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HomeMy Public PortalAbout20140424CityCouncilPacket Table of Contents 000_000_20140424Agenda 1 110_010_ICE Car Show 4 110_020_CCAR_Lights on for Tybee 2014 SEA 11 110 030 CCAR Christmas Parade 2014 SEA 18 110 040 CCAR Floatilla 2014 SEA 25 CCAR_Floatilla 2014 SEA 25 floatilla date change_email 31 120_010_Agenda Item Request - Muni Court Budget Amendment 34 120_020_Agenda Item Request - Ocean Rescue Budget Amendment 36 120_030_Agenda Request - Engineering Change Order 38 120_031_Thomas & Hiutton 39 120_032_Engineering_Thomas Hutton Fully Executed Contract 43 120_040_TAP Agenda Request -TAP Grant 54 120_041_TAP Budget - 2014 55 120_042_TAP Draft Application 56 120_043_TAP LOCATION MAP 68 120_050_Combinded Agenda E911 System Financing 69 Agenda April 24, 2014 - Emergency 911 System Loan 69 Tybee Island Quito 2 85 percent 70 Tybee Island Quote 5 percent 72 escan (8) 74 City of Tybee Island Updated ATT Capital Proposal Letter- Direct with End-User 3 18 2014 75 140_01.0_30-2014 Sec 66-135 &66-138 individual parking spaces - redlined - 04.15.. 77 140_011_30-2014 Sec 55-135 &66-138 individual parking spaces - 04.15.14 78 140_020_27A-2014 high wind redline 04.15.14 - scan 81 PROPOSED ORDINANCE WITH REDLINES 81 ARTICLE 9. BUILDING REGULATIONS 81 140_021_27A-2014 Sec 9-050(A)(7) high wind deletion 04.15.14 82 ARTICLE 9. BUILDING REGULATIONS 82 140_030_28-2014 Sec 3-080 parking space dimensions redline 03.21.14 85 140_031_28-2014 Sec 3-080(E) parking space dimensions 04.02.14 86 160_010_Action Item List - April 2014 89 Sheetl 89 160_020_STWP Update_11.06.2013 90 170 010 Ethics Commission Minutes for March 10 2014 99 AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL APRIL 24, 2014 7:00PM Please silence all cell phones during Council Meetings I. Consideration of Items for Consent Agenda 6:30PM II. Executive Session III. Call to Order and Introductions of Tybee Island Maritime Academy IV. Opening Ceremonies Call to Order: Tybee Maritime Academy Student Invocation: Tybee Maritime Academy Student Presentation of the Colors: Tybee Maritime Academy Student Pledge of Allegiance: Tybee Maritime Academy Student Announcements: Tybee Maritime Academy Student V. Call to Order — Mayor Buelterman VI. Recognitions and Proclamations 1 Volunteer Recognition VII. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council VIII. Consideration of Boards, Commissions and Committee Appointments IX. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. X. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. 1 Tom McPhee, Solomon Avenue XI. Consideration Local Requests & Applications-Funding, Special Events, Alcohol License 1 Special Event Consideration, 6th Annual I.C.E. Car Show (October 4): 7am — 3p. (14th Street Parking Lot) 2 Special Event Consideration, Lights on for Tybee (December 5): 6:30pm — 9:00pm Tybrisa/Strand 20140424CityCouncilPacket Page 1 of 101 20140417/jrl 3 Special Event Consideration, Tybee Island Christmas Parade (December 6): 1:00pm — 3:00pm. 14th Street parking lot, Tybrisa, Butler, 5th Street 4 Special Event Consideration, Tybee Floatilla: June 22 (10am — 12pm): July 20 (10am — 12pm) August 24 (fpm — 3pm): Alley 3, Stafford Promotions XII. Consideration of Bids, Contracts, Agreements and Expenditures 1 To request the City Council approve a FY14 General Fund operating budget amendment of $2,800 into the Indigent Defense budget to cover an increase in the Public Defender's rate that was not budgeted for in this fiscal year. Recommend the City Council move $2,800 from various TIPD line items to the Indigent Defense line item 100-2650-57-1008 2 To request the City Council approve a FY14 General Fund operating budget amendment of $12,000. The Ocean Rescue Department is in need of two (2) new jet skis at a cost of $24,000. One will be included in the budget for the coming FY15. They would like to be able to purchase one now, as they will need to be covered during the busy season prior to July 1, 2014. Recommend that the City Council move $12,000 from various line items to the Ocean Rescue Capital-Vehicles line item 100-6124-54-2200 3 Thomas & Hutton: Change order #1 for the engineering agreement dated April 3, 2012. Change order of $21,000 is due to additional marsh permitting required beyond the scope in the original agreement. This was identified after the wetland delineation and verification stage. The infrastructure committee recommended the change order. Funding for the change order is recommended out of the 2014 SPLOST 4 Transportation Alternative Program (TAP) through the Coastal Regional MPO: Funding for Phase II of the Marsh Hen Trail located north of Hwy 80 traveling west of Battery Row. Total construction cost - $161,453; TAP funding - $129,162.40. Grant requires a letter from the City that identifies the matching funds at time of application, 20% required matching funds - $32,290.60. Propose that the match is funded by 2014 SPLOST. Deadline for grant application is April, 2014. 5 Request for approval to obtain financing through GMA to acquire a $134,522 Emergency 911 System Equipment from AT&T for a 3 year at 2.85% or 5 year term at 3.28%. The acquisition for the new system will occur in the 2014-15 fiscal year in July and August 2014 XIII. Consideration of Approval of Consent Agenda XIV. Consideration of Ordinances, Resolutions 1 First Reading, 30-2014, Definition of Parking Space, Individual, Sec 66-135 and 66-138 2 Second Reading, 27A-2014, Technical Code Change to Sec 9-050(A) 3 Second Reading, 28-2014, Off-street Parking Requirements, Sec 3-080(E) XV. Council, Officials and City Attorney Considerations & Comments 1 Wanda Doyle a) Public Safety Building Update 20140424CityCouncilPacket Page 2 of 101 20140417/jrl 2 Barry Brown a) Off-street parking with pavers 3 Rob Callahan a) Tybee Island Maritime Youth Council 4 Paul Wolff a) Motion from Beach Task Meeting, April 17, 2014 "Contact Marlow and Company to obtain a lobbyist for the beach re-nourishment for one year only" XVI. City Managers Report 1 Action Item List 2 Short Term Work Program XVII. Minutes of Boards and Committees 1 Ethics Commission, March 10, 2014 XVIII. Executive Session 1 Discuss litigation, personnel, and real estate acquisition XIX. Possible vote on litigation, personnel and real estate acquisition discussed in executive session. XX. 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.cityoftybee.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." I ji 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." 20140424CityCouncilPacket Page 3 of 101 20140417/jrl MAYOR F: CITY MANAGER Jason Buelterman ,` t . ,r $j. Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern ! Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett r Edward M. Hughes Monty Parks 40%i kb. 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: 3/24/14 Category: Special Event Consideration Item: 6th ANNUAL I. C. E. CAR SHOW (October 4): lam—3pm (14th Street Parking Lot) Organization: I. C. E. Car Club 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 ileviner(cr�citvoftybee.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 3/16/14 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866) 786-5737 , City of Ethics www.cityoftybee.org � I` f `L��- 20140424CityCouncilPacket Page 4 of 101 201� q17/jrl ISITS'i fly TiQ r T;N ''Llr I I L'LL �:lLfil?L! MAYOR • 1O FlEU1 ' r TT\ flit hAC R /t.. Jason Buelternaaa :��` f. IRAN ±ILxa SrLlci�c i r�-c_ vrf '11*' `, °-Flit dr. 'r' i CITY COUNCIL, - CITY CLERK r y r Wanda Dole,Mayor Pro Term ;* c 4ia9444l11et- Barry Brown ,, Rob Callahan ` 1 C r` ffil-t iE1 111 Bill Garbett �,,L i;r, NT, dtti ►rd hes 4c_r,.t.i Monty Parks [>1:Cltx 1�23�' AFFI Paul Wolff CITY OF'I'Y REE ISLAND 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 keeping 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 ail 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 impacted departments. Nate: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application, Additional meetings may be required, Today's Date: `[ - f 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 /^� ,, ,� 1. Name of Event: c✓�7�'t •�'C . C#OC. S /v r \ '. Date and time of event: d 'L �C�' cam✓ ,�Q! ( ry{X,&-fl�(J',i"t i V f I� 1 . Setup: Date/Time period - / l Breakdown: Date/Time period 3 4 IA 3. Location(s): 9A-n-14--Iv 161 LOT 0rid -5 4 c(p. ©F ©C:d10 vi ave-F ei A site plan of the event area drawn to scale and depicting all event structures is required at time of application 1+ .. k= submittal. A Letter of Permission(LOP)from Georgia Department of Natural Resources(htto://coastalgadnr.org/senderneii} is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side 1 parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation without t an LOP as noted. F1 /� f7 �� Organization: � C� � (� L.� � n ❑Commercial? cl n-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) C' �'`r Phone number and/or website for public event information: ("i 54) 0-a - 1 S f • I,If et/e4 6 p124 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. Organizer/Applicant: 57-eve Kr -4O E-/ ., Address: I l l /-IO,L/ ©4N L-/4-14 /' City: I/tli I Yl p x1 -5L.. ,I'7 State: LJ/ Zip: 3/_y/0 Contact Phone: -!.!-t0,J 10 — '1 I Email: * l� 11 -.� , JO). tOek) Organizer/Applicant listed above must be in attendance and readily available for the duration of the ev-nt. P.O.Box 2749-4(13 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 r�rrrr°.cIt nfhr'hee.urg 20140424CityCouncilPacket Page 5 of 101 20140417/jrl SECTION 2: EVENT DETAILS 1. Is this event... Zen to the public 0 Private Invitation only 1 2. Describe the event and its goals: /piI phi L /kr ,12 Qi 11 ; mifif.1 I144'15/ 1 11/10411 Foe-- Clin-4/ , ?ai' oem &Jae- /5 0,60 3. Estimated number of people to attend and what this is based on: /JV i �J ' 77,25' 4. Is there an admission fee for attendees? ❑No Yes-Fee will be: fT &C ?4 re3/2- A preliminary budget is due with application. (refer to Section 7: Financial) / s,Prat S. Have you ever done this event before? If yes,list dates and locations: f5 gJ 2 � f'',r�:sr 1P 7c44-05 dairy &i rye l ♦n Sivrrneind 6. Describe parking arrangements during event in detai: e/o-ss/ 5 w/ L L ,,vlutrL ni5A-fir Please 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: / 2• 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. 9. What plans exist for cle n up and recycling?(Disposal of grease,trash,etc.) 2 iC. e ei f It Or Lc- / ?aGc 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. GCS v5 -* c/ /Mid - Imo) C r;v,•/ On Describe sound equipment: L/if1C- /g-O/V / O SECTION 3: REFERENCES 1. Please list your previou special event and/or has ing or anization'sslexper en in producing events. I/ �f ,r r/2,-/V,� lam/ r/!'t�i/�/V C-/ .!JIG �"�-v'l4�i lei!�'/T//^` f/eigs ie �/ - P f�� .� / EitJ.�-r- r2�srT /9s �-T1 � �/ C�h��,�ia�r�r �/�e-6- 2. Please list two(2)references excluding City Officials and Staff: a. Name: E 2 1C SG/f1iC/"9127--tr Address: Phone: `, 9/2-- 9//a- b. Name: 702are, [' Address : _157 of -4/✓/ �--/ $,t/ 14 Phone: 4 Z ' (p3 J - Page 2 aft Lirry Conrail Approved:Uchruaey 14,201.3;ap t:Ater;Sepaaruber 2r02 20140424CityCouncilPacket Page 6 of 101 20140417/jr1 1 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 pi weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. yepartment of Public Works(DPW)Requests)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels Trash cans Recycling containers ��9f Port-a-lets V ` - Sweeper 6 1/4..� Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. A/79 3. ❑ Street Closures(Tybee Island Police Department[TIPD]approval required.) a. List requested streets: /V/4 4. Special parking/parking pass request(s)(Parking Service Division approval required.) IV-1/1k ()c a. Please describe: � y` (Inc. ar se ! � C ,n (6 }(A a fe4, Z(n mss 5. I Cmeia!truck parking 1 a. Please describe: � ( . S. ❑ Police Detail(T/PD approval required;staffing/equipment fees may apply)( a. Please describe: r v (If off duty police officers are hired,organizer is responsible for contra ng directly with the individual[s]and paying fees direct as agreed upon.) 7. 0 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: I (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. 0 Fireworks(TIFD,Chatham County and U.S.Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. Li Additional Security a. Please describe: Nia 11. ❑ Petting Zoo �f a. Please describe: /' 44 Page 3 nl R ('rq Cnuneii Approved:Febrnan 14,2013;updated September 2013 20140424CityCouncilPacket Page 7 of 101 20140417/jrl SECTION 4: OTHER REQUESTS(CONII (Check the boxes below and provide additional information if applicable.) 12. Cl Parade/Procession(71PD 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[21 weeks prior to event.) 14. ❑ Temporary Structure(i.e. tents,booths,stage,etc.) a. Please Please describe: _y�/� { 10\i- 10 +14 (Application for permitting of structures exceeding 10'x 1D',stages, booths and the like ore 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. /a p': Electrical needs(fees may apply) Nev / � ,/�� l 4C Lf a. Please describe: /�" T.ti / r /�r t / e +4 16. ❑ 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.) '1 � A { 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 '-‘114)4- through their office. lei ` SECTION 5: ADDITIONAL REQUIREMENTS 5tIu A non-refundable Special Events application fee is required at time of application submittal. The application will f not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee island. l ASA If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. The Organizer/Applicant Is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. 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 Agreement required. appropriate by the property owner. 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. Page 4 of S City Council Approved:February 14,2013;updated September 2013 20140424CityCouncilPacket Page 8 of 101 20140417/jrl [ SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE ` TO ADHERE TO APPLICATION 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 toss,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 negligence 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 termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights,privileges,and immuni s as .et fa i in Georgia Statutes and/or the Constitution of he State of Georgia. Organizer/Applicant's Signatur �� Date: / 5 ! rr r` � C. 1 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 departmen s): 4 ii Q . F.1i/up meeting(s) s noted: W- .- 5 ..... vii6. .. /q . _A . A AO„AL I r 1Lillr. Manager and/or Designee Date Finance Director and/or Designee Date _ ii-1 4------ - y - 9--/ Y Planning&Zoning Manager and/or Designee Date ter ,Sewe I" p.m f 1S •ervisor and I or Designee Date yi i42 � LEI t�� �� w �l �/ t _�` � �� 4/7///4 Chief of °lice a /or Designee Date Campground .nager and/o Designee Date /4/X,V77'. 17//(tflr7 Chief Fire Department and/or Designee Date Departm t.of Public Works Director and/or Designee Date COMMENTS: v v - i DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as aoplicableJ. Main Street Coordinator: Date: City Manager: Date: Page�of.5 Chy Council Approved:Febrnor1 14,21/13;epdated September 2013 20140424CityCouncilPacket Page 9 of 101 20140417/jrl i_ a -t4'A}•l _. '..,. - ..• ! 't '- F� �- A.,..-.,0,1...., b r^i0"':t rS�' 44:47.,...;', t.�r P:. -I .II ■ , „ ; iii. s stirlir- 1 / ° ,� - — � ;rte `. . ,-; tali,- irkji)214- ',- r it 1. 1r ,.i, ,- _ _ 4 w • y � 20140424CityCouncilPacket Page 10 of 101 20140417/jr1 MAYOR ►{ CITY MANAGER Jason Buelterman 04,x,_, r 4 Diane Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Sy, Rob Callahan CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks I ‘6.` 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: 3/24/14 Category: Special Event Consideration Item: LIGHTS ON FOR TYBEE (December 5): 6:30pm—9:00pm, Tybrisa/Strand Organization: _ Main Street 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 jleviner(ccityoftybee.org. *4 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 /cmortonra'�cityoftybee.org Comments: Date given to Clerk of Council 3/16/14 * * * P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 , City of , Ethics www.cityoftybee.org ss��g 4.1-��-� 20140424CityCouncilPacket Page 11 of 101 2014D2417/jr1 MAYOR CITY MANAGER Jason Buelterman 6 Diane Schleicher CITY COUNCIL `; CITY CLERK Wanda Doyle,Mayor Pro Tem * Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett ?fir )1)41-,1 Edward M.Hughes Monty Parks 44r„u Paul Wolff CITY OF TYBEE ISLAND 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 keeping 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 impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional meetings may be required. i Today's Date: April 1,2014 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 1. Name of Event: LIGHTS ON FOR TYBEE 2. Date and time of event: Friday, December 5,2014: 6:30pm—9:00pm Setup: Date/Time period 12/5: 4:00pm . Breakdown: Date/Time period 12/5: 9:30pm 3. Location(s): Tybrisa—Strand/Park of Seven Flags A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e. beach side parking lot areas, etc.)fifteen(15) business days prior to the event. The event is subject to cancellation without an LOP as noted. 4. Organization: Tybee Island Main Street ❑ Commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: www.tybeefortheholidays.com 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5, 7. Organizer/Applicant: Chantel Morton Address: PO Box 2749 City: Tybee Island State: GA Zip: _ 31328 Contact Phone: 912/844-9771 Email: cmorton @cityoftybee.org Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071—FAX (912)786-9539 20140424CityCouncilPacket wwW,MOK041org 20140417/jrl SECTION 2: EVENT DETAILS 1. Is this event... X Open to the public ❑ Private Invitation only 2. Describe the event and its goals: The goal of LOFT is to provide traditional holiday lov& excitement for residents and visitors on Tybee for residents and visitors on Tybee. 3. Estimated number of people to attend and what this is based on: 450 4. Is there an admission fee for attendees? X No ❑ Yes—Describe 5. Have you ever done this event before? If yes,list dates and locations: Yes—2008-2013 6. Describe parking arrangements during event in detail: Public parking areas to be used. . Please 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: City of Tybee Island,Tybee Island Tourism Council,traditional advertising,social media&PR 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Brenda Marion: 604-2284,Vicki Hammons: 508-1976 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) N/A 10. Please list any entertainment, bands,emcees or onsite promoters attending this event. . Musicians, dancers, balloon animal makers,face painting . Describe sound equipment: PA System SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. 2008—2013 Lights on for Tybee&Tybee Christmas Parades; Island Wide Sidewalk Sale; Third Thursdays on Tybee 2010—2014 2. Please list two(2) references excluding City Officials and Staff: a. Name: John Yarborough Address: Spanky's Beachside Phone: 786-4477 b. Name: Jim Glass Address : Tybee Island Phone: 844-0191 Page 2 of 820140424CityCouncilPacket City Council Approvea i eiruary 114,2013;updated September2013 20140417/jrl 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. X Department of Public Works(DPW) Request(s)(DPW required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones 4 4 Barricades 2 4 Traffic Barrels 2 4 Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. X Street Closures(TIPD approval required.) a. List requested streets: Tybrisa/Strand Roundabout,Tybrisa Street(parking spaces that day) 4. X Special parking request(Parking Service Division approval required.) a. Please describe: Ten parking complimentary parking passes for volunteers. 5. Cl Commercial truck parking a. Please describe: 6. ❑ Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: (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 individuals)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD, Chatham County and U.S. Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 20140424CityCouncilPacket City Council Approg>9P'eii♦#rD11,2013;updated September 2013 20140417/jrl 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. X Temporary Structure(i.e. tents, booths,stage,etc.) a. Please describe: risers to be available for dancers on Tybrisa (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. X Electrical needs(fees may apply) a. Please describe: lighting/sound equipment to be plugged into the electric box near the Tybrisa I Strand Roundabout and at the risers on Tybrisa 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. X Banner request(Permit application should be flied with Facilities Coordinator. Approval is required.) 18. 0 City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)tThe 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 5: ADDITIONAL REQUIREMENTS 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. The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event locations) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. 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 PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. 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 THE PUBLIC * If use of the Walter W. Parker Pier and Pavilion is part * certificate holder. 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. Page 4 of 8 20140424CityCouncilPacket City Council ApprolfeVY'e� atry9J1,2013;updated September 2013 20140417/jrl SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION 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 negligence 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 termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges,and immunities as set`forth in Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: .1 l 1 etL`V�_ Date: "'i 1 - /`t - 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): 114/1/ Follow up meeting(s)as noted: �-*—� Y. S, Py 1 • k r City Manager and/or Designee Date Finance(Director and/or Designee Date DA. (4,f-(4, 7 - >lr// Planning&Zoning Manager and/or Designee Date a - & .e tiPa4j?/;sartment Supervisor and/or Designee Date Chief of Police and/or Designee Date Campgrou + Manager and/or Designee Date •4/////,/qty '� . Chief of Fire Department and/or Designee Dat e Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coordinator: Date: City Manager: Date: Page 5 of 8 20140424CityCouncilPacket City Council Appro?eed9'eV r4911,2013;updated September 2013 20140417/jrl k kils,1 N. 1 qiii51'S • 3anta 1 ai iiiimminom **3., )` f Ili _...... 1,. , E. r rr it I - AIA- ., °.7 .. . L . I 41.4C L , \A tit , been ,- %it „.IN 1 s _t um , ; s 0 LIGHTS ON FOR TYBEE: December 5, 2014 This will be the sixth year of having Lights on for Tybee the first Friday of December. As a community tradition to kick off the holiday season with the lighting of the Christmas tree and activities throughout the evening, Merchants within the celebration area participate with specials and/or complementary refreshments. Each year, as attendance increases, more and more businesses are successfully encouraged to participate. We anticipate this trend to continue for the community. 20140424CityCouncilPacket Page 17 of 101 20140417/jrl MAYOR '151c, MANAGER Jason Buelterman . " 1G Diane Schleicher CITY COUNCIL CITY CLERK A. Wanda Doyle,Mayor Pro Tem Barry Brown Janet LeViner Rob Callahan ' CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks 4 Ns. 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: 3/24/14 Category: Special Event Consideration Item: TYBEE ISLAND CHRISTMAS PARADE(December 6): 1:00pm—3:00pm, 14h Street parking lot, Tybrisa, Butler, 5"' Street Organization: Main Street 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 ileviner@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: Chantel Morton, Main Street Coordinator Phone/Email: 912-844-9771 / cmorton(@cityoftybee.org Comments: Date given to Clerk of Council 3/16/14 * * P.O. Box 2749—493 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of 5 Ethics www.cityoftybee.org aa�� �Le.M 20140424CityCouncilPacket Page 18 of 101 2014�417/jrl MAYOR y¢F CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL , � CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Rob Callahan / CITY ATTORNEY Bill Garbett Ate- 41f Edward M. Hughes Monty Parks -:`4+Trrs,,,r�,x?°= Paul Wolff CITY OF TYBEE ISLAND 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 keeping 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 impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional meetings may be required. Today's Date: April 1,2014 Application Fee Submitted: N 1- , *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 1. Name of Event: TYBEE ISLAND CHRISTMAS PARADE 2. Date and time of event: Saturday, December 6: 1pm—3pm • Setup: Date/Time period 12/6 @ 11:45AM • Breakdown: Date/Time period 12/6 Cal 3:30PM 3. Location(s): Staging/Parade start at 14`h Street lot;end at the Tybee Island YMCA • A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. • A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction (i.e. beach side parking lot areas,etc.)fifteen(15) business days prior to the event. The event is subject to cancellation without an LOP as noted. 4. Organization: Tybee Island Main Street ❑Commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: www.tybeefortheholidays.com 6. If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: Chantel Morton Address: PO Box 2749 City: Tybee Island State: GA Zip: 31328 Contact Phone: 912/844-9771 Email: cmorton@cityoftybee.org Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071—FAX (912)786-9539 20140424CityCouncilPacket www?ctrdfybil@1org 20140417/jrl SECTION 2: EVENT DETAILS 1. Is this event... X Open to the public ❑ Private Invitation only 2. Describe the event and its goals: The goal of the Parade is to provide traditional holiday iov&excitement for residents and visitors on Tybee. 3. Estimated number of people to attend and what this is based on: 450 4. Is there an admission fee for attendees? X 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: Yes—2008-2013 6. Describe parking arrangements during event in detail: Public parking • Please 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: City of Tybee Island,Tybee Island Tourism Council, traditional advertising,social media&PR 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Brenda Marion: 604-2284 Vicki Hammons: 508-1976 9. What plans exist for clean up and recycling?(Disposal of grease,trash, etc.) N/A 10. Please list any entertainment, bands,emcees or onsite promoters attending this event. The Tybee Island YMCA will have their bouncy house,activities and refreshments at the YMCA while children have picture time with Santa&Mrs.Claus. • Describe sound equipment: SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. 2008—2013 Lights on for Tybee &Tybee Christmas/Holiday Parades;Island Wide Sidewalk Sale; Third Thursdays on Tybee 2010—2014 2. Please list two(2)references excluding City Officials and Staff: a. Name: John Yarborough Address: Spanky's Beachside Phone: 786-4477 b. Name: Jim Glass Address : Tybee Island Phone: 844-0191 Page 2 of 520l40424CityCouncilPacket City Council ApproFeWi lgrgrly°114,2013;updated September 2013 20140417/jrl 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. X Department of Public Works(DPW) Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones 4 4 Barricades 2 4 Traffic Barrels 2 4 Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. X Street Closures(Tybee Island Police Department[TIPD]approval required.) a. List requested streets: Parade route: 14th Street lot to end at the TI YMCA 4. X Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: Fifteen complementary parking passes for participants. 5. ❑ Commercial truck parking a. Please describe: 6. X Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: Parade route for public safety. (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.) S. El 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(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD, Chatham County and U.S. Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 20140424CityCouncilPacket City Council Approti'e e r,Pa04,2013;updated September 2013 20140417/jr1 SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 12. X Parade/Procession(TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: 14th Street to Tybrisa,, north on Butler to end at the Tvbee Island YMCA (*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 121 weeks prior to event.) 14. ❑ Temporary Structure(i.e. tents, booths,stage, etc.) a. Please describe: (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. ❑ Electrical needs(fees may apply) a. Please describe: 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. X 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.)1The 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 5: ADDITIONAL REQUIREMENTS 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. The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. 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 PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. 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. Page 4 of 8 20140424CityCouncilPacket City Council Appro ee��FP'e�rua,441l,2013;updated September 2013 20140417/jr1 SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION 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 negligence 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 termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights, privileges,and immunities as set forth in Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: /I , Date: Al- '1 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): 4(Ii f i 0 Follow up meeting(s)as noted: i—`—_' , S q , 1 C).1,J) $; ` o U Cit Manager and/or Designee Date Finance irectar and/or Designee Date , LLO.NNA---1--) C46-) Planning&Zoning Man, and/or Designee Date t S w• Sep.r ent Supervisor and/or Designee Date Li. -/ -1 Chief f Police and/or Desi nee Date Campgrou d anager and/or Designee Date Chief of Fire Department and/or Designee Date Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coordinator: Date: City Manager: Date: Page 5 of 820140424CityCouncilPacket City Council ApproPeangl? y01l,2013;updated September2013 20140417/jrl Fir • ' ra. ]^, ' . V: ' ' $14 r i - :14, ..•- - P .. a ,I ,. �� I, + 17 - F ` �� .r flit" • • 1, - ... . :at . . i4ti, ' :A :rAt, : . :1 . • . a ii_ _ ft ,tobt kli■•=1' i l .1-4-..' .1...;-.4\ __, ii , . . , _ . : _. srii 1\ 4 4 �� R am L z �Y .f i 11 ,-------k 1 mmi-- ..... ,elli ! --. . ______ . TYBEE ISLAND CHRISTMAS PARADE: December 6, 2014 This will be the fifth year of having the Tybee Island Christmas Parade the first Saturday of December. The Christmas Parade is a standing Tybee tradition during Tybee for the Holidays. The time period of the street closures for the parade is kept to a minimum with help from the city,volunteers and participants. Businesses, residents and others from neighboring communities participate in marching to spread holiday cheer with those along the route. As the parade marchers lead Mr. & Mrs. Claus from downtown to the Gym,children's excitement builds for their time with Santa and activities at the gym coordinated by the Tybee YMCA. Each year, parade participation increases and we anticipate this trend to continue. 20140424CityCouncilPacket Page 24 of 101 20140417/jrl ANAGER Jas n Buelterman ` r t - fi CITY Dine Schleicher CITY COUNCIL CITY CLERK Wanda Doyle,Mayor Pro Tern + Janet LeViner I Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett le, Edward M.Hughes Monty Parks Paul Wolff X17?Tlrxrt%° 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: 3/24/14 Category: Special Event Consideration Item: TYBEE FLOATILLA:: June 22 (10am— 12pm); July 20 (10am— 12pm); August 24 (1pm—3pm): Alley 3 Organization: Stafford Promotions 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 ilevinertcitvoftybee.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 3/16/14 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 , City of , www.cityoftybee.org ���,tl�i1—� 20140424CityCouncilPacket Page 25 of 101 20140417/jrl MAYOR _.,410.F, ES. P �, ►."Y. A, GER _ J ason Buelter rnan ;O r 4f1� ;0 1 L i j 'ejbruliiS i ieher 1 CITY COUNCIL `. %:FIEF' fl 91r. "! - 1Vanda Doyle,Mayor Pro Tern wd ?i _„-...i.. .: C',14 LL.iR4 Barre Brown =± a „, •,,�:F5._ w.,: TFR,m, pet .eViner Rob Callahan l'a 77' RF:Fti' , ORN EY` CI TI ATTBill Garhett ti T' }L Edixdi-d'l`lfu hcs s�Monty Parks *uail i,a ' F * -Hr.._.. Paul Wolff I =';3 r; 1 MCI CITY OF TYBEE ISLAND F,T_,TEi; -.'HANri:F; VI..,iii3 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 keeping 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 impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting a placation. Additional meetings may be required. Today's Date: J °2 —/v Application Fee Submitted: *A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. I SECTION 1: EVENT INFORMATION 1. .fir` ame of Event: • ' / c - `C�}0 ► e'�ate and time of event: V f_ l�r,� / Setup; Da a Time period i, t� n r C.) o Breakdown: Date /Time period 3. Location(s): -1 Sts,0 - A site plan of the everft area drawn to scale and depicting all event structures is required at time of application submittal. A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastalgadnr.ordsendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction (i.e.beach side parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation wit out an LOP as noted. lee ,t if. t j, j �, 4. Organization: / zc�7 '�,( , / �J1,� �� f� ?Cr.,l-nU7 4'-i Fri .S o Commercial? ❑ Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: c7�/. CP}� moo/ `'. 6.,. .6 'r t/ lie t [ �C`r i I 't't 6. If location and/or activities impact , erchants and/or residents:written documentation is required as noted in e ion 5. r-ri ?. Organizer/Applicant: --._ n: 4' . 11 Ai C Co” '"-- ' ` Address: 7 3 4...411 41,-3 k c 5-tree, City: i7L1r—r I i"1 State: ' 0 l Zi Contact Phone: 9i 6 6 CJ 9C?/ Email: ( JF�I rq r^t 5 rYr/ rcirto, ?c f,f Organizer/Applicant listed above must be in attendance and readily available fdrfhe duration of the event. c c er7 P.O.Box 2.749–403 Butler Avenue,Ty bee Island,Georgia 31328-2749 (912)472-5071 –FAX(912)786-9539 is w w„city o f ty bee.o r g 20140424CityCouncilPacket Page 26 of 101 20140417/0 ISECTION 2: EVENT DETAILS 1. Is this event... kOpen to the public ❑ Private Invitation only 2. D- ribe the event and its goals: (-1 "0\GA_ cd, ► (1r e.-~ Z$ it S _ P' Yo uu(L o r► • 1 i � ,u1 • 6_ 3`t:"-)1 S f i rte' l cr�-r`h I 3. Estimated number of people to attend and what this is based on: C _ " 6 C s1 r'v 4. Is there an admission fee for attendees? ❑ No Yes-Fee will be: 1 c -- 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: 1/ 5 20 a - 2 i 3 6. Describe parking arrangements during event in detail: /r ` i I ,Y1' ,J ' I iffh NI i , (— ..1 . ,, rata if,fib& 47e. 9 1 :/ / -e— A" ..-.. ! , /11[`,J Please attach a draw ng of parking plan. Organizer may be required to run a shuttle if a .:rking lot is 1 "k-- f) t�0 _i.... 1A�+ I� ` closed for the event. ,I / / a `7. List vent sponsors and marketing plan: ? . L! .✓ t a .r /' n >r4, tie- r.)-a c S j f.--`L v'tel,` - £.4 t hs S 6- ,,,--1 1 t x F qr. ^C (h J 8. List any additional contact person(s)and t it phone numbers involved in the planning of this event. 1 ,� i r1 N 4 9. What plans R ans exist for cl an up and re yclin ?(Disposal of grease,trash,etc.) t 4 L'‘J 4."1 -• ~l a=1 1` .- 1 r l�f ()) 1 0 • -eYS t 7 tr [ 10. Please list any entertainment,bands,emcees or onsit promoters attending this event. r Describe sound equipment: ISECTION 3: REFERENCES I 1. Please list your previous special event and/or hosting organization's experience in producing events. Imo. _,___ k 111 5 . 1 i-I L ' 111171 t?r� 5 de) - 6/9 r () 1 it A>• r .! jr 2. Please list two(2)references excludin ials and Staff: a. Name: J6., - i 7 4-c,, ,'1°1 Address: /2 f C- rM t t S\r ✓led 4 ( Phone: ciA j, _-2.- / -2-6(a b. Name: 1-I ,,1 //+f I�r-1 IA--I� _ Address : 3aL/ �./AC : /f)- -) �1 - j ie4—sOlf kJ Phone: ?) //,q 7/ fJ c9y Page'ofR City Council Approved:February 14.2013;updated September 2013 20140424CityCouncilPacket Page 27 of 101 20140417/jrl 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. El 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 Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. ❑ Street Closures(Tybee Island Police Department(TIPD)approval required.) a. List requested streets: 4. 0 Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: 5. ❑ Commercial truck parking a. Please describe: 6. ❑ Police Detail(TiPD approval required,staffing/equipment fees may apply) 1 &t witi locdifrk (l P 1„ �, a. Please describe: 1�p (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s] and LL's to paying fees direct as agreed upon.) udeo 7. 0 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(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD. Chatham County and U.S. Coast Guard notification/approval required Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 Cirr Cauncil.4pprared:February 14,2013;updated September 2013 20140424CityCouncilPacket Page 28 of 101 20140417/jrl SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional information if applicable.) 32. ❑ 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. '0 Amusement Rides(insurance from providing company is required no later than two[2]weeks prior to event.) 14. LI Temporary Structure(i.e. tents,booths,stage,etc.) a. Please describe: (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. ❑ Electrical needs(fees may apply) a. Please describe: 16. ❑ 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 5: ADDITIONAL REQUIREMENTS 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. The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. 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 PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. Signed Indemnification Agreement Signed Indemnification Agreement required. required and a Organizer is responsible to obtain 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 THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part certificate holder. of the event,a$1 million certificate of insurance,with * If use of the Walter W.Parker Pier and Pavilion is 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. Page 4 of 8 City Council.-Ipprored:February 14,2013;updated September 2013 20140424CityCouncilPacket Page 29 of 101 20140417/jrl Chantel Morton From: Brian Stafford <staffordpromos @gmail.com> Sent: Tuesday, March 25, 2014 10:47 AM To: Chantel Morton Subject: Re:Tybee Floatilla Dates Plans for Parking that will be detailed on www.TybeeFloatilla.com, every registration form, confirmation email, and posted on social media: Participants must obey ALL parking laws. You must park on a metered space and pay your meter. There is available parking in this order: Alley III, Fisherman's Wharf, Butler Ave., 16th Street lot, 14th Street lot. There is no parking allowed on Chatham Ave. You will receive a parking citation if you do not pay the meter. If you park illegally you run the risk of getting towed. We urge you to car pool to the Tybee Floatilla. You are allowed to park one car in the back parking lot at The Crab Shack and car pool to Alley III. The Crab Cab is available for pick up to at a discounted rate for all Floatilla participants. Their number is 912.786.CRAB On Mar 25, 2014, at 10:41 AM, Chantel Morton <cmorton(@cityoftvbee.org> wrote: Thank you for the follow up, Brian. Will you please also send my your plan for parking as we discussed? Chantel Chantel R.Morton Main Street Coordinator Click here for more information about the program. P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071 C:912/844-9771 F:912/786-9539 <image001.jpg> "Tybee Island_..your nostalgic paradise to live, do business and visit year-round" Sign up for monthly Tybee Island Main Street E-News <image003.gif> From: Brian Stafford [mailto:staffordpromosCc�gmail.coml Sent: Tuesday, March 25, 2014 10:38 AM To: Chantel Morton Subject: Re: Tybee Floatilla Dates Hey Chantel, Here is the list of the Tybee Floatilla beneficiaries from 2014: June/th: Tybee Floatilla"Float for a Cure"benefitting the Leukemia and Lymphoma Society July 20th: Tybee Floatilla"Float for Loggerheads"benefitting the Tybee Marine Science Center August 24th: Tybee Floatilla"Float for Friends"benefitting the Fresh Air home for Boys. 1 20140424CityCouncilPacket Page 30 of 101 20140417/jr1 Chantel Morton From: Chantel Morton Sent: Thursday,April 10, 2014 4:17 PM To: #Dept Heads Subject: FW: Tybee Floatilla Dates Hi Everyone. You have already signed the (proposed)Tybee Floatilla event application for June 7,July 20 and August 24. However, the organizer, Brian Stafford, needs to change the June 7 date to June 22. Please let me know before Monday,April 14 if you have any concerns with this new proposed June date of the 22"d Thank you. Chantel Chantel R.Morton Main Street Coordinator Click here for more information about the program. P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071 C:912/844-9771 F:912/786-9539 Become a "FB fan"... A3JEt ;Ate I rend rcotgto Tybee Island...your nostalgic paradise to live, do business and visit year-round" EISign up for monthly Tybee Island Main Street E-News Pr;vac y.Lry. E`SafeSubscribe 1 20140424CityCouncilPacket Page 31 of 101 20140417/jrl 2014 Tybee Floatilla dates. Sunday, June 22, loam: Float for a Cure (benefiting the Leukemia & Lymphoma Society of Savannah, GA) Sunday, July 20th, loam: Float for Loggerhead (benefiting the Marine Science Center) Sunday, August 24th, fpm: Float for Friends (benefiting Tybee's Fresh Air Boys Home) By signing this form, I acknowledge that I have been made aware of the dates of the Tybee Floatilla. Vu■1\4,3A Atc . .q:frzi 3 4,4y dq/ e ,re"- �► � /cr 9 r4v ,, -, /4 rir, - 774/ /57 7 ,4, e. : ►: sIts/' /c7 3 c/' ,4l it/c-/ 74 05 ��1�, 4 rue_ ,vj( - In � /Or �l[ �. C 1U 4` C3r A_ a j n(44- 20140424CityCouncilPacket Page 32 of 101 20140417/jrl SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS 1,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 negligence 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 termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights,privileges,and immu ties as set fo in Geor:i- Statutes and/or the Constitution of the State of Georgia. r Organizer/Applicant's Signature: �,� ' ` r Q Date: '- —45 f j/ 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): S/1(/9 0 '. Follow up meeting(s)as oted:0,,,,c,- S y i", l�/ �I I — ,cif Manager and/or Designee Date Finn Director a d/or Designee Date 4-I — rLI- - Planning&Zoning Manager and/or esignee Date er&Sewe e• m-nt Supervisor and/or Designee Date x11 /2 -/-7-1 . `` -2-1--1�F Chief of ce and/or Designee Date Campgro n. 'anager and/or Designee Date N D ‘,4,_______,\,, L/ 1 i i 1 0 Chief of Fire Department and/or Designee Date Department of Public Works Director and/or Designee Date COMMENTS: Tic I 'G•^CJt,.-- /so a #4-tr:-.3 t,r,cr---•-t, u-,�c�,�/-*--t--�, 11-7.2.--x,--1-- DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL las applicable): Main Street Coordinator: Date: City Manager: Date: Page 5 of fi City Council Approved:February 14,2013;updated September 2013 20140424CityCouncilPacket Page 33 of 101 20140417/jr1 MAYOR gF CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL L \ CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett , Edward M. Hughes Tom Groover 4PorportoON 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: April 24, 2014 Item: To request the City Council approve a FY14 General Fund operating budget amendment of$2,800. Description: Budget Amendment Explanation: The Municipal Court Department is requesting approval to move $2,800.00 into the Indigent Defense budget to cover an increase in the Public Defender's rate that was not budgeted for in this fiscal year. Therefore, I recommend that the City Council move $2,800.00 from various TIPD line items(see attached budget adjustment form)to the Indigent Defense line item 100-2650-57-1008. Budget Line Item Number(if applicable): Paper Work: x_ Attached* Already Distributed To Be Handed Out at Council Meeting(by Requester) AudioNideo 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 N I i : ' •quest w'1 i postponed if necessary information is not provided. Submitted by: /4 ,d1�AL /' /,f Phone I Email: Comments: Date given to Clerk of Council * * * P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866)786-4573—FAX(866)786-5737 , City of I. Ethics www.eityoftybee.org 20140424CityCouncilPacket Page 34 of 101 20140$17/jrl O ° O O O o u O S* 0 co RR N O O oi c_ ° � O CC C m W N 0 lt) N CO O CO V CL] to z 4* C7 N r a CO m N N -1 m — al `'x a -o 3 0 m m 69 6R O G 0 O d O W O O O 4 CO DI CO UJ N! ci N 4C a m z a . 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Council Meeting Date for Request: April 24,2014 Item: To request the City Council approve a FY14 General Fund operating budget amendment of$12,000. Description: Budget Amendment Explanation: The Ocean Rescue Department is in need of 2 new jet skis at a cost of$24.000.00. One will be included in the budget for the coming fiscal FY2015. They would like to be able purchase one now, as they Will need to be covered during the busy season prior to July 1, 2014. Therefore, I recommend that the City Council move $12,000.00 from various line items(see attached budget adjustment form)to the Ocean Rescue Capital-Vehicles line item 100-6124-54-2200. 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 I j E: ' equest +e postponed if necessary information is not provided. Submitted by: f`! .n%lint * /' Phone/Email: Comments: Date given to Clerk of Council * * * P.O.Box 2749---403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866) 786-5737 t City of www.eityoftybee.org 20140424CityCouncilPacket Page 36 of 101 20140717/0 0 0 CO N 0 0 0 CO 0 0 N 0 r 0 LI O 0 N CO CO O 0 0 CO 0 0 0.7 u 0 O = 0 u7 or C) r'i U) 0 a ai a 0 - = 0 0 -0 2.2 10 CO CC CO 0) CO � CO 6. m O a 7 m Cr N r ® m N N y r N 11 r r ■ Q .3 7 7 CO CO 0 O O Ill O CO ei CI , Cl) 0 0 0 OS CV N N i IC r m z a or 4. 7. !A 04 of o d a 0. ¢ 0 a 0 0 a 0 0 a 0 0 0 0 a d a , 0 D. 0 0 0 0 0 0 0 0 0 0 0 0 0 ' o 666666666666 a 7 e 0 a� j u -0 Cl)LI 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1.1. W �c o m a 6 to Pn 0 co 0_ ea r r u7 a 0 a lx CrD U W r r r r r r CV r N N 7 N d CX r ,— e U m W 4 ❑ I ? 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RS C N U 2 `u 4.4 a i� U 0 •.d �C ao m m or 0•O 214042 CityCouncilPacket a 8 O O 8P f517 6- c m �s a ICt CO i01 17/jrl in or ° W Q U U Q <1 ii 0 r CV ci 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: 4.24.14 Item: Thomas&Hutton: Change order#1 for the engineering agreement dated,April 3,2012. Change order of$21,000 is due to additional marsh permitting required beyond the scope in the original agreement. This was identified after the wetland delineation and verification stage. The infrastructure committee recommended the change order. Funding for the change order is recommended out of the 2014 SPLOST. Paper Work: X Attached* Audio/Video Presentation** Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 4.14.14 20140424CityCouncilPacket Page 38 of 101 20140417/jrl City of Tybee Island Historic Bicycle / Pedestrian Greenway Trail Improvement Project GDOT Transportation Enhancement Project- PI #0010582 Change Order #1 - Additional Marsh Permitting General During the development of the original proposal it was not anticipated that there would be any impacts to the marsh. The only anticipated impacts were to the marsh buffers and as such the permitting of the buffer impacts were included in our original scope and fee. Through the design and permitting process, it has been determined that there will be impacts to the coastal marsh which will require permitting in addition to that which was included in the original scope of services. Below is the anticipated scope required to obtain the necessary permits for the impacts associated with construction of boardwalks over the marsh which are required for the project. Attached is a fee schedule to complete the work described below. All tasks will be billed on a time and expense basis. All additional work, not specifically stated below will be handled as additional services. United States Coast Guard Bridge Project Questionnaire Through development of the project with the City of Tybee it has been determined that the project will require installation of several low boardwalks and one high boardwalk along the trail corridor. Bridges and boardwalks across navigable waters of the U.S. require authorization from the U.S. Coast Guard (USCG). As defined by the Coast Guard for bridge permitting purposes, navigable waters includes "internal water of the United States subject to tidal influence." Since the proposed crossing is located over vegetated marsh with no traditionally navigable watercourse, the project should qualify for advanced approval from the Commandant. The CONSULTANT will prepare a USCG Bridge Project Questionnaire (BPQ) for submittal to the USCG. If the USCG determines that advanced approval is not appropriate and that a bridge permit will be required a separate contract amendment will be drafted to outline the estimated costs for that application. Coastal Marshlands Protection Committee (CMPC), Permit The project contains tidal marshlands that are regulated under the Coastal Marshlands Protection Act; the boardwalks will require a permit from the CMPC for construction. The CONSULTANT will prepare a CMPC permit application, including permit drawings, for submittal to the Georgia Department of Natural Resources-Coastal Resources Division for processing and will provide ongoing support with the agency to obtain a permit. The attached fee schedule does not include regulatory agency permit fees, which currently vary from $100.00 to $1,000.00 and will be the responsibility of the Owner. Nationwide Permit Application This task includes the preparation of a suitable conceptual site plan and if the USACE determines that the proposed activities require a Nationwide Permit, the CONSULTANT will prepare a Nationwide Permit application for submittal to USACE. The application package will include a completed Nationwide Pre-Construction Notification, brief project description, compensatory mitigation plan, and conceptual site plan and 8.5" by 1 1" permit drawings. The attached fee schedule does not include any compensatory mitigation costs, which are the responsibility of the Owner, 20140424CityCouncilPacket Page 39 of 101 20140417/jrl Review Meetings Additional meeting time has been included with this change order to facilitate attending the Infrastructure Committee Meetings. The fee included with this change order accounts for attendance at three, two hour meetings. Attendance at the meetings will coincide with significant milestones in the permitting process. Attendance at additional meetings will be handled as additional services. 20140424CityCouncilPacket Page 40 of 101 20140417/jrl City of Tybee Island Historic Bicycle/Pedestrian Greenway Trail Improvement Project Additional Marsh Permitting $ 21,000 Total Fee $ 21,000 Thomas & Hutton 1 of 2 4/1 0/2014 20140424CityCouncilPacket Page 41 of 101 20140417/jrl City of Tybee Island Historic Bicycle/Pedestrian Greenway Trail improvement Project C a '6 A L^. - U 0) W W 0 W ~ C C .5.) c4 c c c L* o Lu •` Q1 O- �1 7t d •a .O C Z c.. .0 Hour'y Rote $ 125 I $ 1251 $ 115 I $ 90 Hours FEE ITEM TASK Sub-Total Sub-Total 1 Preparation of Fermit Drawings 10 20 30 $ 2,950 2 Attendance at CMPC Hearing 8 8 $ 920 3 Coordination with Subs 2 6 8 $ 940 4 Review Meeting w/ City 6 6 $ 690 Sub-Total- Personnel 2 0 30 20 52 $ 5,501 Sub-Consultants _ RLC- USCG Bridge Project Questionnaire $ 2,500.00 X 1.15 $ 2,875 RLC - Coastal Marshland Protection Committee (CMPC) $ 8,00.00 X 1.15 $ 9,200 RLC - Nationwide Permit Application $ 2,500.00 X 1.15 $ 2,875 Sub-Total - Sub-Consultants $ 14.950 Reimbursables Printing, Travel, Materials, Reproduction (Approx 8%of Personnel Cost) $ 500.00 Total - Additional Marsh Permitting $ 21,000.00 Thomas & Hutton 2 of 2 4/10/2014 20140424CityCouncilPacket Page 42 of 101 20140417/jrl THOMAS & HUTTON 50 PARK OF COMMERCE WAY I POST OFFICE BOX 2727 SAVANNAH, GA 31402-2727 912.234.5300 W WW.THO MASAN DH UTTO N.COM April 3. 2012 Ms. Diane Schleicher City of Tybee Island 403 Butler Avenue Tybee Island, GA 31328 • Re: City of Tybee Island Historic Bicycle/ Pedestrian Greenway Trail Improvement Project GDOT PI #0010582 Letter Agreement for Services Dear Ms. Schleicher: Thank you for requesting our engineering services for City of Tybee Island Historic Bicycle/Pedestrian Greenway Trail Improvement Project. We understand that the project consists of the following: General The project generally consists of the development of an 8-ft wide, asphalt multi-use trail and expansion/retrofit of an existing concrete sidewalk along the north side of the US Hwy 80 Corridor on Tybee Island. The project begins at Byers St. and heads west approximately 5850-ft. The majority of the proposed trail is to be located on the historic Marsh Hen railroad bed. The proposed trail will provide pedestrian/bicycle connectivity from Battery Park to the existing termination of the City of Tybee Island's (the City) designated bicycle path, RV park and public parks. The project is funded with a Transportation Enhancement (TE) Grant and City matching funds: therefore, the project shall be designed, permitted and constructed in accordance with the requirements set forth by the TE Grant and by Georgia Department of Transportation (GDOT) standard specifications. Currently GDOT has contracted Moreland Altobelli (MA) to review and approve all TE documents for conformance with TE and GDOT requirements prior to GDOT approval. To help ensure the project is within budget, the design plans will be developed with a base bid and an add alternate that may be considered for construction depending on the received bids. The base bid is proposed to include the proposed trail route from Byers St. to Battery Park, approximately 3750-ft. The add alternative will extend the project further to the west along the Marsh Hen railroad bed an additional 2100-ft. Concept Validation/ Concept Report Phase The first step in the project will be to evaluate the current proposed concept route/scope limits to determine if the limits are still appropriate and can be constructed within the Owner's Initials Consultant's Initials CHARLESTON, SC I MYRTLE BEACH, SC I WILMINGTON, NC I BRUNSWICK, GA 20140424CityCouncilPacket Page 43 of 101 20140417/jrl Ms. Diane Schleicher City of Tybee island Letter Agreement for Services April 3, 2012 Page 2 project budget. As this project is located along a state route, a mandatory Concept Team Meeting is required. We will hold a Concept Team Meeting with City, GDOT and MA representatives to review the preliminary project concept and determine any special requirements or changes that may need to be considered. Once the preliminary concept is developed, a field review with the City representatives will be completed to verify preliminary concept. Additional information obtained during the field reviews will be reviewed with the City and based on comments a final updated conceptual drawing will be prepared. Any changes or alternates to the preliminary concept plan derived from the field review will be addressed and reflected within the Concept Report documents and exhibits that will be prepared and submitted to MA and GDOT. A conceptual cost estimate will be required as part of the Concept Report submittal and therefore, will be prepared and submitted to MA and GDOT for the proposed trail and associated improvements. Environmental/Special Studies Upon GDOT approval of the concept report,we will begin the Categorical Exclusion {CE) process for the project. The special studies required by GDOT for approval of the CE will be completed and submitted for review and approval. Comments from GDOT will be addressed twice per study as part of this scope. additional comments will be handled as an additional service. The required special studies and their description are listed below: • Air Quality Assessment - FHWA and GDOT require an air quality evaluation for completion of the CE document. Based on the proposed improvements an air quality assessment indicating no impacts is anticipated for this project. The document stating as such will be prepared and submitted to MA for review and approval prior to submittal to GDOT and FHWA for approval. Since this is a trail project, the scope does not include any air quality modeling. Should modeling be required for approval of the air quality assessment, it will be handled as an additional service. • Noise Assessment - GDOT requires a noise assessment for completion of the CE document. Based on the proposed improvements, it is anticipated that there will be no adverse impacts due to this project. A noise impact assessment stating cis such will be prepared and submitted to MA for review and approval prior to submittal to GDOT and FHWA for approval. Since this is a trail project, the scope does not include any noise modeling. Should modeling be required for approval of the noise assessment, it will be handled as an additional service. • Environmental UST/ Hazardous Waste Assessment - It is not anticipated that any Environmental UST 1 Hazardous Waste sites are within the project corridor. The CE document will be prepared based on this assumption. Should it be determined there are environmental UST / hazardous waste sites are within the project corridor the appropriate reports will be handled as an additional service. • History and Archaeology Report-A report investigating the presence of historical or archaeological sites and/or artifacts is required for the CE document. This report will be reviewed by FHWA, SHPO and GDOT for approval. Based on the information contained within the City's request for qualifications, it appears that there are historical or archaeological sites within this project's corridor. Upon owner's Initials C -"/"Consultant's Initials 20140424CityCouncilPacket Page 44 of 101 20140417/jrl Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services April 3, 2012 Page 3 completion of the archival research, the completed Section 106 worksheet will be submitted to MA for review and approval prior to submittal to GDOT, SHP® and FHWA for approval. If field reconnaissance and/or a full archaeology findings report in accordance with a Phase I survey will be required for the approval of the history and archaeology reports it will be completed as an additional service. • Wetland Delineation and Verification - All waters of the state (previously delineated and new) will be delineated and verified by the U.S. Army corps of Engineers {USAGE). A jurisdictional determination request will be submitted to USACE for verification. The approved jurisdictional determination will be used to determine any required buffers and/or buffer impacts. It is anticipated that there will be buffer impacts but that there will not be any wetland/marsh impacts. The cost associated with the permitting of the buffer impacts has been included. • Threatened & Endangered Species Survey - This document is required for completion of the CE document and shall include the review of information regarding known occurrences of state and federally protected species, a survey of the project corridor to determine presence and/or absence of species listed within Chatham County and preparation of the necessary report for submittal to the reviewing agencies. • Ecology Report Preparation -This document is required for completion of the CE document. Upon completion of all necessary field work, an ecology report will be prepared in accordance with the GDOT Environmental Procedures Manual. The report will include a description of jurisdictional water, threatened and endangered species, essential fish habitat, invasive species, etc. as required by GDOT. This report will be submitted to for review and approval by MA and GDOT. This section of Tybee Island has known historical, archaeological and ecological resources and at this time there are no anticipated impacts to any such resources. If during the project any work in addition to that which is described in this proposal is required, it will be handled as an additional service. Database Preparation Based on the indicated project corridor. Thomas & Hutton will perform survey services along the proposed route of the pathway.The length of the survey will be approximately 5850-ft feet beginning at Byers St. and heading west along the road shoulder and the Marsh Hen railroad bed. The survey corridor will include the railroad bed and approximately 10' beyond the toe of slope and from the centerline of the road to a distance 10' into the marsh for the portion of the proposed trail immediately adjacent to the road. It will consist of a topographic and wetland survey along the entire project corridor. The survey of the route will be completed using a combination of conventional survey equipment and Global Positioning System (GPS) technology. All wetlands and waters of the state will be located based off of flags placed in the field to demark such features. Existing property surveys along the route will be established using existing right- of-way plans, courthouse records, and monumentation located in the field during the topographic survey. The topographic survey will include location of buildings, road, sidewalks, drainage structures and surface appurtenances of underground utilities (i.e. water, gas, power, fiber optic, cable and telephone) within the project limits. Horizontal O ner's Initials Consultant's Initials 20140424CityCouncilPacket Page 45 of 101 20140417/jrl Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services April 3, 2012 Page 4 and Vertical datum for the survey will be the Georgia State Plane Grid, East Zone NAD83 (1994) and NAVD88, respectively. The base mapping will be provided to the City for review and comment once the work has been completed. While at this time it is our understanding that the City or GDOT owns all the property located within the project corridor, should areas of concern arise during the survey process, we will notify GDOT and the City of potential right of way needs. At this time it is not anticipated that any easements or right of way will be required for this project and therefore boundary surveys and easement plat preparation for individual parcels is not included in this scope of work. Survey deliverable will consist of on Autocad base file showing existing road rights- of-way and topographic and wetland information. A computerized digital terrain model will be developed using AutoCAD design software. Geotechnical Soil Survey and Pavement Recommendations It is not anticipated that a Geotechnical report will be required for approval. No cost associated with this has been included in this proposal. Design Based on the approved Concept Report, recommendations set forth in the environmental green sheet and database, the project will be designed as directed by the City using AASI-ITO guidelines and GDOT design standards for trails and pathways. It is anticipated that the trail will be constructed of asphalt for the new location and concrete for the retrofitting of the existing concrete sidewalk. The plans are anticipated to consist of grading, drainage, signing, marking, erosion control, profiles, cross sections, structures (as defined herein) and details as coordinated with the City. They will be set up to include a base bid from Byers St. to Battery Park (approx. 3750-ft) and an add alternate to extend to the west an additional 2100-ft along the Marsh Hen railroad bed. The construction drawings will be presented to the City and GDOT for review and comment at the preliminary and final levels respectively. This project will be completed in a single phase and one set of construction plans will be prepared for the project. An engineer's opinions of cost will be provided with each submittal. Comments will be addressed once for each of the submittals. Any comments addressed beyond this will be billed as an additional service. Utilities along the route will be contacted and their location and interferences will be coordinated as they are identified. We will coordinate with Georgia Power for their participation in the design and funding of the heavier duty asphalt section paralleling the existing power lines. Design for relocation of existing utilities is not anticipated and therefore is not a part of the scope for this project. The technical specifications for the project shall be the current GDOT standard specifications and any required special provisions. Lighting and landscaping services are not anticipated at this time and therefore are not included in this scope. Assistance in preparing the appropriate utility coordination letters. ADA letters, Property Agreements and Right of Way Certifications to meet the guidelines for the TE grant will be completed during the design phase. This scope includes two meetings with the City during the design process, once during preliminary plan phase and once during final plan phase. Assistance During Bidding The Engineer will assist the City during the bidding process of the project. The Engineer will prepare the bid form and a project description for use by the City in advertising and bidding the project. The Engineer will attend the pre-bid conference and assist the City in answering technical questions related to the plans. The Engineer will then review the Y Owner's Initials (-7- Consultant's Initials 20140424CityCouncilPacket Page 46 of 101 20140417/jrl Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services April 3, 2012 Page 5 bids for the project and provide a recommendation to the City regarding award of the project. Construction Services Based on the TE agreement it is the local sponsor's responsibility for construction observation and monitoring. Once the project has been awarded,we will assist the City during the construction phase of the project. We will attend the pre-construction conference for the project and review the shop drawings and monthly pay request for the project and recommend approval of these items by the City. These construction phase services are not resident construction phase services. The Engineer will make periodic site visits during the course of the construction to determine if the construction is progressing in a manner consistent with the plans and specifications for the project. In order to establish a budget for the construction phase services it was assumed the construction time for the project would be approximately 12 weeks and that the project field representative would spend on average 3 hours per week on the job site. If more time is needed, the Engineer will notify the owner and additional funds will need to be authorized by the owner to continue the construction phase services. Once construction has been completed, a final project site visit will be made and a recommendation on final payment will be sent to the City. Record drawings for the pathway will be compiled based on information supplied by the Contractor and Construction Personnel. No field surveys will be provided as a part of the record drawings but can be completed as an additional service if requested by the City. The required water quality monitoring to comply with the National Pollutant Discharge Elimination System (NPDES) will be performed by the contractor and will be included in the contractor's bid. We propose that payment for our services will be as follows: Fee or Time& Phase Fee Structure Expense Budget Concept Development Time & Expense--Budget $ 5.600.00 Environmental Time & Expense-Budget $ 21,000.00 Database Preparation Time& Expense-Budget $ 12,700.00 Design Time& Expense-Budget $ 33,300.00 Bid Assistance Time& Expense-Budget $ 3,000.00 Construction Observation Time& Expense- Budget $ 10,900.00 The above fee arrangements are on the basis of prompt payment of our invoices and the orderly and continuous progress of the Project through construction. We anticipate commencement of our work within 10 calendar days from receipt of your authorization to proceed with completion within the agreed upon time frame established with the City of Tybee Island,Thomas & Hutton,GDOT and Moreland Altobelli representatives. This proposal between The City of Tybee Island (Owner), and Thomas & Hutton Engineering Co. ("Consultant" or "Thomas & Hutton"), consisting of the Scope of Services, General Provisions, Engineering Services Rate Sheet, and this letter with authorized signatures, represents the entire understanding between you and us with respect to the Project. This agreement may only be modified in writing if signed by both of us. LtA wner's Initials Consultant's Initials 20140424CityCouncilPacket Page 47 of 101 20140417/jrl Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services April 3, 2012 Page 6 Thomas& Hutton will begin work on this project upon receipt of an executed contract. It is our understanding that no work will commence until written authorization is provided to us by you for the Project. It the arrangements set forth in these documents are acceptable to you,please sign and initial the enclosed documents in the spaces provided below and return to us. This proposal will be open for acceptance until May 3,2012,unless changed by us in writing. We appreciate the opportunity to prepare this proposal and look forward to working with you on the project. The parties agree and acknowledge that any of the parties hereto may execute this agreement by electronic signature, and the other party may rely upon such electronic signature as an original record of signature. Very truly yours. THOMAS& HU TON ENGINE O. By ' A. - James J.polins, P.E. Vice PresiOiW/Savannah Regional Manager >11-- r /,,fir By t ,� err/ Al Doyle D. Kelley. Jr., `.E. '' Principal / Project Manor,-r JJC.DDK,Jr./kts Enclosures: General Provisions Consulting Services Rate Sheet ACCEPTED: 914--k-e-- / g ,2012 B A ■ ��•�i •l�D _,,,feeir TITLE 1.kLaOwner's Initials r✓ ,C- Consultant's Initials 20140424CityCouncilPacket Page 48 of 101 20140417/jrl GENERAL PROVISIONS TO LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS b HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) HISTORIC BICYCLE/PEDESTRIAN GREENWAY TRAIL IMPROVEMENT PROJECT APRIL 3,2012 PAYMENT FOR SERVICES CONSt14JAlvr's RESPONSIEIL1TIES For services rendered.Owner shall pay Consultant as outlined in the The professional services performed under This Agreement, as Leifer Agreement for Services, deleted on the scope, shall be consistent with our engineering practices and shall incorporate federal,stale.and local regulations Payment for services on the basis of'Time&Expense"shall be paid and standards that ore applicable at the time the Consultant in accordance with the schedule of charges attached hereto. rendered his services, Project related costs for printing. reproductions, materials, and Consultant wit strive to perform services under this Agreement in a travel will be billed as reimbursable expenses. manner consistent wrth that level of care and skill ordinarily exercised by members of the profession currently practicing in the Projects will be billed monthly or at the completion of the work, area under similar conditions. No other representation, expressed whichever comes sooner, with payment due upon receipt. or impSed,and no warranty or guarantee is included or intended In Payment shalt be considered overdue after forty-five(45)days from the Agreement,or in any report,opinion.document,or otherwise. date of invoice, with interest charged al a monthly rare of 1.5 percent(!g percent annual rate). MISCELLANEOUS Consultant reserves the right to Suspend work hereunder or any other A. Opinions of Probable Costs work to be performed by Consultanl for Owner or any of its atteates under a separate agreement or agreements with Consultant in the Since the Consultant has no control over the cost of labor, event of delinquent payment by Owner to Consultant hereunder or in materials, or equipment, or over the Contractor's methods of the event of delinquent payment by Owner or its affiliates to determining prices, or over competitive bidding or market Consultant under a separate agreement or agreements. For all conditions, his opinions of probable Construction costs purposes hereof,affiliate shell mean(i)in the core of an individual,any provided for herein ore to be made on the basis of his relative of any person listed among the following. (ii) any officer, experience and quOGfiaations, These opinions represent his director.trustee,partner.manager.employee or holder of 5 percent or best judgment as te design professional familiar with the more of arty class of the voting securities at or equity interest in the construction industry. Owner;(iii)any corporation,ponnrrship.Emited liability company,trust or other entity controlling.controlled by Or under common control with the Owner; or (iv( any officer, director, trustee, partner. manager, employee or holder of 5 percent or more of the outstanding voting However,the Consultant cannot and does not guarantee that securities of any corporation. pannership. tmiled Fobely company. prapasalt, bids, or the construction cost wilt not vary From trust or other entity controlling,controlled by.or under common control opinions of probable construction costs prepared by him. with the Owner. B, CADD Files OWNERSHIP OF INSTRUMENTS OF SERVICE Information supplied to the Consultant for use on the project Al!reports.drawings,specifications.computer files,field data,notes will be in AutoCAD 2009 format or Infer version. Translation of and other documents and instruments prepared by Consultant as filet or entering data into a compatible format is beyond the instruments of service shall remain the properly of the Consultant. scope of the contract. CADD files generated by the The Consultant shoal retain oil common tow, statutory. and other Consultant will be in accordance with the Consultant's CADD reserved rights, including,without limitation,the copyrights thereto. specifications. The Consultant shall retain these records for a period of two 121 years following their completion during which period roper Copies C. emits of Liability will be mode available to the Prated Owner at reasonable limes. Services to be performed by the Consultant under this OWNER'S RESPONSIBILITIES Agreement are intended solely for the benefit of the Owner. Nothing Contained herein shall confer any rights upon or A. Access creole any duties on the part of the Consultant toward any person or persons not a party to this Agreement including,but Owner shall make provisions far the Consultant to enter upon not limited to, any contractor, subcontractor, supplier,or the public and private lands as required Iv perform such work as agents,officers,employees.insurers.or sureties of any of them. surveys and inspections in development of the Project. The Owner agrees to limit the Consultant's and Rs employees' B. Owner's Representative liability to the Owner and to still construction Contractors and Subcontractors on the project, due to the Consultant's The Owner shall designate to writing one person !a act as negligent acts, errors, or omissions. such that the total Owners Representative with respect to the work to be aggregate liability of the Consultant to those named shall not performed under this Agreement. This Representative shalt exceed 550,000 n the or the described total fee for services have complete authority to transmit instructions, receive rendered on the project described In this contract,whichever Is information, interpret, and define Owner's policy and consent greater. Tills liability cap may be ianeased by mutual decisions, with respect to the product, materials,eisuipment, consent of both parties and in exchange for additional elements. and systems pertinent to the work covered by this compensation. Agreement. D. Acts of Others C. Fees The Consultant shall not be responsible for the means, methods, techniques, sequences. or procedures of The Owner is responsible for payment of fees associated with construction selected by Contractor(s) or the safety the project. Such fees include permit review and application precautions and programs incident to the work of fees, impact fees, and Capacity lees. The Consultant will Contractor(s). Consultant shall not be responsible for the notify the Owner regarding the amount of fees and timing of failure of Contractor{s) to perform the work in accordance payment. with the Contract Documents. 1i4III" 'wner's Initials I of 2 C � Consultant's Inif als 20140424CityCouncilPacket Page 49 of 101 20140417/jrl GENERAL PROVISIONS TO LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS&HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYKE ISLAND(OWNER) HISTORIC BICYCLE/PEDESTRIAN GREENWAY TRAIL IMPROVEMENT PROJECT APRIL 3,2012 The Consultant shall not be responsible for the acts or services. Special services include services such as omissions ol any Contractor,Or tub-cOntraclor,or any ol the mechanical or electrical engineering, gealechnicel Contractor(sl', or sub-contractors' agents, or employees or exploration.underwater invesligotion,laboratory testing. any other persons (except Consultant's own employees and and inspections of samples.materials,and equipment. agents) 01 the site or otherwise performing any of the CantrOctor(sJ'work. However.nothing contained herein shall 3. Preparing la serve or Serving as a consultant or witness be construed to release Consultant from liability for failure 10 for Owner in any titigatlon,public hearing.Or other legal perform properly the duties undertaken by Consultors' in the or administrative proceeding involvrng the project. Can tract Documents. 4, Defending the issuance of any permit or certificate for The Consultant shall not be responsible for the acts.Omissions. the project. Services for the defense against third party means. methods, or specifications of ofner design actions opposing or appealing the issuance of any professionals involved in the project. Unless specifically stated permit or certificate for the Project will commence with otherwise, the Consultant's work and responsibility under this receipt of notification at the action. Contract terminates at the building pad or within Eve(5)feet of the building,whichever is greater,for any proposed building 5. Services offer completion of the Construction Phase. shown on the plans. The Owner/Architect/Contractor is such as inspections during any equipment, material. or responsible for compliance with codes, regulations, construction guarantee period and reporting observed manufacturer specifications, and construction methods discrepancies under guarantees called for in any related to the building structure. In no circumstance Is the contract for the project. Consultant responsible for any portion of the building, especially as II relates to moisture or mold. 6. II requested by Owner and agreed to in writing, a Resident Project Representative will be furnished and will E. Applications for Permits and Certificates Requested 4n Behatt Oct as directed by Consultant in order to assist in observing performance of the work of Contractor(s) of Owner Through more extensive on-site observations of the work The Owner shall indemnify and hold the Consultant harmless in progress by the Resident Project Representative. from and against any and all judgments. losses, damages, Cansultonl shall endeavor a provide eicier des in protection for the Owner against detects and deficiencies in the and expenses (including attorney fees and defense costs) work of Contractor(s). However, the furnishing ol such arising from or related to claims by third parties to challenge represenfafiOn will not make Consuttonf responsible for the issuance of permits or certificates for the Project by construction means, methods. techniques, sequences. agencies with jurisdiction in the premises Defense casts shall procedures,or for safely precautions Or programs.or for include the time and expenses of the Consultant's personnel Contractor(s), failure lo perform their work in la assist in the defense of the issuance of the permit or accordance with the Contract Documents. certificate. F. Termination J. Amendment This Agreement far Services con be amended by addenda it Either party may terminate this Agreement by seven(7) doys agreed to in writing and signed by both parties. written notice in the event of substantial failure to perform in accordance with the terms hereof by the one party through no fault of the other party. The Consultant shot be paid for services performed to the date of termination, including reimbursements then due. G. Abandoned or Suspended Work if any work performed by the Consultant is abandoned or suspended in whole or in port by the Owner, other than for default by the Consultant. the Cansullont shall be paid for services performed prior to receipt of a written notice from the Owner of such abandonment or suspension in on amount equal to work performed as of the dote at abandonment or suspension. N. Signage Owner agrees to allow Consultant to place a sign on the jab sire during construction. The sign will indicate that the COnsuliant performed site design. Cansultonl is responsible for the sign installation and removal. • I. Additional Services of Consultant IT authorized by Owner in writing. Consultant shall furnish or obtain from others, Additional Services of the following types that ore not considered normal or customary Basic Services. 1. Revising previously accepted studies. reports. design documents.or Contract Documents when such revisions ore due to causes beyond Consultants canlrot. 2. Furnish the services of special consultant for other than he CM or siructtlfQt engineering cieiined in The scope of Owner's Initials 2 cif 2 E� Consultant's Initials 20140424CityCouncilPacket Page 50 of 101 20140417/jrl an › , _' _ _ cmi E .a te) ti l i i g i G c m 0 Lia ° m j 1 4 n `R c° t °rn � El C C CA C m is q mE .. , U m i z ro O cm _ _ > •� =m a z to > } _ _ — a a E _ f - .§ gIl it 2 a L.I C m C W m — C w.Qtp ` d e p 2 e• i8.T C 8 8 w L. iL u- O - V .0 tt = v u a) E m co 1 m a ? - - - I c c ' a U_n hi a m _ 1 a N C _ ' g 3 LJ1JIJ47 n o C o ioC7 7 7 [ 7 C7 L7 c0 ..9 I t: m° m 0 co 0 . . M W O V E J J J J 141111 N r ! T a i D s m 0 03 I pa _m co N N C _ _ �7 .? s—. - -z>E, = . C C G L 8.-a. C r s ttl m N� V ti J►^ at ii T po � �_ A� m _ C rim c 0 T N s. c C p Q e .- flU- o O fifihl C ? Q7 Q an Q1 CO � y h e - v a m - . p V y a T Q C C d1 m i Q Uw m 6 m 9 C a uf, ,if, 04 U X C O a c1 = m U CO.D Q J ° _ — Sa, m 0 o m _wu7wsu7 Q ,~ .m'�, '~ ' � �6Q ¢ 1 W 4 � t o [°� ~ gyp. P c L Q 4 1 L1 111 q ` 4 w f1hi ad iL dd da Qd U U 111411 C E i w NT °' C m E f6 W t z in .8 §j :fl 42 g gl �mC �o' _ _ ii `�v'i _ T_ L_p 'b3 $ '�$ I° i8 _m m_ _ r es V7 Tar,. I"— N M V 11] [Ci Owner's Initials I Consultant's initials 2u140424CityCouncilPacket Page 51 of 101 20140417/jrl SUPPLEMENT/SPECIAL TERMS TO AGREEMENT THIS SUPPLEMENT is made and entered into this day of ,2012 and it is expressly agreed between the City of Tybee Island, Georgia(hereinafter"City")and Thomas& Hutton Engineering(hereinafter"Company") that the following special provisions control over any conflicting provisions in the original agreement: Jurisdiction and Venue. The Company agrees that any civil action, arbitration, or mediation of any dispute arising under this agreement shall take place only in Tybee Island or Savannah, Chatham County, Georgia. City and Company further agree and stipulate to the jurisdiction and venue of the United States District Court for the Southern District of Georgia, Savannah Division, the Superior Court of Chatham County, or the State Court of Chatham County over them and over any civil actions arising under the agreement. Immigration Law. The Company and all of its subcontractors will comply with the necessary requirements of all State and Federal law pertaining to the residency of its workers and will further comply with all reporting requirements required of City contractors pursuant to the grant under which proceeds are being made available to the City and expressly recognizes that any breach on its part of the reporting and other requirements under such grant will result in potential liabilities to the City and the Company will indemnify and hold harmless the City for any such damages in addition to all other indemnity obligations contained herein or the terms and condhions attached hereto. Drug Free Workplace. By accepting this order, the Company certifies that it shall provide a drug free workplace for its employees in accordance with the laws of the State of Georgia. Term of Agreement. Notwithstanding any other provision hereof or of any other document related to the agreement, the agreement shall terminate at the end of each calendar year without liability or obligation on the part of the City in any calendar year where the City has not appropriated funds for the obligations hereunder for the next calendar year. Subject thereto, the agreement will renew for each calendar year until the project is completed unless, ninety(90) days prior to the end of a calendar year, the City gives notice to the Company of its intention not to renew the agreement for the upcoming calendar year. Termination for Convenience. The City may, at any time,terminate this agreement for its convenience and without cause. Upon receipt of notice from the City of such termination for the City's convenience,the Company shall: (1) cease operations as directed by the City in the notice; (2)take actions necessary or that the City may direct for the protection and preservation of the work; and (3) except for the work directed to be performed prior to the effective date of termination stated in the notice,terminate all existing contracts and purchase orders and enter 20140424CityCouncilPacket Page 52 of 101 20140417/jrl into no further contracts and purchase orders. In the event of termination for the City's convenience, the Company shall be entitled to receive payment for all work executed. Ownership of Instruments of Service. The City shall be entitled to full ownership and rights of use of the plans prepared by Company in connection with,the work performed. Other Provisions. The provisions of the Company's terms and conditions relating to the limitation of its liability are deleted. IN WITNESS WHEREOF, the parties hereto have executed this Supplement as of the day and year first above written. THE CITY OF TYBEE ISLAND COMPANY: THOMAS & HUTTON E " •i ‘G CO. (--warc.., By: Mayor Pro I e Date: �l7-'" Date: ll ATTEST: ATTEST: erk of Council APPROVED AS TO FORM: Edward M. Hughes ! 4 City Attorney EMH/Tybee1592-Bike Trail/Supplement 05.31.12 EMH122781/Tybee Contracts/Thomas&Hutton/Supplement 05.31 12 20140424CityCouncilPacket Page 53 of 101 20140417/jrl 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: 4.24.14 Item: Transportation Alternative Program (TAP) through the Coastal Regional MPO: Funding for Phase II of the Marsh Hen Trail located north of Hwy 80 traveling west of Battery Row. Total construction cost - $161,453; TAP funding - $129,162.40. . Grant requires a letter from the city that identifies the matching funds at time of application. 20%required matching funds - $32,290.60. Propose that the match is funded by 2014 SPLOST. Deadline for grant application is April 30,2014. Paper Work: X Attached Audio/Video Presentation** Submitted by: Diane D. Schleicher, City Manager Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 4.14.14 20140424CityCouncilPacket Page 54 of 101 20140417/0 MARSH HEN TRAIL-WEST Of BATTERY ROW TAP FUNDING REQUEST CHATHAM COUNTY,GEORGIA Item No. Description Quantity ' Units Unit Price Total 163-0232 Temporary Grossing 0.1 AC $ 125.00 $ 12.50 163-0300 Construction Exit 1 EA $ 2.000.00 $ 2,000.00 165-0030 Maintenance of Temporary Silt Fence Type C 2150 LF $ 1,00 $ 2.150.00 165-0101 Maintenance of Construction Exit 1 EA $ 750.00,$ 750.00 167-1000 Water Quality Monitoring and Sampling 1 EA $ 2,000.00 $ 2,000.00 171-0030 Temporary Silt Fence Type C _ 4300 LF $ 4.00 $ 17,200.00 210-0100 Grading Complete 1 LS $ 35,000.00 $ 35.000.00 310-1101 Graded Aggregate Base Course,3")Granite) 1750 SY $ 20.00 $ 35.000.00_ 318-3000 Aggregate Surface Course IGranite Fines] 3.7 TN $ 50.00 $ 185.00 455-1000 Fitter Fabric for Stabitzation 1 750 SY $ 8.00 $ 14.000.00 700-6910 Permanent Grassing 0,2 AC $ 730.00 $ 146.00 700-7000 Agricultural Lime 0.2 TN $ 85.00 $ 17.00 700-7010 Liquid Lime '_ 1 GL $ 24.00 $ 24.00 700-8100 j Fertiizer Nitrogen Content _ 17 LB $ 3.50 $ 59.50 900-1 001 Low Timber Boardwalk[w/o Railing) 200 IF $ 130.00 $ 26.000.00 Subtotal $ 134,544.00 Contingency 120%} $ 26,908.80 Pro}ecf Total S 161,452,80 20140424CityCouncilPacket Page 55 of 101 20140417/jr1 CORE ', COASTAL REGION MPO Coastal Region Metropolitan Planning Organization Transportation Alternatives Program (TAP) APPLICATION SPRING 2014 (FY 2013 AND FY 2014 TAP FUNDING) Five hard copies and one electronic copy of the completed application are due: April 30, 2014 by 5:00 p.m. Send to: Jane Love,Transportation Planner Chatham County-Savannah Metropolitan Planning Commission 110 E. State St. Savannah,GA 31401 Contact info: 912-651-1449 lovej@a,thempc.org 20140424CityCouncilPacket Page 56 of 101 20140417/jrl CORE Transportation Alternatives Program Application,2014 COASTAL REGION MPO Coastal Region Metropolitan Planning Organization Transportation. Alternatives Program (TAP) CHECKLIST FOR APPLICANTS INHave you answered all applicable questions in the application? Has the appropriate person signed the application? ® Have you filled out the detailed budget table on the last page of this application? Have you attached a letter from your governing board or official able to commit to the local match? ® Have you attached a project location map? I I Have you attached information demonstrating the basis of your project's cost estimate? Have you attached other information that is applicable to the answers in your application(such as an executed maintenance agreement, if you said it exists)? 1 20140424CityCouncilPacket Page 57 of 101 20140417/jrl CODE Transportation Alternatives Program Application,201.4 COASTAL REGION Mp° This page is intentionally left blank. 2 20140424CityCouncilPacket Page 58 of 101 20140417/jr1 Transportation Alternatives Program Appiication,2014 COASCOREZ TAL REGION MPO Coastal Region Metropolitan Planning Organization(CORE MPO) Transportation Alternatives Program (TAP) APPLICATION 2014 Cali for Projects The Coastal Region Metropolitan Planning Organization(CORE MPO)is conducting a competitive project selection process in order to award Transportation Alternatives Program funds,provided through the act entitled Moving Ahead for Progress in the 215`Century(also known as MAP-21). • Maximum Award=$814,396(federal portion,not maximum project cost) • At least 20% of the eligible costs of the proposed project must be locally funded. (Previously incurred costs cannot be counted as part of the 20%matching the newly awarded federal funds.) The 2014 Call for Projects combines the MPO's FY 2013 and FY 2014 TAP allocations,to allow$814,396 of federal funding to be awarded in this round.The MPO may award one proposal or several.Therefore an applicant may request up to$814,396 for the federally funded portion of their proposal.The federal funding request in this application can represent no more than 80%of the total cost of the applicant's proposal. (Thus,for example,an applicant requesting all of the MPO's TAP funds in this round,and providing no more than the required 20%local match,would be submitting a proposal totaling$1,017,995.) • The MPO is not specifying a minimum request amount. Regarding administrative efficiencies,however,applicants should keep in mind that the this federal funding involves adherence to several federal requirements,as applicable, such as the National Environmental Policy Act(NEPA),prevailing wage rates(Davis-Bacon),Buy America,competitive bidding,and other contracting requirements,regardless of whether the projects are located within the right-of-way of a Federal-aid highway. For links to the MAP-2 I legislation as well as guidance and Q&As about TAP,see the web site at: http://www.fhwa.dot.gov/environment/transportation alternatives/. • Projects funded through this selection process must be located within the CORE MPO's Metropolitan Planning Area(MPA) boundary. Transportation Alternatives funding is not subject to the prohibition against use on local roads or rural minor collectors,as generally applies to Surface Transportation Program funds. • Projects,if awarded funds,should be ready to begin the funded work within the first two fiscal years of the MPO's upcoming TIP(July 1,2014—June 30,2016). CORE MPO will consider awarding TAP funds only to projects that can be programmed within the GDOT/MPO fiscal years of 2015 or 2016 upcoming FY 201 5-2018 Transportation Improvement Program (TIP). Once the project's federal funding is authorized in a certain federal fiscal year,the funds must be obligated within three years from the end of that federal fiscal year. Please see CORE MPO Transportation Alternatives Program Manual for additional Information. 3 20140424CityCouncilPacket Page 59 of 101 20140417/jrl Transportation Alternatives Program Application,2014 COASTAL REGION MPO Applicant and Project Information Eligible Entities Please indicate which type of eligible entity is the primary project sponsor: (Select one.) C) L• ocal government t J Regional transportation authority 0 T• ransit agency • Natural resource agency or public land agency O School district,local education agency,or school (public or nonprofit private) O Tribal government Other local or regional governmental entity with responsibility for oversight of transportation or 0 recreational trails that the State of Georgia determines to be eligible,consistent with the goals of subsection(c)of section 213 of title 23. Types of Eligible Projects The following are the types of eligible projects that CORE MPO will consider for TAP awards in this. round.Please indicate which categories your proposal falls under (Select as many as apply. The number of categories does not affect your project's score.) Construction,planning,and design of on-road or off-road trail facilities for pedestrians,bicyclists,or other nonmotorized forms of transportation,which can include sidewalks,bicycle infrastructure, ® pedestrian and bicycle signals,traffic calming techniques,lighting and other safety-related infrastructure,and transportation projects to achieve compliance with the Americans with Disabilities Act Construction,planning,and design of infrastructure-related projects and systems that will provide safe routes for non-drivers,including children,older adults,and individuals with disabilities to access daily needs 1 Conversion and use of abandoned railroad corridors for trails for pedestrians, bicyclists,or other nonmotorized transportation users; Community improvement activities,which can include but are not limited to: inventory,control,or riremoval of outdoor advertising;historic preservation and rehabilitation of historic transportation facilities Planning,designing,or constructing boulevards and other roadways largely in the right-of-way of former Interstate System routes or other divided highways 4 20140424CityCouncilPacket Page 60 of 101 20140417/jr1 COREr Transportation Alternatives Program Application,2014 COASTAL REGION WO Applicant Information Primary Sponsor Agency Name(i.e.agency that will manage implementation) Date City of Tybee Island 4.18.14 Street Address City,State Zip Code 403 Butler Avenue Tybee Island, GA 31328 Contact Person's Name Title Diane Schleicher City Manager Contact Person's Phone Number Contact Person's Email Address 912-472-5070 dsch@cityoftybee.org Project Manager's Name(if awarded) Title Diane Schleicher City Manager Project Overview Project Name Phase II - Marsh Hen Tail Project Location Description(please also attach a location map) Northern side of Hwy 80/S.R. 26 traveling from Battery Row west to the east side of the Lazaretto Creek Bridge County(or counties)in which project is located City(or cities),if any, in which project is Iocated Chatham Tybee Island, GA Proposal Description Summary Phase II of the Historic Bicycle/Pedestrian Greenway Trail (Marsh Hen Trail) located along the former March Hen railroad bed. The second phase will be a .5 mile long, 8 ft. wide aggregate surface made from granite fines and low timber boardwalks without railings. Total Estimated Project Cost* Federal Funds Requested under TAP Local Match $ 1 61 ,453 $ 129,162.40 $ 32,290.60 *Please also be sure to all out the Budget f3etail Table at the end of this application. 5 20140424CityCouncilPacket Page 61 of 101 20140417/jrl CORE.'; Transportation Alternatives Program Application,201.4 COASTAL REGION MPO Who is providing the local match? Name of Agency or Organization Source(e.g.particular OP fund) City of Tybee Island SPLOST Please attach a letter signed by either your governing board or an official who is able to commit to the stated local match. Has the agency that will be managing this project previously completed other federal-aid transportation projects? (Choose one) 0 0 completed federal-aid projects(STOP. You should not apply.) 0 1 completed federal-aid project 0 2 completed federal-aid projects 0 3 or more completed federal-aid projects Please list as many as three federal-aid projects completed by your agency,preferably for projects that are similar to your proposal: P.I.No. Project Name Sponsor's Project Manager 000653 Butler Avenue ADA Sidewalks Diane Schleicher 000008997 Historic Butler Pedestrian Safety Project SR 26 from CS 809/14th St to CS 804/Tybrisa Diane Schleicher What agency will maintain the project after completion? City of Tybee Island If a maintenance agreement is necessary,has it been executed? (Chose one) Y/N/NA If yes,please attach the agreement. 0 O® If the completed project will generate the need for operational funds,please describe the estimated annual cost and the status and source of funding for operations.(TAP funds will not cover operations.) The estimated annual cost will include resurfacing as required. The cost will be included in the City's annual budget for streets and parking lot maintenance. Will your project require purchase(s)or easement(s)for right-of-way(Choose one) /�L,(l�avbe Additional information: i 1( 6 20140424CityCouncilPacket Page 62 of 101 20140417/jrl Transportation Alternatives Program Application,2014 COASTAL REGION MPO If other agencies or organizations are partnering with you on this application or on implementation of your proposal,please list and describe the nature of assistance and the status of any agreements (e.g.ROW donations or easements): Or:x: : ion#1 Contact Name Contact Phone Contact Email: Status of Agreement Organization#2 Contact Name Contact Phone Contact Email: Status of Agreement Organization#3 Contact Name Contact Phone Contact Email: Status of Agreement 7 20140424CityCouncilPacket Page 63 of 101 20140417/jrl CORE., Transportation Alternatives Program Application,201.4 COASTAL REGION MPO If funding were available today,and you had already received a Notice to Proceed,how much time do you estimate would be needed for any phases of your project that would be funded by this request: Phase(s)to be TAP-funded No. of Months Construction 4 months Please list any necessary preliminary work that already has been completed,and provide dates(e.g. GDOT concept approval,FHWA environmental approval or categorical exclusion,etc.): Steps Completed Date GMT Concept Approval 4/12/13 Survey Please describe status of any non-TAP funded work that still needs to be completed before the project or phase that would be funded by this request can begin(e.g.if TAP+Local Match will fund only the construction phase,what is the status and schedule for the incomplete preliminary engineering and ROW phases?). Status of Steps to be carried out before TAP-funded work begins Estimated completion date Environmental Permitting 12/2014 Design 8/2014 Plan Approval 2/2014 Bidding 4/2015 8 20140424CityCouncilPacket Page 64 of 101 20140417/jrl Transportation Alternatives Program Application,2014 COASTAL REGION WO In 500 words or less,please describe what public benefits and efficiencies would be provided to our area by your proposed project.(For example,to what extent does it: connect with an existing network or system?Address a high demand or serious need?Address a documented safety issue? Have a synergistic relationship with other completed or funded projects?Add to the livability of the community in some other way?) Phase II would connect Phase I of a trail that will allow bicyclists & pedestrians to travel safely north of Hwy 80 (SR26) as the trail is proposed to be located approximately 100 feet north of the highway right-of-way. In addition, this section of the trail as Phase II and would be the middle phase of a trail system that will eventually connect to the Chatham County McQueens Historic Trail near Ft. Pulaski National Monument & continue to Savannah. The proposed smoother surface provided by granite fines over the aggregate base course of the proposed trail will ease accessibility for the public to enjoy scenic panoramic views of the natural landscape unique to Tybee Island and Coastal Georgia. There are future plans for this trail system to establish educational viewing stations with trails branching off the main trail. The signs will feature interpretive signage describing the environment including migratory and native wildlife, natural habitats & tidal influenced marshlands. The city plans to collaborate with the National Park Service & Tybee Island Historical Society to identify & interpret locations along the trail where, for the first time in U.S. military history, rifled cannons were located & used during the 1863 bombardment of Fort Pulaski. These batteries played a vital role in rendering substandard forts, where were constructed to the same design standards as Fort Pulaski, obsolete due to their apparent vulnerability with the emerging weapon technology of the time. This trail will contain significant and unparalleled historic views that can only be seen along the former March Hen railroad bed. 9 20140424CityCouncilPacket Page 65 of 101 20140417/jrl CORE Transportation Alternatives Program Application,2014 COASTAL REGION MP° I understand that the following,as it relates to this project,shall guide project development and design. • Accessible Public Rights-of-Way,Planning and Designing for Alterations,Public Rights-of-Way Access Advisory Committee,2007. • Context Sensitive Design Manual,GDOT,ROADS web page. • Designing Walkable Urban Thoroughfares:A Context Sensitive Approach,Institute of Transportation Engineers(1TE)and Congress for the New Urbanization(CNU),2010. • Geometric Design of Highways and Streets,AASHTO,2011. • Guide for the Development of Bicycle Facilities,AASHTO,2012. • Guide for the Planning,Design,and Operation of Pedestrian Facilities,AASHTO,2004. • Manual on Uniform Traffic Control Devices(MUTCD),FHWA,2009. • Pedestrian and Streetscape Guide,GDOT,ROADS web page. • Proposed Guidelines for Public Rights-of-Way(PROWAG)2,United States Access Board,2011. • Urban Bikeway Design Guide,NACTO,2012. SPONSOR 4.28.14 Signature(on hard copy) Date Jason Buelterman Mayor Print Name Title Please remember: • To fill out the Detailed Budget Table,to the extent applicable,on the following page; • To attach a letter from your governing board or other official who is able to commit the agency to the stated local match. • To attach a Project Location Map; • To attach information showing the Basis of your Cost Estimate. • To attach an executed maintenance agreement if you indicated that one exists. 10 20140424CityCouncilPacket Page 66 of 101 20140417/jrl Tranrportatlen Attomalvee Program ApplImtloe,XUA tearµ rppr Mr� Budget Detail for Proposal Probed Name: r>. +4 RCM year lame weep*«rags I.e TOP Pr.:ram/a reekr.tw,(Mrwr..m War Mew.CH.M.% (4.1)01 Feral ttbead is Mal your tote npnaeea id%vfyvvr meal .eerf, Ta.rl° Tour ertanaa .op�;+arid do*.eesh.l Lad rux immralems. .o.* Source A Wooten, Porte eater ` swam - - - - - -- now maws eem. ee FYtS $161,453 $129,162.40 $32,290.60 Tybee SPLOST SmeaV. Meier xeMer - - - - - `M 1' TabrhmoY� _ $161,453 $129,162.40 $32,290.60 Please use this rep to etpt in whether other grants or seterpes not already ShoWn above)are dedleated either to the proposed phaCe or to future phases,of your reelect. A COOT TE Grant and Tybee SPLOST is being used to fund Phase 1. 1. The Gru GDOT fiscal year in the MPO's rxxt TIP is FY 2015,which berms July,1,2014.The last year of the nest TIP is FY 2018.which begins July 1,2017. - 12 20140424CityCouncilPacket Page 67 of 101 20140417/jrl �l,,, C 0 C K • ' U ' I S E A \ D oo1U1a iiiiuqugiiipu',1 1101111' SAVANNAH RIVER , 4, 1_______ ,.. PROPOSED TRAIL k04 0.0v0 t0. 0 4 BATTERY PARK ,� --- TYBEE <k NSLA \ D O US 80 _ �� 4 •, �� Aft i III II Ill` n i if 2 S 01101k, i � '"s I BATTERY PARK \ ______,, I" _. 410 -111111111% SUBDIVISION `� .fr ❑❑❑❑❑❑❑o ❑ ❑❑ ❑ Gam. o cL GP )I N te ■ 500 1000 2000 d1441 SCAL =1000' mt THOMAS&HUTTON MARSH HEN TRAIL — PHASE 2 Prepared For: tu-kiENGINEERING CO. PROJECT LOCATION MAP CITY OF S0 Pork at Commerce Wvy Post Ofilce Bov 12] Buv GA•[h GF 3i 4C2_2le (92,23Naming TYBEE ISLAND en.•��W.=.•�•�.s=.Mm�eaea...�-wamtia�.w= CHATHAM COUNTY 01/03/2013 20140424CityCouncilPacket Page 68 of 101 20140417/jrl MAYOR , '' u1 CITY MANAGER Jason Buelterman Diane Schleicher cp' ‘"-'17 CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox . CITY ATTORNEY Bill Garbett 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: April 24, 2014 Item: Request for approval to obtain financing through GMA for to acquire a $134,522 Emergency 911 System\Equipment from AT&T for a 3 year at 2.85% or 5 year term at 3.28%. Description: Financing Options for E-911 System Equipment Explanation: The Police Department needs to acquire an emergency 911 operating systems and equipment for the new police facility by August, 2014. The original plan to finance the equipment through AT&T Capital Service for five years at an interest rate of 5.4% would have cost the City $153,834, $134,522 in principle and $19,312 in interest expense. Financing the equipment through GMA will save the City money. If the City chooses to finance with GMA for 3 years at 2.85%, the city will pay $141,042, $134,522 in principle and $6,490 in interest expenses, thus saving $12,822. If the City chooses to finance with GMA for 5 years at 3.28%, the City will pay$146,672, $134,522 for principle and$12,120 interest expenses, thus saving $7,192. Attached are the two loan amortization schedules from GMA and the financing terms from AT&T Capital Services. Please note that the AT&T Capital Service contract interest could increase or decrease by the time the City signs-off the work performed by AT&T in installing the equipment because the interest rates or based on the indexed rates of US Treasury T-Bills. (Attached is an explanation of rate indexing) The acquisition for the new system will occur in the 2014-2015 fiscal year in July and August, 2014. Budget Line Item Number(if applicable): Paper Work: X Attached* Already Distributed To Be Handed Out at Council Meeting (by Requester) Audio/Video Presentation** Submitted by: Phone/Email: (912)472-5021/ahudson @cityof tybee.org Comments: Date given to Clerk of Council P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (866)786-4573—FAX(866)786-5737 www.cityoftybee.org 20140424CityCouncilPacket Page 69 of 101 20140417/0 Page 1 GMA Direct Lease Program Sample Amortization City of Tybee Island (E-911 Equipment) 3 Years Compound Period • Monthly Nominal Annual Rate : 2.850 % AMORTIZATION SCHEDULE - Normal Amortization, 360 Day Year Date Payment Interest Principal Balance Loan 06/02/2014 134,552.00 1 10/01/2014 4,274.01 1,272.08 3,001.93 131,550.07 2 11/01/2014 4,274.01 312.43 3,961.58 127,588.49 3 12/01/2014 4,274.01 303.02 3,970.99 123,617.50 2014 Totals 12,822.03 1,887.53 10,934.50 4 01/01/2015 4,274.01 293.59 3,980.42 119,637.08 5 02/01/2015 4,274.01 284.14 3,989.87 115,647.21 6 03/01/2015 4,274.01 274.66 3,999.35 111,647.86 7 04/01/2015 4,274.01 265.16 4,008.85 107,639.01 8 05/01/2015 4,274.01 255.64 4,018.37 103,620.64 9 06/01/2015 4,274.01 246.10 4,027.91 99,592.73 10 07/01/2015 4,274.01 236.53 4,037.48 95,555.25 11 08/01/2015 4,274.01 226.94 4,047.07 91,508.18 12 09/01/2015 4,274.01 217.33 4,056.68 87,451.50 13 10/01/2015 4,274.01 207.70 4,066.31 83,385.19 14 11/01/2015 4,274.01 198.04 4,075.97 79,309.22 15 12/01/2015 4,274.01 188.36 4,085.65 75,223.57 2015 Totals 51,288.12 2,894.19 48,393.93 16 01/01/2016 4,274.01 178.66 4,095.35 71,128.22 17 02/01/2016 4,274.01 168.93 4,105.08 67,023.14 18 03/01/2016 4,274.01 159.18 4,114.83 62,908.31 19 04/01/2016 4,274.01 149.41 4,124.60 58,783.71 20 05/01/2016 4,274.01 139.61 4,134.40 54,649.31 21 06/01/2016 4,274.01 129.79 4,144.22 50,505.09 22 07/01/2016 4,274.01 119.95 4,154.06 46,351.03 23 08/01/2016 4,274.01 110.08 4,163.93 42,187.10 24 09/01/2016 4,274.01 100.19 4,173.82 38,013.28 25 10/01/2016 4,274.01 90.28 4,183.73 33,829.55 26 11/01/2016 4,274.01 80.35 4,193.66 29,635.89 27 12/01/2016 4,274.01 70.39 4,203.62 25,432.27 2016 Totals 51,288.12 1,496.82 49,791.30 28 01/01/2017 4,274.01 60.40 4,213.61 21,218.66 29 02/01/2017 4,274.01 50.39 4,223.62 16,995.04 30 03/01/2017 4,274.01 40.36 4,233.65 12,761.39 31 04/01/2017 4,274.01 30.31 4,243.70 8,517.69 No closing costs. Subject to credit approval. 20140424CityCouncilPacket Page 70 of 101 20140417/jrl Page 2 City of Tybee Island (E-911 Equipment) 3 Years Date Payment Interest Principal Balance 32 05/01/2017 4,274.01 20.23 4,253.78 4,263.91 33 06/01/2017 4,274.01 10.10 4,263.91 0.00 2017 Totals 25,644.06 211.79 25,432.27 Grand Totals 141,042.33 6,490.33 134,552.00 No closing costs. Subject to credit approval. 20140424CityCouncilPacket Page 71 of 101 20140417/jrl Page 1 GMA Direct Lease Program Sample Amortization City of Tybee Island (E-911 Equipment) 5 Years Compound Period • Monthly Nominal Annual Rate : 3.280 % AMORTIZATION SCHEDULE - Normal Amortization, 360 Day Year Date Payment Interest Principal Balance Loan 06/02/2014 134,552.00 1 10/01/2014 2,573.19 1,464.78 1,108.41 133,443.59 2 11/01/2014 2,573.19 364.75 2,208.44 131,235.15 3 12/01/2014 2,573.19 358.71 2,214.48 129,020.67 2014 Totals 7,719.57 2,188.24 5,531.33 4 01/01/2015 2,573.19 352.66 2,220.53 126,800.14 5 02/01/2015 2,573.19 346.59 2,226.60 124,573.54 6 03/01/2015 2,573.19 340.50 2,232.69 122,340.85 7 04/01/2015 2,573.19 334.40 2,238.79 120,102.06 8 05/01/2015 2,573.19 328.28 2,244.91 117,857.15 9 06/01/2015 2,573.19 322.14 2,251.05 115,606.10 10 07/01/2015 2,573.19 315.99 2,257.20 113,348.90 11 08/01/2015 2,573.19 309.82 2,263.37 111,085.53 12 09/01/2015 2,573.19 303.63 2,269.56 108,815.97 13 10/01/2015 2,573.19 297.43 2,275.76 106,540.21 14 11/01/2015 2,573.19 291.21 2,281.98 104,258.23 15 12/01/2015 2,573.19 284.97 2,288.22 101,970.01 2015 Totals 30,878.28 3,827.62 27,050.66 16 01/01/2016 2,573.19 278.72 2,294.47 99,675.54 17 02/01/2016 2,573.19 272.45 2,300.74 97,374.80 18 03/01/2016 2,573.19 266.16 2,307.03 95,067.77 19 04/01/2016 2,573.19 259.85 2,313.34 92,754.43 20 05/01/2016 2,573.19 253.53 2,319.66 90,434.77 21 06/01/2016 2,573.19 247.19 2,326.00 88,108.77 22 07/01/2016 2,573.19 240.83 2,332.36 85,776.41 23 08/01/2016 2,573.19 234.46 2,338.73 83,437.68 24 09/01/2016 2,573.19 228.06 2,345.13 81,092.55 25 10/01/2016 2,573.19 221.65 2,351.54 78,741.01 26 11/01/2016 2,573.19 215.23 2,357.96 76,383.05 27 12/01/2016 2,573.19 208.78 2,364.41 74,018.64 2016 Totals 30,878.28 2,926.91 27,951.37 28 01/01/2017 2,573.19 202.32 2,370.87 71,647.77 29 02/01/2017 2,573.19 195.84 2,377.35 69,270.42 30 03/01/2017 2,573.19 189.34 2,383.85 66,886.57 31 04/01/2017 2,573.19 182.82 2,390.37 64,496.20 No closing costs. Subject to credit approval. 20140424CityCouncilPacket Page 72 of 101 20140417/jrl Page 2 City of Tybee Island (E-911 Equipment) 5 Years Date Payment Interest Principal Balance 32 05/01/2017 2,573.19 176.29 2,396.90 62,099.30 33 06/01/2017 2,573.19 169.74 2,403.45 59,695.85 34 07/01/2017 2,573.19 163.17 2,410.02 57,285.83 35 08/01/2017 2,573.19 156.58 2,416.61 54,869.22 36 09/01/2017 2,573.19 149.98 2,423.21 52,446.01 37 10/01/2017 2,573.19 143.35 2,429.84 50,016.17 38 11/01/2017 2,573.19 136.71 2,436.48 47,579.69 39 12/01/2017 2,573.19 130.05 2,443.14 45,136.55 2017 Totals 30,878.28 1,996.19 28,882.09 40 01/01/2018 2,573.19 123.37 2,449.82 42,686.73 41 02/01/2018 2,573.19 116.68 2,456.51 40,230.22 42 03/01/2018 2,573.19 109.96 2,463.23 37,766.99 43 04/01/2018 2,573.19 103.23 2,469.96 35,297.03 44 05/01/2018 2,573.19 96.48 2,476.71 32,820.32 45 06/01/2018 2,573.19 89.71 2,483.48 30,336.84 46 07/01/2018 2,573.19 82.92 2,490.27 27,846.57 47 08/01/2018 2,573.19 76.11 2,497.08 25,349.49 48 09/01/2018 2,573.19 69.29 2,503.90 22,845.59 49 10/01/2018 2,573.19 62.44 2,510.75 20,334.84 50 11/01/2018 2,573.19 55.58 2,517.61 17,817.23 51 12/01/2018 2,573.19 48.70 2,524.49 15,292.74 2018 Totals 30,878.28 1,034.47 29,843.81 52 01/01/2019 2,573.19 41.80 2,531.39 12,761.35 53 02/01/2019 2,573.19 34.88 2,538.31 10,223.04 54 03/01/2019 2,573.19 27.94 2,545.25 7,677.79 55 04/01/2019 2,573.19 20.99 2,552.20 5,125.59 56 05/01/2019 2,573.19 14.01 2,559.18 2,566.41 57 06/01/2019 2,573.19 6.78 2,566.41 0.00 2019 Totals 15,439.14 146.40 15,292.74 Grand Totals 146,671.83 12,119.83 134,552.00 No closing costs. Subject to credit approval. 20140424CityCouncilPacket Page 73 of 101 20140417/jrl Economic Lease Term Rate Indexing , „, Leasing is Fixed Rate Most lease agreements are fixed-rate financial instruments. Upon funding of an equipment lease, the monthly rent payment will not change over the life of the lease based on market conditions. Unlike a floating rate loan, equipment leases enable lessees to lock in a regular monthly cash outflow in exchange for use of specific equipment. Quote Rates Are Based on an Index Lease rate factors provided on proposals are often based on a current index rate in the marketplace. This rate may be increased or decreased by the leasing company before final funding. Most often: the lease rate factor quoted is tied to the equally maturing interest rate swap published daily by the Federal Reserve. Sometimes, a leasing company may tie the lease rate to the U.S. Treasury Note yield. The lessee should be able to independently verify the index rate in the proposal and the rate calculation at funding. Proposals should (I) state the index rate, (ii) state the source of the index rate, (iii)state the date of the index and most importantly, (iv) state how the proposal rate will change for change in the index rate before final funding. What to Look for in a Lease Proposal In reviewing lease proposals, ask yourself this question: if market rates increase by ten (10) basis points (0.10%), what is my new, indexed lease rate factor? If you cannot answer that question after reviewing the proposals, there is not enough information for you to make an informed decision for your organization. Not all lease proposals treat indexing the same. Why This Is Important Some leasing companies can hide the true cost of their lease by manipulating the indexing language and indexing methodology. It enables them to show an artificially low lease rate factor on their proposal, only to have it increased unevenly at final funding. Sometimes, a 2-for-1 or 3-for-1 formula is stated. For example, a proposal may state that the lease rate factor may be increased by 0.000069 for each 5 basis point increase in the swap rate. In modeling this formula, a sophisticated lessee would find that their rate would increase by 3% for each 1% increase in the index. This puts the lessee in a dangerous position if market interest rates are on the rise. In addition to uneven formulas, lessees should also be on the lookout for vague indexing language. Proposals that state that the pricing is based on "current market rates" and "may change upon funding" should be avoided. A lack of details may allow the leasing company to increase the lease rate factor upon funding at their discretion. FIRST AMERICAN E Q U I P M E N T F l N A N C E, 2010 First American Commercial Bancorp, Inc. 20140424CityCouncilPacket Page 74 of 101 20140417/jrl AT&T Capital Services, Inc. Direct: (404) 820-6640 Grady Morgan Fax: (770) 360-4856 2180 Lake Blvd Suite 8D29 Email: gm0463 @att.com Atlanta, GA 30319 March 18, 2014 City of Tybee Island 403 Butler Ave Opportunity #: 1-44465117 Tybee Island, GA 31328 AT&T Capital Services, Inc. is pleased to provide the following proposal for the lease of Equipment, Services and/or Maintenance as submitted to us. AT&T Capital Services, Inc. provides customer financing for various products. Our understanding of communication products and markets allows us to offer payment options at competitive rates and to accommodate your needs over the life of the financing arrangement. Equipment/Services Description: Intrado Viper E911 Equipment Payment Terms: Monthly Payments In Arrears Finance Proposal Costs Description One-Time Cost Proposal Type Payment Term Rate Payment T-Bill Initial Factor Rate Option Intrado E911 Equipment $134,552.00 Muni/$1 Finance 60 Months 0.01889 $2,541 .69, 1 .53 Combined Cost and Payment $134,552.00 $2,541 .69 Price assumptions are based on the Lease Commencement date: August 1 , 2014 Taxes, Shipping Pricing above excludes all applicable taxes and shipping charges, unless noted. Insurance is the & Insurance responsibility of the Lessee. Lessee shall be responsible to pay those taxes and fees described in the lease. Payments & The lease rates are indexed to like-term US Treasury Bills for the week of: March 17, 2014 Indexing Any increase or decrease in the corresponding US Treasury Bills will cause the lease rate factor to be adjusted point for point at the time of lease commencement. Convert to Lessee's failure to execute an Equipment Acceptance relative to this lease within ninety (90) days of the Cash Sale Lessee's first functional use of the system will result in this lease converting to a cash sale. Progress The above lease rates do not include any additional interest expense for progress payments which are Payments required by AT&T Capital Services, Inc. on all transactions with installations exceeding 60 days. Progress payments will be financed through AT&T Capital Services, Inc. at Prime Rate plus 2% at time of funding. Expiration This offer expires 30 days from the date of this proposal. If, for any reason, we fail to consummate a Date mutually satisfactory agreement by this date, we reserve the right to withdraw this offer and/or modify its terms. UCC's Lessee hereby grants to Lessor permission to file any and all UCC Financing Statements, which in Lessor's discretion are necessary or proper to secure Lessor's interest in the Equipment and/or Services in all applicable jurisdictions. Credit This proposal is subject to final investment committee approval and mutually acceptable documentation. Approval Upon Lessee's acceptance of this lease proposal, AT&T Capital Services, Inc. will require a copy of Lessee's latest audited Financial Statements**. Credit approval is not final until AT&T Capital Services, Inc. has reviewed these statements and approved the credit. ** Financial Statements Required: Auditor's Report, Balance Sheet, Income Statement, Cash Flow Statement and Accompanying Notes that apply to the above described Financial Statements. Notes Please provide a copy of the last (2) years of audited customer financials for final AT&T Capital Services, Inc. credit approval. Lessee and AT&T Capital Services, Inc. agree that the contents of this letter are confidential and are provided solely for the purposes described herein. The contents of this letter may not be delivered, displayed or otherwise disclosed to any third party without AT&T Capital Services, Inc.'s prior written consent. 20140424CityCouncilPacket Page 75 of 101 20140417/01 City of Tybee Island 403 Butler Ave Opportunity #: 1-44465117 Tybee Island, GA 31328 Please initial desired option(s) above and return the signed proposal letter to me via fax at 770-360-4856 or email to gm0463 @att.com. Upon formal credit approval, our Contract Administration Department will forward our agreement to you. If you should have any questions, please do not hesitate to contact me at 404-829-6640. A signed AT&T equipment/services contract is required before order can be processed. Sincerely, Lessee Acceptance: r Morg-cwv Name: Title: Grady Morgan Date: Title 20140424CityCouncilPacket Page 76 of 101 20140417/01 Section 66-135. Definitions. Parking space, individual means a portion of the street or street right-of-way of sufficient length and depth to accommodate a vehicle to be parked, as shall be specified by the city. Also, a space for parking in a city parking lot or other area designated for vehicular parking. See, generally, LDC Section 3-080(E). Section 66-138. Designation of individual parking spaces. The city manager or parking services director is authorized and directed to designate any individual parking spaces as it deems proper along the streets within the city limits for the parking of vehicles. At each place where individual parking spaces are so designated, each vehicle shall be parked entirely within an individual parking space. It is a violation of the requirements of this section for a vehicle not to be parked entirely within an individual parking space. In order for a parking space to be designated, it shall not be necessary that it be curbed,marked,painted,or striped. In spaces designated by the city as being appropriate for only low speed vehicles, golf carts, motorcycles and/or motor scooters, it shall be a violation to park anything other than such a vehicle in a space designated for such vehicles. This provision shall have application to designated street parking and designated parking lot spaces. A violation hereof shall be treated as a violation of the prohibition on improperly parked vehicles and may be punished as provided in this Code. 20140424CityCouncilPacket Page 77 of 101 20140417/jrl ORDINANCE NO.30-2014 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTIONS 66-135 AND 66-138 REGARDING PARKING OF SMALL VEHICLES INCLUDING MOTORCYCLES, GOLF CARTS AND LOW SPEED VEHICLES,AND TO CLARIFY THE RULES APPLICABLE TO THE USE OF DESIGNATED PARKING SPACES FOR THE CITY OF TYBEE ISLAND, GEORGIA 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, in LDC 3-080(E),the City has established parking space dimensions; and WHEREAS, included in such dimensions are reduced size provisions for low speed vehicles, golf carts,motorcycles and motor scooters; and WHEREAS, the City of Tybee Island seeks to amend the Code of Ordinances of the City of Tybee Island to provide provisions dealing with the parking of small vehicles,motorcycles, golf carts and low speed vehicles by amending Section 66-135 and Section 66-138; and NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island that Section 66-135 and Section 66-138 of the Code of Ordinances of the City of Tybee Island shall be amended as hereinafter provided. SECTION 1 Section 66-135, Definitions, is hereby amended so that the definition of "parking space, individual" shall hereafter read as follows: Parking space, individual means a portion of the street or street right-of-way of sufficient length and depth to accommodate a vehicle to be parked, as shall be specified by the city. Also, a space for parking in a city parking lot or other area designated for vehicular parking. See, generally, LDC Section 3-080(E). 20140424CityCouncilPacket Page 78 of 101 20140417/jrl Section 66-138,Designation of individual parking spaces, is hereby amended so as to hereafter read as follows: The city manager or parking services director is authorized and directed to designate any individual parking spaces as it deems proper along the streets within the city limits for the parking of vehicles. At each place where individual parking spaces are so designated, each vehicle shall be parked entirely within an individual parking space. It is a violation of the requirements of this section for a vehicle not to be parked entirely within an individual parking space. In order for a parking space to be designated,it shall not be necessary that it be curbed,marked,painted,or striped. In spaces designated by the city as being appropriate for only low speed vehicles, golf carts, motorcycles and/or motor scooters, it shall be a violation to park anything other than such a vehicle in a space designated for such vehicles. This provision shall have application to designated street parking and designated parking lot spaces. A violation hereof shall be treated as a violation of the prohibition on improperly parked vehicles and may be punished as provided in this Code_ 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. 20140424CityCouncilPacket Page 79 of 101 20140417/jrl ADOPTED THIS DAY OF , 2014. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2014/30-2014 Sec 66-135&Sec 66-138 individual parking spaces—04.15.14 20140424CityCouncilPacket Page 80 of 101 20140417/jr1 PROPOSED ORDINANCE WITH REDLINES ARTICLE 9. BUILDING REGULATIONS Sec. 9-050. Technical codes adopted. (A) The following codes as currently amended by the Georgia Department of Community Affairs are adopted: (1) International Building Code (ICC); (2) National Electrical Code (NFPA); (3) International Fuel Gas Code (ICC); (4) International Mechanical Code (ICC); (5) International Plumbing Code (ICC); (6) International Residential Code for One- and Two-Family Dwellings (ICC); (87) International Energy Conservation Code (ICC); (08) International Fire Code (ICC); (1-09) Life Safety Code (NFPA); (1410) International Existing Building Code (ICC); (1-211) International Property Maintenance Code (ICC). (1-312) International Swimming Pool and Spa Code (ICC) (B) [Reserved] (C) Adopted in addition to the technical codes of subsection 9-050(A) is a local requirement that a minimum of two means of egress shall be provided in every building or structure and/or section, and area, including one- and two-family dwellings, where size and/or occupancy, and arrangement endanger occupants attempting to use a single means of egress that is blocked by fire or smoke. The two means of egress shall be arranged to minimize the possibility that both might be rendered impassable by the same emergency condition. (D) Adopted in addition to the technical codes of section 9-050(A) is a local requirement that all pier footings shall be a minimum of 36 inches wide by 36 inches wide by 36 inches deep with concrete being a minimum of 20 inches thick. The bottom of the concrete is to be a minimum of 36 inches below natural grade. All stemwall footings and monolithic slab footings shall be a minimum of 20 inches wide by 24 inches thick. The bottom of the concrete is to be a minimum of 24 inches below natural grade. All footings shall have reinforcing steel as required. 20140424CityCouncilPacket Page 81 of 101 20140417/jrl ORDINANCE NO.27A-2014 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTION 9-050(A)(7)REGARDING TECHICAL CODES ADOPTED FOR THE CITY OF TYBEE ISLAND, GEORGIA 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 seeks to amend Section 9-050, Technical codes adopted, so as to delete subsection(7)to remove redundancy; and NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island that Section 9-050(A)(7) of the Code of Ordinances of the City of Tybee Island shall be amended so as to delete Section 9-050(A)(7). SECTION 1 Section 9-050(A) shall be amended so as to delete the current subsection (A)(7) and hereafter Section 9-050 will read as follows: ARTICLE 9. BUILDING REGULATIONS Sec. 9-050. Technical codes adopted. (A) The following codes as currently amended by the Georgia Department of Community Affairs are adopted: (1) International Building Code (ICC); (2) National Electrical Code (NFPA); (3) International Fuel Gas Code (ICC); (4) International Mechanical Code (ICC); (5) International Plumbing Code (ICC); (6) International Residential Code for One- and Two-Family Dwellings (ICC); (7) International Energy Conservation Code (ICC); (8) International Fire Code (ICC); 20140424CityCouncilPacket Page 82 of 101 20140417/jrl (9) Life Safety Code (NFPA); (10) International Existing Building Code (ICC); (11) International Property Maintenance Code (ICC). (12) International Swimming Pool and Spa Code (ICC) (B) [Reserved] (C) Adopted in addition to the technical codes of subsection 9-050(A) is a local requirement that a minimum of two means of egress shall be provided in every building or structure and/or section, and area, including one- and two-family dwellings, where size and/or occupancy, and arrangement endanger occupants attempting to use a single means of egress that is blocked by fire or smoke. The two means of egress shall be arranged to minimize the possibility that both might be rendered impassable by the same emergency condition. (D) Adopted in addition to the technical codes of section 9-050(A) is a local requirement that all pier footings shall be a minimum of 36 inches wide by 36 inches wide by 36 inches deep with concrete being a minimum of 20 inches thick. The bottom of the concrete is to be a minimum of 36 inches below natural grade. All stemwall footings and monolithic slab footings shall be a minimum of 20 inches wide by 24 inches thick. The bottom of the concrete is to be a minimum of 24 inches below natural grade. All footings shall have reinforcing steel as required. 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. 20140424CityCouncilPacket Page 83 of 101 20140417/jrl ADOPTED THIS DAY OF , 2014. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2014/27-2014 Sec 9-050(A)(7)high wind—04.02.14 Tybee/Ordinances/2014/27A-2014 Sec 9-050(A)(7)high wind deletion—04.15.14 20140424CityCouncilPacket Page 84 of 101 20140417/jr1 Section 3-080, Off-street Parking Requirements (E) Off-street parking dimensions. Standard Aisle Width Parking Angle Traffic Direction 8 x 20 feet 12 feet Parallel One-way 8 x 20 feet 24 feet Parallel Two-way 9 x 18 feet 15 feet 45 degrees One-way 9 x 18 feet 18 feet 60 degrees One-way 9 x 18 feet 24 feet 60 degrees Two-way 9 x 18 feet 22 feet 75 degrees One-way 9 x 18 feet 24 feet 90 degrees One-way or Two-way Low Speed Vehicles& Golf Carts Motorcycles & (without a Scooters charging station) 6x11 feet 5x9feet 03/14/2014 20140424CityCouncilPacket Page 85 of 101 20140417/jrl ORDINANCE NO.28-2014 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTION 3-080(E)REGARDING OFF-STREET PARKING DIMENSIONS FOR THE CITY OF TYBEE ISLAND, GEORGIA 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 so as to amend Section 3-080(E), Off-street parking dimensions, so as to clarify its terms; and NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island that Section 3-080(E) of the Code of Ordinances of the City of Tybee Island shall be amended. SECTION 1 Section 3-080(E) shall be amended so that hereafter it will read as follows: Section 3-080, Off-street Parking Requirements (E) Off-street parking dimensions. Standard 7 Aisle Width Parking Angle Traffic Direction 8 x 20 feet 12 feet Parallel One-way r8 x 20 feet 24 feet Parallel Two-way 9 x 18 feet 15 feet 45 degrees One-way 9 x 18 feet 18 feet 60 degrees One-way 9 x 18 feet 24 feet 60 degrees Two-way 9 x 18 feet 22 feet 75 degrees One-way 9 x 18 feet 24 feet 90 degrees One-way or Two-way 20140424CityCouncilPacket Page 86 of 101 20140417/jr1 Low Speed Vehicles & Motorcycles & Golf Carts Scooters (without a charging station) 6 x 11 feet 5 x 9 feet 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 ,2014. MAYOR ATTEST: CLERK OF COUNCIL 20140424CityCouncilPacket Page 87 of 101 20140417/jr1 FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2014/28-2014 Sec 3-080(E)off street parking dimensions—04.02.14 20140424CityCouncilPacket Page 88 of 101 20140417/jr1 a, ° c .- '6 • o ant' c E _ E _ - b.1) O a, C RI C a, a, ti a,• to M '' 0 .o 2 a .-. m a N aL -O O n a, = O tn. cc; L O Y O LO C a N P., C -6 ¢ N C ` v O _ O O 2 .2 co O O E -6 �C C .0 _a N T N 0 v u m y E .n o o '3 c a, -6 a,• VI E 2; on c .O y > -0 E o -o C ra C O 1N3WWOJ = ou c m 9 c y v N u `o m IVNOI11aaV o 0 o E > v o C 7 - 7 -8o c c •� co _0 Y N o = v C c 0 0 o .4 v N - -a CO °C a E v an C 4 m Ln`i 1 a, co 3 a, a, `6_ C = -oo• a, tO 0 o 2 0 cw io C a. o a E o 0 6_ t Q c E = 2 C m aT o 0 0 ecn o v u 0 S.' • C • C 2 T -6 E o c 3 LL v v O "6 '6 '_° O " u O on 1/1 v o w Q to m 6 v C C aC 0. 0 c 0 C C t_l -6 L • E 0 t a '� O > V E .2 .2 .2 2, a, .n O E N V T a> c > > o .n E ..nii bn .a al Q v... 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Members Absent: Ex-Officos Present: Janice Elliott, Recording Clerk Invited Guests: Roll: Danny Hill called the meeting to order. Roll was taken. A quorum was present. Minutes: Ben Goggins motioned for the minutes of the January 15, 2014 meeting be approved. Dennis Alexander seconded. Minutes were approved. Respondent's Response: All members were handed a copy of the response from the respondent to review. Pending Complaint: All members were handed a copy of the complaint to review. Discussion: A packet was given to the Ethics Commission which contained: 1. a time line of events for the ethics complaint from the complainant and from respondent was given to the commission. 2. an open records request to the Clerk of Council on behalf of the Ethics Commission, March 3, 2014 regarding the property on Laurel Avenue, owned by Tim Ramaker. Danny Hill asked which pavers were installed at this property and the date the pavers were installed. He attached all documentation received from the records request to the time line. Those documents contained an email from—Diane Otto, Planning and Zoning Manager, dated March 4, 2014; a letter to Doyle Landscaping from EMC Engineering Services referencing 2-piece lowcountry cobble permeable paver for driveways, dated October 3, 2013; pages from the LCP catalog for the 2-piece lowcountry cobble paver. 3. an ordinance that was passed on February 14, 2013 —04A- 2013. An ordinance to amend the code of ordinances pertaining to section 3-080 regarding off-street parking requirements for the City of Tybee Island, Georgia. It states in this ordinance (Sec. 0- 080,C5)—All newly constructed and replacements of more than 50% of existing 20140424CityCouncilPacket Page 99 of 101 20140417/0 driveways serving residential uses shall be constructed of materials designed to allow retention of the first one-inch of storm water. Time line of events: • February 14, 2013 Ordinance No. 04A-2013 was passed by the City Council which amended the code of ordinances pertaining to section 3-080. • March 14, 2013 City Council voted on termination of City Manager • March 20, 2013 e-mail from City Engineer on pavers tested for Laurel Ave • March 21, 2013 email from City Manager to Zoning/Planning Manager on driveway's and water testing • March 26, 2013 email from City Manager to Zoning/Planning Manager on invoicing for driveway/water test on Laurel Avenue • March 26, 2013 email from Zoning/Planning Manager on "single family driveway inspections" • September 16, 2013 letter from City of Tybee to driveway material manufacturer or installer on(1) one inch-retention requirement per sec. 3-080(C)(5) from Zoning/Planning Manager • October 18, 2013 letter from Zoning/Planning Manager to driveway material manufacturer or installer clarifying current ordinance sec. 3-080(C)(5), concerning water retention of pavers There was discussion: Count 1 The pavers did not fail according to the manufacturer. The City changed the requirements in the February 14, 2013 ordinance. Testing was no longer required. The city engineer suggested that the pavers were not compliant with the ordinances under which the permit was issue (old ordinance), but the pavers were completed under the new ordinance and so no testing should have been applied. In Count 1 the complainant stated that Doyle Landscaping failed the water test,but there is no proof that they failed. In fact the engineering firm confirms that the pavers do meet the requirements. There were no fine issued from the city therefore the respondent could not have used her position to sway the fines. It seems that Count 1 of the complainant is incorrect and can be eliminated due to the fact that it was proven that the pavers were not sub-standard, installed after or at the time a new ordinance was passed that required no testing, no penalties were fined and therefore no favors were asked for relief for penalties that did not happen. Count 1 was based on an incorrect assumption. Count 2 20140424CityCouncilPacket Page 100 of 101 20140417/jr1 Refers to the word"moratorium"was used by the City Manager in an email to Planning/Zoning Manager. It was discussed there was no moratorium, but an ordinance had passed not to include testing. The testing stopped after the ordinance was passed. A better choice of words should have been used. The building material was approved by EMC engineering firm in a letter dated October 3, 2013. There was discussion on the disclosure of emails. There was no obligation to fully disclose the emails unless there was an open records request. The question was asked how the ordinance was promulgated to anyone that was going to install pavers. It is obvious that it is on the books for engineering purposes. It was stated that someone applying for a building permit would be given the new information. Letters were sent from Zoning/Planning in September and October 2013 notifying all contractors of the changes. It was questioned why these notices did not go out sooner since the ordinance was changed in February. Not sure why the Zoning/Planning department waited to get the information out, but perhaps this was the earliest the department could get the notices mailed. The commission was made aware that once an ordinance has a second reading; it becomes law and is posted on the website. It was suggested by Danny Hill for the commission to listen to the audio portion of the March 14, 2013 council meeting submitted by the complainant. It was discussed that since Counts 1 and 2 failed on the facts that the motive was not valid. There was nothing proven which did not move anyone to do anything bad. The compliant sounded reasonable,but was based on misinformation. The pavers met the current specs. The complainant thought the paver did not. It was suggested to get the documents sooner to the commission members so that they would have more time to review all the material. The procedural process of the ethics commission may need to be updated. Katherine made a motion to dismiss count 1 of the complaint. Mary Frances Kay Strickland seconded. Motion passed unanimously. Katherine made a motion to dismiss count 2 of the complaint. Michael Pappas seconded. Motion passed unanimously. Both complainant and respondent will be notified of the decision. Danny Hill will schedule the next meeting on a Monday afternoon at 4:30 pm for approval of the minutes. He will check with the clerk for possible dates in the upcoming weeks. Procedural changes and budget request will also be discussed. Adjournment: Frances Kay Strickland motioned to adjourned. Dennis Alexander seconded. Motion carried. Meeting adjourned. 03/13/2014—Minutes Approved 04/07/2014 20140424CityCouncilPacket Page 101 of 101 20140417/jrl