HomeMy Public PortalAbout20090625CityCouncilMinutesPrepared 7/13/09dw Page 1 of 24
20090625 City Council Minutes
Mayor Buelterman called the Consent Agenda meeting to order at 6:30pm on
Thursday, June 25, 2009. Council Members present were Mayor Pro Tem Wanda Doyle,
Charlie Brewer, Barry Brown, Dick Smith and Paul Wolff. Councilman Eddie Crone was
absent due to illness. Also present were City Attorney Bubba Hughes, City Manager
Diane Schleicher and Interim Zoning Administrator Dianne Otto.
Mayor Buelterman listed the following items on the Consent Agenda:
City Council Minutes for 06/11/09
Special Event Application for Eastern Surfing Association District Contest 7/8,
7/25, 8/15, 9/12, 10/10, 10/24 and 11/07 2009. Requesting Application & Beach
Permit fees Waived.
Beach Task Force requests to have Erik Olsen conduct a study to investigate the
Estill Point area for the feasibility of using that sand on North Beach or other
possible “hot spots” on the front beach. Estimate of up to $20,000 under Budget
Line Item #100-6125-54-1402
14th St Drainage Project: Change Order #1: Add Alternative-Overlay 14th St.
$55,750 Budget #320-4210-54-1400. (Previously approved by council however,
we will budget the whole project per the CIP out of SPLOST instead of General
Funds in the 2010 Budget. City Manager stated this had already been approved
but she wanted to do it in a more formal way.
Community Development Department: Job Classification for the Dept Head and
Budget Proposal for 2010. Budget proposal included assumes one more month
of a planning Consultant (30 Day notice) and 11 months of salary for a new
department head.
Mayor Buelterman adjourned the Consent Agenda.
Mayor Buelterman called the regular meeting of the City Council to order at
7:00pm. Those present at the Consent Agenda were also in attendance for the regular
meeting. Reverend Edna Adkins gave the invocation and everyone recited the Pledge of
Allegiance to the Flag.
Mayor Buelterman announced the Visioning Workshop on July 27th, 2009 and the
Sharing Tybee Stories Event at Pier on Sunday 4:00-6:00
Citizens to Be Heard
Tybee Beautification Association representative announced the Tybee Prom Saturday,
July 18th 7:00 pm-12:00am at the American Legion. She also stated the TBA contributes
over $20,000 annually in supplies and services to clean up the beaches & highways of
Tybee as well as other contributions and support to the island.
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Saturday, July 4th at 6:30 am there is a beach sweep and asked for volunteers to help
clean the beaches.
Tybee Fest representative spoke and informed the council that the Southeastern
Tourism Association recently named the Pirate Fest as one of the top 20 events in the
southeast in an 11 state area. The economic impact to Tybee shows to be $1.2 million.
Positive feedback from the last Mardi gras event. We will be working closely with DPW
to make sure everything is done that is expected. He also spoke on the Labor Day Bash
in support of the fire truck support on the pier.
Henry Levy addressed the budget and requested support for a certified study for the toll
road.
Cullen Chambers spoke as Chairman of the Board of the Better Hometown Program. He
spoke in support of retaining the program and the Better Hometown Coordinator.
Sandra Luxinburg spoke to the council about the personal emergency at her home and
the quick and professional response of the city’s police department. She also praised
the Marine Rescue Squad and the lifeguards for always being willing and ready to help.
Mayor Buelterman presented the Proclamation to the Citizens proclaiming July 1st-7th,
2009 as Independent Week on Tybee Island.
Councilman Smith made announcement that Tybee was voted #1 Cleanest Beach in the
World by Health Magazine. Mayor Buelterman asked the City Manager to prepare a
Press Release to inform our citizens.
Consent Agenda:
A Motion by Councilman Wolff to approve the Consent Agenda was seconded by Mayor
Pro Tem Doyle. The vote was unanimous.
Local Requests:
Special Event Application: Labor Day Beach Bash 9/06/09 – Tybee Island Tourism
Council Requesting fire dept vehicle put on pier before performance and off pier after
performance. Also requesting the City waive the fees for fire detail, application fee ($100)
and other city fees associated with this production
Councilman Wolff asked if the fire marshal requires truck on pier. Chief Sasser said we
normally do for a first line of defense if there is a problem. Truck 8 is the lightest and
the only option due to the condition of the pier. Chief Sasser recommended truck
removed as soon as fireworks are rendered safe. Mayor asked about extra patrol during
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fireworks & July 4th. City Manager stated there is extra coverage and stand by police
and fire department planned. Sasser said there will be extra crew for the truck on the
pier and at the base. Discussion was held on cost of this. Councilman Brewer confirmed
about 10 people @$12.00 x 5 hrs=$600 and application fee of $100 is the cost. Mayor
Pro Tem asked about what the other fees mentioned on the application is. City Manager
replied it could be DPW services. Councilman Wolff suggested a cap on services cost.
Councilman Brewer reminded everyone to remember cost vs direct effect. Make sure
we review items that affect our direct economy.
A Motion by Councilman Brewer to approve Special Event Application for the Labor Day
Beach Bash, place fire department truck on the pier & provide coverage of that cost, and
have city services clean up the beach the next day at the cost of the normal budget
amount in DPW, was seconded by Councilman Brown. After City Manager asked for
clarification on duration of fire truck on pier and Councilman Smith asked if motion
included all items listed on application, Councilman Brewer amended his motion to
state, fire truck coverage would be at fire chief’s discretion and to include all items as
listed on application. The vote was Brewer, Brown, Doyle and Smith in favor and Wolff
opposed.
Special Event Application: Tybee Island Pirate Fest 10/9-10/10/2009 Tybee Island
Tourism Council- The applicant requests the following:
1) Closing of South End parking lot between Tybrisa and Silver on 10/7 & 10/8 and
again on 10/12. The Closing of South End parking lot between Tybrisa and 18th St.
on 10/8-10/11 and permission for a RV to be stationed by TIMSC and lifeguard
building during the event.
2) Permission for tent to remain in the South end parking lot with lot closed between
Tybrisa and 17th Street until 10/20 at 4:00pm. To be used by the Arts Association’s
13th Annual Festival of the Arts.
3) Use of the North Beach parking lot 10/10 from 1:30pm-3:00pm.
4) Permission for a horse drawn carriage in the parade. The parade route street
closures are at the TIPD discretion.
5) Waiver of city parking lot fees when needed; DPW services as requested ($2,300);
application fee ($100), and other fees/charges associated with this production.
6) Permission to hang 3’x5’ flags on light poles along butler, Tybrisa and Strand.
A Motion by Councilman Brewer to approve application was seconded by Councilman
Brown.
Councilman Smith asked about the RV. The applicant replied it is for the band.
Councilman Brown confirmed with applicant on the tent situation, City manager wanted
clarification on the tent installation. Doyle asked if the cost was already in DPW’s
budget. Mrs. Schleicher stated it was built in to the DPW labor budget. She also
recommended a cap be put on services. Councilman Smith also recommended a cap.
Councilman Wolff also recommended cap on services and if DPW exceeds this it is billed
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to applicant. Doyle agreed with Councilman Wolff and reiterated council does support
the events but have to monitor the dollars being spent.
Councilman Brewer amended his motion to approve application with the tent
installation being reviewed by the Infrastructure Committee and a cap on city services
provided at $2400.00 was seconded by Councilman Brown. The vote was unanimous.
Councilman Brewer asked for staff to put dollar values on all requests in the future.
Special Event Request: New Year’s Eve Fireworks-Tybee Island Tourism Council
Applicant requests Fire department detail as needed and waiver of city fees for the detail
and the application fee of $100.
A Motion by Councilman Smith to approve was seconded by Mayor Pro Tem Doyle. The
vote was unanimous.
Councilman Wolff asked about Tybee Beautification assisting DPW with clean up the
morning after the fireworks.
Special Event Request: Mardi Gras Tybee 2/13/10-Tybee Island Tourism Council
Applicant Request the following:
1) The parade route street closures are at the TIPD discretion. Proposed staging
along Solomon and route starting at 2nd Ave to end on Strand Ave.
2) Closing of South End parking lot between Tybrisa and 100’South 2/12-2/14 at
noon.
3) Waiver of- parking lot fees as noted, DPW services as requested ($700),
application fee of $100, and other fees /charges associated with this production.
4) Permission to hang 3’x5’ flags on light poles along Butler, Tybrisa and Strand
Avenues
A Motion by Councilman Wolff to approve with a cap of $800 on city services (includes
application fee) was seconded by Mayor Pro Tem Doyle. Vote was unanimous.
Consideration of Bids, Contracts, Agreements and Expenditures
Mayor Buelterman asked Councilman Wolff to give information on the crosswalks. He
stated it had been discussed in the Infrastructure meeting and it is suggested that this
be tabled for now and possibly worked into the budget in a contingency manner. What
they have asked GA Power to do is set up a sample light on the West side of Butler
facing inland so they would be more turtle friendly, maybe with amber filters. Biggest
concern is to illuminate the crosswalks and they said even if the poles are not directly
next to the crosswalk they can angle the lights to still illuminate the crosswalks. We
want to make sure this will serve the purpose we need for public safety. They are going
to put some up in the dark spots for us to look at, no charge to the city. His suggestion
is to focus on the crosswalks now as that is a $6500 budget item for just the light bill a
year. Mayor Buelterman asked if they were going to install them and Wolff answered
yes. The lights are going to cost $30.45 a month a piece. We need to use as few as
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possible in solving our lighting and safety problems and keep them turtle friendly.
Suggestion is to do no more than 14 lights just for the crosswalks.
Councilman Brewer clarified GA Power had been asked to put up 2 types of lights. One
is a spotlight but the concern is people across the street would see it and might have a
glare problem. The other is a cobra head light with a flat bottom that won’t have a glare
issue, and then we look at both applications and see if we are getting the needed
lighting on the crosswalk. Mayor Buelterman confirmed no action tonight.
Consideration of Ordinances, Resolutions:
A Motion by Councilman Wolff to approve the Budget Ordinance was seconded by
Councilman Smith.
Mayor Pro Tem Doyle asked for confirmation that everyone has the same budget
worksheets.
Bonnie Kline presented a Power Point presentation to Mayor & Council of the following
(attached as part of the approved minutes)
Summary of Budget Principles
Reduce overall expenditures
Use Limited resources to fullest extent possible
Protect core City services
Minimize impact on taxpayers
Even though we are looking at the short term (yr or 2) we need to Plan for the long-term
Maintain current fund balance level
Mrs. Kline also reviewed the Administrative Cuts by Department Heads (attached as part
of approved minutes)
The Beach Related reductions would come from the one cent set aside from the
tax dollars Tybee keeps from the hotel/motel tax. And the lobbying contract being
cancelled.
Ms. Kline stated there were also some changes to the proposed budget for the
campground. Mainly there is a full-time camp operator position that is going to be
reduced to part-time seasonal.
Ms. Kline stated she had been asked to calculate if there was a cost of living
adjustment (but it is not added into the budget). After going thru each department it
calculated out to .75% impact for 6 months (effective 1/1/2010). This includes salaried,
part-time, over-time, taxes city would pay, increased retirement. Mayor Buelterman
confirmed the total impact to the budget would be $37,320 for 6 months and Ms. Kline
answered yes, that is correct.
Questions to Mrs. Kline:
Mayor Pro Tem Doyle asked explanation of $59,000 vs $64,000 for fire department
protection bay. Mrs. Kline explained they had found an alternative cover for $6000.
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Doyle also asked about the amounts for Mobi Mats and fencing if they could be
separated. Mrs. Kline confirmed they could.
Mayor Buelterman confirmed with Mrs. Kline that eliminating matching grant funds
would not affect Grants already received/approved in the year such as the sidewalks.
Councilman Brewer asked Mrs. Kline to differentiate between the dollar amounts for
the two zoning items.
Mayor Pro Tem Doyle asked and confirmed the Pier Restroom Trailer was an additional
one.
Mayor Buelterman asked what are Tybrisa Roads and Sidewalks. The City Manager
explained it was a project started last year with some preliminary engineering with the
infrastructure committee to make the street at the base of the pier go two ways, the
roundabout more functional and sidewalk repairs further up by Butler and the Seven
Flags Park. Mayor Pro Tem asked the city manager and/or Mrs. Kline if the total amount
could be separated out so they would know how much for sidewalks, etc.
Councilman Smith asked about the $380,000 for “The Woods” project. The process is
in progress for a wetlands permit according to Downer Davis. We will have to do this.
City manager stated we are dependent on the contractor and need to do both (the city
owned with the privately owned being done by the same contractor) at the same time.
Mayor Buelterman asked if we are firm on the cost. Mr. Hughes replied this is the
amount worked up with Ms. Allen if the project is done all in one year. He also agreed it
would be a lot less if done at the same time.
Councilman Brown asked if the $82,000 for the sidewalks was only for the portion on
Butler between Tybrisa (16th St.) and Izler. The City Manager explained the estimates
we received about a year ago. $34,000 + 10%, as estimates are a little dated, for that
portion on Butler, other engineering cost in front of the Strand was $41,400 + 10%. City
Manager confirmed this was for safety as well as cosmetic. Mayor asked how much it
would take to just replace or repair for safety. The City Manager explained it was about
80 sq. ft @ 12.00 ea and was confirmed by Joe Wilson to be about $5,000 to be able to
replace a 5ft wide monolithic sidewalk for safety.
Mayor Pro Tem asked what kind of training we are talking about at the campground.
Ms. Schleicher replied there are two types: RV training and general parks & recreation
training. We are keeping the RV training and taking out the parks & recreation. Doyle
asked what amount is the training budget. Ms. Schleicher replied $4626.00 is the
training budget.
Councilman Brown asked what the line item # is for Maintenance/Lawn Care at the
Campground. Ms. Kline replied that is Contract Labor #6180-52-3850.
Councilman Brewer asked to back up to the $1.25 million reduction in the budget. We
heard about it in the last meeting, you came out and said we need to make this
reduction. What caused that and why did we hear about it in the last 20 days before
going into the final budget? Was this an unexpected turn here or what happened? Ms.
Kline replied no, we always had the option to use the fund balance to balance the
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budget. Brewer replied if that is the case then we would have had to use the fund
balance to make this up. Ms Kline replied if everything would have been included and
kept in, that is correct. Councilman Brewer replied so up until 20 days ago we were
looking at a fully loaded budget, with a fund balance at a maximum level we like to
have, then there was some detour and 1.2 million was reduced out of the operating
budget that would have pulled the fund balance down by an equivalent amount unless
we make this adjustment, is that a correct way of stating this? Mrs. Kline replied yes
that is correct. Mayor Buelterman stated that is based on our wish list council created
at the workshop. Councilman Brewer stated he did not think these were wish lists; we
are taking out uniforms, snacks, beach renourishment. We were being led to believe
that was going to be a proper and correct budget and then all of a sudden there was a
$1.2 million deviation. He is still concerned of how this happened at the last minute; it
was not the wish list items. This implies there was something not right in the
calculations and some kind of last minute change of $1.2 million. I am trying to
understand this. Mayor Buelterman stated part of it was we were being conservative on
our revenue estimates. Brewer answered I just want everybody to be clear on this.
Mrs. Kline said if you look on Page 3 of 24 you will see the original budget column for
the proposed 2010 budget balances with the use of $1.2 million prior year fund balance.
That is where that came from. We could go with that in it but that is how much we
would draw down from it. This is an alternative. People have offered up suggestions to
not have to do this. Mrs. Schleicher commented we decided also to try and close that
gap by leasing some of our large capital items but we ended up not leasing them and
instead put them back into the fund balance because we rolled back the 10%. She asked
Mrs. Kline if we had gotten the draft audit yet.
Councilman Brewer stated we should have started this budgeting process based on
what we thought would be the amount of money we had to actually work with in this
budget. You gave it to all your departments and department heads and asked, give me
what your budget is going to be. You roll that up. And it was equal to a certain amount
of dollars. We got those dollars in an earlier workshop and work with those numbers
and we get right up to where there is 20 days till a final budget and there is a $1.2
million decrease. I find that to be very intriguing, that we did not know six weeks ago
that there was a $1.2 million dollar reduction in the revenues. Did we just learn the
revenue numbers in the last week? What happened? Mrs. Kline replied it was in the
original one she gave out showing it was coming out of the fund balance. Mayor
Buelterman stated in other words this was what was given to us originally. Mrs. Kline
stated we collect what the department heads want and what they think is needed to do
their jobs. They are not looking at the revenue sources because they don’t know it. All
we do is get it all together. If it comes up a million short who do I go to say we are not
going to have this much, we need to cut back? That is what this process in my mind is
doing. Councilman Wolff asked wasn’t that fund balance surplus primarily what we cut
out of the original budget for this year? It amounted to over $900,000 left. Mrs. Kline
replied yes, a lot of it is made up of that. Wolff replied he just wanted to clarify that this
is basically money we saved compared to what we had originally budgeted, by cutting
the 10% in every department. It’s not like its coming out of the blue.
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Councilman Smith stated we also have to know it is the wish list from all the
departments not just council. It is the amount they requested to do their jobs. Mayor
Buelterman asked at the end of this (budget process) can we see a short little statement
about the fund balance we have compared to what other communities have.
Councilman Wolff stated that in a workshop he and Mrs. Kline attended with Sabrina
Cape, one of the statements is that most communities shoot for a 1 or 1 ½ month
unreserved fund and we have 3 months. Also we need to look at and consider is it is
good to have a 3-5% contingency that is undedicated within the budget that year and
we are way low on that as we go thru this process we can put a little bit more in that
variable. Also more specifically he would like money to address grants he has been
working on just during the past two weeks. He has spent a lot of time in Atlanta and at
the GMA Convention this week with both former & current directors of GEFA talking
about how the stimulus money is going to be distributed throughout the state. They are
both directly responsible for that. He has been assured we could get some of that
stimulus money for primarily energy efficiency programs and some of that will come as
a pure grant and some would require a 50% match. I would like to suggest as we move
thru this process we look at energy efficiency upgrades and probably some pilot projects
that include photovoltaic’s to add solar power to city hall, for example, or the gym.
That would be an investment in an ongoing decrease in our operating and maintenance
expenses. That could be done for 50 cents on the dollar. So he would really like us to
be trying to work this back into the contingency balance so we would have something to
match grants. Mayor Buelterman asked Mrs. Kline if we have something in this budget
for this year’s contingency. She replied $25,000 for services related to the non-profits.
Mayor Buelterman complimented Councilman Wolff on doing a good job.
Councilman Brewer stated he had been making notes and putting items brought up into
three categories- Safety-Pedestrian Warning Signs, Eliminating message boards-with
wrecks on bridges this is a safety issue and we need to be cautious about reducing this
out of the budget. Mayor Buelterman asked for confirmation from Mrs. Kline if this was
to buy instead of rent and she confirmed it was. Brewer continued he also had the
sidewalks as safety. Others were in terms of Administrative Cost was reducing the
mayors travel, training & education budget and the councils travel & education budget.
Is this an administrative cost that we can save or as Councilman Wolff just mentioned
we learn things at the schools and is this something we can bring back and improve the
quality of the services here in the city? He shared with the council he has the City of
Thomasville’s Five Year Plan. Their city manager has just taken and revamped their
entire budget. It was a year long process. Starting with each department and each
employee in the city government. It was a very detailed planning. He suggested next
year having a workshop giving us a better understanding of the budget process. It
should not be something that starts up in March and we get a lot of numbers thrown at
us and it moves at a rapid pace and we really don’t have time to digest the budget like
we should. Each council should bring back something to the workshop from their
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training workshop. Brewer then continued on his budget notes other items include
efficiency, maybe changing out some department heads and reducing the cost. Less
cost, less people. Impact on Tourism: The restroom facilities at the pier, maybe has
been worked out now. Can we put the extra one at the foot of the pier where the
heaviest traffic is. The City manager answered she sent a letter to the county manager
and she got a verbal commitment from him and is waiting for the written response.
Brewer stated he is not sure what the process is going to be but eliminating a uniform
budget is pure administrative cost, prioritize what is important, safety, efficiency,
tourism. We want to make sure what we do does not compromise tourism either.
Mayor Buelterman suggested if everyone was agreeable to take the one page of
suggestions the staff has come up with to make budget reductions, go thru them
individually and council could make motion on each. And those would be amendments
to the budget, but please be specific. Brewer confirmed he would be able to discuss the
campground budget at the end and the Mayor confirmed.
A Motion by Councilman Wolff to reduce the Travel & Education budget for mayor &
council by 10%, rather than eliminating it entirely, specifically line item #3500-3507 and
3700-3707 was seconded by Mayor Pro Tem Doyle. Vote was unanimous
A Motion by Councilman Brewer to eliminate the next 3 items (Reduce Council meeting
snacks-$300, Uniform budget-$350, Volunteer Appreciation budget $2,000) which
amounts to $2650 was seconded by Mayor Pro Tem Doyle The vote was unanimous.
A Motion by Mayor Pro Tem Doyle to delete full time position and reinstate part-time
position in the clerk’s office was seconded by Councilman Brewer. The vote was
unanimous.
A Motion by Councilman Brewer to Reduce the City Manager’s books budget to $100
and eliminate the City Manager’s uniform budget-$300 was seconded by Mayor Pro tem
Doyle. The vote was unanimous.
A Motion by Councilman Brown to keep the Fire Dept protection bay in budget at a cap
of $65,000 was seconded by Councilman Brewer. The motion failed with Councilman
Wolff and Brewer and Mayor Pro Tem Doyle opposing. Councilman Brown and
Councilman Smith voted in favor.
Councilman Brewer asked if there is a preventative maintenance impact. Is
this a luxury or what is the value, is this going to increase the life of the equipment and
lessen maintenance? Mayor Buelterman asked for Chief Sasser to address questions.
He replied he thought so. We have approximately $76,000 worth of equipment
including the boat. This is also safety issue. Out in the open it could be sabotaged. The
mayor asked if splost funds for public safety buildings could be used for this. The city
attorney responded he did not think so. Councilman Wolff asked if the amount was for
a completed concreted enclosed building and Sasser replied it is. Wolff asked if the
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temporary amount was like an open sided aluminum carport and Sasser said yes. Wolff
then asked if that with some kind of zip up canvas sides would be ok until the new
public safety building was built 3-5 years, as this would include 1 or 2 bays for the fire
department? Councilman Brewer agreed with Councilman Wolff that the $65,000
should be put in to the public safety building. Councilman Brown and Mayor disagreed
and said this expensive equipment and should be protected. Councilman Wolff asked
about the usage of the equipment and Sasser explained they have been used very
recently on rescues.
Mayor Pro Tem commented on meeting with citizens and their recommendation was to
look at things that were essential to keeping this city running. She does not feel this is
one of those essential items and that is why she opposes.
A Motion by Mayor Pro Tem Doyle to approve $6000 alternative protection cover was
seconded by Councilman Wolff. Mayor Pro Tem Doyle and Councilman Brewer, Smith
and Wolff voted in favor. Councilman Brown opposed.
A Motion by Councilman Brown to make the DPW part-time position a full time position
at an additional cost of $15,000 was seconded by Mayor Pro Tem Doyle. The vote was
unanimous.
Mayor Pro Tem commented that Mr. Wilson has a 2 part department- the Public
Works and Parks & Recreation. He needs an assistant in both areas.
Councilman Brewer asked what the value to increasing the hours is. City
Manager answered to give the advantage to the 2 co depts. By having the two assistants
cross trained. Brewer asked if this was essential to keep the city running as had
previously been pointed out. City manager commented this position was already part-
time and was already working 28-30 hours a week this was only adding an additional 10
hours and benefits that is what the $15,000 covers. And it would increase the coverage
in the busy department.
A Motion by Mayor Pro Tem Doyle to eliminate $100,000 matching grant funds
seconded by Councilman Brewer. Doyle amended motion to allow $25,000 to be
moved to contingency for matching funds, was seconded by Councilman Brewer. The
vote was unanimous.
Councilman Smith suggested if grant comes up we can get the matching funds
from the contingency.
A Motion by Mayor Pro Tem Doyle to eliminate fence cloth but keep in $15,000 for
Mobi-Mats was seconded by Councilman Brewer. The vote was Brewer, Doyle, Smith,
and Wolff in favor. Councilman Brown opposed.
Councilman Brown asked the cost of the fence clothing to cover up DPW.
Answer was $8,000.
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A Motion by Councilman Brewer to reduce the budget by $30,000 and $125,000 for
items #20 (to reflect the expiration of lobbying contract and the beach renourishment
set-aside) was seconded by Mayor Pro Tem Doyle. The vote was unanimous.
A Motion by Councilman Wolff to add Zoning dept head, eliminate part-time admin
assistant position, and remove consultant, per city manager’s recommendation was
seconded by Mayor Pro Tem Doyle. The vote was unanimous.
A Motion by Councilman Brown to defer “The Woods” (Solomon) rehab project by
$380,000 was seconded by Councilman Wolff. The vote was unanimous.
A Motion by Councilman Smith to eliminate the Green Space set aside amount of
$180,000 was seconded by Brewer. The vote was Doyle, Brewer, Brown, and Smith in
favor and Councilman Wolff opposed.
A Motion by Mayor Pro Tem Doyle to cut $72,940 for Tybrisa and retain $10,000 for the
sidewalks was seconded by Councilman Brown. The vote was unanimous.
A Motion by Councilman Brewer not to eliminate the $39,890 for the pier restroom
trailer was seconded by Mayor Pro Tem Doyle. After discussion of already 2 restrooms
being so close together and possibility of placing signs referring to each other’s location,
Brewer and Doyle withdrew motion. Mayor Buelterman commented this was very good
and thank you.
A Motion by Councilman Brown to defer the $39,890 for the pier restroom trailer was
seconded by Councilman Smith. The vote was unanimous.
A Motion by Councilman Brown to remove the $36,000 for Pedestrian Warning Signs
failed due to no second.
A Motion by Councilman Wolff to move $36,000 to Contingency for the Pedestrian
Warning Signs pending the final bids was seconded by Councilman Brewer. The vote
was unanimous.
Mayor Pro Tem asked for comments from the infrastructure committee and
Councilman Wolff explained moving the funds to contingency would be better because
there are several options and possibilities with different costs associated.
A Motion by Councilman Smith to continue to rent message boards as we need them
failed due to no second.
A Motion by Councilman Brown to purchase the electronic Message Board for multiple
reasons at $13,300 was seconded by Councilman Brewer. The vote was Doyle, Brewer,
Brown and Wolff in favor, and Smith opposed.
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A Motion by Councilman Brewer to eliminate $79,000 for the Better Hometown
Position and Program failed due to no second.
A Motion by Councilman Smith to leave The Better Hometown position as is ($49,886
salary portion only) was seconded by Councilman Wolff. The vote was Doyle, Smith and
Wolff in favor and Brewer and Brown opposed.
Mayor Pro Tem Doyle asked if that included everything the way it is. If we are cutting
some things somewhere, the supplies, holiday decorations have been discussed and if
we are going to cut that is where it should be.
Councilman Smith asked if Doyle meant to cut all of it. She replied yes. Councilman
Brewer led discussion on work product from that department. Also communication
issues on special events. How many grants have been written or received? Councilman
Smith commented that the program is only 6 months old. It takes 1½ -2 years to
become certified as a Better Hometown Community. At other better hometowns grants
have provided many renovations to the downtowns and theaters. He felt it would be
short sighted to stop the program at this time.
Councilman Brewer commented he thinks the city government should not duplicate
what other organizations or groups are doing in the city. If we keep the program there
needs to be some restructuring. Mayor Pro Tem agreed with Councilman Smith we
need to give the program a little more time working with the other groups. If it doesn’t
seem to be working then we can then do away with it. Councilman Wolff commented
on the minutes of the board and the coordinator’s action plans. Moving forward there
is a lot going on and the coordinator is needed to keep it going. He would like to ask the
coordinator since we are all tightening our belts, if we can cut some other things out like
the cell phone etc but keep the position. Councilman Brewer commented,” If you can’t
measure it you can’t manage it.” The program needs to be measured and structured.
He would stand behind it if it is measured and shows value.
Councilman Brown asked if we are writing grants would the businesses be given this
money to fix their facades up or loaned this money at a low interest rate or what?
Councilman Wolff answered there are programs that do both. There is a lot of money
out there but most of it is going to require matching funds. Again it takes a city
representative to tap into it.
Councilman Smith recommended reading the materials for the Better Hometown
Program.
A Motion by Mayor Pro Tem Doyle to cut ½ half of the amount of the $8392 Travel &
Education budget for Better Hometown Program was seconded by Councilman Brewer.
Motion was amended by Doyle & Brewer to eliminate $5000. Mayor Pro Tem Doyle,
Councilmen Brewer, Smith and Wolff voted in favor and Councilman Brown opposed.
Councilman Wolff asked Ms. Morton what it is covering and if cutting by 10%
would be enough to allow the very necessary training. She replied they had been
relatively conservative but part of working towards the designation of Better Hometown
it is required that board members go to the Main Street Institute. Mayor Buelterman
confirmed it was not only her but the board also. She replied to Councilman Wolff she
Prepared 7/13/09dw Page 13 of 24
could look at cutting it 10%. Wolff also asked about the $240 cell phone in the budget
and she said she uses it quite often but it would be up to council if they wanted to cut it.
Mayor Buelterman stated it was not on the list of suggested cuts so maybe they could
look at that later. Councilman Smith asked about just a cell phone allowance in which
the reply from city manager was they already do that. Councilman Brewer asked if any
other city boards were covered or compensated for training. Mayor Buelterman
answered planning commission, beach task force. Brewer asked if he could get a break
down on what amount is for the board and what is for the coordinator. Diane Otto
replied she had detail of the $8392 which shows $5,000 is towards studies (such as a
marketing study), $240 cell phone, $1400 is travel & related, $1047 is dues & fees, and
$705 is education & training. Mayor Buelterman suggested just to cut the studies
amount that would actually be a little more than ½. If they want to come back later and
ask for a study they can.
A Motion by Mayor Pro Tem Doyle to remove the supply and materials (Holiday
Decorations) $20,650 from the budget was seconded by Councilman Wolff. Mayor Pro
Tem Doyle, Councilmen Brewer and Brown voted in favor. Councilmen Smith and Wolff
opposed.
Diane Otto gave the detail as Pole Banners-$8,000 Lit Pole Decorations-$7000
“Lights On” Parade- $600 Annual Sidewalk Sale $700 not yet implemented
program –Third Thursday $3500 Remainder is printing, handouts, meeting supplies.
Councilman Wolff asked what specifically would the pole banners be and Ms. Otto
replied it is all Christmas holiday decorations. Ms. Morton explained she is working with
DPW and other committees to check what other light decorations etc need to be
replaced, to make island more Christmas. Councilman Brewer stated the power bill is a
flat fee rate. Councilman Brewer made comment about the North End Business District
not having any of the Christmas fare. He suggested leaving in an amount to be able just
to extend the decorations to include that area. Mayor Pro Tem Doyle stated the big
lighted panel strung across the road was paid for by donations from the businesses and
citizens and that’s why they are where they are. Mayor Buelterman stated it is not the
year to spend $20,000 on Christmas decorations. Councilman Wolff agreed. He also
commented that three councils ago they actually spent $20,000 on the big light panels
and Mayor Buelterman voted against it then. Doyle said it would have been more if the
donations had not come in. Mrs. Schleicher stated if its councils decision not to spend
money on Christmas decorations it would only be $15,000-($8,000 for Pole Banners,
$7,000 Lights) it would keep money in for the other promotional items. Mayor Pro
Tem asked what the money is spent for because the businesses do everything, unless it
is advertising. Councilman Wolff suggested only cutting the $8,000 and leave in the
other. He commented on Third Thursdays 12 events would be another way to bring
people out to the island on a week day. Diane Otto explained this would only be for 4
months during the off season.
Prepared 7/13/09dw Page 14 of 24
A Motion by Councilman Wolff to reduce the Campground budget by $27,494 for
personnel and travel was seconded by Mayor Pro Tem Doyle. Doyle, Brewer, Smith and
Wolff voted in favor and Councilman Brown opposed.
A Motion by Councilman Wolff to approve the 1st Reading of the Budget Ordinance as
amended was seconded by Mayor Pro Tem Doyle. The vote was Mayor Pro Tem Doyle,
Councilmen Smith and Wolff in favor. Councilmen Brewer and Brown opposed.
Mayor Buelterman stated he was assuming council did not want to add the $291,000 as
a cost back in to budget therefore closing the campground. He asked if someone
wanted to make a motion. No motion.
Mrs. Kline asked if the cost of living adjustment should that have been on the table?
Councilman Brewer asked if we just approved the campground budget because he was
getting ready to discuss it.
Mayor Buelterman asked to take a short break and come back. Councilman Wolff
commented the budget still had to be balanced. It was not yet. Mayor Buelterman said
we would go over everything else after break.
Mayor Buelterman called a break at 9:06pm and the meeting was called back to order
shortly afterwards.
Mayor Buelterman asked for a motion to approve the 2nd Reading.
Councilman Brown asked if we had ever gotten a true final finished audit on the last
year. Mrs. Kline said no. We have sent them everything. Councilman Smith stated he
had spoken to them and they had sent a draft, Mrs. Kline was to do some things on that
and send it back for a final print. She replied they had done that. Mr. Hughes stated he
had also spoken to them and they said it was done and we should be receiving it.
Councilman Smith said the new CPA’s that will be working with us on this yearend, are
finished with work thru 3/31/09 and will have it to us the end of August.
Mayor Pro Tem asked if the staff or council has any concerns that we are looking at
approving a budget for the next year when we have not gotten the audit back.
Councilman Brown stated he did. City Manager replied they do but they have no
control. There are some numbers we would like to see on the final adjustments that we
are comfortable with and can give to council and we are unable to do that and are at
their mercy. Mayor Buelterman said luckily we have someone else in place that will be
responding in a timelier manner. Mayor Pro Tem asked Mr. Hughes if there is nothing
we can do. She asked him to please get it here. He stated there is really nothing else to
do it is done. We are just waiting on it. In the future we could write in some penalty
clauses in the audit contract but that is opening up other issues. It is a tough problem.
Mayor Buelterman commented if the audit comes back with problems we can always
Prepared 7/13/09dw Page 15 of 24
amend the new budget to correct it. Mayor Pro Tem responded now she can sleep
tonight.
A Motion by Councilman Smith to approve the 2nd Reading of the Capital & Operating
Budget Ordinances as amended was seconded by Mayor Pro Tem Doyle. The vote was
Smith, Doyle and Wolff in favor. Brewer and Brown opposed.
A Motion by Mayor Pro Tem to amend the Supply & Material budget for the Better
Hometown Program to include $1700 for the following:
$200 Printing, $200 Handouts, $700 Sidewalk sale, $600 Christmas Parade was
seconded by Councilman Smith. The vote was Doyle, Smith and Wolff in favor, Brewer
and Brown opposed.
Diane Otto requested to give line by line detail of the $20,650 to show it was not
all Christmas decorations and some of it was needed to allow the program to function.
It was detailed at: Books & Periodicals $250 (Historical Society),$200 Printing, $200 BHT
Handouts, $200 meetings, $3500 for 4 months on Third Thursday , $700 annual sidewalk
sale advertising and supplies, $7,000 was lit pole decorations (20), $8,000 was for 50
pole banners, $600 was for Lights on Christmas Parade.
A Motion by Councilman Brewer to add $55,000 for toll road study if the city manager
can negotiate it for steps 3 & 4, seconded by Councilman Brown failed with Smith, Wolff
and Doyle voting to oppose.
Councilman Brewer commented that the City Manager had spoken to the
company that did the travel study in 2004. In the back of the study they had listed
future steps. One of them was the consideration at the time the traffic got to a level
that a toll road should be a possible consideration. Mayor Buelterman asked if the toll
road he was talking about would include the widening of the bridges and road.
Councilman Brewer said no, it would be at the entrance to Tybee for funding of our
things. It is the state’s responsibility for the other it is not our duty. The study gives a
total of $100,000. Four Task- 1) update the study $35,000, 2) develop a Preference
survey $20,000, 3) Revenue forecast & Finance Plan- Data on revenue estimate, Mr.
Levy has already done a pencil sketch. 4) Toll plaza concept $10,000 –What’s required-
location, lane requirements, toll attendants, electronic arms, resident entrance,
roadway improvements. Have city manager work with HGBD to eliminated the first two
items, therefore a $55,000 study could be done and take to the bank and generate
numbers to pay for a parking deck, supplement the beach renourishment, take care of
the infrastructure. He is aware there would be issues. You put up a toll plaza, you take
on the responsibility of maintaining Hwy 80 and that should be factored in. He is asking
for council to have some vision and put a stake in the ground that Tybee is moving
forward with the recognition that we need the 4 lane, parking issues etc. We need a
funding mechanism, it may not be the final and there could be other funding streams
coming in but this $55,000 could move us closer to going to an investment firm and find
the money to do a project like this.
Prepared 7/13/09dw Page 16 of 24
Mayor Pro Tem Doyle commented that she doesn’t disagree with Councilman Brewer
but we have spent all this time and no employees are getting merit raises, not starting
COLA raises till January, making all the other cuts, she had to do something not a
pleasant task to her and cut all the Christmas lights and she just does not see this right
now with everything until we know where we stand after all the cuts we have already
made.
Councilman Wolff stated he agreed with Doyle right now we need to stay focused on
widening the roads and bridges at least raising them above rising sea levels. If it comes,
it will take a long time and we can do the study while the widening is being done.
Mayor Buelterman commented if the state will pay for it let them. The core committee
is looking at a study for the bridges and the roads. What if we are told a toll at the
beginning of Hwy 80 is the only way we could pay for the bridges and the road. Then we
would have two. Councilman Brewer stated then we could say we already have one in
place. We could negotiate with state if it came to that.
City Manager asked about the COLA. Mayor Buelterman stated this is the 1.5% Cost of
Living. He suggested we wait until the information on the millage from the county
comes in as that will be well in advance of January 1st when this would take effect.
Council agreed.
Councilman Brewer commented we have waited all year to have the Incode loaded
where we are tracking all the expenses on line and not on a side spreadsheet. He asked
Mrs. Kline if she can state the date when Incode would be loaded with this budget and it
would be operational. She replied yes, effective July 1st. He asked to confirm at that
time we would only be operating on Incode and not on a side sheet. She responded we
have always been operating in Incode, still printing out monthly reports; it is the year to
date figures that the Excel is giving her. He said he did not understand that several
months ago. They were asking about the Incode numbers. He asked Mayor Pro Tem
Doyle if she had asked and she said yes she had asked and was told because we changed
the fiscal year we were not getting the balance sheets. The city manager confirmed
what council wanted now was Incode balance sheets that have the correct numbers.
She replied because of the change in fiscal year the percentages would not make sense.
Mrs. Kline responded she could give the balance sheets now actually it was not the
balance sheet it is the profit & loss statements, the year to date figures. The balance
sheet of point in time has never been a problem and there are no budget figures in
there, in the accounts. Mayor Pro Tem could we have been getting balance sheets all
along? Mrs. Kline answered yes. She thought they were only interested in the cash.
That is why she was doing the cash reports.
Councilman Brewer asked isn’t the cash balance sheet typically a financial instrument
that a business looks at each month to see where they stand with their cash and making
sure they don’t run out of cash and they can pay their bills and things like that? Mrs.
Kline answered if you say so; we don’t pay bills without having cash. He then asked Mrs.
Schleicher isn’t a cash balance statement something we require here to know where we
Prepared 7/13/09dw Page 17 of 24
stand? She answered, when we write checks we make sure we have money. We don’t
write checks if we don’t have cash, if that is what your concern is. Councilman Brewer
asked if financial statements and cash balance statements aren’t typical documents you
produce at the end of the monthly cycle of the business. Mrs. Kline said sure, and he
stated obviously we’re not getting them are we. Mrs. Kline said she would be glad to do
it. Councilman Brewer said he would like a report back at the next council meeting.
Mayor Buelterman then asked if she was going to get it by July 30th, as this process
started July 1st, we would be able to get those statements. She confirmed yes and it
would be with the real budget and have everything. Councilman Brewer commented at
every council meeting the council should have a financial packet that shows us where
the finances are and we are tracking through Incode and we would feel more confident
in everything.
Councilman Brewer than addressed the campground. He has looked through a one year
budget report to understand the relationship between the revenue, the expenses, the
debt service and what the monthly operating conditions were at the campground.
In November, 2008 total revenues were $39,520, debt service was $29,000. Total
expenses were $69,000. The revenues under expenses were $29,000. Looking at the
bottom line in each month in June we lost $66,000, in July we lost $224,000. When I say
lost, if this was a business and I looked at how I faired that month it would tell me I lost
$224,000. Mrs. Kline responded, not really. Councilman Brewer asked her to help him
with the not really. She said if this was a typical business that bond principal payment
would not appear on a profit & loss statement. He asked what that represented. She
said paying down the bond. Mayor Buelterman stated your mortgage basically. She
said it is increasing your equity in the business it is really not an expense. The interest
on the other hand is an expense. He then moved on to August, that didn’t have that
payment in it. We took in $56,000 our debt service was $30,000, total expenses were
$108,000 we lost $52,000 as we’re operating as a business. In September we took in
$40,000, $33,000 in debt service, expenses were $85,000, we lost almost $46,000.
Everyone can see the flow of the money. October we lost $32,000, November $29,000,
December $43,000, January $32,000, February $21,000, March $5,000 and we just
made a profit this month of $27,000 so I’m asking, one of the things I learned in my
finance course is that cities don’t do well operating businesses. They are not geared to
think, act, and work as a business. We are a municipality oriented thinking we have
plenty of money, just move it around and cover the expenses and don’t worry about it.
One of the questions every month is, we are losing this money and we are
supplementing it thru the general fund, is that correct. Mrs. Kline answered yes.
Brewer than stated then all the campers that come and stay at that campground those
months was subsidized by the general fund. Mayor Buelterman said that is one way to
look at it. Brewer asked Mrs. Kline is this correct? He then redirected the question to
council. Should we be looking at other strategies? Maybe closing the campground off
season? A lot of companies do when the revenues are down and the expenses are up
cause they are fully staffed, there are some fixed costs we are bearing here when there
is no revenue. We are just working right thru it and assume it is ok to continue to drop
Prepared 7/13/09dw Page 18 of 24
these kinds of dollars. Are we as a council ok to continue losing this kind of money at
the campground without looking at alternative strategies? Look at the months in the
winter looking above the debt service we have revenue, and just eliminate the off
season expenses over there.
Councilman Brown said he thinks Brewer has a point in the direction he’s heading and
maybe he needs to ask Mr. Hemphill or Mrs. Kline to run some numbers on working a
skeleton crew during the off season instead of fully staffing it and do we need a store?
Is that competing with our other businesses? Mayor Pro Tem asked if he would want to
be in a campground where you didn’t have a store to go to in case you needed
something like ice, etc. We need to think about this.
Councilman Brown stated we just need to look into it. Councilman Brewer asked what
we are going to do to fix this problem. Mayor Buelterman said you can look all over the
island and the businesses don’t close down all winter, there are very few that do.
Councilman Brewer stated we have an infinite number of dollars here and the general
fund is a free bank that we can pull money out of to run the campground. That is what
this is all about.
Mrs. Schleicher said she is aware council got this late but there is an amended
campground budget that has got red on it in your packets. She stated she appreciated
the challenge the council has given. One of the adjustments was the full-time benefited
operating maintenance position has been converted to seasonal. The revenues have
been dropped significantly down because we don’t want to overstate our revenue. It is
only 15% above last year. Looking at the Trend Analysis we did have a huge slump in the
fall which you see the YTD represents that. The campground has rebounded very well
since December and has grown steadily month to month all across all areas especially
rentals are going up every month. We took the YTD and added 15% to adjust the
revenues. On the flip side if you adjust the revenues you have to adjust the
expenditures. And she believes that is what council wants to see is some restraints on
spending. If you look at the expenditures, we have reduced already on salaries( which
includes that position you have already approved) evaluated spending on other salaries,
took our pencil out and made sure we had really good numbers on other services. We
have whittled down in a number of areas. As you can see our garbage contract went
down, took down a golf cart, and took out a lot of things in the supply side. What we
ended up doing is making sure we adopt a little bit stricter expenditure side. So we
don’t spend more and it is balanced. We have set caps on line items and really tried to
cut down.
Mayor Pro Tem Doyle asked city manager if when they had met with Sabrina Cape, we
asked about the Enterprise Fund. She answered yes, she had said it is up to what we
want to do, if we recognize we are going to continue to have a short fall we can put it in
the general fund if we want to.
Mayor Buelterman said it doesn’t make any difference though it’s just an accounting
thing. Mrs. Schleicher commented the thing about the Enterprise Fund is if you have a
short fall it is very transparent. Councilman Smith stated in the General Fund you are
not creating an additional debt to the campground. You put it in there and raise the
Prepared 7/13/09dw Page 19 of 24
taxes, raise the millage rate just the way you were told in the minutes when it was
bought then you don’t create the second debt. Right now the way he sees it an advance
in the General Fund current year 2008 is $669,000. Correct. Operating as an Enterprise
Fund we are borrowing money from ourselves to pay back the borrowed money from
bond authority. It is just a cycle. It’s never going to get paid back, it gets worse. If you
put it in the General Fund you have to cover it by increasing the millage rate or take it
out of the Fund balance. He has copies of the minutes of the Executive Session where it
was purchased if anyone wants a copy. He confirmed with Clerk of Council they would
be Open Records.
City Manager asked if it was the consensus of the council to approve the line items in
the Enterprise Fund but then convert it into the General Fund.
Mayor Pro Tem asked if the staff feels comfortable with that or should someone like
Sabrina Cape or our new Auditors look at this and give us some advice. Mayor
Buelterman and Councilman Smith agreed. We can then look at what is in the best
interest of the city. Councilman Wolff agreed good idea to look into other possibilities
and thanked staff for reworking the budget. Once this is paid for we will be padding the
General Fund from the campground. Based on this year’s numbers it has improved in
every way.
Councilman Brewer asked, improved in every way, how much money has the
campground lost in the past 11 months? He said he had asked for Sabrina Cape to come
down here 2 months ago and got zero support. We only lost $45,000 that month. We
could have spent $500 maybe and had something to look at now. He asked Mrs. Kline
what we’ve lost in the past 11 months. Mrs. Kline estimated about $450,000 was the
amount of cast it used. To talk about it as a business you have to take out the bond
principal payments, capital outlay is not an expense of that period. You cannot count it
on the profit & loss. You record it as an asset and depreciate it over the period of its
useful life. Mrs. Kline asked to clarify what Ms Cape had said about the Enterprise Fund.
It depends on what the intent is. If the intent is for the campers to pay for the expenses
of it that is what makes the Enterprise Fund. If it gets to the point that tax money is the
primary source of revenue then it should go in the General Fund as a department.
Mayor Buelterman than asked staff to send all the information to Ms. Cape to review
and give us a suggestion as to what option would be better for our city moving forward.
Councilman Brown commented to Councilman Brewer that he had run into Ms. Cape
and she informed him she had been scheduled for a meeting here over the weekend but
it had been canceled. Mrs. Schleicher replied no that is not what happened. Tybee
requested with all the other cities on a list but it was all full and we were put on a
waiting list. GMA was handling it for us. So we never got a meeting.
Councilman Wolff commented he had some ideas, and in the interest of coming up with
a budget that is more closely balanced, and not having to pull so much from the
unreserved fund, he talked to Mrs. Kline about these ideas, if they are all feasible, it’ll
cut it about $57,000 and depending on rather we can do a GMA lease purchase on the
Prepared 7/13/09dw Page 20 of 24
garbage truck which is $60,000 , we can conceivably put another $45,000 on top of that
and have close to $100,00 which would balance it out. As he went to review the list,
Mayor Buelterman asked how long it was. Councilman Wolff replied not very. Mayor
wanted to remind him we are contributing money back into the fund balance based on
the 10% cut we made this year. It has not been factored in yet. Councilman Wolff
asked Mrs. Kline if that was true. She replied the Fund Balance for this year includes
what was left from last year. Councilman Wolff said he thought it had already been
worked into this. Mrs. Kline said no. Mayor Buelterman said that is the money we saved
this year by being frugal. Councilman Wolff said $900,000. Mayor said yes. Councilman
Wolff asked if it had not been worked into this. Mrs. Kline, Mrs. Schleicher and Mayor
Buelterman said no. Mayor Buelterman stated he is trying to get everyone very clear
on; we are contributing more money to the Fund Balance, which is so much higher than
what anybody else has. He said everyone should campaign on that when they run for
re-election. Councilman Brewer said he will feel more comfortable when he sees the
numbers. Mayor Buelterman commented on Councilman Wolff’s list if it becomes
needed we can look at them at that time.
Mayor Buelterman thanked Mrs. Kline for all her hard work.
City Manager’s Report – Diane Schleicher
Mrs. Schleicher gave an update on the Old School Building and YMCA Building project.
The concern was what walls were being removed. She showed the plan and what walls
would be removed. Mayor Buelterman asked how much this is going to cost. Mrs.
Schleicher said the council had already approved $30,000. Other things being done was
in the halls we are putting insulation and sheet rocking to improve the fire rating and
the weatherization level. And we will be replacing the windows with the same style as
on the north side of the building. In the storage room we got rid of all the junk and the
records are being combined to be more efficient. Vivian Woods is working with DPW to
do that and any overflow records are going into the TEMA room. It is staying intact the
way it is and we will be changing the locks out since we have city records in there we
want to control access. That will give Mrs. Woods time to work through all those
records as she works through the records management program she is doing now and
consolidate all of that.
She didn’t have plans for the YMCA building but on the south side we are removing the
wall in the bathroom so on the south side it will be one big room and that is in progress.
We also added more insulation and making the windows on the south side more energy
efficient. We also put more electrical on the north side where the weight room is
because Ms. Brodofsky is going to put the Aerobics Room from the south side to the
north side and all the weights on the south side and she has those electrical needs. We
will have a B2 study done when we get to putting the a/c’s before we get to the final
decision and also look at the day camp room because there has been some moisture
issues there and we will try to take care of that.
Prepared 7/13/09dw Page 21 of 24
Councilman Brown pointed out the windows are being replaced on the south side also
and he asked if the smoke detectors and fire devices were being put in as requested.
Mrs. Schleicher responded we are putting the additional battery operated because of
the EMT suite and camp room. But outside of the $30,000 we are going to come back
and we are looking at the specs on pull-down alarm systems.
Councilman Brewer asked about the central hall way insulation and fire protection. Are
we working with the engineer on this because normally you are concerned with
insulation in the exterior walls and not inner core of the building? What level of design
assistance are you getting with this? Mrs. Schleicher stated we did have an architect
come in from HGBD and look at the fire rating and he spoke with the fire marshal. We
were losing a lot of air thru the hallway because it used to be some kind of skylight or
something that was not sealed up properly and that is why we are sealing it up and the
fire marshal wanted us to sheetrock when we started weatherizing because of the extra
hour of fire rating it gave us. Councilman Brewer asked if calculations were going to be
done on the a/c units and Mrs. Schleicher responded yes.
Councilman Smith asked the City Manager if there were advertising requirements on the
dept head position in community development dept. She replied no but she was going
to try for a month lead time because of advertising and interviewing and because of the
good climate she thought there would be some good applicants. Councilman Smith said
she was going to combine that time with the 30 days for the consultant contract to
expire and it would coincide with the new head coming on board. If council wants to
adjust the budget we can but she is just trying to move on. Mayor Pro Tem asked about
the Job Classification and is it the same as before. Mrs. Schleicher replied no, the pay
grade is lower and the duties are different because that department has been
restructured. We don’t have code enforcement in that department along with other
things so that is why she is asking councils approval on this.
Councilman Brown asked what it was going to be called now. She responded Planning
and Zoning Manager if that pleases the council. Mayor Buelterman asked if it was ok
with everyone and council concurred.
Council, Officials and City Attorney considerations & Comments
Mayor Jason Buelterman
Mayor asked the City Manager to look into placing trashcans and ashtrays that can
withstand salt water air, etc from 14th to 17th Street on Butler Ave. (Councilman Brown
suggested hot dip galvanized). She will bring back for approval with cost.
Mayor Buelterman asked what can be done about the major congestion on Hwy 80 at
the intersection of Tybee Oaks. Mayor Pro Tem commented on the speeders and safety
issues with pedestrians. She has tried in vain to get crosswalks and is afraid something
is going to happen. She requested more police presence and said someone is going to
Prepared 7/13/09dw Page 22 of 24
get killed. Mayor Buelterman said this is just one more negative thing about not having
control over the road we can only continue to work with DOT.
Mayor Buelterman asked how long is it after you get your water bill till you get a late
charge. City Manager answered 20 days. Mayor asked if it is $15. Mrs. Schleicher
answered $15 since we’ve gone to the monthly billing; it used to be $28. What happens
when there is a late list we start a cut list and depending on how much and how late
someone has been and if they are carrying over a balance from last month, if they get
cut? We have been doing a lot more calling. There is a lot of administrative work
involved. It is not based on a percentage of the bill but how much staff time is involved.
Mayor Buelterman said people are just going to have to learn to pay on time. We have
received a lot of emails, but we knew we were going to get a lot when we changed to
monthly. If everyone is in agreement we will keep to this and hopefully people will
learn to pay on time. He thought it was less than 20 days when he put it on the agenda
based on what was said in emails.
Bubba Hughes
Request for extension of setback variance previously approved by council on
07/10/2008 Rodney Hickox 11 Naylor St. PIN 4-0002-03-012 Zone R-1B
A Motion by Mayor Pro Tem Doyle to suspend the time accruing on previously granted
variances, for a period of 12 months while the City considers whether a text amendment
would be appropriate was seconded by Councilman Smith. The vote was Doyle, Smith
and Brewer unanimously in favor. Councilman Brown and Councilman Wolff recused
themselves.
Mr. Hughes said the problem is we do not have an ordinance that permits extensions of
variances. We receive a number of requests because of the economical times. He went
on record to state everyone needs to be treated the same way in the absence of an
ordinance. We can’t make exceptions for one.
Mr. Hughes gave suggestion for motion. Planning Commission will be looking at this
also at their workshop in July with Article 5.
Mr. Hughes report on litigation:
Mr. Hughes gave a report on resolution of the one case that was determined
adversely to the city and council, rather than continue to accrue cost; they settled and
paid off the judgment.
American Towers: Expansion of cell tower ground lease
A Motion by Councilman Smith to allow City Attorney to continue negotiations to
expand the cell tower ground lease space was seconded by Councilman Wolff. Vote was
unanimous.
Prepared 7/13/09dw Page 23 of 24
This is behind the police station. They want to add 480sq ft to the space they
presently occupy. They are offering an additional $675 for rent. We are almost at
capacity on the antennas on the water towers. The reason the company wants ground
space is they are trying to get another service in. What makes this a little more
attractive is our lease has a revenue clause in it, if they lease to another customer we
get 10% of that rent.
Councilman Brown asked if we have any other closed right-a-ways on the south end.
Councilman Smith said he proposed using city property for additional cell towers last
meeting. Mayor Buelterman asked him to bring it back with specific locations.
Mayor Buelterman asked Mr. Hughes about the Hand Escrow Agreement. Mr. Hughes
said we are closer. The request for the fees was originally at $7,000 and is down to
$5,000 and there are a few other things he will try to get back on by next meeting.
Mr. Hughes asked if the Infrastructure committee or anyone else knew anything on the
application for the permit from DNR on 14th Street Drainage. Mrs. Schleicher said it is
moving forward.
Mr. Hughes also reported on the Chatham County Mutual Benefit and Use Agreement
regarding Debris Removal. Mrs. Schleicher had requested him to look into an additional
contract for emergency debris removal services based on those that the county had
already gone through the bid process with. Nothing is wrong with having a backup plan
in case the original company could not respond where the hurricane, etc had come
through or if it hit Tybee and not Chatham County. The city manager felt this process
could save the cost of going out on our own. Jimmy Brown has concerns about
reimbursements from FEMA because of it not being done the right way to start with.
Mr. Hughes is asking for some guidance.
Mayor Buelterman commented he had asked the city manager to meet with someone
from Ashbritt, who he and Mayor Pro Tem had met at the hurricane conference in
Austin. Mayor stated he is not as interested in additional debris removal as much as all
the other services they provide. They can do drills; deal with transportation logistics,
getting big things out here. They have a long laundry list of services they can provide.
Right now all we have is debris removal. I suggest we add on and it makes sense for us
to have more than say Pooler has. We are going to have a whole host of issues to deal
with and if you have a pre-existing contract, and another issue is keeping track of all the
money so when it comes time for FEMA to reimburse you have all your ducks in a row,
which a lot of places have had problems with. Mrs. Schleicher said what she is looking
for is a standalone contract with Ashbritt. And as Chatham County had already gone
thru the competitive bid pricing process she was hoping to piggyback off of that pricing
but have our own contract and not have a Mutual Aid contract with Chatham County
but our own stand alone contract. That way we have 2 debris removal services but we
also get the host of all the other services that Ashbritt can provide if we need them. As
long as it meets the test that has been bid competitively and has already been done.
Prepared 7/13/09dw Page 24 of 24
Mayor Buelterman than asked if we still get FEMA’s reimbursement and if it is free.
Mrs. Schleicher confirmed yes. Mayor said he doesn’t understand why we wouldn’t do
this, he and Mayor Pro Tem Doyle met with them and they have been there done that
and have worked with disasters, hurricanes specifically and he thinks they would be a
big help if we ever get hit. Mrs. Schleicher stated they were at the local GMA Hurricane
Conference as well and did a session.
Councilman Wolff stated as we were going through the whole process several years ago
with our emergency management planning and reviewing these companies, once we
had signed the contract with the debris removal folks we ended up getting another
company that is going to do the paperwork and monitor them to make sure we are
FEMA compliant and FEMA is going to pay them too. Mayor Buelterman stated only on
the debris removal side of it. Wolff said yes, but a couple of these companies do
provide other services and in the emergency management class Saturday, the mayor
and fire chief of Port Wentworth gave a good demonstration and they do drills out
there. He said maybe we could talk to him about doing some practice drills. Mayor
Buelterman said that is the only thing we would have to pay out of pocket is maybe
some simulations but he did not think they were that expensive. Another thing is water,
which is a huge thing if we had someone to provide that. We need to depend on
ourselves, especially with FEMA it took them weeks to get to Mississippi. He asked
council if everyone was in agreement to look into this. Council concurred. It would be
brought back if we have to do a contract or anything like that.
A Motion by Councilman Wolff to go into Executive Session to discuss Real Estate,
Personnel and Litigation was seconded by Councilman Brown. Vote was unanimous.
Executive Session
A Motion by Councilman Wolff to end Executive Session and return to regular meeting
was seconded by Councilman Smith.
Adjournment:
A Motion by Councilman Wolff to adjourn was seconded by Councilman Smith. The vote
was unanimous.
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Mayor Jason Buelterman
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Vivian O. Woods, Clerk of Council