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HomeMy Public PortalAbout20100708CCPacketMinutes prepared 06/28/10vw Page 1 of 14 20100610 City Council Minutes DRAFT Mayor Buelterman called the Consent Agenda meeting to order at 6:30pm on Thursday, June 10, 2010. Council Members present were Mayor pro tem Shirley Sessions, Wanda Doyle, Bill Garbett, Frank Schuman, Sr., Kathryn Williams and Paul Wolff. Also present were Attorneys Dana Braun and Daniel Tucker, City Manager Diane Schleicher and Zoning Director Jonathan Lynn. City Attorney Bubba Hughes was out of town. Mayor Buelterman listed the following items on the Consent Agenda: Rusty Fleetwood-Appointment to Community Resource Committee Karen Kelly-Appointment to Community Resource Committee Resolution encouraging county officials to redesign and prioritize funding improvements to Highway 80 from Bull River to the Lazaretto Bridge. Access Easement agreements relating to the Crawford Trust on Estill Ave. Council discussed the Resolution to county officials concerning Hwy. 80. Ms. Williams said she is not in favor of double-decking the roadway, having one direction going East and one direction going West on top of each other. Mr. Wolff said that is not a cost effective option. Mayor Buelterman said he doesn’t believe that is being proposed at this time. Mayor Buelterman said personally he would recommend an elevated causeway, but doesn’t believe there is budget money for it. Ms. Williams said in the last year there has been water over the roadway more times than in the past. She said an elevated causeway would be safe for getting residents off the island if the roadway was covered with water. Mr. Wolff said he doesn’t support the DOT plan for a 280 foot swath but he would be happy with a reversible lane and a bike lane. He said no matter what we do, we need to raise the road for obvious reasons. He said he attended a NOAH workshop in which some pretty frightening projections were given by scientist including the Georgia Climatologist. He said in all probability in the next 50 to 100 years, that road will be under water much more frequently. Ms. Williams said she worked in Thunderbolt when they widened hwy 80 from Johnny Mercer to the Thunderbolt Bridge. She said you would think adding one more lane or 20 feet of road is not that much but they filled in a tremendous amount of marsh. The traffic delays were horrendous for months and months. She said the current plan that DOT has basically destroys the rails to trail path. She said she doesn’t think anyone wants to see that path compromised. Mr. Wolff recommended amending the resolution to read widening and elevating. Ms. Doyle said she attended a luncheon with many engineers present and talked to one about hwy 80 and raising it to a causeway. She said he agreed that was the way to go but it cost so much more money. She said she did not have a problem with the way the resolution was written but would agree to add the language recommended by Mr. Wolff. Mr. Wolff restated the changes for the resolution as widen and or elevate. He explained that elevate did not mean he was suggesting a causeway but the roadway itself needed to be raised. Mr. Braun explained the access easement agreement relating to the Crawford Trust. He said there is an unopened right of way on Estill that the city owns and this agreement would grant an easement to that CCPacket07082010 Page 1 of 47 Minutes prepared 06/28/10vw Page 2 of 14 property because the only access that property has is through the lots on Bay Street. He said the Crawford Trust would have an easement over the unopened right of way on Estill. He said any improvements needed would have to be paid by the Trust. There would be no obligation by the city to fund paving or anything else. Mr. Lynn explained that the property owners are concerned about the city selling off the unopened right of way on Estill which would cut off access to their lots. This agreement would insure that they maintain access. Mr. Wolff asked if the city would have oversight on how the improvements were done and if our use of the roadway for a bike trail or utilities would in no way be affected. Mr. Braun answered yes. 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. Father Peyton of St. Michael’s Catholic Church gave the invocation and everyone recited the Pledge of Allegiance to the Flag. Mayor Buelterman announced the annual Tybee sock hop will be on June 26th at the American Legion to benefit the Milton Project. Please call 786-0786 for tickets. The Marine Science Center is hosting a Kayak Race on Saturday, June 12th, registration begins at 7:00am. Additional information is on the Marine Science Center Website. Mayor Buelterman expressed appreciation for the additional citizens attending the meeting. He explained that over a decade ago the citizens elected to have a City Manager form of government on Tybee and changed our Charter. The City Council does not oversee department heads, the City Manager does. He said he understands a lot of people are here for personnel matters but those personnel matters are under the purview of the City Manager. He encouraged everyone to speak to any items already listed on the agenda but there are no items relative to personnel on the agenda tonight. Dr. Jerry Williams addressed council, requesting an Emergency Medical Stabilization Unit, to be established at the old school to provide stabilization care as needed. His request was to provide care for three major patient types; Cardiac, near downing and trauma patients when road conditions and/or weather conditions delay timely transport of critically ill patients to the Hospitals in Savannah. He said we have a helicopter service that has been called twelve times in the last year and was only able to come four times meaning two thirds of the time the helicopter cannot arrive. He said the Helicopter has very good reasons consisting of Mechanical, Weather or being on another call for a sick or injured person. He said we have a wonderful hurricane program but we have no program for mass casualties or multiple injury victims other than our ambulance that is here. They have numerous physicians that either live on the Island full time or part time and they have volunteered to be put on a list to be available. It is his understanding that Tybee has a tremendous resource of Nurses as well. He asked for everyone to be problem solvers and not problem creators as they address this proposal. He said he would like the unit named after Dawn Piper because it was her untimely death that provided the CCPacket07082010 Page 2 of 47 Minutes prepared 06/28/10vw Page 3 of 14 inspiration for the idea. Mayor Buelterman recommended the Public Safety Committee take a look at this at their regular meeting. Mr. Wolff asked for an approximate estimate of space needed and set up costs. Dr. Williams said they would need approximately 250 sq feet and He said Memorial Hospital has generously agreed to stock this unit with already depreciated medical equipment. He said the equipment has plenty of life left in it and will be checked over by their medical engineering and equipment division and would be given free of charge. Mr. Wolff asked if they would only need medications. Dr. Williams advised the city to talk with the Med One ambulance service because they would be using the consumables any way. Mr. Wolff expressed appreciation to Dr. Williams for bringing this to them. Ms. Sessions asked council to think about this request and send their questions to Ms. Doyle so she can share them with Dr. Williams and he will be prepared to answer the questions when he makes his request to the Committee. Dr. Williams said his number is well published and he would be happy to have any questions at any time. Ms. Doyle asked Mayor Buelterman to request that all speakers coming to the podium speak directly to Mayor and City Council. Pam O’Brien asked Mayor Buelterman to read the Resolution to County Officials. She asked if this resolution basically approves the plan presented by the DOT. Mayor Buelterman responded that during the discussion at the Consent Agenda, council agreed to leave the resolution not as specific and just ask for their support to widen and elevate Hwy 80 and replace the two bridges. Ms. O’Brien asked if it could be interpreted to mean we are approving the plan as originally presented. Mayor Buelterman said not in his opinion because we have made it abundantly clear over the last four years that we would like to see them start with the bridges and separate the projects out and deal with the roadway in an environmentally sensitive way. Ms. O’Brien said she was fortunate enough to be appointed to the Citizens Advisory Committee of the Chatham Urban Transportation System. She was one of two representatives for Tybee on that organization. She said this project came before them many years ago with an original price tag of eighty something million dollars. She said the plan that was presented went through the process where public meetings were held with citizens and residents for their input. She said the feedback from those meetings was excellent and was pretty contentious at times. This has been a big issue for us as a little island. She said the original proposed four lane estimated twenty thousand cars a day on the road. She said she is concerned that we are opening a door to bring twenty thousand cars a day to the island and we are not prepared to handle them. She said the group had agreed on three lanes that would accommodate the emergency vehicles, the road needed to be elevated for safety in many areas and the bridges were a priority. She asked if we have new drawings from the DOT based on the feedback from those public meetings many years ago. Mayor Buelterman said we don’t, we still have the same plans in place. Ms. O’Brien asked council to be more specific as a body and not to leave ambiguity on this matter. Ms. Doyle said according to our traffic count we are already having 15,000 to 16,000 vehicles coming across that road and its bumper to bumper traffic. She said we have to start somewhere and if Pat Farrell is reaching out to us as a county commissioner in order to start some kind of dialogue, we’ve got to start somewhere. CCPacket07082010 Page 3 of 47 Minutes prepared 06/28/10vw Page 4 of 14 Freda Rutherford addressed council concerning the Crawford Trust on Estill Ave. She asked why the request did not go to the Planning Commission. This council has had many experiences with land and roads in that area, related to this Crawford Trust. She had hoped it would get more scrutiny than just coming before this council and being put on the Consent Agenda. Ms. Rutherford addressed council concerning Hwy 80. She said she sent pictures to Mayor Buelterman several months ago of the causeway that goes from Tampa to Clearwater and had discussions with him concerning that causeway because it is at ground level, has fishing places along side of it and it is very scenic as well as user friendly. She said after the experience at Dolphin Island of Hurricanes undercutting raised access roads, she thought he was opposed to the road having raised access if it did get approved. She feels it would be a huge error to raise that road for safety reasons. She said the other point that has bothered her from the beginning is where we plan on putting all the cars that come to this island when they get here. Mayor Buelterman said he went before the CUTS Committee several years ago to express concern about the current plan that Ms. O’Brien was talking about because of what happened with Katrina and how the really high causeways were wiped out. Mayor Buelterman said he doesn’t think any of council wants to see the existing plans that DOT developed 15 years ago. He said the number one thing is if someone gets hurt out here in a wreck and there is a storm, there is no way to get anyone off the island. He said whether you have fifteen thousand, twenty thousand or two thousand, if those bridges are blocked like we had during that wreck on the Bull River Bridge; little kids were stranded at Coastal Middle School for eight hours. He said we need to do something about this just for us alone. He said there is no turn off lanes on those two bridges. He said they decided with all the stimulus money going to bridges and with that Minnesota Bridge collapse, we could potentially get the bridges replaced and that hasn’t happened. He said we tried everything and we couldn’t get it done and now the County Officials are expressing support for this. He is trying to give them Tybee’s support because we need to do something about that road. Ms. Rutherford said she is concerned that after all the letters written during the public meetings, there has not been one word of feedback from the DOT to the citizens of Tybee. MaryAnn Bramble said being a survivor of an accident on Hwy 80 she is here to tell everyone there are things that have to be tweaked with DOT’s plan but to open the communication is a necessary evil. She said there are no turning lanes and there will be people dying on that road and people evacuating due to Hurricanes… She personally commended and thanked council because maybe they will save someone else’s life by opening up this communication. Ms. Williams said to address some of the concerns could the council consider inserting in the last paragraph, second sentence; we urge Local, State and Federal Officials to redesign and prioritize improvements? She said that would make it clear that they do not want to use the existing plans that DOT has. Mayor Buelterman said he is comfortable with that and doesn’t believe this will slow anything down and would save the DOT money in the end. He asked if everyone on council was comfortable with CCPacket07082010 Page 4 of 47 Minutes prepared 06/28/10vw Page 5 of 14 those changes and they agreed. He asked Ms. Williams to repeat the changes for the record. She said just after we urge Local, State and Federal Officials to redesign be inserted and then finish the sentence. Ms. Sessions asked if we really think this project will be on the table in the next five years considering all the budget cuts within the State budget. Mayor Buelterman said a lot of the funding is coming from Washington and they appear to be printing a lot of money these days. He said there is potential but what he has learned is, it is up to this county to prioritize this thing and the CUTS Committee now called the CORP Committee needs to prioritize it and we are urging them to do that. He said this project has to come after the Truman. Ms. Sessions said as council has agreed that since our commissioner has approached us for support to work with a document, she thinks what Ms. Williams suggested hopefully addresses some of Ms. O’Brien’s and Ms. Rutherford’s concerns. She said maybe we can support our commissioner because we will need his support when we start asking for funding. Maybe this is a good thing. Mayor Buelterman asked Mr. Lynn to address Ms. Rutherford’s question regarding why the Crawford Trust Agreement did not go to the Planning Commission. Mr. Lynn said essentially this is a contract with the city and has nothing to do with Planning or Zoning. Consideration of draft minutes for the regular meetings of the Tybee Island City Council. 1. 04/22/10 Postponed 2. 5/13/10 Postponed 3. 5/27/10 Postponed Consideration for the Consent Agenda A Motion by Wanda Doyle to approve the consent agenda was seconded by Paul Wolff. The vote was unanimous. Public Hearings 1. Public Hearing on 2010/2011 Proposed Budget Mayor Buelterman opened the public hearing. Mayor Buelterman said a couple of years ago the city switched from calendar year to July 1st to June 30th. He said this is the second year of that process so we need to approve this budget by the end of June. Mary Hogan said they have presented a balanced budget that has been on review in the Library and the Clerk’s Office. She said the highlights are that when the budget was published, we did an estimate on our property taxes that we are expecting to receive. It is balanced based on those numbers. She said no CCPacket07082010 Page 5 of 47 Minutes prepared 06/28/10vw Page 6 of 14 positions have been removed from this budget. She said primarily it contains some deferring of capital projects to get it to where it’s at. She said the property values on Tybee have decreased and we will be receiving less property tax revenue than we were anticipating and that is reflected in this version. She said she thinks it’s about $176,000 and there is a possibility based on council’s decision that this can be remedied by deferring capital projects. Ms. Hogan said two weeks from tonight the final version of the budget will be presented to council for their approval. She said the budget process does lend itself that it can be amended if some new information comes in. She said as far as the operating budget so that we can continue to do operations beginning July 1st, we need to get the budget as entirely approved as possible. Mayor pro tem Sessions asked Ms. Hogan and department heads that have capital projects on the list, to determine the must haves, their good likes and then projects that can be put on hold before the next workshop. Chuck Eaton of the Marine Rescue Squadron said they have submitted a request for a budget item in order to support the Marine Rescue Squadron and he gave an overview of some of the things they have done last year and so far this year. He said last year they supported quite a few of the local things such as providing support for the Veteran’s Memorial. He said they had ten missions last year, eight of which were successful. He reminded council that these missions are supported by volunteers using their own equipment. He said some of the things they do in support of these missions is training. He said they are in the process of gearing up for better training. He said so far this year they have had three missions. Last year they supported parameter support for the off shore jump by the Army Special Operations Aviation Regiment. This year they did it again for the 160th and in the process they learned a lot about working with other agencies. This year they have reached a verbal agreement with the Coast Guard to provide them with training materials that will be Microsoft Windows supported. They have procured a computer for the squadron with licensed software as well as conducting a fund raiser to purchase a large television which is also a VGA Monitor that you can plug into a computer. He said he had his laptop hooked up and was showing pictures of their very successful fishing tournament for seventy kids just this past weekend. He requested the MRS be given the entire amount of their request and is hoping they will be the search and rescue squadron of choice on Tybee. He said they also support TEMA and work closely with the Coast Guard and they want to be prepared. Mayor Buelterman said the council is working towards a solution about the SPLOST but it is not guaranteed yet because they understand there was a commitment for funding back in 2002 and they would like to meet that obligation. Monty Parks addressed council in support of the Better Hometown Program. He said his small business would be nowhere. He said just from the results of his micro business that has reached substantial financial rewards. He said Better Hometown deserves a strong boost from this council and the Mayor in order to carry it forward. Keith Gay addressed council representing the TIARA group which suggested the city consider expanding their pickup days during (peak time) four months of the year to three times a week instead of two. He said during the off eight months you could offset that by reducing the number to once a week. He said most of the properties on the island are highly unoccupied during that eight month period except for fulltime residents. He recommended the city talk to residents about the importance of the twice weekly CCPacket07082010 Page 6 of 47 Minutes prepared 06/28/10vw Page 7 of 14 pickups but he and his wife live on the island and once a week would be acceptable to them. He said most of the people he has talked to agree. He said it might reduce the overall cost of trash pickup and would have ecological benefits because you would not have the trucks on the island twice a week eight months of the year as well as cutting back on gasoline usage which should be beneficial to the trash company. He said it would help the island because they would be concentrating their trash pickup to the high time of the year which would make the island cleaner and more acceptable environment for everyone. Jim Boyle speaking on behalf of the American Legion, regarding some license waivers and any other funding requested because they do a lot of work on the island such as; the Children’s Christmas Party and Easter Egg Hunt, replace flags as well as they recognize policeman and policewoman of the year and so forth. He requested council see their way in the budget to help them out a little. Mayor Buelterman closed the Public Hearing. 2. Private Parking Lot request for the location at 114 and 115 Miller Ave., Land Development Code 3-250, Private Parking Lots. Mayor Buelterman opened the public hearing. Jonathan Lynn presented the request from the owners of the pedicab business recently opened on Tybee. He said they want the option to have a parking lot associated with their business. He said they have a very sizable lot consisting of 120’ by 110’. He said they have plenty of space for the thirty parking spots they are proposing with 24’ lanes and 9 by 18 standard size parking spaces. Mayor Buelterman asked if this were right behind the High Tide Surf Shop. Mr. Lynn said yes and the owner of the shop said he is okay with them having the parking lot there. Mayor Buelterman closed the public hearing. A Motion by Paul Wolff to approve was seconded by Frank Schuman. The vote was unanimous. Zoning Public Hearings 1. Variance Request for Front Yard Setback (Section 3-090) at 1619 Chatham Avenue Lot 5-D, Zoned R-2, PIN 4-0010-05-016, George Hammond-Planning Commission recommended approval contingent on it being for a deck only (no stairs) with no heating or cooling allowed. Mayor Buelterman opened the public hearing. CCPacket07082010 Page 7 of 47 Minutes prepared 06/28/10vw Page 8 of 14 Jonathan Lynn presented the request for variance for a front yard setback to be reduced from 20’ to 10’. He said the community character for this is the Back River neighborhood. He said this request was originally approved back in 2004 and no action was taken and the variance expired. He said an updated version of the plan was submitted today and is in the presentation. Mr. Wolff said he agrees with some of the Planning Commissioners that this is a plan based on the lot configuration and does fit the definition of a variance. He said when Planning Commission recommended approval they didn’t specify whether it could be covered so it’s going to increase the pervious surface into that concrete drive which is already huge. He said as a suggestion he would rather see it uncovered with a true deck and not a porch. Ms. Doyle asked if it was a deck or a porch. Mayor Buelterman said it is a covered porch. He said as he reads it they can have a roof on it. Mr. Lynn said yes. Ms. Williams said in looking at the minutes from 2004, some of the neighbors objected because the original owner created the problem. She said this is not specific to this request but she thinks we as a city need to develop a policy so that people cannot subdivide property and create lots that will require variances, which is what has happened here. Mr. Wolff said it would be nice if council had elevations on plans like this. He doesn’t think the Planning Commission had one because it would have shown the roof and clarified some things. He said we don’t require elevations on new construction and that’s something we might want to inject into articles that we are in the process of modifying. Ms. Sessions asked the applicant to address the questions and concerns. Susan Wiley, realtor representing the owner of the property said they want to have this structure line up with the other two properties that exist. She said as far as a porch or deck with no stairs, if you carry that line out all the way to where the stairs are drawn on the yellow drawing, it would not be as attractive as the other two homes. She said she didn’t know where the no stairs came into play. Mr. Lynn said the Planning Commission did discuss the stairs. Ms. Doyle said there are stairs in the setback and asked if they want the stairs. Ms. Wiley said yes, this reflects what the man buying the lot wants to do to make it suitable. Mr. Garbett said the drawing shown on the screen is not the same as the drawing in the packet and he really didn’t know why they would be voting on the drawing shown on the screen. Ms. Wiley said the new drawing was submitted to clarify the deck/porch and stairs. Mayor Buelterman read the motion made by Planning Commission. Mr. Braun said the problem is the drawing presented to council tonight is different from the one that went to Planning Commission. He said it seems an amended plan would have to go back to the planning commission. He said it doesn’t look as if the stairs would be in the setback. Mr. Lynn said they would be because the setback right now without a variance is 20’. Mr. Wolff said the problem with the drawing presented today is it’s not to scale. He asked how large the deck was going to be. Ms. Wiley said the adjacent porches are 6’. Property owner George Hammond addressed council and stated the thing that looks like CCPacket07082010 Page 8 of 47 Minutes prepared 06/28/10vw Page 9 of 14 a chimney on the drawing is a staircase. The yellow picture submitted today was to clarify what it would look like within the setback if it had stairs on the front. The other two drawings in pencil to the right show the existing staircases and they are a lot closer to the road than ours are. He said they wanted to show that they wanted to build a house on that lot that would be comparable to the two houses that already exist there and would blend in with the neighborhood. The way the driveway is slices that part of the lot off and that’s why we were asking for the variance to simply give them a little more building space or a place to put a porch. Ms. Sessions asked if this was an explanation of what they have in their council package. She asked if what was approved by Planning Commission was what they were seeing on the screen. Mr. Lynn said the one in the Council packet is the survey drawing. Ms. Sessions asked are they tasked with approving what is before them tonight or sending the new drawing back to Planning Commission. Mr. Lynn said if the 10 foot setback was granted it would give the applicant the ability to do stairs or not but would not be allowed to go past that ten foot mark on either side of that property. Ms. Wiley said she presented the new drawing to reflect the 200 foot rule, but because there is a jag in the property, Mr. Lynn said they still had to come before council. Mayor Buelterman said if that property was straight across they would not have to have a variance because the 200 foot rule would apply. Ms. Wiley said she lives right next door and she is fine with this plan. Mr. Wolff asked if they did want this to be a covered porch instead of a deck. Ms. Wiley answered yes. Ms. Williams asked if the plans contained any attempt to address the runoff such as gutters or anything like that so that you don’t have the potential for runoff. Ms. Wiley answered no but there has been no drainage issues with the homes already located there. Mr. Lynn said when they would do their building plans, depending on if they got a permit, they would be required to submit a drainage plan to be inspected by our City Engineer. We do not allow anyone to drain water on someone else’s property. Mayor Buelterman closed the public hearing. A Motion by Bill Garbett to send this back to the Planning Commission for further review due to multiple plans was seconded by Paul Wolff. The vote was Garbett, Wolff, Sessions and Williams in favor and Doyle and Schuman opposed. 2. Site Plan Approval (Section 4-050 (E) (1) at 22 Tybrisa, Zoned C-1, PIN 4-0008-03- 014, William Navon, owner with Montgomery Parks, applicant. Planning Commission recommends approval. Mayor Buelterman opened the public hearing. CCPacket07082010 Page 9 of 47 Minutes prepared 06/28/10vw Page 10 of 14 Mr. Lynn said this request is on behalf of Montgomery Parks, who is the owner of the business. He is requesting to have Site Plan Approval to construct a permanent awning over the front of his store. The reason for the site plan is due to the Southend Policies and Procedures that require that all awnings be retractable. He said Mr. Parks is requesting a permanent awning similar to what has been approved at the Rock house or Nicky’s. He said it would be built to hurricane standards and will only project about five feet from the building with an eight foot clearance to walk underneath. Mr. Wolff said his understanding is these are built to withstand 130 mph winds without the canvas on them. He asked if we had a requirement in the rules and regulations in the C-1 district that the owners have to remove the canvas if there is a storm coming. Mr. Lynn said we do not have those requirements but we would hope they would remove the canvas themselves. He said just the frame has to be able to withstand 130mph winds. Mr. Wolff said maybe we need to address that because if the canvas is still attached in a 130mph wind, it’s a projectile. He said projectiles were the whole point to requiring the frames to withstand the winds. He thinks the awnings give the area a nice look and he is all for them. He doesn’t want to create a situation where the businesses down the street are going to have things flying through their windows. Mr. Parks said this awning will dress up the area and make it more attractive. He said permitting is approximately 15% of the total cost of the awning and the time it has added to the process is a little over six weeks. He asked council to keep that in mind as business friendly people that have development in their mind. He said this is the third time it has come up and we might want to put non retractable awnings in the code so that we don’t have this constant revenue stream coming from business owners. Ms. Williams asked if the specs guaranteed the frame to 130mph winds, with or without the cloth. Mr. Lynn said generally they get the specs without the material on them and it is just for the metal frame. A Motion by Paul Wolff to approve was seconded by Bill Garbett. The vote was unanimous. A Motion by Paul Wolff to have the Planning Commission review the South End Policies and Procedures and the requirement to apply for a variance and add if there is a mandatory evacuation, the canvas must be removed was seconded by Bill Garbett. The vote was unanimous. 3. Site Plan Approval (Section 4-050 (F)(1) at 502, 504, 506 First Street, Zoned C-2, Pin 4-0003-12-012, 013, 014, 015, William Navon, owner with Mark Boswell, applicant. Planning Commission recommends approval. Mayor Buelterman opened the public hearing Mr. Lynn presented the petition for Site Plan Approval for a new retail center. He said the current zoning for the property is C-2 and the community character area is Arts, Eats, Eco CCPacket07082010 Page 10 of 47 Minutes prepared 06/28/10vw Page 11 of 14 Business Corridor and the site plan shows a 5,000 sq ft shopping center and the applicant shows the 25 required parking spaces on the site plan. There are currently three curb cuts on Hwy 80 and they are proposing to only have one curb cut on Highway 80 and one on Miller Ave. which would reduce the amount of turns and traffic hazards there. Mr. Lynn said there was discussion about the buffer between the villages and the shopping area and the proposal is to leave the two lots behind the shopping area vacant creating a 100 foot buffer. Mr. Wolff said he would like to see the petitioner voluntarily put up a vegetative buffer consisting of a row of trees, shrubbery or a fence, even though they are not required in the C-2 district. Mr. Boswell said he could suggest the buffer to the owner and he might be agreeable to it since we will have to get a drainage easement in order to have a swale in back. He said the previous site plan approval was for an 8,000 sq. ft. building with two floors and this site plan only has one floor with 5,000 sq. ft. Mayor Buelterman asked if the lots around the circle were just currently undeveloped. Mr. Boswell answered yes. Mayor Buelterman asked if they were approved in the previous site plan and how many are left. Mr. Boswell said yes they were approved and he thinks four lots are left. Mr. Boswell said the front two are zoned commercial and the back two are zoned residential. Mayor Buelterman said that Mr. Wolff was buffering for the residents but right behind this site are commercial lots. Mr. Wolff said his memory is fuzzy but it seems as if the original developer said he was going to have development on the front two lots but the rest of the lots including the two commercial ones were going to be residential. Mayor Buelterman closed the public hearing. A Motion by Wanda Doyle to approve was seconded by Shirley Sessions. The vote was unanimous. 4. Site Plan Approval (Section 4-050) at 211 Butler, Zoned C-1, PIN 4-0004-08-004, Ronnie Navon, owner with Paul Theron, applicant. Planning Commission recommended approval. Mayor Buelterman opened the public hearing. Mr. Lynn presented the site plan approval for the property at 211 Butler that is currently zoned C-1. He said the proposal is to install railing around the second floor for esthetics. They were told there would be no access to this area in terms of stairs. He said the roof will be sloped so it will not be user friendly for any kind of regular use. Mr. Wolff said skepticism was shown at the Planning Commission meeting regarding the floor to ceiling windows and their not being used for access. Mr. Wolff asked Mr. Braun if it was within the council’s purview to limit it to that CCPacket07082010 Page 11 of 47 Minutes prepared 06/28/10vw Page 12 of 14 extent. Mr. Lynn said if they actually decided to use the deck, it would affect the occupancy which would affect parking, which would affect the drainage and they would have to come back through the entire site plan process. Ms. Doyle asked if the railing was to make it look cottage style. Mr. Boswell said yes it is only for esthetics. Ms. Williams asked how many overall exits the building contained. Mr. Boswell said there is one main exit and every unit has one exit. Mr. Wolff asked if they could technically use this deck without coming for a site plan because of the building containing residences. Mr. Lynn said they would have to come back to council because the property is zoned C-1. Mr. Boswell said they could add a door instead of climbing out the window under a remodeling permit but anything else would have to come back to city council. Mr. Lynn said there is a provision in the LDC that if staff is not comfortable with the request, they can send it to Planning Commission and City Council. Ms. Bramble said she recused herself on Planning Commission but she lives directly behind this project and she remembers the question of whether or not it was a pitched roof being asked. Mr. Boswell said it is a pitched roof. She said are people going to go out of a door and lay on a pitched roof. Mayor Buelterman said if a door is requested the petitioners will have to come to Planning Commission and City Council to get it approved. Mayor Buelterman closed the public hearing. A Motion by Wanda Doyle to approve was seconded by Bill Garbett. Ms. Williams asked Mr. Braun if there were contingencies that council could put on this approval that would empathically clarify the fact that people are not allowed on those pitched roofs. Mr. Lynn said Chatham County approved this plan which means any railings would be designed to withstand the pushing pressure. Mr. Braun said council could make it an item on the site plan that any change in the plans or anytime access is developed to that roof, that it is going to come back to council. An Amendment to the Motion by Ms. Doyle to make it an item on the site plan that any change in plans or anytime access is developed to that roof, it has to come back to City Council, was seconded by Bill Garbett. The vote was unanimous. Consideration of Ordinances, Resolutions 1. 2nd Reading -Ordinances to Amend Section 2-81 amending the Rules of Procedures of the Mayor and City Council. –Resolution and 1st reading approved on 5/27/10 CCPacket07082010 Page 12 of 47 Minutes prepared 06/28/10vw Page 13 of 14 A Motion by Paul Wolff to approve for 2nd reading the rules of procedure for Mayor and City Council was seconded by Kathryn Williams. The vote was unanimous. Mr. Braun said the resolution should be approved after the 2nd reading of the ordinance. Mayor Buelterman said we already approved the resolution at the first reading. Mr. Braun explained that after the 2nd reading the Council has the rules of procedure in place and they should adopt the resolution stating that those are now the council’s rules of procedure. Mayor Buelterman asked if it would be cleaner if someone made a motion to that effect. Mr. Braun said yes. A Motion by Paul Wolff to adopt the Resolution approving the rules of procedure for council as previously voted on was seconded by Kathryn Williams. The vote was unanimous. 2. 2nd Reading-An Ordinance to Amend the Code of Ordinances adding Section 66.104 Limitations on Idling Vehicles/Engines Running. Mayor Buelterman asked if this ordinance applied to city vehicles. Ms. Schleicher said we already have a policy for city vehicles A Motion by Kathryn Williams to approve was seconded by Paul Wolff. Mr. Wolff said the first draft of this ordinance contained issues but he believes the way it is rewritten, it is not going to adversely affect anyone. It will improve the conditions of the community, air quality and noise and people will not be walking down the sidewalk breathing fumes from buses. We are still protecting people like Senior Citizens on Tour Busses that would be allowed to stay on air conditioned buses with motors running to maintain the air conditioning and refrigerated vehicles would be covered and allowed to run. He would like to see the city vehicles facing at least as stringent rules. He said he believes the existing policy states if the vehicle is unattended the motor is shut off. The vote was Williams, Wolff, Schuman, Garbett and Sessions in favor and Doyle opposed. City Manager Report Volunteer Policy Ms. Doyle said there were two things about this policy that she had questions on. With one being to minimize cost and with all the steps that have to be done will take a lot of staff time such as giving an interview, an orientation, job assignment training and things have to go back and be recorded by the Human Resources Director. CCPacket07082010 Page 13 of 47 Minutes prepared 06/28/10vw Page 14 of 14 Ms. Sessions said the National League of Cities is working with member cities across the county and encouraging cities to get more involved in establishing policies and procedures if they are utilizing volunteers. She said they have awarded ten grants across the county and Savannah is one of those cities who received a grant. Ms. Sessions said that Ms. Elliott probably started with suggestions from that body and the things that really govern volunteers. She thinks they found that a lot of people will volunteer their time but a lot of times they get somewhere and there is nobody there to direct them and give them a clear understanding of what they are doing. This keeps the city from being able to capture those hours and use them appropriately to report for grants and those type things. She believes this makes for a good process and system for volunteers but if it is going to be successful it needs to be understood that it will take staff time if they decide they have a use for volunteers. Mr. Garbett agreed with Ms. Doyle and said this appears to be pretty ominous for anyone that wants to volunteer for example to serve an appreciation meal to DPW. He asked if we are going to have to go through all of this just to serve a meal. He asked if there is a threshold of having to have so much responsibility before going through this because it is going to take someone a day to fill out an application and go through interviews. Mayor and Council requested this policy be put on the agenda for next meeting on 6/24/10. Executive Session A Motion by Paul Wolff to go into Executive Session to discuss Personnel was seconded by Frank Schuman. The vote was unanimous. A Motion by Paul Wolff to end Executive Session was seconded by Kathryn Williams. The vote was unanimous. Adjournment A Motion to adjourn by Paul Wolff was seconded by Frank Schuman. The vote was unanimous. CCPacket07082010 Page 14 of 47 Tommy Linstroth tommy@tridentsustainability.com 112 West Duffy Lane, Savannah, GA 31401 (c) 912-695-4692 Education MS May 2004Environmental StudiesUniversity of Charleston BS Magna Cum Laude Dec 2000Business AdministrationUniversity of Wisconsin – Platteville Work Experience 1/10 – presentOwner/Principal Trident Sustainability Group 9/04 – 12/09Director of Sustainability Melaver, Inc 7/04 – 9/04Quantification Associate International Council for Local Environmental Initiatives 8/03 – 5/04Technical Coordinator Urbanization and Southeastern Estuarine Systems Project 3/01 – 7/02Marketing Production Manager Referee Magazine Publications and Talks 2010Monthly feature columnist, Sustainable Facilities Magazine Presentations: Athens Green Life Conference (Athens, GA 1-29-10), Georgia River Network Annual Conference (Jeckyll Island, GA 2-20-10) 2009Monthly feature columnist, Sustainable Facilities Magazine Presentations: BOMA National Convention (Philidelphia, 6-22-09), HUD Hope VI (Washington DC, 6-18-09), Greenprints (Atlanta, 3-11-09, 3-12-09), Green BusinessWorks Expo (Atlanta, 8-28-09), Georgia Real Property Law (Amelia Island, FL, 5-9-09), Remodeling the Future – A Blueprint for Healthcare Leadership (Charelston, SC 10-15-09) 2008Monthly feature columnist, Sustainable Facilities Magazine; Contributing Author, Book: The Green Building Bottom Line, McGraw-Hill; Presentations: Global Engineering Conference (Las Vegas, 4-10-08), Greenprints (Atlanta – 3-24-08), Urban land Institute (Charlotte, 3-11-08, Savannah 11-13-08), BOMA National Convention (Denver, 6-21-08), 2007Book: Local Action: A New Paradigm in Climate Change Policy, University Press of New England Presentations: BOMA National Convention (NYC 7-21-07) American Institute of Architects (San Antonio , TX5-2-07), Savannah College of Art and Design (Savannah, GA 2-10-07), Greenprints (Atlanta, GA 3-22-07), Developing and Investing in Green Buildings (NYC – 2-23-07) 2006Greening of Historic Properties (Pittsburgh 10-31-06), Savannah Small Business Chamber (2-13- 2006), US Green Building Council Savannah Chapter (3-24-06) 2005United States Green Building Council’s National Conference (Atlanta, GA 11-11-05), Southeast Bioneers Forum (Atlanta, GA 10-28-05), Coastal Georgia Alternative Energy Alliance (Savannah, GA 12-10-05), Community Involvement 2009 – presentChair, USGBC Georgia Chapter 2008 – presentMayor’s Healthy Savannah Initiative 2008 – presentChatham Environmental Forum 2008 – presentCreative Coast Advisory Board 2006 – 2009USGBC Southeast Regional Council representative 2006 – 2008Graduate, Leadership Savannah 2006 – presentBoard Member, Georgia Conservation Voters 2005 – present Board of Trustees, Chatham, Effingham, Liberty County Public Libraries 2005 – presentAdvisory Board, Savannah Recycles! 2005 – presentFounder, Chair/Past Chair, Board Member USGBC – Savannah Chapter 2003 – 2004Founder, Board Member, Sustainable Charleston 2003 President, Master of Environmental Studies Student Association CCPacket07082010 Page 15 of 47 Summary of Qualifications Tommy Linstroth’s (LEED AP) career has spanned both the private, academic, and non-profit sectors in the Midwest, West and now East coast, where he is the Principal of Trident Sustainability Group – a triple bottom line consultancy firm. Mr. Linstroth is responsible for overseeing all aspects of Trident’s client sustainability solutions– from minimizing organizations’ carbon footprint to managing sustainable development projects. To date, Linstroth has personally been involved with over 30 projects achieving LEED certification, with another dozen underway. These projects include the first building in the Southeast to be both LEED certified and in the National Register of Historic places, the first all-retail LEED shopping center in the nation, the first LEED McDonald’s restaurant, and Sustainable Fellwood, one of the largest green affordable housing developments – part of the LEED for Neighborhood Developments pilot program and LEED for Homes program – in the nation. He founded and runs Trident Sustainability Group, advising clients across the country on sustainable development and organizational sustainability. He has helped clients achieve LEED certification on projects ranging from million square foot warehouses to boutique hotels to historic renovations to schools, with a stellar record of client retention. Linstroth helped the Housing Authority of Savannah secure $3.5 million in funding to improve energy efficiency of pubic housing units, and is working with American Standard to benchmark their products’ water efficiency as well as helping the City of Savannah develop a sustainable prototype for city-funded housing. Linstroth is the past chair of the USGBC – Georgia chapter and is the original founder and past- chairman of the USGBC – Savannah Chapter. He serves on the board of directors for the Georgia Conservation Voters and the Live Oak Public Libraries and on the Chatham Environmental Forum, the Mayor’s Healthy Savannah Initiative and the Creative Coast Advisory Board. Linstroth is the founder of the RehydrateUS Initiative (www.rehydrateus.org). The Rehydrate US Initiative is a non-partisan and independent organization, established to address the unnecessary waste of water in our built environment and in response to the historic drought affecting the Southeast in 2008, threatening water supply to millions of citizens. The goal of the Rehydrate US Initiative is spelled out on the homepage – reduce water consumption in buildings by 1 BILLION gallons per day by 2015, which can be accomplished by three simple, affordable solutions – replace standard toilets, showerheads, and faucet aerators with high efficiency, available in the market versions. While buildings are only responsible for 20% of water use in the US, we have the ability to rapidly and effectively increase the water efficiency of our buildings overnight – an opportunity not readily available in other sectors. Linstroth graduated from the University of Wisconsin – Platteville Magna Cum Laude with a Bachelor of Science degree in Business Administration. He then earned his Masters in Science (MS) degree in Environmental Studies from the University of Charleston, with concentrations on sustainable development, environmental policy, and municipal greenhouse gas emissions. He is a frequent speaker on green building throughout the country, and he co-authored the book Local Action: The New Paradigm in Climate Change Policy published in November 2007, and is a contributing author for The Green Building Bottom Line, published in November 2008. He is a frequent author for numerous journals and periodicals, and has a column in Sustainable Facilities magazine. He currently resides in Savannah, Georgia. CCPacket07082010 Page 16 of 47 Honors 2009 Award Winner, Building Design and Construction 40 Under 40 2008 Award Winner, AIA Savannah, Excellence in Sustainability 2008 Award winner, Georgia 40 under 40 2006 Award winner, Savannah 40 under 40 2004 Award winner, Dana Beach Outstanding Service Award 2004 Award winner, South Carolina Wildlife Federation Betty Spence Conservation Scholarship 1999-2000 Pioneer Student Athlete Advisory Council 1999 National Scholastic Student Athlete Award 1996 Wisconsin Academic Excellence Scholarship 1996 National Merit Special Scholarship Additional ProfessionalLEED 2.0, 2.1 and 2.2 Accredited Professional Prof. DevelopmentInstitute for Georgia Environmental Leadership (2007), Leadership Savannah (2007) CCPacket07082010 Page 17 of 47 Tommy Linstroth’s (LEED AP) career has spanned both the private, academic, and non-profit sectors in the Midwest, West and now East coast, where he is the Principal of Trident Sustainability Group – a triple bottom line consultancy firm. Mr. Linstroth is responsible for overseeing all aspects of Trident’s client sustainability solutions– from minimizing organizations’ carbon footprint to managing sustainable development projects. To date, Linstroth has personally been involved with over 30 projects achieving LEED certification, with another dozen underway. These projects include the first building in the Southeast to be both LEED certified and in the National Register of Historic places, the first all-retail LEED shopping center in the nation, the first LEED McDonald’s restaurant, and Sustainable Fellwood, one of the largest green affordable housing developments – part of the LEED for Neighborhood Developments pilot program and LEED for Homes program – in the nation. He founded and runs Trident Sustainability Group, advising clients across the country on sustainable development and organizational sustainability. He has helped clients achieve LEED certification on projects ranging from million square foot warehouses to boutique hotels to historic renovations to schools, with a stellar record of client retention. Linstroth helped the Housing Authority of Savannah secure $3.5 million in funding to improve energy efficiency of pubic housing units, and is working with American Standard to benchmark their products’ water efficiency as well as helping the City of Savannah develop a sustainable prototype for city-funded housing. Linstroth is the past chair of the USGBC – Georgia chapter and is the original founder and past-chairman of the USGBC – Savannah Chapter. He serves on the board of directors for the Georgia Conservation Voters and the Live Oak Public Libraries and on the Chatham Environmental Forum, the Mayor’s Healthy Savannah Initiative and the Creative Coast Advisory Board. Linstroth is the founder of the RehydrateUS Initiative (www.rehydrateus.org). The Rehydrate US Initiative is a non-partisan and independent organization, established to address the unnecessary waste of water in our built environment and in response to the historic drought affecting the Southeast in 2008, threatening water supply to millions of citizens. The goal of the Rehydrate US Initiative is spelled out on the homepage – reduce water consumption in buildings by 1 BILLION gallons per day by 2015, which can be accomplished by three simple, affordable solutions – replace standard toilets, showerheads, and faucet aerators with high efficiency, available in the market versions. While buildings are only responsible for 20% of water use in the US, we have the ability to rapidly and effectively increase the water efficiency of our buildings overnight – an opportunity not readily available in other sectors. Linstroth graduated from the University of Wisconsin – Platteville Magna Cum Laude with a Bachelor of Science degree in Business Administration. He then earned his Masters in Science (MS) degree in Environmental Studies from the University of Charleston, with concentrations on sustainable development, environmental policy, and municipal greenhouse gas emissions. He is a frequent speaker on green building throughout the country, and he co-authored the book Local Action: The New Paradigm in Climate Change Policy published in November 2007, and is a contributing author for The Green Building Bottom Line, published in November 2008. He is a frequent author for numerous journals and periodicals, and has a column in Sustainable Facilities magazine. He currently resides in Savannah, Georgia. CCPacket07082010 Page 18 of 47 LEED Project List Title Rating System Cert. Lever Location The Whitaker Building LEED NCSilver Savannah, GA Abercorn Common LEED CSSilver Savannah, GA McDonald’s at Abercorn CommonLEED CSGold Savannah, GA Shops 600 at Abercorn CommonLEED CSSilver Savannah, GA Melaver, Inc Savannah Office LEED CISilver Savannah, GA Melaver, Inc Birmingham Sales OfficeLEED CICertified Birmingham, AL 3675 Crestwood Parkway LEED EBCertified Duluth, GA Granite Mill LEED NCGold Augusta, GA Logistiport Warehouse A LEED CSCertified Pooler, GA Logistiport Warehouse B LEED CSCertified Pooler, GA Oakland Park Condominiums LEED NCSilver Atlanta, GA Sustainable Fellwood LEED NDSilver Savannah, GA Hotel Indigo LEED NCGold Athens, GA Kimberly Clark Distribution CenterLEED CSSilver Logan, NJ Building GHI LEED NCSilver Logan, NJ Sustainable Fellwood Phase 1(12 Buildings) LEED HGold Savannah, GA The Green Building LEED CSGold Augusta, GA Lofts at the Pickle Factory LEED NCPending – GoldBluffton, SC 201 East Taylor LEED HPending – PlatinumSavannah, GA Sustainable Fellwood Phase 2(12 Buildings) LEED HPending - Gold Savannah, GA Sutherland Mill LEED CSPending – GoldAugusta, GA Clarendon Hospital Addition (in design)LEED NCPending – Silver Manning, SC Effingham Career Academy (construction)LEED SPending – Silver Rincon, GA Effingham County Courthouse (constructionLEED NCPending – Silver Springfield, GA Osprey Lake Plantation (62 homes) LEED HPending – SilverBluffton, SC Ellis Square Visitors Center (construction)LEED NCPending – SilverSavannah, GA Mercer Admissions and Visitor CenterLEED NCPending – SilverMacon, GA Stephens County High School (construction)LEED SPending – CertifiedStephens Co., GA Georgia Power Coastal Regional OfficeLEED NCPending – GoldSavannah, GA CCPacket07082010 Page 19 of 47 CCPacket07082010 Page 20 of 47 CCPacket07082010 Page 21 of 47 CCPacket07082010 Page 22 of 47 MAYOR Jason Buelterman CITY COUNCIL Shirley Sessions, Mayor Pro Tem Wanda D. Doyle Bill Garbett Frank Schuman, Sr. Kathryn Williams Paul Wolff CITY OF TYBEE ISLAND CITY MANAGER Diane Schleicher CLERK OF COUNCIL Vivian Woods CITY ATTORNEY Edward M. Hughes P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Updated: 1/05/2010 City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 10:00am the Friday 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: 7-8-10 Item: Taste of Tybee: August 19, 5:30pm – 7:30pm @ Pier & Pavilion Applicant: Savannah Area Chamber of Commerce Explanation: Time sensitive; paperwork to come prior to Council meeting Budget Line Item Number (if applicable): Paper Work: Attached* Already Distributed ______ To Be Handed Out at Council Meeting (by Requester) ______ Audio/Video Presentation** * Thirteen copies for packets must be provided with request. ** Audio/video presentation must be submitted to the IT department at City Hall at least 48 hours prior to the meeting. NOTE: Request will be postponed if necessary information is not provided. Submitted by: Chantel Morton, Better Hometown Coordinator Phone / Email: 912/786-4573 *123 / cmorton@cityoftybee.org Date given to Clerk of Council 6-30-10 CCPacket07082010 Page 23 of 47 MAYOR Jason Buelterman CITY COUNCIL Shirley Sessions, Mayor Pro Tem Wanda D. Doyle Bill Garbett Frank Schuman, Sr. Kathryn Williams Paul Wolff CITY OF TYBEE ISLAND CITY MANAGER Diane Schleicher CLERK OF COUNCIL Vivian Woods CITY ATTORNEY Edward M. Hughes P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Updated: 1/05/2010 City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 10:00am the Friday 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: 7-8-10 Item: Labor Day Beach Bash: September 5, 4pm – 10pm @ Pier & Pavilion Applicant: Tybee Island Tourism Council Explanation: Time sensitive; paperwork to come prior to Council meeting Budget Line Item Number (if applicable): Paper Work: Attached* Already Distributed ______ To Be Handed Out at Council Meeting (by Requester) ______ Audio/Video Presentation** * Thirteen copies for packets must be provided with request. ** Audio/video presentation must be submitted to the IT department at City Hall at least 48 hours prior to the meeting. NOTE: Request will be postponed if necessary information is not provided. Submitted by: Chantel Morton, Better Hometown Coordinator Phone / Email: 912/786-4573 *123 / cmorton@cityoftybee.org Date given to Clerk of Council 6-30-10 CCPacket07082010 Page 24 of 47 MAYOR Jason Buelterman CITY COUNCIL Shirley Sessions, Mayor Pro Tem Wanda D. Doyle Bill Garbett Frank Schuman, Sr. Kathryn Williams Paul Wolff CITY OF TYBEE ISLAND CITY MANAGER Diane Schleicher CLERK OF COUNCIL Vivian Woods CITY ATTORNEY Edward M. Hughes P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Updated: 1/05/2010 City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 10:00 am the Wednesday 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: 07/08/10 Item: Private Parking Lot Explanation: Approval for the private parking lot request at the location 201 14th Street, Section 34-3, Private Parking Lots Budget Line Item Number (if applicable): N/A Paper Work: x Attached* Already Distributed To be handed out at Council Meeting (by Requester) Audio/Video Presentation** * Thirteen copies for packets must be provided with request. ** Audio/video presentation must be submitted to the IT department at City Hall at least 48 hours prior to the meeting. NOTE: Request will be postponed if necessary information is not provided. Submitted by: Jonathan Lynn Phone / Email: 912-786-4573 ext. 107 jlynn@cityoftybee.org Comments: . Date given to Clerk of Council: 6/30/10 CCPacket07082010 Page 25 of 47 CC P a c k e t 0 7 0 8 2 0 1 0 P a g e 2 6 o f 4 7 CC P a c k e t 0 7 0 8 2 0 1 0 P a g e 2 7 o f 4 7 CC P a c k e t 0 7 0 8 2 0 1 0 P a g e 2 8 o f 4 7 CC P a c k e t 0 7 0 8 2 0 1 0 P a g e 2 9 o f 4 7 CCPacket07082010 Page 30 of 47 CCPacket07082010 Page 31 of 47 CCPacket07082010 Page 32 of 47 CCPacket07082010 Page 33 of 47 CCPacket07082010 Page 34 of 47 CCPacket07082010 Page 35 of 47 CCPacket07082010 Page 36 of 47 CCPacket07082010 Page 37 of 47 City of Tybee Island P.O. Box 2749 – 403 Butler Avenue, Tybee Island, GA 31328 (912)786-4573 – FAX (912) 786-5737 www.cityoftybee.org Volunteer Policies & Procedures Policy I. The City of Tybee Island recognize that volunteers are essential to the productivity, efficiency, and cost-effectiveness of government and encourage and welcome individuals and groups who have the skill, talent, ability, and time to volunteer in City departments, divisions, and facilities. II. Definition: “Volunteer” is a person who, of his/her free will, provides goods or services to any unit of City government without receiving monetary or material compensation. Classes of Volunteers: A. “Regular-service volunteer” means a person engaged in specific voluntary service activities on an ongoing or continual basis. B. “Episodic volunteer” means a person who offers to provide a one-time or occasional voluntary service. C. “Material donor” means a person who may be unable to give the time required for volunteer service, but chooses to express his/her contribution by providing funds or materials. D. “Community service volunteer” means a person who is court-ordered to complete a required number of volunteer hours as part of their probation. Procedures I. Requirements A. Volunteers will work within the rules set by the responsible department supervisor. Volunteers who do not adhere to the rules and procedures of the department or who fail to satisfactorily perform their volunteer assignment are subject to dismissal. However, no volunteer will be dismissed until the volunteer has an opportunity to discuss the reasons for possible dismissal with supervisory staff. Prior to dismissal of a volunteer, staff should seek the consultation and assistance of the City Manager. B. Volunteers may perform any task adhering to prior assessment of risk and liability issues assigned by their supervisors and approved by the responsible administrators. C. Volunteers will maintain strict confidentiality of any information to which they may have access within their volunteer job. D. Volunteers are prohibited from using information or materials not generally available to the public and obtained by reason of their volunteer positions for the personal benefit of themselves or other. E. Volunteers will sign in and out in the Volunteer Log. A Volunteer Log will be maintained by all departments or facilities and will contain volunteer names, dates, hours of service, and tasks assigned. Volunteers will use only the space, equipment, and materials authorized during their assignment. CCPacket07082010 Page 38 of 47 F. Volunteers will receive a name badge following 10 days of regular service. G. Volunteers who are employees will not be permitted to voluntarily perform services which are the same as or are similar to their duties for which they are paid to perform by the City of Tybee Island. H. Volunteers must read and agree to abide by the City’s Drug Free Workplace Policy, and in certain circumstances, they may be required to submit to drug screening prior to performing voluntary services. This applies to those in safety sensitive positions such as a volunteer firefighter. I. Volunteers are not eligible for workers’ compensation. (Volunteer Firefighter are exempt from this requirement due to state regulations) Risk Management Guidelines for Employing Volunteers I. Volunteers must be trained for the jobs they will perform, including safety aspects. II. When personal protection equipment is required for the position, the volunteer must either provide his/her own or be properly equipped by the department, as well as trained in the use of the equipment prior to engaging in any such work. III. Volunteers must not be knowingly exposed to any unnecessary danger or hazards in the workplace. IV. Volunteers will not be permitted to drive or operate City vehicles. V. Workplace harassment will not be tolerated in the workplace or outside the workplace. Workplace harassment is defined as unsolicited, offensive or retaliatory behavior based on race, sex, color, national origin, religion, age, disability, ancestry, marital status, pregnancy, sexual orientation or an employee’s exercise of constitutional or statutory rights. VI. It is the policy of the City of Tybee Island to provide a work environment that is reasonable safe, secure, and free from threats, intimidation, abusive behavior and physical violence. Acts of physical violence, direct or indirect verbal threats, stalking, aggressive or intimidating behavior, or provocation, which could lead to violence, will not be tolerated. CCPacket07082010 Page 39 of 47 MAYOR Jason Buelterman CITY COUNCIL Shirley Sessions, Mayor Pro Tem Wanda D. Doyle Bill Garbett Frank Schuman, Sr. Kathryn Williams Paul Wolff CITY OF TYBEE ISLAND City Manager Diane Schleicher Clerk of Council Vivian Woods City Attorney Edward M. Hughes P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573, x127 – FAX (866) 786-5737 www.cityoftybee.org SPECIAL EVENTS APPLICATION (POLICIES AND PROCEDURES ADOPTED BY CITY COUNCIL ON X APPLY TO ALL SPECIAL EVENT APPLICATIONS) 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 included 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 vendors require approval from the City of Tybee Island. 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 Better Hometown Coordinator. Prior to the application being considered by City Council (if necessary), all concerns and details must be handled. Note: Applicant must meet with the Better Hometown Coordinator at time of submitting application. Additional meetings may be required. Today’s Date: Application Fee submitted: • A required non-refundable Special Events 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: 2. Date and time of event: ™ Setup: Date/Time period ™ Breakdown: Date/Time period 3. Location(s): 4. Organization: ™ □Commercial? □Non-profit / tax exempt?* *A copy of the organization’s Non Profit Status / GA Tax Exempt Certificate must be submitted with the application. 5. Phone number and / website for public event information: 6. Organizer / Applicant: Address: City: State: Zip: Contact Phone: Email: The Organizer / Applicant listed above must be in attendance for the duration of the event and immediately available to City officials. CCPacket07082010 Page 40 of 47 Page 2 of 8 Effective: 6/X/2010 1. Is this event… □ Open to the public □ Private Invitation only 2. Describe the event and its goals: 3. Estimated number of people to attend and what this is based on: 4. Is there an admission fee for attendees? □ No □ Yes – Describe 5. Have you ever done this event before? If yes, list dates and locations: 6. Describe parking arrangements during event in detail: ™ Please attach a drawing of parking plan. 7. List event sponsors and marketing plan: 8. List any additional contact person(s) and their phone numbers involved in the planning of this event. 9. What plans exist for clean up and recycling? (Disposal of grease, trash, etc.) 10. Please list any entertainment, bands, emcees or onsite promoters attending this event. ™ Describe sound equipment: SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization’s experience in producing events. 2. Please list two (2) references excluding City Officials and Staff: a. Name: Address: Phone: b. Name: Address : Phone: SECTION 2: EVENT DETAILS CCPacket07082010 Page 41 of 47 Page 3 of 8 Effective: 6/X/2010 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. □ DPW Request (DPW approval required.) 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 Hanging of pole banners / flags (supplied by organizer) List other services that are requested. Costs will be determined. 3. □ Street Closures (TIPD approval required.) a. List requested streets: 4. □ Special parking request (Parking Service Division approval required.) a. Please describe: 5. □ Commercial truck parking a. Please describe: 6. □ Police Detail (TIPD approval required) a. Please describe: 7. □ Alcoholic Beverages (Application process through TIPD is required for approval.) 8. □ Fire Detail/Inspection a. Please describe: 9. □ Fireworks (TIFD, Chatham County and U. S. Coast Guard approval required. Special application due to USCG at least 135 days prior.) 10. □ Additional Security a. Please describe: 11. □ Parade/Procession (TIPD approval required.) a. List requested parade staging area and route: (* Parades are required to start on Saturdays no later than 1:00pm. Participants must adhere to safety guidelines.) CCPacket07082010 Page 42 of 47 Page 4 of 8 Effective: 6/X/2010 SECTION 4: OTHER REQUESTS (CON’T.) (Check the boxes below and provide additional information if applicable.) 12. □ Amusement Rides (Insurance from providing company is required no later than two [2] weeks prior to event.) 13. □ Petting Zoo a. Please describe: 14. □ Temporary Structure* (i.e. tents, booths, stage, etc.) a. Please describe: (* Structure specifications must be included with application for review by the Building Official prior to City consideration of event.) 15. □ Additional Electrical needs a. Please describe: 16. □ Filming (Additional paperwork filed with Facilities Coordinator is required for approval.) 17. □ Banner Permits (Additional paperwork filed with Facilities Coordinator is required for approval.) 18. □ City Facility requests require separate forms and approval through the Facilities Coordinator. a. 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 required 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. - A site plan showing the layout of the event is due with application. The site plan must include the location of every booth, ride, public facility, etc. - A preliminary budget is due with application. - Insurance, as indicated below, is required at least two (2) weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY PRIVATE INVITATION Organizer is responsible to obtain necessary insurance as deemed appropriate by the property owner. Signed Indemnification Agreement required. OPEN TO THE PUBLIC Signed Indemnification Agreement required. Organizer is responsible to obtain necessary insurance as deemed appropriate by property owner. * If use of the Walter W. Parker Pier and Pavilion is part of the event, a $1 million certificate of insurance, with Chatham County Parks & Recreation listed as an additional insurer and certificate holder is required. Signed Indemnification Agreement required and a $1 million certificate of insurance, with the City of Tybee Island listed as additional insured and certificate holder. * If use of the Walter W. Parker Pier and Pavilion is part of the event, a $1 million certificate of insurance, with Chatham County Parks & Recreation listed as an additional insurer 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. CCPacket07082010 Page 43 of 47 Page 5 of 8 Effective: 6/X/2010 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: Date: INTERNAL USE BELOW. DEPARTMENT HEAD REVIEW AND ACCEPTANCE: City Manager Finance Director Planning & Zoning Manager Water & Sewer Department Supervisor Chief of Police Campground Manager Chief of Fire Department Department of Public Works Director     COMMENTS:                                                CITY APPROVALS: Better Hometown Coordinator: Date: City Manager: Date: City Council: Date: CCPacket07082010 Page 44 of 47 Page 6 of 8 Effective: 6/X/2010 SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES THE APPLICANT SHALL USE THE MUNICIPAL PROPERTY SOLELY FOR CARRYING OUT THE SPECIAL EVENT AS APPROVED BY THE CITY MANAGER AND / OR THE CITY COUNCIL. Application Will Be Based On: 1. Whether the applicant for a Special Event Permit is capable or incapable of executing the planned special event. 2. Whether budgetary considerations at the time of application create such a burden upon the City’s financial resources that it would not be practical to hold the proposed special event at the time requested. 3. Whether the holding of the special event as planned would create an undue burden upon the public and staff resources of the city. 4. The timing of the proposed special event. 5. Whether the applicant producing the special event is profit making or not for profit purpose only. 6. The historical experience, if any, of the special event in the past years. 7. The effect the proposed special event will have upon the City’s resources and public health and safety, and frequency with which such events are held. 8. All City Department Heads affected by said event must review and approve the application prior to the applications being approved by the City Manager or City Council. a. All relevant fire and life safety issues must be adequately addressed. 9. A Special Event permit may be refrained from issuance when the directors of the above mentioned city departments in good faith believe that the proposed special event will endanger the public health, safety, welfare, or other property. 10. A special events permit shall be revoked when the directors in good faith believe that allowing the continuations of the proposed special event may endanger the public health, safety, or welfare of property of others. 11. After reviewing the comments of all affected Departments of the City, based on the specifics of the event, approval or rejection of the application for a Special Event permit will be granted. Approval of Application: 1. The City Manager may at her / his discretion approve an event for up to 500 people. These events must meet the following criteria: exclusive use of city property; minimal impact on neighboring residents and businesses; small scale events with some special requirements; temporary use of public parks or public facilities, and no street closures. The City Manager may at her / his discretion approve an event exceeding 500 people if the event is on Private Property. 2. Events exceeding 500 people on Public property must be reviewed by City Council for approval. City Council may also review events that significantly impact residents and businesses, request use of city streets, parks, beach or other city facilities, extensive activities, and / or require alcohol permits. Special Event applications are considered by City Council at the second regular monthly meeting. 3. Upon the issuance of a Special Event Permit from the City Council or the City Manager, the applicant shall obtain all other State, County, and City permits no later than thirty (30) days prior to the scheduled special event. 4. The City Manager, in consultation with the Directors of the affected Departments, may also impose any necessary restrictions or conditions to be observed in accordance with public safety, environmental and administrative considerations involved in the application. 5. Nothing in this section shall be construed to prohibit the imposition necessary for the carrying out of the event. Application Denial and Process of Appeal: 1. Any applicant denied a Special Event permit to conduct a special event shall be notified in writing prior to the proposed date of the special event. Said notification shall state the reason for the denial. The applicant has the right to appeal to the City Manager. 2. Appeals from the determination of the City Manager, as to the denial of a Special Event permit, shall be made to the City Council. These appeals shall have priority and shall be heard at the next regular meeting of the City Council. CCPacket07082010 Page 45 of 47 Page 7 of 8 Effective: 6/X/2010 SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES (CON’T.) Community Development Department 1. Building permits – an applicant shall obtain the applicable permits including, but not limited to, electrical, plumbing, mechanical, and structural from the City’s Building Official at least thirty (30) days prior to the scheduled event. An applicant may be required to obtain other permits pursuant to state law, city ordinances and the International Building Code and the Georgia Amendments. The Building Official shall make inspections deemed necessary to insure that all building code standards are followed. Non-compliance of any building code standards may be cause to cancel the event. 2. Any person or organization which is granted a Special Event permit shall comply with all applicable laws, ordinances and building codes pertaining to said event. 3. The person or organization receiving a Special Event permit shall be responsible for ensuring that its contractors and subcontractors obtain all permits and comply with applicable laws, ordinances and building codes. Financial 1. A proposed budget for the special event and a detailed explanation of how the gross revenues from the special event will be allocated shall also be provided at the time of application submittal. 2. The applicant shall be financially responsible for any cleaning, replacement and repair to municipal property or its accompanying articles requiring city clean-up after completion of the special event. 3. The applicant shall be financially responsible for extra personnel hours incurred by the city as a result of the use of municipal personnel. 4. The personnel hours shall include the Police Department, Fire Department, Public Work Department, Parking Services and Lifeguard Services necessary to monitor, check, observe, control or otherwise regulate any phase of the special event, including without limitation to any planning, on-site management of the special event and support of any activities. 5. Waiver of fees for parking shall not be granted between Memorial Day Weekend through Labor Day. 6. In order for your organization to be eligible for any waiver of fees, that organization must be a grant recipient of the City of Tybee Island. If your organization is one that has received the required grant funding from the City of Tybee Island, you are eligible to request waiver of up to $2,000 worth of fees for the special event, which also includes fees associated with parades. The application fee is not permitted to be a part of any waiver of fees and must accompany the application or it will not be processed. No waived fees for alcoholic beverages, vendor fees and / or facilities will be considered. The City of Tybee Island reserves the right to request financial revenue and expenditure statements for review prior to or as a condition of any waiver of fees. Fire / Emergency Management Department 1. In the interest of public safety, the FEMD must review and approve aspects of events that may include, but not limited to, fireworks or pyrotechnics, emergency vehicle access, and use of open flame. The Fire Chief will determine whether or not FEMD personnel are needed and the event applicant shall pay for said services. Parking Services Division 1. Where public parking is to be used or restricted, the Finance Director may require that permits are issued or reimbursement be made based on standard parking fees. 2. Request for use of parking lots or spaces must be submitted in detail for approval with the application. Police Department 1. Any person or organization shall comply with security and safety guidelines set by the Tybee Island Police Department. CCPacket07082010 Page 46 of 47 Page 8 of 8 Effective: 6/X/2010 Public Works Department 1. The site of the event must be left in its original condition or additional charges will apply. 2. If any event requires the use of the electrical service, equipment owned by the City of Tybee, and / or labor fees will be assessed on a per hour rate and determined by the city. If special electrical requirements are needed by vendors in which the city personnel and equipment is needed, an additional charge shall be passed on to the organizer for setup and breakdown. This is only applicable for specific areas and must be requested at the time of application submittal. 3. Streets may be closed in connection with a special event at the discretion of the City Council and / or City Manager having due regard to public safety and environmental effects of such closings. All reasonable steps are taken to minimize adverse impact upon the community. 4. Vendors must use grounded extension cords and lighting that does not exceed 30 amps per vendor space if permitted. Extension cords, hoses or other trip hazards in pedestrian walkways are not permitted. 5. It is the responsibility of the event organization to provide adequate toilet facilities during a parade and event appropriate for the anticipated attendance. Location(s) of said stations shall be indicated on provided site plan. One chemical toilet for every 200 people is recommended. 6. In the case of requested and approved permission for pole banner and / or flag hangings, the event applicant is financially responsible for costs incurred with the installation and / or dismantling. Sale of Alcohol 1. Events wishing to sell alcohol must complete an Alcohol License application for consideration. The application and information can be obtained at the Tybee Island Police Department. 2. Alcohol permits are considered by City Council as requested by TIPD at the second regular monthly Council meeting. Sale of Food / Merchandise 1. The sale of food at special events requires a permit from the Chatham County Health Department. Food vendors that involve cooking require an inspection and permit by the Chatham County Fire Marshal. 2. Event organizers are responsible for obtaining Vendor Permits. Vendor permit applications are due with payment in accordance with City Code Sec. 58-179 no later than two (2) weeks prior to the event. 3. A method must be established for the removal of used cooking oils, gray water or any other solvents from the event site. Event organizer will incur costs imposed by the city, county, and state if any solvents are left or discarded at the event site. 4. All debris in Vendor set up area must be contained at all times. The event applicant will be charged an hourly rate and dumping fee determined by the City if any debris is left and disposed of by the Public Works Department. Other 1. Temporary structures may not be anchored in the ground. If damage is done to City property, applicable fines and / or fees shall be billed to and paid by the event applicant. Indemnification / Insurance 1. The applicant must sign the Indemnification Agreement at time of submitting event application. Prior to the issuance of the Special Event Permit, the application shall maintain, at its sole expense, public liability insurance covering the City properties and resultant use thereof, naming the City as an additional insured, in the amount of $1 million. 2. The applicant shall pay the premiums of the public liability insurance before the issuance of the Special Events Permit. The applicant shall furnish and deliver to the Better Hometown Coordinator a certificate or certificates of insurance, as specified in Section 5, evidencing the existence of public liability insurance in the minimum amounts described above. Each certificate shall provide that the city receive not less than thirty (30) days written notice of cancellation, expiration to termination to public liability insurance. In the event that such insurance is cancelled, expired or terminated, the applicant shall be required to obtain insurance immediately and furnish proof to the Better Hometown Coordinator. If such valid insurance is not obtained within twenty-four (24) hours after cancellation or termination, the Coordinator shall revoke the Special Event Permit and the special event shall cease. The applicant shall be responsible for submitting all certificates or insurance of its contractors and subcontractors. SECTION 7: STANDARD EVENT APPLICATION POLICIES AND PROCEDURES (CON’T.) 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