HomeMy Public PortalAbout20110908AmendedCCPacket
AMENDED AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL September 8, 2011 7:00PM I. Consideration of Items for Consent Agenda 6:30PM II. Executive Session III. Opening Ceremonies
Call to Order Invocation: Pledge of Allegiance IV. Recognitions and Proclamations V. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council
1 Draft Minutes, 20110818 Special City Council Minutes 2 Draft Minutes, 20110825 City Council Minutes VI. Consideration of Boards, Commissions and Committee Appointments VII. Reports
of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. 1 Joey Burel, Chairman, Rising Tyde Community Food Pantry 2 Summary of Expenditures, River’s End
Campground VIII. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. IX. Consideration Local Requests & Applications-Funding, Special Events,
Alcohol License 1 Tybee Island Tourism Bureau DBA Tybee Fest Pirate Fest, October 6-9, 2011, Beer and Wine 2 Out of state travel for members of the Public Safety Committee and Staff
to visit the new Bluffton, S.C. Public Safety Building. X. Consideration of Bids, Contracts, Agreements and Expenditures 1 Cycle 14 Coastal Incentive Grant Award Agreement between the
City of Tybee Island and the George Department of Natural Resources, Coastal Resources Div. for the project entitled Tybee Tidy – Combating Litter by Land for the Sea.” 2 Transportation
Enhancement Memorandum of Understanding, Historic Bicycle/Pedestrian Trail, $200,000.00 of Federal Transportation Enhancement funding 3. Georgia Department of Transportation Local Maintenance
and Improvement, Grant Program, Certificate of Ownership and Agreement 20110908CC Packet 20110906 001_002_000001
XI. Consideration of Approval of Consent Agenda XII. Public Hearings 1 Site Plan with Variance, 407 First Street, Applepeel Properties 2 Text Amendment and Map Amendment, 6A and B, 8,
10, and 12 Brewer’s Landing, 919A & B, 921, and 923 Old Highway 80 3 Text Amendment; Section 3-160, Protective Screening; First Reading 4 Text Amendment; Section 3-165, Greenspace; First
Reading 5 Text Amendment; Section 5-040, Application for Permits or Actions; First Reading 6 Text Amendment; Section 5-041, Lot Recombination; First Reading 7 Text Amendment, Section
5-156, Survey Requirements; First Reading 8 Text Amendment; Section 9-030, Building Permits; First Reading 9. Planning Commission Minutes, August 16, 2011 10. THIS IS NOT A PUBLIC HEARING.
Revocable License/Indemnity Agreement/Right-of-Way; Sundae Café/Kevin Carpenter; 304 First Street 11. THIS IS NOT A PUBLIC HEARING. Article 17, Shore Protection XIII. Consideration of
Ordinances, Resolutions 1 Resolution, Short Term Work Program XIV. Council, Officials and City Attorney Considerations & Comments 1 Bubba Hughes, City Hall Cleaning Contract XV. City
Managers Report XVI. Minutes of Boards and Committees 1 Public Safety Committee Minutes, July 28, 2011 2 Infrastructure Committee Minutes, July 14, 2011 XVII. Executive Session 1 Discuss
litigation, personnel, and real estate acquisition XVIII. Possible vote on litigation, personnel and real estate acquisition discussed in executive session. XIX. Adjournment *PLEASE
NOTE: Citizens wishing to speak on items listed on the agenda, other than public hearings, should do so during the citizens to be heard section. Citizens wishing to place items on the
council meeting agenda must submit an agenda request form to the Clerk of Council’s office by Wednesday at noon, eight days prior to the scheduled meeting. Agenda request forms are available
outside of the Clerk’s office at City Hall and at www.cityoftybee.org. THE VISION OF THE CITY OF TYBEE ISLAND “is to make Tybee Island the premier beach community in which to live, work,
and play.” THE MISSION OF THE CITY OF TYBEE ISLAND “is to provide a safe, secure and sustainable environment by delivering superior services through responsible planning, preservation
of our natural and historic resources, and partnership with our community to ensure economic opportunity, a vibrant quality of life, and a thriving future.” 20110908CC Packet 20110906
001_002_000002
20110818 Special City Council Meeting Minutes Mayor Jason Buelterman called the Special City Council Meeting to order at 7:00PM. Those in attendance were Paul Wolff, Kathryn Williams,
Frank Schuman, Mayor pro tem Shirley Sessions, Wanda Doyle and Bill Garbett. Also in attendance was Bubba Hughes, City Attorney. Paul Wolff made a motion to go into executive session
to discuss personnel. Kathryn Williams seconded. Vote was unanimous. Paul Wolff made a motion to return to regular session. Kathryn Williams seconded. Vote was unanimous. Diane Schleicher,
City Manager and Jan LeViner, Acting Clerk of Council joined the meeting. Mayor Buelterman explained that the purpose of the Special Meeting of City Council was to vote on the appointment
of a City Clerk. Frank Schuman made a motion to appoint Jan LeViner as Clerk of Council with a salary of $45,000 annually and as an exempt employee. Paul Wolff seconded. Discussion:
Ms. Doyle explained that it was the original intent of council to search for an experienced certified clerk to fill the position. She also stated that this was not directed at “the person
but at the position” and would reflect in the way she would vote. Mr. Garbett stated that council and Janice Elliott, HR Manager, had made an exhausted effort to find the best candidate
for this position. After the interview process, there were two candidates that withdrew and he feels that out of the remaining candidates Ms. LeViner is the best candidate as she had
done an outstanding job in the interim. This has been a difficult process with hard decisions. Voting in favor was Paul Wolff, Kathryn Williams, Frank Schuman, Mayor pro tem Shirley
Sessions, and Bill Garbett. Voting against was Wanda Doyle. Motion passed 5-1. Paul Wolff made a motion to adjourn. Bill Garbett seconded. Vote was unanimous. 20110908CC Packet 20110902
050_010_000001
MinutesCCMeeting20110825/jrl City Council Meeting 20110825 Mayor Buelterman called the consent agenda to order at 6:30PM. Those in attendance were Paul Wolff, Kathryn Williams, Frank
Schuman, Mayor pro tem Shirley Sessions, Wanda Doyle and Bill Garbett. Also in attendance were Bubba Hughes, City Attorney; Diane Schleicher, City Manager; and Jan LeViner, Clerk of
Council. Mayor Buelterman listed the following items on the consent agenda: Draft Minutes, 20110811 City Council Minutes 1st Annual Flip Flop (race) and Tybee Polar Plunge, December
31, 2011 – January 1, 2012, Beach area south side of Walter W. Parker Pier and Pavilion; Society of 40 Men or 8 Horses and Friends of Tybee Theater Ms. Doyle gave an update on the pool
bubble for the existing pool at River’s End Campground. She has done extensive research and reported that the estimated cost of the project would be $68,500. An itemized list as follows:
Cost of bubble $15,500 Cost of propane tank installed $19,000 Cleaning and chemicals $ 7,000 Propane cost (estimate) $25,000 Staff time $ 1,000 Staff time for putting up and $ 1,000
taking down She feels this is a great deal of money and as we are moving toward saving energy she feels that this is not moving in the direction we need to go. There are other alternatives
such as a heat pump but it is a long process to research. Mr. Garbett asked Ms. Doyle to confirm that the cost of installation would be (a) cost of bubble and (b) cost of propane tank.
The annual cost would be the remainder. She confirmed. Mr. Schuman asked Ms. Doyle if the individual who is doing the chemicals and cleaning currently, couldn’t continue to do it. Ms.
Schleicher stated that it is a combination of campground staff and an outside vendor that does the cleaning and chemicals for the pool. Staff maintains on a daily basis. Mayor Buelterman
thanked Ms. Doyle for all her research. *** Mr. Hughes reported that the three beach ordinances that are before council tonight are still not where he would like them to be and would
ask that they be be taken off the agenda. He will bring back to council at a later date. Ms. Williams asked Mr. Hughes to look at sections pertaining to the selling and renting of goods
on the beach and also at Memorial Park, as he needs to address groups that also use the pavilion for fundraisers. 20110908CC Packet 20110902 050_020_000001
MinutesCCMeeting20110825/jrl They technically are selling something on city property but it is a city sanctioned event. She feels that there should be language that would exempt activities
that had been approved by the city manager or through the special event permit process. Ms. Doyle added that the Veteran’s Memorial Group would be included in the group as well. Ms.
Schleicher stated that the Veteran’s Memorial Group did get a special event permit and under that permit the city manager did allow vending. Mr. Wolff suggested that maybe the language
should be “non-profits could accept donations” rather than charge for dinners when doing food sales. Ms. Williams stated that it is importation that our ordinances correlate with our
forms and procedures. As she understands the way the ordinance is currently written, it does not allow for such events. Mr. Wolff asked Ms. Schleicher if groups need a special event
permit for bar-b-que or the selling of wares? Ms. Schleicher confirmed that these requests, such as a a vending permit or request for city services, has triggered special event permits
in the past *** Mr. Wolff brought a recommendation from the Beach Task Force (BTF). At their last meeting they voted to recommend that council set aside no less than $1,000,000 a year
in addition to SPLOST money for beach re-nourishment. He further stated that he told the BTF that he felt it would be difficult and suggested several potential revenue streams which
would include adding a penny to the hotel/motel tax or a millage increase and dedicating to beach re-nourishment. Mayor Buelterman interjected that one half a penny could be dedicated
to the re-nourishment as the other half goes toward tourism activities. The BTF is very concerned about future revenue for renourishment as federal funding is going to be difficult going
forward. Mr. Wolff is in favor of the hotel/motel tax increase to fund re-nourishment. Ms. Doyle asked Mayor Buelterman the length of the contract with Hutchinson Island. He stated that
it was for ten years and should have approximately six (6) years left on the contract. Mr. Schuman asked Mayor Buelterman how much money was that a month. He told him it was 1% of the
hotel/motel tax. Ms. Session suggested that we need to talk to St Simons and Jekyll Island to partnership with them in an effort to get funding for beach re-nourishment. Mayor Buelterman
suggested that this be put on the agenda for the upcoming city council workshop. *** Ms. Williams stated that she had expected staff to highlight any areas of concern regarding the Short
Term Work Program. Ms. Schleicher went over the “not accomplished” items on the work sheet. She wanted to remind everyone that this is the template from DCA and not our language. These
are items that we are not going to roll forward or pursue. After listing those items, she confirmed with council that it met with their approval. 20110908CC Packet 20110902 050_020_000002
MinutesCCMeeting20110825/jrl *** Mayor Buelterman called the regular meeting to order at 7:00PM. Those in attendance for the Consent Agenda were still in attendance. Opening Ceremonies
Call to Order Invocation: David Laughner, Chapel by the Sea Pledge of Allegiance Reports of Staff, Boards, Standing Committees, and Invited Guests Lisa Callahan, Community Resources
Committee, Energy Update. Ms. Callahan stated that the Community Resources Committee is a municipal committee that has been charged with drawing up sustainability goals and a timeline
for Tybee Island. Their mission statement is to develop solutions for the most efficient and sustainable use and protection of Tybee Island’s vital community resources. Those resources
are water, energy, green space, waste disposal and transportation. She is currently on the Energy Committee and the Committee’s goals are threefold: (1) retrofit of the buildings in
Memorial Park; (2) 5% of the City’s electricity will come from renewable sources and (3) energy efficient policy for new buildings and infrastructure upgrades. Their general goal is
to reduce fossil fuel consumption by 50% by the year 2020. Ms. Callahan then gave her presentation showing the energy savings associated with the buildings in Memorial Park in conjunction
with the recent retrofit. She pointed out that after the Ecobee thermostats, light/motion sensors, airlock in the YMCA, and spray foam were completed there was a drop in the Kwh usage
for these buildings. She further stated that she is using 2008 usage from Georgia Power as a comparison. Currently there is one area of concern with the Fire Station Administration Building
as their usage has jumped. Her committee will be looking into this in the near future. Ms. Callahan pointed out that everyone needs to do what they can to further save energy. Mr. Wolff
thanked Ms. Callahan for all her work with the committee. Mayor Buelterman asked Ms. Schleicher if she would find out dollars and cents in regards to savings. Mr. Wolff stated that the
Solar Energy Energy Association reported that since January 2010 rates with Georgia Power have gone up 18.4%. Ms. Schleicher said she would do a cost comparison and bring it back to
council. Ms. Sessions asked Ms. Schleicher what steps have been taken to achieve the Silver Level with the DNR Sustainability Program as the City of Tybee Island holds the Bronze Level.
Ms. Schleicher stated that the Green Team is working to set goals for energy usage and has had the City join the Energy Star Program. A poster will be forthcoming suggesting how employees
can better conserve energy as well. 20110908CC Packet 20110902 050_020_000003
MinutesCCMeeting20110825/jrl *** Leigh Burns, HPD/DNR, invited everyone to participate in a meeting on Friday, August 26, 2011 at 4:00PM at City Hall regarding Historic Preservation.
Tybee Island currently has a Historic Preservation Ordinance in place and has a Commission that is meeting once a month. She would like to discuss to possibility of passing a local Historic
Preservation District on Tybee Island. The benefits include the protection of investments of owners and residents and to promote better design with the environment which would enhance
tourism. It provides social and psychological benefits and gives us confidence and empowerment. Ms. Burns further stated that the major advantage to passing a local district is to become
a certified local government which would qualify Tybee Island for additional grants. She looks forward to everyone attending the meeting on Friday at 4:00PM. *** Monty Parks, Chairman,
Better Hometown Board spoke about the Historic Butler Median Construction that is scheduled to start in the fall. The only question that he has for council is where is the funding coming
from for this project. Ms. Schleicher explained that 80% was funded by a federal transportation enhancement grant and the remaining 20% was from SPLOST. He feels that this project will
enhance that portion of the Butler Avenue. Mr. Parks further stated that there is a need for clear and accurate signage to assist in the flow of traffic for the business owners and that
the contractors need to minimize blocking off streets for any length of time. He would suggest that the contractor work to leave the weekends open and minimize any workday disruption.
He asked that all business owners attend one of the upcoming meetings, Review Open House, on September 15, 2011 at either 9:00AM or 4:00PM. *** Brad Sherman, Home Energy Consulting,
Inc. addressed council regarding the geothermal project at Memorial Park. As part of the energy efficiency grant, they are putting in a ground loop which will serve as an air conditioning
and heat pump system for the library located at Memorial Park. He further stated that a geothermal heat pump system is very similar to a common air-cooled heat pump system. The difference
is in the condenser coil. Mr. Sherman stated that the geothermal heat pump system is located in the conditioned space so there is a minimal salt air intrusion and the life expectancy
of the ground loop is 50+ years. He understands the concerns of council and the community but nothing is being introduced or extracted from the ground other 20110908CC Packet 20110902
050_020_000004
MinutesCCMeeting20110825/jrl than heat. Once the loop is complete, the worksite will be leveled and grass seed will be spread. Mayor Buelterman confirmed that the library will be hooked
up to the loop but not city hall as Chatham County has contributed $75,000 to this project and funding is not yet available for city hall. Mr. Sherman did confirm that funding is not
available at this point to implement the equipment for both buildings. Ms. Schleicher stated that at this point there is “life” in the units at city hall but the most efficient way to
do things in the future would be to buy one big unit for everything and recycle those units to other city buildings. Ms. Doyle asked Mr. Sherman if we should be worried about salt air
corrosion. He stated that all equipment will be encapsulated so that will not be an issue. She further asked Mr. Sherman to explain what is moving from one lateral to another. He explained
that it is water from a close loop system which is powered by an electrical pump. Ms. Doyle asked if you had to put any type of chemicals such as antifreeze in the unit. He stated no,
that this is one of the advantages of this system. Mayor Buelterman asked if the electricity used to power the system is equal to or less than that associated with the individual air
conditioning units. Mr. Sherman stated that is was considerably less due to the efficiency of the system. Ms. Doyle thanked Mr. Sherman for his presentation as he brought a tremendous
amount of information to the meeting. He expects to receive data soon to show energy savings. Ms. Sessions asked that his handout be put on the website and copies left at the library.
Mr. Garbett asked Mr. Sherman how much less energy would two comparable 40-ton units’ costs, conventional heat pump vs. ground source heat pump. Mr. Sherman stated that it would be between
40-60% less for ground source heat pump. Mayor Buelterman asked when the work will be finished. Mr. Sherman stated that the loop for the library is completed and the one for city hall
will be completed in the next 7 – 10 days. Mayor Buelterman then asked when the grading and seeding of Memorial Park would be completed. Mr. Sherman stated that 50% of the grading was
complete and they we having a problem securing the grass seed that was specified by the City so they are going to put rye grass seed down. Ms. Doyle stated that rye is winter grass and
they need to use Bermuda seed. He will coordinate with staff. Mayor Buelterman thanked Mr. Sherman for his presentation. *** Kathryn Williams made a motion to approve the consent agenda.
Paul Wolff seconded. Vote was unanimous *** Second Reading, Ordinance 37-2011, Sec 4-050(F)(2), Miniature Golf Courses. Wanda Doyle made a motion to approve. Paul Wolff seconded. Vote
was unanimous. Discussion: Mayor Buelterman asked Mr. Hughes if there was any language change 20110908CC Packet 20110902 050_020_000005
MinutesCCMeeting20110825/jrl from first to second reading. Mr. Hughes stated that he did change the requirement of special review and site plan approval for the golf course. *** Mr.
Hughes stated that he has been working with Monty Parks on final language via email for the Shore Protection Ordinance. They are trying to set a meeting where they can work on final
language which will be presented to council for approval. *** Diane Schleicher gave a presentation that she presented at the Coastal Regional Commission Workshop, Tybee Island – Bicycle
Friendly, explaining how Tybee Island is working for a better bicycle friendly designation. Ms. Doyle stated that she was concerned about bicycle safety especially the use of helmets.
She would entertain suggestions from council regarding safety, i.e., how we can educate bike rides not to “run” stop signs, riding in the middle of the road, riding on sidewalks and
other issues. She asked Ms. Schleicher if we needed more workshops or if it was an enforcement issue. Ms. Schleicher said she would be happy to conduct more workshops which in turn would
educate people. Ms. Doyle asked these workshops be taped and run on Channel 7. Ms. Schleicher confirmed that enforcement is an issue on Tybee as well as Savannah. Bicyclist need to ride
predicable and in the flow of traffic. Ms. Williams has the same concerns and asked Ms. Schleicher what did the law state regarding helmets. Ms. Schleicher stated that if you are under
sixteen you should wear a helmet but there is no penalty written in the state law so they is nothing an officer can do to enforce the wearing of helmets. Ms. Williams asked if the City
of Tybee adopts an ordinance could we impose a penalty. Ms. Schleicher confirmed. Ms. Williams feels there needs to accountability of the parents and something needs to be done regarding
bicycling at night as some bicycles have no lights on their bike. Ms. Sessions feels that council needs to set the example with bicycle helmets and safety practices. *** Paul Wolff made
a motion to adjourn to Executive Session. Kathryn Williams seconded. Vote was unanimous. *** Paul Wolff made a motion to return to regular session. Bill Garbett seconded. Vote was unanimous.
Meeting adjourned. 20110908CC Packet 20110902 050_020_000006
River's End Revenues: Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 ANNUAL Camping 92,325.77 92,325.77 Cabin Revenues 19,660.25 19,660.25 Cabin
Reservations -3,691.45 -3,691.45 Tents 10,059.89 10,059.89 Campsite Reservations 14,205.54 14,205.54 Store Revenues 10,041.67 10,041.67 Misc. Revenues 1,205.42 1,205.42 Sub-Total Revenues:
143,807.09 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 143,807.09 Misc.-Paid-Outs, + /(-) Total Collected Revenues: 143,807.09 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 143,807.09 River's End Expenditures: Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 ANNUAL Total Personnel 22,086.73 Total Services 27,055.46
Total Supplies 5,450.13 Total Capital Outlay Total Depreciation 861.00 Total Debt Service Expense 47,150.00 Total Expenses: 102,603.32 Profit/(Loss) 41,203.77 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 33,866.00 0.00 0.00 River's End Guest Survey Time Period: 8.22.10 -8.22.11 Rating Range: 1-5 Composite ScoreGsr:a Mdaerch 2#0 o1f1 Res. Average Overall Rating 4.5 A-224
Average Service Rating 4.7 A 216 Average Facility Rating 4.4 B+ 217 Average Site Rating 4.4 A-185 Average Cabin Rating 4.4 B+ 30 Average Restroom Rating 4.3 B+ 175 Total Rating: 4.5
ARiver's End Campground & RV Park Monthly Anticipated Revenues & Expense Report -FY 2012 20110908CC Packet 20110902 070_020_000001
20110908CC Packet 20110902 090_010_000001
20110908CC Packet 20110902 090_010_000002
20110908CC Packet 20110902 090_010_000003
20110908 CC Packet 20110906 090_020_000001
20110908CC Packet 20110902 100_010_000001
20110908CC Packet 20110902 100_010_000002
20110908CC Packet 20110902 100_010_000003
20110908CC Packet 20110902 100_010_000004
20110908CC Packet 20110902 100_010_000005
20110908CC Packet 20110902 100_010_000006
20110908CC Packet 20110902 100_010_000007
20110908CC Packet 20110902 100_010_000008
20110908CC Packet 20110902 100_010_000009
20110908CC Packet 20110902 100_010_000010
20110908CC Packet 20110902 100_010_000011
20110908CC Packet 20110902 100_010_000012
20110908CC Packet 20110902 100_010_000013
20110908CC Packet 20110902 100_010_000014
20110908CC Packet 20110902 100_010_000015
20110908CC Packet 20110902 100_010_000016
20110908CC Packet 20110902 100_010_000017
20110908CC Packet 20110902 100_010_000018
20110908CC Packet 20110902 100_010_000019
20110908CC Packet 20110902 100_010_000020
20110908CC Packet 20110902 100_010_000021
20110908CC Packet 20110902 100_010_000022
20110908CC Packet 20110902 100_010_000023
20110908CC Packet 20110902 100_010_000024
20110908CC Packet 20110902 100_010_000025
20110908CC Packet 20110902 100_010_000026
20110908CC Packet 20110902 100_010_000027
20110908CC Packet 20110902 100_010_000028
20110908CC Packet 20110902 100_010_000029
20110908CC Packet 20110902 100_010_000031
20110908CC Packet 20110902 100_020_000001
20110908CC Packet 20110902 100_020_000002
20110908CC Packet 20110902 100_020_000003
20110908CC Packet 20110902 100_020_000004
20110908CC Packet 20110902 100_020_000005
20110908CC Packet 20110902 100_020_000006
20110908CC Packet 20110902 100_020_000007
20110908CC Packet 20110902 100_020_000008
20110908CC Packet 20110902 100_030_000001
Tybee Greenway/Bikeway Trail Trail Only without Multi-use Sidewalk Connection Grant Local Cost Total Cost Trail Only $ 215,800 $ 53,950 $ 269,750 Fence on easement with 12 ' access gate
$ 2,400 $ 6 00 $ 3,000 Total Cost $ 218,200 $ 54,550 $ 272,750 Trail and Multi-use Sidewalk to Connect Bicycle Route Grant Local Cost Total Cost Trail Cost $ 215,800 $ 53,950 $ 269,750
Fence on Easement with 12 foot access gate $ 2,400 $ 6 00 $ 3,000 Multi-use Sidewalk Cost $ 41,040 $ 10,260 $ 51,300 Total Cost $ 259,240 $ 64,810 $ 324,050 20110908CC Packet 20110902
100_040_000001
GEORGIA DEPARTMENT OF TRANSPORTATION LOCAL MAINTENANCE & IMPROVEMENT GRANT PROGRAM CERTIFICATE OF OWNERSHIP AND AGREEMENT I, as the authorized City Official, do hereby certify that the
streets or sections of streets described and shown on the City’s priority list dated _____________ are dedicated public streets and are part of the Public Road System in said CITY. I
further certify that the CITY, hereby agrees to the following: That the DEPARTMENT will assist the CITY in constructing projects for the improvement of certain selected roads in the
CITY subject however, to the condition that the CITY shall provide for its proper maintenance after completion of its improvement, and will make reasonable provision each year for such
maintenance, and also will, prior to or during the construction of the project, provide the following additional services, certification, and information, when applicable, at no cost
to the DEPARTMENT. 1. Right of Way and Right of Way Certification. 2. Relocate or adjust all utilities. 3. Necessary patching should begin IMMEDIATELY on the selected roads and to the
satisfaction of the District Engineer. 4. Clearing of ditches and drainage structures. 5. Raise the existing shoulder grade to match the elevation of the new asphalt and provide positive
drainage. On DOT LET projects, the contractor shall furnish, install & maintain Low/Soft shoulder signs until final acceptance, at which time; the signs will become the property of the
local government. To the extent provided by law, the CITY further agrees to hold the Department of Transportation of the State of Georgia harmless from all suits or claims that may arise
from the construction or improvement of said roads. This the ________ day of __________________, 20______. For: ________________________________ (CITY) By:__________________________________
(AUTHORIZED CITY OFFICIAL) 20110908CC Packet 20110902 100_050_000001
20110908CC Packet 20110902 120_010_000001
20110908CC Packet 20110902 120_010_000002
20110908CC Packet 20110902 120_010_000003
20110908CC Packet 20110902 120_010_000004
20110908CC Packet 20110902 120_010_000005
20110908CC Packet 20110902 120_010_000006
20110908CC Packet 20110902 120_010_000007
20110908CC Packet 20110902 120_010_000008
20110908CC Packet 20110902 120_010_000009
20110908CC Packet 20110902 120_010_000010
20110908CC Packet 20110902 120_010_000011
20110908CC Packet 20110902 120_010_000012
20110908CC Packet 20110902 120_020_000001
20110908CC Packet 20110902 120_020_000002
20110908CC Packet 20110902 120_020_000003
20110908CC Packet 20110902 120_020_000004
20110908CC Packet 20110902 120_020_000005
20110908CC Packet 20110902 120_020_000006
20110908CC Packet 20110902 120_020_000007
20110908CC Packet 20110902 120_020_000008
20110908CC Packet 20110902 120_030_000001
20110908CC Packet 20110902 120_030_000002
20110908CC Packet 20110902 120_030_000003
20110908CC Packet 20110902 120_030_000004
20110908CC Packet 20110902 120_030_000005
20110908CC Packet 20110902 120_040_000001
20110908CC
Packet 20110902 120_040_000002
20110908CC Packet 20110902 120_040_000003
20110908CC Packet 20110902 120_040_000004
20110908CC Packet 20110902 120_050_000001
20110908CC Packet 20110902 120_050_000002
20110908CC Packet 20110902 120_050_000003
20110908CC Packet 20110902 120_050_000004
20110908CC Packet 20110902 120_050_000005
20110908CC Packet 20110902 120_050_000006
20110908CC Packet 20110902 120_050_000007
20110908CC Packet 20110902 120_050_000008
20110908CC Packet 20110902 120_050_000009
20110908CC Packet 20110902 120_050_000010
20110908CC Packet 20110902 120_050_000011
20110908CC Packet 20110902 120_050_000012
20110908CC Packet 20110902 120_060_000001
20110908CC Packet 20110902 120_060_000002
20110908CC Packet 20110902 120_060_000003
20110908CC Packet 20110902 120_060_000004
20110908CC Packet 20110902 120_070_000001
20110908CC Packet 20110902 120_070_000002
20110908CC Packet 20110902 120_070_000003
20110908CC Packet 20110902 120_070_000004
20110908CC Packet 20110902 120_070_000005
20110908CC Packet 20110902 120_080_000001
20110908CC Packet 20110902 120_080_000002
20110908CC Packet 20110902 120_080_000003
20110908CC Packet 20110902 120_080_000004
20110908CC Packet 20110902 120_080_000005
1 PLANNING COMMISSION CITY MANAGER Demery Bishop Diane Schleicher Marianne Bramble Rob Callahan Henry Levy John Major, Vice Chair Tyler Marion CITY ATTORNEY Monty Parks, Chair Edward
M. Hughes MINUTES Planning Commission Meeting August 16, 2011 – 7:00 p.m. Chair Monty Parks called the August 16, 2011, Planning Commission meeting to order. Other Commissioners present
were Demery Bishop, Marianne Bramble, Rob Callahan, Henry Levy, John Major, and Tyler Marion. Zoning Specialist Dianne Otto and the City’s consulting engineer, Downer Davis, were also
present. Chair Monty Parks asked if there were any Disclosures or Recusals. There were none. Chair Monty Parks asked for a motion on the Minutes of the July 19, 2011, meeting. Henry
Levy moved to approve. Demery Bishop seconded the motion. The vote was unanimous. Chair Monty Parks opened the Public Hearing for Site Plan Approval with Variance for 407 First Street,
PIN 4-0003-14-015, Zone C-2. The petitioner was Applepeel Properties, LLP, with Carrie Efird representing. Dianne Otto described the property as long and skinny, and said the applicant
would like to convert the existing structure to a private laundry to be used only by Tybee Vacation Rentals. She described the restrictions of the lot and the building. Otto said the
exterior changes that would be needed were propane tanks on the north side, installation of an overhead door on the west for loading/unloading, and trash containers on the east end.
Rob Callahan asked how the use was allowed by right. Otto said within the private laundry there would be an office; this would be an extension of the location that Applepeel operates
at 1010 Highway 80. She said the same employees will be working at this location. Callahan said laundry was not listed as allowed by right in C-2. Otto said professional and office building
was and within the laundry there would be an office which would be an extension of the rental business. Callahan asked if Otto was considering it an office and not a laundry. Otto said
yes; if it was a laundromat open to the public she would not be as convinced but this is a private laundry and an operation that would be a component of the existing business. She said
it would not be licensed as a laundromat; it would be licensed as a business operation. Callahan asked about a loading zone that was discussed in the Staff Report. Otto said that would
not be the loading/unloading area she had referred to a moment ago which would be on Miller Avenue; the loading zone would be installed on the right-of-way of Highway 80 and would be
used by all the businesses in that area, similar to the two loading zones at the south end. Callahan and Otto discussed the loading zone. John Major asked about the permitted use and
if a small office allowed a business to be there contrary to what was specifically permitted for a zone. Otto said it was not contrary; it was a private operation. Otto said if Efird
was a publisher printing magazines she would still have an office and that would be her function but we would not add a use to the zone of publisher. Major asked how big the office was.
Parks said it was 8-feet by 12-feet. Otto said the laundry equipment was secondary to Efird operating her business. Parks said because Efird was not taking in wash for other people and
there was no money transacted, it was her internal business. Otto compared it to the 20110908 CC Packet 20110906 120_085_000001
2 operation of Mogo’s Scooters which has an office and rents scooters. She said the rental of scooters is not on the list of uses allowed in the C-2 zone. Major said that C-2 has a 6-foot
side and back setback. He said the propane tanks would be within the 6-foot setback and he asked if that was going to be an issue. Otto said they would be treated as mechanical units
are, a component servicing the structure that would be allowed in the setback. Major, Otto, and Callahan discussed the tanks. Parks asked if there was an estimate for water usage for
the laundry. Otto requested the question be asked of the applicant. Parks asked if it would be licensed by the Health Department. Otto deferred the question to the applicant. Parks asked
if there would be a curb cut/indentation for the loading area. Otto said she did not know what it would look like; the City Manager was interested in offering that and felt in front
of this location would be an appropriate place for it so trucks could service all of the businesses businesses in that area. Demery Bishop said this was being reviewed as a private laundry
facility. He asked if it was determined at a later date that it could feasibly serve as private and portions of it as a public laundry facility would that require further action by the
City. Otto said if it was to be open to the public, yes. She said if in Efird’s business plan she opted to provide a service to other like industries it would still be considered a private
operation. Bishop and Otto discussed. Callahan asked about the impact on traffic at the intersection of Miller Avenue and First Street. Otto said the applicant could speak best about
that. Callahan said there was a lot of activity around that intersection which is unsignalized and is close to other intersections on a fairly high speed roadway. After further comments
from Callahan, Otto discussed that the same could have been said of the business that recently vacated the building. Callahan asked if there would be employees working strictly at the
laundry. Otto said that was her understanding. Callahan asked where they would park. Otto said that was the Variance portion of this Site Plan; the building does not have off-street
parking and the employees would be parking on the streets. Callahan asked if a loading zone was put in front for the other businesses in the area would there be any parking for the employees.
Otto said there was other public parking in the vicinity. Marianne Bramble said a delivery zone was needed in that area. She asked if the zone would be used for unloading the laundry
and a delivery truck would not have the space to park. Otto said that was a possibility and it certainly occurs in other loading zones as it is first-come, first-serve. Bramble asked
if it was limited to marked vehicles. Otto gave an example of a private vehicle using a south end loading zone for picking up pizzas to be delivered. Bramble asked if Tybee had commercial
stickers for loading zones. Otto said no. Major asked if it was known how the neighbors felt about the traffic, the propane tanks, and the other activities that would be involved. Otto
said the property was posted the prior Tuesday and letters to the adjacent property owners would be mailed tomorrow. She said she had not received any phone calls. Major commented that
two palm trees would be removed. Efird, coowner of Tybee Vacation Rentals, introduced herself. Major asked the water usage at maximum operation. She said the laundry was a byproduct
of the housekeeping department. She said the business manages about 150 properties and currently outsources the linens. She said the vendor delivers the linens to the office at 1010
Highway 80. She said the cleaners then pick up the linens and take them to the rental units to change out. Efird said they are having service provider issues; they cannot keep up with
the volume. She said they are not going into the linen business. She said they do not want to wash the linens in the units for a lot of reasons including water usage and electricity.
She said the focus of the business is vacation rentals and they are not expanding to create a linen service for anyone outside their organization. Efird said they would move their housekeeping
managers to the location. She described the proposed interior of the building including the office, storage, and laundry areas. She explained that during peak season they should be able
to wash all the linens in three to five 8-hour shifts or 40 hours per week. Efird said they are investing in high velocity, low water consumption machines and in an ozone system so they
can wash in tepid water for 80% to 90% of the linens. She described an instant hot water heater for rewashes and stain treating. She said they could put a lot of linens in a 60-to 75-pound
machine versus all the cleaners at every property doing little bits, so water consumption would be far less. Major asked what the propane tanks would do. Efird said they were for the
dryers because electric dryers were considerably more expensive to operate because they use a lot of energy. She said the tanks would be set on a slab and 20110908 CC Packet 20110906
120_085_000002
3 anchored. She said it abuts a residence and they want to put in an 8-foot privacy fence. She described the proposed improvements on the north side of the building. Efird emphasized
this would be their housekeeping department, a function of Tybee Vacation Rentals, and they have no intention of owning a laundromat. She said they requested to take out the two palm
trees surrounded by concrete so the cleaners could easily get in and out. She further described the drop off and pickup areas, the parking situation, and dry floodproofing of the structure.
Efird said there was not a curb cut on the Miller Avenue side. She said when the DOT added the ADA ramps it continued the curb around. She said in meetings with the City and Joe Wilson,
Director of the Public Works Department, they sanctioned cutting the curb back to have a proper apron so it showed that it was a driveway. Efird explained that in peak season there would
be two to three people working in the building so the impact on parking would not be significantly different from the uses that the building has had. She said for two-thirds of the year
there may be one person occupying the building during business hours. She said they purchase parking decals for most of their staff that are not residents. She said they would know they
have to choose a public space and not sit in the loading zone all day. She said they identify their cleaners and housekeeping inspectors with bright pink signs in the windshields. Tyler
Marion asked what kind of chemicals would be within the building and would all the housekeeping be centralized to the location. Efird said it would be both locations because there are
different functions at the primary office such as payroll. She said the cleaners do not spend a lot of time at the office; they are in and out. Regarding chemicals, Efird listed soap
and bleach. She said the machines are not like home machines and there would be wall dispensers for the soap. She described that the type of soap requires less water and less chemical
because because of the ozone system. Efird said they have janitorial supplies at the office now which would be glass cleaner, degreaser, household-type chemicals. Major questioned if
the facility would be using less water from the island than the water that was currently being used on the island. Efird said there only other option would be to do the laundry in the
private homes and there were some rental companies that do that. She described that they have been going to the public laundromat to launder excess linens because the supplier cannot
keep up with the demand. Major asked if it would increase the amount of water from Tybee that was being used. Efird said she would have to calculate if they were to do it in residential
homes. Major said now it was going off Tybee and it was not using any. Efird estimated that 70% was going off Tybee. Major said 100% would be done on the island. Efird said they have
a couple options: continue to try to outsource it or launder it in the properties. She said this way it would be a more efficient operation. Major asked if the waste water would go into
the City’s sewer system. Efird said yes. Downer Davis, the City’s consulting engineer, said we are not doing a conventional drainage plan with topo because the size of the project does
not warrant it. He said it was an unusual shaped property and the roof drains from [First Street] to the north and has great slope on it. He said the concrete pad for the propane tanks
would add an accelerator to propel the water toward the house to the north so to mitigate the impact of concentrated water at a higher rate the engineer had proposed to divert all the
water off the splash pad towards Miller Avenue. Davis said the size of the pad was about the size of one-third of a parking space. Parks called for public input. There was none. He closed
the Public Hearing and asked for a motion. Major confirmed with Otto that the only variance was for parking, it was a substandard lot of record, and an irregular lot on the basis of
narrowness or depth, and and did qualify for consideration of a variance under Section 5-090, there were not any other variances requested or contemplated in the future, the use of the
facility was within the defined usage for C-2, and there were no issues with propane tanks within the setback. Callahan moved to approve and Major said he seconded if everything he had
said was true. The vote was unanimous. The motion to approve the Site Plan with Variance passed with a 6-0 vote. City Council would consider the request on September 8. Chair Monty Parks
opened a Public Hearing for Article 13, Zoning Map Amendment. The petitioner was the City of Tybee Island and the request was to remove E-C, Environmental-Conservation District, from
a lot and portions of other lots in the Brewer’s Landing vicinity, and replace it with R-1-B, Residence District. Dianne Otto said if any of the audience was there to speak to this topic
it was 20110908 CC Packet 20110906 120_085_000003
4 necessary that they complete a Disclosure of Campaign Contribution form located on the back table. She noted the Zoning Map was in the room. She said the Zoning Map has a boundary
line that places portions of each of the nine lots in the E-C zone. Otto said Staff has been aware for years that this needed to be corrected and has begun that process by bringing it
to the Commissions’ attention. She said all the property owners had been notified by letter of this Hearing and of the Hearing that will be held September 8 before City Council. Otto
said this was strictly a movement of a line on the Zoning Map; it does not change any DNR restrictions, influences, or jurisdictions. She discussed various maps being shown onscreen.
John Major asked if there was currently a structure at 8 Brewer’s Landing. Otto explained that the lots she had numbered as 1 and 7 did not have structures and all the others did. Major,
Parks, Otto, and Rob Callahan discussed the rezoning proposal and that the area had been developed with with the current zoning. Otto read Section 4-040 which addressed when a zoning
line divides a lot. Callahan asked why the C-2 zoning was being kept on the lots along old Highway 80. Otto explained that Council requested the entire C-2 corridor be examined and zoning
of those lots would be addressed at that time. Major asked how a lot could be zoned two ways. Otto said the least intense land use was what the code directed. Major and Otto discussed
the minimum lot sizes and setbacks of various zones. Callahan asked about posting of Public Hearing signs. Otto said the individual property owners were notified by letter. Parks asked
if anyone from the public would like to address this. There was no response. He closed the Public Hearing and asked for a motion. Callahan moved to approve and Marianne Bramble seconded.
The vote was unanimous. The motion to approve the Map Amendment passed with a 6-0 vote. It would be heard at the September 8 City Council meeting. Chair Monty Parks opened the Public
Hearing for Section 3-165, Greenspace. Dianne Otto reminded them that Planning Commission and City Council had recently dealt with all sections of Article 3, General Provisions. She
said Section 3-165 had come back for clarification for Staff purposes in advising property owners on “vegetative state.” She said it implied that only things planted in the ground would
be allowed. Otto said folks liked to put beddings of mulch or pine straw around trees or shrubs so they are not mowing so close to their plantings. Downer Davis, the City’s consulting
engineer, said it was already required under state law that there be a vegetative establishment in the ground to have root structures that secure the soil and keep it from eroding but
as the economy has fallen and budgets are tighter we are getting an increased amount of people trying to throw down straw and mulch. He said that adopting this will shorten his conversations
with them and expedite things instead of trying to tie together various regulations. He said it clarifies that you cannot just put down mulch. Davis said in the state’s Green Book mulch
is a temporary groundcover for use for up to six months. Davis concluded his comments. Rob Callahan discussed buffers and a need to ensure that when it matures it is covered mostly by
plant material and not mulch. He suggested setting a limit. Davis said different plants have different root structures and he described a previous plan that had been rejected. He said
he did not know how to quantify it. Callahan asked if the wording of Section 3-165 gave enough ammunition to put in more plantings. Davis said yes. He said it read to him that if the
mulch extended beyond the drip line it was not around the root structure of the planting. Callahan suggested adding that. The wording was amended to include, “not to exceed the limits
of the drip line.” John Major questioned if “vegetative state” was the right term. He said it was not in the Definitions. Demery Bishop agreed. Davis said vegetation covers the ground
and if it is in the form of shrubs there will be some bare spaces beneath them to put mulch to replace the forest litter that would occur naturally. He said the Green Book talks about
vegetative state. Bishop said it needed to be defined in Section 3-165. Parks suggested working that into a motion. Tyler Marion asked how this would apply to a yard that the owner wanted
to make all gravel. Davis said based on the recommendations they were going to put in a definition of vegetation. He said rock is not a plant; it is a mineral. He said rock is considered
landscaping but it is not vegetation. Otto read the original Section 3-165 as it was prior to recent changes. It had spoke of “permeable surface.” She said vegetative was inserted because
rock was being used. Parks asked if anyone from the audience wished to address this. 20110908 CC Packet 20110906 120_085_000004
5 There was no response and he closed the Public Hearing. In response to Parks’ call for a motion, Major moved to approve with the insertion of a definition of “vegetative state.” Callahan
suggested adding, “not to exceed the limits of the drip lines.” Bishop recommended adding a definition of “vegetative state” to Article 2, Definitions. Major restated the motion. Bishop
seconded the motion. The vote was unanimous. With a 6-0 vote the motion passed to approve the Text Amendment as written but with the insertion of a definition by Staff of “vegetative
state” in Section 3-165 and in Article 2, and with the last sentence modified to, “As used herein, vegetative state shall allow areas of mulch, pine straw, and other such permeable ground
covers placed around trees and shrubs not to exceed the limits of the drip lines.” It would be considered by the Mayor and City Council on September 8. Chair Monty Parks opened a Public
Hearing for Section 9-030, Building Permits. Dianne Otto said this request was coming from from the Staff of the building and zoning office. She said when Article 9 was adopted October
28, 2010, on Second Reading a sentence was inserted that has caused Staff to have a difficult time working with people who are or are not applying for building permits. She said the
sentence that had been struck within the paragraph was contrary to other statements in the paragraph and was contrary to the International Building Code that the City of Tybee has adopted.
Parks asked the history. Otto said at the Second Reading of Article 9 by City Council there was discussion that people should not have to get permits for painting, new carpet, and items
such as that, and Staff agrees with that, however, when there is a comprehensive gutting of a house and a full rebuild of the interior those are permitable items; not the painting, but
the building code requires there be a floor covering. She described people using the sentence to want to permit only the electrical of a kitchen remodel and stating the other parts of
the work are repair and maintenance. Otto said if the sentence is taken out of context from the other sentences in the paragraph nothing would require a building permit; everything is
repair and maintenance on a structure that exists. Marianne Bramble asked how the City enforced inside remodels. Otto described that there is now a code enforcement officer who is off
two days during the week so there is someone looking for unpermitted work on weekends. She said they get tips from neighbors, from the Public Works facility where people take their debris,
and from Staff and others driving around, but work certainly does happen after hours and on weekends. She said they try to educate through the back of the water billings and Channel
7 to try to get the word out that permits are required. Otto said they are available to answer questions. She related that people say somebody told them they did not need a permit and
instead of asking Staff who knows the answer they are relying on a non-expert to answer the question for them. John Major asked if he had a 9-unit condo and was going to paint would
he need a permit. Otto said no, but for FEMA purposes if it was a project that was being monitored because it was approaching the 50% rule, FEMA does include paint as a component of
improvement. After further discussion but no public input, Parks closed the Hearing and asked for a motion. Major moved to approve. Tyler Marion seconded the motion. The vote was unanimous.
The motion to approve Section 9-030 passed with a 6-0 vote. The Amendment would be heard by City Council September 8. Chair Monty Parks opened a Public Hearing for Article 7, Tree Removal
Regulations. Dianne Otto said this item was sent to the Planning Commission by City Council. She said they requested only three particular items within Article 7 be reviewed. She said
the first was whether or not to add pine trees to the significant species list; the second was that the fines be reviewed to see if they are still appropriate; and revisit the mitigation
fee of $50 per inch. Otto said there were other sections within Article 7 that would be coming to the Commission at a future rewrite of the entire ordinance. John Major said when they
went through Article 5 and maybe Article 3, everywhere the word “significant” joined with the word “tree” they took out “significant.” He asked if it was still relevant. Otto said in
this context significant species means a tree on the list that requires mitigation. She said palm trees, for example, were not on the list and if a resident chose to remove palm trees
their only requirement was to meet the minimum density; they are not required to pay inch for inch or replant inch for inch a palm tree. She said a significant species does 20110908
CC Packet 20110906 120_085_000005
6 require mitigation and in that same situation with an oak tree they would be required to pay $50 per inch for removal or plant inch for inch. She said where they removed “significant”
in other sections it was referring not to the list but to a large tree. Rob Callahan said it was diameter, not circumference. Otto said he was correct. Callahan asked if they were saying
that a developer could take down any tree he wanted as long as he paid the fine. Otto said that has always been the case as long as they meet the minimum density. She restated the options
of mitigating financially or with replantings. Callahan asked if she was okay with that. Otto said she was. Demery Bishop discussed research he had done that said pine trees are one
of the largest and most available tree species anywhere in the world and they are one of the most fast diseased species of mature trees. He asked if they wanted to list a pine tree that
was large in number and variety as a significant species. Callahan said there were a lot of different kinds of pine trees. Bishop said we have one particular species which happened to
be mentioned more routinely than others. Major asked if they were given any guidance on revisiting the $50 an inch. Otto said revisiting only. Major asked how long that had been in place.
Otto replied 2005. Parks asked if there was any discussion about the Commission forming a subcommittee to investigate this and come back with a recommendation at the next meeting. Otto
said there was not. She said she had asked because there were other areas of the ordinance that needed to be addressed. She said the three were the only topics they wanted addressed
at this time. Major said it seemed if they added pine trees to the list of significant trees and do not do anything to curb cutting down trees it would raise more revenue for the City
but would not save any trees. Parks said the minimum density rule does keep trees in place. Otto agreed. Major asked what if he cut down more trees than allowed; they cannot be put back.
Otto said a lot has to meet the minimum density; it was not an option to not have the minimum number of trees. Major asked how many per 4,500 square feet. Otto said three but they do
not have to be significant species. Major asked if they had to be 6-inches in diameter. Otto explained that when mitigating a significant species the replantings must be at least 2-inches
in diameter. Major said all the trees on a lot could be cut down and three 2-inch trees planted and pay the fine. Otto said the mitigation fee. Marianne Bramble said Council was leaving
it open for them to discuss raising the fine. Parks said the mitigation fee. Bramble said they should raise the mitigation fee per inch for removing any tree. Bishop asked why. Bramble
said greenspace. She said the developers have used that it is cheaper to mitigate and take out what is significant. She described a huge oak tree on Jones Avenue and that they had paid
the mitigation fee and it was a one-hundred year old tree. She said it was easier for them to pay and move on with their work so they might think about it more if it was a higher mitigation
fee. Callahan asked if it was permitted. Bramble said there was major discussion about it. Otto said she was not recalling the tree Bramble was speaking to. Bramble said they took a
tree down in the center of the lot to move a house onto the property. Parks asked if the mitigation fee set in 2005 was based on other municipalities. Otto said she did not know. Parks
asked what other municipalities are charging. Otto said she did not know. Major said he liked the idea of having a couple people do some research and see what other communities are doing.
He said if their only tool is a fine they may not be doing anything environmentally although they may do something fiscally. Parks asked for public comment. Carrie Efird, 613 Second
Avenue, said the lot of the first house she and her husband built had a large oak tree right in the middle of the buildable footprint. She said if
you create a code in a punitive way where you are just punishing folks when it is within their right to develop the property whether it is for them or whether it is to sell, there has
to be relief from the code that is reasonable. She asked if the end goal was that someone is going to sit on the lot to forever conserve greenspace or are they going to potentially mitigate
it, potentially replace the tree on their lot. Efird said the goal in mitigation was to provide towards a tree fund to help replenish greenspace in other areas, maybe not necessarily
on that lot but somewhere within the City limits. She said they did take out a very large live oak which they replaced with two species that were 4-inches in diameter because that was
all they could afford. She said they put them where they could continue to grow and they are quite large now but they paid more for those two species than what they would have paid in
mitigation. She said it was in their best interest to have shade trees on their lot and that was why, as a personal choice as the property owners and and as they should be able 20110908
CC Packet 20110906 120_085_000006
7 to, they decided to replace rather than to mitigate. She said they barely would have met the percent at that point because they had only palm trees remaining at the rear of the lot.
Efird summarized that a code needs to apply and not be punitive and it needs to be reasonable. She recalled that it may have been $40 per inch. She suggested the fee could be on a sliding
scale. Downer Davis, the City’s consulting engineer, said the Efirds went out of their way to try to save the tree; they hired an arborist that produced a report showing how close the
building could go. He said there was a front yard variance asked for to allow them to move closer to the street because if they held the front yard setback and protected the tree they
would have a house that was really not livable. Davis said the Planning Commission made the motion to deny the variance but also included in the motion a recommendation that was seconded
and approved to waive the fees because the Efirds spent quite a bit of money on an arborist and and then they had to replace the tree. Davis spoke further about that petition and commented
that imposing ordinances can lead to variance requests to seek relief. Otto referred the Commissioners to Section 7-060 which speaks of removal of significant trees. She explained that
subsection (B)(2) does allow mitigation of significant species with others that exist on a property. She said that was a third option. Parks closed the Hearing and asked for a motion.
Tyler Marion asked if $50 was reflective of today’s economy and environment. Parks said he would not mind seeing what two or three other municipalities charge. He suggested somebody
volunteer to come back to the Commission with that. Marion volunteered. After discussion, Bramble moved that Marion research mitigation fees and tree ordinances of different municipalities
and coastal communities. Major seconded the motion. He asked if a building permit was required for tree removal only when the person developing the property was taking the number of
trees to below the specified limit. Otto said no, a tree removal permit was required anytime a tree was going to be removed, even if it was dead. Major read Section 7-040, Building Permit
Required. The vote was unanimous. The motion that Tyler Marion research mitigation fees and tree ordinances of different municipalities and coastal communities for the next Planning
Commission meeting passed with a 6-0 vote. Parks requested that the PowerPoint slide of the three items in Article 7 that City Council wanted reviewed be emailed to Marion by Otto. Chair
Monty Parks opened a Public Hearing for a proposed ordinance to be Article 18, Lighting. Dianne Otto said the foundation of what was before them came from Ethan Imhoff who was the Planning
and Zoning Manager. She said it had been reviewed by Downer Davis, the City’s consulting engineer, and by the City Attorney. She suggested they rely on Davis to interpret some of the
finer points. Davis said the goal of Tybee was to have fully shielded lights and the source of the light not be visible. He related that fully shielded can have a number of definitions.
He said because of being a coastal community and the concern for wildlife, number 5 on the first page said eliminate glare, not reduce glare. Davis suggested adding “and the bulbs and
globes not visible” to C on page 1. He said the verbiage would clarify that “fully recessed” means the globe or bulb is not visible. He commented that for comparison a lot of places
deal with 3 foot-candles at the property line rather than 0.1 foot-candles beyond the property line as stated in the proposed ordinance. He said 0.1 is achievable but it may be a more
stringent than other places. John Major asked if under our current sign ordinance marquee-type signs were allowed. Otto said animated signs were not allowed. Major asked if that was
addressed under the Lighting Ordinance. Otto said it was not. Major noted that item F on the first page dealt with signs. Parks asked if it would be appropriate to reference the sign
ordinance of the Land Development Code. Otto said she would review the two for compatibility. After discussion, Henry Levy said a good, restrictive lighting ordinance says that signs
shall be black with white writing. Otto said that was not in our sign ordinance which was adopted in May of 2010. Major said in Section H(1) it referred to applicants. He said the ordinance
did not say what was being applied for, when an application was required, what kind of permit was required. He asked if that was something they should address like in other ordinances.
Demery Bishop said they should consider digital billboards and how that would impact the foot-candles at 10-feet beyond the property line. Otto said the current sign ordinance prohibits
digital billboards. The terms animated and digital were discussed. Bishop referred to the subjectivity of E on the first page and asked how “a narrow cone beam 20110908 CC Packet 20110906
120_085_000007
8 of light that will not extend beyond the illuminated object” is measured and questioned if that was realistic. Davis responded that a fixture can be round, rectangular, square; the
goal was to have the lighting towards an object so that it does not go around the perimeter of what you are illuminating. After further explanation Davis suggested adding “or around”
after the word “beyond.” Bishop gave an example of a flag or a statue which he and Davis discussed. Marianne Bramble asked if illuminating was the wattage. Davis said no, we measure
light by the effect on the ground, the amount of foot-candles it produces. He said by shielding and making the globe not visible so when you walk around the perimeter of a property you
see a light fixture and see the light coming from it but you do not see that bulb or globe. Davis said that was the goal. Bramble asked about addressing the wattage. Davis said if he
has a bare 60-watt bulb beneath his garage it may be obnoxious to the neighbors looking and seeing that glowing bulb and bulbs on commercial places are 1,000-watt so they need to be
shielded. He said he was not so sure that wattage was as much concern as controlling the foot-candles at the ground level. Davis said recently on a project they eliminated the foot-candles
from reflecting higher than 30 foot-candles anywhere on the site and that was not in the ordinance but this was really great work and it was a very abbreviated document. He said there
may be other things that need to be added but Imhoff did a lot of work in a short period of time on this. Parks asked if anyone from the public would like to address this. Carrie Efird,
owner of Tybee Vacation Rentals and a full-time resident on Second Avenue, asked if this was applicable to just commercial lighting or would it apply to residential. Otto said there
was no distinction between the two. Efird said she understood the fully shielded lighting to eliminate glare and containing the bulb within the canopy but she did not think they could
really address wattage wattage because of varying types of bulbs. Efird said it was the light and how direct it was and the fixture, and maybe if Staff does have recommendations as to
fixture types and things like that that they could guide people but the bigger question was how was this going to be enforced and would it be enforced retroactively. She said you can
buy low wattage compact fluorescents that emit a greater wavelength that is harsher light than a 100-watt standard incandescent bulb so she would like to see more clarification and how
it was going to be applied to older fixtures in homes and when it is retroactively enforced, would it be complaint driven where people are complaining of light pollution and how was
that going to be measured and applied evenly. Otto said it was not retroactive. She said the statement within the document was, “All outdoor light fixtures installed and hereafter replaced
shall comply with the requirements.” Efird and Otto discussed. Efird asked if it applied island wide and how it would be enforced for residential. Otto said for new development in addition
to other sheets with the building plans there would be a lighting plan. She said otherwise it would be as we receive permits to replace lighting fixtures. Efird said this would mandate
when a light fixture ceases to work to get an application or a permit to replace those lights. Otto responded yes. Efird asked if there was a fee. Otto said it is the standard electrical
permit; $50 on the first $1,000 of the cost of the project and $5 on each additional $1,000. She said that should already be done. Parks closed the Public Hearing. Major commented on
the number of things that needed clarification. Otto thanked them for their input and said no action by the Commission was needed. Chair Monty Parks opened a Public Hearing for Section
5-156, Survey Requirements. The petitioner was the City of Tybee Island. Dianne Otto said the section was currently titled As-built Drawing Requirements. She said Council requested that
Staff work on a requirement that at the foundation stage of new construction the contractor/builder/owner submit to the City a foundation survey showing property lines and the distances
from those lines to the foundation. She said the intent was to prevent after-the-fact variances. Otto said with that guidance Staff had drafted and inserted into the existing Section
5-156 the proposed ordinance. She noted the section was now divided into three subsections where previously there were two but they ran together. She related that (A) was entirely new,
(B) was the previous as-built drawing requirements, and (C) was height certification which was previously the last sentence of the paragraph. Otto said City Council requested, unlike
the other parts of Article 5 that the Planning Commission has been working on, that Section 5-156 come back to them at the September meeting along 20110908 CC Packet 20110906 120_085_000008
9 with Sections 5-040 and 5-041 which the Planning Commission had already considered in prior meetings. John Major said had this been in place it could have avoided some problems in
the past. Otto said she was less optimistic; at the foundation stage there is not have enough information to prevent what was going to ultimately happen anyway because the stairs, the
insulation, outboards, and the siding are not there. She said it would hopefully encourage folks to not cut it so darn close that they are not allowing for those things to happen. She
said there had been numerous instances of stairs and this was not going to pick up stairs; it was too early in the construction. Parks said there was a case that came for an after-the-fact
where the foundation was almost 18-inches into the setback. After discussion, Major asked if there was something else they should do to solve the problem. Otto said this was a step in
the right direction. She said the onus has always been on the builder and not the City. She said when they build setback to setback there are going to be those tenths of a foot that
are beyond where they are supposed to be. She discussed portions of structures which hang beyond the piers that would not be picked up by this requirement. Major shared that it seemed
if the designated City official reviews the foundation survey and sees that the footer is right up against the setback line they can probably judge that there is going to be insulation
and siding, and they are going to be into the setback. He said at least a judgment can be made and this was a good step in the right direction. Otto agreed. She said she did not want
to give any false impressions that after-the-fact setback encroachments were not going to be. Major said it the ordinance stated that it does not guarantee that an as-built survey was
going to be approved and the applicant needed to know that this was not the final approval. Rob Callahan said one thing you could do which, of course, lays an extra requirement on the
builder would be take the foundation survey as drawn by the surveyor and have the architect overlay the plan on top of it and then you could see exactly where the outline of the building
and the stairs and everything else was going to be. Otto said that would help. She said she did not know what expense would be involved in that. She said she did not want an acceptance
by Staff of the foundation survey to be a guarantee to the builder. She said there was so much more that goes into play for the actual as-built at finished construction that will not
be addressed by the foundation survey. Downer Davis, the City’s consulting engineer, said the builder was the one responsible for his product. He said the architect is given a drawing
and he does not remember ever people finding the architect’s drawing flawed and that was the reason for the setback encroachment. Davis said the licensed general contractor is the same
as engineers, surveyors, and architects; their word is worth something; they have expertise. He said let them give a certification letter saying here is the [foundation survey], I have
reviewed it and hereby certify that it has been compared to our plans and find it to be conforming to the approved plans and completion of this project according to the approved plans
should not lead to an encroachment into a setback. He said to let the contractor be responsible for something. The suggestion was discussed. Major suggested additional wording for the
end of the section that in all circumstances it was the responsibility of the contractor to satisfy setback requirements. That wording was discussed. Major made a motion to approve with
the additional wordings that had been discussed to be added by Staff. The motion was seconded by Callahan. The vote in favor was unanimous. The motion to approve Section 5-156 with additional
wording by Staff passed with a 6-0 vote. The item would be placed on the September 8 City Council agenda. The final item was an update on the Shore Protection Ordinance Review Ad Hoc
Committee. Chair Monty Parks Parks said on August 14 a draft ordinance was presented to Bubba Hughes, City Attorney, and to Dianne Otto. He said it was currently under review for presentation
to Council. Rob Callahan motioned to adjourn and Tyler Marion seconded the motion. The vote was unanimous and the meeting adjourned. 20110908 CC Packet 20110906 120_085_000009
20110908CC Packet 20110902 120_090_000001
20110908CC Packet 20110902 120_090_000002
20110908CC Packet 20110902 120_090_000003
20110908CC Packet 20110902 120_100_000001
20110908CC Packet 20110902 120_100_000002
20110908CC Packet 20110902 120_100_000003
20110908CC Packet 20110902 120_100_000004
20110908CC Packet 20110902 120_100_000005
20110908CC Packet 20110902 120_100_000006
20110908CC Packet 20110902 130_010_000001
Short Term Work Program Update -City of Tybee Island Page 1 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. PART I: REPORT OF ACCOMPLISHMENTS
(pages 1 – 10) Project Description Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** POPULATION Conduct
a marketing study to determine what types of services, facilities, and commercial establishments would be necessary to attract additional tourist groups to the Island. X Develop a tourism
marketing campaign that focuses on drawing identified tourist groups to the Island. X Ongoing with BHT As part of carrying capacity study determine sufficiency of services and facilities
for the aging population. X Need funding from DCA or other source for study. Develop an education packet to be distributed to visitors about available activities/services/resources (include
information about natural resources protection, local ordinances, etc. X Vacation planner and visitor guide now available. Development of information packet for new residents is underway.
Work with various rental agencies, realtors, hotels/bed and breakfast establishments to distribute the packet to island visitors. X Vacation planner and visitor guide now available.
Development of information packet for new residents is underway. ECONOMIC DEVELOPMENT Create a position for Better Hometown Project Coordinator. X Work with local businesses to prepare
for an application to the Better Hometown Program. X Reactivate the DDA upon completion of the Market Study. X Market study completed. Reactivation of DDA on hold at the present time.
Prepare economic development plan for business district. Consider identified issues and opportunities for economic development. X Economic development plan has not been completed at
this time. Better Hometown is conducting groundwork for plan. Plan needs grant funding to be completed. Evaluate potential for an Urban Redevelopment plan and creation of an enterprise
zone. X Request that the Pier be dedicated to the City by Chatham County. X This is not financially feasible at the current time. Chatham County has made planking, lighting and plumbing
upgrades to the Pier. Renovate the Pier once it has been dedicated to the City. X Pier has not been dedicated to the City, but some improvements have been done. Develop programs for
small business retention and recruitment. X BHT developed a Business Resources Guide. 20110908CC Packet 20110902 130_020_000001
Short Term Work Program Update -City of Tybee Island Page 2 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Support the development of heritage tourism. X Tourism
Council works with park service to promote Fort. Pulaski. Historical Society maintains heritage sites on the lighthouse property. Provide assistance to new businesses developing on the
Island. X BHT works closely with new businesses, both existing and proposed. Consider development of a City sponsored small business incubation center to provide for establishment and
development of small island businesses. X Deemed not practical. Develop a strong working relationship with Savannah Development & Renewal Authority. X Internal changes at SDRA are underway.
Working relationship will continue. Work with the Tourism Council and local business groups to encourage revitalization of business district. X Tourism Council has partnership with BHT.
Encourage the development of “off season” events and activities. X Tourism Council spends 20% of their budget marketing off season activities. Tybee for the Holidays program initiated
by BHT. Consider allowing dogs on identified beaches during off-season (Oct-Apr.) X There is no current support to change existing year round prohibition. Develop and promote eco-tourism
businesses and resources. X These types of businesses and activities are promoted in Tourism Council brochures as well at BHT Newsletters. Investigate potential for developing a convention
center on the Island. X This has not been formally explored due to shortage of land, cost /space and there are existing facilities in Savannah. Encourage small conventions to locate
on the Island during off-season. X Tourism Council sees this as a future opportunity. BHT works with facilities hosting convention goers. Coordinate and offer package deals for conferences.
X Not under consideration at this time. Local business specials offered to convention goers via BHT working with hosting facility. Evaluate opportunity to expand or relocate Visitor’s
Center and provide for hotel/bed and breakfast establishments activity bookings at the center. X Tourism Council is satisfied with existing facility. Cost would be an issue for relocation
to south end of the island. BHT /City have added an Information Hut at south end. Implement beautification /façade improvements in business districts through a revolving loan program.
X DDRLF application was made to DCA in 2009, but was denied. HOUSING Develop recommendations for new development, redevelopment, and restoration that address mass, scale and density
of development. X 20110908CC Packet 20110902 130_020_000002
Short Term Work Program Update -City of Tybee Island Page 3 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Ensure that new development is consistent with the
character of the neighborhood as defined in the Master Plan. X Consider adopting a standard for maximum lot coverage. X Process underway of updating LDC in accordance with the Master
Plan. Consider allowing upstairs residential development in commercial areas, if the use is primarily commercial. X Process underway of updating LDC in accordance with the Master Plan.
Consider the need for variances for rooflines where floodplains restrict first floor development, but do not allow fourth floor development. X Process underway of updating LDC in accordance
with the Master Plan. LAND USE Appoint a task force to review effectiveness of current code. X Process underway of updating LDC in accordance with the Master Plan. Update Land Development
Code in accordance with recommendation of the Task Force and vision of this Plan. X Process underway of updating LDC in accordance with the Master Plan. As part of the update, restrict
residential down-zoning in commercial areas. X Process underway of updating LDC in accordance with the Master Plan. As part of the update, ensure zoning regulations are consistent with
the Master Plan. X Process underway of updating LDC in accordance with the Master Plan. Improve the level of code enforcement. X Police Department has an officer dedicated to code enforcement.
Educate residents about zoning, allowable land uses, and the rezoning process. X Community Development Department has a brochure regarding when permits are necessary. It is available
for the public in the office, on the city website and via various city communications. Develop and adopt a Catastrophic Disaster Rebuild Plan for the Island. X Need to funding for this
comprehensive plan. Develop a comprehensive GIS database for the City. X 20110908CC Packet 20110902 130_020_000003
Short Term Work Program Update -City of Tybee Island Page 4 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** TRANSPORTATION Conduct transportation engineering
study in accordance with issues & opportunities identified in this Plan. X RS & H conducted a Hwy 80 Corridor Pedestrian /Traffic study for safety and traffic calming measures. As part
of this study, explore possibility of taking control of Butler/Highway 80. X Maintenance costs of resurfacing all of Highway 80 are cost prohibitive. As part of the study, explore potential
to offer subsidized open-air trolley services around the Island to reduce traffic. X Private businesses are operating transportation services on island. As part of this study, explore
charging additional “hotel tax” to help fund a city subsidized on and off Island transportation system. X BHT and the City worked with Coastal Regional Commission to implement a Savannah
– Tybee Beach Shuttle. Funding through an additional “hotel tax” is not necessary. As part of this study, investigate potential to make Highway 80 a toll road. X A toll road would be
cost prohibitive with no funding available for a feasibility study. Concerns arise over how the City would be able to control parking locations and ensure that once a toll payment is
received, a parking space would be available. As part of this study, investigate need and potential to locate a parking garage on the Island. X This issue has been explored. However,
the cost of a parking garage is prohibitive due to the seasonal demand of parking and shortage of land. As part of this study, investigate feasibility of using commercial parking lots
for public parking. X Additional parking has been identified and implemented. Private parking lots are now permitted in residential areas with a Tybee business license approved by Council.
As part of this study, develop “peak use” contingency for parking. X Private parking lots are now permitted between Memorial Day and Labor Day in residential areas with a Tybee business
license approved by Council. As part of this study, explore the potential for providing employee transportation for Island workers. X BHT issued a survey to businesses re: a Vanpool
program operated by the Coastal Regional Commission. There was a lack of interest due to need for shared cost between employee and employer. Develop a GIS inventory of roads by type
(arterial, collector, local) and assess condition. X Coordinate with GDOT to ensure that any widening of the Lazaretto Creek bridge includes a separate bike lane X GDOT has assured the
City that bike lanes will exist on future bridge upgrades. 20110908CC Packet 20110902 130_020_000004
Short Term Work Program Update -City of Tybee Island Page 5 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Encourage development of the bikeway to connect Tybee
Island with Wilmington Island X TE grant has been approved to form the first trail connection to Lazaretto Bridge. As part of Land Code Update, develop zoning overlay to require easements
from property owners along Highway80 to complete the Tybee/Wilmington Island bikeway. X Develop multi-use paths throughout the City. X Bike routes created for bicycle friendly designation.
Support and Implement beautification and streetscaping along Butler Avenue/Highway 80 X Streetscape project on Butler Ave. between 14th Street and Tybrisa will begin in the fall of 2011.
Palm trees were planted along 1st Street (Hwy 80) in 2009. Bring level of service up to streets designated use. X The city has a 5-year resurfacing plan currently underway dependent
on funding. Implement Tybrisa Streetscape Project. X . Clearly define parking requirements for seasonal rentals and educate visitors about requirements. X City, BHT and Tourism Council
addressed this issue. A public parking map was created and published in local newspaper and through various means of communications. Educate residents and visitors about transportation
related ordinances, alternative transit, and alternative transportation routes. X Shuttle service provided by Coastal Regional Commission is promoted on a limited basis by Tourism Council.
Future promotion will be determined by the capacity of the shuttle service. BHT promotes the Savannah – Tybee Beach Shuttle via various means of communication and advertisements in partnership
with the City of Savannah. As part of the Wayfinding Project, review and revise existing sign ordinance to create design standards and a theme for signage along roadways. X . CULTURAL
& HISTORIC RESOURCES Revisit the potential for establishing “Local Historic Districts” on the Island. X Three local Historic Districts are established going back to 2000. City Council
has reactivated the Historic Preservation Commission as of 2009. Appoint members
to the Historic Preservation Review Committee. X As part of Land Code Update, review and update section 14 of Tybee’s Land Development Code. X Under review by the Historic Preservation
Commission and City Council. Anticipated update due by the end of 2011. Use Historic Review Committee to determine appropriate design guidelines X 20110908CC Packet 20110902 130_020_000005
Short Term Work Program Update -City of Tybee Island Page 6 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Pursue Certified Local Government Status. X Currently
underway with the Historic Preservation Commission. Establish a GIS inventory of historic structures. X Create a cultural arts liaison. X This is encompassed within the Better Hometown
Coordinator and program as a whole. Educate residents and developers with regard to cost effective materials, treatments X Work with historic preservation groups to seek funding to assist
with restoration projects X Educate owners of historic structures about economic benefits such as tax credits, conservation easements, tax freezes, etc. X BHT has hosted public meetings
with HPD and Historic Preservationists presenting. Support the City’s Arts Commission and the development of additional cultural resources. X BHT hosts musical outdoor concerts as part
of the program’s mission. City has issued a significant loan for the Friends of Tybee Theater to help with the restoration of the Tybee Post Theater. Continue to support the renovation
of Guard House Tybee Post Theatre. X City has issued a significant loan to the Friends of Tybee Theater to help with the restoration of the Tybee Post Theater. Consider the development
of a public arts center/artist incubator center. X Tybee Arts Center Support Preservation of Buckley property. X X Continue to support Lighthouse Museum. X Examine potential to use the
Tybee Gymnasium for art showings, craft fairs, and/or artist’s space. X Gym is used for recreation and for local plays. NATURAL RESOURCES Develop complete GIS inventory of City’s natural
resources. X A partial tree inventory was completed with a forestry grant and entered into GIS in 2009. Prioritize acquisition and preservation of greenspace, parks and conservation
easements. X Create linkages between green space, parks, cultural, and historic interest points. X The new bicycle/pedestrian path along hwy 80 will add an important connection. Identify
various tools that support preservation efforts such as grants, conservation easements, etc. X Continue to implement the NPDES Phase I MS4 Permit SWMP. X Public works continues to implement
in partnership with MPC/Chatham County. $40,000 in improvements per year. 20110908CC Packet 20110902 130_020_000006
Short Term Work Program Update -City of Tybee Island Page 7 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Implement a citywide bacteria monitoring program
to identify the source of bacteria contamination on the beaches. X Bacteria and beach water quality is monitored via a partnership with Coastal Environmental Services, EPD and Chatham
County. Implement a sanitary sewer inspection and rehabilitation program in compliance with NPDES requirements. X As needed upgrades are made. Master Plan has been created for prioritized
repairs. Develop a water conservation program that meets requirements of the Coastal Plan for Saltwater intrusion. X In place. Implement water conservation program that meets requirements
of the Coastal Plan for Saltwater intrusion. X The City adopted a tiered water rate schedule and removed beach showers to reduce water usage to the 2006 water withdrawal levels. Provide
education to visitors on natural resource protection efforts including: recycling, water conservation, stormwater pollution, and respect of marine and marsh life. X This is accomplished
through literature provided at the visitors center and city hall. Also promoted through social media. Keep Tybee Tidy marketing campaign currently being promoted. BHT has a grant for
anti-litter, debris and recycling usage and awareness. Develop a targeted education program from developers that cover topics such as E & S control, buffers, tree protection and stormwater
management. X As part of the Land Code Update, allow for and encourage Low Impact Development practices such as rain barrels, green roofs and rain gardens in public and private projects.
X A Community garden started on city property for the public in 2010. The garden is a demonstration project for water reuse. As part of the Wayfinding Project, place interpretive signage
on dune crossings and along trails to educate residents and visitors about the fragile coastal environment. X Signs have been placed at multiple beach access points by Marine Science
Center and the city. Continue to work with DNR for wetlands/marsh protection X As part of the Land Code Update, review Tree Ordinance; develop incentives to promote the retention of
trees as opposed to removal and replacement. X Sixty percent of Island’s tree canopy is inventoried in the City’s GIS. Target date for completion is 2012. Support Marine Science Center
Relocation. X City has SPLOST funds set aside for new building. 20110908CC Packet 20110902 130_020_000007
Short Term Work Program Update -City of Tybee Island Page 8 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Continue to support work of Marine Science Center.
X The City contributes to the TIMSC annually with funding, project assistance and space. Continue urban reforestation program. X Public Works Department developed a partnership with
Savannah Tree Foundation to plant native trees on the Island. Continue to monitor drainage issues in dunes. X Continue to seek funding and implement beach renourishment. X City sets
aside SPLOST and general fund money each year for funding the next renourishment and looks for other funding sources. Promote the use of native plants/xeriscape through the development
of landscaping guidelines. X Update the Solid Waste Management Plan. X FACILITIES & SERVICES Conduct a study to determine the carrying capacity of the Island as it relates to infrastructure
and natural resources. X Need funding from DCA or other source for study. Develop a capital improvement plan to be implemented in conjunction with road rehabilitation X The city has
a 5-year resurfacing plan currently underway that is dependent on funding. As part of carrying capacity study, develop a water supply contingency plan that evaluates and plans for alternative
sources. X City staff and engineer are evaluating alternative water supply sources. Develop a wayfinding & educational sign system that is Island-wide and has a theme or “brand”. X Conduct
a GIS inventory of the number of shallow wells and septic tanks on the Island. X Prioritized the GIS inventory of city’s infrastructure, parking spaces and trees. Plan to inventory these
as funds are available. Assess viability of building more permanent and/or temporary public restrooms. X Two mobile bathrooms were installed on the southend for public use due to FEMA
requirements. Permanent public restrooms are located at the southend and the north beach area. Public parks and the Back River Fishing Pier also have permanent public restrooms. Explore
the potential to bury power lines. X Cost of this item is prohibitive. Produce information packets for residents and visitors. X . Work with YMCA to develop programs at the gym. X The
YMCA hosts Friday Night Skate Night for the youth. 20110908CC Packet 20110902 130_020_000008
Short Term Work Program Update -City of Tybee Island Page 9 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** Support continued planning and program development
for the Rivers End Campground to attract visitors in the off season. X Program Planning/Facilitation is implemented via volunteer, seasonal Camp Host. Off-season programming duties promoted
by Campground staff. Continue to upgrade sidewalks /public facilities to be ADA compliant X $165,000 in TE Grant and City funding has been spent on sidewalk upgrades. $40,000 of SPLOST
funds were spent in 2011 on MOBI Mats for accessibility to the beach. City Hall restrooms improved for ADA accessibility in 2011. Continue upgrade of sewer collection system; improve
efficiency, reduce stormwater intrusion and explore feasibility of connecting existing septic systems users to the treatment facility. X System is updated frequently. Approximately ten
residential dwellings have been removed from septic. Continue to plan for wastewater treatment plant expansion X There is currently no upswing in demand to justify the cost of plant
expansion. Examine potential to incorporate reuse water treatment and purple pipe systems during the wastewater treatment plant expansion. X Without expansion of treatment plant, sources
of reuse water are limited. Make improvements to the public works complex. X Storage capacity at the complex has been increased. Continue to maintain/replace as necessary all public
works equipment. X Public Works Department maintains a CIP to replace equipment as necessary. Develop a stormwater master plan to address drainage issues. X As part of master plan, investigate
potential for locating permanent drainage structures through dunes. X After completion of master plan, make recommended improvements to Storm Drainage System. X Public Works completed
the 14th 14th Street drainage project to handle a 50 year flood. Overall storage capacity has been increased 40%. Convert all drainage and water & sewer data to digital GIS format. X
Develop conceptual design & architectural drawings for project to replace Public Safety Facility. X Safety Committee appointed by City Council is analyzing a design build program for
a new facility. Replace Parking Services Building on Tybrisa Street; add Lifeguard Station to new facility as part of Tybrisa/Strand Streetscape. X Investigate potential to reinstall
portions of the Strand boardwalk. X This issue was examined during Tybrisa /Strand streetscape project, and it was decided boardwalk would not be installed, but a wide sidewalk installed
instead. Update dune crossovers. X Public Works Department has a Master schedule in place to replace two or three crossovers per year. 20110908CC Packet 20110902 130_020_000009
Short Term Work Program Update -City of Tybee Island Page 10 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
Completed Currently Underway ** Postponed ** Not Accomplished ** Explanation for postponement /not accomplished project /activity ** INTERGOVERNMENTAL COORDINATION Work with Chatham
Area Transit and other local governments to identify remote park and ride sites. X Included as a partner in Highway 80 Challenge Study. BHT and CRC developed and implemented a shuttle
service from Savannah to Tybee. Continue to participate in regional transportation efforts. X Included as a partner in Highway 80 Challenge Study. Coordinate with CEMA, Chatham County
and other local and regional planning agencies to implement Tybee Island’s Hurricane Disaster Management Plan. X City employees participated in Hurricane Gilligan exercise in 2010. 20110908CC
Packet 20110902 130_020_000010
Short Term Work Program Update -City of Tybee Island Page 11 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. PART II: FIVE (5) YEAR
UPDATE (pages 11 – 17) Project Description 2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source POPULATION Develop a tourism marketing campaign that focuses
on drawing identified tourist groups to the Island. X X X X X Tourism Council, BHT $100,000 Tourism Council As part of carrying capacity study determine sufficiency of services and facilities
for the aging population. X X City, BHT $45,000 DNR, ACOE, General Fund Develop an education packet to be distributed to visitors about available activities/services/resources (include
information about natural resources protection, local ordinances, etc. X X X X X City, Tourism Council, BHT $25,000 General Fund, DCA, H/M Tax Work with various rental agencies, realtors,
hotels/bed and breakfast establishments to distribute the packet to island visitors. X X X X X Tourism Council Staff Time H/M Tax, General Fund ECONOMIC DEVELOPMENT Reactivate the DDA
upon completion of the Market Study. X City, BHT $50,000 DNR, General Fund Prepare economic development plan for business district. Consider identified issues and opportunities for economic
development. X X City, BHT $75,000 City, DCA Evaluate potential for an Urban Redevelopment plan and creation of an enterprise zone. X X X City Staff Time General Fund Support the development
of heritage tourism. X X X X X City, Tourism Council, BHT Staff Time, Grants National Parks Service, DCA Provide assistance to new businesses developing on the Island. X X X X X City,
BHT $10,000/year General Fund Develop a strong working relationship with Savannah Development & Renewal Authority. X X X X X City, BHT Staff Time General Fund Work with the Tourism Council
and local business groups to encourage revitalization of business district. X X X X X City, BHT, Tourism Council Staff Time General Fund Encourage the development of “off season” events
and activities. X X X X X City, BHT, Tourism Council Staff Time General Fund 20110908CC Packet 20110902 130_020_000011
Short Term Work Program Update -City of Tybee Island Page 12 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source Develop and promote eco-tourism businesses and resources. X X X X X City, BHT, Tourism Council Staff Time
General Fund Investigate potential for developing a convention center on the Island. X X City, BHT, Tourism Council Staff Time General Fund Encourage small conventions to locate on the
Island during off-season. X X X X X City, BHT, Tourism Council Staff Time General Fund Implement beautification /façade improvements in business districts through a revolving loan program.
X X X X X City, BHT $10,000 DCA HOUSING Develop recommendations for new development, redevelopment, and restoration that address mass, scale and density of development. X X City $65,000
DCA, City Ensure that new development is consistent with the character of the neighborhood as defined in the Master Plan. X X X X X City Staff Time General Fund Consider adopting a standard
for maximum lot coverage. X X City Staff Time General Fund Consider allowing upstairs residential development in commercial areas, if the use is primarily commercial. X X City Staff
Time General Fund Consider the need for variances for rooflines where floodplains restrict first floor development, but do not allow fourth floor development. X X City Staff Time General
Fund LAND USE Update Land Development Code in accordance with recommendation of the Task Force and vision of this Plan. X X X X X City $65,000 DCA, City As part of the update, restrict
residential down-zoning in commercial areas. X X City $65,000 DCA, City As part of the update, ensure zoning regulations are consistent with the Master Plan. X X X X X City $65,000 DCA,
City Improve the level of code enforcement. X X X X X City Staff Time General Fund Educate residents about zoning, allowable land uses, and the rezoning process. X X X X X City Staff
Time General Fund Develop and adopt a Catastrophic Disaster Rebuild Plan for the Island. X X City $80,000 DCA 20110908CC Packet 20110902 130_020_000012
Short Term Work Program Update -City of Tybee Island Page 13 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source Develop a comprehensive GIS database for the City. X X X X X City $45,000 General Fund, ESRI, SPLOST, ACOE
TRANSPORTATION Conduct transportation engineering study in accordance with issues & opportunities identified in this Plan. X X X X X City, CUTS $75,000 General Fund, DCA As part of this
study, explore possibility of taking control of Butler/Highway 80. X X X City, CUTS $125,000 General Fund, DCA, GDOT As part of the study, explore potential to offer subsidized open-air
trolley services around the Island to reduce traffic. X X X City, CUTS $125,000 General Fund, DCA, GDOT As part of this study, explore charging additional “hotel tax” to help fund a
city subsidized on and off Island transportation system. X X X City, CUTS $125,000 General Fund, DCA, GDOT As part of this study, investigate potential to make Highway 80 a toll road.
X X X City, CUTS $125,000 General Fund, DCA, GDOT As part of this study, investigate need and potential to locate a parking garage on the Island. X X X City, CUTS $125,000 General Fund,
DCA, GDOT As part of this study, investigate feasibility of using commercial parking lots for public parking. X X X City, CUTS $125,000 General Fund, DCA, GDOT As part of this study,
develop “peak use” contingency for parking. X X X City, CUTS $125,000 General Fund, DCA, GDOT Coordinate with GDOT to ensure that any widening of the Lazaretto Creek bridge includes
a separate bike lane X X X X X City Staff Time General Fund Encourage development of the bikeway to connect Tybee Island with Wilmington Island X X X X X City Staff Time General Fund
As part of Land Code Update, develop zoning overlay to require easements from property owners along Highway80 to complete the Tybee/Wilmington Island bikeway. X X City $65,000 DCA, City
Develop multi-use paths throughout the City. X X X X X City $150,000 General Fund, DCA, DNR, State, GDOT 20110908CC Packet 20110902 130_020_000013
Short Term Work Program Update -City of Tybee Island Page 14 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source Support and Implement beautification and streetscaping along Butler Avenue/Highway 80 X X X X X City $250,000
GDOT Bring level of service up to streets designated use. X X X X X City $1 million/year SPLOST, General Fund, GDOT Clearly define parking requirements for seasonal rentals and educate
visitors about requirements. X X X X X City, Tourism Council, BHT Staff Time General Fund Educate residents and visitors about transportation related ordinances, alternative transit,
and alternative transportation routes. X X X X X City, Tourism Council, BHT Staff Time General Fund CULTURAL & HISTORIC RESOURCES Revisit the potential for establishing “Local Historic
Districts” on the Island. X X City Staff Time General Fund As part of Land Code Update, review and and update section 14 of Tybee’s Land Development Code. X X City $65,000 DCA, City
Use Historic Review Committee to determine appropriate design guidelines X X X X X City Staff Time General Fund Pursue Certified Local Government Status. X X City Staff Time General
Fund Establish a GIS inventory of historic structures. X X City $45,000 General Fund, ESRI, SPLOST, SAGIS Educate residents and developers with regard to cost effective materials, treatments
X X X X X City Staff Time General Fund Work with historic preservation groups to seek funding to assist with restoration projects X X X X X City Staff Time General Fund Educate owners
of historic structures about economic benefits such as tax credits, conservation easements, tax freezes, etc. X X X X X City Staff Time General Fund Support the City’s Arts Commission
and the development of additional cultural resources. X X X X X City Staff Time General Fund Continue to support the renovation of Guard House Tybee Post Theatre. X X X X X City $50,000
SPLOST Consider the development of a public arts center/artist incubator center. X X X X City Staff Time General Fund Continue to support Lighthouse Museum. X X X X X City $25,000/year
General Fund 20110908CC Packet 20110902 130_020_000014
Short Term Work Program Update -City of Tybee Island Page 15 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source NATURAL RESOURCES Develop complete GIS inventory of City’s natural resources. X X City $45,000 General Fund,
ESRI, SPLOST Prioritize acquisition and preservation of greenspace, parks and conservation easements. X X X X X City Staff Time General Fund Create linkages between green space, parks,
cultural, and historic interest points. X X X X X City $150,000 General Fund, GDOT, DCA, County, DNR, State Identify various tools that support preservation efforts such as grants, conservation
easements, etc. X X X X X City Staff Time General Fund Continue to implement the NPDES Phase I MS4 Permit SWMP. X X X X X City, MPC, County $25,000 General Fund Implement a citywide
bacteria monitoring program to identify the source of bacteria contamination on the beaches. X X X X X City $25,000 DNR, General Fund Implement a sanitary sewer inspection and rehabilitation
program in compliance with NPDES requirements. X X X X X City $440,000 SPLOST Provide education to visitors on natural resource protection efforts including: recycling, water conservation,
stormwater pollution, and respect of marine and marsh life. X X X X X City, Tourism Council, BHT $25,000 General Fund, DCA Develop a targeted education program from developers that cover
topics such as E & S control, buffers, tree protection and stormwater management. X X X X X City $5,000/yr Permit Fees, DCA, NCRS As part of the Land Code Update, allow for and encourage
Low Impact Development practices such as rain barrels, green roofs and rain gardens in public and private projects. X X X X X City $65,000 DCA, City As part of the Wayfinding Project,
place interpretive signage on dune crossings and along trails to educate residents and visitors about the fragile coastal environment. X X X X X City $50,000 DNR, General Fund Continue
to work with DNR for wetlands/marsh protection X X X X X City Staff Time General Fund As part of the Land Code Update, review Tree Ordinance; develop incentives to promote the retention
of trees as opposed to removal and replacement. X X City $65,000 DCA, City Support Marine Science Center Relocation. X X X X X City Staff Time General Fund SPLOST Continue to support
work of Marine Science Center. X X X X X City $50,000/year General Fund 20110908CC Packet 20110902 130_020_000015
Short Term Work Program Update -City of Tybee Island Page 16 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source Continue urban reforestation program. X X X X X City Varies General Fund, “Palms Up” user fees Continue
to monitor drainage issues in dunes. X X X X X City Staff Time General Fund Continue to seek funding and implement beach renourishment. X X X X X City $12 million SPLOST, ACOE-Federal
Government, State of Georgia, Chatham County Promote the use of native plants/xeriscape through the development of landscaping guidelines. X X X X X City Staff Time General Fund FACILITIES
& SERVICES Conduct a study to determine the carrying capacity of the Island as it relates to infrastructure and natural resources. X X City $45,000 DNR, ACOE, General Fund Develop a
capital improvement plan to be implemented in conjunction with road rehabilitation X X X X X City $100,000 SPLOST, General Fund, GDOT As part of carrying capacity study, develop a water
supply contingency plan that evaluates and plans for alternative sources. X X City $45,000 DNR, ACOE, General Fund Conduct a GIS inventory of the number of shallow wells and septic tanks
on the Island. X X City $10,000 DNR, General Fund, Water Systems Council Work with YMCA to develop programs at the gym. X X X X X City Staff Time General Fund Support continued planning
and program development for the Rivers End Campground to attract visitors in the off season. X X X X X City, Tourism Council $30,000 General Fund, DNR Continue to upgrade sidewalks /public
facilities to be ADA compliant X X X X X City $50,000 General Fund, DCA, SPLOST Continue upgrade of sewer collection system; improve efficiency, reduce stormwater intrusion and explore
feasibility of connecting existing septic systems users to the treatment facility. X X X X X City $2,225,000 SPLOST Make improvements to the public works complex. X X X X X City $300,000
SPLOST Continue to maintain/replace as necessary all public works equipment. X X X X X City $100,000 General Fund, SPLOST After completion of master plan, make recommended improvements
to Storm Drainage System. X X X X X City $750,000 SPLOST Develop conceptual design & architectural drawings for project to replace Public Safety Facility. X X City $75,000 SPLOST Update
dune crossovers. X X X X X City $100,000 per crossing General Fund, DNR 20110908CC Packet 20110902 130_020_000016
Short Term Work Program Update -City of Tybee Island Page 17 of 17 ** Currently underway or temporarily postponed activities or projects appear in the “new” STWP. Project Description
2012 2013 2014 2015 2016 Responsible Party Total Cost Estimate Funding Source INTERGOVERNMENTAL COORDINATION Work with Chatham Area Transit and other local governments to identify remote
park and ride sites. X X X City, BHT Staff Time General Fund Continue to participate in regional transportation efforts. X X X X X City Staff Time General Fund Coordinate with CEMA,
Chatham County and other local and regional planning agencies to implement Tybee Island’s Hurricane Disaster Management Plan. X X X X X City Staff Time General Fund 20110908CC Packet
20110902 130_020_000017
7-28-2011 Public Safety Committee Minutes Present: City Council: Wanda Doyle, Frank Schuman, Shirley Sessions City Manager Diane Schleicher, Chief Bryson TIPD, Captain Moseley TIPD ,Joe
Wilson DPW, Chief Sasser TIPD –Out of Town, Jimmy Brown – Out of Town. Approval OF June 23, 2011 Minutes-Unanimous New Business: 1. McKenzie/Highway 80 Cross-walk-Review Additional Potential
Public Safety Measures: Wanda Doyle – I have a concern for public safety at the pedestrian construction site, Are there any additional ideas that would provide a safer site? Chief Bryson
–An unmanned police car with radar is on site, there have not been any vehicles traveling through the construction site greater than 10 mph over the posted limit. A manned Police Unit
will be available to run radar on the week-ends. The new solar powered radar unit should arrive any day and this can be placed at the site, this unit is capable of providing traffic
speed, traffic counts and other features. Wanda Doyle-Will GDOT place a flashing light to warn motorists of the pedestrian crosswalk ahead? Diane Schleicher – No, GDOT would require
every crosswalk to be conforming, lights cannot be placed a single location. Frank Schuman – Can DPW install Pedestrian Crosswalk Signs”? Diane-It may be possible to have signage installed;
DPW will paint the Crosswalk Island yellow. Diane Schleicher – Will review this site with the DOT Engineer when he visits later this month. Shirley Sessions-Requests that Police Officers
visit the Businesses located in the vicinity of Highway 80 and McKenzie 2. Review 4th of July City Operations and Report: Diane Schleicher – Reviewed previously with each Department
their concerns. Chief Bryson – The Police Officers could not move from one location to another in order to answer fight calls etc because of the traffic gridlock. There was one 20110908CC
Packet 20110902 160_010_000001
medical incident that took almost twenty minutes for an ambulance with police escort to travel from Fifteenth Street to Memorial Park for airlifting of the patient. Chief Bryson – Move
the fireworks from July
3rd to July 4th, having this event the same night as Savannah may decrease the crowd of spectators. Wanda Doyle-I Will attend the next meeting of the Tourism Council to discuss this
idea. Diane Schleicher – Chief Sasser suggested to use Lovell Avenue for an Emergency Access road. Frank Schuman – Supports idea of using Second Avenue. Shirley Sessions – Were there
any problems associated with vehicle occupants while waiting in traffic? Chief Bryson – No Joe Wilson – There must be an access route for Public Safety from the North End to the South
End of the Island. Wanda Doyle-Have Joe Wilson, Chief Bryson and Chief Sasser meet and make a recommendation to the PSC Committee regarding an access route for future July 4th activities.
3. Review On-Line Survey Regarding 4th of July Weekend: Chantel Morton – Better Hometown Coordinator reviewed the On-Line Survey results received from residents concerning the July 4th
weekend. (See Attachment) 4. Lifeguard Shack -Tabled until next Meeting 5. Bicycling on Side-walks: Diane Schleicher – Amend the code section on Bicycling to prohibit them on the sidewalk
between Butler Avenue and 15th Street. (See Attachment) Diane Schleicher – This is a safety concern because of the narrow sidewalk and the business doors swing out. Wanda Doyle – If
we amend this section it may escalate to other sections in the Business District. Frank Schuman – There are chairs and tables on the sidewalk beside the Rock House. 20110908CC Packet
20110902 160_010_000002
Wanda Doyle – Speak with Diane, an ordinance is in place. Chief Bryson -Will have City Marshall look into this. Wanda Doyle – Bicycling on the sidewalk is an Island wide problem. Diane
Schleicher – Bicyclist must adhere to the Rules of the Road. We can review this issue after the improvements are made to Butler Avenue that includes improvements to the sidewalks between
14th Street and Tybrisia. Chief Bryson – The Police Officers and City Marshall can enforce the Bicycle Laws after the Season ends when more time is available. All PSC Members are in
agreement to review these issues upon completion of the revitalization of Butler Avenue area between 14th Street and Tybrisia. Old Business: 1. Follow-up to Freddie Barber of Lazaretto
Jet Ski Rentals Concerns about Jet Skis and Public Safety Issues: Diane Schleicher – Review of letter received from City Attorney Bubba Hughes. (Copy Attached) Diane Schleicher – Will
write Mr. Barber a follow up letter. 2. Follow-up to the concerns about Ships Waves-North Beach – Riverside: Wanda Doyle – Review of e-mail received from Eric Olson (Copy Attached) Diane
Schleicher – Review Sign Wordage, comments from PSC? Frank Schuman – Small wave when ship passes, we do not need more signs. Shirley Sessions – Do we know of any other Communities with
this type of signage? We should look at this issue and continue to investigate, we should hear from Chief Sasser and the Lifeguards, continue until next meeting. 3. Update on LNG Grant
and Truck Donation: Chief Bryson-LNG made a $10,000.00 donation for public safety equipment possibly a boat but that idea has been ruled out. LNG also donated a pick-up truck that has
been repainted and is presently being used by the City Marshall. Instead of a boat the Police Department would like to use the money to purchase a Motorcycle and amend the Budget to
purchase a second Motorcycle. 20110908CC Packet 20110902 160_010_000003
Joe Wilson – The local Harley Davidson Shop receives Police Motorcycles at different times of the year, these are lease motorcycles previously used by other Departments. Chief Bryson
– The City of Richmond Hill and Savannah Metro both have motorcycles that they are selling. Shirley Session – Review the Budget, this item will be on the August 25 Council Agenda. JB
8-1-2011 20110908CC Packet 20110902 160_010_000004
INFRASTRUCTURE COMMITTEE MEETING MINUTES CITY OF TYBEE ISLAND JULY 14, 2011 5:00 P.M. ATTENDEES: Paul Wolff, Diane Schleicher, Bill Lovett, Bob Whelchel, George Reese, Bill Garbett,
Barry Brown, Joe Wilson, Mary Hogan and Kathryn Williams. Approve the minutes of the previous meeting – Paul Wolff called the meeting to order and asked for a motion to approve the minutes
from the previous meeting. Bill Garbett moved to approve the minutes. Paul Wolff seconded. New Business: I. Solomon Avenue – Between McKenzie and Byers A. Reason Street Section is Closed
– Joe Wilson states he closed it due to Public Safety. B. Needs Better Base and Gravel C. Cost to Improve II. Georgia Power Butler Avenue Cross-walk Lighting Agreement for Pedestrian
Safety 11 Cobra Amber Flat Lenses Light Fixtures with Turtle Shields (150 Watt) -$1,518 upfront cost and energy cost of $147 monthly – Account #100-4210-54-1410 A. Diane Schleicher states
she is hoping that you all will recommend to the Council at the next meeting to go ahead and move forward with this because it takes 8 weeks. B. Paul Wolff asks for a motion to recommend
going forward with the 150 watt lights. Kathryn Williams so moved. Bill Garbett seconded. 1. Diane passed out an updated list of the tree removal and trimming. Mike from GA Power is
here to talk about the project and where we are at with the project. 2. Mike (GA Power) states we are at the point where we would like to get started on this August 1st. If you would
like to take a ride down Jones Ave. you’ll see the trees to be removed have 2 white paint dots and the trees that need to be trimmed have orange ribbon. We are going to set poles first.
We also will start work at the sub-station in mid August. We are looking at installing 12ft. fiberglass white fencing. The “breaker house” will match the fencing also. 3. Mike presents
a “set of plans” of the Jones Ave upgrades. There’s about a 1 ½ mile of line that we’re going to build down Jones to 20110908CC Packet 20110902 160_020_000001
Tybrisa. The purpose of this is to make a more liable circuit down towards the south end of the island. Once we get this line in place, we’ll have a loop feed that will go down on the
south end and you’ll be able to feed it from 2 different sub-station breakers. The poles will be 55 ft. poles. The purpose of the 55 ft. pole is to get above the palm trees. The palm
trees along this route are about 31-32 ft. high. The poles should be right above the palms; we shouldn’t have to trim the palms. 4. Paul Wolff asks if Joe Wilson was working with them
on the mitigation plan of the tree removal and what is coming back in. GA power states that it is really up for grabs, discussion. 5. Joe Wilson states that GA Power is just taking out
10 pine trees. They’re all in the right-a-way and half the residents want them out. They’re not significant trees; not by the City of Tybee. They will be cut down on August 1st. 6. Kathryn
Williams states that they are addressing the tree ordinance tonight. States they still need to mitigate for the pine trees. I think in good faith, they need to mitigate. That’s what
our Maritime canopy is; is pine trees. 7. Paul Wolff states he agrees with Kathryn; they’re still a significant portion of the canopy. 8. Kathryn states, Joe, my point is, I know what
our tree ordinance says right now. If a private property owner wanted to take down a pine tree today, that would fall under that ordinance. But these trees belong to the City of Tybee;
they’re in our right-a-way; they’re our trees; they’re a significant part of our canopy. We have already lost way too many on Jones, in my opinion. That’s why the tree ordinance is back
on the agenda. So, I think there has to be some replanting of trees along Jones. 9. Paul states, that is what I was getting at, I was looking more for species type. Mike (GA Power) states
that they can provide a list of those types of species of trees. We are willing to work with you on the replanting of those trees. Paul states he would like to see, rather than financial
assessments, that you come down here and give us some trees that provide habitat, some canopy and not end up causing maintenance issues down the road. Paul asks that Mike bring that
list to the next meeting. 10. Diane Schleicher asks GA Power if they would mitigate by donating to the concept by telling us what trees would be appropriate to plant under the power
lines and let us work out a plan to mitigate on Jones. GA Power responds, absolutely. Bill Garbett suggests having an arborist at the next meeting. 11. Paul asks GA Power if they are
okay with paying the $9450 mitigation for the trees that are being removed and the City of Tybee will do the replanting. Also, have the arborist at the next meeting. GA Power agrees.
20110908CC Packet 20110902 160_020_000002
III. SECTION 319 (h) GRANTS – Bill Lovett states that Paul sent us an application for a 319 Grant. It is not due until October 31st. A. Conference Call – Applicant must meet or conference
call with a staff member. B. Typical projects – Bill recommends that we call the staff member with the EPD just to get a feel for what type projects they will approve. C. 40% local match
– Paul Wolff states one reason he was looking at this is, I was thinking we could work this into some of George’s projects that he has had to budget for. We get bonus points because
we are a Water First Community. So we would already have an edge on getting the grant. Old Business: I. Update on Georgia Power Substation and Utility Line Upgrades I. ULTRAVIOLET DISINFECTION
SYSTEM A. City & HGBD meeting at WWTP with equipment representatives this week B. Plan of Action 1. Bid to include installation of pilot unit as soon as possible upon award of contract
a. Units on hold by both suppliers b. Pilot unit to be installed jointly by supplier and contractor 2. Selected contractor to prepare for installation during shop drawing and manufacturing
phase 3. New unit to be installed jointly by contractor and supplier C. Estimated Costs -$375,000 1. Includes 6 months pilot unit rental 2. Includes contingencies and engineering a.
George Reese states that there are two manufacturers. We can ask a price from each one and pick one. Is that what you want to do? Paul Wolff states, yes, that’s my suggestion. b. Bill
Lovett states that one of the manufacturers, Trojan, Tybee hasn’t had a good relationship with in the past. Their price is comparable now with Wedeco. Wedeco is the system that we would
recommend because of the service. Bill explains that if you go out and buy this piece of equipment, give it to the contractor to install and something goes wrong with it, he says it
was the piece of equipment that you bought. If you require 20110908CC Packet 20110902 160_020_000003
him to go out and buy the piece of equipment and install it, then it’s his responsibility. c. Bill states that if you select the Wedeco piece of equipment, and write the spec around
Wedeco, if you get a price from Wedeco, then we could put that as an allowance in the bid. Then you bid the contractors. So the contactor uses the Wedeco piece of equipment and that
price is already established. Two things that will protect Tybee is one, you get the best price from the contractor (you’re doing the job at the lowest dollar) and two, he is responsible
for that piece of equipment. So you’re protected both ways. d. Paul Wolff asks if George is happy with this process. George responds, yes I am. e. Kathryn Williams states that if we
do a RFP and put it out for bid, then in the evaluation metrics that you do, you could include the service history where Wedeco would get more points than Trojan. Legally, we can’t authorize
payment for a piece of equipment this expensive, that is truly not sole source, without going through the bidding process. f. Bill states that the “other” companies that make UV equipment,
don’t have the experience, background, and back up that Trojan and Wedeco do. If that doesn’t matter, then you bid it and write the specifications around Wedeco. g. George Reese states,
another thing is you look at the area; you see what everybody else in this area is purchasing. We can purchase the cheapest unit out there but you’re going to get what you pay for. h.
Kathryn states, when you do a bid you don’t have to go with the cheapest price because you take all of that other into consideration. I’m not saying the end result of the project wouldn’t
be that we would go with anybody other than Wedeco. I don’t think we can circumvent the bidding process. Bill Garbett asks, don’t you put in specifications as to how it is suppose to
perform. Bill Lovett states that we can write the specifications around Wedeco equipment but if another manufacturer can meet those specifications you can’t toss his bid. And you must
take the lowest, responsible, and responsive bidder. i. Diane Schleicher states that a RFP (Request for Proposal) gives you flexibility to rate the bidder, whereas a bid is just the
lowest price, period. Diane says that Kathryn is talking about a RFP so we can rate weather the company has good experience and references so you can give percentages to that. So what
you’re recommending is we go with a RFP, not a bid. This would be for the contract, contractor and equipment. So that way if the contractor says I want to put something in that you don’t
want then you can also negotiate. You can talk to the contractor and say, 20110908CC Packet 20110902 160_020_000004
we like you but what we want you to do is not put in a Trojan, we want you to put a Wedeco in. Then you ask would you be willing to do that. If not, you go on to the next person. When
you do a RFP you can negotiate. j. Mary Hogan states she missed the part about the time crunch. We can shorten or lengthen the RFP process. George states that the crunch is, if that
unit goes down, we have nothing. That’s bare minimum; we are having problems now. They don’t make any parts for it; Trojan makes absolutely nothing for what I have. The longer we wait,
the longer it will be. k. Diane asks George if he can lease this piece of equipment and see if he likes it. George replies, yes I can but I have to buy their equipment. That’s what both
companies have said. l. Paul Wolff asks Mary and Diane how long would it take to put together a RFP. Can we do it within 2 weeks? Bill Lovett states we can put the RFP together in 2
weeks but I don’t know what the legality is with the bidding process for a RFP. A standard RFP would be be 30 days. We could write the RFP in 2 weeks then advertise it. Mary says advertise
for 10 days –2 weeks. m. Bob Whelchel states he has spent 3-4 weeks trying to pull these suppliers’ information and pricing. It has taken every bit of that time. They are prepared now
to move forward. I know they are going to need more than 2 weeks to size the equipment, price the job and get ready to bid. n. Bill Lovett states that, because you have an ocean discharge,
your NPDES permit is not based on fecal coliform like people in Savannah. You’re based on enterococci. Cleaning up enterococci is a lot more expensive than fecal coliform. There is a
base line for enterococci levels that we have assumed to be, for giving to the equipment suppliers to base their price on. We don’t know what your influent enterococci levels are. George
is running tests and we have made assumptions on that but I want it on the record and in these minutes, that if that level comes back higher than what we have assumed, your costs are
going to be be higher. I just want everybody to understand that. o. George states that we just got our new permit. We are now testing for enterococci. I started this month and have to
continue for 6 months. Then they’re going to take the fecal away. From now on that’s all they’re going to test for. George states he should have the first test results back in about
a week. p. Paul Wolff asks if we did a RFP and it takes 6 weeks, 2 to put it together and 30 days for the bids to come back with their response, and assuming a week to approve the winning
20110908CC Packet 20110902 160_020_000005
contract, is that going to be enough time. George responds, we’ll have to. The only other thing we could do is see if we can find a pilot unit to go in temporarily. George states that
HGBD can make an inquiry to what we can find. That way we don’t have to sit and rely on one of them to set it up. Paul asks if he has a recommendation from the committee on how to proceed.
Kathryn Williams recommends that staff, with assistance from HGBD, prepare a RFP for the needed equipment at the Waste Water Treatment Plant, with a time frame, based on our conversation,
of a maximum of 10 days to get the RFP together, then advertise it for a maximum of 30 days. Bill Garbett seconded. Bill Lovett states he wants to clarify with Kathryn what we want them
to do. Bill states you want us to write a RFP for a contractor to supply and install this equipment. It’s a RFP not a bid. We will establish points and we will be able to make judgment
calls on that RFP. The price will be included but will not be the deciding factor. II. HISTORIC BUTLER AVENUE PEDESTRIAN SAFETY PROJECT A. DOT Submittals 1. Construction Plans a. All
review comments received July 11, 2011 b. Comments to be addressed resubmitted to DOT not later than July 18th. c. Mowing and Maintenance Agreement will be required – Diane Schleicher
states this is on the agenda for tonight. Paul Wolff asks for a motion to approve the mowing agreement. Bill Garbett so moved. Kathryn Williams seconded. 2. Utility Certifications a.
Comments received from DOT b. Resubmitted to DOT 3. Construction Agreement 20110908CC Packet 20110902 160_020_000006
a. Submitted to DOT 4. Mowing and Maintenance Agreement Approval B. Meeting with Jeanne Kerney, DOT’s Representative 1. 5% DBA goal 2. Pre-qualified contractors only a. Pre-bid conference
3 weeks prior to bid opening 3. Federal funding NOT approved 4. Construction agreement not sent to DOT until funding approved 5. Ms. Kerney knows we are requesting an August “letting”
date 6. DOT has a little leeway in authorizing City to bid the project before all paperwork is in place C. Proposed Schedule 1. Begin Advertising August 11, 2011 2. Prebid Conference
August 30, 2011 3. Bid Opening September 20, 2011 4. Award by Council (subject to DOT September 22, 2011 Approval) 5. DOT Bid Approval October 14, 2011 6. Notice to Proceed October 20,
2011 V. MCKENZIE/HWY 80 CROSS-WALK A. Reinforced Concrete Median – Change Order – Diane states the order is $250. Comments by Joe Wilson are not audible. Paul Wolff asks for a recommendation
to approve change order. Bill Garbett so moved. Kathryn Williams seconded. B. Project Scheduled to be Completed – August 15, 2011 20110908CC Packet 20110902 160_020_000007
IV. WATERSHED PROTECTION PLAN A. Work Underway 1. EPD approval date – December 15, 2011 2. Plan to be reviewed and approved by: a. EPD b. Infrastructure Committee c. Full Council B.
Chimney Creek/Spanish Hammock Influence – Bill Lovett states that “influence” is one of the control points that we are not going to put in the plan. We are going to leave that out of
the plan so you don’t have to test in that area because that’s not influenced by the City of Tybee; it’s influenced by an area outside of the City of Tybee. With no further discussion,
Kathryn Williams moved to adjourn. Bill Garbett seconded. A quorum of city council members may be present which would constitute a meeting. Respectfully submitted by Karen Reese on 08/10/11
20110908CC Packet 20110902 160_020_000008