OFFICIAL MINUTES OF THE OXFORD MAYOR AND COUNCIL MEETING
REGULAR
SESSION
MONDAY, MARCH
1, 2021 – 7:00 PM
Via
Teleconference
ELECTED OFFICIALS PRESENT:
David Eady – Mayor
George Holt – Councilmember
James Windham – Councilmember
Jeff Wearing – Councilmember
Laura McCanless – Councilmember
Avis Williams – Councilmember
Lynn Bohanan – Councilmember
APPOINTED/STAFF
PRESENT:
Matt Pepper – City Manager
Marcia Brooks – City Clerk/Treasurer
Dave Harvey – Chief of Police
C. David Strickland – City Attorney
OTHERS PRESENT: Natalie Faulkner (Allen Memorial United Methodist Church), Mike Ready,
Cheryl Ready, Art Vinson, Laura Gafnea (Oxford College), Anderson Wright, Steve
Longcrier, Sarah Davis (Covington News)
1. The meeting was called
to order by the Hon. David Eady, Mayor.
2. Invocation – Rev. Natalie
Faulkner (Allen Memorial United Methodist Church).
3.
A motion was made by Jeff Wearing to accept the Agenda for March 1,
2021. Avis Williams seconded the
motion. The motion was approved
unanimously (7/0). (Attachment A)
4. A motion was made by Jeff Wearing to accept the Consent Agenda for March
1, 2021. Avis Williams seconded the
motion. The motion was approved
unanimously (7/0). (Attachment
B)
5.
Planning Commission Recommendations/Petitions
None.
6.
Citizen Concerns
Anderson Wright notified the City Council that he has been elected
President of the Oxford Historical Cemetery Foundation. Alexa Devetter has been elected
Vice-President. The other officers
remain the same. Mr. Wright looks
forward to meeting with the committee of the City Council working on the
agreement with the Foundation. Mayor
Eady stated that Lynn Bohanan is chairing the committee, James Windham is also
on the committee, and Erik Oliver has also expressed interest in being on the
committee.
7.
Georgia Civil War Heritage Trails Signage
In 2016, the City of Oxford approved installing signage for the Georgia
Civil War Heritage Trails program in three locations in the city. At the February 2021 Work Session, the City
Council revisited the decision to install the signage. The City of Oxford Committee on Race was
asked to provide a recommendation on the signage.
Mayor Eady asked Avis Williams to provide the Committee’s
recommendation. Ms. Williams stated the
recommendation of the Committee is not to put up any additional signs,
reimburse the organization for the expenditures of the signs that have not been
put up including travel costs, and leave the existing sign in place.
George Holt made a motion to follow the
recommendation of the Committee on Race.
James Windham seconded the motion.
The motion was approved by a majority (6/1). Jeff Wearing voted Nay.
Mayor Eady advised Steve Longcrier to follow up
with Matt Pepper on the cost of printing the signs including customization
based on the requests of the City of Oxford.
Mr. Longcrier stated he is aware that Oxford is a
unique community in Oxford. With Oxford
having no retail establishments, there is not any incentive for these signs
from a tourism perspective. He has been
aware because of the events that have occurred nationally recently that
something like this might occur, but they have placed signs in 120 communities,
and this is the first time that this type of action has been taken. His organization is prepared to work with
Oxford and wants this to be a positive experience. He does not want it to be a divisive issue,
but a unifying issue. He thanked the
City Council for their consideration.
8.
Emory Street Sidewalk Project
The FY2021 Capital Budget includes $562,000 for
a project to extend the sidewalk along the west side of Emory Street from
Geiger Street to Moore Street. In 2019, the City Council awarded the contract
to Tri Scapes, Inc. for $561,751.13. Contract approval was received from the
Georgia Department of Transportation (GDOT) in December 2020. Due to the
extended amount of time that had elapsed since their bid was submitted, Tri
Scapes, Inc. felt that they could not hold to their original bid. They are
requesting a 7.5% increase in the total contract value, which amounts to
$42,131. With the increase, the new contract amount is $603,882.
Matt Pepper stated that the issue for
consideration of the City Council is whether to pursue the project given the
increase in the contract price.
George Holt asked if the amount is
non-negotiable. Mayor Eady stated that
if the City rejects the bid, the contract must be rebid. Mr. Holt asked if the City can attempt to
negotiate the price if the new bid is accepted.
Mr. Pepper stated that the City would try to negotiate on the price.
Jeff Wearing questioned the appropriateness of
spending the money for the sidewalk at this time, notwithstanding the price
increase, given that the pedestrian bridge that was part of this project will
not be built any time soon.
Mayor Eady asked for clarification from Mr.
Pepper on the City’s responsibility of the total of $603,882. Mr. Pepper stated that the grant covers about
$450,000. There is a match from the City
of Oxford of $112,350. The price
increase of $42,131 would be added, as well as the cost of construction
administration and materials testing, bringing the total to about $190,000 that
the City of Oxford would be responsible for.
Laura McCanless questioned the need for a redundant
sidewalk leading to the bridge into Covington.
There is a crosswalk at Oxford College for students. The investment of about $200,000 required is
a considerable amount of money that could be redistributed to other projects
that are more critical.
James Windham and George Holt agreed with Mr.
Wearing and Ms. McCanless. Mr. Windham
further stated that there are other areas of sidewalk that are in dire need of
repair. He also stated that the only
reason the City was pursuing this project was as part of the pedestrian bridge
collaboration with the City of Covington.
He does not feel the City should pursue the sidewalk if Emory University
is not going to pursue the pedestrian bridge.
Laura McCanless also pointed out that laying
new concrete sidewalk is not environmentally friendly.
Jeff Wearing stated that this project is too
far along to add conduit to the design.
The funds allocated for this project can be used for conduit on the
sidewalk project on the north side of Oxford.
Mayor Eady agreed that making any changes to
the design at this stage would reset the project and would require another
potentially protracted wait period for approval from GDOT.
James Windham made a motion to cancel the
contract with Tri Scapes, Inc. and the project.
George Holt seconded the motion.
The motion was approved unanimously (7/0).
Mayor Eady asked Mr. Pepper to inform the
parties involved of this decision and stated the City Council will discuss how
to reallocate the funds at the March Work Session.
9.
City Sidewalk Project
The FY2021 Capital Budget includes $800,000 for
a project to extend the sidewalk on Emory Street from Soule Street to northern
city limits. Previously, Keck & Wood completed a concept study for the
section of sidewalk. In addition, they will be providing a cost proposal to
prepare the engineering plans, the bid documents and contract, and provide
construction administration for the project.
They were expected to provide the cost proposal prior to the meeting,
but it has not been received.
Mayor Eady advised Matt Pepper to add this
issue to the March Work Session agenda with the expectation that the cost
proposal will be received before the meeting.
10. George Street Park Fencing
Jeff Wearing
advised that he met with Cheryl Ready, Chair of the Trees, Parks and Recreation
Board. He proposes to replace twelve
(12) posts and about forty-five to fifty (45-50) rails to make it presentable
along the streets that it borders. He
recommends screwing the rails into the posts.
Where the walk comes across from George Street, there is a four-post
fence with reflectors. The four posts
and rails need to be replaced as well.
He estimates the cost of materials to be about $1,000.
Mr. Wearing will
provide the equipment needed. He hopes
to be able to complete the project in one day with the help of citizen
volunteers. The posts he proposes are
made of cedar, the same as the posts currently there. Mr. Wearing needs to be reimbursed for the rails,
the screws, and the reflectors. He would
like to put the information out asking for volunteers on the City’s social
media outlets and in the utility bills.
Laura Gafnea agreed to also put the word out at Oxford College for
students to volunteer.
George Holt
made a motion to approve the plan proposed by Jeff Wearing for repairing the
fence. Laura McCanless seconded the
motion. The motion carried unanimously
(7/0).
11. Invoices
(Attachment C)
The Council reviewed
the invoices paid by the City of Oxford for $1,000 or more in February 2021. Marcia Brooks advised the City Council that
the item on the list for $5,250 paid to Over and Under General Contractors for
emergency repair of a power pole due to an automobile accident is being
reimbursed by the driver’s insurance company.
12. Executive Session
The City Council went
into Executive Session at 7:33 p.m. to discuss real estate matters.
The City Council
returned from Executive Session at 8:33 p.m.
13.
Adjourn
A motion was made by George Holt to adjourn at 8:33
p.m. James Windham seconded the
motion. The motion was approved
unanimously (7/0).
Respectfully Submitted,
Marcia Brooks
City Clerk/Treasurer