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HomeMy Public PortalAbout20130912CityCouncilPacket Table of Contents 000_000_Agenda20130912 1 050_010_Minutes20130822 3 050_011_Baird Memorandum 13 050_012_Paver Testing 16 070_010_IT Quarterly Report 20 070_020_Clk_hr qtrly report 23 070_030_Clk_parking 28 070_040_Clk_main street 31 070_050_Clk_ymca 36 070_060_Clk_green team 42 070_070_Clk_monty parks 44 090_010_SS2TM-SEA_9-12-13CCAR 45 signature page 50 SS2TM-SEA_9-12-13CCAR 45 100_010_Clk_travel_0903201323330600 67 100_020_Agenda Request - Memorial Park LED Light GA Power Agreement 73 100_021_N EC Standard Lease 74 100_030_Scanned Sept 12 2013 Agreement with MJCPApdf 76 100_031_Mauldin &Jenkins Proposal page 1-18 77 100_032_Mauldin &Jenkins Proposal pages 19 to end 98 100_040_Scanned Agenda Sept 12 2013 Police Budget Increase 16838 114 100_050_Agenda Request - Tybee American Legion Community Service Award Request 116 100_051_Community Service Award -Tybee American Legion Information 117 100_052_NonProfit Organizational Spreadsheet 127 2013-14 127 120_010_Special Review-21 Officers Row lof2 128 120_011_Special Review-21 Officers Row 2of2 140 120_020_Ord. 32-2013, Sec. 13-015-rezone 7 lots 141 120_030_33-2013 Permits Required for Construction 152 120_040_Minutes_PC_20130820 163 140_010_Release and Covenant Not to Sue 184 140_020_04B-2013 - Sec 3-080(C)(5) - Off street parking requirements - 09.04.13 - redlined 189 140_021_04B-2013 - Sec 3-080(C)(5) - Off street parking requirements - 09.04.13 193 160_010_H PCapproved4-15-2013 minutes 197 160 020 MSBOD7-17-13minutes 198 AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL SEPTEMBER 12, 2013 7:00PM Please silence all cell phones during Council Meetings I. Consideration of Items for Consent Agenda 6:30PM II. Executive Session III. Opening Ceremonies Call to Order Invocation: Susan Hill, All Saints Episcopal Church Pledge of Allegiance IV. Recognitions and Proclamations V. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council 1 City Council Minutes, August 22, 2013 VI. Consideration of Boards, Commissions and Committee Appointments VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. 1 Todd Smith, IT Department 2 Janice Elliott, HR Department 3 Denise Dubuque, Parking Department 4 Chantel Morton, Better Hometown 5 Gina Casagrande, Tybee Island YMCA 6 Chris Shook, Green Team Chair 7 Monty Parks, Chair, Community Day, September 29, 2013 VIII. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. IX. Consideration Local Requests &Applications-Funding, Special Events, Alcohol License 1 Special Event Consideration: Sponge Bob 2: The Movie (September 30 —October 5; October 21 — 26 and 28; October 29 — November 5): locations detailed in event application X. Consideration of Bids, Contracts, Agreements and Expenditures 1 Request out-of-state travel for Rosie Laney and Ellen Anderson to attend the 2013 Grand Strand Gift and Resort Merchandise Show in Myrtle Beach, SC, December 8 — 11, 2013 2 Agreement with GA Power to change out the 8-100 watt Metal Halide Floods with 285 LED Lights. This will save the City $229.20 monthly and $2,750.40 annually. 3 To obtain the City Council's approval to enter into an agreement with a professional audit firm, Mauldin &Jenkins, CPA, LLC for $24,000 to perform the City's FY2013 annual audit. 4 To request the City Council's approval to increase the General Fund Operating Budget for FY2014 by $16,838 for deferred information technology fee revenue carried-forward from fiscal year 2013 5 Community Service Award Request: Tybee American Legion - $2,700 — City has approved $1,975 in waived fees for the FY 14 budget during the budget process. The American Legion is requesting a cash 20130912CityCouncilPacket 1 of 199 20130906/jrl award towards a fire shut off safety device for the AC equipment for the building. This request inadvertently did not get submitted with their original request. XI. Consideration of Approval of Consent Agenda XII. Public Hearings 1 Special Review—consideration of special events at existing residential bed & breakfast; PIN 4-0002-20- 014; Zone R-1; Sherry Stipp and Cindy Sukal 2 Text Amendment and Map Amendment— Section 13-015 —consideration of change of zoning district from C-2 to R-2 for 7 lots between Teresa Lane and Byers Street 3 Text Amendment— Section 5-010 — Permits Required for Construction; consideration of proposed changes to permitting requirements 4 Planning Commission Minutes, August 20, 2013 XIII. Consideration of Ordinances, Resolutions XIV. Council, Officials and City Attorney Considerations &Comments 1 Bubba Hughes, a) Release and Covenant Not to Sue— George B. Bargeron b) Sec 3-080, Off-street Parking 2 Paul Wolff, Alternate Water Supply 3 Jan Fox a) Audit b) Finance Committee XV. Minutes of Boards and Committees 1 HPC Minutes, April 15, 2013 2 Main Street BOD Minutes, July 17, 2013 XVI. Executive Session 1 Discuss litigation, personnel, and real estate acquisition XVII. Possible vote on litigation, personnel and real estate acquisition discussed in executive session. XVIII. Adjournment *PLEASE NOTE: Citizens wishing to speak on items listed on the agenda,other than public hearings,should do so during the citizens to be heard section. Citizens wishing to place items on the council meeting agenda must submit an agenda request form to the Clerk of Council's office by Wednesday at noon,eight days prior to the scheduled meeting. Agenda request forms are available outside of the Clerk's office at City Hall and at www.citvoftvbee.org. THE VISION OF THE CITY OF TYBEE ISLAND "is to make Tybee Island the premier beach community in which to live, work,and play." THE MISSION OF THE CITY OF TYBEE ISLAND "is to provide a safe,secure and sustainable environment by delivering superior services through responsible planning,preservation of our natural and historic resources,and partnership with our community to ensure economic opportunity,a vibrant quality of life,and a thriving future." 20130912CityCouncilPacket 2 of 199 20130906/jrl City Council Minutes 20130822 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on August 22, 2013. Those present were Mayor pro tern Wanda Doyle, Paul Wolff (via telephonic conference), Torn Groover, Jan Fox, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Dana Braun and Tommy Branch, Callaway, Braun, Riddle and Hughes, PC; Dianne Otto, Manager, Planning and Zoning Department; and Janet LeViner, Clerk of Council. Mayor Buelterman listed the following items on the consent agenda: • City Council Minutes, July 11, 2013 — as amended • City Council Minutes, August 8, 2013 — as amended • Lisa Callahan, Beach Task Force • Mallory Pearce (reappointment) and Dr. Daniel Lockwood, Community Resources Committee • Alcohol License Request — Special Event — Beer and Wine, Critz Tybee Run Fest, January 31 — February 1, 2014 • Special Event Consideration: Critz Tybee Run Fest 2014 (January 31 — February 1, 2014) North Beach (Meddin) parking lot, 16th Street parking lot, race routes detailed in application • Special Event Consideration: Kids Triathlon (September 14th 6:00 — 11:00AM) Alley 3, bike/run/route included in submitted application. Tybee YMCA • Special Event Consideration: Tybee Martin Luther King Parade and Human Rights Celebration (January 11, 2014; 3:00PM) Route: 14th Street beach front parking lot — Tybrisa — Butler — 5th Street, Tybee MLK Committee • Consideration of Agreements: Letter of Request for becoming a Certified Local Government. Discussion: Jan Fox requested the section "Title" needs to be renamed "Permit Application" rather than "Demolition and Relocation Permit Application". Mr. Branch confirmed and stated it would be changed per her request and brought back before mayor and council for approval. • To obtain the City Council's approval to accept a $31,054.98 LMIG Grant from the Department of Transportation that requires at 30% match of $9,317 from the General Fund's FY 2013-14 Capital Budget and amend the General Fund FY14 Revenue by an increase of $6,055 and the Public Work's Department's capital expenditure budget by an increase of $7,872 • Request out-of-state travel for Woody Hemphill to attend the 2013 Florida Recreation and Parks Conference in Orlando Florida, August 26 — 30, 2013. Budget Line item 100-6180-52-3500. Page 1 of 10 20130912CityCouncilPacket 3 of 199 20130906/jrl Wanda Doyle made a motion to adjourn to Executive Session to discuss litigation and personnel. Bill Garbett seconded. Vote was unanimous. Bill Garbett made a motion to return to regular session. Wanda Doyle seconded. Vote was unanimous. Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the consent agenda were present. Opening Ceremonies • Call to Order • Invocation: Jan LeViner • Pledge of Allegiance: Report of Staff, Boards, Standing Committees and/or Invited Guests Butch Widdon, CPA, Baird, approached mayor to give a report on the FY 2012 Audit. Mr. Widdon read from the Statement of Auditing Standards 115 Report which summarizes the audit and details any significant audit findings. He explained the differences from this year's financial statement where an additional fund was included, River's End RV Park. In the previous year this was included in the general fund. This was determined by the Audit Committee, mayor and council, accountant and consultant the fund should have been reported as an Enterprise Fund. Mr. Widdon then asked mayor and council to direct their attention to page one of the Independent Auditor's Report, third paragraph where he read: "In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Tybee Island, Georgia as of June 30, 2012, and the respective changes in financial position and cash flows, were applicable, therefore and the respective budgetary comparison for the General Fund, Emergency 911 Fund, and the Hotel/Motel Tax Fund for the year then ended in conformity with accounting principles generally accepted in the United States of America." This is a clean opinion and important. He further explained that there is an additional letter that was prepared and by doing this the audit is now a government audit, Yellow Book Audit. His firm is required to test internal controls and compliance during the audit. He reported that were some internal control instances but they have been corrected. Mr. Widdon stated the third thing his firm does is a Schedule of Findings which summarizes the audit opinions. Mr. Brown then requested Mr. Widdon explained "prior adjustments". Mr. Widdon responded those are adjustments where the prior fund balance was adjusted in as many as 57 times, five of which were prior period adjustments as outlined in their report. He went on to explain the financial statement and the differences in government reporting. Mr. Widdon clarified the different statements; Entity Wide Financial Statements and Fund Statements. Entity Wide, funds are consolidated showing full accrual where Fund Statements do not show long-term Page 2 of 10 20130912CityCouncilPacket 4 of 199 20130906/jrl debt and capital assets. Overall he reported the City is in a good financial position. Ms. Doyle asked Mr. Widdon to explain the timeline for the next audit that has been agreed upon between his firm and Ms. Hudson, Finance Manager. He responded that he was not sure the October 14, 2013 date for field work would be met as his firm is awaiting trial balances and certain items prior to them arriving at Tybee Island. Mayor Buelterman stated that the City needs to adhere to the schedule so the audit can be completed. Ms. Doyle confirmed and would like to ensure that the schedule is agreeable to the finance director and her department. Ms. Hudson confirmed. Ms. Doyle has another concern, the time charged for the engagement in the excess of $120,000. The engagement was bid for $14,800 and was told his firm would be compensated for certain additional work. His recommendation would be to have a meeting with the Diane Schleicher and discuss the billable hours and bill at a lesser rate. Ms. Doyle then confirmed with Ms. Schleicher that she would meet with Mr. Widdon. Ms. Schleicher requested a copy of the memorandum (attached) that Mr. Widdon forwarded to mayor and council. Mr. Brown requested Mr. Widdon explain the increase in the billable hours regarding the original scope of work. Mr. Widdon stated it was related to preparing the financial statements as his firm received adjustments to the financial statements in May of 2013. Mr. Groover confirmed with Mr. Widdon that when his firm was engaged, they realized there were problems. Mr. Groover requested that Mr. Widdon explain why his firm continued to work on the audit if they knew there were issues. Mr. Widdon responded they were able to get to ending balances which were reported to the Audit Committee and felt his firm had completed adequate field work at that time with the audit adjustments being made for prior year that it would come forward. The State provided different numbers which required additional work. Mr. Groover stated his biggest concern is that the City follows the GAAP Sequence and if this is adhered to, the audit should be completed within the prescribed timeframe. He would ask Mr. Baird for milestones in the audit process which would be a checklist for items due. Mr.Groover requested intermediate milestones from Baird. In this way, the City can provide Baird with paperwork necessary for the next step in the audit process. Mr. Widdon stated that his firm provided reports to the Audit Committee to keep the City informed on the status of the audit. He stated he has provided the City with a PBC (prepared by client) List which is a list of items that are needed for the audit. If this is followed, again the audit should be completed on schedule. Mr. Groover again expressed his concerns with the critical path to complete the audit. Mr. Widdon stated that when information required is not received; he will notify the City Manager so the audit does not slip. Mr. Groover confirmed. Mayor Buelterman requested Ms. Schleicher meet with Mr. Widdon to establish milestones for the audit and bring back to mayor and council. Ms. Doyle commended Ms. Hudson for her work with completing the audit as she has not let the City down nor does she expect her to. Ms. Fox asked Mr. Widdon at what date should the City expect to know if the State has accepted the audit and there no changes required. He responded that the State timeline is between a month and two months. He explained that the changes the State might have would not affect the current audit and if there are changes they would be minor. Ms. Fox then asked Mr. Widdon to explain the possible additional field work that Page 3 of 10 20130912CityCouncilPacket 5 of 199 20130906/jrl would be required since the River's End Campground is now in a separate fund. He responded that most of it has been completed. Mayor Buelterman thanked Mr. Widdon for his presentation. Mr. Widdon then asked that mayor and council review the additional fees and requested relief. Mr. Brown asked Mr. Widdon to explain who told him his firm would be compensated for the additional billable hours. Mr. Widdon responded it was the Finance Director and the Audit Committee. Jim Kluttz approached mayor and council to provide an update of the Tybee Theater. He reported there will be a fund raiser in the fall, Tybee Island Wide Yard Sale which will be on Saturday, October 19, 2013. Signups will be available for $25.00 which will put your name and location on a map that will be provided to visitors. He would also request residents having yard sales donate a portion of their proceeds to a non-profit on the Island. Mr. Kluttz discussed the probability of future events at the theater and the obstacles involved as the board does not want to go in debt if they are unable to pay the debt off. They are striving to obtain their Certificate of Occupancy as quickly as possible. He reported that the bathrooms and the air conditioner in the lobby area are complete and they are moving into the auditorium for work. Julia Pearce approached mayor and council to speak in favor of the Tybee MLK Parade and Celebration. Ms. Pearce invited all residents to join the celebration as it will be a wonderful celebration for our beloved community. Wonderful as Tybee sees the bigger picture, we see that we are all connected in what we do and in that we celebrate our differences. Differences in politics, wealth, sexual orientation, ages, physical mobility, and mental health. She further stated that we need to bring all our differences together to celebrate who we are, celebrating human rights. Ms. Pearce explained that Tybee Island Maritime Academy will participate in an essay contest and there will be prizes for the winners. Tybee Island is an inviting community, an inclusive community and we need to demonstrate that. Mayor Buelterman congratulated Ms. Pearce on her compassionate and eloquent appeal for an approved event. Angela Hudson, Finance Manager approached mayor and council stating, for the record, that she did not communicate to Baird & Company that the City would reimburse them for additional fees as she has no authority for this type of authorization. She explained that in January she contacted Mr. Widdon asking if the City would be charged for additional fees and his response was no. Maryanne Bramble approach mayor and council to speak on the removal of the regulatory fee for the private parking lots. Mayor Buelterman explained that he recommended the regulatory fee be removed for the upcoming 2014 renewal process. She would request that mayor and council consider adding additional days for private parking lots in a residential area for 2014. Mayor Buelterman stated this agenda item only pertains to the regulatory fee and not the dates of operations. Bobby McManus approached mayor and council to speak in favor of the Tybee MLK Parade and Celebration. Wanda Doyle made a motion to approve the consent agenda. Tom Groover seconded. Vote was unanimous. Page 4 of 10 20130912CityCouncilPacket 6 of 199 20130906/jrl Consideration of Bids, Contracts, Agreements and Expenditures To obtain the City Council's approval to transfer $25,000 from the Water & Sewer Fund FY 2013-14 Operating Budget to the Capital Budget. Mr. Garbett stated he is in favor of this agenda item but would like to charge the staff to look at the structure of the fleet as there are other economical vehicles available. He would like mayor and council have choices prior to making decisions. Wanda Doyle made a motion to approve. Barry Brown seconded. Discussion: Ms. Fox asked Ms. Schleicher to explain the transfer of $25,000 when the cost of the truck is only $21,000. Ms. Schleicher stated that the additional monies are to replace the diesel tank. Ms. Fox responded that would come from small equipment line item. Mr. Groover expressed his concerns over purchasing a truck for one employee to drive around the Island with diesel fuel to fill tanks as he feels there is a more economical solution. Ms. Schleicher responded the lift stations and wells are checked on a daily basis and this particular employee is responsible for this task. Ms. Schleicher stated she is not involved in operation and details for the schedule of filling the tanks on the generators. Mr. Brown asked Ms. Schleicher who would be responsible for the repairs on the new police vehicles when the warranty period has expired. She responded the City would be responsible for all maintenance. The City would also be responsible for the training of the mechanics. Mayor Buelterman confirmed with Ms. Schleicher that the vehicle being replaced is the vehicle that was destroyed in the recent fire on Silver. Ms. Schleicher confirmed. Mr. Groover asked Ms. Schleicher if the City has received insurance money for truck that was totaled. She stated it was minimal, $4,000 - $5,000, as it was the oldest vehicle in the fleet. Mr. Groover asked Ms. Schleicher if we needed to increase the amount to $25,000. Ms. Schleicher explained that the insurance money will be applied to the revenue line item rather than capital. Ms. Doyle amended her motion to ensure the correct amount; $20,929 is transferred from operating budget to the capital budget. Mr. Brown seconded the amended motion. Voting in favor were Paul Wolff, Wanda Doyle Barry Brown and Bill Garbett. Voting against were Jan Fox and Tom Groover. Motion carried 4-2. Public Hearings Site Plan Approval — 78 Van Horn; PIN 4-0021-05-002; Zone R-1/NEP; consideration of new public safety building; City of Tybee Island, petitioner. Ms. Otto approached mayor and council stating that the site plan approval was heard by the Planning Commission on August 20, 2013 and the vote was unanimous for approval. She further explained that this is a City project to construct a public safety facility adjacent to the current police department building. The site plan approval is before mayor and council without the normal required drainage plans being provided and it is anticipated that if the motion is to approve it is contingent upon staff approval Page 5 of 10 20130912CityCouncilPacket 7 of 199 20130906/jrl of those future plans. Doug Roberts, Greenline Architecture, approached mayor and council stating they are working closely with the City and have provided the function as needed and feels they have meet all the needs of the City. The drainage plan is in place and working out final details. He would ask for mayor and council to approve the site plan. Mayor Buelterman encouraged residents to contact either himself or the city manager with any questions or concerns so they may be addressed. Ms. Doyle explained that there are design meetings, every two weeks, and invites the public to attend. Freda Rutherford approached mayor and council to support the north beach location of the public safety building as it would be used as a command site during a hurricane. Mayor Buelterman stated that there was discussion after the site was selected but once it was researched it was found to be cost prohibitive to double as a command center. Ms. Schleicher added planning commission and city council meetings would be held in the court room of the new public safety building. Wanda Doyle made a motion to approve contingent upon the approval of a drainage plan. Bill Garbett seconded. Discussion: Mayor Buelterman requested Ms. Schleicher contact the Savannah Tree Commission in reference to the mitigation of the two oak trees at that site. Ms. Schleicher confirmed. Vote was unanimous. Consideration of Ordinances and Resolutions Second Reading, 26-2013-A — Section 4-050, District Use Regulations. Ms. Otto stated this agenda item was heard previously by mayor and council and it was their desire was to have all the uses for the maritime district listed under site plan approval rather than a few under site plan approval and the remainder with site plan approval and special review. She further stated that the revised ordinance reflects the changes with the addition of the water craft rentals. Mayor Buelterman stated that mayor and council need to ensure they carefully review Items A-R to make sure these are items they want approved. There was a short discussion and clarification regarding those items. Ms. Doyle asked Ms. Otto why these requirements wouldn't be applicable for Marina and Neighborhood Marina Districts. Ms. Otto replied that due to the discussion from the previous city council meeting, the special review is an added fee of $500 for the same process. Special review does allow the conditions to what the petitioner is requesting where with site plan, if it meets the Code, mayor and council would approve. Tom Groover made a motion to approve. Jan Fox seconded. Voting in favor were Paul Wolff, Tom Groover, Jan Fox, Wanda Doyle and Bill Garbett. Voting against was Barry Brown. Motion carried 5-1. Second Reading, 27-2013 — Section 3-100; Beach, Dune or Vegetation Disturbance/Crossover Maintenance and Construction. Ms. Otto stated this is second reading of the proposed ordinance and when heard previously by mayor and Page 6 of 10 20130912CityCouncilPacket 8 of 199 20130906/jrl council there were no proposed changes. Wanda Doyle made a motion to approve. Jan Fox seconded. Discussion: Mr. Groover stated that at a previous city council meeting, mayor and council were asked to approve a crosswalk and would like clarification on how the proposed ordinance pertains to that particular crosswalk? Ms. Otto replied that research shows that prior to that time, Article 3 was in the process of being updated and the crosswalk was advertised and on the agenda as a public hearing. All subsequent meetings after that considered various sections within Article 3 did not receive separate specific public hearing notices as required by the Zoning Procedures Law. The position of the City was weak to defend itself for not having properly advertising and following the state law on advertising this particular section for the change that imposed the special review requirement. Mayor Buelterman recommended moving forward with this agenda item. Voting in favor were Paul Wolff, Tom Groover, Jan Fox, Wanda Doyle and Bill Garbett. Voting against was Barry Brown. Motion carried 5-1. Second Reading, 28-2013 — Section 9-050, Technical Codes. Paul Wolff made a motion to approve. Tom Groover seconded. Vote was unanimous. Second Reading, 29-2013-A — Section 3-070, Permissible Structures per Lot; Accessory Structures. Ms. Otto stated that changes have been incorporated for second reading. Those changes include the fee for the permit is reduced and if a request for an additional 30 days was received, there would not be a charge. She further explained that staff did include a change regarding the penalty matching other permits placards issued, which would be $25. Mayor Buelterman asked for clarification of the ordinance for first reading. Ms. Otto stated: (a) the approval of $15 for the initial 30 day permit and (b) no charge for the second 30 day period. Mr. Brown discussed the average time to construct a home which would not be doable with one 30 day renewal. Therefore, the pod would have to be removed after 60 days. Ms. Doyle has concerns with this proposed ordinance. Ms. Fox stated she does not feel pods are an issue on the Island; would recommend denial; and replace with nothing. Mayor Buelterman confirmed with Ms. Otto that is this was denied, residents would be allowed to leave the pods on their property indefinitely. Barry Brown made a motion to deny. Jan Fox seconded. Voting in favor were Tom Groover, Jan Fox, Wanda Doyle, Barry Brown and Bill Garbett. Voting against was Paul Wolff. Motion to deny carried 5-1. Council, Officials and City Attorney Considerations and Comments Jason Buelterman - Remove regulatory fee for private parking permits. Mayor Buelterman stated that as discussed at the recent city council workshop he would recommend the removal of the regulatory fee as the owners of the public parking Page 7 of 10 20130912CityCouncilPacket 9 of 199 20130906/jrl lots in residential areas are paying a business license fee. Bill Garbett made a motion to ask staff to revise the ordinance by removing the regulatory fee and to advertise for a public hearing. Wanda Doyle seconded. Voting in favor were Paul Wolff, Wanda Doyle and Bill Garbett. Voting against were Tom Groover, Jan Fox and Barry Brown. Mayor Buelterman voting in favor. Motion passed 4-3. Wanda Doyle stated the update on Public Safety Building was discussed the site plan approval portion of the agenda. Tom Groover stated that two months ago he was made aware the City is not enforcing the Land Development Code in regards to paver installation on the Island. He has done research and found there is a moratorium on paver testing and would like to know who approved the moratorium. He then showed a presentation (attached) on various emails regarding the testing of the pavers. Mayor Buelterman asked Mr. Groover his opinion of the testing of pavers. He replied testing should be done and would like to know why it was stopped. Mayor Buelterman stated that mayor and council need to give staff clear direction on exactly on how the ordinance are to be enforced. His interruption of the ordinance is that a paver that is more permeable than concrete or asphalt is acceptable for residential driveways. Mr. Groover would disagree with Mayor Buelterman. Mr. Groover then asked Ms. Otto to explain the ordinance. Mr. Braun stated that in Sec 3-080, paragraph C-5, states that "all newly constructed and replacements of more than 50% of existing driveways serving residential uses shall be constructed with materials designed to allow retention for the first one inch of storm water". Mr. Groover again asked why the City is not testing pavers. Mayor Buelterman asked Mr. Groover what he would like to accomplish. Does he think the City should test? Mr. Groover confirmed stating that staff is very aware of what the ordinance states. Mr. Garbett stated that driveways need to be constructed of materials that are designed for the retention and meet manufacturer's recommendations. Mr. Brown asked Ms. Otto if staff understood the ordinance. Ms. Otto confirmed. He then asked if there is paperwork on file that pavers meet requirements by manufacturers. Ms. Otto stated no. Ms. Doyle explained that pavers on the Island, currently, meet the above requirements. Ms. Doyle suggested that Mr. Groover find an approved test, bring it to the City and have an ordinance written to reflect same. Mayor Buelterman again asked Mr. Groover if he is recommending the City make it mandatory to have stricter water testing for a resident that would like to install a driveway. Mr. Groover confirmed. Mayor Buelterman replied that the State requires, on commercial construction and parking lots, very restrictive pervious and drainage requirements. However, Tybee Island has a more restrictive ordinance and was made less restrictive when changes were made to the ordinance. He would like to know if Mr. Groover would like to revert Page 8 of 10 20130912CityCouncilPacket 10 of 199 20130906/jrl back to the previous ordinance when it was more restrictive so more requirements would be placed on homeowners and developers to install driveways. Mr. Groover stated no. He stated that there is testing available, Infiltration Testing, which is being done by the City Engineer, Mr. Davis. Ms. Fox questioned when council gave a directive for the moratorium on testing, stating that the last discussion was that the City would develop a list of acceptable materials. Ms. Otto confirmed. Mr. Groover again stated his concerns with pavers that have not been tested. Mr. Wolff stated that a compromise was reached at a previous meeting where testing would be done only for 1" of rain rather than 1.2" of rain. Ms. Fox and Mr. Brown confirmed. Mr. Brown further stated that the City should rely on the manufacture's Statement of Retention. Ms. Otto confirmed. Mr. Brown stated that he is not aware of a moratorium for testing as stated in Ms. Schleicher's email as presented by Mr. Groover. Ms. Schleicher stated that the topic of the email was a project that was permitted while mayor and council were reviewing the ordinance. Ms. Otto responded that the suspension was on the ordinance that was on the books that called for the 25 year/24 hour and the decision was made to return to the prior ordinance which described pervious materials that were allowed for driveway materials. Mr. Brown again stated that the manufacturer specifications should suffice and water testing would not be required. Mr. Braun confirmed with Mr. Brown. He recommended the City require evidence that materials being used meet the standards. Mr. Groover asked Mr. Braun if the City needs to test all the pavers that were installed between March 21st and August 26th, 2013 to ensure they meet the requirements as set forth by mayor and council. Mr. Braun stated the City cannot not revoke permits for driveways that were permitted during that period for non-testing. Ms. Doyle explained that it is not only the material of the paver but how the paver is installed, the preparation of the ground and the layers. Mr. Braun confirmed. Ms. Otto recommended an additional inspection be in place for the base of the driveway. Mayor Buelterman recommends this topic be on a future agenda, Ms. Otto will bring recommendations from Mr. Braun and mayor and council will look at an alternative solution. Mr. Wolff confirmed with Mr. Braun that the City needs to have an approved list of products that will meet the requirements of the City. Tommy Branch stated this item, Sec 3-080, Off-street parking requirements, was included in agenda item above. City Managers Report • Action Item List. Ms. Fox would like additional items added to the Action Item List: (1) Timing triggers for updating the STWP (2) Optimum staff for seasonal operations; (3) comp-time policy. Ms. Schleicher responded that she has invited Page 9 of 10 20130912CityCouncilPacket 11 of 199 20130906/jrl an instructor from the Carl Vinson Institute to meet with staff to discuss best practices regarding the budget cycle. Wanda Doyle made a motion to adjourn. Bill Garbett seconded. Vote was unanimous. Meeting adjourned at 9:07PM. Page 10 of 10 20130912CityCouncilPacket 12 of 199 20130906/jrl aird o m pa n J CPAs, LL C, John P.Gillion,Jr.. CPA,PFS,CFS,CVA,CF; 1 Rep E. Whiddon,CP ,CVA CERTIFIED PUBLIC ACCOUNTANTS&FINANCIAL ADVISORS Brenda F.Carroll,CPA,CFE,CIA,CICA,FCPA,CZEUPFS / ,Af Mayor and City Council City of Tybee Island, Georgia P. O. Box 2749 Tybee Island, Georgia 31328 I have been asked to present a time line for completing the audit of the financial statements for City of Tybee Island, Georgia to instill confidence in our firm. We performed the audit of the financial statements for the year ended June 30, 2012, on a time line consistent with the requests of the Finance Department of the City of Tybee Island. We discussed the timing of the audit of the financial statements with Mary Hogan and determined that the best time to perform field work was during the week of August 13, 2012. We arrived at the scheduled time and were presented with audited financial statements for the year ended June 30, 2011, that did not include changes in fund balance as well as other adjustments made by the prior auditor. At arrival, we were presented with a trial balance that was not balanced and a capital asset schedule that did not agree to the audited financial statements. We completed fieldwork by the end of August, 2012, based on information that was supplied by your Finance Department and City Administrator. At the end of August, we required an adjustment to record your property tax accrual and had questions regarding the reporting of the River's End RV Park. We felt that the RV Park should be reported as an enterprise fund. It is reported as an enterprise fund in the June 30, 2012 financial statements. During fieldwork, we met with the audit committee and expressed our concerns regarding the accuracy of the accounting records. Subsequent to primary fieldwork, and after we had completed input of substantially all of the data for the financial statements, we were informed by Angela Hudson, that she had employed a consultant to determine the adjustment to properly classify and report the RV Park as an enterprise fund. She also informed us that prior period adjustments would be required for the SPLOST funds. Since these entries were not provided during primary fieldwork, and were not a part of the period that we were engaged to audit, additional testing was required during April,2013 after our meeting with the consultant. We provided periodic updates to management and the audit committee, keeping them informed about the status of the engagement. We provided a rough draft of the financial statements prior to May 31, 2013 so that management could prepare its MD&A. We informed management that this was a draft and the "DRAFT" watermark was inserted on each page. Drafts of the financial statements should not be distributed. Generally Accepted Audit Standards require that we receive a "Management Representation Letter" to document certain management assertions and for the dating of our opinion letters. Your "Management Representation Letter" is dated July, 24, 2013. 20130912CityCouncilPacket 13 of 199 20130906/jrl 4210 Columbia Road,Building 10,Augusta,Georgia 30907/Telephone(706)855-9500/Telefax(706)855-2900(www.bairdcpas.com) "Management's Discussion and Analysis" is to be prepared by management and is not to be prepared by the auditor. We did not receive the MD&A until July 22, 2013.. Our firm meets all the qualifications that you require for an audit and has served as the independent auditor for entities far larger than the City of Tybee Island. Our staff is large enough to meet the fieldwork and preparation requirements to perform the audit. We have a full time audit staff that is committed to meeting client deadlines and working with the client to make improvements in internal control and operating efficiency. We met with Tom Groover, Dick Smith, Angela Hudson and Diane Schleicher to discuss the upcoming audit of the financial statements for the year ended June 30, 2013. During this meeting we were asked to present a time line for completing the audit. Prior to the meeting, we were informed by Angela Hudson that she was almost finished with the closing entries for the audit and that she has employed the same consultant to assist with preparing for the audit and a draft of the financial statements. Mr. Groover, asked that we submit a time line for the audit. I prepared a rough draft and submitted it to Angela Hudson for approval and modification if necessary. Her reply made undue demands on the audit, such as not providing information prior to being onsite. Generally Accepted Auditing Procedures require that the audit be planned and significant audit areas be identified. We are also required to perform preliminary analytical reviews to determine the appropriate levels of testing. If we cannot receive a draft of the financial statements or a balanced trial balance prior to beginning fieldwork, how do we know what to audit? We must also have the full cooperation of your management and staff,to prevent the delay in issuing our reports. We set a October 14, 2013 as the start date of fieldwork. Last year it took one week of fieldwork to complete work needed for us to issue our opinions, with the exception of the accrual for property taxes and the reclassification of the River's End RV Park. We had almost completed a draft of the financial statements when we were asked by your management to wait until your consultant completed his work. The financial statements had to be completely redone after this work by the consultant. Tentative Time Line Start of field work October 14,2013 Complete of fieldwork October 25,2013 Complete review of work papers November 1, 2013 Draft of the financial statements November 19,2013 Receive MD&A from management November 29, 2013 Receive Management Representation Letter November 29, 2013 Issue our report and financial statements December 16, 2013 Generally Accepted Auditing Standards do not allow us to issue our reports without having received the "Management Representation Letter"and the "Attorney Letter" as well as any outstanding confirmations. The problems with the late issuance of the financial statements were not caused by the audit firm but were caused by internal problems of the City of Tybee Island. Our re charges assured for this engagement and the were i excess of$12 committee 0000 with your audit fee being $14,100. We that we would be compensated for our additional work. We don't expected to be reimbursed for our full time charges, but do expect to be compensated for the additional time required for us to get adequate documentation to support the amount and disclosures made in the financial statements. 20130912CityCouncilPacket 14 of 199 20130906/jrl 4210 Columbia Road,Building 10,Augusta,Georgia 30907/Telephone(706)855-9500/Telefax(706)855-2900(www.bairdcpas.com) The future engagement can be performed for our quoted fees, if management and staff provides the necessary assistance to the auditor, management provides a balanced trial balance for each fund in a timely manner. We are committed to meeting your reporting deadlines and want to continue as the independent auditor for the City of Tybee Island but you must have confidence in our ability to meet your objectives. BAIRD& COMPANY, CPAS, LLC Certified Public Accountants August 22, 2013 20130912CityCouncilPacket 15 of 199 20130906/jrl 4210 Columbia Road,Building 10,Augusta,Georgia 30907/Telephone(706)855-9500/Telefax(706)855-2900(wtiwv.bairdcpas.com) Dianne Otto From: Downer Davis [dkdbus @gmail.com] Sent: Wednesday, March 20, 2013 6:46 AM To: Dianne Otto Subject: Re: FW: tim ramaker compliance letter Following receipt of this email with the attached compliance letter I visited the site. Based on my observations and to the best of my knowledge, I found the site to be compliant with the exception of the driveway pavers. The pavers are not compliant with the ordinances under which the permit was issued. The pavers are not Ecostone nor or they equal with regard to permeability. The new ordinance requires only that it be,"... constructed of materials designed to allow retention of the first one-inch of strormwater." I have not conducted the detailed infiltration/permeability test I explained in emails last Fall. Even with the porous base the GC advised was placed beneath the pavers, the traditional look pavers did not appear to be receiving any infiltration when I ran the water hose over it. As I advised the City Council last Fall, as the State now has guidelines which place the burden of water quality on larger projects, I am not promoting any permeability requirements on projects in the City of Tybee of this nature. However, in fulfillment of my role as plan reviewer and inspector on this project, I advise that I have no basis on which to approve these pavers as holding and passing even the first 1" of stormwater runoff. I will await direction from the City prior to taking further action on this project. On Tue, Mar 19, 2013 at 3:12 PM, Dianne Otto <Dotto@cityoftybee.org>wrote: Downer—See attachment. This is for the lot at 1112 Laurel Avenue. Dianne K. Otto, CFM THE H I STORY WORKSHOP STORIES Of THE LAND AND TH£PEOPLE City of Tybee Island ° 4 Planning & Zoning Manager %`, �, 4 ( e ttM phone 912.472.5031 -p curers fax 912.786.9539 Exhibit Design I Interpretive Planning I Interactive Exhibits www.thehistoryworkshop.com workshop.com From: Mark Boswell [mailto:lahbos(abellsouth.ni Sent: Tuesday, March 19, 2013 3:13 PM To: Dianne Otto Subject: tim ramaker compliance letter 20130912CityCouncilPacket 16 of1199 20130906/jr1 From: Diane Schleicher Sent: Thursday, March 21, 2013 11:11 AM To: Dianne Otto Subject: Driveways and Water Test Importance: High Dianne, It was brought to my attention that the Planning and Zoning Department is still conducting water tests on driveways if the driveways were permitted prior to the change in the ordinance. If property owners benefit from a change in an ordinance, all property owners should be given that benefit especially if it is the city council's intent on making the change island wide regardless of the status of their permit The mayor and city council enacted a moratorium to such test and enforcement of the ordinance on the books related to driveways prior to changing to ordinance itself because the majority of the council wanted the ordinance changed.The mayor and city council has now made their decision by changing the ordinance which is a directive to me and the city staff. I expect yon to follow this and to direct the city engineer to do the same. Please let me know if you have any questions or concerns. Thanks, Diane 20130912CityCouncilPacket 17 of 199 20130906/jrl Dianne Otto From: Diane Schleicher Sent: Tuesday, March 26, 2013 11:45 AM To: Dianne Otto Subject: FW: Driveways and Water Test Importance: High Dianne, If any water test have been conducted in error, please do not invoice the property owner for Mr. Davis time. Thanks, Diane 20130912CityCouncilPacket 18 of 199 20130906/jr1 Dianne Otto From: Downer Davis [dkdbus @gmail.coma Sent: Tuesday, March 26, 2013 2:39 PM To: Dianne Otto Subject: Single-family driveway inspections Ms. Otto, In response to the City Manager's email of March 26, 2013 11:45 AM: 1) The project in question of Laurel Avenue has been invoiced. Only 1/2 hour was invoiced a couple of days ago for my postconstruction site visit to evaluate conformance of drainage to the permit. All can be assured that I did not invoice for water testing or my time involved in the matter of evaluating conformance of driveways as it relates to City permeability requirements. I contacted your office prior to formally responding the results of my site inspection. No other projects should be of concern on this matter. In response to the City Manager's email of March 21, 2013 11 : 11AM: 2) I concur that projects should benefit from the latest ordinance changes. My reason for asking regarding this project is that I do not have the authority to make such permit decisions. 3) I was not aware of a moratorium on water tests and enforcement regarding permeability of driveway materials. At this point it does not matter as the City Manager's direction not to enforce or water test the permeability of driveways is a directive that I understand. As I am not to question the permeability of driveways during inspection and project closeout, I am not aware of a benefit of my including permeability of driveways in my plan review of single-family projects. Therefore, I will cease permeability related review on single-family projects. it is my understanding my review and inspection on commercial projects will not change. Please confirm I understand correctly or advise otherwise. Thank you, Downer 20130912CityCouncilPacket 191 199 20130906/jrl spa CD C) CD �� 1 r S• s s t1... lip ITHH = i : s # �, ,1� s 1 ,. ..: ,, _ • e ISa6 1_ _ ,,,.0,_• yi ,. - •-- +.may a �: 1 loili ... •,,,c, ,,, , rtk.Itsfl r At '1 �- : t• , .bi . , __...0,_ .._ is 1 . ,, 1,ito ,. , 1}Il 1I El Q 0 0 1 Z 0 alb . ii- 2 ,am,V V' 6- Y'+ ..,,„ • $. •}»-- 1a. Or iir • .., . ,,, .„.... ..... . ••,.__ ..•. : . . „ .„.„ .,.. ..,, ..r; —. 4 ."�` Z i a . a "M av-,, .. . .,, ' . . e) < OC . . . limb .. _ ... . . 20130912CityCouncilPacket 20 of 199 20130906/jrl N N CD CD OD ® Ir 1111 Q I il M ® ; co --I rl r♦ '0 \\ (N.1 • •[. .C10 CY) . . , ,„ „, _. N Q_..) . . . . . . \, O cJl 1._ n `�7 r EI c II) 1 i . . •r - l.J,. 'S' O B"' G VI •N QJ" cu ru L ti �. r . r UI o m E a 3 • ..iillIn 0 .; illudir. /I E a • 0 s ' •i ' . v ildirig4r0.i , • 'a► ,--7 11 i - e ,r. ,. .. 20130912CityCouncilPacket 21 of 199 20130906/jr1 co co O N CD 0 1Y) 0 -4; ; 1Vil —b, / Iii i ,_ ;1 •. ' ' , ,,,,,, '111 A • 1 A rr i.EZ•i �c C t /1 C) E. M 0 oo °� oo- joo ' �� A °P u O N ..._ • `S–, +4_, 4J N r•• aJ 'N 4–) O:-'111` m_ �,I H. tom. .. > E N 4) 0 o Cy Ii V Iv1 410:: If r II .4)yet i 4. % '$ 41 1 11 t i . 1 - iii;14� 7r i a � �t 20130912CityCouncilPacket 22 of 199 20130906/jrl 09/05/2013 _-- 1��t NI > > > > > > > > Organizations Human resource management-function of ;1 E attracting,developing,and retaining enough They It" qualified employees to perform the activities Human Resources nhsmay sound oh necessary to accomplish organizational and medq,but happy. objectives. Three main objectives: Quarterly Re orb F.*p''� "'br Y p butane's They me 1) Providing qualified,well-trained mom"eanve one employees for the organization. prod9ctme.+h td er bo. June, July End August 2013 m t,who, 2) Maximizing employee effectiveness in the organization. 3) Satisfying individual employee needs through monetary compensation, cka...,.--a-a rrc benefits,opportunities to advance,and „bbeleydY°A, job satisfaction. am ,_ Human Resource — • Responsibilities Employee Benefits riyate 9.1 Human Resource Management Responsbilltks = : Benefits are available to employees at the 1St of the month after 60 days of employment. .e a ""°:; E ro,,,r " Benefits Fair is held in May of each year with a start date of July 15t. a..aee This Year the Benefits Fair was held °`""°" May 28—30,2013. ji■ 20130912CityCouncilPacket 23 of 199 20130906/jrl 1 09/05/2013 0/-------- Employee Benefits I_ Employee Benefits j Health Insurance: Blue Cross Blue Shield of Georgia POS Access Plan Retirement/Pension Dental Insurance: Blue Cross Blue Shield Georgia Municipal Association High and Low Option Life Insurance: Greater Georgia Life-$25,000 Policy An employee has to be employed for 1 full year before Long Term Disability: Greater Georgia Life applying for this benefit. The City of Tybee Island contributes 100%. An employee is not considered fully • These benefits are paid by the City of Tybee Island for the vested until he/she reaches his/her 10th year. An employee at 100%. employee can be partially vested at 50%on their 5th • Dependents can be added to the health and dental for a semi- year anniversary,60%on their 6th year anniversary,etc. monthly cost. • Extra life and vision insurance can be purchased for employees and dependents as well. ■ _ I Employee Benefits Employee Benefits i , i The following supplemental insurances are offered by the Annual Leave(Vacation) City of Tybee Island: A full time employee earns'/a day per month for Aflac the first year of service—6 days. Accumulation Boston Mutual begins as soon as the employment starts,but Colonial Life cannot be taken until after 90 days of Liberty Mutual continuous service. Employees with one or more MetLife years of continuous service earn leave at the rate of Nationwide 1 day per month—12 days. After 10 years of LegeiShieId Services continuous service,an employee can earn leave at the rate of 1 %day per month—18 days. Vacation Lifestyle Management Resources is our EAP provider. leave may be accrued to a maximum of 240 hours. 2 20130912CityCouncilPacket 24 of 199 20130906/jrl 09/05/2013 j Emp►oy�Be 7imov 'ts nein ..Y:., Sick Leave \ 04 - , =loiidays lJ A full time employee accrues sick leave at the rate of 1 Ii day per month—12 days per year,and may A full time employee receives 12 paid holiday: New Year's accumulate unused sick leave to a maximum of 520 Day,MLK Day, President's Day,St.Patrick's Day, hours. Accumulation begins as soon as the Memorial Day, Independence Day,Labor Day,Veteran's employment starts,but sick leave may not be taken Day,Thanksgiving Day,Friday after Thanksgiving, - until after 90 days of continuous service. Upon Christmas Eve,and Christmas Day. separation from the city service,an employee shall not s9=vt • m receive payment for accumulated sick leave. An �� �ar� 4s. employee can receive$25 a day(8 hours)at Z irr ...,.4 .,. retirement for any unused sick leave. An employee's . . family may receive a death benefit of$25 a day(8 __ `�=� hour)for any unused sick leave. *it A NEW HIRES FOR THE Employee Benefit ,UpRTER: Part Time Permanent Employees Full Time Employees 2 Public Works Laborers, Employees working permanent part time positions receive 1 Police Officer and vacation,sick and holiday pay on a basis proportionate to the allocated hours designated for the position. A part 1 Police Assistant Clerk of Court time permanent employee only received holiday pay if Seasonal Employees they are scheduled to work on the day of the holiday. 1 Beach and Bike Patrol Officer, 4 Ocean Rescue Lifeguards,and 1 Parking Enforcement Employees working seasonally do not received vacation, . sick,and holiday pay. 3 20130912CityCouncilPacket 25 of 199 20130906/jr1 09/05/2013 Survey a Census I — — Com leted I Employee of the Quarter 2013 Wage and Salary Survey Denise Dubuque The information collected with this survey comprises one Parking Services Supervisor of DCA's most popular data sets.It is used by many local � IA I I®I governments and other organizations for compensation i j I it ". '' studies,budget preparation,and other purposes. Deadline for completion June 30,2013 r , _ GMEBS Census This information is updating census information for the I annual actuarial valuation of the retirement plan for January 2014. Deadline for completion August 17,2013. a joidill Calendar Past EmPlwee I "Mark your appreciation Picnics Employee Appreciation Picnic Scheduled for Saturday, November 9th �' ` River's End Campground Pavilion Recognizing those employees with : -; '. AN r 5, 10, 15, 20, 25; 30 Years of Service ` . ;. ., `t. Announcing the Employee of the Year! �i;:r i 1 4 20130912CityCouncilPacket 26 of 199 20130906/jr1 09/05/2013 > > > > > > > > N • 5 20130912CityCouncilPacket 27 of 199 20130906/jr1 • • 11.- -i': ''.! ' ., Wit... . -- -•.-4r" ' ___AL -it,, art _ �• . ,` ' ,�,:r t^f 6• , 44.4"' i i '''-, ..*...... 44...) ...4.1, ,-• . .... , ;:_-... to i. , • . ' 11:::). 1111111114146._) . 40.., 64:4?64,110 —. \\\\\\ .... -� — 4--1 • • r----- M I I N1 , , W T IIIIIV i z .4 °—, MI W ow N..• ..,,_ r ..1 mom ,,,.. ›. . , 1.4 ,—. a) 0 4 1 et rsicf) �, IF- pliol , 0 74 E s. 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COMMUNITY AND FAMILY DEVELOPMENT: HEALTHY LIVING: FACILITY USAGE SKATE NIGHT These numbers reflect skaters participating Fitness Center All proceeds benefit the Annual Campaign for April-2,025 financial assistance. May-2,293 April- June-2,392 May- June- the the 1 20130912CityCouncilPacket 36 of 199 20130906/jrl 09/05/2013 HEALTHY LIVING: FACILITY USAGE HEALTHY LIVING: FACILITY USAGE Fitness Center Group Exercise Classes 3000 - 1200 2500 - 1000 2000 - 800 1500 - -- 500 1000 -- 5 of Participants 400 - #of Participants 500 200 cl c1 ur i. a� re c� ti cr t• ai ce aea0°' the aaFer�a tea` eR et �o the HEALTHY LIVING: FACILITY USAGE HEALTHY LIVING: FACILITY USAGE GROUP EXERCISE CLASSES GYMNASIUM April- 781 April-172 May-887 May-322 June-833 June-391 the the 2 20130912CityCouncilPacket 37 of 199 20130906/jr1 09/05/2013 HEALTHY LIVING: FACILITY USAGE YOUTH DEVELOPMENT: SPRING SPORTS Gymnasium #of Participants Youth Soccer 400 40 participants, 3 Teams 350 300 -- - 250 - 200 150 -c 100 50 0 k lac°�� 6 �Aa6 ` a� S the the F HEALTHY LIVING: FACILITY USAGE YOUTH DEVELOPMENT: SUMMER DAY CAMP GYMNASIUM GUEST FEE'S COLLECTED Week 1(June10-14):10 April-June: $862.500 Week 2 (June17-21):13 Check is reimbursed to City of Tybee Island for Guest Fee's collected. Week 3 (June 24-28):8 Fee's are collected for non-Tybee residents and/or non-YMCA members to use gymnasium. the the 20130912CityCouncilPacket 38 of 199 20130906/jrl 09/05/2013 YOUTH DEVELOPMENT: SPECIALTY CAMP SURF CAMP Week 1(June 10-14): 20 Week 2(June 24-28): 20 STAND UP PADDLE BOARD Week 1(June17-21): 7 the • 'i...vrc ri¢r,w. '.- .T.. �fivRMM �sxM1Cmv mn 20130912CityCouncilPacket 39 of 199 20130906/jrl 09/05/2013 . • - JAITEER , VP he) _ .. TM .0 17i.Surf Canlp TM -- 119.1r- _,*,.. ,—..,....., _ -.____-, . Type.laianil YhIGA 9.C■inp 1013 "--- --' --, 9 7 ...",.......-......., I •••■■•••. - ... . . ... ...... I . . •, . 1 . ...OW" . -- • ..... ."' _ ' 20130912CityCouncilPacket 40 of 199 20130906/y1 5 09/05/2013 SOCIAL RESPONSIBILITY: ,IF RISING TYDE COMMUNITY FOOD PANTRY �K 4' April 26 54 May 27 57 June 27 57 4 • m Of those served during this period,69 were seniors and 29 were children. ♦. * I . .FCC FOR YOUTH VELOPMENT FOR HEALTHY UVING FOR SOCIAL RESPONSIBIUTY 20130912CityCouncilPacket 41 of 199 20130906/jr1 6 09/05/2013 OUR GOAL.: City 1.REDUCE CIIY CO2 EMISSIONS BY Tybee 1st 20%BY 1HE YEAR 2020 Z.ESIABLISH A BASE LINE FOR CO2 EMISSIONS IN I HE'13 FY 3.CON I INUE 10 IMPLEMENT ENERGY SAVING PRACTICES 4.SELF EVALUAIE DEPARIMENIS QUARTERLY&YEARLY I0 TRACK (.albon ,may,, PROGRESS Emissions Report S.IMPLEMEN I AND ENFORCE NEW& P �► ,. EXISI ING SUP 10 REDUCE ENERGY i 2013 A :. „;N:: WAS I E ■ Ir�1' C.6x6rnFmiaelmtsP.Ills{ms)be7xlonekcteii<F,Fuaee{>r)f'h}sci1s (titzvt=epa.?a'grml>cmeF7 ,''.. Li;4,11,L0' 2,11 alirMill.11.1.111,11.1.11111.111111= 1111 ,o r 1.,3 Ca ro P2 14(1 pa'. )),i: 09/05/2013 Co2 Generated from n nr_,r � ,,75? Combustible Fuels FY`12- '13 1. REPORTS COMING FROM EACH DEPARTMENT INDICATE THAT WE ARE Combustible STILL STRUGGUNG WITH THE NO IDLE POLICY REGARDING CITY ■905,428,00 lbs. fuels contribute VEHICLES.ADHERING TO THIS POLICY WOULD HAVE A MAJOR IMPACT ON OUR CO?PRODUCTION. 1/3 of our total carbon 2.POWER DOWN ALL NON ESSENTIAL ELECTRONIC,AND ELECTRICALLY Co2 Generated from production. POWERED ITEMS AT THE END OF EVERY DAY. electrical consumption 3.WHEN REPLACING CITY VEHICLES,CONTINUE TO REPLACE THEM WITH FY'12-'13 The remaining LOW EMISSIONS VEHICLES WHEN POSSIBLE. N2,311,212.00 lbs. 2/3 comes from 4.TURN OFF LIGHTS WHEN NOT IN A ROOM,AND INSTALL electrical PHOTOCELLS/MOTION SENSORS WHERE DETERMINED TO BF BENEFICIAL. consumption. THERE ARE STILL A FEW AREAS REQUIRING THIS UPGRADE. 5.IMPLEMENT A QUARTERLY/SEASONAL DEPARTMENTAL ENERGY SAVINGS AWARDS.GIVE OTHER INCENTIVES FOR REDUCING ENERGY WASTE. J'1 10 REACH IHE:GOAL.OF A T0%REDUCHON BY 2070,WE MUSE DO A FEW THINGS: (13 EVERY YEAR AVE RAGE 1.5%INCO2OUMUI Calculation sources: REDUCTION, www.epa.gov IMPIEMENTAND IMPROVE CURR/NT SOP'S www.terrapass.com (.0 DUCAIE /'RAIN CITY STAFF IN SUSIAINA0I.1 PRACTICES,IMPHASI/INGTHE.IMPACI AND BENEFITS. www.carbonfund.org LIENCINI1VIJI DI'PAR I'MENIS AND ACKNOWLEDGE www.carbonfootprint.com THEM FOR IHF IR 1 I IORIS. (ICON IINUE TO ADD NI:W I LCHNOLOGICS AND PRODEICIS IN It)EACH DI PARE MINI tHAi HELP US 2 20130912CityCouncilPacket 43 of 199 20130906/jr1 MAYOR 0 -1?-.... CITY MANAGER Jason Buelternian , ..,,,,,,, ,,,,'4,4s... ,, Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown .„■ , k X 1 V Jan Fox t, IX i CITY ATTORNEY 4.". / Bill Garbett Edward M. Hughes Torn Groover Paul Wolff WOO CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the scheduled Council meeting. If this form is received after the deadline, the item will be listed on thf,next scheduled agenda. Council Meeting Date for Request: t, ri-14— Item: 4101,1614)ec-dg-Al r° oP oPi4eiz./9 (1,9i1o#4.)/rje I)A.21 JOr:dy Explanation: fillvirt., riie- p_OLvitm.), 9/ 1- coo A,e,,1., Budget Line Item Number(if applicable): Paper Work: — Attached* Already Distributed To Be Handed Out at Council Meeting(by Requester) Audio/Video Presentation** A — ** Audio/video presentation must be suttlamitted to the IT department at City Hall By 5:00PM the Thursday prior to4he next scheduled City Council Meeting NOTE: Request will be postpone4 if necessary information is not provided. Submitted by: im , DA-tics Phone/Email: Nos)r401/&R P/V-re-5 6/frflee, ' eviLl ..._ Comments: PEL.---Ask-- /is ?Itte 4-ve-A)r AL-, b4-76 ax) I ii- -' Date given to Clerk of Council * * * ifr., 4 P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 ;rellfitaL4-* (866)786-4573-FAX(866) 786-5737 k Friar,. 1 www.cityoftybee.org 20130912CityCouncilPacket 44 of 199 20130906/0 MAYOR fit p, CITY MANAGER Jason Buelterman � Diane Schleicher CITY COUNCIL ,�„� CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown 3¢ Jan Fox CITY ATTORNEY Bill Garbett r Edward M.Hughes Torn Groover r 0 Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 9/12/13 Category: Special Event Consideration Item: SPONGE BOB 2: THE MOVIE (September 30— October 5; October 21 —26 & 28; October 29—November 5): locations detailed in event application Organization: PWPI—Production Company Explanation: Application is attached. Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to ilevinerAcityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, Main Street Coordinator Phone/Email: 912-844-9771 /cmorton@cityoftybee.org Comments: Date given to Clerk of Council 9/5/13 * * P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866) 786-5737 i City of v( Ethics yf www.cityoftybee.org �t1� L�yy 20130912CityCouncilPacket 45 of 199 201-1640 i nr ! oNMAYOR _ . ! I i1 T Jason Buelterman of � q � 1.1 P 1 a Sb etcher� � , Allg:CITY COUNCIL TAN; i;:, ,,fir: ti - CLEIOI<C+OUNCII, Wanda Doyle,Mayor Pro Tern r =F'EF._ !E rE Jana LeViner Barry Brown '.1 `t f � Jan Fox - f Sr'r,_;rrr:r, Bill Garbett / / S� ,,!,__:,__ CITY ATTORNEY r.._... Tom Groover �'' ,7, F ett - ril'_Edward M.Hughes R Paul Wolff o \`' TE1t__::: r,; CITY OF TYBEE ISLAND — — ina�,;v�jr- SPECIAL EVENTS APPLICATION The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community.- It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By ke4ing the public's best interest in mind,persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information completed and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. No more than one event per day will be permitted due to limited infrastructure and city resources. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments,City Manager and Main Street Coordinator. Prior to the application being submitted for City Council consideration(if applicable),all concerns and details must be addressed, confirmed by the organizer and accepted by designated City Staff of inhpacted!departments: - • • - Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional meetings may be required. At\i'6($(221 j3 Today's Date: �.. 1(/`.O(3 - Application Fee Submitted: ' *A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. _ SECTION 1: EVENT INFORMATION 4. // COQ �,1� ' s/•: r1 • I. Name of Event: /6 `I ' ' —' d ca ' ke / r • �o i.• 2. Date and time of event: ',1'C --- V "y 7t3 1\10\1- ; "1130-1°15') 10121,j Z$)' {D/JQ_ lk- Setup: Date/Time period 1(‘P lain--pm I \(. muyh 39 Breakdown: Date�meperiod )�/¢0 `1 Q C1\'`1 fl") tV9kL 6 1 /l/s 3. Location(s): S-Ce r��1 G� I . A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal- •r A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.orx/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side parking lot areas,retc.). The LOP is due no later than�fiifytee�n•(15)business days prior to the event. 4. Organization:„ `�►'? -- - 6i1A& iO .. . Vtommercial? ❑ Non-profit/Tax Exempt?(Non Prbfiit Stat s:/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 6. Organizer/Applicant: L-61a & E \OJ"U . Address: IVO ?u,1\ ir-e t h-gar City: 3 tV State: e A Zip: 31 Y V Contact Phone: q urt- �'9- Email: C @, , l(,lo1Y1 Organizer/Applicant listed above must be in attendance and readily available fo the duration of t e event. P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-507146 olf , (912)786-9539 20130906/rl 20130912CityCouncilPacket www.cityobee.org t SECTION 2: EVENT-DETAILS. 1. Is this event... 6pen to the public ❑ Private Invitation only 2. Describe the event and its goals: r' 1 *i of l Cala< 401 Q -r-eat / 3. Estimated number of people to attend and what this is based on: a-50" ( D6C-f'Vi (0k5 e\,at'Q s 4. Is there an admission fee for attendees? No ❑ Yes-Fee will be: A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes,list dates and locations: KVV 6. Describe parking arran ements during event in detail: Tle\YA VA-5 10 ► (4I Ia h (-3-ki,e-\'-01 f H15( cuy sc � Plea e attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event. �} 7. List event sponsors and marketing plan: t 'o -e 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. U1 Chu 1 1� 616 q tl i-1-1( 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) 1C,�1 00. 1.(J6l` t1Vg it cal D( �S IC � 0,44 1 2' ( fl\ VI1 Ot t1 , Yee\let it) nit AN :106e- 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. J no v- ff Describe sound equipment: `�iv a (Ylla (� \A.)' `L + J 6V SECTION 3: REFERENCES- 1. Please list your previous special event and/or hosting organization's experience in producing events. 2. Please list two(2)references excludinng/ City Officials and Staff: a- Name: NO y Address: t /-1 `) +4,/ ti Phone: ( 5-J 041-1\ t�� � - b. Name: : GGI tII 306/W�(�.l, id1 1 Phone: "� (4451 1 • 20130920130906/d page 2 4130912CityCouncilPacket Cu)'Council Appro4�d? nary 14,2013;updated July 2013 - SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two(2)weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. 56 Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels Trash cans . Recycling containers Port-a-lets ` Sweeper - . • • - • Vac Truck • - • Fire ant treatment c'. Dump Truck V — Back-hoe List other services that are requested. Costs.Will be determined. e.a 1')N P I (O(( �Ucd 101,tigli • 3. al4 Street Closures(Tybee Island Police Department[TIPD)approval required.)S�o //pp i �' a. List requestecl_streets: , . _ L CX -[ 1 4. gSpecial parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: se-e a( L(''li 4 (Ai a&i/311n •5. Commercial truck parking • •"`•� vcj -_1 a. Please describe: .. • 6. E Police Detail(TIPD approval required;staffing/equipment fee may apply) a. Please describe: a k 4-6 1( h4,1 '-C1 () (W O (If off duty police officers are hired, organizer is responsible for contracting directly with the individual[s]-and paying fees direct as agreed upon.) 7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing%equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(§)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S. Coast Guard approval required. Special application due to USCG at least 135.days prior_). . .. 10. Additional Security n 1� 110 —r ' a. Please describe: t/ � 1 1��-(r 11. ❑ Petting Zoo a. Please describe: 20130906/j Page 3 off 130912CityCouncilPacket City Council Approve; elb9iary 14,2013;updated July 2013 rl SECTION 4: OTHER-REQUESTS(CON'T) -• (Check the boxes below and provide additional information if applicable.) 12. ❑ Parade/Procession(TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(Insurance from providing company is required no later than two[2]weeks prior to event.) 14. JZ Temporary Structure(i.e. tents,booths,,��stp , et .) a. Please describe: �0 C AC . (Application for permitting of structures exceeding 10'x 10',stages,booths and the like are required through the Planning& Zoning Department. Completed application with required documentation must be submitted no later than thirty(30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. V'Electrical needs(fees may apply) /}a. Please describe: r t�I j SG I yougtA 16. VI Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. ❑ Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)\The Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. .SECTION S: ADDmONALREQUIREMENTS A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00, Checks should be made payable to the City of Tybee Island. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted With the application. Insurance,as indicated below,is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. - - - PRIVATE PROPERTY PUBLIC PROPERTY Organizer is responsible to obtain PRIVATE Signed Indemnification INVITATION necessary insurance as deemed appropriate by the property owner. Agreement required_ Signed Indemnification Agreement required. Signed Indemnification Agreement Organizer is responsible to obtain required and a necessary insurance as deemed $1 million certificate of insurance,with the • OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and certificate holder. THE PUBLIC * If use of the Walter W. Parker Pier and Pavilion is part * If use of the Walter W.Parker Pier and Pavilion is of the event, a$1 million certificate of insurance,with Chatham County Parks&Recreation listed as an part of the event,a$1 million certificate of insurance, additional insured and certificate holder is required. with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. 20130912CityCouncilPacket 49 of 199 20130906/jrl Page 4 of•8 Ciry Council Approved:teoruary 14,2013;updated July 1013 SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPUCATION.REQUIREMENTS I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia,its officers,agents,employees and contractors from and against any and all loss,damage,claim,demand, liability or expense by reason of.any damage or injury to property or person which may be claimed to have arisen as a result of or in connection with the occupancy or use of listed event premises during the time period of said event. Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negli6rice on the part of the City relating to such loss or damage,except for loss or damage arising from the sole negligence or willful misconduct or gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim, suit,action or cause of action,including the investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier terminat' n of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges,and imr)iities a set fort n Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: v■ ! , / 1 Date: filig '/i (l3 INTERNAL USE BELOW. Staff signatures for City Departments listed below indicate the event application has been.reviewed and department needs are accepted as requested. All signatures are required prior to application being submitted for City Council consideration. Event application review with organizer and staff with impacted department(s): ap I /3 Follow up meeting(s) noted: elf I -V 6j tN 3') II-}-425)ItY)tl3 44 t 1I'5-'4-5 'OS Manager and/or Designee "' Date Finance Director and/or Desi nee q.-C1(3 \___C:\s,‘....,,t_c_Ns71...1„.=-0 g. D to 2g/3 Pla . : &Zoning Manager and/or Designee Date `ater e e /t a j', ent Supervisor and/or Designee Date, • _—� o-Zn- l 3 / e- 4P , /+ . 1 6)-4-13- Chief n 'olice.. /or Des,ignnee Date Cam rou / pg Manager and/or Designee Date �� .. �-� 7/ /i SD C 1,28--13 Chief of Fire Department and/or Design / Department of Public Works Director and/or Designee Date COMMENTS: ninti 1i? 4L/ /0/0 k)A M, eg ' rap lilaz! DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coprdinator: Date: City Manager: I Date: 20130912CityCouncilPacket 50 of 199 20130906/jrl Page 5 of City Council Approved:February 14,2013;updated July 2013 ,4coRO° CERTIFICATE OF LIABILITY INSURANCE DATE: 8/15/13 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NO AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Willis of New York,Inc. NAME: Willis Certificate Center One World Financial Center PHONE FAX (NC,No.Ext): 1-877-945-7378 I (NC,No): 1-888-467-2378 200 Liberty Street E-MAIL New York,NY 10281 ADDRESS: certificates @witlis.com PRODUCER CUSTOMER ID#: INSURER(S)AFFORDING COVERAGE NAIC# INSURED INSURER A:ACE American Insurance Company 22667 Viacom, Inc. INSURER B: Animated Productions Inc. INSURER C: 5555 Melrose Avenue,Lubitsch 318 Los Angeles,CA 90038 COVERAGES CERTIFICATE NUMBER: 1 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUER POLICY NUMBER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WVD (MM/DD/YYY) (MM/DD/YY) LIMITS GENERAL LIABILITY EACH OCCURRENCE $5,000,000 Y HDOG27016467 12/31/12 12/31/13 A x COMMERCIAL GENERAL LIABILITY DAMAGES TO RENTED CLAIMIS-MADE I X I OCCUR PREMISES(Ea occurrence) $5,000,000 MED EXP(Any one person) - PERSONAL 8 ADV INJURY $5,000,000 GENERAL AGGREGATE 515,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $5,000,000 POLICY JE T [1 LOC A AUTOMOBILE LIABILITY ISAH08714149 COMBINED)INGLE LIMIT $5,000,000 12/31/12 12/31/13 (Eaamdent X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED AUTOS BODILY INJURY(Per accident) $ SCHEDULED AUTOS PROPERTY DAMAGE $ (Per arvderd) HIRED AUTOS Deductible for Auto Physical $1,500 Damage NON-OWNED AUTOS $ UMBRELLA LIAB OCCUR EACH OCCURRENCE EXCESS LIAB CLAIMS-MADE AGGREGATE DEDUCTIBLE $ RETENTION $ $ WORKERS COMPENSATION AND WC STATU- oTH- A EMPLOYERS'LIABILITY WM N/A WLRC47130256 XI TORY LIMITS I ER ANY PROPRIETOR/PARTNER/EXECUTIVE SCFC47130268 E.L.EACH ACCIDENT 2,000,000 OFFICER/MEMBER EXCLUDED? N 12/31/12 12/31/13 E.L DISEASE—EA 2,000,000 (Mandatory In NH) Qualified Self If yes,describe under Insured in CA;NY EMPLOYEE DESCRIPTION OF OPERATIONS below and DC E.L.DISEASE—POLICY 2,000,000 _ LIMIT DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space is required) The Certificate Holder is included as an Additional Insured as required by the terms of a written agreement between the parties or in the case of a verbal agreement for liability arising out of the insured's negligent acts. Further the Certificate Holder is also included as a Loss Payee under the Automobile Physical Damage policy only if required by written or in the case of verbal agreement only for negligent acts of insured. This additional insured and/or loss payee status arises solely as respects the motion picture production: "SpongeBob 2." CERTIFICATE HOLDER CANCELLATION City of Tybee Island SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE PO Box 2749 THE EXPIRATION DATE THEREOR,NOTICE WILL BE DELIVERED IN Tybee Island, GA 31328-2749 ACCORDANCE WITH THE POLICY PROVISIONS. Contact: 912.472.5045 AUTHORIZED REPRESENTATIVE:ker&loci ACORD 25(2009/09) ©1988-2009 ACORD CORPORATION. All rights reserved The ACORD name and logo are registered marks of ACORD 20130912CityCouncilPacket 51 of 199 20130906/jrl Letter of Permission to the City of Tybee Island, dated August 22, 2013 / Laura Bryant e ` WW . i' PWPI c,(23 i/6 100 Bull Street, 4th floor Savannah, GA 31401 August 22, 2013 RE: Letter of Permission, `SpongeBob2 the Movie', Paramount Worldwide Pictures, Inc, filming and temporary construction on the City of Tybee Island's public property. 1. `boy on bike' scene takes place on the sidewalk that runs parallel to 16th Street Parking Lot at the end of Tybrisa Street and continues south for approximately 200 yards. 4 Company is seeking permission to: 1. Build temporary bike path out of natural lumbar the width of the sidewalk. b(`)(- 2. Pressure wash sidewalk and area of asphalt parking lot in an attempt to remove all gum and other on sidewalk area 3. Sod existing area of grass between proposed sidewalk set and the snow fence. 4. Remove parking bollards that run parallel with the beach and the ones that run parallel to Strand Ave. for approximately 200 yards. 5. Temporarily remove bike rack and two metal benches and trashcans in our proposed filming area 6. Temporarily remove the turtle guards from the lights in the parking lot.°® " 0 7. Paint out existing white parking lines with the understanding that all lines will be properly repainted 8. Clear all parking spaces of vehicles on the east side of the parking lot 9. Clear 50 parking spaces of vehicles on the west side of the parking lot beginning at Tybrisa and working south. 10.Temporarily remove three pay to park kiosks located in the northern area of the parking lot 11.Temporarily paint a section of the parking lot to match color of sidewalk. Once filming is complete area will be pressure washed to remove light color paint. 12.Temporarily erect a kiosk or hut the size of current`information hut' in parking lot. This structure will go in the stone area of the parking lot near Izlar Street. - �44eee;IS 13.Temporarily paint over handicap emblem on asphalt in the 16th street parking lot. The art department uses a mix of glycerin,tempera paint and water to cover the existing emblem. This application is easily washed off with pressure washer. 20130912CityCouncilPacket 52 of 199 20130906/jrl 14.Temporarily remove the `do not enter sand dune' signs that are in the in the dunes that run parallel with the 16th street parking lot 15.With permission from individual property owners,temporarily erect mural flats on the lattice work at the east end of Tybrisa Street 16. Rent from City of Tybee three lifeguard stands 17. Rent two blue city trash containers 4 18. Does the City have any additional kiosks such as the current information hut in the parking lot? P141 la en c4- 19. Rent two blue city benches 'M�1 r`n` 20. Production would like to get a quote from the City for pressure washing the sidewalks and parking lot to remove all gum and other foreign stains. p tJ P 101 All temporary structures from Production can be dismantled, removed and taken away via truck in less than 48 hours. 2. scenes on the beach- Production has several scenes that take place on the beach. The section of the beach is directly south of the Chatham Co. Pier to the first lifeguard stand, from the waterline to the sand dunes. 1. We will be `driving our amphibious boat' from the waterline heading to shore at a diagonal angle. `Boat'will not actually be in the water; the back wheels will be at the waterline. The weight range is that of a Ford F150, in the 60001b range. Moby tracks will be laid on the sand for vehicle to drive on. `Boat'will not encroach on the sand dunes. 2. Production is asking permission to have our`boat' access the beach from the 18th Street access point. ie 3. Permission to bring in clean, outside to build three or four sand castles. After we have completed these scenes Production will spread the sand evenly over a large area to make it consistent with the natural topography and fully restore the area to its natural state. 4. Production is seeking assistance from the City and it's equipment grating the existing hard sand approximately 60 yards x 60 yards. Exact area on the p gi )i1 beach TBD. Production is seeking permission to bring in beach quality sand } approved by the DNR. We want to fluff up the area with this sand. This will stay on the same beach and once this scene is complete Production will spread out the sand over a large area to make it consistent with the natural topography and fully restore the area to its natural state. 5. Between all of our takes permission to hand rake or grate with machine existing sand to remove any footprints from crew. Proposed area to be raked is approximately 60 yards x 30 yards and 2" deep. 6. Permission to drive six four -wheel drive gators or golf carts on the beach, entering from same access point,to carry equipment to the actual set. Each vehicle will have only necessary equipment for that scene. Equipment consists of three for camera only, one for props which caries multiple set dressings, one for electric-heavy cables and lights, one for the grip 20130912CityCouncilPacket 53 of 199 20130906/jrl department with pipes and drapes. Vehicles will not drive in or enter the sand dune area. 7. Have a dog on the beach -there is one scene where a dog walks up to a blanket and sniffs a hamburger. While dog is not being used the dog will be �!J on a leash and in parking lot with it's animal wrangler and on a leash. 8. Is Production able to bring in fluffier sand to the waterline? There is a scene that the SpongeBob characters are trying to roll a 'beached animal' (which is an actual person sunbathing) back into the water. The art department wants that area to look nice and fluffy. If we cannot bring in outside sand, can Production temporarily use the actual fluffy sand above the high water mark, / moving it to the waterline? Production would seek the City's assistance in c � this matter. 9. Production understands that the beach is open to the public. We are asking permission to control a certain area- beach directly south of the Chatham Co. Pier to the first lifeguard stand, from the waterline to the sand dunes. Control of area will be managed by crew, private security company and off duty Tybee Island Police. 10. Day of filming, remove the trash cans that are near the first set of volleyball nets. 11. Production will contact the Chatham County Marine Patrol to see if it is possible to rent from the County marine patrol vessel and it's officers 12. Any generator need for any of the beach filming will be parked in the 16th street parking lot on Tybee. Permission to run cable through the dunes, being very mindful of the dunes. Cables are the size of a regular garden hose. Approximate total cables are six. 13. Does the City have a beach sifte)� D( R 4S"1' eoN. 3. 'food truck in parking lot scene'. We have a scene that our'amphibious boat' is driving north out of the parking lot heading toward Tybrisa Street. The 'boat' drives takes off in the parking lot toward that white gravel island that is located in the parking lot near Izlar Street and then we cut our scene where we will continue our scene at another location in Savannah. Production is requesting permission to: 1. Temporarily remove turtle guards from light posts in the 16th street parking lot and at the corner of Tybrisa and Strand. 2. Clear all parking spaces 3. if camera is looking down sidewalk, permission to hold pedestrian traffic until we have cut that particular take 4. Art Dept.will build a temporary curb directly across from the curb of the gravel island -visually the parking lot will look like a road that the 'boat' turns into. No nails or screws will go into parking lot. On the other side of our proposed curb is temporary grass. 5. Production would like to move the 'information hut' from it's current spot and place the hut on the gravel island in the parking lot. This gravel lot is located near Izler Street, but in the parking lot. Vb1`1 NOt141101- 6. Intermittently hold vehicular traffic heading south on Strand Ave. 20130912CityCouncilPacket 54 of 199 20130906/jrl Production understands there would be a payment as determined by the City for any and all work performed by the City for the Production. 4 Production will erect a catering tent, approximately 150x40 on private lot. Tent will meet all City codes. Tent will be removed after filming has been completed on Tybee. IA14 Our tentative filming dates are September 3 through October 5th, October 21 through 26th, October 28th through All filming is during daylight hours. Our crew will begin arriving at approximately Sam. We work about a 14 hour day. If weather is an issue during our proposed filming dates, our schedule could change. During filming we would need to have parking for our working trucks at the south end of the island, 19th street parking area. We would like permission,while filming on the beach to use the 19th street area for working trucks and when we are on the Pier, park the working trucks closer to our set, perhaps in the 14th street parking lot. Production is intending to rent private lots for remaining production trucks and for crew vehicles. Sincerely, Laura Bryant Location Manager, SpongeBob2 100 Bull Street, 4th floor Savannah, GA 31401 912-667-4192 cell laurabryant2009 @gmail.com 20130912CityCouncilPacket 55 of 199 20130906/jrl 0/4 illid /(Wm • 4/5 .emaj U4'. . � thal Pc a./601 r. ,1 tiK (cA.) Septem e X013 Mr. Spud Woodward Georgia Department of Natural Resources 1 Conservation Way Brunswick, GA 31520 RE: Letter of request, `SpongeBob2 the Movie', Paramount Worldwide Pictures, Inc., filming near the state's shore jurisdiction at Tybee Island, Georgia Dear Mr. Woodward: Paramount Worldwide Pictures, Inc., is requesting permission to film in and around the state's shore jurisdiction at Tybee Island, Georgia.We have proposed 4 locations with the following activities at each. 1st location- beach located east of Tybrisa Street, parallel with Strand Avenue. The following activities are proposed for the scene entitled'Pirate Boat'. (A rendering of this `boat' is attached. This scene takes place at the tide line. Our`boat' is 'amphibious `and it appears to have come out of the ocean onto the beach. Company intends to back the `boat' up to the tide line, 'boat' drives up and heads toward the land. This `boat' is not intended to be in water,just to appear as if it was driving out of the water. Matting will be placed at the waterline for this shot, once this part of the scene is complete mud tracks will be removed from beach's waterline. Production Company will be using matting recommended by DNR staff. These mats will be delivered and ready for installation September 23, 2013. Production will test these mats with the `Boat' on Thursday, Sept 26th. Any adjustments to the mat placement will be made at that time. `Boat'will not encroach on the sand dunes. `Boat'will have beach access from the existing 18th Street existing Beach Access point. The Company will bring in clean sand from an upland source approved by DNR staff. Not more than 6 Dump trucks filled with beach grade sand will be needed per day of filming.We estimate we will film for 5 days.Vehicle mats visible in our shot will be covered with sand by hand and raked. The Company is requesting permission to have a 95001b titan crane on the proposed area of beach. This 50-foot crane is motorized diesel engine with four low pressure flotation tires. Crane will access beach from the existing 18th Street Beach Access point. The Company is requesting permission to have on standby three vehicles to pull the `boat' off the beach in case the `boat' gets stuck on the sand beach. These vehicles would be on standby on land. The vehicles would consist of one 3-axle wrecker, one 450 stake bed, four-wheel drive and one Ford F350 pick up truck, four-wheel drive. All vehicles are diesel engines. The Company does not plan to build any sets on the beach except for three to four sand castles. To construct the castles and prepare the location, the Company will bring in clean sand from an upland source approved by DNR staff. Not more than 6 dump trucks will provide sand during filming provide visual continuity on site and to build these sand castles. Once this scene is complete, Production will 20130912CityCouncilPacket 56 of 199 20130906/jrl spread by hand and rake the sand over a large area to make it consistent with the natural topography and fully restore the area to its natural state. The Company is also requesting permission to drive six 4-wheeled gators (and or golf carts) with small trailers attached for the purpose of hauling production equipment only. These vehicles are needed to efficiently move equipment from our trucks in the parking areas to set locations on the beach. Each vehicle will have only necessary equipment needed for that scene. Equipment consists of three vehicles for camera only, one for electric- heavy cables and lights, one vehicle for the grip department with pipes and drapes, one vehicle for props which carries multiple set dressings. Vehicles will not drive in or enter the sand dune area and will only access the beach at the 18th Street Beach Access location. The generator for the above location will be parked in the 16th Street parking lot. The Company is requesting permission to run able across the existing 17th Street Crossover. While cables are down this crossover will be closed to the public. Public access to this area will be managed by crew and security. Cables are the size of a regular lawn hose. Approximate total cables are six. Our tentative schedule is to shoot for six days between September 26th and November 8th. These extended dates allow for inclement weather or unforeseen production changes. The Company will film in daylight hours with a tentative crew call of 5:30am and will continue until approximately 7pm. 2nd location- beach located east of Tybrisa Street and parallel with Strand Avenue. The following activities are proposed for the scene entitled'SpongeBob lands on dry land'. This scene takes place on the beach at the tide line. SpongeBob and his friends are on the beach. These characters range from approximately 7 to 12 inches tall so the camera will be low to the ground. The production work area will be approximately 60 yards x 60 yards. Production is asking permission to bring in clean sand from an upland source approved by DNR staff. We propose to grade the existing sand area to fluff it up and add our sand on top. Production will hand rake the sand to integrate the sand onto the beach. The sand from this work area will stay on the same beach and once this scene is complete Production will spread out the sand over a large area to make it consistent with the natural topography and fully restore the area to its natural state. Production will also have a dog on the beach for one scene in the same area as above-mentioned location. The scene is a live dog walks up to a blanket and sniffs a hamburger. When not needed the dog will be in the parking lot, on a leash with the animal wrangler. The Company is also requesting permission to drive six 4-wheeled gators (and or golf carts) with small trailers attached for the purpose of hauling production equipment only. Vehicles will not drive in or enter the sand dune area. Between each take, permission to hand rake the existing sand to remove any footprints from crew. Proposed area to be raked is approximately 60 yards x 30 yards and three inches deep. At the completion of this scene, Production will spread out any sand over a large area to make it consistent with the natural topography and fully restore the area to its natural sate. All equipment needed for filming will access beach by using the existing Beach Access atl8th Street. 20130912CityCouncilPacket 57 of 199 20130906/jrl The generator for all of the above locations will be parked in the 16th Street parking lot. The Company is requesting permission to run cable over the existing dune crossover in that area. Cables are the size of a regular lawn hose. Approximate total cables are six. Our tentative shoot days are for two days between September 30th and October 10th, 2013. We will be filming these scenes during daylight hours with approximate crew call time of 5:30am and will continue until approximately 7:00pm. 3rd location- parking lot and existing sidewalk that runs parallel to and seaward of the 16th Street parking lot and landward of the sand fence south of pier and continuing south approximately 700 feet. The following activities are proposed for the scene entitled `boy on bike path'. A boy is pedaling down sidewalk and the SpongeBob characters jump on. Company is requesting from the City of Tybee to remove all of the parking stops along the sidewalk. Company is requesting permission to temporarily place sod between the Sand fence and the sidewalk. Once filming is complete in this area, Production Company will remove all sod placed for`boy on bike path'. Production is asking permission to temporarily remove the existing`do not enter sand dunes'signs located in the dunes south of the Chatham Co. Pier. Signs will be properly reinstalled to their original position using hand tools only after filming. Company is also requesting permission to hand trim and remove dead vegetation and palm fronds off of the low growing bushes that line the sand fence. Company is also requesting permission to `age' the new Sand fence recently erected by the City of Tybee. Production will `age' new fence by mixing washed down water based temper paint and applying water-based paint with a Hudson sprayer. The City of Tybee has given Company their blessings for us to `age'the new Sand fence. Additional scenes will take place on the existing asphalt parking lot, during daylight hours. Company is requesting permission to have Georgia Power temporarily remove the turtle guards from approximately ten existing streetlights that are in our proposed area of filming. Half of the turtle guard lights are located parallel with the existing sidewalk that runs seaward of the 16th Street parking lot and landward of the Sand fence south of the pier and continuing south approximately 700 feet. All lights will remain off until the turtle guards have been replaced. Company is also requesting permission to remove existing benches,trash cans, parking kiosks and signage in the vicinity. Our tentative schedule is to shot for seven days between October 21St through October 28th, 2013. All filming takes place during daylight hours with a tentative crew call of 5:30am and will continue until approximately 7pm. All production vehicles will be parked in designated parking lots and on private property. If weather is an issue during our proposed filming dates, our schedule could change but is projected to occur between October 5th and November 8th. 4th location- Chatham County Pier, located at the end of Tybrisa Street. Our scene `muscle beach' takes place at the end of the Chatham County Pier. There will be various `vendors' and temporary set dressing on the pier. Our tentative date of filming is Monday, October 21, 2013. All production vehicles will be parked in designated parking lots and on private property. If weather is an issue during our proposed filming dates, our schedule could change. 20130912CityCouncilPacket 58 of 199 20130906/jrl For all locations, the Company is asking permission to hire off duty marine patrol and their vessel(s) to patrol the water within the 500'waterline of our set. This is to guard our set and crew from any recreational water vehicle or person encroaching our set. The Company is coordinating with GADNR Law Enforcement to obtain necessary Marine Event permits.We also request permission to control the beach directly south of the pier to the first lifeguard stand from the low waterline to the soft sand. Production would like the ability to erect a temporary fence for crowd control as needed by placing it at the ordinary low water mark to the high water mark. The fence can be put up and taken down within minutes and will be removed at the end of each day of filming. The general public will always be able to access the beach by walking landward of the temporary fence. While filming,public access to the proposed filming area of the beach will be managed by crew, private security company and off duty Tybee Island Police. Sincerely, Laura Bryant Locations Manager, `SpongeBob2 the Movie' 100 Bull Street, 4th floor Savannah, GA 31401 912-667-4192 cell laurabryant2009@gmail.com 20130912CityCouncilPacket 59 of 199 20130906/jrl SpongeBob 2: The Movie special event application Confirmation/clarification per L. B. w/ PWPI (email correspondence August 23, 2013): 1. Section 1 a. Date and time of event: Please confirm the dates. Filming dates: September 30—October 4 for principal photography; Oct.5 for visual effects; October 21 —October 26, and Oct. 28;Oct. 29 through Nov. 5 is for any rain days and visual effects. i. Differing dates are noted throughout the submitted application information. We are on the beach that entire first week. Oct.21 we start on the pier than move to parking lot for our bike path. We stay at bike path until 23 and then we are in parking lot until the 28. While on the bike path area I think we will have some set dressing in the parking lot. ii. I've (Chantel) copied Karen so she has the dates confirmed for the beach and filming permits as well. b. Setup beginning September 16 is noted. What will be included with setup (i. e. location, needs) I will know more by end of next week after we scout tybee on Monday. c. Breakdown: Will this actually be November 5 instead of October 31? YES 2. Letter of Permission to the City of Tybee Island a. Item 1: Please confirm company will perform tasks listed and be invoiced by the city as necessary. Costs will be discussed when we meet with applicable departments next week. Company performs tasks and then we pay city? Or city performs and we pay city?(To be discussed at event review meeting with Dept. Heads) b. Item 1,#1: Please confirm that sidewalk for the proposed bike path will be constructed from the 16th Street crossover south as indicated on the map. Yes, roughly to the first crossover if you are looking south in the parking lot,would that be 17th St. crossover? I can confirm that on Monday. (To be discussed at event review meeting with Dept. Heads) c. Item 1,#16,#17, &#19: Please confirm the request to rent is in order to take these items to Savannah. What days will they be in Savannah? When will they be returned?Yes,that is correct;we would like to use them in our scene on Broughton Street and on our stage where we have built a set. All will be returned by Nov. 8. d. Item 1,#18: Please confirm use/design by the production company. To potentially place in another location to hide what we don't get cleared. Is it movable?(To be discussed at event review meeting with Dept. Heads) e. Item 2,#3: Please clarify wording of first sentence. Is"clean" referring to cleaning debris in the area of the beach that you will be using? I left out the word sand-we would like to bring in DNR approved sand. f. Item 3: Please confirm location of the 150'x 40' catering tent on private lot. Ocean Plaza? That is what we are wanting and will be contacting them. g. Please confirm PWPI's understanding that there is an approved event(Pirate Fest)which will be using the 16th Street parking lot 10/7 through 10/15 and that PWPI's schedule will not overlap. PWPI is aware of the pirate fest event and PWPI's schedule will not conflict with festival's. 3. Letter of request for a LOP to GaDNR a. Please confirm the company will bring in their own six four wheeled gators/golf carts and provide their own drivers. Production company will bring in own gators and their drivers. b. Please confirm the tentative shoot days noted for 1St, 2nd Sept. 30-Oct. 5 and 3rd locations. Oct. 21 through 28 and a few days after for visual effects. 4. Section 4 a. #14: Will the tent be on Ocean Plaza's property? Working on that,we are intending it to. 20130912CityCouncilPacket 60 of 199 20130906/jrl Confirmation/clarification per 1, . , (email correspondence September 5, 2013): 1) The letter to the City in the special event application has 15t location as the "Boy on Bike"scene. The request to DNR states ft location as Pirate Boat. OUR FIRST LOCATION IS PIRATE BOAT,AND THE REST OF THE BEACH SCENES-SHOOT DATES ARE SEPT 30-OCT 4. 'BOY ON BIKE', 'FOOD TRUCK LOT', 'PIER'SHOOTS WHEN WE COME BACK THE WEEK OF OCT 21st. 2) The letter to the City in the special event application has 2nd location as scenes on the beach (Pirate Boat). The request to DNR states Sponge Bob lands on dry land. 'SPONGEBOB LANDS ON DRY LAND' IS ACTUALLY TAKES PLACE ON THE BEACH. 3) The letter to the City in the special event application has the 3rd location as food truck in parking lot scene. The request to DNR states boy on bike path. 'FOOD TRUCK&'BOY ON BIKE PATH'ARE IN THE 16TH STREET PARKING LOT 4) The letter to the City in the special event application does not have a 4th location listed. The request to DNR states the 4th location is at the Pier. Is this part of the scenes on the beach as noted in the letter to the city? WELL, SEEMS LIKE BETWEEN ALL MY UPDATES I FORGOT THAT ONE! 4th LOCATION -CHATHAM COUNTY PIER, LOCATED AT THE END OF TYBRISA STREET. OUR SCENE 'MUSCLE BEACH'TAKES PLACE ATTE END OF CHATHAM CO. PIER. THERE WILL BE VARIOUS'VENDORS'AND TEMPORARY SET DRESSING ON THE PIER. OUR TENTATIVE DATE OF FILMING IS MONDAY,OCTOBER 21, 2013. ALL PRODUCTION VEHICLES WILL BE PARKED IN DESIGNATED PARKING LOTS AND ON PRIVATE PROPERTY. IF WEATHER IS AN ISSUE DURING OUR PROPOSED FILMING DATES, OUR SCHEDULE COULD CHANGE. 5) The dates submitted to DNR and the City conflict. The dates submitted to the city are September 30—October 5 (no conflict with Pirate Fest),October 21—26&28,October 29—November 5. Please confirm. YOU ARE CORRECT ON THE FILMING DATES- I INCLUDED OCT 29-NOV 5 IN CASE OF RAIN OR ANY OTHER CHANGES BEYOND MY CONTROL. OUR PREP FOR THE FIRST WEEK OF FILM WILL START ON SEPT 23RD. OUR PREP FOR THE PARKING LOT WOULD BEGIN SEPT 18TH. 20130912CityCouncilPacket 61 of 199 20130906/jrl CITY OF TYBEE ISLAND SPECIAL EVENTS APPLICATION As of 8-22-13 Section 4, #3 - street closure- the days while filming in the 16th street parking lot, intermittent traffic from Butler&Tybrisa,on Strand Ave. to 17th Street 6am - 7pm the days while filming on the beach south of the pier, intermittent traffic from Strand Ave to 17th Street #4 - special parking- permission to bring in our working trucks the day before our first day of shoot and park them in the 18th Street lot. Also permission to park equipment and vehicles in the 16th Street parking lot through duration of filming. We are also asking permission to park the crew's personal vehicles and our extras personal vehicles in the 14th Street parking lot. #5 - commercial trucks - our production trucks range from semi trucks to 15' box trucks as well as trailers for the actors and producers. There are approximately 20 total production vehicles. PK #6 - off duty TIPD - please advise how many off duty police are needed to ensure b'W' the public and well as our crew's safety and our traffic needs. Requesting permission to have Savannah Chatham County marine patrol the waters 500' off shoreline to keep any recreational watercraft out of site of camera's eye. #10 - additional security- Production Company will hire private security company to watch our equipment while we are on Tybee Island #12 - parade-we will not have a parade but will be driving our vehicle,which is a 'pirate boat' down Tybrisa Street, resetting and doing the scene over several times L #14- company is planning on putting temporary catering tent on private property near the Ocean Plaza. Company plans on having temporary sets -vending trucks - set up in 16th street parking lot. 20130912CityCouncilPacket 62 of 199 20130906/jrl W 1 illA, lf* Fici ' F. 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',..t6.-. ,=.-.,1V-:...,-, - , -, :- . . , , 7R 2 _ H�« ., �_ .. __-z , r.._20130912Cit CouncilPacket «r _ i , , Letter of Permission, Chatham County Commissioners Laura Bryant PWPI 100 Bull Street, 4th floor Savannah, GA 31401 RE: filming on Chatham County's Walter W. Parker Pier and Pavilion for filming scenes of the movie `SpongeBob2, the Movie' Dear Mr. Bryant, My name is Laura Bryant and I am the location manager for the feature film, `SpongeBob2' that we are filming in and around Tybee and Savannah. We are hoping to film for approximately ten days on Tybee, on the beach just south of the Pier, 16th Street Parking Lot and on Tybrisa Street. Our tentative shoot days are September 30 through October 10, 2013. We are wanting to film a'muscle beach' type scene at the end of the public pier. We are also wanting to have a scene set up under the pavilion. We are asking permission for the following: 1. Temporarily place `vendor carts' near the retail bait area. We have spoken to the bait vendor, and we are taking care of him and his business. 2. Temporarily place `vendor carts' under pavilion 3. Place potted palm plants along walkway to end of pier 4. Temporarily remove the day prior to our shooting date- smoking boxes and all brown fishing signs We do realize that the pier is open to the public at all times. We are asking permission to temporarily have control of the pier the day of our filming. Production will control pedestrian access by off duty police officers. The film date is currently scheduled for Thursday, October 3rd. I am working very closely with the City of Tybee and the Savannah Film Commission in helping this movie come to fruition. I will be attaching this letter of permission to my letter of permission to the City of Tybee. Thank you Mr. Bryant and I look forward to hearing from you soon. Please advise if I have omitted anything. Production will issue the County a certificate of insurance once you provide me with the info to fill the certificate out properly. Sincerely, Laura Bryant Location Manager, SpongeBob2 912-667-4192 cell laurabryant2009 @gmail.com 20130912CityCouncilPacket 66 of 199 20130906/jrl MAYOR CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle, Mayor Pro Tern t Janet LeViner Barry Brown Jan Fox I� CITY ATTORNEY Bill Garbett fy� Edward M. Hughes Tom Groover ` Paul Wolff " CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Request Out-of-State Travel for Rosie Laney & Ellen Anderson to Attend the 2013 `Grand Strand Gift& Resort Merchandise Show' in Myrtle Beach, SC from December 8-1 L 2013. Explanation: This is the closest and least expensive national retail `show' bringing the nation's retailers a selection of themed merchandise, resort apparel, gifts and souvenirs. This event features more than 800-plus booths and is the largest, longest-running coastal souvenir, resort merchandise and gift show in the nation. Product categories include: resort gifts, souvenirs, novelties, nautical/coastal items, licensed products, beachwear, general gift, etc. Budget Line Item Number (if applicable): 100-6180-52-3500 (budgeted within FY operational dept. budget) Paper Work: X Attached*>-- Already Distributed To Be Handed Out at Council Meeting (by Requester) Audio/Video Presentation** ** Audio/video presentation must be submitted to the IT department at City Hall By 5:00PM the Thursday prior to the next scheduled City Council Meeting NOTE: Request will be postponed if necessary information is not provided. Submitted by Woody Hemphill, Campground Manager Phone/Email: 912.257.9890: cell; whemphill@cityoftybee.org Comments: For more information, visit www.frpa.org Date given to Clerk of Council 8/23/13 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866)786-4573—FAX(866) 786-5737 , City of , 141 Ethics yf www.cityoftybee.org �s `y 20130912CityCouncilPacket 67 of 199 201 /frr' �ranu ovum]vat csc Kesort l Home http://www.grandstrandgiftshow.com/29/Show_Infol T 0 • i gr T BEACH CONVENTION CENTER -^ Q,itEMB • ! 4 Show Info Exhibitors I Attendee Show Info I Travel Press/ News The Grand Strand Gift & Resort Merchandise Show Show Come see the latest trends at the largest and longest running Coastal resort merchandise and gift show in the nation! Si From December 8-11,2013,the Grand Strand Gift&Resort Merchandise Show will return to Myrtle 9` Beach Convention Center in Myrtle Beach, SC, bringing the nation's retailers an unrivaled selection of M themed merchandise, resort apparel, gifts and souvenirs. Hours: 9' T� Now featuring more than 800-plus booths,the event, known among exhibitors and attendees as the"Big 9e Kahuna," remains the largest, longest-running coastal souvenir, resort merchandise and gift show in the W nation. Retailers can now explore an even greater selection of products from the industry's leading resort 9e and gift manufacturers and sales representatives in every product category, including resort gifts, souvenirs, novelties, nautical/coastal items, licensed products, beachwear, general gift and much more Cc Cc Complementing this extensive selection, the Sheraton Myrtle Beach, which adjoins the Myrtle Beach Where. 21 Convention Center at the first and second floors, provides optimum convenience for exhibitors and M' attendees. 2� In addition to product,the Grand Strand Gift& Resort Merchandise Show features an unrivaled selection Contact: of buyer services including:Goody Bag Giveaways and a Fabulous Show Party. 6' Connect: Attendee Future SHOW For inquires or to the Grand Merchandise Sh Expositions at contact our Rus Show Dire Lindse' Show Coon Whitnc Buyer Reh Amy Marketii l oft 20130912CityCouncilPacket 68 of 199 201309001 4/25/2013 3:58 PM Grand Strand Gift& Resort I Travel http://www.grandstrandgiftshow.com/286/Travel. ./" . 'mot •v AMR�"" „t ' 4 1► " , wI LE BEACH CON V '1t�t`1 CEN .» �,, ,r 4 0 3t 4 .1: DEItEM Show Info I Exhibitors I Attendee Show Info I Travel 1 • Press/News Travel Show I DISCOUNTED HOTEL RATES FOR BUYERS&EXHIBITORS: St Rooms at these rates are limited so book early!For details, call the Urban Expositions Housing Mi Company, Connections at 1.855.246.8722. M' Hours: g' BUYER BEWARE: T. Please be vigilant if dealing with any companies or services other than Connections Housing 9t that imply or claim an affiliation with the Grand Strand Gift& Resort Merchandise Show. We have been made aware of other housing companies that may be aggressively pursuing you, or gE your company,to book your guest rooms through their company at supposedly significant M discounts. Unfortunately, some past attendees and exhibitors have fallen prey to these companies and have either: lost their significant deposits; been relocated with little or no C� warning; have not had the guest rooms they thought they had booked; or have not received Where: 21 reservations at the hotel they had thought were confirmed. This has caused great hardships and M significant financial loss to these companies and individuals. Reservations made through an 2� agency other than Connections Housing will be at your own risk. If you are contacted by another Contact: housing company trying to sell hotel rooms, please notify Urban Expositions at 1.800.318.2238. 67 <View Virtual Map &Get Directions> Connect: DIRECTIONS If you're driving, follow U.S. 17 to Myrtle Beach. The Convention Center is at the intersection of 21st Avenue North and Oak Streets. From Bypass 17, exit 21st Avenue North and drive east Attendee about 3 of a mile. From Business 17, exit 21st Avenue North and drive west for 2 blocks. Free Future parking. If you're flying into the Myrtle Beach International Airport—serviced by many airlines—the SHOW Convention Center is only 10 minutes away. For inquires or SHRRE Q ._ to the Grand Merchandise Sh Expositions at contact our Rus Show Dire Lindse' Show Coon WhitnE Buyer Rels Amy Marketii 1 of 2 20130912CityCouncilPacket 69 of 199 20130906/jrl 4/25/2013 4:01 PM oystGUI - uroan_urana strand 2013 https://www.expologic.com/registration/dsp_eventRegType.cfm?evi . F o . :.;: . :, . ,. SOH OW LE BEACH CONVENTION CENTER •I4Y =- z E -;-1" .REEEmBER 8-11, 2013 Buyer Registration Please select the number of employees you wish to register,including yourself,on this page.You will be asked for their names on the next page. Remember to bring a personal ID and two forms or business ID to the show to complete •y:. - ,,rsonal ID and one form of business ID for each addrtionai employee) Business ID can include just about anything which has your company name and the employee's name on it,such as(but not limited to): • business card • company credit card • company check • paycheck stub • tax ID number • company insurance card • company buyers club card • business invoice Buyer ------ Qty. 1 Rate$0.00 Continue» roWFU ti EXPO? p 4Eull10t1Sglil Of 1 20130912CityCouncilPacket 70 of 199 20130906/jr1 4/26/2013 10:47 AM 4ram Meals and Incidental Expenses( M&IE)Breakdown I Search —' U.S.General Services Administration Meals and Incidental Expenses ( M&IE) QUESTIONS: Breakdown Fo, ..1...i.7::11..,,S The following table is provided for federal employee': ,. -6 n----to.1,_-.CuC.:;Droried meats from their deify meals and incroentai expense fM&tEf alloy r1e7c, to 5,.:, 7. 3,:•i--, 18 575 Fe.Oetai Truvet Reuplattor tor specific,guidance on deductinr,these amounts from your per ...,.. fir - diem reimbursement claims for meats furnished to you by the government Other organizations Traveling/ may have different roes that apply for their employees pleasc r.ft-!eck with your organization for Find Resources to Help more assistance ARLIE Breakdown ill , Aar The table lists the six M&IE tiers,r1 the rower 48 CaiTh:IE:nl'ai LIt1;100 Slates;currently ranging from 546 to$71i If you need to deduct a meat amount first determine the location where you will be working while on official travel. You can look uo the location-specific information at avo osauovioerdiern The M&IE rate for your location wit be one of the six tiers listed on this RELATED GSA TOPICS tabie Find the corresponding amount on the first line of the table ftyl&IE Totah and then look 7. :Z.i.:a.',,S...';.'■:.- below for each specific meal deduction amount The Table also lists the portion of the M&IE rate that Lf.',' provided for incidental expenses (currently$5 for all tiers), as welt as the amount federal employees receive for the first ano last calendar day or travel. The first and last calendar day of travel is calculated at 75 percent I GOVERNMENT LINKS $7 ( 55 51() 511 512 S1' S12 $15 516 S-i8 $23 531 534 536 Sr.-, 1 S5 55 55 55 • S3450 S38.25 $4S 75 54,..)50, $53 25 The shortcut to this page is 1.4:10.I.:gsa govirnie 1,.5.s: E,nati 'Favc,tes 4.4 Twqi& Ili.-sicet.c.:4,. • 1 ! . ; CD aillh '4" •,. I..“ '0.,.,;:..s•t s k . . 20130906/jr1 71 of 199 1"/"Sag°4215)°1&&ntifiN§4i1Packet 1/1 I.c8,auaia k.,unurmation https://www.expologic.com/registration/Confirmation/RegistrantCol Registration Confirmation Urban Grand Strand 2013 Date Registered: Friday, April 26, 2013 Confirmation Code: 1332A7A69494151C25 Badge ID: 1018 Rosie Laney River's End Campground and RV , 5 Fort Ave El PO Box 988 Tybee Island, GA 31328 •I �� UNITED STATES 0 1 Registration Summary Personal Information Salutation: Address 1: 5 Fort Ave First Name: Rosie Address 2: PO Box 988 Middle Initial: City, State Zip Country: Tybee Island,GA 31328 US Last Name: Laney Telephone: 9127865518 Title: Fax: 9127864126 Company: River's End Campground and RV entail: rferraris @cityoftybee.org Demographic Responses Question Response What is your business type?(please select only one) BEACH/SOUVENIR How did you hear about us? EMAIL MESSAGE Registration Details Description Quantity Price Total Buyer 2 $0.00 $0.00 Total Due: $0.00 1Y1La5 153 C -6, AZ 70 of l 20130912CityCouncilPacket 72 of 199 20130906/jr1 4/26/2013 11:01 AM City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Agreement with GA Power to change out the 8— 1000 watt Metal Halide floods with 285 LED lights - playground, basketball court and volleyball courts lights but not the tennis courts lights—There is concerned that the floods may do a better job. Once GA Power installs the new LED lights and look at them, the city staff may determine that they will be sufficient light for the tennis courts. City is presently paying $ 57.65 per light monthly. This number does not include the energy the lights use which is captured in the meter. If the city changes the lights to 285 LED lights, that price will drop to $ 29.00 per light monthly. This will save the city$229.20 monthly and$2,750.40 annually. This includes the 4— 1000 watt lights (tennis court lights) that are there now. There are NO upfront charges to the city to do this and the lights will use roughly 70% less energy when they are on. It is taking us 6-8 weeks to get these lights in, so this is a time sensitive item for the city to be able to realize the energy and cost savings. Budget Line Item Number(if applicable): Paper Work: _X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to ileviner(a�cityoftvbee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 9.3.12 20130912CityCouncilPacket 73 of 199 20130906/jr1 Lighting Services — NEC ® Standard Lease Agreement GEORGIA Ref# DWE# LAMP# POWER A Ref# DWE# LAMP# SituTHIRH COMPANY Lead# Customer Name: CITY OF TYBEE ISLAND Tel#: 91278682319 Alt. Tel#: Service Address: 111 BUTLER AVE (PARK LIGHTS) (street,apt#,zip,etc) TYBEE ISLAND 31328 Mailing Address: PO BOX 2749 (street,apt#,zip,etc) TYBEE ISLAND 31328 SS#/Tax ID#: Acct# 3020735016 County: CHATHAM Region: COASTAL Type Customer: Commercial ® Industrial ❑ Residential ❑ New Account ❑ Customer Choice ❑ Conversion? Yes ❑ No ® Type of Construction: New ❑ Existing Description of Business(Apartment Complex, Car Dealer, etc.): PARK LIGHTING ® Governmental ❑ Non-Governmental EQUIPMENT Prepaid Amount (excludes applicable sales tax) $ 0.00 Bill ❑ Collected ❑ Lamp Type OH/ M/ Monthly Action Qty Wattage (HPSmetc.) Fixture Description UG UM Charge*($) IN 8 285 LED AUTOBAHNS UG M $232.00 Monthly Total * $232.00 * Excludes any applicable sales tax Maintenance: ❑ New GPC-Installed System ❑ Customer Conversion ❑ Other Maintenance as Noted Below Project Notes: HEAD SWAPS Initial Term of Agreement: 1 Months Initial term starts on the date billing begins Customer agrees to lease the Equipment described above from Georgia Power Company on the attached terms and conditions. Customer's Authorized Signature: Georgia Power Company: Signature: Date: Signature: Date: Print Print Name: Name: R E SAPP Print Print Title: Title: ACCOUNT EXECUTIVE NEC is a federal t9mkillei,-Ermict of IEEE Page41dff1299 20130906/jrl 1. Lighting Equipment Lease. Georgia Power Company("GPC")will lease to Customer the"Equipment"described on Page 1 of this Lease Agreement("Agreement")for use at the"Premises"(the"Service Address"shown on Page 1). Customer grants a license and right of access to GPC(and to GPC's representatives and contractors)to enter the Premises to install,connect,inspect,maintain,test,replace,repair,or remove the Equipment;to remove or disconnect pre-existing equipment as noted;or to conduct any other Agreement-related activity(collectively,the"GPC Activities"). Customer acknowledges that the Equipment,though attached to real property,will always remain the exclusive personal property of GPC and that GPC may remove the Equipment when this Agreement ends. Customer also acknowledges that regulatory change during the Agreement term may require GPC to modify or replace some Equipment. 2. Term. The "Initial Term" of this Agreement is the period stated on Page 1, calculated from the date of the first monthly bill. After the Initial Term, the Agreement will automatically renew on a month-to-month basis until terminated by either Customer or GPC by providing written notice of intent to terminate to the other party at least 30 days before the desired termination date. GPC's address for notice is 1790 Montreal Circle,Tucker,GA 30084-6801;Customer's address for notice is the Mailing Address shown on Page 1. 3. Payment. GPC will invoice Customer per the terms stated on Page 1. Customer agrees to pay the amount billed by the due date(20 days after billing date). If there is a balance outstanding past the due date,Customer agrees to also pay a 1.5%late fee on the unpaid balance and also acknowledges that Customer may be required to pay a deposit of up to two times the Monthly Charge in order to continue service. CUSTOMER ACKNOWLEDGES THAT GPC MAKES NO REPRESENTATION OR WARRANTY REGARDING TREATMENT OF THIS TRANSACTION BY THE INTERNAL REVENUE SERVICE OR THE STATUS OF THIS AGREEMENT UNDER ANY FEDERAL OR STATE TAX LAW;CUSTOMER ENTERS INTO THIS AGREEMENT IN SOLE RELIANCE UPON CUSTOMER'S OWN ADVISORS. 4. Equipment Protection. Throughout this Agreement's term, Customer will inform its personnel (and any contractor or person performing construction at the Premises or digging near the Equipment)of the Equipment's presence. Either Customer or the other party must provide notices and locate requests to the Georgia Utilities Protection Center and must coordinate all activities with the Utilities Protection Center and with all utility facility owners or operators as required by the then-current Georgia Utility Facility Protection Act(O.C.G.A.§25-9-1 et seq.)or High-voltage Safety Act(O.C.G.A.§46-3-30 et seq.). As between Customer and GPC,Customer will bear all costs arising from failure to comply with these laws or for Equipment damage caused by anyone other than GPC(or GPC's representatives or contractors). IF THE EQUIPMENT IS DAMAGED, CUSTOMER WILL REPORT THE DAMAGE TO GPC AS SOON AS POSSIBLE BY CALLING(888)660-5890. 5. Maintenance. During this Agreement's term, GPC will maintain the Equipment and will bear the cost of routine repair or replacement. For a New GPC-Installed System, routine repair or replacement includes all GPC installed components. For a Customer Conversion, routine repair or replacement includes the light fixture, lamp, ballast, photoelectric cell,and wiring from hand-hole to the light fixture;it excludes maintenance and replacement of all other components(poles, bases,conduit,controls, all other wiring,etc.). For Other Maintenance,routine repair or replacement will be as provided on Page 1. All non-routine maintenance can be done at Customer's request and will be billed to Customer at then-current GPC rates. Customer must notify GPC of any need for Equipment repair by either calling (888)660-5890 or reporting the need online (http://outdoorlightinq.georgiapower.com). If the Equipment damage was caused by Customer or a third party,Customer will reimburse GPC for the repair or replacement cost. 6. Safety; Damages. CUSTOMER ACKNOWLEDGES SOLE RESPONSIBILITY FOR THE SAFETY OF THE PREMISES AND ACKNOWLEDGES THAT GPC NEITHER HAS, NOR ASSUMES, ANY OBLIGATION TO ENSURE THE PREMISES' SAFETY. GPC MAKES NO COVENANT, WARRANTY, OR REPRESENTATION OF ANY KIND (INCLUDING WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE OR OF MERCHANTABILITY)REGARDING THE EQUIPMENT OR ANY GPC ACTIVITY UNDER THIS AGREEMENT. Customer will not be entitled to indirect or consequential damages from GPC of any kind(including loss of revenue,loss of actual or anticipated profits, loss of capital costs,loss of business reputation,or punitive damages)arising from any damage or delay involving the Equipment or this Agreement. 7. Indemnity. To the fullest extent allowed by law,Customer agrees to indemnify,defend(if requested by GPC),and hold harmless GPC and its affiliates and contractors(and their officers,directors,employees,representatives, and agents)from and against any claim,demand,damage,expense(including attorneys'fees and court costs), action, proceeding,judgment,penalty,fine,cost,or other liability(whether based upon tort,breach of contract,strict liability,equity,or otherwise)of any kind or nature for bodily injury (including death)to persons,damage to real or personal property(including loss of use),monetary damage,or equitable relief caused by or arising out of any act or omission of Customer involving this Agreement,the Equipment,or the Premises,in whatever manner caused and regardless of whether caused by or arising out of the joint,concurrent,or contributory(but not sole)negligence of GPC,any other person indemnified under this Agreement,or any other person not a party to this Agreement. 8. Default. Customer will be in default if any amount owed under this Agreement is not paid within 45 days of billing. GPC's waiver of any past default will not waive any other default. If default occurs, GPC may,at its discretion, immediately terminate this Agreement,collect all past due amounts and all amounts due for the Equipment during the Agreement's remaining term,remove the Equipment from the Premises,and seek any other available remedy. 9. Entire Agreement. This Agreement contains the parties'entire agreement relating to the Equipment and replaces any prior agreement,written or oral. This Agreement may be modified only by an amendment signed by each party,except that updated contact information(e.g.,address,phone,website)may be provided at any time by written notice to the other party. This Agreement will be governed by Georgia law. If any provision is ruled invalid or unenforceable,the Agreement as a whole will not be affected. In this Agreement,"including"means"including,but not limited to." 10. Pole Attachments. If Customer desires to attach anything to any Equipment(poles,light fixtures,etc.),Customer must first obtain GPC's written permission. Customer must call GPC Lighting Services Business Unit at 1-888-768-8458 to obtain the proper pole attachment authorization. 11. Georgia Security,Immigration,and Compliance Act(Applicable Only if Customer is a Georgia Governmental Entity). Customer is a"public employer"as defined by O.C.G.A.§13-10-91 and this Agreement is a contract for physical performance of services within the State of Georgia. Compliance with the requirements of O.C.G.A.§13-10- 91 and Rule 300-10-1-.02 is a condition of this Agreement and is mandatory. GPC's compliance with O.C.G.A.§13-10-91 and Rule 300-10-1-.02 will be attested by execution of the contractor's affidavit attached as Exhibit"1"and made a part of this Agreement. GPC agrees that,if it employs or contracts with any subcontractor(s)in connection with this Agreement, GPC will secure from each subcontractor attestation of the subcontractor's compliance with O.C.G.A.§ 13-10-91 and Rule 300-10-1-.02 by execution of a subcontractor's affidavit in the form attached as Exhibit"2." The affidavit will become a part of the GPC/subcontractor agreement and GPC will maintain records of the affidavits for inspection by Customer. 12. Customer Representations. Customer represents to GPC that:(i)Customer is expressly authorized by all Premises owners(and any other party with rights in the Premises) to enter into this Agreement and to authorize the GPC Activities(including the use of vehicles,equipment,tools,and materials as necessary);(ii)all Premises property lines are clearly and accurately marked;and(iii)the Premises'final grade will vary no more than six inches from the grade existing at the time of Equipment installation. (a) Customer Duty. If GPC agrees to allow Customer to perform any part of the Equipment installation (including trenching) itself or through a third party, Customer warrants that its work will meet GPC's installation specifications(which will be provided to Customer and are incorporated by this reference). Customer will bear all reasonable additional costs arising from Customer's non-compliance with GPC's specifications or lack of timely(i.e., 10 days')notice to GPC that GPC's portion of the Equipment installation can commence. (b) Underground Facilities/Obstructions. Because GPC's Activities may require excavation or digging, Customer acknowledges that Customer must mark all underground obstructions and private utilities and facilities(e.g.,gas lines,water lines,sewer lines,irrigation facilities,low voltage data or communication cables or lines,etc.)at the Premises. Customer warrants either that:(i)all underground obstructions and private utilities and facilities have been marked or will be marked before GPC commences Equipment installation or other GPC Activities involving excavation or digging;or(ii)there are no underground obstructions or private utilities or facilities at the Premises. (c) Unforeseen Conditions. If Customer fails to properly mark or identify a private utility or facility or other underground obstruction,and damage occurs in connection with GPC's Activities, Customer agrees that,as between Customer and GPC, Customer will bear sole responsibility and that GPC will have no liability for any damage or resulting delay. Customer also acknowledges that the estimated charges shown on Page 1 include no allowance for any subsurface rock,wetlands,underground stream, buried waste,unsuitable or unstable soil,underground obstruction,archeological artifact,burial ground,threatened or endangered species,hazardous substance,etc.not properly identified and marked by Customer("Unforeseen Condition"). If an Unforeseen Condition is encountered, GPC, in its sole discretion, may stop all GPC Activity until Customer either remedies the Unforeseen Condition or agrees to reimburse all GPC expenses arising from the Unforeseen Condition. Customer will bear all costs of any Equipment modification or change requested by Customer or dictated by Unforeseen Conditions or circumstances outside GPC's control. CUSTOMER REPRESENTATIONS ACKNOWLEDGED BY CUSTOMER: Initials Date 20130912CityCouncilPacket Pagg5201Y9 20130906/jrl MAYOR ;e1 CITY MANAGER Jason l3uelterman t Diane Schleicher CITY COUNCIL CLERK OF COUNCIL iar -,f441:4 Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox y CITY ATTORNEY Bill Garbett Edward M.Hughes Torn Groover o Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12,2013 Item: To obtain the City Council's approval to enter into an agreement with a professional audit firm,Mauldin &Jenkins, CPA's, LLC for$23,000 to perform the city's FY2013 annual audit. Explanation: The city is currently in need of a professional auditing firm to perform, the city's June 30, 2013 annual audit. The need to acquire an audit firm was unexpected; therefore, the city contacted a former auditing firm, Mauldin&Jenkins, CPA's, LLC of whom services in the past met the city's expectations and who at this late date had time available in their auditing schedule to perform the city's audit, effectively and efficiently prior to the December 31, 2013 deadline. The firm proposed a fee of$23,000 to perform the audit. Currently, the city has budgeted$20,000 in the Audit Account Fees line item, 100.1512.52.1221, for annual auditing services; if the agreement is approved,the Finance Department will transfer the additional $3,000 from Services Contracted line item, 100.1512.52.1300 to cover the unbddgeted cost. The firm provided fees for the next two years in case the city wanted to obtain their services for our 2014 and 2015 audit; those fees are located in their audit proposal on page 27. Budget Line Item Number(if applicable): Paper Work: X Attached* Already Distributed To Be Handed Out at Council Meeting(by Requester) Audio/Video Presentation** ** Audio/video presentation must be submitted to the IT department at City Hall By,5:00PM the Thursday prior to the next scheduled City Council Meeting NOTE: Request will be postponed if necessary information is not provided. Submitted by: Phone I Email: (912)472-5021/ahudson@cityof tybee.org Comments: P.U. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866)780573—FAX(866)786-5737 + City of Ethics y.f www.cityoftybee.org a4��g Z L4 20130912CityCouncilPacket 76 of 199 20130906/jrl I I City Tybee I Georgia Proposal to Provide Audit pellk Services for Fiscal 'Years June 30, 2013 through 2015 Y t . { 4 d ra } August 28, 2013 Mauldin & Jenkins, CPAs, LLC Meredith Lipson, CPA, Partner 300 Mulberry Street, Suite 300 AuLDIN P.O. Box 1877 .� Macon, Georgia 31202-1877 Phone No: (800) 277-0050 ENKINS Email: mlipson m,jcpa.com Web: www.mjcpa.com 20130912CityCouncilPacket 77 of 1139 2DT36906/jrl MAULDIN &JENKIN S Over 185 Governmental Units Served • Acciounting 7.TOP Cloo TFIRMS 20130912CityCouncilPacket 78 of 199 20130906/F1 AULDIN City of Ty bee Island,Georgia ;, • &. ENKINS Proposal to Serve Table of Contents Transmittal Letter .. 1 Profile of Mauldin & Jenkins Summary of Our Qualifications and Experience 10 Specific Audit Approach ....................... 16 Additional Data 26 Fees for Audit Services 27 Closing 28 Appendices: A — Copy of Last Peer Review Report 20130912CityCouncilPacket 79 of 199 z U1 du9ub/Jn AULDIN City of Tybee island, Georgia r &• ENKINS Proposal to Serve I Letter of Transmittal August 28, 2013 Personal &Confidential City of Tybee island, Georgia. Attn: Angela Hudson 403 Butler Avenue P.Q. Box 2749 Tybee Island, GA 31328 Ladies and Gentlemen: We are pleased to submit a qualifications package including cost estimates to provide annual financial and compliance auditing services for the City of Tybee Island, Georgia (the "City"). It is our understanding that the contract for such audit services will be for the fiscal years ending June 30,2013 through June 30, 2015. We will conduct preliminary and final fieldwork and will issue all of the deliverables and reports prior to the required due dates. We hereby affirm that we meet the independence requirements of Government Auditing Standards, we are a properly licensed Certified Public Accountants as described by generally accepted government auditing standards, and that we do not have a record of substandard audit work. As professionals serving the public sector, Mauldin &Jenkins is qualified to serve the City. We believe that Mauldin & Jenkins is the leader in auditing state and local governments in the southeast. This leadership was attained not by us viewing all audits the same. Rather, this was achieved by recognizing that we are an important part of our client's success, with our objective being to ensure that accurate information is reported to the Mayor and Council, management, and its citizens. Given the complexities of the City's financial operations and the ongoing significant changes in accounting standards, we feel that it is extremely important that you select an accounting firm that is focused and extremely experienced in the government arena. We achieve these objectives and thus differentiate ourselves from our peers in the following ways: Experience with Governments. We believe that the knowledge and experience of Mauldin & Jenkins in serving state and local governments in the southeast and the strong working relationship we maintain with our clients cannot be matched by any other firm. Mauldin Sz. Jenkins presently provides over 60,000 hours of service to approximately 155 governmental units in the Southeast on an annual basis. Such experience results in the utilization of over 65 full-time equivalent professionals. Consequently, our Mauldin & Jenkins professionals are thoroughly versed in the City's unique and complex functions, and we consistently provide the highest quality of service to our clients. Staffing. Our staff retention rates are considered to be among the best in the profession (and much better than national and other regional firms). This fact, coupled with our vast array of government clients, results in a staff pool highly experienced with governmental entities with the definite capacity to serve the City. We are able to not only provide consistency with the partner and manager on our engagement teams, but seniors as well. Mauldin&Jenkins CFA's, LLC I 20130912CityCouncilPacket - Bo of 1-99 2013u9ub/rrr � G ALTLDIN City of Tybee Island,Georgia ' J'ENKINS Proposal to Serve Free Continuing Education to Clients. Presently, Mauldin & Jenkins clients have the opportunity to register and receive approximately thirty (30) hours of continuing education on an annual basis, free of charge. We take our experience in serving governments, and choose timely and relevant topics to provide ongoing education to our clients. Sessions are limited to clients only. We also prepare periodic newsletters and address issues that governmental entities must address, and we provide timely webcasts to our governmental clients on topics that are of importance to them. We believe education, training and communication to be key elements of serving our governmental clientele. Responsiveness. We pride ourselves in responding to the needs of our clients and meeting their deadlines. This responsiveness is not only the ability to meet specified audit deadlines, but also the ability to respond to other requests. These requests could be in the form of accounting advice throughout the year,assistance with bond offerings, or in providing other professional services. Our ability to be responsive is enhanced by the open communications and good working relationship we have with our clients. Organized to specifically meet your needs. Our profession's clients have indicated they want professionals who understood their business. The Governmental sector is a segment we have decided to focus on and the second largest practice in our firm. This means the partners, mangers, and even many seniors in the Governmental practice spend virtually 100%of their time serving governments. The Tyhee Island, Georgia would be a very important client to Mauldin & Jenkins and a client we would be proud to serve. We offer you a team with significant experience working with state and local governments. Thank you very much for allowing us to present our proposal. This proposal represents a firm offer For 60 days from the date of the proposal. As a member of Mauldin & Jenkins, Meredith Lipson is authorized to bind, and make representations for the Firm and will be the ultimate party responsible for the quality of the report and working papers. Please contact us at (800) 277-0050, 300 Mulberry Street, Suite 300, P.U. Box 1877, Macon, GA 31202-1877 if you have any questions about this proposal or any related matters. Sincerely, MAULDIN &JENKINS, I_,LC akta • Meredith Lipson,CPA Partner Mrrulrlm&Jenkins CPA's, LLC 2 20130912CityCouncilPacket 81 of 199 ZU 6uyub/Jn AULD1N x 3 y City of Tybee Island,Georgia ( r Y ENKINS Proposal to Serve Profile of Mauldin & Jenkins Orranization and Size Mauldin & Jenkins was formed in the State of Georgia in 1920 and has been actively engaged in governmental auditing since its inception. Mauldin & Jenkins is considered to be Georgia's largest locally owned provider of audit and accounting services, and one of the largest certified public accounting firms in the country. Mauldin & Jenkins services clients throughout the Southeastern United States. Mauldin & Jenkins, LLC is considered to be a large regional firm. We have offices in the following communities: Macon, GA **Albany, GA **Atlanta, GA ** Birmingham, AL ** Bradenton, FL ** Chattanooga, TN As noted in our transmittal letter,Mauldin & Jenkins provides and supervises over 60,000 hours of service to governmental entities on an annual basis. The firm's governmental practice is the second largest niche in the firm and is approximately 27% of the firm's total practice. However, size and resources alone are not the most meaningful measure of success; in the end, our clients remain the best judges of Mauldin&Jenkins' value. Mauldin & Jenkins employs approximately 240 total individuals. Approximately 65 of those individuals have current governmental accounting and auditing experience. Servin.' Governments For Over 90 Years Mauldin & Jenkins' commitment to government began when our firm was established in 1920. Since then, we have viewed service to governments as significant to the overall success of the firm. Today, the governmental sector is an industry that has been specifically identified for our continued growth in professional services. Accordingly, all professionals, from entry-level accountants to partners (who select the governmental sector as their focus)are trained to understand the issues and meet the needs of state and local governmental entities, As a foundation to providing the vast amount of annual hours of service to governmental entities, Mauldin & Jenkins employs over 65 full-time equivalent professionals dedicated to serving the governmental sector, and approximately 80 individuals with current governmental experience, This would include nine (9) partners and twelve (12) managers dedicated 100% to serving government clients whose background in serving this sector aggregately amounts to almost 300 years of experience just amongst that group of professionals. We also have numerous additional professionals with current experience in providing services to governmental entities — many of whom spend their time exclusively on government clients. Mauldin & Jenkins' dedicated professionals can bring a comprehensive understanding of the issues that face government entities as well as "bench strength" at all levels, allowing us to respond swiftly and effectively to your evolving needs. The goal of our government practice is to help governments improve their financial processes and strategies so that they can in turn achieve their goal of improving the lives of their citizens. This shared commitment to the goals of our clients has resulted in a significant government clientele. As noted in our transmittal letter, we currently audit approximately 185 governments in the Southeast. We know of no other firm that can match our experience. Mauldin&Jenkins CPA's,LLC 3 20130912CityCouncilPacket 82 of 199 20130906/jrl 1,IAULD1N ^tom 1 City of Tybee Island,Georgia ENKINS Proposal to Serve ' Location of the Office from i,vhich the Work is to be Performed The Macon office will act as the lead in providing services to the City, with additional staff roles coming from our other offices as needed. The Macon office acts as the Firm's lead office on many governmental engagements across the Southeast. The individuals mentioned in this proposal, Mrs. Meredith Lipson and Mr. Miller Edwards, are known across the Southeast for their involvement with governmental entities. They have significant experience in governmental audit and accounting, and will play significant roles in providing ongoing services to the City. The Macon office currently employs 19 professionals with current experience in providing services to governmental entities and who will meet the continuing professional education requirements set forth in the U.S. General Accounting Office Government Auditing Standards. A further profile of the Macon office and the firm's professional staff as a whole is as follows: Macon Firm-wide Members (partners) 8 40 Managers 8 40 Supervisors and Seniors 12 55 Other Professional Staff&Consultants 14 75 42 210 Those We Serve and Services Provided Perhaps the greatest indicator of our reliability as a professional service provider to state and local governments is our list of governmental clients. .Mauldin cPc Jenkins CPA's,LLC 4 20130912CityCouncilPacket a3 of¶99 Lu I3U9ub/jr1 ALJI, City of Tyree Island,Georgia t �. +t° (�. E+ NhYN� Proposal to Serve �,�� Cities. Cities in the Southeast we have audited or are in the process of serving within the past two(2) years are: 1) Alachua 21) Duluth 41) North Port 2) Albany 22) Dunwoody 42) Palmetto 3) Alpharetta 23) Ellijay 43) Peachtree City 4) Americus 24) Fairburn 44) Phenix City 5) Anniston 25) Fayetteville 45) Powder Springs 6) Austell 26) Forest Park 46) Quitman 7) Ball Ground 27) Forsyth 47) Riverdale 8) Beaufort 28) Grantville 48) Rome 9) Bradenton 29) Griffin 49) Roswell 10) Bremen 30) Jasper 50) Sandy Springs 11) Canton 31) Jefferson 51) Sharpsburg 12) Chamblee 32) Johns Creek 52) Social Circle 13) Chattahoochee Hills 33) Kennesaw 53) St. Marys 14) Clarkston 34) Lilburn 54) Suwanee 15) College Park 35) Macon 55) Union City 16) Conyers 36) Milledgeville 56) Valdosta 17) Cordele 37) Milton 57) Venice 18) Covington 38) Monroe 58) Whitesburg 19) Decatur 39) Morrow 4 20) Douglasville 40) Naples Counties. Counties in the Southeast we have audited or are in the process of serving within the past two (2)years are: 1) Athens-Clarke 12) Floyd 22) Monroe 2) Augusta-Richmond 13) Forsyth 23) Peach 3) Barrow 14) Gwinnett 24) Pickens 4) Bibb 15) Henry 25) Rockdale 5) Cherokee 16) Jones 26) Spalding 6) Clayton 17) Liberty 27) Stephens 7) Columbia 18) Lincoln 28) Sumter 8) Crawford 19) Lumpkin 29) Taylor 9) Crisp 20) McIntosh 30) Tift 10) DeKaIb 21) Mitchell 31) Toombs 11) Dougherty 32) Walton Mauldin &Jenkins CPA's,LLC 5 20130912CityCounci[Packet S4 of¶99 20130906/y1 AULDIN City ofTybee Island,Georgia ( CL " Proposal to Serve (+ ) School Systems. Boards of Education in the Southeast we have served within the past two(2)years are: 1) Atlanta Public Schools 16) Glynn County Board of Education 2) Bartow County Board of Education 17) Gwinnett County Board of Education 3) Bibb County Board of Education 18) Henry County Board of Education 4) Carroll County Board of Education 19) Laurens County Board of Education 5) Carrollton City Schools 20) Marietta City Schools 6) Cartersville City Board of Education 2 I) Marion County Board of Education 7) City of Dalton Board of Education 22) McDuffie County Board of Education 8) City Schools of Decatur 23) Oconee County Board of Education 9) Clayton County Board of Education 24) Polk County Board of Education 10) Cobb County Board of Education 25) Putnam County Board of Education 1 1) DeKalb County Board of Education 26) School District of Manatee County 12) Douglas County Board of Education 27) Rome Board of Education 13) Fayette County Board of Education 28) Thomas County Board of Education 14) Forsyth County Schools 29) Twiggs County Board of Education 15) Fulton County Board of Education 30) Walton County Board of Education State Governmental Entities The State of Georgia has several agencies, departments and component units that are audited by an independent public accounting firm. We currently audit the majority of the State of Georgia's component units, and we audit approximately $12 billion (or 30%) of the State of Georgia's General Fund. Additionally, we audit several entities that are part of the State of Alabama's financial reporting entity. Please see the following fora listing of State governmental entities we audit: I) Alabama Prepaid Affordable College 10) Ga.State Financing& Investment Commission Tuition Program(PACT) I I) Ga.Student Finance Authority 2) Alabama Higher Education Loan Corporation 12) Kennesaw State University Athletic Dept. 3) Ga. Building Authority 13) Ga.State Properties Commission 4) Ga. Department of Community Health 14) Ga. State Road&Tollway Authority 5) Ga. DEIR's Community Service Boards(8) 15) Stone Mountain Memorial Association 6) Ga. Education Authority 16) Ga. Lottery Corporation(Lotto) 7) Ga. Environmental Finance Auth.(GEFA) 17) Ga. Higher Education Facilities Authority 8) Ga. Higher Education Assistance Corp. 18) Ga. Superior Court Clerk's Cooperative Auth. 9) Ga. Ports Authority Mauldin&Jenkins CPA's,LLC 6 20130912CityCouncilPacket 85 of 199 2U13U9Uo/Jr1 s aie p, �� City of'Tyhee Island,Georgia , e�C TY N S Proposal to Serve :? ;111•�'f' Other Governments Other special purpose local governmental entities in the Southeast we audit include general authorities,. etc. Other governmental entities we have audited within the past two(2)years are: 1) Albany Dougherty Inner City Authority 25) Douglasville-Douglas Co. W&S Auth. 2) Americus/Sumter Co. Parks/Rec.Auth. 20) Dunwoody Convention&Visitors Bureau 3) Atlanta-Fulton County Water Res.Conm. 27) Forsyth County Public Library 4) Atlanta Development Authority 28) Glynn County Airport Commission 5) Austell Natural Gas System 29) Gwinnet County Development Authority 0) Barrow County W&S Auth. 30) Gwinnett County Library System 7) Bartram Trail Regional Library System 31) Gwinnett County Water&Sewer Authority 8) Brunswick-Glynn Joint W&S Com. 32) Henry County Water&Sewerage Authority 9) Carroll County Water Authority 33) l louston County Library System 10) Central Midlands Regional Transit Authority 34) Lumpkin County Dcv.Auth. 1 1) Central Savannah River Area Regional Comm. 35) Lumpkin County W&S Auth. 12) Chatsworth Water Works Commission 36) Macon Water Authority 13) Cherokee Airport Authority 37) Macon-Bibb County Landbank Auth. 14) City of Albany Water,Gas&Light Corn. 38) MARTA/ATU Local 732'Ee's Ret.Plan 15) City of Albany's Chehaw Park Authority 39) Milledgeville- Baldwin Co.Chamber 16) Classic Center Authority of Clarke County 40) Newton County Water&Sewerage Authority 17) Clayton County Housing Authority 41) Ocmulgee Regional Library System 18) Clayton County Water&Sewer Authority 42) Peachtree City Tourism Association 19) Cobb-Marietta Water Authority 43) Peachtree City Water&Sewer Auth. 20) Columbia County Board of Health 44) Pike County Public Library 21) Crisp County Power Commission(etal) 45) Springbrook Golf Course 22) CSB-Albany 46) Toccoa-Stephens County Public Library 23) Development Authority of Walton County 47) Uncle Remus Library System 24) Dodge County-Eastman Dev.Auth. 48) Walton County Water&Sewer Auth. Certificate of Achievement. Our experience in serving governments is greater than any other firm. Mauldin & Jenkins has served 185 governments in the past year, and assisted sixty-five (65) governmental units in obtaining the GFOA's Certificate of Achievement for Excellence Financial Reporting, and, or the ASBO's Certificate of Excellence in Financial Reporting. Please see on the following page a chart listing each of our current Certificate clients. Mauldin&Jenkins CPA's,LLC 7 20130912CityCounci[Packet sb of Thu 1Ulm9Ub/Jrl 11AULDIN City of Tybee Island,Georgia ENKINS Proposal to Serve .0.1: ? f. Cities: Counties: 1) Albany 18) John's Creek 34) Athens-Clarke County 2) Alpharetta 19) Kennesaw 35) Bibb County 3) Americus 20) Milledgeville 36) Cherokee County 4) Austell 21) Milton 37) Clayton County 5) Ball Ground 22) Monroe 38) Columbia County 6) Bradenton 23) Morrow 39) Floyd County 7) Canton 24) Naples 40) Forsyth County 8) College Park 25) Palmetto 41) Gwinnett County 9) Conyers 26) Riverdale 42)Henry County 10) Cordele 27) Rome 43) Liberty County II) Decatur 28) Roswell 44) Lumpkin County 12) Douglasville 29) Sandy Springs 45) Paulding County 13) Dunwoody 30) Suwanee 46) Rockdale County 14) Fayetteville 31) Union City 47) Spalding County 15) Fairburn 32) Valdosta 16) Forest Park 33) Venice 17) Griffin Boards of Education: Other Governmental Entities: 48) Atlanta Public Schools 59) Central Savannah River Area Regional Comm. 49) Bibb County Board of Education 60) Clayton County Water Authority 50) Cartersville City Schools 61) Douglasville-Douglas County Water Authority 51) Clayton County Schools 62) Henry County Water& Sewerage Authority 52)Cobb County Schools 63) Lumpkin County Water&Sewerage Authority 53)Fayette County Board of Education 64) Macon Water Authority 54) Fulton County Schools 65) Metro.Atlanta Rapid Transit Auth.(MARIA) 55) Gwinnett County Board of Education 56) School District of Manatee County State Governmental Entities: 57)Ga.Environmental Finance Auth.(GEFA) 58)Ga.Ports Authority Other Non-Attestation. Services Other services beyond the above attestation types which Mauldin & Jenkins currently provide to our clients include: 1) Federal and. State income tax planning/return preparation; 2) Payroll tax issues; 3) Multi-state income tax issues; 4) State sales tax matters; 5) Information technology(IT)systems consulting; 6) Cost accounting issues; 7) Profitability consulting; 8) Advanced cost management; 9) Human resources(HR) predictive index services and interviewing and hiring l0) Business, strategic and succession planning. 11) Information technology engagements. Mauldin &Jenkins CPA's,LLC 8 20130912CityCouncilPacke 87 of¶99 20130906/jrl AULDIN City of Tybee Island,Georgia : : • iii) e , ENKINS Proposal to Serve °ut lit;' Control Process Internal Review Process All audit and other attest engagements performed at Mauldin & Jenkins receive a high level of quality control reviews. On an engagement such as the City, a partner or client executive would be in the field performing the engagement for a great amount of time. We believe this allows our firm to provide a high level of expertise and efficiency during the conduct of audit fieldwork which is a vital part to any audit engagement. We believe this aids our being able to get the engagement done quickly without creating additional headaches to our clients. A manager reviews all the audit work performed, which is followed by a partner review. Once these reviews arc conducted and completed, an independent partner to the engagement will review the audit working papers and the respective financial reports. We believe this multi-review process is important in providing a high-level product. External Quality Control Review The accounting profession, through the American Institute of Certified Public Accountants, formed the Division for CPA firms to provide a new level of self-regulatory control. The division consists of two sections; the SEC Practice Section and the Private Companies Practice Section. Membership is voluntary in either or both sections. There are requirements for membership in each section, which include mandatory professional liability insurance at specified levels, mandatory continuing education for each member of the professional staff and a tri-annual independent review of a firm's quality control system in its practice of public accounting. Mauldin & Jenkins, LLC has been a member of both sections from the inception of the Division for Firms. We are proud to announce that Mauldin & Jenkins, LLC has met all of the membership requirements, including the review process. In their tri-annual report dated October 21, 2011, our reviewing firm gave a "clean" opinion on our system of quality control for our accounting and audit practice. A copy of the report on our most recent external quality control review is provided in Appendix A. The quality control review included a review of specific government engagements. No letter of comment was received as a result of this review. We are quite proud to be one of the few Georgia-based firms to have undergone this review and to have received an unqualified opinion from a large reputable national firm. Desk Reviews or Field Reviews Only one desk reviews or field reviews have been performed on Mauldin & Jenkins in many years. In January 2008, as part of the Federal Department of Education's random testing of the audits of local boards of education, a review was performed by the Federal Office of Inspector General (OIG) regarding a Single Audit engagement of a local board of education. We are quite pleased to note the examiner provided Mauldin & Jenkins a letter of high marks for the performance of the respective Single Audit and this comes at a time when Federal regulators are condemning the profession for poor performance of such Single Audits. Unofficially and orally provided,the examiner noted this Single Audit engagement to be the best such engagement reviewed in his experience. Mauldin&Jenkins CPA's,LLC 9 20130912CityCouncilPacket 88 of 199 20130906/jrf AULDIN City of Tybee Island,Georgia ( & ENKINS Proposal to Serve 4;; No Discipliruarr Actions Mauldin & Jenkins has not had any disciplinary actions taken (nor are any pending) against the firm during the past three(3)years with State or Federal regulatory bodies or professional organizations. Summary of Our Qualifications and Experience Proposed Styr f f att., in order to provide the highest quality service in the most cost efficient manner, Mauldin & Jenkins has formed a client service team which will function as a cohesive unit, and would represent a superb assortment of talent and experience for the audit of the City. The unit would be assembled as follows: 1. Wade Sanshury Lead Partner& Ultimate Partner Responsible 2. Meredith Lipson or Miller Edwards Concurring Quality Control Review Partner 3. David Irwin Manager with day-to-day responsibility of overall audit The above team dedicated to audit the City will include (at a minimum): two (2) partners, one (I) manager, and at least one (I) staff professionals. The managers and staff professionals will be substantially on-site full time throughout the conduct of their role in the audit. Other governmental audit professionals will be available to assist throughout the fieldwork and the preparation of the financial reports. The audit partner in-charge of fieldwork will correspond with the City management on financial reporting, audit, and related issues on an ongoing basis, and this individual will also he dedicated to serve the City throughout fieldwork, reporting and conclusion in all respective fiscal years. Mauldin & Jenkins has the depth of resources which allows us to provide you with significant resources of knowledgeable professionals to meet your deadlines. We realize that, regardless of our Firm's qualifications, the quality of service the City receives will correlate directly to the skill level, dedication, and resourcefulness of your audit engagement team. The individuals listed below have been selected to serve the City based on their years of hands-on experience working with government entities,and for their commitment to exceeding client expectations. Your team members are dedicated and resourceful, and among the most talented in their field. We encourage you to contact us whenever you have questions and to view us not just as auditors, but as true advisors. Please see the following for information on several key individuals who are available to serve the City during the audit process. Maukrin&Jenkins CPA's,LLC 10 20130912CityCouncilPacket 89 of 199 20130906/jrl 9AULDCity of Tybee Island,Georgia IN ENKIN S Proposal to Serve 47/ Meredith Lipson. CPA Lead Partner & Ultimate Partner Responsible Meredith Lipson is a member (i.e. partner) and a certified public accountant with Mauldin & Jenkins. 11er experience covers a variety of clients in state and local governments and non-profit organizations. She is registered and licensed to practice in the State of Georgia and the State of Florida, and has been with the firm for twenty-two (22) years. Meredith is a partner who works exclusively in the governmental sector of the Firm's audit practice. Years of Professional Experience and Years with Firm Meredith has twenty two years of experience with the Firm. She has served on the Firm's Partner Advisory Board. Meredith serves both large and small governmental units, and is involved in serving over sixty (60) such governmental entities. Meredith obtained her CPA certificate in 1993. The following is a summary of governmental clients served by Meredith in the capacity of engagement partner in-charge or concurring review partner. List of Audits Performed for Governments in the Last Three (3) Years • City of Albany,GA • Jones County,GA • City of Americus,GA • Liberty County,GA • City of Cordele,GA ■ Lincoln County,GA • City of Fayetteville,GA • Rockdale County,GA • City of Griffin, GA • Spalding County,GA City of Macon, GA ■ Sumter County,GA • City of Milledgeville,GA ? Taylor County, GA ■ City of Riverdale,GA o Albany Water,Gas& Light Commission a City of St. Marys,GA t Georgia Ports Authority 3 City of Tifton, GA EI Macon Water Authority IJ City of Valdosta,GA t7 Georgia Dept of Community Health • Bibb County School System ki Clayton County Housing Authority oi Clayton County School System II GA Higher Education Asst. Corporation s Fayette County School System • Heart ofGA Altamaha Regional Commission O Henry County School System • Central Savannah River Area Regional Commission • Augusta-Richmond County,GA • Milledgeville-Baldwin County Downtown • Clayton County,GA Development Authority • Crisp County,GA • Tifton Downtown Development Authority • Dougherty County,GA • Jeffersonville-Twiggs County Development Authority • Gwinnett County,GA ▪ Henry County, GA Mauldin&Jenkins CPA's,LLC I I 20130912CityCouncilPacket 90 of 199 20130906/jrl "``S0 _ ALA LDIN City of Tybee Island,Georgia fr &. ENKINS Proposal to Serve Dezree/Certifications and Audit Training Meredith graduated from the University of Georgia with a Bachelor of Business Administration in Accounting. She has been a featured speaker at various GGFOA Conferences and other GGFOA workshops, free quarterly CPE provided to our clients,and several internal conferences. Meredith has obtained and instructed a significant amount of continuing professional education over the last three years including: • 2013 M&J yoU Conference, Buford, Georgia— instructor and Participant • 2013 GAS Clarity Standards Update, Atlanta, Georgia • 2012 National AICPA Governmental Accounting and Auditing Conference, Washington D.C. • 2012 Mauldin &Jenkins Client Training 2nd Quarter instructor • 2012 GGFOA Annual Conference, Savannah,Georgia— Instructor and Participant • 2012 M&J yoU Conference, Stone Mountain,Georgia— Instructor and Participant • 201 1 Georgia Association of School Board Officials Annual Conference- • Instructor • 201 1 Mauldin &Jenkins Client Training—4th Quarter- instructor • 2011 Mauldin &Jenkins Annual Conference, Peachtree Authority (Instructor and Participant) • 2011 GGFOA Annual Conference, Savannah, Georgia • 2011 National AICPA Governmental Accounting and Auditing Conference, Washington D.C. • 2011 PPC Audit Training by Audit Watch, Atlanta, Georgia Professional and Civic Activities Meredith is a member of the American Institute of Certified Public Accountants, the Georgia Society of CPAs, the Government Finance Officers Association, and the Georgia Government Finance Officers Association(GGFOA). She has served on the Ethics Committee of the Georgia Society of CPAs. Miller G. Edwards, CPA Lead Partner & Ultimate Partner Responsible Miller Edwards is a member(i.e. partner) and a certified public accountant with Mauldin & Jenkins. I lis experience covers a variety of clients in federal, state, and local government. He is responsible for the firm-wide governmental practice division of Mauldin & Jenkins. He also is a member of the Firm's five (5) member Executive Committee which governs the actions and directions of the Firm, and he is a member of the Firm's Audit&Accounting(A&A)Committee. Years of Professional Experience and Years with Firm Beginning in June of 1986, Miller has twenty-seven (27) years experience in providing public accounting services to the governmental sector, all of which has occurred as an auditor with Mauldin & Jenkins. Since becoming a partner, Mauldin & Jenkins has become the leader in auditing state and local governmental units in the Southeast helping the Firm achieve the status of auditing the aggregation of more cities, counties, school systems, other local governmental units, state agencies and authorities than any other certified public accounting firm. Under Miller's leadership, Mauldin & Jenkins now serves approximately 200 governmental units. As a partner, Miller serves both large and small governmental Mauldin&Jenkins CPA% LLC 12 20130912CityCouncilPacket 91 of 199 2013U9U6/jrl AULDHN City of Tybee Island,Georgia f ‘.,A` &' ENKINS Proposal to Serve ; ,`+ units, and is involved directly and indirectly in serving over 70 such governmental entities over the past three(3)years. List of Audits Performed for Governments in the Last Three (3) Years Counties: Cities: • Athens-Clarke County IN City of Albany • Augusta-Richmond County N City of Americus • Bibb County • City of College Park • Clayton County N City of Conyers El Columbia County • City of Cordele Crisp County • City of Covington n Dougherty County • City of Fayetteville • Gwinnett County • City of Griffin El Henry County II City of Macon • Jones County • City of Milledgeville • Lincoln County • City of Morrow • Monroe County N City of Peachtree City ■ Oconee County,SC • City of Rome • Peach County • City of Roswell N Rockdale County s City of Suwanec • Spalding County ul City of Union City Boards of Education: • City of Valdosta • Atlanta Public Schools Other Governmental Units: ▪ Bibb County Board of Education • Clayton County Water Authority lc Clayton County Board of Education • Columbia County Board of health I2 Fayette County Board of Education N Crisp County Power Commission N Fulton County Board of Education N Henry County Water&Sewerage Authority • Glynn County Board of Education • 11ouston County Library System • Henry County Board of Education • Macon Water Authority • Marion County Board of Education N Ocmulgee Regional Library System • Twiggs County Board of Education • Peachtree City Tourism Association • Peachtree City Development Authority State of Georgia & Alabama Entities: • Peachtree City Water&Sewerage Authority • Ga. Department of Community€lealth • Ga.State Financing&investment Commission • Alabama Higher Ed. Loan Corporation • Ga. State Road and 7'ollway Authority • Alabama Prepaid Affordable Tuition Fund • Ga. Student Finance Authority it Ga. Building Authority • Ga. Education Authority • Ga. Environmental Finance Auth.(GEFA) • Ga. Higher Education Assist,Corporation ■ Ga. Lottery Corporation(Lotto) • Ga. Ports Authority Mauldin&Jenkins CPA's,LLC 13 zu�iuu12uityuouncm-'ac r u of Tss 201'30900/jrl ,fir. AULDIN City of Tybee Island,Georgia 1 �` 1•& ENKINS Proposal to Serve 1 444!htietiN?t"4 I • 2013 M&J GASH No. 63 and No. 65 regarding Deferred Inflows and Deferred Oullfbuws, Webcast Instructor • 2013 M&J GASH No. 60 regarding Service Concession Arrangements, Webcast Instructor ■ 2013 M&J University Annual Conference — Lake Lanier Islands, Georgia — Instructor and Participant • 2013 University of Georgia's Carl Vinson Institute of Government Governmental Accounting and Financial Reporting sessions for members of the National Audit Office of the Peoples Republic of China--Athens,Georgia and Macon,Georgia— Instructor • 2013 Accounting for Fixed Assets sessions at the City of Dunwoody Accounting Conference — Dunwoody, Georgia—Instructor ■ 2013 AICPA Clarity Standards Update provided by Mauldin &Jenkins--Macon, Georgia • 2013 University of Georgia's Carl Vinson Institute of Government Introductory and Intermediate Accounting and Financial Reporting to employees of State & Local Governments of Georgia - Macon, Georgia—Instructor • 2012 Georgia Society of CPA's Governmental Conference — Atlanta, Georgia — instructor and Participant • 2012 National AICPA Governmental Accounting and Auditing Update—Washington, DC • 2012 Georgia Council of Court Administrators, Governmental Accounting Update and Introduction session—Savannah Georgia—Instructor • 2012 Georgia Government Finance Officers Association Annual Conference -- Savannah, Georgia--Instructor and Participant • 2012 M&J University Annual Conference— Stone Mountain State Park, Georgia— Instructor and Participant • 2012 University of Georgia's Carl Vinson Institute of Government Introductory and Intermediate Accounting and Financial Reporting to employees of State & Local Governments of Georgia-- Macon,Georgia— Instructor • 2011 Mauldin & Jenkins Annual Governmental Conference -- Peachtree City, Georgia — Instructor and Participant • 2011 Yellow Book Update session for the Georgia Society of CPA's Non-Profit Conference — Atlanta, Georgia—Instructor • 2011 Participant at the Georgia Government Finance Officers Association Annual Conference Savannah,Georgia-Instructor and Participant • 2011 University of Georgia's Carl Vinson Institute of Government Introductory and Intermediate Accounting and Financial Reporting to employees of State & Local Governments of Georgia -- Macon,Georgia Instructor • 2011 PPC Audit Training by Audit Watch—Macon,Georgia Miller is an instructor/consultant for the University of Georgia's Carl Vinson Institute of Government providing as much as 200 hours annually of continuing education to state and local government officials on the subjects of governmental accounting and financial reporting. Ile provides similar instructional services on behalf of the Georgia Government Finance Officers Association (GGFOA) and the Government Finance Officers Association of Alabama (GFOAA), and is often a guest speaker at various governmental trade shows and conventions. In the past ten {10) years, he has been a speaker at each of the GGFOA's annual conferences on various subjects ranging from: panel member of experts, audit efficiency of governmental units; auditor independence; CAFR Prep 101; several GASH pronouncements implementation sessions; and,each year's Audit and Accounting(GASH) updates. Mauldin &Jenkins CPA's, LLC 14 2U13U912CityCounciIFacket 93 of T99 20130906/jrl MA UL'I]IN City of Tybee Island,Georgia ENJOINS Proposal to Serve 1 );,, Professional and civic Activities Miller is a Certified Public Accountant with licenses held and maintained in Georgia and Florida. lie is a member of the American Institute of Certified Public Accountants, Georgia Society of Certified Public Accounts, the Government Finance Officers Association (GFOA), the Georgia Government Finance Officers Association, and the Government Finance Officers Association of Alabama. Other Staff Auditors & Accountants Prior experience with government audits is as important for the staff as it is for management. Experience in governmental accounting and auditing minimizes the amount of time the staff will require to fully understand the complexities of the operations and financial accounting and reporting systems. Prior experience also enables the staff to recognize problems early in the engagement. This, in turn, allows the desired early consideration and resolution of problems. All staff assigned to the City's engagement will have prior experience serving government clients and/or will have substantial government audit training. All staff assigned to the City will be on-site throughout the entire engagement. Changes In Personnel ('fir• Both Auditors and Specialists) We place a high level of importance upon the continuity of our team members. We recognize that this is also an important factor for the City, as it limits the amount of retraining that needs to be performed each year. It is also our goal to minimize disruptions to the City by staffing the engagement so as to provide continuity, both during and between audits. It is the Firm's policy not to rotate key audit staff or specialists off a multi-year contracted audit engagement. Consequently, it is not anticipated that any key audit personnel or specialists will be rotated away from the City's annual audit. The only changes at key levels that could possibly occur would stem from City actions and the escalation in ability of lower levels of staff to key roles. Any such changes in key personnel would always be discussed timely with City officials to their satisfaction and will be approved in advance. Our staff retention rates are considered to be among the best in the profession (and much better than other firms). We are able to not only provide consistency with the partner and manager on our engagement teams—but all levels of personnel. Many of our clients will tell you that they routinely have seniors and staff return to serve them year after year. Education All partners and staff of Mauldin & Jenkins receive substantial continuing education in audit and accounting — typically over 100 hours of such study per year. As soon as a staff person becomes a key ingredient to any type of niche service such as governmental audit, accounting and consulting, specific continuing education is sought. A good example includes sending our staff with over one (1) year of governmental audit experience to the GFOA's intermediate training for audit and accounting wherever it may be taught. From that point onward, individuals are sent to various GFOA and GGFOA training courses,and AICPA governmental-specific courses. All staff associated with the annual audit of the City will exceed all the continuing professional education requirements contained in the Yellow Book throughout the term of the agreement. Mauldin&Jenkins CPA's,LLC 15 20130912CityCouncilPacket •, o •• 2U13U9Ub/Jr1 iN�� AULp City of Tybee Island,Georgia ( ,91 & ENKINS Proposal to Serve 14 „ i pee fit c Ault Approach • Our Understanding.af the Audit Requirements The following pages attempt to demonstrate to you our understanding of the nature of the audit services and our general plan for meeting your needs. Scope of Our Work and Required Audit Reports The overall objective in serving the City is to render our professional opinion on the fair presentation of the City's basic financial statements prepared in accordance with accounting principles generally accepted in the United States of America for each of the respective years ending June 30th. The audits will be conducted in accordance with auditing standards generally accepted in the United States of America, promulgated by the American Institute of Certified Public Accountants; Government Auditing Standards, issued by the Comptroller General of the United States; all applicable requirements of audits for local governments by the laws of the State of Georgia. Should a Single Audit be required, the audit will be performed in accordance with the American Institute of Certified Public Accountants (ARCPA) Standards, Government Auditing Standards, the Single Audit Act of 1984 and the Single Audit Act Amendments of 1996, and the Office of Management and Budget (OMB) Circular A-I33, Audits of States, Local Governments,and Nonprofit Organizations. Our audits will be completed,and reports will be issued by the deadlines,assuming normal cooperation of City personnel. The audits will be designed to accomplish the following objectives: 1. To determine whether the financial statements present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information and the respective changes in financial position and, where applicable, cash flows, and the respective budgetary comparison for the General Fund and major special revenue funds in conformity with accounting principles generally accepted in the United States of America. The individual financial statements, schedules, and related information are not necessary for fair presentation, but will be presented as additional data. This supplemental information will be subjected to the tests and other auditing procedures applied in the audit of the basic financial statements, and an opinion will be given as to whether the supplemental information is fairly stated in all material respects in relation to the financial statements taken as a whole. 2. To obtain an understanding of the five components of internal control that is sufficient to assess the risks of material misstatement of the financial statements whether due to error or fraud, and to design the nature, timing, and extent of further audit procedures. Because an audit of a government's financial statements is based on opinion units, our consideration of internal control in assessing the risks of material misstatement will address each opinion unit. We will obtain a sufficient understanding by performing risk assessment procedures to a) evaluate the design of controls and b)determine whether they have been implemented. We will use such knowledge to identify types of potential misstatements; consider factors that affect the risks of material misstatements; and design tests of controls, when applicable, and subsequent procedures. In acquiring an understanding of and assessing internal control, we will consider computer controls as well as the controls over manual portions of the system. Mauldin&Jenkins CPA's,LLC 16 20130912CityCouncilPacket 95 07199 20130906/jrl AULDIN City of Ty6ee Island,Georgia ENKINS proposal to Serve 3. To plan and perform the audit to obtain reasonable assurance about whether the financial statements, including note disclosures,are free of material misstatement,whether caused by error or fraud, and material misstatements arising from illegal acts that have a direct and material effect on the determination of financial statement amounts. Illegal acts are defined in auditing standards as violations of laws or government regulations. Although not explicitly stated in auditing standards, the phrase "laws and government regulations" generally has been interpreted to implicitly include the provisions of contract and grant agreements. The AICPA Codification of Statements on Auditing Standards, Section AU 317 requires the auditor to consider laws and regulations that are generally recognized by auditors to have a direct and material effect on the determination of financial statement amounts. The auditor's responsibility to detect and report misstatements resulting from illegal acts having a direct and material effect on the determination of financial statement amounts is the same as that for misstatements caused by errors or fraud. In addition, we will be aware of the possibility of illegal acts that may have occurred that, in particular circumstances may be regarded as having material but indirect effects on financial statements. If specific information comes to our attention that provides evidence concerning the existence of possible illegal acts that could have a material indirect effect on the financial statements,we will apply audit procedures specifically directed to ascertaining whether an illegal act has occurred as set forth in SAS No. 99, Consideration of Fraud in a Financial Statement Audit. We will promptly notify City officials in writing of any irregularities, illegal acts, or indications of illegal acts as we become aware of them. 4. To provide reasonable assurance of detecting material misstatements that result from violations of provisions of contracts or grant agreements that could have a direct and material effect on the determination of financial statement amounts or other financial data significant to the audit objective. If specific information comes to our attention that provides evidence concerning the existence of possible violations of provisions of contracts or grant agreements that could have a material indirect effect on the financial statements we will apply audit procedures specifically directed to ascertaining whether that violation of the provisions of contracts or grant agreements has occurred or is likely to have occurred. In addition,if we become aware of abuse that could be quantitatively or qualitatively material to the financial statements,we will apply audit procedures specifically directed to ascertain whether abuse has occurred and the potential effect on the financial statements or other financial data significant to the audit objectives. 5. To evaluate whether the entity has taken appropriate corrective action to address findings and recommendations from previous engagements that could have a material effect on the financial statements. We will use this information from previous engagements in assessing risk and determining the nature,timing, and extent of current audit work, including determining the extent to which testing the implementation of the corrective actions is applicable to the current audit objectives. 6. To ensure that audit documentation is prepared in sufficient detail to provide a clear understanding of the nature,timing, and extent of auditing procedures performed to comply with generally accepted government auditing standards and other applicable standards and requirements; the results of the audit procedures performed and the audit evidence obtained; the conclusions reached on significant matters; and that the accounting records agree or reconcile with the audited financial statements. We will also document, before the audit report is issued, evidence of supervisory review of the work performed that supports findings, conclusions, and recommendations contained in the audit report. 7. To determine whether the City complied with laws,regulations, and the provisions of contracts or grant agreements pertaining to federal awards that have a direct and material effect on each major Mauldin&Jenkins CPA's,LLC 17 20130912CityCouncilPacket 96 of 199 20130906/jr1 AULDIN City of Tybee Island,Georgia • & ENKINS Proposal to Serve >, program. With regard to internal control over compliance,we are required to do the following(in addition to meeting the requirements of Government Auditing Standards): (1) perform procedures to obtain an understanding of internal control over federal programs that is sufficient to plan the audit to support a low assessed level of control risk for major programs, (2) plan the testing of internal control over major programs to support a low assessed level of control risk for the assertions relevant to the compliance requirements for each major program, and (3)perform tests of internal control (unless the internal control is likely to be ineffective in preventing or detecting noncompliance). With regard to the submission of the Data Collection Form(Form SF- SAC) and the Single Audit Reporting package using the Federal Audit Clearinghouse Internet Data Entry System, we will certify the accuracy of the information included in Parts H and Ill of the form. Throughout the contract period, we will advise the City on implementation of new accounting standards as promulgated by the authoritative bodies, and will advise the City on specialized accounting questions which may arise. Reports to be Issued We will prepare the required audit reports including those required by Government Auditing Standards at the completion of the audit, in accordance with Generally Accepted Auditing Standards. Reports to be issued include the following: I. Standard report on the financial statements. Reference will be made that the audit was conducted in accordance with generally accepted government auditing standards. We will include in our report on the financial statements a reference to separate report(s) containing a description of the scope of our testing of internal control over financial reporting and compliance with laws,regulations,and the provisions of contracts or grant agreements and the results of those tests, Additionally, we will state in this report whether the tests performed provided sufficient, appropriate evidence to support an opinion on the effectiveness of internal control over financial reporting and on compliance with laws, regulations, and provisions of contracts or grant agreements. Our report will state that the separate report is an integral part of the audit and should be considered in assessing the results of the audit. 2. A Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards will be prepared. This report will describe the scope of the our testing of internal control over financial reporting and compliance with laws, regulations, and provisions of contracts or grant agreements and present the results of those tests. Also, separate identification and written communication of all significant deficiencies in internal control, including and identifying those significant deficiencies that are individually or cumulatively material weaknesses, will be made. As stated in paragraph 5.12 of Government Auditing Standards, "auditors should report as applicable,to the objectives of the audit (1) deficiencies in internal control considered to be reportable conditions as defined in AICPA standards, (2) all instances of fraud and illegal acts, unless clearly inconsequential,and(3)significant violations of provisions of contracts or grant agreements and abuse". 3. A Schedule of Findings and Responses will be prepared and will include the following two components: (l) a summary of the auditor's results; and (2) findings related to the financial statements which are required to be reported in accordance with generally accepted government auditing standards. Mauldin&Jenkins CPA's,LLC 18 20130912CityCouncilPacket 97 of 199 20130906/jrl AULDIN City of Tybee Island,Georgia 4ENKINS Proposal to Serve „11� 4. Preliminary draft of all reports will be submitted to the City prior to their release. The City will review and approve the release of all draft reports. Any other reports required shall be submitted to City Tybee Island, Georgia upon request or as required by federal,state,or Iocal programmatic audit requirements. A written management letter containing matters not required to be included in the auditors report on compliance and on internal control over financial reporting will be prepared and presented to the City at the conclusion of each audit. We will offer recommendations for appropriate corrective action for each item contained in the management letter as well as the internal control over compliance report. �. One final thought is the acknowledgement and communication surrounding Statement of Auditing Standards (SAS) No. 114, The Auditor's Communication with Those Charged with Governance (supersedes SAS No. 61, Communication with Audit Committees). We will provide, as required, communications to management on each of the following: 1. Our responsibility, as your auditors, under auditing standards generally accepted in the United States of America. 2. Accounting policies. 3. Management's judgments and accounting estimates. 4. Financial statement disclosures. 5. Related accounting matters. 6. Significant difficulties encountered in performing the audit. 7. Audit adjustments. 8. I3 i sagreements with management. 9. Representations from management. 10. Management consultation with other accountants. 11. Significant issues discussed with management. 12. Other information in documents containing audited financial statements. 13. Independence. This report will be provided in association with our management recommendations. Audit Methodokrgr and the General Audit IN Plan to Accomplish the Scope Mauldin & Jenkins believes that we are uniquely qualified to perform the audit of the City. In a time in which very significant changes continue to be implemented in the City's financial reporting model, it is imperative for the City's auditors to understand the City's financial reporting environment and processes. The team proposed to serve you is made up of individuals who have significant experience in auditing local governments of various sizes in the Southeast. Our audit of the financial statements will be conducted in accordance with auditing standards generally accepted in the United States of America and will conform to the standards as set forth in the following: it "Generally Accepted Auditing Standards" developed by the American Institute of Certified Public Accountants(AICPA). • "Government Auditing Standards"issued by the Comptroller General of the United States. • "Audits of State and Local Government Units" prepared by the State and Local Government Committee and published by the AICPA. Mauldin&Jenkins CPA's,LLC 19 20130912CityCouncilPacket 98 of 199 20130906/jr1 AULDIN City of Tynee Island,Georgia 811ENICINS Proposal to Serve t�" Our audit will include such tests of the accounting records and such other auditing procedures as we consider necessary in the circumstances,which include,but are not limited to,those procedures necessary to test compliance and to disclose non-compliance with specified laws,regulations,and contracts. We will use Firm manuals specifically designed for governments to develop audit programs tailored to the City which incorporate the requirements set forth above. We anticipate that these procedures will enable us to express our professional opinion that the financial statements of the City present fairly, in all material respects, the financial position and results of operations of the various opinion units in conformity with accounting principles generally accepted in the United States of America. If conditions are discovered which lead to the belief that material errors, defalcations, or other irregularities exist which might prohibit us from expressing an unqualified opinion or if any other circumstances are encountered that require extended services,we will promptly advise the City. No extended services will be performed unless they are authorized in contractual agreement or in an amendment to the agreement. Upon notification of obtaining the audit contract with the City we would provide to the City a timetable for the audit process,a detailed audit plan,and a list of all schedules to be prepared by the City. Adequate supervision and lead time will be provided by the auditor with respect to assistance needed by the City staff. Sampling Techniques and the Extent to Which Statistical Sampling is to be Used in the Engagement Our approach to auditing relies heavily on the use of audit sampling as provided in Statement on Auditing Standards No. 39, "Audit Sampling" as amended by SAS No. l ll. We would plan to utilize audit sampling whenever a decision is made to apply a specific audit procedure to a representative sample of items within the account balance or class of transactions with the objective being reaching a conclusion about the entire balance or class. We anticipate using audit sampling on the following types of audit tests: 1. Substantive tests of details of balance sheet account balances. 2. Substantive tests of details of transactions. S. Tests of controls 4. Tests of compliance with laws and regulations Our use of audit sampling will be based on the guidance in SAS 39 and SAS 11 l and the AICPA Audit and Accounting Guide-Audit Sampling. Extent of the Use of EDP Software in the Engagement The Management Advisory Services (MAS) department of Mauldin & Jenkins includes certain individuals who have had substantial training in the accounting, auditing, and use of electronic data processing (EDP) Systems. To compliment these highly trained individuals, all members of the audit staff have also had significant training in computer auditing techniques. Mauldin & Jenkins uses a very detailed and structured approach in using computer auditing techniques, which has been extremely successful for us in our past engagements. At the start of the engagement during our planning phase, we will assess the computer systems used by the City and determine whether computer aided auditing techniques could be used. This approach would potentially consist of downloading trial balances, detail journals, and selected transaction files into our Mauldin&Jenkins C'PA's, LW 20 20130912CityCouncilPacket 99 of 199 20130906/jr1 I/JC4Dl City of Tybee island,Georgia ENKINS Proposal to Serve Our audit will include such tests of the accounting records and such other auditing procedures as we consider necessary in the circumstances,which include,but are not Iimited to,those procedures necessary to test compliance and to disclose non-compliance with specified laws,regulations,and contracts. We will use Firm manuals specifically designed for governments to develop audit programs tailored to the City which incorporate the requirements set forth above. We anticipate that these procedures will enable us to express our professional opinion that the financial statements of the City present fairly, in all material respects, the financial position and results of operations of the various opinion units in conformity with accounting principles generally accepted in the United States of America. If conditions are discovered which lead to the belief that material errors,defalcations,or other irregularities exist which might prohibit us from expressing an unqualified opinion or if any other circumstances are encountered that require extended services,we will promptly advise the City. No extended services will be performed unless they are authorized in contractual agreement or in an amendment to the agreement. Upon notification of obtaining the audit contract with the City we would provide to the City a timetable for the audit process,a detailed audit plan, and a list of all schedules to be prepared by the City. Adequate supervision and lead time will be provided by the auditor with respect to assistance needed by the City staff. Sampling Techniques and the Extent to Which Statistical Sampling is to he Used in the Engagemenit Our approach to auditing relies heavily on the use of audit sampling as provided in Statement on Auditing Standards No. 39, "Audit Sampling" as amended by SAS No. 111. We would plan to utilize audit sampling whenever a decision is made to apply a specific audit procedure to a representative sample of items within the account balance or class of transactions with, the objective being reaching a conclusion about the entire balance or class. We anticipate using audit sampling on the following types of audit tests: 1. Substantive tests of details of balance sheet account balances. 2. Substantive tests of details of transactions. 3. Tests of controls 4. Tests of compliance with laws and regulations Our use of audit sampling will be based on the guidance in SAS 39 and SAS 1 l 1 and the AICPA Audit and Accounting Guide-Audit Sampling. Extent of the Use of EDP Software in the Engagement The Management Advisory Services (MAS) department of Mauldin & Jenkins includes certain individuals who have had substantial training in the accounting, auditing, and use of e ectronic data processing (EDP) Systems. To compliment these highly trained individuals, all members of the audit staff have also had significant training in computer auditing techniques. Mauldin & Jenkins uses a very detailed and structured approach in using computer auditing techniques, which has been extremely successful for us in our past engagements. At the start of the engagement during our planning phase, we will assess the computer systems used by the City and determine whether computer aided auditing techniques could be used. This approach would potentially consist of downloading trial balances, detail journals, and selected transaction files into our Mauldin&Jenkins CPA's,LW 20 20130912CityCouncilPacket 100 of 199 20130906/jrl [ EI City of Tybee Island Georgia Proposal to Serve software through IDEA. This may decrease time spent in initial file setup, trial balance setup, and data integrity testing. The trial balance downloaded will then be used to agree to the ultimate draft of the City's financial statements ensuring that all adjustments and balances are brought forward into the financial statements and providing a clean audit trail for review and support of the City's financial statements. Ti'pe and Extent o Anal ,floral Procedures to be Used in the En acren,L'n, Analytical procedures can be applied to almost every financial statement amount and are often less costly to apply than tests of details. It is therefore an efficient audit strategy to employ analytical procedures to the maximum extent possible, and vary the required extent of substantive tests of details inversely with the degree of assurance already obtained. The elements of analytical procedures we plan to consider are as follows: 1. Identify the factors on which a given accounting result should depend; 2. Determine the approximate relationship between the accounting result and those underlying factors; 3. Predict what the current results should be if that relationship continued; 4. Compare the actual current result to the prediction; 5. Investigate and corroborate significant variances between the actual result and the prediction;and 6. Reach a conclusion as to the reasonableness of the reported result. Types of analytical procedures employed will include: 1- Reviewing changes from prior years for reasonableness. 2. Scanning accounts for items larger or smaller than expected when compared to budgets or forecasts. 3. Reviewing and comparing logical relationships between years (e.g., payroll taxes and benefits to wages, etc.). Comparisons between years can be made more effective when logical relationships between elements of the financial statements that would be expected to conform to the predictable pattern are used to develop trends. This is primarily accomplished through the use of ratios. 4. Analyzing and comparing nonfinancial information, such as number of taxable properties,geographical area, number of employees,etc. All analytical procedures performed as substantive tests are documented on each applicable audit program. Approach to be Taken to Gain and Document an Understanding o the City's Internal Control For purposes of an audit of the financial statements and statutory, regulatory and contractual compliance, the City's control structure consists of the following five(5)elements as they relate to the City's ability to conduct operations and use resources in accordance with management's authorization and consistent with laws, regulations, contracts and policies, and to record, process, summarize, and report financial data consistent with assertions embodied in the fmancial statements: the control environment; risk assessment, Mauldin&Jenkins CPA's,LLC 21 20130912CityCouncilPacket 101 of 199 20130906/jrl AULDIN [its of 7 ybee Island,Georgia I/JENKINS Proposal to Serve `s > control activities, information and communication processes/systems, and monitoring. The internal control structure and its policies and procedures are an important source of information about the types and risks of potential material misstatements that could occur in the financial statements and violations of statutory, regulatory and contractual requirements. This information is essential for effective audit planning and in designing effective and efficient audit tests. In our understanding of the City's internal control structure we will obtain knowledge about: 1. Ilow internal control structure policies,procedures and records are designed; 2. Whether internal control structure policies, procedures and records have been placed in operation, i.e.,whether the City is using them; 3. Whether internal control structure policies, procedures and records are designed effectively, i.e., whether they are likely to prevent or detect material misstatements or compliance violations on a timely basis; and 4. Whether internal control structure policies, procedures and records are operating effectively. Auditing standards generally accepted in the United States of America require the auditor to document our understandings of the internal control structure elements. The form and extent of documentation is flexible. Generally, the more complex an entity's internal control structure and the more extensive the procedures performed to obtain the understanding, the more extensive our documentation should be. In addition to memos we plan to use specific designed forms and questionnaires to document our understanding of the internal control structure. Recent changes in auditing standards, known as the risk assessment standards, denote that the auditor is not required to test internal control so as to rely on them to reduce other test work,but do not allow for only inquiry procedures related to internal control. We are required, and will perform, other procedures, such as walkthroughs and observation, related to controls over significant financial statement and audit assertions. Approach to be Taken in Determining Laws and Regulations that wil be Subject to Audit Test Work Our approach to be taken to determine the laws and regulations that will be subject to audit test work will include procedures designed to identify requirements found in legal or legislative data, administrative regulations, and documents associated with grant and contract arrangements. The following procedures and policies will be applied depending on the nature and materiality of the laws and regulations: 1. During the planning phase,the type of audit to be performed, as it relates to compliance matters,will be communicated to all personnel assigned to the engagement. 2. Obtain a list of all federal award programs from which the client received and expended funds and identify, using the risk-based approach,the major programs and any nonmajor programs that are to be treated as major programs, if a program-specific audit, identify the award program to be audited. 3. Identify applicable state and local statutory and regulatory requirements and contractual requirements. 4. PIan and document the audit procedures to be performed relative to applicable state and local statutory and regulatory requirements and contractual requirements. 5. Perform and document federal, state, and local statutory, regulatory and contractual compliance audit procedures as deemed to be applicable and appropriate during the planning stage of the engagement. 6. Make specific inquiries of management concerning the following matters: Mauldin&Jenkins CPA's,LLC 22 20130912CityCouncilPacket 102 of 199 2013090b/Jr � AULDIN �T '�N City of Tybee Island,Georgiaa Proposal to Serve a. The City's compliance with laws and regulations. b. The City's policies relative to the prevention of statutory, regulatory and contractual violations. c. The use of directives issued by the City and periodic representations obtained by the City from officials and other management personnel at appropriate levels of authority concerning compliance with laws and regulations. Planned Use of Specialists At this time, we do not plan on the use of any outside specialist. All work to be performed will be performed by Mauldin &Jenkins partners and staff. Of course, certain staff has certain specialties, and they will be called on as needed. We do plan on using the results of reports provided to the City from their specialists. This would include, when applicable,the following types of specialists: • Actuaries of retirement plans and other benefit plans • Engineers o Health-care providers and,or third-party administrators o Retirement plan administrators o Fixed assets valuation professionals o Bond Underwriters • Attorneys consulted by the City during the year Approach to be Taken in Drawinr Audit Samples for Purposes of Tests of Compliance Applicable auditing standards state that, in testing for compliance with laws and regulations,the number, selection, and testing of transactions is based on the auditor's professional judgment. None of the guidelines,primarily SAS No. 74, explain whether this requirement to select a representative number for testing compliance means that audit sampling is necessary. The two (2) possible approaches to audit sampling are nonstatistical and statistical. SAS No. 39 as amended by SAS No. I 1 1, Amendment to Statement on Auditing Standards No. 39, Audit Sampling indicates that both of these approaches are capable of producing sufficient evidential matter, if properly applied. The types of procedures that are applied are not determined by the sampling approach used. Either approach may be used to apply whatever tests of details deemed necessary in the circumstances. The importance of professional judgment cannot be overemphasized as it applies to the evaluation of the adequacy of evidential matter generated by the sampling approach. Regardless of the sampling approach selected, we will properly plan, perform, and evaluate the results of the sample. Professignal judgment must be used to relate the sample results to other evidential matter when we form a conclusion about compliance with laws and regulations. It should be noted, however, that not all tests of compliance or controls are transaction related. If we decide to use audit sampling, attention is focused on which sampling approach (statistical or non-statistical) to use. Substantial information is given in the AICPA Sampling Guide and several college and professional books on the use of various statistical sampling approaches. Mauldin&Jenkins CPA"s,LLC 23 20130912CityCouncilPacket 103 of 199 20130906/y1 AULD - City ofT,bee Island,Georgia MI ENKINS Proposal to Serve The basic requirements that relate to all compliance related samples, statistical and nonstatistical, are as follows: 1. Planning. We will relate the population to the objective of the audit test i.e., defining the population and sampling unit. 2. Selection. We will select items that can be expected to be representative of the population. 3. Evaluation. We will project sample results to the population and consider sampling risk. in a compliance sampling application, the population is defined as all items that constitute the account balance or class of transactions, or the portion of the balance or class, being tested (Le., all expenditures of the City above a certain threshold required to be bid). The population for a substantive sample usually is the account balance or class of transactions excluding those items selected for testing because of individual significance. The teen individually significant item encompasses two(2)types of items: 1. Individually significant dollar items. 2. Unusual items(that is, items that have audit significance by their nature). Due to the nature of tests of controls, we ordinarily are not concerned with identifying individually significant items when tests of controls are performed using audit sampling. Sampling results can be projected only to the population from which the sample is drawn. The use of the wrong population for a sampling application could mean that conclusions based on the sample arc invalid for our purpose. The sampling units are the individual items that are subjected to tests and that represent the components of the population. It is important to properly identify the sampling unit before the sample is selected to produce an efficient and effective sampling application. Examples of sampling units would be individual capital disbursements, etc. The determination of the specific sampling unit is influenced by the following considerations: 1. The sampling unit should produce an efficient sampling plan. 2. The sampling plan must be effective to accomplish its objectives. 3. The nature of the audit procedures can determine the sampling unit to be used. SAS No. 1 l requires a "representative sample". There are several commonly used methods of selecting samples that meet the criteria of representativeness stipulated by SAS No. 11l. The following are some of those methods: Random selection. Regardless of the method of sampling used, statistical or nonstatistical,a random selection provides each item in the population an equal chance of being selected. Numerous random selection methods are discussed in the AICPA Sampling Guide, including stratified random sampling. Systematic sampling. This method can be used with nonstatistical or statistical sampling to give every item in the population an equal chance of being selected if a random start is used. However, it may not produce an equal opportunity for all combinations of sampling units to be selected unless numerous random starts are made. The population is divided by the number of sample items to determine the sampling interval to use. Haphazard selection. Under this method,nonstatistical sample items are selected in no specific pattern without bias for or against any items in the population, This could be Mauldin&Jenkins CPA's,LLC 24 20130912CityCouncilPacket 104 of 199 LO isuy06/jr1 A V LD L" E K N City'of Tybee Island,Georgia k'= Proposal to Serve done by selecting a sample of items from the paid invoices for the year if there were no bias for or against large ones. We may use this method provided care is taken to be sure no conscious bias is added to the selection process. We will evaluate whether the sample selected seems representative of the population to be tested. If the sample does not seem representative,we would reselect. For substantive tests of details, we will, if practical, stratify any remaining population. Generally, the remaining population should be divided into at least two subgroups that are more similar in dollar amount. One useful approach to stratification is to base this division on the average amount of an item in the remaining population. All items above the average amount would be one subgroup, and all items below that amount would be the other subgroup. For all items in the population to have a chance to be selected, we will determine that the sample population actually includes all the items (e.g.,capital disbursements,etc.) comprising the balance. There are many ways to determine the completeness of a sample population,including: 1. If the sample is selected from a trial balance, we can foot the trial balance and reconcile the total to the account balance. 2. If the items are numerically sequenced, we can scan the accounting records to account for the numerical sequence of items in the population and select the sample from that sequence. The two (2) sampling forms presented both include a step that allows the auditor to document how the completeness of the sample population was considered. Whenever practical, we will consider using random selection (with a random number table or microcomputer-generated numbers) or systematic selection. Haphazard selection may be used when the population is not numbered or when other circumstances make use of a random-based method impractical. Using one of these random-based methods does not make the sampling application statistical. The evaluation of sample results has two(2)aspects. We will need to project the noncompliance. Also, we will need to consider the sampling risk. In a statistical sample, sampling risk must still be considered and restricted to a relatively low level but cannot be objectively measured. This is the primary conceptual distinction between statistical and non-statistical sampling. In the two (2) non-statistical sampling approaches presented in this section, sampling risk is assessed by considering whether the rate or amount of exceptions identified in the sample exceed the expected rate or amount of exceptions used in designing the sample. Mauldin&Jenkins CPA's,LLC 25 20130912CityCouncilPacket 105 of 199 20 S•I.jr ZAULDIN City of Tvbee Island,Georgia ENKINSProposal to Serve ¢y ! Additional Data lee Contitruinr Education We provide free quarterly continuing education for all of our governmental clients. Each quarter we pick a couple of significant topics tailored to be of interest to governmental entities. In an effort to accommodate our entire governmental client base, we offer the sessions several times per quarter at a variety of client provided locations resulting in greater networking among our governmental clients. We normally see approximately 100 people per quarter. We obtain the input and services of experienced outside speakers along with providing the instruction utilizing our in-house professionals. Examples of subjects addressed in the past few quarters include: 1) American Recovery&Reinvestment Act(ARRA)information and issues; 2) GASB updates(several sessions); 3) Internal Controls Over Revenue and Cash Receipting; 4) CAFR Preparation; 5) Collateralization of Deposits and Investments; 6) SPLOST Accounting,Reporting and Compliance; 7) Internal Controls Over Accounts Payable,Payroll and Cash Disbursements; 8) Capital Asset Accounting Processes and Controls; 9) Grant Accounting Processes and Controls; 10) American Recovery& Reinvestment Act(ARRA)Updates; 11) Policies and Procedures Manuals; 12) Segregation of Duties; 13) GASES No.51 —Intangible Assets; 14) Single Audits for Auditees; 15) GASB No. 54—Governmental Fund Balance(subject addressed twice); 16) Best Budgeting Practices,Policies and Processes; 17) Internal Revenue Service(IRS)Compliance Issues, Primarily Payroll Matters; 18) CAFR Preparation(2 Day Course which is scheduled next). 19) GASB 60 — Service Concession Arrangements and. GASB 61 — The Financial Reporting Entity: Omnibus—An amendment of GASB Statements No 14 and No 34 20) Webcast-GASB No. 63 and No.65-Deferred Inflows and Deferred Outflows 21) Webcast-GASB No. 60-Service Concession Arrangements 22) Webcast—GASB No 61 —The Financial Reporting Entity: Omnibus Governmental Newsletters We produce newsletters tailored to meet the needs of governments. The newsletters have addressed a variety of subjects and are intended to be timely in their subject matter. The newsletters are authored by Mauldin & Jenkins partners and managers, and are not purchased from an outside agency. The newsletters are produced and delivered periodically, and are intended to keep you informed of current developments in the government finance environment. The following topics have been addressed in our newsletters: (a) Deposit Collateralization, (b) Sales Tax Collections, (c) Single Audit and American Recovery & Reinvestment Act (ARRA) funds, (d) FDIC's Dodd-Frank Act's Effect on Deposits, (e) SPLOST Expenditures, (f) OMB A-133 Compliance Supplement, (g) GASB No. 54—Fund Balance (3 separate issues), (h) Property Tax Assessments, (i) Escheat Laws on Unclaimed Property, (j) Supplemental Social Security for Inmates,(k)Government Employee or Independent Contractor?(I)New GASB Standards,and(m)Clarity Project—Group Audit Standards. Mauldin&Jenkins CPA's,LLB' 26 20130912CityCouncilPacket 106 of 199 20130906/jr1 ULD City of Tvbee Island,Georgia est & ENKINS Proposal to Serve High Percentage of Partner c& Manager involvement Every firm has partners. Every firm has managers. However, how they are involved in audit engagements and the audit process varies greatly. At Mauldin &Jenkins, we believe it is important for our partners and managers to be highly involved in the audit process, including fieldwork. Why have experience if you don't bring it to the field? That being said,we believe it is important to note that our proposal includes the following: • Substantial Partner Hours as Compared to Total Hours. • Substantial Manager Hours as Compared to Total Hours_ • Approximately 55% of all anticipated hours of service are partner and manager hours which means we bring our experience to the field and not just the front end and back end of the audits. • This is a Value-Added Concept most firms do not employ. Fees for Audit Services Listed below is an all-inclusive maximum fee for the annual financial audit for the years ended June 30, 2013 through 2015. It is our understanding that the City does not currently require a Single Audit to be performed. Should such services ever be required, the City and Mauldin & Jenkins would arrive at an appropriate fee for such services. Our fees for audit services are as follows: Year Ended June 30,2013 $ 23,000 Year Ended June 30,2014 $ 23,000 Year Ended June 30,2015 $ 23,000 Mauldin&Jenkins CPA s,LLC 27 20130912CityCouncilPacket 107 of 199 20130906/y1 AULDIN jr tS'L EN City ofT�cbee Island,Georgia. Proposal to Serve • Hi,.h Percentage of Partner & Manager involvement Every firm has partners. Every firm has managers. However, how they are involved in audit engagements and the audit process varies greatly. At Mauldin &Jenkins, we believe it is important for our partners and managers to be highly involved in the audit process, including fieldwork. Why have experience if you don't bring it to the field? That being said,we believe it is important to note that our proposal includes the following: • Substantial Partner Hours as Compared to Total Hours. • Substantial Manager Hours as Compared to Total Hours. • Approximately 55% of all anticipated hours of service are partner and manager hours which means we bring our experience to the field and not just the front end and back end of the audits. • This is a Value-Added Concept most firms do not employ. Fees for Audit Services Listed below is an all-inclusive maximum fee for the annual financial audit for the years ended June 30, 2013 through 2015. It is our understanding that the City does not currently require a Single Audit to be performed. Should such services ever be required, the City and Mauldin & Jenkins would arrive at an appropriate fee for such services. Our fees for audit services are as follows: Year Ended June 30,2013 $ 23,000 Year Ended June 30,20]4 $ 23,000 Year Ended June 30,2015 $ 23,000 Mauldin&Jenkins CPA's,LLC 27 20130912CityCouncilPacket 108 of 199 20130906/y1 AULDIN x City of Tybee Island, Georgia Proposal to Serve Closing We appreciate the opportunity to continue serving City of Tybee Island, Georgia. We believe Mauldin& Jenkins is the "right" firm for the City. Our experience and knowledge in the governmental sector of accounting is vast and ever-improving. We would be very pleased to continue sharing our experience and understanding of governmental accounting and operations for the benefit of the City_ We would greatly appreciate you recommending us for your continued audit needs. Should you or anyone at the City have any questions with regards to this proposal or about Mauldin & Jenkins, please feel free to contact us. MAULIMN &JENKINS CERTIFIED PUBLIC ACCOUNTANTS,LLC Mauldin&Jenkins CPA's,LLC 28 20130912CityCouncilPacket 109 of 199 201 I• .jr Appendix A Quality Control Processes Copy of Last Peer '°eview Report 0 Mauldin&Jenkins CPA's,LLC 20130912CityCouncilPacket 110 of 199 20130906/jr1 - - 6 (Moline Control Process Internal Review Process All audit and other attest engagements performed at Mauldin & Jenkins receive a high level of quality control reviews. On an engagement such as the City, a partner or client executive would be in the field performing the engagement for a great amount of time. We believe this allows our firm to provide a high level of expertise and efficiency during the conduct of audit fieldwork which is a vital part to any audit engagement. We believe this aids our being able to get the engagement done quickly without creating additional headaches to our clients. A manager reviews all the audit work performed, which is followed by a partner review. Once these reviews are conducted and completed, an independent partner to the engagement will review the audit working papers and the respective financial reports. We believe this multi-review process is important in providing a high-level product. External Quality Control Review The accounting profession, through the American Institute of Certified Public Accountants, formed the Division for CPA firms to provide a new level of self-regulatory control. The division consists of two sections; the SEC Practice Section and the Private Companies Practice Section. Membership is voluntary in either or both sections_ There are requirements for membership in each section, which include mandatory professional liability insurance at specified levels, mandatory continuing education for each member of the professional staff and a tri-annual independent review of a firm's quality control system in its practice of public accounting. Mauldin&Jenkins, LLC has been a member of both sections from the inception of the Division for Firms. We are proud to announce that Mauldin & Jenkins, LLC has met all of the membership requirements, including the review process. In their tri-annual report dated October 21,2011, our reviewing firm gave a "clean" opinion on our system of quality control for our accounting and audit practice. A copy of the report on our most recent external quality control review is provided on the following pages. The quality control review included a review of specific government engagements. No letter of comment was received as a result of this review. We are quite proud to be one of the few Georgia-based firms to have undergone this review and to have received an unqualified opinion from a large reputable national firm. Desk Reviews or Field Reviews Only one desk reviews or field reviews have been performed on Mauldin & Jenkins in many years. In January 2008, as part of the Federal Department of Education's random testing of the audits of local boards of education, a review was performed by the Federal Office of Inspector General (OIG)regarding a Single Audit engagement of a local board of education. We are quite pleased to note the examiner provided Mauldin& Jenkins a letter of high marks for the performance of the respective Single Audit and this comes at a time when Federal regulators are condemning the profession for poor performance of such Single Audits. Unofficially and orally provided,the examiner noted this Single Audit engagement to be the best such engagement reviewed in his experience. No Disciplinary Actions Mauldin & Jenkins has not had any disciplinary actions taken (nor are any pending) against the firm during the past three(3)years with State or Federal regulatory bodies or professional organizations. Mauldin&Jenkins CPA's,LLC 20130912CityCouncilPacket 111 of 199 20130906/jrl Clifton cerliii d Public :"4scorrntarcts Y corructtasf1' System Review Report To the Partners of Mauldin&Jenkins, LLC and the AICPA National Peer Review Committee We have reviewed the system of quality control for the accounting and auditing practice of Mauldin&Jenkins, LLC(the firm)applicable to non-SEC issuers in effect for the year ended May 31, 2011. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants.The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards at www.aicpa.org/prsummary. As required by the standards, engagements selected for review included engagements performed under the Government Auditing Standards; audits of employee benefit plans, and audits performed under FDICIA. In our opinion, the system of quality control for the accounting and auditing practice of Mauldin & Jenkins, LLC applicable to non-SEC issuers in effect for the year ended May 31, 2011, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with deficiency(ies) or fail. Mauldin &Jenkins, LLC has received a peer review rating of pass. L L Phoenix, Arizona October 21, 2011 i i LB i_i°.n r-mt*e c.�r, v Mauldin&Jenkins CPA's,LLC 20130912CityCouncilPacket 112 of 199 20130906/jrl 1St -L „„,„3011k _ Y ... y .w. .mjcpaeco -..... ■► - - _- � . _ - -. , MAULDIN .. JENKINS, LLC f ito 300 Mulberry Street, Suite 300 Macon, Georgia 31201 A. (800) 277-0050 (phone) �►:" (478) 464-8051 (fax) . +6; 20130912CityCouncilPacket 113 of 199 - 2U1�uyub�tn MAYOR { CCITY MANAGER Jason Buelterman f° , 1. Diane:Schleicher CITY COUNCIL r. CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown 4 Jan Fox `g V CITY ATTORNEY Bill Garbett • Edward M.Hughes `Porn Groover i0•` Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12,2013 Item: To request the City Council's approval to increase the General Fund Operating Budget for FY2014 by $16,838 for deferred information technology fee revenue carried-forward from fiscal year 2013. Description: FY2014 General Fund Budget Amendment of$16,838 Explanation: As allowed by the State of Georgia,the city's Municipal Court is allowed to collect technology fees from specified fines; these fees can be used to purchase polic0chnology equipment. In FY2013,the Municipal Court collected $32,282 in technology fee revenue and the police department only expended $15,444 to purchase cameras; therefore,the police department has$16,838 in unearned revenue to bring forward to the FY2014 budget. This agenda item is a request to increase the FY2014 General Fund Operating revenue and expense budget by$16,838 for the revenue carried-forward from"FY13. Increasing revenue line item (100.00.35.1172), Technology Fees budget from $28,000 to$44,838 and the police department's Small Equipment expenditure line item(100.3210.53.1600), from $25,000 to $41,838. The additional money will help cover some of the costs of equipping the two new Passat police vehicles which is $23,488. The list of the items needed is attached. Budget Line Item Number(if applicable): Paper Work: _X Attached* Already Distributed To Be Handed Out at Council Meeting(by Requester) Audio/Video Presentation** ** Audio/video presentation must be submitted to the IT department at City Hall By 5:O0PM the Thursday prior to the next scheduled City Council Meeting ONE: equest will be postponed if necessary information is not provided. Submitted by: $ )„ Phone/Email: (912) 472-5021/ahudson[' ,cityoftybee.org Comments: * * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866)786-4573—FAX(866) 786-5737 J, City of www.cityoftybee.org y Ethics w- y 20130912CityCouncilPacket 114 of 199 20130906/jrl v c,. ra o v +s ca w >, c 0 .Q U.WJ . 2 Y T3 Z a.; c Q I13 .Q V _ .0 if1 aJ 7,1. O '� N .w 0- 0 0 7 a= Q "O O N' D G ® G r(0 O 0 r6 O :Al U cc y C 0. _ ❑ 47 t s-+ cc Cr_ O 2 to �. u u) ice+ N U J r0 Q O. �� . ,u ad W L t'3 C CU y L1 U U 4 4- N m 03 CI . r6 0 C QU w Do 7. H C7 LL an i/7 ~ J 7 0 N ❑ 1--I O ! N lG 1.1 D. Z GY t., N w w W 3 = Q .L 0 m E at av J al J v vi O >. ^ Z ❑ 4.1 •" as a O. vi J Q L.) N U N O T ❑ Q O H 0 N W 4--I W o Q C r2 Cf7 as. Ch .0 0_ L0 N ..�-I et CO Q o 0. 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O '- q1 +' O C = 0 LLJ 0_� , .CT L TS 7 el W .g ❑ '' .0 U w x v N +I-' UJJ Ce J I-- 0 ❑ r0 y. ,--I ab L in ~ as C c x _ 0 w .. v O 7- 0 vii h y N AJ �a.� a - cv © •fry �I W 4..s v ° ry N °1 v aJ v L w LU LL D g S7. rn y �,,, _a d"' y Q OJ t ("? s� W O n+ .r CE {n D O J CU cv 0 ❑ U L ` 4 p "O C 0 y O L i J +. t = U L Y ry 7 N n L > y C .0 rL Y ~ _ LI = n = O av ..c c.4 .6 ry 1r ra r4 'c — 2= ❑ p Z w N rLE c .-' it [0v r-I OV a C7- C d a5, [J G N 3 7 ,d., Q Q ,, O .-. -. = 2c, +�+ C -0 " 7 $ 0 0 w0 all rr3 0 0 7 a7 Z co 130382( Caur I cket •°-0 w =v c m a o al ig°fa 9 c y - 20130906/jrl Q G W J — 2 m in § U 'u'1 §§- an T U _1 C us 2 j2 L9 "1 T 5 Q 1- City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Community Service Award Request: Tybee American Legion- $2,700 - City has approved $1,975 in waived fees for the FY 14 budget during the budget process. Tybee American Legion is requesting a cash award towards a fire shut off safety device for the AC equipment for the building. This request inadvertently did not get submitted with their original request. Budget Line Item Number(if applicable): 100-6110-57-2009 Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to ileviner(acityoftvbee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 9.5.12 20130912CityCouncilPacket 116 of 199 20130906/jr1 42;1 .4 City of Tybee Island Community Services Contract Award Fiscal Year 2013-14 APPLICATION FOR CASH AWARD This form is to be completed and submitted to Finance with your budget request. Date: August 30, 2013 Organization requesting City of Tybee Island Community Services Contract Award: Name of Organization: American Legion Post 154 Contact Person: Chuck Bolen, Commander Address: _10 Veteran's Drive, P.G. Box 582 Tybee Island, GA 31328 Contact Email: _charlesbolen2003©yahoo.com Contact Phone #: 912 257-0903 Is this organization an IRS approved 501(C) 3 Non-Profit? X Yes No If"yes", please attach your most recent audited financial statement, a copy of your IRS determination letter and a copy of your current budget detailing the planned use for the awarded funds. Amount of funds requested: $ 2700.00 Describe how these funds will be used and how the City and citizens of Tybee Island will benefit: American Legion Post 154 has been making improvements throughout our building at 10 Veteran's Drive. We have done major renovations in our kitchen, making sure that it is up to code. On our last fire inspection we were told that we needed to install safety measures on the building air conditioners in the event of smoke or fire. The equipment that we were told to install ensures that the units will shut off if smoke or fire is detected. We have had several estimates, all at approximately $2700. Our Legion Post 154 is actively fundraising, at this time, focusing on funds for a new roof. We have are ready to out a new roof on, with the help of volunteers, as soon as the weather is a bit cooler. We are most anxious to install the equipment on the air conditioners as a matter of public safety. Post 154 is very active in the Tybee Community. We participate in the Children's Easter Egg Hunt; Children's Christmas Party; Flags at the nursing home, police and fire stations; POW-MIA flags at City 20130912CityCouncilPacket 117 of 199 20130906/jrl Hall and Charter School; Fruit for the nursing home; Christmas gifts for veterans at the nursing home; participate in community and city events American Legion Post 154 has weekly events to bring in funds to keep us self-sustaining. We bring visitors to Tybee in-season as well as off-peak season. Our goal is to ensure that we promote public safety and well-being. Will this event or program bring visitors to Tybee Island in off-peak season or months? American Legion Post 154 has bingo every week, including off-peak season, for visitors as well as year round residents. We have weekly fundraisers that bring visitors to Tybee. >>Please attach a detailed budget to this request outlining how the money will be used. Service Proposal Alton Beard LLS.: Install 6 new smoke detectors and 2 test stations on air conditioners per Fire Marshal Proposal: $2700 Submitted by: Alton Beard Erickson &Associates The Fire Marshal stated that the equipment was necessary in case there was smoke or a fire to shut off the ac units, since the air conditioners were so old. 20130912CityCouncilPacket 118 of 199 20130906/jrl T y- • Affidavit Verifying Status for City Public Benefit Application By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or Occupation Tax Certificate,Alcohol License,Taxi Permit,Contract,or other public benefit as referenced in O.C.G.A. Section 50-36-1,I am stating the following with respect to my application of a City of Tybee Island: • Business License or Occupational Tax Certificate, • Alcohol License, (circle all that apply) • Taxi Permit, • Contract • Other public benefit for - (printed name of natural person applying on behalf of individual, business, corporation,partnership, or other private entity). 1) I am a United States citizen. OR 2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act, 18 years of age or older and lawfully present in the United States. * In making the above representation under oath, I understand that any person who knowingly and willfully makes a false,fictitious,or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia. Signature of Applicant Date ANI t]U.— Printed Name *Alien Registration Number for Non-citizens– COPY OF DOCUMENTATION REQUIRED SUB {r AND SWQRN BEE I RE ME ON THIS THE' ,_ ■AY(IF 1 4✓ '... • ,20 ! Notary Pubrc ��f 1►. , Notary S.SHAVER My Commission Expires: –--_ _-- My Commission Dec. ,QR 2015 Note. 0-G.G.A. §50-36-.1(e)(2)requires that aliens under the federal Immigration and Nationality Act, Title 8 U S.C., as amendedd, provide their alien registration number. Because legal permanent residents are included in the federal definition of"alien", legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another ident(ing number below: 20130912CityCouncilPacket 119 of 199 20130906/jr1 71-me te.r.,34 LP/0A Pos t iSli - - --- Trbee 115f -r tg, Issue -- ; 2cicvv‘,5 kc..co ` - 15 824- b ►�.�...M.-..__.. . CaT i2 &-s 5 Crs B - ,.c1 29q, 300 E — — r it a-0 Ll► S ru j t " 16 760 To rs 14'yj2 - I Apo - ii owto,e_a__ 4‘25E-rs 34 24 . 0 pu Lai kd c.., -T1 I6L_( SO r 3j VD 5124/- 32 201 912CityCouncilPacket 120 of 199 20130906/jrl Ter Trauil 1 X13 k . ! 2_6(3 'eves•, - rims a-3/ -- 1a. beLt eruct; 56172_- 30 f1 PA � 106,072, -( [ t -- trEcto.k. c r- .LO S5 594 8 _.- -- - - ,. 12--z -tom SSSZ. 3o I . 3i L - - - 4Cf .07 tSa 9e1.31 75619.64 2, - 2.2 - '3 t` . 0 1 5 �► 32 , 5 f3 534? . ° 3° 31 -E.3 1 b L$• zs' [7, 762. La qty , 53 II- - ,- —rte - t �_-. ... 12, e , ` 26 igt '194 zV g YRS.b? T- 31 - 1-3 1Lt Igr 601. 3/ x, 37 - _ kT 30 • i 3 rg 32( . 00 1617 53 . 00 41 727. 39 I I l 16 . So 104- x'111_ I . ._. ..--e--_-,_.-.-. .. I I .__.__- ...e� _ -. I 20131:12CityCouncilPacket 121 of 199 20130906/jr1 AMERICAN LEGION—POST 154 TYBEE ISLAND,GEORGIA BALANCE SHEET AS OF DeG 3 t " m(2_ ASSETS CASH Checking Account &e t Pa. 1 eGC 5 es 1 ' Bingo Bank • 1 .fir • e a Bartenders' Banks .goo•oo {'�� 2 Ilea TOTAL CASH rr _. f OTHER ASSETS • Buildings&Land 2�t+{ 3 cr .'° Equipment Inventory ��,# ,:‘. Product it) ato•" Furnishings ) oO . TOTAL ASSETS Up 14330o. o0 LIABILITIES S Mortgage(Savannah Bank) 04 ' 'a Credit Line(Savannah Bank) j , TOt • ' TOTAL LIABILITIES l i►ti ) T h 4. 0 EQUITY Owner's Assets 3 g 7-220V; Owner's Liabilities 11.6) T 6 , ° TOTAL EQUITY 2 /5Z 20130912CityCouncilPacket 122 of 199 20130906/id n, Plus l2--31 _ 1 134.1tr '2-2-1 40(3• SL -71 212.. 1( Dears .. Z-2 - 12_ 20 1+ 4848• LiC 11 ) 133• P _ 3t - 1� 17 (247- 33 I, x1132-. 811 735 12-` 1 ► t- Li• 15- 2- 0 7 , - 31 - t 2 I 6,1 1-23. ,-b Mkt - - 30- t2 23 Vto. It 2b 131, . `/ ' 3- s tg 03G - i - 3 0- 1 2 I 17 i Got. 0 11) 1412. 6,3 0 -3I. - )z .c8' Vf ) 3` 17 J._ (0 (-NI- t . 12 -51 - i2-- l # 1620 2---t J_I'33.11 ._ ?: 613 e D 20130912CityCouncilPacket 123 of 199 20130906/jr1 AMERICAN LEGION--POST 154 TYBEE ISLAND,GEORGIA BALANCE SHEET AS O .. ,: ..' . ASSETS CASH '-j' Checking Account 96,. 2 Bingo Bank • isle eV 700 CO, Bartenders'Bps �r . a1"3 I—f-- 1 TOTAL CASH +4..�'Ye r OTHER ASSETS _ [# �a a fir` Ms+04.sic y VR#v - -- ..__�r �A,�a'f`� ,r a*•'g�?. s Furnishings ti �*•""i" tel C r," ' TOTAL MFRITIt ASSETS 3.x23'W'S LIABILITIES Mortgage(Si~`' Bank) 540.47_ Short Term Privy Loan TOTAL LIABILITIES I44'Y{ .01 EQUITY Owner's Equity /13"; TOTAL EQUITY 20130912CityCouncilPacket 124 of 199 20130906/id AMEICAN LEGION-POST 154 INCOME STATEMENT FOR LA A,/ i,_Jew 4,1e6,.?j 6// 72Iii%7 REVENUES: Plus 12-31-10 Balance: 3 7 52 EXPENSE: R„?!, /76 7 NET GAIN OR LOSS: '5.--1461_s-1s 6$J ADDITIONS SUBTRACTIONS BALANCE 12-31-10 1-31-11 /, ,316".©a /'7 7 , c _ . , 4 374 2-28-11 ,,s;3f5"e .5-c2 fie; 9rg. f 7e .31 3-31-11 / -3a7; coo I3, .-73 5-„S' , 4-30-11 76. ys".r s/ /c ;al 7 4' 7,41-'e./e2 5-31-11 44, Q73_ r? .24 I;c2 f (f7;6Y ?1' 6-30-11 i. ` .?.A c/,i00 i e,a 6G 4706 6777:5-2,,Z5- 7-31-11 74."39 y9 iO,©.47. .3 _ %ys':l! 8-31-11 a,.6.99/-,S R49.a4 A3 /A',All, 3 9-30-11 / ;)76,. 9 AR, e,f'-9 3 /WI W S 77.q 10-31-11 a74 Y3 1 7S ..r.5; b S'!, ye 73,0W. y 11-30-11 / , eo/. ®fir a.7 Is,7. 3,7 8`-(97,f4? 12-31-11 /4, 90e,a e r6, , s e9 - *a 4°gam 4 © I3 .,÷4 20130912CityCouncilPacket 125 of 199 20130906/jr1 Page 1 of 2 .0 Geor .: k .! Secretary of State ' a _ a + o Corporations Divircb .+,, _ Horne TYBEE ISLAND POST NO. 154, INC. Control Number: 0D01735 Main Reports Officers Firing History Entity Info Entity Id 445935 Key Indicators ~- ., Model Corporation Domestic Qu lifter Non-Profit Busress Name f�TYBEE ISLAND POST NO. 154,INC. Registration Date 9/28/1955 Entity Status Active/Compliance Entity Status Date 5/02/2013 Foreign Name Date of Organization State Georgia Country Principal Office Address PRINCIPAL Linel PO BOX 1225 Line2 City TYBEE ISLAND State Georgia Zip 31328-1225 Agent Is non-commercial Registered Agent? Yes Name Don Address Linel 10 Veterans Drive Line2 City Tybee Island State Georgia Zip 31328 Email post154 @att,net Previous Names Name Changed File From Name Changed To Surviving Entity Id Cancelled Entity Id Effective Date Due Date Numb Actions No Miscellaneous Filings were found. ., 15iF 20130912CityCouncilPacket 126 of 199 20130906/jr1 https.Ifcgov.sos.state.ga.us/Account.aspxfViewEntityData?entityId=445935 9/4/2013 LA ° o ° o Cr LA 41 "O O- Q N C O Ln 0 M N v aJ +, _O o (0 3 v v +, __ -0 Ul v N > a t O• a1 C Vl N U N 0 0 0 0 0 0 0 3 � t v o O O O O O O D O u > o co -a V1 O O O O co O C ° ±, •3 9 V1 N C cu v a/ m 0 a o N. co E o a Y a ,r w A > c e-1 N r.. 01 C CO <,, ( co a1 cc cu a/ c (o 0.) CU in C c CO 0 ~ v M 00 3 3 N OC O O O O N LL m L Y Y O -O C C C C C Y M >: ° °v 01 a1 01 O O O O O O O v v v v o' e-i 0 l= p ri V O O 0 0 O O i i i a1 14 /o e- C N N O o O o V o 0- , e1 ° Y N 'co e�-1 °N M °N 00 0 -0 -0 -0 -0 o -6p 00 a1 a1 N 3 in E E E E °o ° > E C 0010 0010 CC CU CU CC N. 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O ! -° N Y L s Y C U O e�1 (UO N a1 ,C t0 . ! v V E a1 a1 Q a1 Y a (0 Q/ (o c a1 N a1 Y Y Y • Y • Y E N Y = — U E 0 CJ C z cc O W N N 0 +▪ + = 1Y O °C ~ J W 0 w Q H m N Z m O Q u m 0 z g Q Q g > u l?cc u•co U 0 Y N > U CC 2 2 O LL w O i_ Q W D' 0C d H Q O L Q 2 J LL W 5 Q Q z < Q J W W O Z —I 00 CO Q Q 0 C0 U Z J > 0] Q Z O U m Q CC Q -, -, C=.1 Q O 2 N O =1 Q m 2 0 1 Q C z O cc _1 Q Z w 0 cc U 0 z O LS 7 w 0 w =O D I- C 2 H Q U Z U CJ w rti Ln H Q v, z 2 w 0 O z O cc a >- QJ ° z W W U Q W Q 0 u O o U U . 1—i/ C CO} L 0 W T w n H v1 Q l— O Q 2 O Z Z G LL O J 1" D z V1 z 2 W 'F z m O U Q — Q < ~ U < Q LL O U 00 w cc = m N Q < v1 0 = W W W W W w W ▪ 20130912Cityloucil�ac etv, (= m > > > > r w 7 of 199 20130906/jrl U Q m LL U M I- I— I— F F I— > N MAYOR s. g CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL R, CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern ''4 - Janet LeViner Barry Brown Jan Fox f CITY ATTORNEY Bill Garbett 'r Edward M.Hughes Tom Groover '.. t ` Paul Wolff 'caw- CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Public Hearing Explanation: Special Review—21 Officers Row; zone R-1; Sherry Stipp &Cindy Sukal, petitioners; consideration of special events at existing residential bed and breakfast Budget Line Item Number(if applicable): N/A Paper Work: Ai Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: September 4, 2013 * * * P.O.Box 2749 —403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX (866) 786-5737 City of Ai. Ethics if www.cityoftybee.org '44 Ly 20130912CityCouncilPacket 128 of 199 201�RW/JW t oI -} oci PLANNING COMMISSION NOTICE OF DETERMINATION Meeting date: August 20, 2013 Petitioner: Sherry Stipp & Cindy Sukal Project Name/Description: 21 Officers Row Action Requested: Special Review Special Review X Subdivision: Site Plan Approval Sketch Plan Approval Conceptual Zoning Variance Preliminary Plan Approval Amendment to Zoning Map Final Plat Approval Text Amendment to Land Development Code Minor Subdivision Major Subdivision Petitioner has met all documentation requirements, all external approval requirements, and all code requirements, except for the following: VOTE FOR AGAINST COMMENTS Bishop X Borkowski X Motion to deny Bramble X Second Callahan X Marion X McNaughton X Parks Chair The Planning Commission recommends: ❑ Approval ® Denial ❑ Continued Planning Commission Chair: Date: Planning & Zoning Manager: __ -, Date: -2 I - I 3 20130912CityCouncilPacket 129 of 199 20130906/jrl „ -, STAFF REPORT '' , FOR THE PLANNING COMMISSION MEETING OF: August 20, 2013 FOR THE CITY COUNCIL MEETING OF: September 12, 2013 LOCATION: 21 Officers Row PIN: 4-0002-20-014 APPLICANT: Sherry Stipp&Cindy Sukal OWNER: same EXISTING USE: residential bed&breakfast PROPOSED USE: residential B&B with special events ZONING: R-1 USE PERMITTED BY RIGHT: Yes, after Special Review COMMUNITY CHARACTER MAP: North Beach Neighborhood APPLICATION: Special Review PROPOSAL: The applicant is requesting approval to hold special events at a residential bed and breakfast. ANALYSIS This residential bed and breakfast was approved by City Council May 9, 2013. Special events were not proposed at that time. The applicants return now to request special event approval. The general character of the area around the Surf Song Bed &Breakfast is residential and the site is near Jaycee Park. The nursing home is nearby. Allowances for small special events at a residential bed and breakfast are outlined in item 9 of Section 3-060(A): There are two types of bed and breakfast uses defined in this Land Development Code, a bed and breakfast and a bed and breakfast inn. A bed and breakfast is permitted in certain residential areas and intended to be residential in nature. Any slight diversion from the bed and breakfast parameters will change a residential use to a commercial use. A bed and breakfast inn is intended for commercial districts only. Therefore, there can be no variance from the regulations specific to a bed and breakfast. Such a variance will alter the use of the property and thus require a change in the zoning district. The regulations that list requirements for both types of bed and breakfast uses are as follows: (A) Bed and breakfast(residential). (1) Limited to no more than seven rental units consisting of sleeping and sanitary accommodations, and one dwelling unit to be owner occupied. (2) The owner is required to live on premises and agree to make available proof of residency. (3) Food service limited to breakfast for guests only and to be served between the hours of 5:00 a.m. to 12:00 noon and an afternoon snack. (4) Under no circumstances will an alcoholic beverage license be issued. (5) No less than one off-street parking space per rental unit, and a minimum of two parking spaces for the owner. (6) A buffer is required with a minimum height of six feet within each of the side and rear yard setbacks. (7) One on premises sign, not to exceed 12 square feet, may either be posted on the structure or on a post.A post sign may not exceed a height of six feet from the highest point of the sign. A post sign is to be located no nearer than ten feet of the right-of-way. No signs are to be allowed that are illuminated from within. Post signs may be downlit with no more than two spotlights with a maximum wattage of 75 watts per bulb located on each side of the sign. Signs posted on structure may be lit with no more than one spotlight with wattage not to exceed 75 watts.All sign designs must be submitted as a part of the conditional use permit drawn. (8) A limited site plan approval is required to show the number and location of guest rooms, the parking plan, and the proposed design for the buffer.All site plans must be submitted on or along with a valid survey of the property. (9) Small special events are permitted not to exceed 20 guests upon completion of a special review to include standards and restrictions to hours of operation, and requirements with respect to lighting,parking, signage, and buffering so as not to unreasonably interfere with the residential uses of abutting.properties. (10)A public hearing before the mayor and council is required. This permit is only valid as long as all conditions specified are met. Any permitted use must adhere to the approved standards, restrictions and parking plans and any other conditions imposed by the mayor and council. 1 20130912CityCouncilPacket 130 of 199 20130906/jrl The applicant's narrative states the special events at Song Surf B&B would end by 10:00 pm. There are 5 rental units and 1 owner unit at the site. The proposed use meets the applicable Recommended Development Strategies outlined in the Comprehensive Plan Community Agenda, Section 1.2.9. Comprehensive Plan—Community Character Area North Beach Neighborhood—Section 1.2.9 Meets Recommended Development Strategies Strategy Y/N or N/A 1 New development,redevelopment and restoration should be consistent with existing character of the area in terms of mass,scale,use and density. 2 Establish standards and design guidelines for signage.Develop a"theme" for signage to ensure that it is N/A consistent and fits with the character of the area and the Island as a whole. 3. Provide signage for landmarks and commercial businesses in this area. N/A 4. Historic structures should be preserved whenever possible. Y 5. The City should provide appropriate incentives for historic restoration projects. N/A 6. Pursue historic district/historic structure designations for appropriate areas within this district. N/A 7. Ensure continued preservation of old growth trees,parks and greenspace. N/A 8. Support the continued development of the Tybee Island bikeway including bike lanes and multi-use trails. N/A The R-1 District as outlined in the Land Development Code Sec.4-050(A): "This land use district is established to minimize development densities in certain portions of the island to prevent overall development on the island from exceeding its environmental carrying capacity. Also, to provide for quiet, livable, low-density single-family neighborhoods including compatible and supporting low impact educational, religious, and public institutions, as well as limited provisions for bed and breakfast operations. The character of development in these areas is oriented for permanent residents. This district shall remain single-family residential with some light family oriented service uses. Commercial and industrial uses are incompatible with this district." Section 5-070,Standards for Special Review,provides seven criteria. Staff finds the request meets five of the seven criteria. It is not possible to determine at this time if the special events would meet the remaining two criteria. Section 5-070—Standards for Special Review CRITERIA Meets Criteria Y/N or N/A The proposed use will not be contrary to the purpose of this Land Development Code. Yes The proposed use will not be contrary to the findings and recommendations of the Master Plan. Yes The proposed use will not be detrimental to the use or development of adjacent properties or the to be general neighborhood or adversely affect the health and safety of residents and workers. determined The proposed use will not constitute a nuisance or hazard because of the number of persons who will to be attend or use such facility,vehicular movement associated with the use,noise or fumes generated by or determined as a result of the use,or type of physical activity associated with the land use. The proposed use will not be affected adversely by the existing uses of adjacent properties. Yes The proposed use will be placed on a lot which is of sufficient size to satisfy the space requirements of Yes said use. The parking and all development standards set forth for each particular use for which a permit may be Yes granted will be met. Section 5-070(B) allows the Planning Commission to suggest and the Mayor/City Council to impose additional restrictions and standards such as increased setbacks,buffer strips, screening,hours of operation, etc.,to protect the health and safety of the community and to protect the value and use of property in the neighborhood. 2 20130912CityCouncilPacket 131 of 199 20130906/jrl STAFF FINDING Staff finds the proposed special events at the Surf Song Bed and Breakfast is not contrary to the Land Development Code and the Recommended Development Strategies of the North Beach Neighborhood Community Character Area. This Staff Report was prepared by Dianne Otto. ATTACHMENTS A. Application(2 pages) B. Narrative from the applicant(1 page) C. Parking plan(1 page) �— Ls vrra; ( �r a^^ 4 L.. app :c c r T c e e e ire Cr. 61-4--t 3 (I Pa 5 e) D. Photos of existing conditions(1 page) E. SAGIS map (1 page) F. Survey(1 page) 3 20130912CityCouncilPacket 132 of 199 20130906/jrl ''j ! f' CITY OF TYBEE ISLAND Fee$5OOJ t;\ SPECIAL REVIEW APPLICATION �,4 Applicant's Name 31.,..c \. 'L� c �eo T 4 Address and location of subject property ( k C .c.(S2 ( ) ROl. 1- PIN LIt -b002- 2D'-b Applicant's Telephone Number q tZ- -? .Z- DSLD Applicant's Mailing Address TD - D/ \-75-1 f , 1 hQ e T5 d` M 3 3a Brief description of t land develop t activity and use of the land thereafter to take place on the property: B,,,t Property Owner's Name 1QJft1 S I0_,ASt/ hone Number ( 71�y- � v Property Owners Address -� Is Applicant the Property Owner? Yes No If Applicant is the Property Owner, Proof of Ownership is attached: IL Yes If Applicant is other than the Property Owner, a signed affidavit from the Property Owner granting the Applicant permission to conduct such land development is attached hereto. Yes Current Zoning of Property F Current Use eC eo t�kc-I Names and addresses of all adjacent property owners are attached: (des If within two (2) years immediately preceding the filing of the Applicant's application for a zoning action, the Applicant has made campaign contributions aggregating to more than $250 to the Mayor and any member of Council or any member of the Planning Commission, the Applicant and the Attorney representing the Applicant must disclose the following: a. The name of the local government official to whom the campaign contribution or gift was made; b. The dollar amount of each campaign contribution made by the applicant to the local government official during the two (2) years immediately preceding the filing of the application for this zoning action, and the date of each contribution; c. An enumeration and description of each gift having a value of $250 or more made by the Applicant to the local government official during the two (2) years immediately preceding the filing of the application for this zoning action. Disclosure of Ca i n Contribu ions r attac hereto: �'" Y p I� nt es r Signature of Applicant � U Date NOTE: Other specific data is required for each type of Special Review. Fee Amount$ — Check Number Date CS' - C I - Z o l 3 - eh City Official _. .�• 1_: 20130912CityCouncilPacket 133 of 199 20130906/jrl NOTE: This application must be accompanied by following information: A detailed description of the proposed activities, hours of operation, or number of units. 13 copies, no smaller than 11 x 17, of the proposed site plan and architectural renderings. The Applicant certifies that he/she has read the requirements for Site Plan Approval and has provided the required ipformation to the est of his/her ability in a truthful and honest manner. / L-a) -7 131 ( 13 Signat re ef Appllca Date 20130912CityCouncilPacket 134 of 199 20130906/jrl Surf Song Bed& Breakfast is requesting a special review for using the property for corporate retreats/business meetings,special classes(art,food)special dinners(such as Christmas,Anniversary, etc).The events would be limited to less than 20 people,the hours would be 11am to no later than 10pm. No special lighting would be needed, parking would be limited to what we currently have for our B& B and would be limited to the house and the porches/pool area/Side Garden. We currently have a fence that abuts to both sides of the property and we have added several bushes to add to the buffering for our neighbors. Thank you for your consideration! Sherry Stipp Cindy Sukal 20130912CityCouncilPacket 135 of 199 20130906/jrl Dianne Otto From: Sherry Stipp [stipp @msn.com] Sent: Wednesday, September 04, 2013 3:44 PM To: Dianne Otto Subject: 21 Officers row To our city councilmen,friends and neighbors: I would first like to thank everyone for coming to the zoning hearing and voicing their concerns about Surf Song Bed & Breakfast obtaining our special permit. Since I was unable to attend the meeting, I would like to try and address some of the business issues that caused great concerns. 1) Parking: It was brought to my attention that this spring many of the workers were parking in areas that were not authorized parking. For that, I offer my sincerest apologies. Unfortunately, we were forced to do 6 months of work in a ten week time frame. This caused some problems, but we did our best to control. (Some of this problem was caused by neighbors tenants parking in our designated spots.) 2) Noise Levels: This summer the home was used as a rental property. Just like many of the homes on Officers Row. Tenants do tend to be loud and unruly sometimes. These were the 2 concerns that were brought up. AS you can see. these were problems that existed when we were operating as a rental property and not a Bed & Breakfast. Cindy Sukal, is now a full time resident at 21 Officers Row and we have opened our doors as Surf Song Bed & Breakfast. AS far as I am aware, there have been no issues of any kind since we have opened. Our guests have been relatively quiet and we have had no parking issues. Our goal is to obtain this special permit so that we will be able to have corporate retreats, holiday parties/Dinners, etc. Obviously, we will abide by the 20 person maximum rule. Please know, that our goal is not to do any weddings or wedding receptions at all. We would just like to be able to provide additional services that we feel will help the community. An example would be,the Tybee Island Art Association has approached us about doing cooking classes, and also some art classes. Thank you for your time and consideration, Sherry Stipp Co-Owner Surf Song Bed & Breakfast 912-472-1040 20130912CityCouncilPacket 136 of 199 20130906/jrl 1 2N WIT 0 n- LS or 6,'6• L d r l' Tc•ST /+ 94\ . li _Oa • "LT aaaBH / 3a❑aM + a cy � its ° �. ) Q A 3S ° ° G 6 sI IVf e i.3 Z0 213Q.OH O 4 y Na �� l i -A WiVd c,131 i' + £S'LT ._.. + TA b,.. 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Q J 2 s o z O Z o • OW +1 #� + DRIVE 60 R / W I: �� 3 J :W RENW ❑ ❑ D s 3 D )- m Q N -+i >- 96.18' g OS'S6'02 . g +& ..,i 7 —_. ' 0 3 rte- 6 # 3 5 o _ 3 v L ° + 000 „ +" J JNrap + Q \ .., w§ O 1-0 oO ° � O . . -I-1 0 el m i a * NZ Li X + °�� .' 3 + co raj g W VgL #° a ti + m d CI u ' ® 3 \i —� W n N. ��.75 0, 7 — ro ors }; �= n joa� •NW 1a _ 11 na:i MAYOR rn R CITY MANAGER Jason Buelterman 4106 Diane Schleicher CITY COUNCIL 'C_. CLERK OF COUNCIL Wanda Doyle, Mayor Pro Tem A Janet LeViner Barry Brown f 11.16; Jan Fox r CITY ATTORNEY Bill Garbett Edward M. Hughes Torn Garbett TED ocit160 Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Public Hearing Explanation: Text Amendment&Map Amendment—Ordinance 32-2013 —First Reading Section 13-015, 7 lots between Teresa Ln. & Byers St. Budget Line Item Number(if applicable): N/A Paper Work: j Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00P11 on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: September 5, 2013 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866)786-4573—FAX(866) 786-5737 t City of Ethics.cityoftybee.org Js� LLyy 20130912CityCouncilPacket 141 of 199 2013�9C/j Y Cj .\ 4 � A PLANNING COMMISSION NOTICE OF DETERMINATION Meeting date: August 20, 2013 Project Name/Description: 7 lots between Teresa Lane and Byers Street Action Requested: Map Amendment and Text Amendment Special Review Subdivision: Site Plan Approval Sketch Plan Approval Conceptual Zoning Variance Preliminary Plan Approval Amendment to Zoning Map X Final Plat Approval Text Amendment to Land Development Code X Minor Subdivision Major Subdivision Petitioner has met all documentation requirements, all external approval requirements, and all code requirements, except for the following: VOTE FOR AGAINST COMMENTS Bishop X Second Borkowski X Bramble X Callahan X Marion X McNaughton X Motion to approve Parks Chair The Planning Commission recommends: .Approval ❑ Denial n Continued Planning Commission Chair: Date: Planning& Zoning Manager: � ' Date: -2 ( -13 20130912CityCouncilPacket 142 of 199 20130906/jrl Section 13-015.Zoning map amendment(between Teresa Ln.and Byers St.). It is hereby ordained by the governing authority of the City of Tybee Island,duly assembled,that the zoning map is hereby amended so as to change the following designated properties from the zoning currently shown on the zoning map to the amended designation below: PIN Address Current Amended Zone Zone 1 4-0022-01-020 Empty lot-Teresa Ln R-2 R-2 2 4-0026-01-001 Empty lot-Solomon Ave C-2 R-2 3 4-0026-01-009 1406 Solomon Ave C-2 R-2 4 4-0026-01-007 1404 Solomon C-2 R-2 5 4-0026-01-008 4 US Hwy 80 C-2 R-2 6 4-0026-01-004 1402 Solomon Ave C-2 R-2 7 4-0026-01-005 4 US Hwy 80 C-2 R-2 \ —:,;"-C 4. 4",- .,- 4 '� 2 ,..t :� ./ ..ems^-`...^� f ,� l�.j \ ;,� R-1 , , ' ' � -i J 11: .!. � . > ,,,,,,„ %__.,,....-- ----- i ill , , C-2 L i }� 0 1 1 ■ t 1 20130912CityCouncilPacket 143 of 199 20130906/jrl ORDINANCE NO. 32-2013 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND,GEORGIA RELATING TO ARTICLE 13 OF THE LAND DEVELOPMENT CODE WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island,Georgia, and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof,and WHEREAS, the governing authority desires to adopt ordinances under its police, zoning, and home rule powers,and WHEREAS,the City of Tybee Island desires to amend Article 13 of the Land Development Code so that the properties described herein are designated for clarification and rezoning in order to correct the status of certain properties and in order to ensure that the properties comport with their current use and the overall plan of the city; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island that the zoning map is amended and the text is hereby amended so that the following properties are changed from their current zoning as reflected on the table below as follows: SECTION 1 That Section 13-015 will be codified and which will read as follows: Section 13-015.Zoning map amendment(between Teresa Ln.and Byers St.). It is hereby ordained by the governing authority of the City of Tybee Island,duly assembled,that the zoning map is hereby amended so as to change the following designated properties from the zoning currently shown on the zoning map to the amended designation below: Current Amended PIN Address Zone Zone 1 4-0022-01-020 Empty lot-Teresa Ln R-2 R-2 2 4-0026-01-001 Empty lot-Solomon Ave C-2 R-2 20130912CityCouncilPacket 144 of 199 20130906/jrl 3 4-0026-01-009 1406 Solomon Ave C-2 R-2 4 4-0026-01-007 1404 Solomon C-2 R-2 5 4-0026-01-008 4 US Hwy 80 C-2 R-2 6 4-0026-01-004 1402 Solomon Ave C-2 R-2 7 4-0026-01-005 4 US Hwy 80 C-2 R-2 1RR-2 �:w �; 1 fit. t i II f,'"''',_��',,j'1'} '�•; i -ar+ 4.� a \ \,:\ „.... 5,..4 vi\ __„,,.._„...1._ i ! c : , , ?...1 1. yy )..) I._.•i.".....Yy,,+'r ' _ .I.1 r•'1 '��--t�,,.�, Z.` -J '' 3 ` mo1`T�aw'Y'.1 i 'a^"ra•+'Y � 1 Y fi ' i .--'" l f SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become effective and be made a part of the Code of Ordinances, City of 20130912CityCouncilPacket 145 of 199 20130906/jrl Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2013. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2013/32-2013—Sec 13-015 zoning map amend 08.27.13 20130912CityCouncilPacket 146 of 199 20130906/jrl Dianne Otto From: Dianne Otto Sent: Tuesday, August 20, 2013 5:31 PM To: 'Tim Cramer' Subject: RE: 4 US hgw.80,pin 4-0026-01-008 and pin 4-0026-01-004 Very good. Thank you, sir. Dianne K. Otto, CFM City of Tybee Island Planning & Zoning Manager phone 912.472.5031 fax 912.786.9539 Original Message From: Tim Cramer [mailto:Tim @cramerpeavy.com] Sent: Tuesday, August 20, 2013 5:21 PM To: Dianne Otto Subject: Re: 4 US hgw.80,pin 4-0026-01-008 and pin 4-0026-01-004 yes On Aug 20, 2013, at 12:26 PM, Dianne Otto <Dotto@cityoftvbee.org> wrote: > Dear Mr. Cramer-The two lots addressed 4 Highway 80 are PINs 4-0026-01-008 and 4-0026-01-005. Please confirm those are the two lots you have discussed in your email below. > Dianne K. Otto, CFM > City of Tybee Island > Planning & Zoning Manager > phone 912.472.5031 >fax 912.786.9539 > Original Message > From: Dianne Otto > Sent: Tuesday, August 20, 2013 11:55 AM > To: 'Tim Cramer' > Subject: RE: 4 US hgw.80,pin 4-0026-01-008 and pin 4-0026-01-004 > Dear Mr. Cramer, > I have received your comments which will be read aloud during the Planning Commission meeting this evening. Your email will also be in the packet of materials distributed to the Mayor and City Council for their meeting on September 12th. > Sincerely, > Dianne K. Otto, CFM 20130912CityCouncilPacket 147 of 199 20130906/jrl 1 > City of Tybee Island > Planning & Zoning Manager > phone 912.472.5031 >fax 912.786.9539 > Original Message > From: Tim Cramer [mailto:Tim@cramerpeavy.com] > Sent: Tuesday, August 20, 2013 11:38 AM > To: Dianne Otto > Subject: re: 4 US hgw.80,pin 4-0026-01-008 and pin 4-0026-01 0 °'S > Dear Ms. Otto, Jim Peavy and TCC Properties, LLC object to the zoning change on the above two adjacent lots and The attempt to rezone would be an unlawful taking without compensation and Jim Peavy and TCC Properties will take any appropriate action to protect their property rights and value. Please keep us informed.jpeavy @cramerpeavy is a good email and phone # is 770-227-4955. Tim Cramer and Jim Peavy. ************************************************************************************************ **************************** >This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e- mail from your system. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of The City of Tybee Island. The recipient should check this email and any attachments for the presence of viruses. The City of Tybee Island accepts no liability for any damage caused by any virus transmitted by this email. City of Tybee Island P.O. Box 2749 Tybee Island, GA 31328 ************************************************************************************************ **************************** > <7 numbered lots.jpg><Teresa Lane_South side of Laurel.xlsx> 20130912CityCouncilPacket 148 of 199 20130906/jrl 2 rr O cu r-i C C N N N N N N N N CL ci 0: oC CC 0: c ao ---4 -- r C U c N N N N N N IV N c 6 1 6 U V U U U x--{ O N O1 ei L11 N LD CT Ul ®1 o. m ei LLf1 C• lD I, M l0 N N N N. 01. 011 Old 0) 1 i I I i O O m Q cr m V� O ` 0 C ! C m C- CO L Q m p C C C O C C co CO- ro -O m — co > 01 •` C 0 CO O) Ln N W N C V) �j, O O 0 0 v F- l9 m m n 0 0 ec co 0 r' m = LU O — Z m m m CO LL m L1 a , Ha 0a a 14 H , d' J J J J C N _ I- a) Q a a) a Q1 0 ` ` L O O_ co N s °J o ,i o C a a� a C 0- C ro 0)� CO • U a E >-0 CO I— Y H. 0 NO O O O 00 O O o O O O O O O O r-I Z O O O O O O O E. N to L0 l0 l0 l0 l0 N NI NI N O O 0 0 0 0 0 O O O O O O O c 0J J C O1 01 D 2_ 0 Q Q < y O C C C N I— N E E oo E 00o O O O O >. O >. H — — o 0 > — 3' tt N = N I fl O O c O ecr-1 cr C 0 CO ,-I N m Ln LO N St 2 20130912CityCouncilPacket 149 of 199 20130906/jr1 SAGIS .. „ --- -.., \ .,, -or \ 1, 't, ...----- \ \ .,,....-%''''`, ..-t-'' c---- \ ',.. \ \ .. ' \ \ , \ ,- " -c . \-t-k \ ..'-.-- ---"-.--\,, ,-,----- -'--'V. " ‘,....,-,-' -, \ ',";:,,-,',„,„..)\ '''. \ \ ----- -•::„..„..2,,..,_____,..-4 \ \ / / \ < \ s\ „. '\,,,...-A.1 ,;,>--; r ---,-,__ n -----/ / ' ..., ••.,,.., \ •'' ---' '' ':".1 ---)(''' \ \ \------^k V- \-- \ . '.,.. \..- t i „:,:,.,,,,..›,<' 1 \ 4 i /M E......L... .i.. . -'. ,\,,,,' /"':: )\--'\\ L,_Li / / / ' \ V: c''''':. ..''' \ ‘ . ,, —_r_l \ \ L \ \ \ :. , , .,,..,.._, \...„..„---- \ -.,...„A —\--- , ....„- ... c ..,:\....-- ,..-- __-------) , , . Th ,' , * ... . , . .. . . .. , . — - •,:--..-,4:, . „. . . . .. . ,:-- 1 ,:, :, ,`,' LI _... , . . . _....-. ..--,- ... . 1...,, _ s r: I I , --- ,,. SAGIS WITH ZONING Pr , , , _, . ...._ . , ..._ ---- . -- ,..., , . ‘,..., \ 10.•.. va ,. ,.._ ,. „ .... Iv , - ., . . , , \ - R,..,..„ 0 \ ,11".., .1- . , • • • - • . --, - „ , . . . ‘ ,-----‘, \ , :---\ ,, ,, \”; •,, - -- , • ..) \ -',--- , •-- ‘, , _. i • isli : Alr_-= . , „•- , .43 i R2 i ‘ / --''.. - -8 4 , 4',-•-.::- - ' .' / 1 I , • l * b a . t1w:'a1n 1 ;;.. ili -------,-. :__ _,, „---,.,.:- ,.. ,-,- •,, .,,, ...., _-- „ , I 116111 il:C.'- • : I I I 1 ..''..' ■ / 'I"li • I / I • I , • : : MB • I . ..--' • I I it 1 ' I I , , ; . , , . , , . ., ; ; 7 : .. I ' V .- .. .. i 'I . I I : 1 i I • ,' • • • • I I I I ...-- • I I • I 1 •._ _I 1 1 r / I E-C - , ■ , , . 20130912CityCouncilPacket 150 of 199 20130906/d MAYOR CITY MANAGER Jason Buelterman C? Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett €�t ' Edward M.Hughes Tom Groover Fro Paul Wolff CITY OF TYBEE ISLAND August 12,2013 Mx xxx xx xx xxxxx Dear Mx, At a workshop on January 17,2013,the Mayor and City Council discussed the C-2 zoning of certain lots within the Highway Business district.A decision was made to consider changing the zoning from commercial to residential for some areas. Proposed map amendments for some lots in the Eagles Nest subdivision and then the south side of Laurel Avenue have since been processed.The third and final area to be considered is located between Teresa Lane and Byers Street where you are a property owner. The August 20th Planning Commission agenda will include this item.If the Commission takes action it would then be advertised for the City Council meeting on September 12th.Both meetings will be at 7:00 pm in the City Hall auditorium.I encourage you to participate during this process.Your input will be considered by the Planning Commission and the Mayor/City Council as they weigh the pros and cons of this issue. You will be given an opportunity to speak for or against the proposal during both meetings.You may also submit your input in writing prior to the meetings. The table below lists the current and the proposed zoning of the seven lots to be considered. Street Address PIN Owner(s) Current Amended Zone Zone 1 Empty lot-Teresa Ln 4-0022-01-020 Paresh J.Patel R-2 R-2 2 Empty lot-Solomon Ave 4-0026-01-001 Paul Weber C-2 R-2 _ 3 1406 Solomon Ave 4-0026-01-009 TYB Properties,LLC C-2 R-2 4 1404 Solomon 4-0026-01-007 Kevin Fryer C-2 R-2 5 4 US Hwy 80 4-0026-01-008 TCC Properties,LLC C-2 R-2 6 1402 Solomon Ave 4-0026-01-004 Deeanna Copeland C-2 R-2 7 4 US Hwy 80 4-0026-01-005 James Peavy C-2 R-2 I am available at(912)472-5031 or dottoAcityoftybee.org if you have any questions about this information. Sincerely, Dianne Otto Planning&Zoning Manager Enclosure: current Zoning Map P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 20130912CityCouncilPacket (866) 786-45751 N (866) 786-5737 201309001 www.cityoftybee.org MAYOR mi CITY MANAGER Is!Jason Buelterman s Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle, Mayor Pro Tern 4.4 Janet LeViner Barry Brown Jan Fox h `` r CITY ATTORNEY Bill Garbett . Edward M. Hughes Tom Groover 11 octoON5. Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: September 12, 2013 Item: Public Hearing Explanation: Text Amendment–Ordinance 33-2013 –First Reading Section 5-010, Permits Required for Construction Budget Line Item Number(if applicable): N/A Paper Work: Al Attached* Audio/Video Presentation** — * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: September 5, 2013 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of k 5 Ethics 1 www.cityoftybee.org 20130912CityCouncilPacket 152 of 199 201,' /]W PLANNING COMMISSION NOTICE OF DETERMINATION Meeting date: August 20, 2013 Project Name/Description: Section 5-010, Permits Required for Construction Action Requested: Text Amendment Special Review Subdivision: Site Plan Approval Sketch Plan Approval Conceptual Zoning Variance Preliminary Plan Approval Amendment to Zoning Map Final Plat Approval Text Amendment to Land Development Code X Minor Subdivision Major Subdivision Petitioner has met all documentation requirements, all external approval requirements, and all code requirements, except for the following: VOTE FOR AGAINST COMMENTS Bishop X Borkowski X Motion to approve with two changes Bramble X Second Callahan X Marion X McNaughton X Parks Chair The Planning Commission recommends: ® Approval ❑ Denial n Continued Planning Commission Chair: Date: Planning &Zoning Manager: � ► • 16*" Date: 3-21 -A 3 20130912CityCouncilPacket 153 of 199 20130906/jrl ORDINANCE NO. 33-2013 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND, GEORGIA RELATING TO SECTION 5-010,PERMITS REQUIRED FOR CONSTRUCTION WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island, Georgia, and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof, and WHEREAS, the governing authority desires to adopt ordinances under its police, zoning, and home rule powers, and WHEREAS, the City of Tybee Island desires to amend Sec. 5-010, Permits required for construction, so as to clarify its terms; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island that Sec. 5- 010 is amended as reflected below as follows: SECTION 1 That Section 5-010 will be codified and which will read as follows: Sec.5-010. Permits required for construction. The following is a list of permits needed for construction of a building or structure or the movement of a building or structure that may be needed for any type of land development in the city. Homeowner Affidavit. Prior to issuing any permit, the City of Tybee Island may require a notarized Homeowner Affidavit to document compliance with O.C.G.A. § 43-41-17. (A)Building permit. A building permit is required prior to commencement of any work on any structure. All building permits seeking to expand the exterior of any existing structure or seeking to construct any new structure must be accompanied by a valid survey depicting, among other things, the present location of all property lines and structures then on the property. See also Section 9-030(A). The following applications for permits require a survey (1) Relocation Permit (2) Sign Permit (3) Accessory Structure Permit (4) Swimming Pool Permit (5) Deck,Patio or Porch Permit (6) Structure Addition Permit (7) Fence Permit (8) Well Permit (9) New Construction Permit (B)Relocation permit. A relocation permit is required any time a manufactured home, trailer, out building, house, structure, or component is moved to or from any lot or parcel within the City of Tybee Island. Electrical, mechanical and plumbing permits are not included within this permit. See Section 14-060. (C)Sign permit. Prior to the erection of a sign for either on-premises or off-premises advertising, the designated city official must first issue a permit in accordance with the Sign Regulations set forth in Article 6. Permits are required 20130912CityCouncilPacket 154 of 199 20130906/jrl for both temporary signs as well as permanent signs. (D)Demolition permit. Prior to destruction of a building, structure, or sign, a demolition permit is needed. Such permit may be attained from the designated city official. Demolition permits may require review by designated city representatives. If the building, structure, or sign proposed for demolition is a contributing historic resource, the city has 45 days to arrive at a viable alternative to demolition. See Section 14-060. (E)Electrical permit. An electrical permit is needed whenever an owner or an electrician installs or replaces any electrical wiring or fixtures with wiring involved. This permit may not be needed if a renovation building permit has already been issued on the structure. (F)Plumbing permit. A plumbing permit is needed whenever an owner or a plumber installs a new plumbing system or fixtures or replaces existing plumbing or fixtures. This permit may not be needed if a renovation building permit has already been issued on the structure. (G)Mechanical permit. A mechanical permit is needed before an owner or a licensed installer may install or replace any mechanical device such as a heating and/or cooling system for air or water. This permit may not be needed if a renovation building permit has already been issued on the structure. (H)Land clearing, disturbance or excavation permit. Regardless of the use of the land, a permit is required prior to grubbing or the clearing of trees, topsoil, or water on any parcel of land in the city. A drainage plan with supporting calculations is required prior to the issuance of any permit for all new construction. The plan and calculations shall be prepared by a professional engineer licensed by the State of Georgia to provide such services. Furthermore,there shall be no excavation or addition of soil,trees, or water until all proper permits are obtained. (I) Tree removal. A tree removal permit is required if a person intends to remove a tree or any number of trees. This permit is required regardless of any other permits obtained. See Article 7. (J) Reserved. (K)Prohibit placing materials in the marshlands.Notwithstanding any other provision of any ordinance or regulation to the contrary, no permit for building, land clearing, land filling, grubbing, or for the addition of materials to any area of "marsh," "marshlands," "coastal marshlands," "vegetated marshlands," or isolated freshwater wetlands as such terms are now or hereafter defined by the Coastal Marshlands Protection Act of 1970 (O.C.G.A. § 12-5-280 et seq.)or to any area of isolated freshwater wetlands shall be issued in the absence of a variance granted by the mayor and council subject to the strict application hereof pursuant to Section 5-090. In addition to those provisions ofArtcle 8, Flood Damage Prevention, which may be applicable, it shall be unlawful for any person or entity to place in marsh, marshland, coastal marshlands, or within the 25-foot buffer as delineated by the Georgia Department of Natural Resources as so defined any material whatsoever, in the absence of a permit issued pursuant to a variance properly granted. (L) Construction of docks, walkways, etc.; liability insurance. This subsection is intended to supplement and expressly not repeal existing provisions of the city's Code of Ordinances relating to permits required for construction, relating to building permits, regarding wetlands protection, and regarding beach dune or vegetation disturbance. All those individuals engaged in the construction or repairs of docks, walkways, marinas or marine facilities, or any other structure on or over coastal marshlands as defined in O.C.G.A. § 12-5-282(3) shall,prior to the commencement of any such construction, preparation or work provide to the city evidence of liability insurance and/or bonds and/or letters of credit specifically covering environmental and other damages. In addition, such applicant shall also provide for coverage in the nature of a performance bond, where bonds and letters of credit are acceptable, as good faith of work completion to all applicable standards and regulations and shall further include the cost of removal of any equipment, debris or materials of any nature not removed by the dock-builder. When a bond or letter of credit is used for the purposes described herein such bond or letter of credit shall be issued to the benefit of either the city or the owner of the property depending upon the circumstances and the designated city official shall be authorized to determine to whom the bond or letter of credit should be payable. 20130912CityCouncilPacket 155 of 199 20130906/jrl The amount of insurance, bond, or letter of credit shall be based on the nature, scope and cost of the anticipated work and shall take into consideration the potential consequences of spills, removal of equipment, debris or materials and other risk and shall be in such amount as is set by the designated city official. Including but not limited to fuel spills, fires, submersions of equipment and building supplies, etc., all dock-builders shall be required to report immediately any accidents, casualties or events which occur in connection with activities provided for in this subsection and which are likely to cause damage or which may cause damage to property, persons,the environment or coastal marshlands Any violation of this subsection shall subject the offender to punishment under Section 5-160. SECTION 2 The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS_DAY OF , 2013. MAYOR 20130912CityCouncilPacket 156 of 199 20130906/jrl ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2013/33-2013—Sec 5-010 permits required for construction fr DO 08.27.13 20130912CityCouncilPacket 157 of 199 20130906/jrl Sec. 5-010. Permits required for construction. The following is a list of permits needed for construction of a building or structure or the movement of a building or structure that may be needed for any type of land development in the city. Homeowner Affidavit. Prior to issuing any permit the City of Tybee Island may require a notarized Homeowner Affidavit to document compliance with O.C.G.A. § 43-41-17. (A)Building permit. A building permit is required prior to commencement of any work on any structure. All building permits seeking to expand the exterior of any existing structure or seeking to construct any new structure must be accompanied by a valid survey depicting, among other things, the present location of all property lines and structures then on the property. See also Section 9-030(A).The following applications for permits require a survey: (1) Relocation Permit (2) Sign Permit (3) Accessory Structure Permit (4) Swimming Pool Permit (5) Deck, Patio or Porch Permit (6) Structure Addition Permit (7) Fence Permit (8) Well Permit (9) New Construction Permit (B)Relocation permit. A relocation permit is required any time a manufactured home, trailer, out building, house, or structure is moved from any location to any lot or parcel within the city limits. Buildings used for the purpose of storage only with no need for eleetrieity or plumbing are exempt from this requirement. A relocation permit is required any time a manufactured home, trailer, out building, house, structure, or component is moved to or from any lot or parcel within the City of Tybee Island. Electrical,mechanical and plumbing permits are not included within this permit. See Section 14-060. (C)Sign permit. Prior to the erection of a sign for either on-premises or off-premises advertising, the administrator designated city official must first issue a permit in accordance with the sSign(Regulations set forth in aArticle 6. Permits are required for both temporary signs as well as permanent signs. (D)Demolition permit. Prior to destruction of a building, structure, or sign, a demolition permit is needed. Such permit may be attained from the city code enforcement department designated city official.Demolition permits may require review by designated city representatives. If the building, structure, or sign proposed for demolition is a contributing historic resource,the city has 45 days to arrive at a viable alternative to demolition. See Section 14-060. (E)Electrical permit. An electrical permit is needed whenever an owner or an electrician before installsirzg or replaces any electrical wiring or fixtures with wiring involved. This permit is may not be needed if a relocation yr renovation building permit has already been issued on the structure. (F)Plumbing permit. A plumbing permit is needed whenever an owner or a plumber installs a new plumbing system or fixtures in an existing structure or replaces existing plumbing or fixtures. This permit is may not be needed if a relocation or renovation building permit has already been issued on the structure. (G)Mechanical permit. A mechanical permit is needed before an owner or a licensed installer may install or replace any mechanical device such as a heating and/or cooling system for air or water. This permit is may not be needed if a releeation-or renovation building permit has already been issued on the structure. (H)Land clearing, disturbance or excavation permit. Regardless of the use of the land, a permit is required prior to grubbing or the clearing of trees, topsoil, or water on any parcel of land in the city. A drainage plan with supporting calculations is required prior to the issuance of any permit for all new construction. The plan and calculations shall be prepared by a professional engineer licensed by the sState of Georgia to provide such services. Furthermore, there 20130912CityCouncilPacket 158 of 199 20130906/jrl shall be no excavation or addition of soil, trees, or water until all proper permits are obtained. This permit is not (I) Tree removal. A tree removal permit is required if a person intends to remove either a tree or any number of trees •. • - •. . . - . - -. :. This permit is required regardless of any other permits obtained. See Article 7. (J) Reserved. (K)Prohibit placing materials in the marshlands.Notwithstanding any other provision of any ordinance or regulation to the contrary,no permit for building, land clearing, land filling, grubbing, or for the addition of materials to any area of "marsh," "marshlands," "coastal marshlands," "vegetated marshlands," or isolated freshwater wetlands as such terms are now or hereafter defined by the Coastal Marshlands Protection Act of 1970 (O.C.G.A. § 12-5-280 et seq.)or to any area of isolated freshwater wetlands shall be issued in the absence of a variance granted by the mayor and council subject to the strict application hereof pursuant to sSection 5-090. In addition to those provisions of article V, chapter 22 of the City Code Article 8, Flood Damage Prevention, which may be applicable, it shall be unlawful for any person or entity to place in marsh, marshland, coastal marshlands, or within the 25-foot buffer as delineated by the Georgia Department of Natural Resources as so defined any material whatsoever,in the absence of a permit issued pursuant to a variance properly granted. (L) Construction of docks, walkways, etc.; liability insurance. This subsection is intended to supplement and expressly not repeal existing provisions of Tybee'a the city's Code of Ordinances relating to permits required for construction, relating to building permits, regarding wetlands protection, and regarding beach dune or vegetation disturbance. All those individuals engaged in the construction or repairs of docks, walkways, marinas or marine facilities, or any other structure on or over coastal marshlands as defined in O.C.G.A. § 12-5-282(3) shall,prior to the commencement of any such construction, preparation or work provide to the city of Tybee b land evidence of liability insurance and/or bonds and/or letters of credit specifically covering environmental and other damages. In addition, such applicant shall also provide for coverage : -:. -. .. . . :. . -- -- . _ : in the nature of a performance bond, where bonds and letters of credit are acceptable, as good faith of work completion to all applicable standards and regulations requiring the completion of the work • .-- . . : _. ... _ • - -- -• .. : : - schedule filed with the city and shall further include the cost of removal of any equipment, debris or materials of any nature not removed by the dock-builder. When a bond or letter of credit is used for the purposes described herein such bond or letter of credit shall be issued to the benefit of either the city of Tybee Island or the owner of the property depending upon the circumstances and the 1F, iIElihg designated city official of the city shall be authorized to determine to whom the bond or letter of credit should be payable. The amount of insurance, bond, or letter of credit shall be based on the nature, scope and cost of the anticipated work and shall take into consideration the potential consequences of spills, removal of equipment, debris or materials and other risk and shall be in such amount as is set by the building designated city official . Including but not limited to fuel spills, fires, submersions of equipment and building supplies, etc., all dock-builders shall be required to report immediately any accidents, casualties or events which occur in connection with activities provided for in this subsection and which are likely to cause damage or which may cause damage to property, persons, the environment or coastal marshlands : -: •- - - .-- -- -- ;-- - - -: Any violation of this subsection shall subject the offender to punishment under sSection 5-160. 8.12.13 20130912CityCouncilPacket 159 of 199 20130906/jrl ARTICLE 5. PROCEDURES FOR ADMINISTRATION AND ENFORCEMENT CURRENT Sec. 5-010. Permits required for construction. ORDINANCE The following is a list of permits needed for construction of a building or structure or the movement of a building or structure that may be needed for any type of land development in the city. (A) Building permit. All building permits seeking to expand the exterior of any existing structure or seeking to construct any new structure must be accompanied by a valid survey depicting, among other things, the present location of all property lines and structures then on the property. (B) Relocation permit. A relocation permit is required any time a manufactured home, trailer, out building, house or structure is moved from any location to any lot or parcel within the city limits. Buildings used for the purpose of storage only with no need for electricity or plumbing are exempt from this requirement. Electrical, mechanical and plumbing permits are included within this permit. (C) Sign permit. Prior to the erection of a sign for either on-premises or off-premises advertising, the zoning administrator must first issue a permit in accordance with the sign regulations set forth in article 6. Permits are required for both temporary signs as well as permanent signs. (D) Demolition permit. Prior to destruction of a building, structure, or sign, a demolition permit is needed. Such permit may be attained from the city code enforcement department. (E) Electrical permit. An electrical permit is needed before installing any electrical wiring or fixtures. This permit is not needed if a relocation permit or building permit has already been issued on the structure. (F) Plumbing permit. A plumbing permit is needed whenever a plumber installs a new plumbing system in an existing structure. This permit is not needed if a relocation permit or building permit has already been issued on the structure. (G) Mechanical permit. A mechanical permit is needed before a licensed installer may install any mechanical device such as a heating and/or cooling system for air or water. This permit is not needed if a relocation permit or building permit has already been issued on the structure. (H) Land clearing, disturbance or excavation permit. Regardless of the use of the land, a permit is required prior to the clearing of trees, topsoil, or water on any parcel of land in the city. A drainage plan with supporting calculations is required prior to the issuance of any permit for all new construction. The plan and calculations shall be prepared by a professional engineer licensed by the state to provide such services. Furthermore, there shall be no excavation or addition of soil, trees, or water until all proper permits are obtained. This permit is not needed if a relocation permit or building permit has already been issued on the structure. (I) Tree removal. A tree removal permit is required if a person intends to remove either a significant tree or any number of trees that will result in a tree density of less than required. This permit is required regardless of any other permits obtained. (J) Reserved. (K) Prohibit placing materials in the marshlands. Notwithstanding any other provision of any ordinance or regulation to the contrary, no permit for building, land clearing, land filling or for the addition of materials to any area of "marsh," "marshlands," "coastal marshlands," "vegetated marshlands," or isolated freshwater wetlands as such terms are now or hereafter defined by the Coastal Marshlands Protection Act of 1970 (O.C.G.A. § 12-5-280 et seq.) or to any area of isolated freshwater wetlands shall be issued in the absence of a variance granted by the mayor and council subject to the strict application hereof pursuant to section 5- 090. In addition to those provisions of article V, chapter 22 of the City Code which may be applicable, it shall be unlawful for any person or entity to place in marsh, marshland, or coastal marshlands as so defined any material whatsoever, in the absence of a permit issued pursuant to a variance properly granted. (L) Construction of docks, walkways, etc.; liability insurance. This subsection is intended to supplement and expressly not repeal existing provisions of Tybee's Code of Ordinances relating to permits required for construction, relating to building permits, regarding wetlands protection, regarding beach dune or vegetation disturbance. 20130912CityCouncilPacket 160 of 199 20130906/jrl All those individuals engaged in the construction or repairs of docks, walkways, marinas or marine facilities, or any other structure on or over coastal marshlands as defined in O.C.G.A. § 12-5-282(3) shall, prior to the commencement of any such construction, preparation or work provide to the City of Tybee Island evidence of liability insurance and/or bonds and/or letters of credit specifically covering environmental and other damages. Such applicant shall also provide for coverage and/or bonds and/or letters of credit in the nature of a performance bond requiring the completion of the work if it is not performed in accordance with the anticipated completion schedule filed with the city and shall further include the cost of removal of any equipment, debris or materials of any nature not removed by the dockbuilder. When a bond or letter of credit is used for the purposes described herein such bond or letter of credit shall be issued to the benefit of either the City of Tybee Island or the owner of the property depending upon the circumstances and the building official of the city shall be authorized to determine to whom the bond or letter of credit should be payable. The amount of insurance, bond, or letter of credit shall be based on the nature, scope and cost of the anticipated work and shall take into consideration the potential consequences of spills, removal of equipment, debris or materials and other risk and shall be in such amount as is set by the building official of the city or his designee. Including but not limited to fuel spills, fires, submersions of equipment and building supplies, etc., all dockbuilders shall be required to report any accidents, casualties or events which occur in connection with activities provided for in this subsection and which are likely to cause damage or which may cause damage to property, persons, the environment or coastal marshlands and in no event shall the responsible party wait more than two hours after the occurrence of such event, casualty or occurrence. Any violation of this subsection shall subject the offender to punishment under section 5-160. (Ord. No. 2001-13, 7-12-2001; Ord. No. 2001-02, 1-11-2001; Ord. No. 2005-02, amended 4-11-2005; Ord. No. 2005-07, amended 3-3-2005; Ord. No. 2005-03, amended 3-3-2005; Ord. No. 2005-02, amended 2-4-2005; Ord. No. 2004-16, amended 1-12-2005; Ord. No. 2004-16, amended 1-12-2005; Ord. No. 2004-16, amended 1-12- 2005; Ord. No. 2001-13, amended 12-12-2001; Ord. No. 2001-02 Shore Protection, amended 4-19-2001; Ord. No. 1999-16, amended 6-4-1999; Ord. of 3-23-2006; Ord. of 1-11-2007(2); Ord. of 10-9-2008(3)) 20130912CityCouncilPacket 161 of 199 20130906/jrl 4%. it `� ' Homeowner Affidavit Date: Name: Telephone Number: Address of Project: To Whom It May Concern: I hereby certify that I am the owner of the above referenced dwelling and am requesting the right to perform the work detailed on the attached application. This is a single-family dwelling and this is (or will be, when the construction is complete) my primary, full-time, place of residence. I understand it is a violation of State law for me to hire anyone to assist me in this task. I understand that any violations of this agreement will be just cause for the permit to be voided and legal action may be taken against me which could result in loss of electrical service (Georgia Code Title 43 Chapter 41 [O.C.G.A. §43-41-17 2007]). Signature of Owner: (do not sign until in the presence of a Notary Public) SUBSCRIBED TO AND SWORN BEFORE ME THIS DAY OF , 20 NOTARY PUBLIC My Commission Expires P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 (912) 786-4573 —FAX (912) 786-9539 www.cityoftybee.org 20130912CityCouncilPacket 162 of 199 20130906/jrl PLANNING COMMISSION CITY MANAGER Demery Bishop f Diane Schleicher Tom Borkowski "11 Marianne Bramble PLANNING &ZONING MANAGER Rob Callahan .�; " I Dianne Otto, CFM Tyler Marion, Vice Chair Itis • David McNaughton \, ATTORNEY Monty Parks, Chair Edward M. Hughes MINUTES Planning Commission Meeting August 20, 2013—7:00 p.m. Chair Monty Parks called the August 20, 2013, Tybee Island Planning Commission meeting to order. Commissioners present were Marianne Bramble, David McNaughton, Rob Callahan, Demery Bishop,Tyler Marion, and Tom Borkowski. Mr. Parks —The first order of business is the minutes of the July 16, 2013, meeting. Do I have any discussion on the minutes? [There was none.] Do I have a motion? [Mr. Bishop made a motion to approve as written; Mr. Borkowski seconded.] All those in favor please signify. [The vote was unanimous.] No disclosures or recusals. Special Review—Sherry Stipp&Cindy Sukal—21 Officers Row Ms. Otto—This is a Special Review for 21 Officers Row. In April of this year consideration was given to opening a bed & breakfast at that location and in May the City Council approved it. They are up and running and are requesting to be able to have special events as outlined in the bed & breakfast ordinance. The code section is 3-060(A)(9) and it does allow special events up to 20 people with approval by the Mayor and Council. In your packet is a narrative describing the intent for these events. They would all end by 10:00 PM. Mr. Parks—Any questions for staff? Mr. McNaughton—Has an interest in the property been conveyed to Cindy Sukal, who I believe is a resident? Ms. Otto—I noted on this application that the ownership did change from previously being Sherry and her husband to now the two sisters. We can ask the applicant when she comes forward if that has been a legal change or not. Mr. Bishop—In addition to the current parking for the residents that were previously approved at the bed & breakfast, would there be additional requirements for parking of the up to 20 individuals that might be in attendance? Ms. Otto—The section on special events does not say that you have to provide additional parking. It does require a parking plan. My conversation with one of the applicants was that her anticipation would be the same people renting the guest units will be the participants at the special events. There was no increase in parking demand. Mr. Borkowski—On these types of bed & breakfasts,food service is limited to breakfast for guests only and be served between the hours of 5 AM until noon and an afternoon snack. Under no circumstances will an alcoholic beverage license be issued. The type of events they are talking about having until 10 PM, especially if they are having a party, anniversary, or something else, I would expect that alcohol would be a part of it. How does that fit in and go along with the food stipulations for the residential bed and breakfast because this is a residential area? 1 20130912CityCouncilPacket 163 of 199 20130906/jrl Ms. Otto—The special event section of this code would foresee that a special event will have food. Because it is a residential bed & breakfast, alcohol prohibition would be in place. They could not seek an alcohol license to be able to serve beer, wine, or liquor at these special events. Mr. Borkowski—Does that limit people from loading up a truckload of stuff and bringing it in to their party? Ms. Otto—No. It would not limit a person bringing in their own alcohol. It would limit the owners of the bed & breakfast from providing alcohol to their guests. Mr. Borkowski—To me that defeats the purpose the way the code is written. Ms. Otto—That may, in your opinion, be that way. That would be as if I was on vacation, if I chose to go to the liquor store and buy some alcohol and take it with me wherever I went, it would be within my right to do so. What it is saying in the ordinance is that the City is not going to issue an alcohol license for the business to serve drinks. Mr. Borkowski—I agree if I was taking it to my condominium or hotel room. If they are not going to have a license to serve alcohol that is just a way around the ruling. I disagree with you. Ms. Bramble—Did they submit a parking plan? Ms. Otto—There is not a separate parking plan for the special event that they are requesting this evening. The same parking plan that was provided when the bed & breakfast was approved addressed the parking requirements per rental unit and for the owners. The expectation is that the same people that are parking in the spaces that are renting the guest units will be the same people participating in the special events for less than 20 people. Ms. Bramble—The bed & breakfast can house up to 20 people? Ms. Otto—There are six guest rooms; I don't know the occupancy of the beds within them. If they all had 2 people that would only be 12 people. Mr. McNaughton—If the only people participating in the special events are guests,then why would they come before us with an application for a special event? Ms. Otto—This is a specific part of that ordinance that requires approval in order to have these events. Otherwise it would not be allowed to have a gathering of the people staying at the bed & breakfast as a group activity or special event out in the yard or around the pool or wherever they chose to have the activity. Ms. Bramble—The Special Review is approving it for special event permits not to exceed 20 people at a wedding or anniversary or whatever it might be. I don't see enough parking around there. On any holiday you go around the park and you can barely go down that road. Ms. Otto—Our parking calculation would be 4 people per vehicle,you are talking 5 cars. If she has 6 rooms, she has those people in their parking spaces from having rented the rooms. Mr. Parks—Are there other questions for staff? [There were none.] Do we have anybody who represents the bed & breakfast? Cindy Sukal came forward and introduced herself. My sister, Sherry, and I have opened the bed & breakfast. Mr. Marion—Can you state the ownership of the inn? Did it indeed change hands? Can you give us an idea of what your special events will be? Will it be Christmas, holidays,weddings, or what types of events? Are these events going to 2 20130912CityCouncilPacket 164 of 199 20130906/jrl be closed or are they for a specific amount of people? Are they for profit or is it something you do out of the kindness of your heart for the people staying there? Ms. Sukal—It would be for profit. It would be a holiday party for a corporation if they rent the inn or an anniversary party if a whole family rents the inn. We are going to follow all the rules as to 20 people or less. It's not going to be wild, crazy parties because that's not what the inn is all about. It's a very quiet, peaceful atmosphere. On the ownership, Sherry has taken the steps to put my name on it and I do live there. We have 5 rooms but we sleep 12. On an anniversary there may be some people that may not be able to stay all night. We will not use any more parking places than what we have. If someone else has to park, they are going to have to park at the North Beach parking lot where there is plenty of room. It's a short walk to the inn. Ms. Bramble—You have just taken ownership of the bed & breakfast? Ms. Sukal—Yes. Ms. Bramble—Have you lived on Tybee? Ms. Sukal—A year and a half and I work at AJ's. Ms. Bramble—So you understand the seasons here? Ms. Sukal—Yes. Ms. Bramble—I'm really skeptical on this parking for special events, family parties, and people that are coming in on holidays. During the off-season I don't know if it would be a real issue for parking. I know we say 4 people per car but that is not the way it works. Everyone will come in their separate vehicle to the gathering. Ms. Sukal—The parking at North Beach is not even a block from our bed & breakfast, and there is a path and you can cut through. There could be 20 people but that is not our intention. If there are people that don't stay at the inn, they may have to park down there and we will make it very clear to anybody that is not a guest at the inn. Ms. Bramble—You point out that they are going to North Beach parking. I have already seen one time when the Art Association was having one of their art shows and I carried in some food to the art show and there were two people getting into two vehicles. When I moved my car to the far end of the park so the tourists and guests could park, I drove around the road and those two vehicles were then parked in your parking lot loading luggage. They evidently parked during the night in the Art Association's parking lot, not the North Beach parking lot. Is it clear to guests that they park in North Beach? Ms. Sukal—When was that? Ms. Bramble—This summer; it was a July show. Ms. Sukal—We were not even open yet. Ms. Bramble-There was somebody packing up there. Maybe they were staying at the other cottages that are close. Ms. Sukal—I don't know. Ms. Bramble—Parking is an issue there. 3 20130912CityCouncilPacket 165 of 199 20130906/jrl Mr. Bishop—Let me first say that having been a part of the original group that reviewed this for a bed & breakfast, it is a remarkable improvement. Having gone back subsequent to when we were first there, it truly is absolutely remarkable. What additional lighting, signage, or other types of buffering,to ensure there are no problems to the abutting landowners, are you anticipating? Ms. Sukal—We have one sign on the building which is where the sign was originally. I have no intentions of putting up any others unless it would be a small hanging sign in the front yard that maybe says Surf Song, something very small on a wrought iron post. Lighting, we have no intention of doing anything different with the lighting than what we have already. Mr. Bishop—Are there plans for any types of buffers since you have residential abutting on both sides? Ms. Sukal—We have privacy fences on both sides. We don't have any intentions of doing anything else. We have planted trees on both sides that are supposed to grow very fast and large, approximately one foot a year, so that should help too. Other than that we weren't intending on doing anything else. Mr. Bishop—Dianne,the current buffers would be consistent with what is required by the city as far as the abutting property owners for privacy, noise, and things of that nature? Ms. Otto—This code section doesn't outline any more specific buffering, it just says the word 'buffering'. What she was describing was the buffers that were required for the bed & breakfast for commercial use abutting residential uses. In my opinion they are adequate. I don't know that much more could be done. They run the full length of both sides. She has a huge front yard that is not abutting, for a long distance, any other residences. In the back is where the vehicles are parked so there wouldn't be people in that area for these special events. I am satisfied with the buffering but all of you need to be as well. Mr. Parks—Other questions for the applicant at this time? [There were none.] Do we have anybody from the public that would like to address this issue? Kevin Sofa came forward and introduced himself. I am a Tybee resident and I live in Seashore Colony. I am the president of the Seashore Colony Homeowner's Association. We didn't have enough time to canvas all of our homeowners but I was in contact with all of our board members just basically on this issue. For the record we did not oppose the new owners turning the building into a bed & breakfast. I agree you have done a great job;the place looks good. Seeing it on the web the inside looks very good too. Unfortunately I am a little bit of a pessimist here. If they are saying they are just going to do parties, graduations, and things like that, in my heart I have this feeling that it will turn into a destination wedding place where people come and rent the bed & breakfast. The bridal party will be in the bed & breakfast and the rest of the members are going to be in other places on Tybee. I can picture a beach wedding and on the grass lawn in front of the house,they will have a party tent with a band, and the caterer will be serving food, beer, and wine. Call me a pessimist but I really think that is what is going to happen here. Mr. Parks—If I lived next to that I would be concerned too. Dianne, is a tent allowed? Is a caterer with beer and wine allowed? Is a band? Ms. Otto—Yes. All of those would be allowed. Mr. Sofa—For the record, at Seashore Colony, we have Wrenwood Drive and we actually own the next 16 feet from Wrenwood Drive towards Officers Row. The Officers Row people don't actually have access to Wrenwood Drive. We do allow all of the Officers Row people to use our roads to walk to the beach, use our crossovers,we are fine and have no issues with that. For the most part we don't let them park on Wrenwood Drive. This is something we have gotten control over the last couple of years and we're not going to give it up. For the record, we would not let them use Wrenwood Drive. I've seen in the past,trucks with equipment and chairs, crossing our property to get to their property 4 20130912CityCouncilPacket 166 of 199 20130906/jrl to set up for these big events. We don't want this in our neighborhood. We don't think it is fitting in this residential neighborhood. We really think that turning a residential bed & breakfast into a party machine just doesn't fit what we are actually trying to do. I can picture every Saturday night a big wedding out on the grass. Mr. Parks—I think each event has to have a permit. Ms. Otto—No. Mr. Sofa—Once you get this permit you are covered. Who would we turn to if there is more than 20 people, if they are staying up after 10 PM? Who do we, as the homeowners in Seashore Colony, go to complain to? Mr. Parks—Tybee Police Department. Ms. Otto—Yes, for noise, parking, and more than 20 guests. Mr. Sofa—They are not going to count people. Ms. Otto—Yes, we do count people. Noise, number of people, and parking would be the three items the police could address. Mr. Sofa—Thank you for your time. Walker Beeson came forward and introduced himself. I am a Tybee resident living in Seashore Colony-almost across the street from this. These people have just started this bed & breakfast and it is beautiful; we are very happy with the way it looks. We had some bad experiences with the previous bed & breakfast that was there and all of these issues that Kevin has talked about became fact. Once you open something up then it becomes our responsibility to call the police every time something isn't going right. Bringing in catering trucks doesn't fit the spirit of this ordinance which says there are no meals after breakfast. There is a separate ordinance for commercial bed & breakfasts;this is a residential bed & breakfast. Teresa Bannon came forward and introduced herself. I live next door. I am also very skeptical because when she and her sister first introduced themselves and I said that I was concerned because of the problems in the past. They assured me there would be no weddings or events and they were not going to do that. This is a large disappointment to me that they go this quickly to the events and weddings. Also, during July they rented to families and had many people there and I'm sure there wasn't enough parking. This is when you run into problems. I live next door and I did see them unload, and I'm not being critical of drinking, but they unloaded a lot of beer and they drank a lot of beer and they made a lot of noise in the pool. There were a lot of people in the pool. I was also told there wouldn't be children in the pool. There were children of every age from six months to 18. I'm just disappointed; it's not how it was presented to me in the first place. Peter Bannon came forward and introduced himself. I live at 19 Officers Row. My wife has just spoken. A lot of us have the same concerns. I would like to say that this is a rather awkward site for a bed & breakfast. It's on a crown berm; it has never had any good parking. The Planning Commission years ago,when the previous owners opened this up as a bed & breakfast, allowed them to make parking spaces on top of the crown berm which never worked. For the entire time nobody could get up there and every Crown Vic that came in bottomed out. We were picking coral rock out of our yard and I'm still picking it out of our yard. They have been very good so far about the parking. What happened was when there wasn't an owner or somebody there,which was happening with the last owner,they would just park anywhere. We have a very sensitive right of way at the end of Officers Row coming down the hill. This is an emergency right-of-way for all of those houses coming and going. If they don't strictly abide by the parking diagram that you saw, an emergency vehicle couldn't get in or out from that place. What you will hear from other people tonight is we supported the bed & breakfast as a residential bed & breakfast hoping it was going to change; there wasn't going to be 5 20130912CityCouncilPacket 167 of 199 20130906/jrl all of this activity there. They had reduced the number of rooms to five. They cut out the whole downstairs and made it the owner's living space which they had a closet as living space the last time. Everything was going just the way it was supposed to. Sherry assured us she knew all the problems with the parking and the events and there would be no such events at this bed & breakfast. We came to City Council supporting this because they had promised no events and now here we are. They fixed the problem for a residential bed & breakfast of owner occupied with the idea of this being their primary residence,they live there. They have opened some of the rooms in their home to visitors. The owners, the sister and her husband, are not going to live there. They brought her in to do this and now they have changed the ownership so I guess it is legal. I wondered about that when it was first approved that they knew the owners were never going to live there, only the sister. Walter Peck came forward and introduced himself. I live directly across the street at 119 Cedarwood Avenue. I have had some problems with picking up beer cans, drink bottles, and trash from my yard since this place opened. I have also had a noise problem, with 12 or 14 children jumping from their porch into the pool. I had an issue with the swimming pool which was filled up approximately three weeks before they put the fence up. I am a certified building inspector and I know that certainly doesn't meet the national, state, and local codes. We were promised that this wouldn't transpire back six months ago or whenever it was. This has all taken place and I have had some issues with parking already in my yard. I've had people coming in to work on their stuff, Comcast and several different ones, not just one, parking in my yard and going across the street to do their work. I have had to threaten to call the police on two or three occasions already. The littering pretty much came in one week when there was a large group from Michigan and every morning I had to police up beer cans, soft drink bottles, paper cups, and plastic cups and this went on all week. Mr. Parks—I've got a question for the people. Do you have any one person that would be willing to come up? Kevin Sofa returned to the lectern. Mr. Parks—If we were to ask them to cut back on the hours to maybe 9 PM or some other restriction, increase the buffering, is there any compromise that can be done? ` Mr. Sofa—Is that legal? Mr. Parks—We can send it to Council with recommendations,this is a Special Review. Mr. Sofa—How do you tell them what they can or can't do once you tell them they can do it? Ms. Otto—Under Special Review, conditions can be imposed by the Mayor and Council,this is not Site Plan Approval which does not allow that. If conditions were imposed, they would be bound to cooperate with this. Mr. Sofa—If what they said, when they started out here tonight, little parties, the people staying in the bed & breakfast, no extra cars, we would not have a problem with that. How do you keep it from getting into more of a commercial event? That is our concern. Mr. Parks—Do we have anybody else that would like to speak to this issue? [There were none.] Ms. Sukal—During the summer we used the home before we opened the bed & breakfast on August 1st. We used the home as a vacation rental and I was not there because we didn't have to be there. There are a number of homes on Officers Row that are vacation homes. I didn't police the property every day or anything like that. What those people did was not anything to do with me but when I'm there those kinds of things don't happen. I do know we did have issues with the parking when we were doing our construction. I just wanted everybody to know that we were not there during that time. A number of those houses are vacation rentals and it is out of our control during that time but it is not going to be anymore. We really do not want to do weddings. We may have people stay at the inn as a wedding group but we are not doing weddings and have no intentions of doing weddings whatsoever. 6 20130912CityCouncilPacket 168 of 199 20130906/jrl Mr. Parks—Are there any other questions? [There were none.] At this time I will close the public hearing. I'm open to discussion or a motion. Ms. Bramble—This is so common on Tybee because there is no residential area on Tybee that does not have seasonal rentals in the R-1 area. We are very lucky to live on Tybee and people want to come here and everybody wants to live here. Everything that she is asking for is permitted at her bed & breakfast. We don't have a lighting ordinance. Should she have a lighting plan for the special events, I think so. I think she should have a parking plan,they require that at private parking lots to have a surveyed parking plan. I think she should have this too. Mr. Parks—Actually I think she is allowed to do this after this Special Review. Ms. Bramble—As a Special Review we can ask her to have a parking plan. Mr. Parks—I believe we can send that recommendation onto Council if that is how this group so moves. Mr. Marion—This is directed to staff. Are we setting any type of precedence by taking a bed & breakfast and allowing an event option to be on the table that they could utilize for the duration of however long they are in business? Is there anybody else doing that? There are various people throughout the island that I can think of that have a bed & breakfast. Do they have events approval? Ms. Otto—There are at least one and perhaps two; I would have to check the records. I know of at least one other that has gone through this process and been approved and I believe there is a second as well. Mr. Marion—Do we have any knowledge as to historically how these ventures have fared in the other neighborhoods? Ms. Otto—I've not heard of any reports or issues. This Special Event ordinance was actually created in response to issues prior to there being an ordinance when there was a free-for-all that it wasn't a regulated activity at the bed & breakfasts and there was nothing to say they couldn't have them. By adoption of the ordinance, it did put the restriction of the number of people that can participate and it gave discretion for the city to impose hours of operation to control when they occurred, whereas before the ordinance it occurred with no regulations. Mr. Borkowski—It appears you have two different types of bed & breakfasts. One is a residential where basically the purpose and usage is for people to stay overnight in a home-like atmosphere and these are in residential areas and are expected to be quiet and honor those particular people that live around them. Then you have the other which is a bed & breakfast inn which is a more commercial type of enterprise which is designed to have parties, meetings, and stuff like that. This was voted in, and I wasn't on the commission at that time, as a residential enterprise and now it is basically being requested to change the usage of the facility in a highly residential area. I don't agree with doing that because you open it to parties where people can bring in a tent and a band. Mr. Parks—I'm sensing a motion here. Mr. Borkowski—I make a motion that we disapprove it. Mr. Bishop—I would like to redirect to staff. In the event, hypothetically, if a residential bed & breakfast has five units, two of those units would like to have a special event and three of those units are not part of the special event. If I read the Land Development Code correctly, "...small special events permitted not to exceed 20 guests." In the hypothetical that I just proposed,the two units that are going to have the special event together could have up to 20 guests. The other three that are not part of that special event could have whatever the maximum capacity of those rooms in the bed and breakfast. Let's assume they could each sleep four which is an additional 12 individuals that could be on site not affiliated with the special event. The two that are affiliated would then have up to the maximum of 20, including the 7 20130912CityCouncilPacket 169 of 199 20130906/jrl guests staying at the bed and breakfast, so potentially, as I am interpreting this, there could be an excess of 30 individuals at the bed & breakfast on a given day. To me,that possibly violates the spirit and intention of the "...not to exceed 20 guests", is that correct? Ms. Otto—Yes,your description is potentially correct. The special event activity could not have more than 20 but there could be other guests staying at the bed & breakfast that are not participating. Mr. Bishop—Or attending the special event and not necessarily staying there, is that correct? Ms. Otto—Correct. Mr. Bishop—If you had one room with two people for a special event with eighteen invitees and the other four rooms are occupied by four non-special event attendees,that is sixteen additional. We could very quickly and easily exceed 20 guests on premises, so that does take us beyond the scope of limiting it to 20 people. Ms. Otto—The intent is not saying there wouldn't be more than 20 people at the property, it's saying there wouldn't be more than 20 people at the event. Mr. Bishop—With those additional people attending at that location,there could be additional noise, litter, and requirements for parking elsewhere other than the premises. Ms. Otto—Theoretically, yes. Ms. Bramble—I second the motion. Mr. Parks—I thought when we were reviewing it was 20 guests at the bed and breakfast. If there were 12 other people in the rooms, and one room wanted a special event,they could have eight. Ms. Otto—No. Mr. Parks—Theoretically if there are five rooms and each wants to have 20,that's probably taking the argument to the extreme, but that's 100 people. I thought when we were discussing this that there were 20 people on site. Ms. Otto—The 20 people at a special event is a limited number of people. There are not a limited number of people staying in the five guest rooms. Mr. Parks—Is there any other discussion? [There was none.] I have a motion to deny and a second. All those in favor please signify. [Vote was unanimous.] Site Plan Approval—78 Van Horn—Consideration of new public safety facility Ms. Otto—This location at 78 Van Horn is construction proposed in the parking lot adjacent to the current police department. It would be a phased plan to get under construction and then demolition for the existing police department. It is before you with the City of Tybee Island as petitioner. This is on city property and is zoned R-1 and is in the North End Overlay. The plan before you is a site plan and it does show all required parking spaces onsite and does provide for three trees that need to be removed. Your staff report outlines some of the other finer points of this. Mr. Callahan—Are they going to need an interim parking plan? Ms. Otto—It is not required that they provide an interim parking plan. Knowing what they are going to be up against I'm sure other city properties will be used for the storage of equipment and vehicles. 8 20130912CityCouncilPacket 170 of 199 20130906/jrl Mr. Parks—I appreciated the time prior to this meeting to be able to review some of the questions I had. They were answered completely and very satisfactorily. Mr. Borkowski—When is this supposed to be completed, what is the target date? Ms. Otto—Let's have the folks here speak to that. Mr. Callahan—This property is currently zoned R-1? Ms. Otto—Yes, it is. It is city owned property but it is in an R-1 zone with the North End Public overlay on top of it. Mr. Callahan—Should we change the zoning at this time? Ms. Otto—I believe the intent, when the overlay was put in place, was to allow development of these city properties under the overlay standards even though it is in the R-1 zone. The overlay is not a district; it is just an overlay on top of this zoning district. When it was adopted, it was opted to leave R-1 but put an overlay on it so the public portions of it can be developed. Ms. Callahan—It seems like R-1 is the wrong zoning for this. Ms. Otto—Granted, without the overlay this would be a challenge. Mr. Bishop—In Site Plan Approval, do we also need to have drainage plans for the property? Ms. Otto—Typically,yes. The code actually requires at the Planning Commission stage that the engineers on both sides be working towards final approval of a drainage plan and that be accepted prior to the City Council meeting. This particular project, it is anticipated when Council reviews it, if their motion is to approve it,will be contingent upon proper drainage plans being provided because they are currently not at that point where they are available. Mr. Bishop—If council approves it, will that drainage come back to us? Ms. Otto—It would not. Mr. Parks—Other questions for staff? [There were none.] Is there anyone representing this project that would like to speak? Wanda Doyle came forward and introduced herself. I am Mayor pro tern and I'm also the chairperson of our Public Safety Committee and have been for almost 4 years. Just a little background,this started in 2003 with an assessment study of the police facility and we had another one in 2007 where we had an ad hoc committee. We did another assessment study and looked at 2 locations which were Memorial Park and the existing facility. The council voted to keep it in the same location. We had public hearings and there were many disgruntled residents around Memorial Park that did not want the public safety facility in Memorial Park. We got nothing but cheers from the area where it is now. The people that live there like it there, they feel safe, and they feel comfortable. In 2010, the Mayor requested that we start a Public Safety Committee. Shirley Sessions, myself, and another council member were appointed to that committee and I have been the chair ever since. We have SPLOST funds that we hope is going to take care of this building so we don't have to borrow any money. We had many challenges. We had to get an environmental group to do borings and check to ensure there are no environmental issues because we do have a fuel tank in the ground. It had been inspected in 1994 but to be on the safe side we felt like we needed to go through that process which prolonged the process of actually getting an architect. We picked Greenline,who is represented here this evening, and they can answer any questions you have. We visited a lot of facilities but the one we always went back to was the police facility in Richmond Hill. This police facility is modeled a lot by it but if you look at the drawings from Greenline, we feel like it is 9 20130912CityCouncilPacket 171 of 199 20130906/jrl a Ft. Screven look and will fit in quite well in that area. Part of this facility will have a multi-purpose court room/Planning Commission/City Council chamber which we thought needed to be a part of this building. When we went through this process we picked Greenline Architects to design the building and we had to decide what kind of construction method we were going to use. We looked at the methods with the help of Greenline and we picked what is called 'construction manager at risk'. When we put the RFP out,we received 16 proposals and narrowed it down to 5. The group that we picked for that process is Elkins Construction and they are also in the room tonight to answer any questions. I'm here as a cheerleader just to say this has been a long time coming, I respect all of you in your position, and the sooner we can get through this Site Plan the sooner we can move on. If everything goes okay, with all of the obstacles we have been faced with, and so many infrastructures on that property,we will break ground hopefully by the first week in December. The project will take about 8 months; we will be finished around May or June. We have already had a lot of design meetings and these people are on top of their game. They have been very helpful to move this process along. We will have some type of groundbreaking and will certainly let all of you know about it. I appreciate your service to Tybee and thank you for everything you do. I would appreciate your support and cooperation in allowing us to get this approved to move forward with this public safety facility. Mr. Parks—Any questions for applicant at this time? [There were none.] Ms. Doyle—I would like for Greenline and Elkins to come up and introduce themselves. Mr. Bishop—Wanda, I want to congratulate all of you on the design and involvement. With my law enforcement career spanning over 40 years, I've had the opportunity to participate in the development of certain public safety facilities to include police departments as well as federal offices. I know the task that you had to go through over the course of the years; this doesn't happen overnight. One of the questions that I would ask, in the evidence storage area, in today's environment we are dealing with non-traditional aspects of evidence collection. With Tybee being a destination and also for being a potential target for the nuclear, biological, and chemical aspects that we have in today's criminal justice environment, is there a means by which you anticipate there would be a segregated area to handle that type of contaminated material should it be located or discovered as part of an evidence or a case? This would include HIV, any type of terroristic activities, ricin, or other things that would not put staff, other officers, and our Chatham Emergency Management individuals at risk. Douglas Roberts with Greenline Architecture came forward and introduced himself. I'm serving as the Project Manager for the job. Through our programming sessions, talking with the Chief about their needs, and touring the other facilities, that wasn't something that ever came up so at this point we haven't addressed any kind of special evidence storage. There are a few rooms in front of the evidence storage for evidence processing and receiving. At this point we are roughing in for that equipment because it is a need they don't have right away. In that evidence processing room,there will be special equipment to help make determinations. In terms of actually storing, isolating, and dealing with environmental conditions,that is not being addressed now. That would be something we certainly could look into but it hasn't been a formal part of the program for the building to this point. Mr. Bishop—The reason I bring that up is the IACP, about 2 years ago,that was one of their structural aspects on new design because of the way the law enforcement's mission has changed today. In discussions with the Chief and the Major, there certainly seems to be ample area to handle that and I think that is something that would be looked at in the evidence storage aspect just to ensure that should that happen it could be contained here and not rely on others that have those capabilities. Secondly, the sally port, is that a traditional sally port so that anyone brought in would be secured as they enter? Mr. Roberts—Yes. On the site plan, we have a one-way drive that goes around to the back of the building and would go through that sally port. There will be a security fence at the corner of the building before you get there that would limit only officers to pull through. There would be a door on each end of the sally port so they can pull in and make sure the doors are closed before they pull anyone out of the car. That is not a fully enclosed space; we are extending the roof out and then most of the sides will be a chain link structure that will be secure but it won't be enclosed conditions. 10 20130912CityCouncilPacket 172 of 199 20130906/jrl Mr. Bishop—Is it going to be secure enough not to allow ingress or egress into the administrative area? Mr. Roberts—Yes. We are planning a meeting in the next week with a security consultant to determine where we will have mag locks versus hardware, what kind of access control will we have whether it is cards,fobs, or punch codes. This is something we are still working on. Mr. Parks—I've heard discussion of this being treated as a 'when the flood comes'type building. Can you walk me through how this might help in a storm? Ms. Schleicher—It is being built to the required FEMA standards. It was always determined that if we get a hurricane category 2 that we are all leaving because there is not a building on this island that can withstand anything higher. To build something to a category 4, no one could afford. Ms. Otto—In addition to the FEMA requirement it will include the one foot freeboard that Tybee imposes. Mr. Parks—Does the one foot freeboard meet all three of the flood elevations that go through this property? Ms. Otto—There are more than three elevations. I believe they range from 11 to 17. This site doesn't have all of those on there. It will meet the required elevation for its flood zone plus one foot. John Giordano with Thomas and Hutton introduced himself. We are a sub consultant to Greenline. There are three flood zones that are on the site. We are doing the one foot freeboard above the highest flood zone that the building is in. Mr. Parks—I didn't see a total height. What is the highest spot? Mr. Giordano—On the site or the building? Mr. Parks—The building. ■ Mr. Roberts—We are setting the floor level of the building at 13 feet about grade. If you look at the building on the far left [referring to drawings],the courtroom will have the highest height; I think the ceiling height is about 17 feet. You are probably looking at 26 or 27 feet above floor level. Mr. Parks—We are below 35 feet. Mr. Roberts—Yes. Mr. Callahan—What did you say finished floor elevation was? Mr. Roberts—The finished floor is 13. On the site right now,the three flood zones are 11, 12, and 13. The 13 is in the northeast corner of the site and it barely crosses. The building is in the 11 and 12 so we are taking the 12 to be the worst case and adding the one foot of freeboard to be at 13 feet. Ms. Doyle—There will be 2 buildings that will be demolitioned. We have been working to clear the old parking meters and things out of the old ceramic building. That will be the first building which will open an area for construction and parking for these guys. The small building on the left side of the police facility will come down as well because we're going to need that room to construct the building. Once that is done,the current police facility is functional until we move into the new building and then the other one will be torn down. We will be recycling the materials; the concrete that comes down will go to Green Acres Recycling. We plan on doing as much as we can on recycling. We also know 11 20130912CityCouncilPacket 173 of 199 20130906/jrl about saving energy and we are going to incorporate as much as we possibly can that fits within our budget. We will be doing everything towards a LEED certification and be as energy efficient as possible. The other person that is on this team is John McDonald from Elkins Construction and I would like to introduce him. If you are not familiar with construction manager at risk process, and if you have questions about it, he can address that. Mr. Callahan—Can you explain what that is and confirm what I heard about an 8-month construction schedule? John McDonald came forward and introduced himself. I am with Elkins Constructors and the Construction Manager at Risk hired to build the building. The construction manager at risk is a competitive qualification based on a selection process versus a hard bid which is based on lump sum price. There is still a competitive bidding section within that project delivery but it is done on the subcontracting side. What we are here to do is help facilitate the design and make sure you are getting the most bang for your buck during the design and preconstruction period of the project. Yes,we plan on building it in 8 months but we actually think we can build it in 7 months and then use the final month of the construction period to demolish the existing police building and finish the parking lot. Mr. McNaughton—Where does the risk come in? Mr. McDonald—After the bidding period and at the end of preconstruction process, we are required to provide what is called a guaranteed maximum price. That guaranteed maximum price is a containment of the project scope and it is an insurance that you are not going to get additional costs throughout the construction as you would like a cost plus fee type of scenario. Mr. McNaughton—You would be responsible for any extra costs? Mr. McDonald—Yes. We would be responsible for any additional costs that were not related to additions requested by the owner. Ms. Bramble—I think it looks good. You are also guaranteeing the time and the subcontracting bids coming to you? Would you approve the bids or does the City Council? Mr. McDonald—We are guaranteeing the 8 months schedule;that is in our contract which is being backed by a payment performance bond. I believe incorporated into that is damages of$500 a day that is attached to that schedule so there is incentive not to go over. During the bidding process we solicit bids through the subcontracting market and collect them; it is an open book process. We would open all bids in front of the Public Safety Committee and provide a recommendation on whom to subcontract and whom to hire for each of the trades and be approved by the Public Safety Committee. Ms. Bramble—You send out all the bids to subcontractors, even to New York,that could actually send a bid that could bring a team down here to work 8 months? Mr. McDonald—There are two ways you can do it. You can prequalify subcontractors, including from the State of New York, or collect all the bids and have a selection process where you would have some of the softer criteria incorporated into the decision. You would have quality of company,their financial status, and obviously the price they are proposing to do the work. Ms. Bramble—The time clock is going to start when you break ground? Mr. McDonald—At the notice to proceed. Ms. Bramble—That is when? 12 20130912CityCouncilPacket 174 of 199 20130906/jrl Mr. McDonald—Right now it is scheduled for December 3rd Ms. Doyle—One of the things with Elkins Construction is they are very experienced and good at what they do with this construction manager at risk. We talked to them numerous times about the pre-qualifying and of using as many people in the local area as possible and they are in agreement. If some of you have time to do some reading, you might want to get a copy of their contract. It is very detailed and it does spell out everything that John is talking about. One of the reasons we went with the construction manager at risk is because Greenline recommended it and told us why. We looked at all the other processes but because once you get started on December 3rd, after seven or eight months, you are done. There is a guaranteed maximum price and we feel very comfortable with Elkins and Greenline,working together with the City, to make this work. Mr. Marion—Was there anything within the confines of the property lines that is deemed historical in nature? Ms. Doyle—I know the Historical Preservation Committee looked at this so Cullen may be able to address that. Cullen Chambers came forward and introduced himself. I am the Historic Preservation Advisor to the Tybee Island Historic Preservation Commission. We did do site visits. The buildings, built in 1937, only met one of the nine criteria for consideration for preservation relocation;they were both over 50 years of age or older. All of the other criteria were negated due to numerous changes to the buildings or overall conditions. They could not be moved and it would be cost prohibitive to rehabilitate them. They have very minimal architectural historic value. They did not meet the other nine criteria; it is not necessary to consider them. Mr. Parks—Are there any other questions? [There were none.] Is there anybody else from the public that would like to address this? [There were none.] At this time I will close the public hearing. Is there discussion or a motion at this time? Mr. Bishop—I make a motion to approve. Mr. Callahan—Second. Mr. Parks—Those in favor of approval please signify. [Vote was unanimous.] Text Amendment& Map Amendment—Section 13-015—Consideration of change of zoning district from C-2 to R-2 (7 lots between Teresa Lane and Byers Street) Ms. Otto—This item is the third of three different C-2 zoned areas that the City Council directed for staff to bring before Planning Commission and then to City Council for consideration of rezoning. The first that you dealt with was the Eagles Nest area and the second was the south side of Laurel. This third area is between Theresa Lane and Byers Street. In your packet there are 7 lots that are currently in the C-2 zone and are before you for consideration to be rezoned to R-2. This map [referring to PowerPoint] shows a clearer view of these six lots and the seventh lot has a boundary line through it so it has both C-2 with a portion of R-2 on it. All of the current owners have been notified that this is being considered. The numbers that have been assigned by staff to each lot corresponds with this table to show how we will be referring to them tonight. For example, lot 1 is the lot that I just described that has both C-2 and R-2 portions with the boundary line going through it and that is map#1 in the table. As we go through them you may have people speaking and we can identify which property their particular comments are for by the lot numbers that have been assigned. Staff received an email today that I do need to read into the record at some point. Mr. Parks—Do we have any questions for staff at this time? [There were none.] Would you like to read the email into the record? Ms. Otto—Yes. I laid a copy at your seats because this came in midday today. It is signed by Tim Cramer and Jim Peavy and was received by email at 11:38 this morning. "Dear Ms. Otto,Jim Peavy and TCC Properties, LLC object to the zoning 13 20130912CityCouncilPacket 175 of 199 20130906/jrl change on the above two adjacent lots and the attempt to rezone would be an unlawful taking without compensation and Jim Peavy and TCC Properties will take any appropriate action to protect their property rights and value. Please keep us informed." The two properties that are referenced are lots 5 and 7 which both front on Highway 80. The PIN number as provided in the original email is incorrect for one of those and I did exchange further emails with Mr. Cramer and clarified what he was describing on this diagram is lots 5 and 7 and the request would be not to change that zoning. Ms. Bramble—Was that where they were going to request a billboard-was that number 1? Ms. Otto—No, it's number 2. Ms. Bramble—One and two are empty lots? Ms. Otto—Yes. There are no devious circumstances going on here. If you recall,there was a C-2 charette that was conducted in March of 2012. The City received the final report in August of 2012 and it suggested no rezoning. There were some who participated that felt the final document was pro-commercial, pro-business and did not take into account some of the input provided by residents. Some of the owners had expressed that they were not aware they were zoned commercially and/or they desired to have the zoning changed. If you recall,the outcome for Eagles Nest was that they did want to be rezoned and that change was made. When the south side of Laurel Avenue was considered,the final determination was that no changes would be made. This is the third area for your consideration. Mr. Parks—The request for Laurel,there were people that did want the change. Did we have the option at that time of recommending that just half of the recommended properties went R-2? Ms. Otto—That would have been an option. Mr. Parks—Theoretically, this Commission can say, 5 and 7 we understand your concerns and we recommend to council 1, 2, 3, 4, and 6. Ms. Otto—Yes, which is an option. Mr. Parks—Okay. I'm not sure we all understood that when Laurel was on the table. Ms. Otto—Yes,these are each individual parcels. It would not be uncommon, looking at the zoning map,to have a zigzag boundary line between zones. Mr. Parks—Is there anybody that would like to speak to this? Joe Craft came forward and introduced himself. I live at Theresa Lane. The empty lot, number 1, I see its current zoning is R-2 but I heard yesterday it was C-2 and R-2. Is it both? Ms. Otto—It is. The boundary crosses that property. The majority of it is actually C-2. There is a code section in Article 4 that describes when a property has a boundary line crossing it,the least intensive zoning applies. Given residential versus commercial,the least intensive is the residential. Mr. Craft—So they couldn't put a 7-11 or a hot dog stand on there. Could they do commercial on that lot? Ms. Otto—I believe they would have that right even though the ordinance says the least intent; that can be subject to interpretation. To me, residential is the least intent but I believe a legal person could probably argue the opposite. This would clarify, one way or the other,the outcome for that particular lot that will be a movement of the line to either C-2 or R-2 so we don't have a line going through that property. 14 20130912CityCouncilPacket 176 of 199 20130906/jrl