community Forestry Grant. The Council vote five (5), with five (5) members voting. The motion carried.

Resolution-Chestatee-Chattahoochee RC&D Council

A motion was made by Oliver, seconded by Windham, to adopt a Resolution allowing Chestatee-Chattahoochee RC&D Council to administer the Northeast Georgia Tree Planting Project. The Council vote five (5), with five (5) members voting. The motion carried. Attachment D

Greatway Grant Application

Council member Sue Dale informed the members that there are local grant monies available and sponsored by Keep Covington/Newton Clean and Beautiful (KCNCB) The application due date is July. If granted, the monies would be used towards the improvement of the entrance way on the south side of the city along Emory Street (Rivers Hill). Jan Ballard (property owner on the hill) will partner with the city towards the improvements. A motion was made by Dale, seconded by Oliver, to proceed with the application for a Greatway Grant. The Council vote unanimous.

For clarification, Council member Dale said a Greatway Grant comes from local funds and a Gateway grant is state funded.

INVOICES

Routine Monthly Bills Paid

VENDOR	DESCRIPTION	AMOUNT
City of Covington	Natural Gas-March	$ 896.68
City of Covington	Sewer Treatment Fee-1^st Quarter	7,253.30
GMEBS/Trust Fund	Employee Retirement-April	6,732.42
N.C. Board of Commissioners	Landfill Fees-March	2,166.15
N.C. Cornish Creek Fund	Wholesale Water-March	8,722.00
N.C. Water & Sewerage Authority	Sewer Treatment Fee-March	6,175.00
U.S. Department of Energy	SEPA Power –March	2,595.31

MAYOR &. COUNCIL

MAY 3, 2010

PAGE 6

Invoices continued:

Purchases/Contract Labor

VENDOR	DESCRIPTION	AMOUNT
Alexander, Royston	Attorney Fee-March	$1,379.00
GIRMA	Liability Insurance	55,518.00
Gresco Utility Supply, Inc.	Electric Supplies	1,379.00
HD Supply Utilities	Electric Supplies	1,650.90

Approved Contracts

VENDOR	DESCRIPTION	AMOUNT
Allen-Smith Consulting	CDBG/ARRA Administration	$2,100.00
BB&T Finance	City Hall Loan Payment-March	6,146.25
BB&T Finance	City Hall Loan Payment-April	6,146.25
Carter Watkins Associates	Architect Construction Period	2,865.46
Carter Watkins Associates	Architect Construction Period	2,775.80
D&J’s Trenching Services	Water line Project/City Portion	16,112.92
ECS Southeast, LLC	City Hall Inspections-March	2,949.93
Garrard Construction Group	Requisition #5	122,340.45
Garrard Construction Group	Requisition #6	266,561.64
N.C. Water & Sewerage Authority	Interest Portion-Sewer Capacity	4,680.00
Robert & Company	Zoning Re-write-80% Complete	5,990.00
Utility Service Co., Inc.	Quarterly Water Tank Inspection	2,361.15

A motion was made by Oliver, seconded by Windham, to approve the invoices for May. The Council vote unanimous.

There being no further business, or discussion, a motion was made by Windham, seconded by Dale, to adjourn at 8:00 p.m. The Council vote unanimous.

Respectfully submitted,

Carol A. Poole,

City Clerk/Administrator

Attachment A: Resolution-Norfolk Southern Railroad Corridor

Attachment B: Furniture Quotes for the New City Hall Building

Attachment C: Resolution-Multi-Jurisdictional Solid Waste Management Plan

Attachment D: Resolution-Chestatee-Chattahoochee RC&D Council Administration of

Northeast Georgia Tree Planting Project

June 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, JUNE 7, 2010 – 7:00 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

OTHERS PRESENT: C. DAVID STRICKLAND, CITY ATTORNEY; CLARK R. MILLER, POLICE CHIEF; JODY A. REID, SR., DEPARTMENT HEAD UTILITIES/PUBLIC WORKS; PATSY BURKE; VIVIAN HARRIS; NICHOLAS P. DAY, CANDIDATE FOR STATE SENATE DISTRICT 17; MELINDA DAY; CLAUDE AND EVA SITTON; REVEREND BRIAN DALE, ALLEN MEMORIAL UNITED METHODIST CHURCH; DAVID DALE; ALICE McKNIGHT; J.P. GODFREY, JR.; AMBER PITTMAN, STAFFWRITER FOR THE COVINGTON NEWS; 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 Councilman Hoyt P. Oliver.

Pledge of Allegiance

A motion was made by Smith, seconded by Dale, for the approval of the June 7, 2010 Agenda. The Council vote unanimous.

A motion was made by Windham, seconded by Oliver, for the approval of the Minutes of the May 3, 2010 Mayor and Council Meeting. The Council vote unanimous.

A motion was made by Windham, seconded by Dale, for the approval of the Minutes of the Special Called Meeting of May 17, 2010. The Council vote unanimous.

A motion was made by Oliver, seconded by Smith, to accept the Minutes of the April 13, 2010 Planning Commission Meeting. The Council vote unanimous.

PLANNING COMMISSION RECOMMENDATIONS/PETITIONS

Liaison, Hoyt Oliver presented the following report for the Planning Commission from its May 11, 2010 meeting:

The Planning Commission unanimously approved a motion to recommend to the City Council that the moratorium on new development in Oxford be extended until September 1, 2010.
Jimmy Rogers, 916 Emory Street, came before the Planning Commission to inform them that he was selling the property and an interested buyer had asked if the property could be rezoned from Office-Professional to Commercial use as a coffee shop. The Planning Commission informed Rogers the process for rezone would take as long as the process to complete the new zoning which could possibly allow for commercial use.
The Planning Commission voted unanimously to recommend the City Council move forward with the adoption of the following amendments:

Soil Erosion, Sedimentation, and Pollution Control; (Chapter 35)
Administration (Chapter 3)
Building and Other Construction Codes (Chapter 36 and 42)
Fire Prevention and Fire Protection (Chapter 10)

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 2

Planning Commission report continued:

Robert &. Company is making progress with the Zoning and Sub-Division rewrite. Tentative dates for the Planning Commission to meet with Robert &. Co. have been set for June the 18^th and June the 25^th. A meeting of the Planning Commission will follow in mid July for review. On July 16^th the consultants are preparing to present a final document. The Mayor and Council are expected to receive a final document on July 30^th.

Nicholas P. Day-Democratic Candidate for State Senate District 17 Seat

Nicholas shared the following information about himself:

He was born in Atlanta and attended public schools there.
His wife, Melinda, is a native of Newton County.
He has lived in Newton County since 1976.
He attended the Atlanta School of Law.
He was employed by Sears Roebuck and Company.
He later worked for Pacific Uniform Company in Rockdale County and created their first computer data base.
He was later hired as the Project Manager for Criminal Justice in Atlanta.
In 1990 he was hired as the Director of Solid Waste in Henry County and received certification from Southern Tech as a requirement. He was also over the occupational tax.
He retired from Henry County in 2006 and ran twice for Tax Commissioner, but was defeated both times.

CITIZENS CONCERNS

No participation

MAYOR’S REPORT

June 21^st – 6:00 p.m. was set for the June work session.
June 28^th – 6:00 p.m. was set for a Special Called Meeting on the 2010 millage rate.
The July 5^th Regular meeting was moved to July 12^thbecause of the holiday.
A new Mayor’s Committee was established to determine the rules for the use of both community center buildings. George Holt-Chair (Finance); Jim Windham (Maintenance Cost); Terry Smith (Utility Use Cost) The committee is to bring recommendations to the June 21^st work session, with July 12^th set for the 1^st reading.
City Clerk/Administrator directed to prepare request for proposals for janitorial services.
Guidelines for sewer tap fees and tie- in to the city sanitary sewer system have now been prepared by the Mayor.

CITY ADMINISTRATOR REPORT

Management’s Discussion and Analysis (MD&A Report) for fiscal year ended December 31, 2009 was presented as follows:

Combined net assets totaled $12,734,182. Of this amount, unrestricted net assets of $6,663,438 may be used to meet the city’s ongoing obligations to citizens and creditors.

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 3

Administrator report continued:

Total net assets increased by $2,175,232 during the most recent fiscal year resulting from business-type activities.
At the close of Fiscal year 2009 the city’s governmental funds reported combined ending fund balances of $1,322,893. Of this amount $665,844 or 50% is available for spending at the government’s discretion (General unreserved fund balance). The balance of $657,049 or 50% is available for spending according to the guidelines of the source of the funds.
At the close of the fiscal year, the City of Oxford’s assets in its major business-type activities, Electric, Water/Sewer, and Sanitation exceeded its liabilities by $8,903,354. Of this amount, $4,394,070, or 49% is unrestricted and available to meet the city’s on going obligations to its customers and creditors.
The largest component of net assets is unrestricted assets in the amount of $6,663,438 or 52% while the 2^nd largest portion reflects its investment in capital assets which total $5,437,923 or 43%.
Debt in 2008 totaled $895,743. At the end of 2009 debt totaled $1,370,763. An increase of $2,266,506. Attachment A

FINANCE

Certificate of Deposit #1652 (United Bank)

A motion was made by Holt, seconded by Oliver, authorizing the City Clerk to close Certificate of Deposit ending in #1652 held at United Bank and deposit the funds into the operating account at BB&T to be used towards construction expenses associated with the new building. The Council vote unanimous.

2009 Millage Rate Meeting

A motion was made by Holt, seconded by Davis, to set June 28, 2010 beginning at 6:00 p.m. as a Special Called Meeting for the adoption of the 2009 Millage Rate. The Council vote unanimous.

TREES/PARKS/RECREATION/PERSONNEL

Connie Head Contract

Council member Dale deferred any action to extend the contract with Connie Head, Technical Forestry Services, until further discussion can be heard.

Vehicle Safety Manual

A motion was made by Dale, seconded by Oliver, to adopt revisions to the City’s Vehicle Safety Manual. The Council vote unanimous. Attachment B

Executive Session-Personnel

Dale reported the personnel issue once thought of has now been resolved, therefore, there would be no need for an Executive Session.

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 4

ZONING

Moratorium

A motion was made by Oliver, seconded by Windham, to extend the moratorium on new construction until September 1, 2010 to allow the additional time needed for the completion of new zoning and sub-division ordinances re-write and adoption. The Council vote unanimous.

ORDINANCES

Oliver presented the 1^st reading of proposed changes/additions to the City of Oxford Code of Ordinances:

City of Oxford Code of Ordinance Chapter 3, “Administration, “Article VI, “Officers and Employees,” to provide for Administration Generally; To provide for the appointment of a Code Enforcement Officer, Building Official, Zoning Administrator, and City Engineer; to provide for the repeal of conflicting ordinances; to provide for severability; to provide for an effective date; and for other lawful purposes. This would empower the city to have permission to appoint certain officers as demand requires.
City of Oxford Code of Ordinance Chapter 10, “Fire Prevention and Protection,” to provide for the repeal of Section 10-101, “State Minimum Fire Safety Standards,” to provide for the repeal of conflicting ordinances; to provide for severability; to provide for an effective date; and for other lawful purposes. This would delete the present code fire code and adopt the International Fire Code.
City of Oxford Code of Ordinance, to repeal Chapter 35, “Soil Erosion and Sedimentation Control,” and to adopt a New Chapter 35, “Soil Erosion, Sedimentation, and Pollution Control,” to provide for the repeal of conflicting ordinances; to provide for severability; to provide for an effective date; and for other lawful purposes. This would allow the city to follow the 2009 State Soil and Conservation Standards.
City of Oxford Code of Ordinance, Chapter 36, “State Minimum Standard Construction Codes,” Article I, “In General,” to repeal Section 36-103, “County Administration of Building Inspections” and replace it with a new Section 36-103, “Administration and Enforcement;” to repeal Article II, “Construction Codes,” of Chapter 36 and replace it with a new Article II, “Construction Codes: for the purposes of adopting the Georgia Mandatory State Minimum Standard Codes, adopting certain appendices of the Standard Codes, and adopting the International Property Maintenance Code; to repeal Article III, “Building and Development Permits; Certificates of Occupancy,: of Chapter 36; to provide for the repeal of conflicting ordinances; to provide for severability; to provide for an effective date; and for other lawful purposes. This would incorporate international codes and international property maintenance codes into the ordinances.
City of Oxford Code of Ordinance, Chapter 42, “City of Oxford Building Construction and Related Activities; to provide for the repeal of conflicting ordinances; to provide for severability; to provide for an effective date; and for other lawful purposes.

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 5

International Code Counsel

A motion was made by Oliver, seconded by Windham, to become a member of the International Code Counsel and to pay annual dues of $100.00 per year; and to order two copies of the code, one digital and one hard copy. After a brief discussion, the motion was amended to state,… and to order the relevant needed copies. The Council vote unanimous.

Councilman Holt asked for clarification on the overlap of Chapter 36 and Chapter 42. Chapter 36, states Minimum Standard Construction Codes: and Chapter 42, states City of Oxford Building Construction and Related Activities which overlap one another and will require amendment for consistency.

Attorney Strickland reminded the Council of the number of proposed ordinance changes that invoke the Zoning Procedure Laws. Strickland specified the law needs to be followed.

Councilman Windham asked if the city could restrict the use of vinyl siding over certain substrate such as Blue Board and Styrofoam. Windham said some of the starter homes contractors are building have Styrofoam and Blue Board where houses can be easily burglarized. Fire safety is also an issue.

STREETS/SANITATION

Flags

Councilman Davis asked if the city could buy enough United States flags to cover Emory Street within the city limits. It was suggested the matter be held for discussion until the June work session.

UTILITIES/PUBLIC WORKS

Water/Sewer Rates

A motion was made by Smith, seconded by Holt, to amend the water and sewer rate schedule the amount equal to the Newton county wholesale cost increase effective with the July billing. The Council vote unanimous.

Cook Road Master Water Meter

Smith advised the members that water loss, by way of wheeling, was occurring at the master meter on Cook Road whenever the Yellow River Pump Station was opened and pulling from Oxford’s meter. Following, a motion was made by Smith, seconded by Oliver, to authorize an expenditure of $4,290.00 as a joint project with Newton County Board of Commissioners and the City of Covington to replace the master water meter which would include double check valves at Cook Road. Windham asked if there were any imperative reasons why it should be approved this evening. Smith said the meter needs to be open and flowing with water pressure to maintain the system. Smith further stated that fire restrictions were not being met for proper fire flow because of the closed meter. A motion was then made by Holt, seconded by Dale to table the motion until further discussion could be heard. The Council vote three (3) yes, with three (3) members (Smith, Oliver, Davis) casting no votes. Mayor Roseberry cast a vote in favor of tabling the motion. The motion was tabled with four (4) yes votes.

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 6

Grand Marshal

Oliver made a motion to nominate Reverend Tom Johnson and wife Emmie Johnson as the 2010 Grand Marshals. The motion was seconded by Windham. The Council vote unanimous. Reverend Johnson is a member of the Oxford Historical Shrine Society, the Oxford Historical Cemetery Foundation, and Allen Memorial United Methodist Church.

INVOICES

Routine Monthly Bills Paid

VENDOR	DESCRIPTION	AMOUNT
Georgia Superior court Clerks’ Cooperative Authority	Court Fees-April	$1,055.67
GMEBS/Retirement Fund	Employees Retirement-May	6,732.42
N.C. Board of Commissioners	Landfill Fees-April	1,959.30
N.C. Board of Commissioners	Wholesale Water-April	10,937.00
N.C. Water&Sewerage Authority	Sewer Treatment Fees-April	6,650.00
Southeastern Power Administration	SEPA Wholesale Power-April	2,456.06
United Healthcare of Georgia	Employees Health Insurance-June	9,407.95

Purchases/Contract Labor

Alexander Royston	Attorney Fees- April	$3,720.00
Consolidated Pipe & Supply	Water Supplies	3,113.60
Gresco Utility Supply, Inc.	Underground Electric Supplies	11,564.42
H.D. Utilities Supply	Electric Supplies	1,181.15
Monroe Tree Work, Inc.	Hazardous Tree Removal	5,600.00
Technical Forestry Services	Arborist March 16-May 11	4,556.25
Woco Pep Oil Company	Gasoline Purchase-April	4,241.13

Approved Contracts

Alcovy Surveying & Engineering	Construction Oversight CDBG/ARRA Project-April	$2,500.00
Carter Watkins Associates	Architect Construction Period-April	2,775.80
Computer Software Innovations	Software Support 07/2010-07/2011	10,714.20
Cummings Site Development	Coke Street Right of Way Clearing	2,000.00
ECS Southeast LLC	Inspections-City Hall Building	1,426.90
Garrard Construction Group	Draw #7-City Hall Building	267,886.20
Georgia Municipal Association	Membership Dues-2010-2011	1,457.65
Municipal Code Corporation	Laserfiche Software Support	2,469.00
Qader Baig	Solicitor 1^st Quarter 2010	1,200.00
Treadwell, Tamplin & Co.	Interim Audit Billing	15,000.00

MAYOR &. COUNCIL

JUNE 7, 2010

PAGE 7

A motion was made by Oliver, seconded by Davis, to approve the invoices presented. The Council vote unanimous.

There being no further business, or discussion, a motion was made by Holt, seconded by Dale, to adjourn at 7:55p.m. The Council vote unanimous.

Respectfully submitted,

Carol A. Poole,

City Clerk/Administrator

Attachment A: Management’s Discussion and Analysis 2009 Report

Attachment B: Vehicle Safety Manual

July 2010

OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING

MONDAY, JULY 12, 2010 – 7:00 P.M.

COMMUNITY CENTER, OXFORD, NEWTON, GEORGIA

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

ABSENT: COUNCIL MEMBER SUE DALE

OTHERS PRESENT: DAVID STRICKLAND, CITY ATTORNEY; CLARK R. MILLER, POLICE CHIEF; LAURAN S. WILLIS, DEPUTY; PASTOR LEE AND BOBBY STEPHENS, MOUNT ZION BAPTIST CHURCH; ROSELYN LAMBERT, REMAX REALTY; VIVIAN HARRIS; LATRELLE OLIVER; ERIK OLIVER; J. P. GODFREY, JR., AND ANDERSON WRIGHT

The July meeting was called to order by the Honorable Jerry D. Roseberry Mayor, and invocation given by Councilman Oliver.

Pledge of Allegiance

A motion was made by Smith, seconded by Oliver, to approve the agenda for July 12, 2010. The Council vote unanimous.

A motion was made by Holt, seconded by Oliver, for the approval of the Minutes of the June 7, 2010 Mayor and Council meeting. The Council vote unanimous.

A motion was made by Oliver, seconded by Holt, for the approval of the Minutes of the Special Called Meeting of June 21, 2010. The Council vote unanimous.

A motion was made by Smith, seconded by Windham, for the approval of the Minutes of the Special Called meeting of June 28, 2010. The Council vote unanimous.

A motion was made by Oliver, seconded by Smith, to accept the Planning Commission Minutes of May 11, 2010. The Council vote unanimous.

PLANNING COMMISSION REPORT

Hoyt Oliver, Liaison

The Planning Commission reviewed and made additional revisions to the proposed zoning ordinances.
The Planning Commission reviewed a development permit application from Oxford College for improvements to the Hamill Street and Haygood Avenue intersection. The Planning Commission agreed with the drainage improvement part of the work and the college’s choice of Option #2 as shown on their drawing. There was a consensus that the other changes involving crosswalks at the intersection and south of the intersection were not needed in order to protect the safety of students crossing the streets and motorist using the roadways. The Planning Commission feels that due to the high level of pedestrian traffic in this area, the crosswalks should be normalized at the intersection only, not mid-block, and that improvements be made to improve the safety of the students crossing there.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 2

Police Chief Miller added crosswalks in Georgia are implied at the intersections that are controlled. There are controlled intersections on both sides of that road segment, at Hamill where it crosses and Moore where it crosses. There are stop signs there, which automatically slows traffic, which makes pedestrian traffic much safer, rather than at mid segments, where pedestrians step off a curb and may have their vision obscured.

Chief Miller was asked to get meet with the college police chief to endorse a plan for the safest route and prepare a formal opinion.

CITIZEN PARTICIPATION

Pastor Lee, Mount Zion Baptist Church

Pastor Lee thanked the Council for meeting with citizens of the community from Mount Zion Baptist Church on June 21^st to talk about the potential sale of the churches property and addressing concerns with trying to sale the church property. Lee informed the Council there are still concerns with where the city right-of-way is located. According to GIS information, Lee said, the right of way extends into the steps and porch. Lee asked for that right of way be given to the church.

Lee added that the title insurance company, as well as the buyer, has asked for an easement. Lee also spoke with Councilman Oliver asking for a conditional letter stating there are no plans for road expansion or zoning changes for that area for the next twenty years, as well as providing a letter of conditional use for an open right- of- way.

Mayor Roseberry reported the city has asked for a GIS update, but with budget constraints, the request has been delayed. Roseberry further stated the city has no intention of selling or giving away any of its rights-of- ways.

Oliver stated there is no case on record, nor has there ever been, to our knowledge, since 1839, that the city has ever given, or sold, any of its rights-of-ways to property owners. In some cases, the city has executed long term leases such as Old Church (Oxford Historical Shrine Society) which sits on the Fletcher Street right of way, and some of the college buildings as well. That would be an area to explore. Recommendation was made that the church rely on the cemetery survey as a beginning point. Oliver said the city can not make a promise for twenty years and hold future Councils liable.

Roselyn Lambert, Remax Realty said the title insurance company is demanding an easement and would help the buyer.

Attorney Strickland said what he suspects is that the title insurance company will only issue a policy with exceptions to the legal description. Strickland thinks they won’t issue the policy unless it has an exception for that encroachment, and the buyer doesn’t want that. Strickland said if you pay the premium, they will issue the policy; there will just be an exception for the encumbrance. Strickland also said he was surprised that their surveyor McClung did not research the deeds at the courthouse showing the surrounding property descriptions.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 3

Mount Zion Baptist Church continued:

Roseberry asked if the city has the City Attorney do the research and look into some form of a lease, do you, Pastor Lee, think that might suffice.

Lee asked if the city could certify that the pin in the cemetery is an original pin.

MAYOR’S REPORT

Northeast Georgia Regional Development Center has begun writing the guidelines for the protection of the identified Regionally important Resources in the region.
Newton County Commission Chairman Cathy Morgan, along with Covington Mayor Kim Carter will represent Newton County on the Transportation Round Table (H.B. 277 Transportation Act of 2010)
Newton County and cities within have been in joint discussion in determining means of acquiring fourteen (14) miles of an abandoned rail corridor owned by Norfork Southern. Newborn Mayor Roger Sheridan is coordinating the efforts and requesting each entity execute a memorandum of understanding to explore the possibility of acquiring the rail corridor.

A motion was made by Windham, seconded by Oliver, to grant the Mayor permission to sign the memorandum of understanding. The Council vote unanimous. Attachment A

Jim Windham was designated as the representative for Oxford.

Steve Durden, representative from the Georgia Municipal Association, will attend the July 26^th work session to discuss and answer questions related to the retirement benefit program. As a matter of information, there was a mayor’s meeting last Friday and the question was asked who provides retirement. Newborn does not. Mansfield does not. Porterdale does not. Covington does, but they are going to change it. They have a benefit program but they’re going to change it to a defined contribution plan at the first of the year because they found the same thing we found. The cost is going through the roof. Can’t continue it. Newton County changed to this type plan in 1997 and they have no plans in going back to the defined benefit plan.
Work has begun on the trail expansion from West Soule Street, north to West Watson Street. Jody will inspect the work and sign off verifying that the work had been done.

PERSONNEL

Jody Reid

A motion was made by Holt to approve the recommendation of the Personnel Committee to increase the pay grade of Jody Reid from 23-D to 23-E on the pay plan. The effective date for the increase will be the next pay period. The motion was seconded by Oliver. The Council vote unanimous.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 4

TREES/PARKS/RECREATION

Technical Forestry Contract

A motion was made by Holt, seconded by Windham, to add an additional $3,000.00 to the budget for Connie Head’s services as requested by the Tree Board. The Council vote unanimous.

FINANCE

Community Center’s Rental

A motion was made by Holt, seconded by Smith, to approve the rental fee schedule and guidelines for the use of the 110 West Clark Street community center as stated. The Council vote unanimous. Attachment B

A motion was made by Holt, seconded by Smith, to approve the rental fee schedule and guidelines for the use of the 810 Whatcoat Street community center as stated.

Councilmember Davis pointed out that no civic clubs pays $100.00 to meet in there now, and the Lion’s Club and the Boy Scouts could not afford to do so.

Councilmember Windham reported that funds raised by the Lions Club for projects can only be used for those projects.

Councilmember Oliver proposal for an amendment to the motion for the fee at the Whatcoat Street building be at a rate of $50.00 for non profit organizations and the rate for Oxford residents be $100.00. The amended motion was seconded by Windham. The Council vote two (2) yes. Davis said he was abstaining. Mayor Roseberry informed Davis he could not abstain. Davis said he was a member of the organization. Roseberry said if we apply that rule, then half of the Council can’t vote on some things. The Council, after discussion, voted two (2) yes, three (3) no. The motion was denied.

The vote on the original motion was, four (4) yes votes, with Davis casting one (1) no vote. The original motion carried. Attachment C

The 1^st Monday in October was designated as the initial rental date for the West Clark Street Community Center.

ORDINANCES

Chapter 3, Administration, Article VI, Officers and Employees

Oliver presented the 2^nd reading and moved to adopt amendments to the City of Oxford Code of Ordinance Chapter 3, “Administration, Article VI, Officers and Employees”. The motion was seconded by Holt. The Council vote unanimous. Attachment D

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 5

Ordinances continued:

Chapter 10, “Fire Protection and Prevention, Section 10-101, State Minimum Fire Safety Standards”

Oliver presented the 2^nd reading and moved to delete the City of Oxford Code of Ordinance, Chapter 10, “Fire Protection and Prevention”. The motion was seconded by Davis. The Council vote unanimous. Attachment E

Chapter 35, Soil Erosion and Sedimentation, and Pollution Control

Oliver presented the 2^nd reading and made a motion to repeal the existing Code of Ordinance of the City of Oxford entitled “Soil Erosion and Sedimentation, and Pollution Control” and adopt the State law in an entirely new ordinance. The motion was seconded by Smith. The Council vote unanimous.

Attachment F

Chapter 36, State Minimum Standard Construction Codes; and Chapter 42, Building Construction and Related Activities

Oliver presented the 2^nd reading and made a motion to adopt amendments to Chapter 36 adopting all state mandatory codes and all the provisions regarding administration and enforcement which are defined in Chapter 1 of the International Building Code. The motion was seconded by Holt. The Council vote unanimous; and

Another motion also followed by Oliver to repeal Chapter 42, “Building Construction and Related Activities” in its entirety. The motion was seconded by Windham. The Council vote unanimous. Attachment G

WATER/SEWER

Smith asked that the discussion of mandatory sewer taps be put on the August work session agenda to clarify the direction the administration office needs to follow through with notifying residents affected.

Discussion followed concerning the amount of sewer tap fee to be imposed on those that have city sewer available, but have not tied in.

A motion was made by Oliver, seconded by Windham, that those citizens, by ordinance, and are situated within one hundred feet (100’) of the city’s sanitary sewer system, be required to pay the $1,700.00 tap fee and must pay within one hundred twenty (120) days from the date that the legal issues have been resolved. This was the same offer given to the residents located within the Clark Street sewer project area. The Council vote three (3) yes, with Smith and Davis casting two (2) no votes. The motion carried.

4^th OF JULY PARADE

Windham reported the 4^th of July Parade participation was down from before, possibly affected by the celebration having been held on the 5^th instead of the 4^th.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 6

BUILDING/GROUNDS

City Hall Retaining Wall

Councilman Smith asked that an extension of the retaining wall at the new city hall be put on the table for discussion. Smith presented a quote of $19,236.00 to extend the wall an additional one hundred sixty five feet (165’). Smith suggested the city take a look at extending the wall when the bidding goes out for materials and labor to construct two (2) new city limit signs. A motion was made by Oliver to extend the wall on the property west of city hall to Asbury Street right-of-way as part of a contract extension with Garrard Construction Group. The motion was seconded by Windham.

The estimated cost for materials for the city limit signs is around $3,000.00 and labor cost around $5,000.00. Smith suggested that cost be included in the 2011 budget.

Holt said he would like to know exactly how much the extension was going to cost before he voted on it.

Erik Oliver added that the wall was in the original drawing as a sound buffer and to deter water as well as esthetics.

Windham asked that the motion be amended to allow the city to proceed with the wall expansion with Garrard Construction Group and not to exceed a cost of $19,236.00.

A motion was made by Holt, seconded by Smith, to allow the Building Committee to look at the additional project and then be allowed to make a decision. The Council vote unanimous.

The Council then proceeded to vote on the initial motion by casting four (4) yes votes in favor of, and Holt casting one (1) no vote. The initial motion carried to extend the wall on the property west of city hall to Asbury Street right-of-way. The motion carried.

Front Entrance Walkway and Masonry Stairs

Windham reported he has a meeting Tuesday, with Joe Watkins (Carter Watkins) to review and discuss some of the landscaping and flower beds. They will also discuss the curving and paving of the front walkway entrance. A proposal will be made to straighten the walkway, add rails that flair out to the street, place a drainage pipe to cover the ditch, and add ten (10) parallel parking spaces for short term parking. The bid price can be reduced by $9,000.00 by using standard concrete and not pervious.

A motion was made by Windham that the Council accept the proposal of $19,232 minus $9,000.00 by using concrete and move forward with the project. The motion was seconded by Smith. The Council vote unanimous. Attachment H

Telephone System

A motion was made by Oliver, seconded by Holt, to allow the City Administrator and the Chairman of the Building Committee to review bids and make the decision for the purchase of a telephone system. The Council vote unanimous.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 7

INVOICE APPROVAL

Routine Monthly Bills Paid

Vendor	Description	Amount
GMEBS/Retirement Fund	Employees Retirement	$6,732.42
N.C. Board of Commissioners	Prisoner Housing-Apr/May	1,455.00
N.C. Board of Commissioners	Landfill Fees-May	1,692.95
N.C. Board of Commissioners	Wholesale Water-May	5,696.00
N.C. Water&Sewerage Authority	Sewer Treatment Fees-May	6,650.00
United Health Care of Georgia	Employees Health Insurance-July	9,407.95
U.S. Department of Energy	SEPA Power-May	2,597.67

Purchases/Contract Labor

Vendor	Description	Amount
Alexander & Royston	Attorney Fees-May	$2,462.50
Alexander & Royston	Attorney Fees-June	2,415.00
Associated Staffing	Temporary Hire – 06/04	1,251.12
Ready Rent All, Inc.	Bobcat rental-tree removal along walking trail	1,178.50
Santech Products, Inc.	Mosquito Spray	1,544.67
Woco Pep Oil Company	Gasoline Purchase-06/14	3,747.51

Approved Contracts

Vendor	Description	Amount
Carter Watkins Associates	Architect-05/25	$2,775.80
Carter Watkins Associates	Architect-06/28	2,775.80
Garrard Construction Group	Pay Request #8	259,178.73
Monroe Tree Work, Inc.	Hazardous Tree Removal-05/11	5,600.00
Monroe Tree Work, Inc.	Hazardous Tree Removal-05/25	7,000.00
Robert & Company	Zoning Re-Write	2,995.00
Treadwell, Tamplin & Company	2009 Audit	6,000.00

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

There being no further business, or discussion, a motion was made by Smith, seconded by Holt, to adjourn at 9:30 p.m. The Council vote unanimous.

MAYOR &. COUNCIL

JULY 12, 2010

PAGE 8

Respectfully submitted,

Carol A. Poole,

City Clerk/Administrator

Attachment A: Memorandum of Understanding-Norfork Southern Rail Corridor

Attachment B: 810 Whatcoat Street Community Center Rental Agreement

Attachment C: 110 West Clark Street Community Center Rental Agreement

Attachment D: Ordinance-Chapter 3, Administration, Article VI, Officers and Employees

Attachment E: Ordinance-Chapter 10, Fire Protection and Prevention/Section 10-101 State Minimum Fire Safety Standards

Attachment F: Ordinance-Chapter 35, Soil Erosion and Sedimentation, and Pollution Control

Attachment G: Ordinance-Chapter 36, Minimum Standard Construction Codes and Chapter 42, City of Oxford Building Construction and Related Activities

Attachment H: City Hall Project: Front Masonry Stairs and Walkway