HomeMy Public PortalAbout070_020_20141216Minutes Special City Council Meeting Minutes 20141216
Mayor Buelterman called the special city council meeting to order at 3:30PM on December 16, 2014.
Those present were Paul Wolff, Monty Parks, and Bill Garbett. Also attending were Diane Schleicher,
City Manager and Janet LeViner, Clerk of Council. Wanda Doyle, Rob Callahan, Barry Brown, Bubba
Hughes, City Attorney; and Tommy Branch, Callaway, Braun, Riddle and Hughes, PC were not present.
Ecological Planning Group. Diane Schleicher, City Manager, approached mayor and council
explaining that this is a three month agreement to provide in-house planning and zoning services for
the City from January 5 —April 3, 2015. She further explained that Ecological Planning Group (EPG) has
a long relationship with the City as they did the Comprehensive Plan and the 2010 Census Study. This
will give her time to search for a replacement for Dianne Otto without delaying any day to day
requests. Mr. Wolff stated his concerns regarding budgets and the scheduled 12 hours per week. Ms.
Schleicher responded that there is money in the budget and she feels that 12 hours per week will be
sufficient. Courtney Reich, EPG, approached mayor and council stating that if more hours are needed,
they would be able to provide those additional hours. Ed DiTommaso, EPG, confirmed that more hours
could be provided using the hourly rate. Mr. Parks stated that he shares Mr. Wolff's concerns
regarding the 12 hours per week as Ms. Otto was working 50-60 hours per week currently. He is very
concerned with customer service issues and would ask Ms. Schleicher to ensure there is money in the
budget for additional hours. Ms. Schleicher stated that funding could be taken from the Master Plan
Update line item as well as contract services. Ms. Reich stated that while they are at the Tybee offices,
they will be available to work on the Master Plan as well as other projects, time permitting. Mr. Wolff
then asked Ms. Schleicher to comment on the replacement for Ray Hord, Inspector, Chatham County,
as he is retiring. Ms. Schleicher responded that she had a meeting with the County Manager and the
County will provide the City with another inspector to provide the same office hours as Mr. Hord
provided. Ms. Schleicher explained that by contracting with EPG this will provide her with the time
needed to find a suitable replacement for Ms. Otto. Mayor Buelterman confirmed with Ms. Schleicher
that Mr. Hughes has reviewed the contract. Ms. Schleicher confirmed stating that Mr. Hughes did
made changes on the terms and conditions and made recommendations on the scope of work. Mayor
Buelterman asked Ms. Schleicher if there are other municipalities that contract their planning and
zoning duties. Ms. Schleicher confirmed as there are municipalities in the Atlanta area that contract
everything, DPW, Water/Sewer, etc. Mr. Wolff asked Ms. Schleicher if she is going to actively pursue a
replacement for Ms. Otto during the three month contract with EPG. She confirmed. Ms. Reich stated
that if additional hours are needed, they would be billed at the lower rate. Monty Parks made a
motion to approve. Paul Wolff seconded. Discussion: Mayor Buelterman asked Ms. Schleicher to
have Ms. Shaver contact GMA to have them provide us with a list of those municipalities that do have
third party contractual arrangements to do planning and zoning. He also asked Ms. Schleicher if the
City has input in the selection process in finding a replacement for Mr. Hord. Ms. Schleicher stated that
she is working with the County Manager to ensure a proper replacement is found. Mr. Garbett asked
Ms. Schleicher if there is a possibility of separating Planning and Zoning from Code Enforcement. Ms.
Schleicher replied that Code Enforcement is under the Tybee Island Police Department and Officer
Saunders works very closely with Planning and Zoning Office. Vote was unanimous, 3-0.
Paul Wolff made a motion to adjourn. Monty Parks seconded. Vote was unanimous, 3-0.
Meeting adjourned at 3:50PM
Janet LeViner
Clerk