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HomeMy Public PortalAbout20150423AmendedCityCouncilPacket Table of Contents 000_000_20150423AmendedAgenda 1 050_010_Bike To Work Week Proclamation - 2015 4 050_020_National Bike Month 5 060_010_20150409 Minutes 6 060_020_20150416minutes 11 100_010_Agenda Request-Gerald's-Liquor by the drink 12 100_020_ChristineSEA_CCAR4-23-2015 15 Agenda Request for 4-23-15 15 ChristineSEA_CCAR4-23-2015 ChristineSEA_CCAR4-23-2015 Christine SEA2 23 100_030_Tybee Floatilla_4-23-15CCAR 28 Tybee Floatilla_4-23-15CCAR 28 Tybee Floatilla_4-23-15CCAR2 37 110_010_Updated Agenda April 23 2015 Capitail grant Project Fund Budget Amendment 38 Agenda April 23 2015 Capital Grant Fund Budget Amendment 38 BUDGET AMENDMENT FOR APRIL 23 2015 CAPITAL GRANT FUND 340 39 Sheetl 39 Olsen Derelict Project Cost Projections 40 110_020_Agenda Request - CORE MOU, Reapportionment and Dues 41 110_021_Bylaws_Reapportionment 040815 42 Federal Government 44 CORE MPO Board 44 State Government 44 Transportation Staff, Coastal Georgia Regional Development Center 49 Membership 59 Duties and Responsibilities 59 110_022_Dues Formula Chart 040715 63 110_023_Execute MOU Letter Diane Schleicher 64 110_024_Main Brochure 66 110_025_MOU_Reapportionment 040815 68 Exhibit A—Metropolitan Planning Area (MPA) Boundary of the Coastal Region Metropolitan Planning Organization (CORE MPO) 91 Exhibit B—Intergovernmental Agreement for the Operations of the Coastal Region Metropolitan Planning Organization (CORE MPO) 92 110_026_Insert 95 110_030_Agenda Request -Jones Avenue Paving 2015 97 110_031_Jones Paving Exhibit - Marked test sites evaluation Summary Open Graded Interlayer 111 98 110_032_Jones Paving Exhibit - OGI Spec Section 415 5 2011 (2) 109 110_033_Jones Paving Exhibit - Open Graded Interlayer Millen ga May2010 115 110_038_Jones Paving - Alternate A B Proposal 124 110_041_Burke Beach Rentals - vehicle 126 130_010_07-A-2015 Sec 3-080(C) off-street parking requirements 03.23.15 EMH 127 130_020_09-2015 Sec 06-080(E) Commercial Signs - 02.20.15 131 130_030_14-2015 Sec plastic bags - blue lined - 04.21.15 134 130_031_14-2015 Sec plastic bags - 04.21.15 141 140_010_Agenda Request - Ocean Rescue Nepotism Waiver Request 148 140_011_Exhibit - Staff Agenda Request 2008 -Waiver of Nepotism Rule 149 140_012_Letter to City Manager - Ocean Rescue Proceedure to address nepotism in regards to supervision 150 150_020_City Council Goals 2014-15 151 Sheetl 151 180_010_20150116_DAM S BO D m i n utes 156 ATTENDANCE 156 (Present) Director: Angela Caldwell, Bill Garbett, Vicki Hammons 156 180_020_20150218_DAM S BO D m i n utes 160 ATTENDANCE 160 (Present) Director: Angela Caldwell, Vicki Hammons, Steve Kellam, Ted Lynch, 160 Brenda Marion 160 180_030_20150119HPCminutes 162 AMENDED AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL April 23, 2015 7:00pm Please silence all cell phones during Council Meetings Consideration of Items for Consent Agenda 6:30PM II. Georgia Cities Week 1 Mayor pro tern Doyle III. Call to Order 1 Tybee Island Youth Council a) Opening Ceremonies 1. Call to Order — President David Rimes 2. Posting of the Colors 3. Pledge of Allegiance 4. Invocation — Vice President Azure Duree b) Announcements — Zarna Pratul Desai c) Progress Report — Secretary Ava McNally d) Presentation of Project 1. Mayor Jason Buelterman 2. Karen Jenkins, Savannah Tree Foundation 3. Joe Wilson, DPW e) Questions 1. Kurt Clark 2. Kylie Kline 3. Janiya Bowers 4. M i Ka ree Stafford 5. Joe Webster f) Vote on project — President Rimes g) Georgia Cities "If I Were Mayor" Essay Contest — Presenter Jessica Turberville h) Georgia Cities Art Contest — Presenter Drake Hughes IV. Call to Order 1 Mayor Buelterman V. Recognitions and Proclamations 1 Swearing-in Tybee Island Youth Council, Zarna Pratul Desai 2 Proclamation, Bike to Work Week, May 11 — 15, 2015 3 Proclamation, National Bike Month, May 2015 4 Tybee Island Volunteer Recognition 20150423AmendedCityCouncilPacket Page 1 of 162 20150421/jrl a) Councilman Monty Parks VI. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council 1 City Council Minutes, April 9, 2015 2 Special City Council Meeting, April 16, 2015 VII. Consideration of Boards, Commissions and Committee Appointments VIII. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. IX. Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. X. Consideration Local Requests & Applications-Funding, Special Events, Alcohol License 1 Add Liquor Sale by the drink for consumption on premises only. Current license #01989 Retain Beer/Wine-Sale by drink for Consumption on Premises and Sunday Sales and Entertainment, Gerald's 2 Special Event Consideration, Christine: April 27 — May 1: 2nd Avenue area (May 4 is the rain date if necessary); Yes But Film Corp 3 Special Event Consideration, Tybee Floatilla: June 14 at 12:30PM, July12 at 11:30AM, August 9 at 10:00AM and September 13 at 3:00PM; Alley III, Stafford Promotions XI. Consideration of Bids, Contracts, Agreements and Expenditures 1 Request City Council's approval by resolution to amend both the FY16 Capital Grant Project Fund 340 from $6,800,000 to $5,800,000. The purpose of this agenda item is to request the City Council's approval by resolution to amend and decrease the Fiscal Year 2015-2016 Capital Grant Project Fund 340 by $1,000,000 from $6,800,000 to $5,800,000. The original budget for the fund was $6,800,000 comprising of $1,000,000 transfers in from the General Fund and $5,800,000 from State of Georgia Bond proceeds. 2 Request for City of Tybee Island to execute the Coastal Regional Metropolitan Planning Organization (CORE) Memorandum of Understanding including CORE By-laws, Reapportionment and FY 16 Dues Table — Tybee's annual dues $3,189 3 Jones Avenue Paving and Cross-walks; Consideration of amending project cost (change order) for R. B. Baker Construction ($156,153.35 for paving and three stamped pedestrian cross-walks and appropriate signage at 4th, 8th and 15th Street intersections) to upgrade the paving mix to a higher grade and to add a tack coat(s). Staff recommends Alternative B. Cost of either alternative is within budget cost for project of $178,000 4 Draft Letter for City Council Approval to the GDNR to authorize Burke's Beach Rental to use their company vehicle to transport beach rental equipment onto the beach one time during the spring and to remove said beach rental equipment one time in the fall. Also, authorization would be granted with advance notice to drive on the beach with a company vehicle to remove beach equipment during a declared storm emergency. The vehicle 20150423AmendedCityCouncilPacket Page 2 of 162 20150421/jrl driving authorization would be limited to driving only in the wet portion of the beach from the nearest vehicle access point to approved rental locations and contingent on Burke's Beach Rental obtaining authorization through a GDNR Letter of Permission/Authorization XII. Consideration of Approval of Consent Agenda XIII. Consideration of Ordinances, Resolutions 1 Second Reading, 7A-2015, Sec. 3-080. Off-street parking requirements 2 Second Reading, 9-2015, 6-080, Commercial signs 3 First Reading, 14-2015, Sec 42-4, Bag Ordinance XIV. Council, Officials and City Attorney Considerations & Comments 1 Diane Schleicher a) Disclosure — City Manager's Waiver of Nepotism Prohibition — Ocean Rescue Division 2 Wanda Doyle a) Plastic Recycling b) Resolution declaring "Livin on Tybee Time" by Roy Swindell the Tybee official song. XV. City Managers Report 1 Goals XVI. Minutes of Boards and Committees 1 Development Authority/Main Street BOD, January 16, 2015 2 Development Authority/Main Street, February 18, 2015 3 Historic Preservation Commission, January 19, 2015 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." f 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." 20150423AmendedCityCouncilPacket Page 3 of 162 20150421/jrl Bike to Work Week, Proclaimed at the April 23, 2015 the Tybee Island City Council Meeting: WHEREAS, for more than a century, the bicycle has been an important part of the lives of most Americans; and WHEREAS, today, millions of Americans engage in bicycling because it is a viable and environmentally-sound form of transportation, an excellent form of fitness and provides quality family recreation; and WHEREAS, the education of cyclists and motorists as to the proper and safe operation of bicycles is important to ensure the safety and comfort of all users; and WHEREAS, the City of Tybee Island is promoting greater public awareness of the importance of commuting by bicycle, bicycle operation and bicycle safety education as a means of reducing reliance on the automobile, reducing vehicle traffic congestion and promoting a healthier and more connected community; and WHEREAS, the City of Tybee Island and its employees are active participants in the efforts to reduce motorized traffic and maintaining a healthy lifestyle; NOW, THEREFORE, I, Jason Buelterman, Mayor for the City of Tybee Island, do hereby proclaim May 11 — May 15, 2015 as Bike to Work Week in the City of Tybee Island to call attention to the importance of bicycles for both recreation and transportation and I further call upon all residents of the City of Tybee Island to use a bicycle to commute to work or run errands during that week. 20150423AmendedCityCouncilPacket Page 4 of 162 20150421/jrl National Bike Month, Proclaimed at the April 23, 2015 Tybee Island City Council meeting. WHEREAS, for more than a century, the bicycle has been an important part of the lives of most Americans; and WHEREAS, today, millions of Americans engage in bicycling because it is a viable and environmentally-sound form of transportation, an excellent form of fitness and provides quality family recreation; and WHEREAS, the education of cyclist and motorists as to the proper and safe operation of bicycles is important to ensure the safety and comfort of all users; and WHEREAS, the City of Tybee Island is promoting greater public awareness of the importance of commuting by bicycle, bicycle operation and bicycle safety education as a means of reducing reliance on the automobile, reducing vehicle traffic congestion and promoting a healthier and more connected community; and WHEREAS, the City of Tybee Island and its employees are active participants in the efforts to reduce motorized traffic and maintaining a healthy lifestyle; NOW, THEREFORE, I, Jason Buelterman, Mayor of the City of Tybee Island, do hereby proclaim the month of May in the year 2015 as National Bike Month to order to call attention to the importance of bicycle for both recreation and transportation and to show the City of Tybee Island's support of bicycling efforts throughout our community. 20150423AmendedCityCouncilPacket Page 5 of 162 20150421/jrl City Council Minutes 20150409 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on April 9, 2015. Those present were Paul Wolff, Monty Parks, Rob Callahan, Wanda Doyle, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Bubba Hughes, City Attorney; Courtney Reich and Ed DiTommaso, Ecological Planning Group; and Janet LeViner, Clerk of Council. Mayor Buelterman listed the following items on the consent agenda: • Special City Council Meeting, March 20, 2015 • City Council Minutes, March 26, 2015 • Special Event Consideration, TV Series Rectify: April 23: 7:00AM — 7:00PM and April 24: 7:00AM — 8:00PM: 19th Street beach/parking lots and (County) Pier. Stalwart Films, LLC. Discussion: Laura Bryant approached mayor and council to advise them the scope of work has changed and they will not be at the pier but only concentrate on 19th Street beach side. She further explained that she has received the Letter of Permission from DNR. • Derelict Structures on the Beach Task Order 2014-01 (Rev. 1): Revised Task Order is to address not only permitting but also tasks necessary to Solicit Cost Proposals and facilitate that process. Due to the unknowns regarding the extent and location of all structures, normal design documents cannot be formulated. Hence Olsen and Associates propose an RFP process similar to that attempted in 2008. Account Number: 340-00-11-2701. Discussion: Mayor Buelterman stated that he understands this is a costly endeavor but recommends moving forward. Mr. Wolff questioned Mr. Olsen's costs, specifically the $22,000 to complete the RFP as he feels it could be done in-house as well as project management. Ms. Schleicher explained the higher costs and would recommend approval. Mayor pro tern Doyle recommended approval as this is an important project and needs to be done by professionals. Mr. Garbett asked for clarification of the costs. Ms. Schleicher stated she will contact Mr. Olsen for further details. Mr. Brown confirmed with Ms. Schleicher that Mr. Olsen is ultimately responsible for this project. • North Beach Plaza Conceptual Plan — Infrastructure Committee recommended approval 3-0. Account Number: 100-00-11-1903. Discussion: Mayor Buelterman asked Mr. Wolff to explain the showers. Mr. Wolff stated that there will be two showers with four heads which will be fed by shallow wells with back-up from city water plumbing. A discussion ensued regarding the shallow wells, cisterns and reservoirs. Mr. Hughes stated that the issues with existing shallow wells which includes potability. Mr. Wolff explained the filtering systems in regards to the water being potable. Mayor pro tem Doyle expressed her concerns with the shallow wells as she feels the water table is not in that location and would like testing done. She stated she supports this project and would like it to go forward. Mr. Parks recommended moving forward. 20150423AmendedCityCouncilPacket Page 6 of 162 20150421/jrl • Requested Draft Proposed Scope for a potential RFP for Community Development Services including Planning, Zoning, Building Services and Planning related engineering tasks. The City of Tybee Island is seeking to contract with a professional firm to provide Planning and Zoning Department Services • City Hall Needs and Security Assessment with layout — Infrastructure Committee recommended approval 3-0. Account Number: 100-00-11-1903 Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the consent agenda were present. Opening Ceremonies • Call to Order • Posting of Colors • Pledge of Allegiance • Invocation Paul Wolff made a motion to approve the consent agenda. Wanda Doyle seconded. Vote was unanimous, 6-0. Public Hearings Variance — 166 S. Campbell: Consideration of Marsh Buffer Encroachment Variance for proposed outdoor shower. Kim and Kevin Locovozzi. Zone R-2: PIN 4-0016-02- 015. Ms. Reich approached mayor and council and stated this is a variance request for the installation of an outdoor shower in the marsh buffer. She explained that there is a hardship at the property due to the buildable area of the parcel is in the marsh buffer to include the residence. Mayor Buelterman stated that this request is before mayor and council as a result of the City taking action after the State addressed some of their guidelines. Ms. Reich confirmed and stated the City is more restrictive than the State currently. She then discussed the total potential minor land disturbance to the marsh buffer which is less than 100 sq. ft. This request could qualify for a land disturbance activity that would not have to apply for the State buffer and could be administratively approved. Mr. Wolff stated the ordinance that is currently in place does allow up to a 100 sq. ft. of land disturbing activity in the buffer with just a permit. He recommended approval as the shower will be plumbed so it drains into the City sanitary system rather than drain into the marsh. Ms. Reich stated that the Planning Commission approved this variance request unanimously. Paul Wolff made a motion to approve. Monty Parks seconded. Vote was unanimous, 6-0. Text Amendment: Consideration of Revisions to Off Street Parking: Section 3- 080(C). Ms. Reich explained this is before mayor and council as a result of a recent combined workshop between the Planning Commission and City Council. She further explained that this text amendment would allow for the improvements to the rights-of-way that were in question with the 173 Lewis Avenue variance request that was denied. Mayor Buelterman asked if the Lewis Avenue property would be in compliance if this text amendment is approved. Ms. Reich confirmed. Mr. Hughes stated they would be in compliance provided they have used approved 20150423AmendedCityCouncilPacket Page 7 of 162 20150421/jrl materials per the ordinance. A permit could be issued at staff level. Paul Wolff made a motion to approve. Bill Garbett seconded. Vote was unanimous, 6-0. Text Amendment: Consideration of revisions to Commercial Signage: Section 6- 080(E). Ms. Reich stated that this is a text amendment related to the Tybee Visitor Center request for an additional stand-alone sign. As the ordinance is currently written, there is only one stand-alone sign allowed per use on a property and stated there currently is an existing stand-alone sign. Mr. Garbett asked for clarification of the proposed sign. Sarah Lane approached mayor and council to explain the proposed sign. Ms. Lane explained the proposed sign design which would accommodate another business if another business were to occupy space in the building. Mr. Garbett stated his concerns with the proposed sign as it might block the clear vision triangle for traffic. Mayor Buelterman stated that the proposed sign is in compliance with that particular aspect of the Code. Mr. Parks confirmed that there is an existing sign on the property which says Tybee Visitor Center and this would be a second sign. Mr. Garbett stated that if the clear vision triangle will be met with the proposed sign he would recommend approval. Ms. Reich stated that the Planning Commission denied this request unanimously. Mr. Parks asked Ms. Reich who initiated this request. Mr. DiTommaso replied it was the Visit Tybee organization. Ms. Lane stated that the owner, Shell Solomon, has been a part of this process and has agreed to the design. Mr. Parks expressed his concerns that by approving this request it will open the door for other multiple signs per business. He further stated that prior to overturning a unanimous decision by the Planning Commission; he would like to address all their concerns. Mr. Hughes stated that the text amendment provides that the limitation to one sign on a commercial site will not apply when the principal building is occupied by a destination marketing organization as defined in Title 48 of the Code. This is the same organization to which it is permissible to pay hotel/motel taxes. Mr. Hughes continued to read from the Code. Mr. Parks stated that there is a sign in place currently for Visit Tybee. Mr. Hughes clarified that this is an exception which permits a second sign as the zoning only permits one sign. Mr. Parks confirmed but feels that the multiple businesses can advertise on the one sign. Mr. Hughes stated that the proposed sign is a free-standing sign, as long as it for a destination marketing organization or non-profit promotion, etc., is permitted. Mr. Parks stated that what mayor and council are considering is another multiple business sign not just for a destination marketing organization. Mayor pro tern Doyle recommended approval as she feels this is not creating an issue. Mr. Parks stated that mayor and council are being asked to approve a sign, a change to the text amendment, that says only a tourist destination marketing business can put up a second sign but the proposed sign has space for additional businesses. Mayor Buelterman detailed the two issues the Planning Commission had with this request and explained that both have been addressed. Mr. Wolff asked Mr. Hughes why the petitioner did not apply for a variance. Mr. Hughes responded, that in his opinion, mayor and council would not grant a use variance as this is technically rezoning to permit a use. Keith Gay approached mayor and council to further explain the request. Mr. Gay stated that the most important aspect of this request is there is a major oversight in terms of the interpretation of the signage that is currently in place. He explained that this is the Welcoming Center for the community as 20150423AmendedCityCouncilPacket Page 8 of 162 20150421/jrl visitors come and learn about the Island and its history, resources, etc. Mr. Gay stated that the request is not a request for a sign for the other business as they would have to come before mayor and council for approval. The petitioner is requesting that the portion of the sign which is for the visitor center. A discussion ensued regarding the existing sign and the proposed sign. Mr. Garbett recommended that if this request is approved, mayor and council review the sign ordinance to see if it might be applicable to other businesses. Mayor and council confirmed. Mayor Buelterman stated that it would be wrong to consistently go against the desire of the Planning Commission. He detailed the two concerns of the Planning Commission which have been satisfied. Mr. Parks expressed his previous concerns as mayor and council are taking a bad ordinance and putting two bad amendments to it and he is not in favor. Mr. Brown confirmed with Mr. Gay that the Tybee Island Visitor Center is the petitioner. Mr. Gay confirmed. Bill Garbett made a motion to approve as written and will state that he will put on the next city council agenda that mayor and council request the Planning Commission to review the sign ordinance and come back with recommendation. Mayor Buelterman clarified Mr. Garbett's motion is to approve. Wanda Doyle seconded. Discussion: Mayor Buelterman stated that if it is the desire of mayor and council for the Planning Commission to review an ordinance, a form will be sent to the Planning Commission specifying the recommendation(s). Mayor Buelterman asked Mr. Garbett if his motion is to approve with the proviso that it be 4 feet ground clearance and it is an 8 foot sign. Mr. Garbett replied that it is his desire that there be a clear vision triangle under the sign to include the requirements of the current ordinance. He stated that his motion is to approve as written. Mayor pro tem Doyle restated her second to the motion. Voting in favor were Wanda Doyle, Barry Brown and Bill Garbett. Voting against were Paul Wolff, Monty Parks and Rob Callahan. Mayor Buelterman voting in favor. Motion passed 4-3. Mayor Buelterman confirmed with Mr. Garbett that it is his desire that the Planning Commission review the section existing sign ordinance and discuss whether or not it makes sense to expand the exception. Mr. Garbett stated that he was a member of the Commission when the current ordinance was revised and agrees that the ordinance should be reviewed for allowance and other exceptions. Consideration of Ordinances, Resolutions Second Reading, 12-2015; Sec 12-1(c), Enforcement of rules and regulations. Paul Wolff made a motion to approve. Wanda Doyle seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to adjourn to Executive Session to discuss personnel. Monty Parks seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to return to regular session. Rob Callahan seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to adjourn. Rob Callahan seconded. Vote was unanimous, 6-0. 20150423AmendedCityCouncilPacket Page 9 of 162 20150421/jrl Meeting adjourned at 8:10PM Janet Leviner 20150423AmendedCityCouncilPacket Page 10 of 162 20150421/jrl Special City Council Synopsis 20150415 Mayor Buelterman called the special city council meeting to order at 3:30PM, April 16, 2015. Those present were Paul Wolff, Monty Parks, Rob Callahan, Wanda Doyle, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Bubba Hughes, City Attorney; and Janet LeViner, Clerk of Council. Consideration of Bids, Contracts, Agreements and Expenditures Expanding the position of Tybee Island Fire Chief from part-time to full-time. There was a discussion regarding the full-time position to include response time, use of the command vehicle and possible paid Assistant Chief. Mr. Wolff recommended if the Chief were to live off-Island, he be provided lights to put on the top of his vehicle. Captain James Moore, Tybee Island Fire Department, explained that red lights could not be added to a private vehicle therefore if the fire chief were to live off-Island he would need a command vehicle to ensure a speedy response time. Ms. Schleicher recommended the fire chief live on-Island. Mr. Parks thanked the Command Staff, Tybee Island Fire Department, for all their hard work and asked they prepare a Vision Statement going forward. Mayor pro tem Doyle stated she is in full support of the position of Chief be full time. Mayor Buelterman also thanked the Command Staff for ensuring leadership coverage during this time. Barry Brown made a motion to approve. Paul Wolff seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to adjourn. Rob Callahan seconded. Vote was unanimous, 6-0. Meeting adjourned at 3:40PM 20150423AmendedCityCouncilPacket Page 11 of 162 20150421/jrl MAYOR , rn CITY MANAGER Jason Buelterman „, a Diane Schleicher CITY COUNCIL _ e CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown joc1:4-ir Rob Callah an CITY ATTORNEY Bill Garbett Edward M.Hughes Monty Parks Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: April 23,2015 Item: Add Liquor Sale by the drink for consumption on premises only Explanation_ Current license#01989 Retail Beer/Wine-Sale by Drink for Consumption on Premises and Sunday Sales and Entertainment Budget Line Item Number(if applicable): Paper Work: X Attached* AudioNideo Presentation** * Electronic submissions are requested but not required. Please email to ileviner citvoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Sharon Shaver Phone/Email: 912 472-5072 / sshaver cit oft bee.or. Comments: Date given to Clerk of Council April 10, 2015 * * * * P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866)786-4573—FAX(866) 786-5832 City of www.cityoftybee.org Ethics 3©rt 20150423AmendedCityCouncilPacket Page 12 of 162 20150421/jr1 CITY OF TYBEE ISLAND `�� ALCOHOL LICENSE APPLICATION , J; Application is hereby made for a license to do business within the City of Tybee Island as a dealer in alcoholic beverages as indicated below: LICENSE CLASSIFICATION FEE CHECK Notice: The applicant Retail Beer/Wine—Package Sales Only,Consumption on Premises Prohibited $ 350 for a license shall be a Retail Beer/Wine—Sale by Drink for Consumption on Premises Only 575 St of the United Staatten es, a resident of Retail Liquor—Sale by Package Only,Consumption on Premises Prohibited 850 Chatham County, and Retail Liquor—Sale by Drink for Consumption on Premises Only 1,250 r owner of the business Retail Liquor—Sale by Package&Drink both in One Building under One Ownership 2,000 ' or if a corporation, Sunday Sales—Sale by Drink for Consumption on Premises Only 150 partnership or other Sunday Sales—Package Sales Only 50 legal entity is the Wholesale Beer 765 owner, a substantial Wholesale Liquor 1,500 and major stockholder Wholesale Wine 150 or the applicant may be Distiller,Brewer,or Manufacturer of Alcoholic Beverages 300 the manager of the Special Event—Public or Private Property-Beer,Wine(no current license)per event 50 business charged with Special Event—Public or Private Property-Beer,Wine(no current license)3 days 100 the regular operation of Special Event—Public or Private Property-Beer,Wine(holding current license)per event 10 said business on the Special Event—Business Property—Beer,Wine,Liquor(no current license)per event 50 premises for which the Special Event—Business Property--Beer,Wine,Liquor(no current license)3 days 100 license is issued. Special Event—Business Property Beer,Wine,Liquor holding current license)per event 10 , Business Name t — — _ '- 6:/95/434" -CaC, -t e c- V/3,9 66---74W0-5 /2/6,7' 5/,i,e1",73 N Location t/1 c / v ,.4 y- c C j r pc::Mailing Address p ,3 , /° / ' S` 7--,/,36--z--- 3/32E3 Phone c1`/ 3'5--6'"q i_2_ 7 / J Email 64.5. z >651,61r- c-,,, C -'�r r Names and Home Addresses of Owners,Partners or Corporate Officers with Ten Percent(10%)Interest in Business Names(attach additional pages if necessary) Date of Birth Home Addresses City,State,Zip Social Security# 6'6-4.24{2 5 //71-- _ /2. i 7//r�r',rel / yge--- .-3--31323 If special event,date(s)of even Name of event: Is business incorporated? L---- State of Incorporation Date Incorporated 3 "-'-2 3 — le, _ Names of landlord of the business location Address Phone �r'/ 3-� j .� What other business is conducted at this location? Has application been made for required State and Federal Licenses? 2" Has applicant,any person connected with,or any person having an interest in this business: o ever been convicted of any violation of law other than for a traffic violation? iL-,7 o ever served time in prison or other correctional institution? �-�'-' o ever had an alcohol beverage license suspended or revoked at any time in any location? 'f (if answer is yes,give details) If this application is for RENEWAL of an existing license,enter License Number of existing license If business is an eating establishment,are SUNDAY sales of alcoholic beverages contemplated? ./V6:::5- If yes,submit additional affidavit. ALL OF THE FOREGOING INFORMATION IS HEREBY GIVEN AND ALL OF THE FOREGOING STATEMENTS ARE HEREBY MADE ON OATH WILLFULLY, KNOWINGLY,AND ABSOLUTEL AN THE IS AND ARE HEREBY SWORN TO ME TO BE TRUE UNDER PENALTY OF LAW. Applicant Signature' Date~ 20/S / Approval Signature Date ti✓, city Manager Sw., • n subscribed before e day 1),/,411, Zoning Poilce �{ L�r • Gty Council Notary Pub is SHARON S.SHAVER 20150423AmendedCityCouNol$®blic,chow Gount ek 13 of 162 20150421/jrl My Commission Expires Dec. 5, 2015 The CONSENT FORM is required for ALL alcohol license applications. CONSENT FORM I HEREBY AUTHORIZE THE TYBEE ISLAND POLICE DEPARTMENT TO REQUEST ANY CRIMINAL BACKGROUND HISTORY RECORD INFORMATION PERTAINING TO ME WHICH MAY BE IN THE FILES OF ANY STATE OR LOCAL CRIMINAL JUSTICE AGENCY, BE IT FURTHER UNDERSTOOD THAT THE PURPOSE OF OBTAINING THIS INFORMATION IS TO SATISFY THE REQUIREMENTS SET FORTH BY THE MAYOR AND COUNCIL OF THE CITY OF TYBEE ISLAND,REGARDING AN ALCOHOL BEVERAGE LICENSE APPLICATION. CZ # Zit A0 /Z. - FULL NAME(PRINT) SIX / RACE / DATE OF BIRTH /2 /7 _ - _ _ ADDRESS SOCIAL SE U,• NUM: ) CITY,STATE,ZIP 3 f 3 2 E3 SIGNATURE DATE The ACKNOWLEDGEMENT is required for all LIQUOR BY THE DRINK alcohol license applications. ACKNOWLEDGEMENT I declare knowledge and understanding of Municipal Code Section 58-80: There is levied an excise tax on the sale of disti ed spirit - y :• 'n t .mount of three percent of the charge to the public for the beverage. A - - 7 i '5- SIGNATURE DATE The AFFIDAVIT is required if SUNDAY SALES of alcohol for consumption on premises are contemplated. Food and beverage sales records prepared by a CPA are required to be furnished to the City upon request. STATE OF GEORGIA COUNTY OF CHATHAM CITY OF TYBEE ISLAND ,r AFFIDAVIT I,(-� ± za 5c-i' x `T ?_ , do hereby make this affidavit to be part of my application for an alcohol beverage license in the City of Tybee Island to sell distilled spirits, malt beverages and/or wine for the consumption on the premises in my eating establishment on Sunday. Said establishment is located at ,Tybee Island, Georgia. 1� I am the 0(-6).44:7- of the establishment known as Ce #0440.5 p'` /T i 9 I hereby further state that at least fifty percent (50%) of the total annual gross food and beverage sales are derived from the sale of prep-red m is or •od. ./...„7,-;je,04.„...." (4. —..„ SIGNATURE Er DATE Approved Denied A Chief of Police [NW& Date is V 20150423AmendedCityCouncilPacket Page 14 of 162 20150421/jrl City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 4/23/15 Category: Special Event Consideration Item: Christine: April 27—May 1; 2nd Avenue area(May 4 is the rain date if necessary) Organization: Yes But Film Corp. Explanation: Application is attached. Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jlevinerAcityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, Main Street Coordinator Phone/Email: 912-844-9771 /cmorton@cityoftybee.org Comments: *Organizers are aware of approved scheduled events that coincide with their proposed dates and are in communication with the organizers of those events. Department Heads do not foresee any issues. Date given to Clerk of Council 4/14/15 20150423AmendedCityCouncilPacket Page 15 of 162 20150421/01 I�r+' '.F yt'vj 'ice�' t�'�rc • ? r OF ?r"r �CIT�` `[ANAGER s L/ 1 -Schleleh f' Jason Buelterman � �, " r ;nc rnnr n __ .rr 111 �r:AN ::_:,w0__t SpE; :_::;_fit: Fepc CITY COUNCIL ``'` � `� fi�:' e no TERM 0` ? CITY CLERK Wanda Doyle,Mayor Pro Tern REFt 0:, 10135:�:;.: Janet LeViner r•,r Barry Brown p _rt tr„rrhe Rob Callahan Fvent pa-pot/CITY ATTOR'NEY: Bill Garbett `rte .� TENDERED,:� � r Edw.a d M. 13LQytq Cry t `4 r P,4_:: . Monty Parks 'fit Euoct ' .50 7 ra Frr_ Paul Wolff CITY OF TYBEE ISLAND ,. ,S`" . , ' . '-t '°J5 SPECIAL EVENTS APPLICATION The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community. It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By keeping the public's best interest in mind, persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information completed and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. No more than one event per day will be permitted due to limited infrastructure and city resources. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments,City Manager and Main Street Coordinator. Prior to the application being submitted for City Council consideration(if applicable),all concerns and details must be addressed, confirmed by the organizer and accepted by designated City Staff of impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional meetings may be required. Today's Date: (1/ /S Application Fee Submitted: •A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. SECTION i 1: EVENT INFORMATION I. Name of Event: ChrIS--tine 2. Date and time of event: Aall a1 — M Q tl > 01S* - See a Lll e/SCil t4 1k*d .. Setup: Date/Time period f'1 r1 ( , �t^s bti� i ll � , , (�c t4 ' I1 Breakdown: Date rime period a 1 s pcp 9 _2nd I n1L Location(s): 1 Ar`re 1 )yb« ZbIR�-A- at rot A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. A Letter of Permission (LOP)from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction (i.e. beach side parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation without an LOP as noted. \I CS p 4. Organization: ICS hal r 1 lr., `e t• Commercial? o Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: q 12- (055 • S-• - I 1 :ow-\ v6• If location and/or activities impact merchants and/or residents,written documentation is required as noted in Section 5. 7. Organizer/Applicant: 0-044.4 Sat', eSse. • Loca.1i dT s Mor�ye' Address: ! bob I Abexeflrn SCity: IYttn114.11 n State: Zip: 3$ypo Contact Phone: t12 (06 5 'OM 5 'I i Email: y,nv4hA AI) 0[� rdfldV S� . Cibyrt Organizer/Applicant listed above must be in attendance and readily available or the duration f the event. P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071 —FAX(912)786-9539 www.cityoftybee.org 20150423AmendedCityCouncilPacket Page 16 of 162 20150421/jrl SECTION 2: EVENT DETAILS \**4 1. Is this event... 0 Open to the public 111 Private Invitation only , 2. Describe the event and its goals: Ftex r F;I ■' 4-" p•3. Estimated number of people to attend and what this is based on: 6s - ,as f-r crew 4. Is there an admission fee for attendees?slqNo ❑ Yes-Fee will be: f A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes,list dates and locations: i 4411t -ad l./ f U. ; m 'n . 4 ssty Ole* T bCc Jr ,- /, d0( r 6. Describe parking arrangements during event in detail: We WOUI.1 /d otA 4 a . . _, • e s i 1 , Si f.,1 �eO,oar* •:. Please attach a drawing of parking plan,'Organizer may be equired to run a shuttle if a parking lot is closed for the event. ik A e 7. List event sponsors and marketing plan: ache. 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. pa vt el/e, tic4-i,\-1,9 e r- c( 19- - 2f7 -- ,58afi 4 ;dtgth S,!e_cfu'- i 14 — 2R/ — cY 7.2 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) IOCQhe'115 —teQW 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. hia flr€. Describe sound equipment: NA ISECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. (IA;/- ?dt(h., Morrtetitir / tockhe,r: Mc.nA ,•- on > 7 laced A I?r.s 2. Please list two(2)references excluding City Officials and Staff: a. Name: 8 �5Qtnr. / ILd,GtL���11� �A CIS Address: t G 1 1-ca Roc AM! 1 91,Yo ' G.- 3 I / a6 Phone: 9/1 - 31t -� f 1 1 l q b. Name: �'Y 1 u rf�11�'�tNdrQ(+�+1 F 1Q 5t� iC�s D'/C' of Address : . 1. •IA �! . . . cyrr C 1 4 Sa(u{S Phone: Q (Z 6Sl "a n() ) C4 31110,6 Page 1 of City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 17 of 162 201504211d ''..‘11‘,...fiN SECTION 4: OTHER REQUESTS _tY (Check the boxes below and provide additional information if applicable.) I if 1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two[2]weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. ❑ Department of Public Works(DPW)Request(s)(DPW approval required;staffing g/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones — Barricades Traffic Barrels Trash cans Recycling containers — Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe i List other services that are requested. Costs will be determined. k. ? Q.� t 1 U�lit `d"- 3. I Street Closures(Tybee Island Police Departme t(TIPD]approval required.)I L a. List requested streets: j grid Avefnfue as oleP s' ti rL'4 01^ a Fled 4. Special parking/parking pas request(s)(Parking Service Division appr re red. �4°cid C/oul( a. Please describe: 7 jig 4 S 4 C 1 ham, 1 S ^ a 4t 4 61 A e 5. N• Commercial truck parking 1~�at p f eAr7e-"ii 14— a. Please describe: 0 w r wd i k 1 nil 4-ri� Will e a rk i N We S^ 1 6. Police Detail(T/PD approval required;staffing/equipment fees may ppply) 1 "1 Sp e(S / s 1 a. Please describe: VV� w ",I( h j re- elf-4.tr pm 1 r to (If off duty police officers are hired,organizer is responsible for contracti4 diFectly with the individual[s]and 0 P-N paying fees direct as agreed upon.) tfAeleud 7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. ..Gk Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S. Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 ofd City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 18 of 162 20150421/jrl . lit SECTION 4: OTHER REQUESTS(CON'T.) i �w '144 e (Check the boxes below and provide additional information if applicable.) 12. ❑ Parade/Procession(TIPD approval required;staffing/equipment fees may apply) 1 a. List requested parade staging area and route: (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(Insurance from providing company is required no later than two[2]weeks prior to event.) 14. ❑ Temporary Structure(i.e. tents,booths,stage,etc.) a. Please describe: (Application for permitting of structures exceeding 10'x 10',stages, booths and the like are required through the Planning& Zoning Department. Completed application with required documentation must be submitted no later than thirty[30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. ❑ Electrical needs(fees may apply) a. Please describe: 16. i Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. ❑ Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. ❑ City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)`The Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. SECTION 5: ADDITIONAL REQUIREMENTS - A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee Island. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. - The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. - Insurance,as indicated below, is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY Organizer is responsible to obtain Signed Indemnification PRIVATE necessary insurance as deemed INVITATION by the property owner. Agreement required. Signed Indemnification Agreement required. Signed Indemnification Agreement Organizer is responsible to obtain required and a $1 million certificate of insurance,with the necessary insurance as deemed City of Tybee Island listed as additional insured and OPEN TO appropriate by property owner. certificate holder. THE PUBLIC *If use of the Walter W. Parker Pier and Pavilion is part * If use of the Walter W.Parker Pier and Pavilion is of the event,a$1 million certificate of insurance,with part of the event,a$1 million certificate of insurance, Chatham County Parks&Recreation listed as an with Chatham County Parks& Recreation listed as an additional insured and certificate holder is required. additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. Page 4 of City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 19 of 162 20150421/jrl WI Mb 4 I SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE r TO ADHERE TO APPLICATION REQUIREMENTS I ' I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia,its officers,agents,employees and contractors from and against any and all loss,damage,claim,demand, liability or expense by reason of any damage or injury to property or person which may be claimed to have arisen as a result of or In connection with the occupancy or use of listed event premises during the time period of said event. Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negligence on the part of the City relating to such loss or damage,except for loss or damage arising from the sole negligence or willful misconduct or gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim, suit,action or cause of action,including the investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights,privileges,and immunities as set forth in Georgia Statutes and/or the Constitution of the State of Georgia. Organizer/Applicant's Signature: [ Date: 7 ( g / /-5 INTERNAL USE BELOW. Staff signatures for City Departments listed below indicate the event application has been reviewed and department needs are accepted as requested. All signatures are required prior to application being submitted for City Council consideration, Event application review with organizer and staff with impacted department(s): ', )"'' ollow up me ing(s)as noted: c i / 20-1-----,' / : 67 ,4_ City Manager and/or Designee Date Finance Director and/o Deee Date lann'.: &Zoning Marla:e and/or Designee Da - eater Se r tent Supervisor and/or Designee Date Chief.f Police and or '- :'ee Date Cam roun Man er and or n y g d/o Designee Date -� ■ _l . - ' .( /rill , /l /j5- Chief o ire Department and/or Desi• ee Date Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coordinator: Date: City Manager: Date: Page 5 of City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 20 of 162 20150421/jrl CHRISTINE FEATURE FILM Our Schedule Filming on Tybee Island Location: 1 2nd Avenue, Tybee Island, GA 31328 NOTES: EXT = Exterior; INT= Interior Filming STREET CLOSURE = when we would like to have blocked for our use all of 2nd Avenue from the Sugar Shack (301 1st St, Tybee Island, GA 31328) to 1 2nd Avenue. And also a short section on Solomon Avenue. This is highlighted on the included Road Closure Maps. On STREET CLOSURE days, we also request to have all of the parking in the areas highlighted to park our own period picture cars specific to the film. (1974 or earlier vehicles). Note that the parts of the street we request to control are marked with yellow highlight. PARKING NOTE: We would like to buy the parking spots as designated on the included Requested Parking Map for all days. Note that the parking spots are marked with yellow highlight. FILM SCHEDULE: C l ALL .;G Monday April 27, 2015 We will arrive in the afternoon -- ',, t&G E;v ,ag �i ��� EXT Siesta Key Estates �'„ Then INT V1K d U (i-U STREET CLOSURE requested from 4pm to approximately 8pmbli1 Tuesday April 28, 2015 V � C�U a f All day approximately 6am — 8pm EXT Christine's Apt. Christine comes home Then INT STREET CLOSURE requested from 7am - noon Wednesday April 29, 2015 All day approximately 7am — 8pm INT all day Thursday April 30, 2015 CALL TIME 3pm INT Start of our day EXT Christine in car 16m NIGHT EXT Christine hears couple NIGHT STREET CLOSURE requested from 3pm to approximately 3am Friday May 1, 2015 CALL TIME 5pm We start INT EXT for 4 scenes STREET CLOSURE requested from 8pm to approximately 3am 20150423AmendedCityCouncilPacket Page 21 of 162 20150421/jrl w 111 III • • Ilks'•" - M 0 . • lir .1*-s..*" Ir. .-- -1:;filr i•.- . -(„„„ii, ";,a.' .4- . mi. . , • ilill ..44:4-1.111v;rf. ,....s. . , . ... --rr"Mil -.-4 ".•r A, iiii;)fr - • .., 7., . 14- t k• 111( ' 4 4 t•- ' - ft. 'aiNAPe4i" Irli '. ..,1,11T - :„. - '• 'c, ' . , Jab4opos -. Ilas,,IA' -•,„. • irt ..11 . ..r• ..r.z4, - 1 .• • '.`.° '4'7+ 41 141 • 1. 41 ' :.., % • ' ''' ..0 4'- :1,4„ 1.' '' • 4.4. '. ... • .4 , '''t ,-,-11 • 4 ' / . ,... 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Chantel Morton From: silvermythago @gmail.com on behalf of Jody Schiesser <mythago @lavondyss.com> Sent: Wednesday, April 08, 2015 6:19 PM To: Karen Reese; Chantel Morton Cc: Aidan Sleeper; Danielle Netzinger Subject: CHRISTINE - Applications to Film at or near 1 2nd Avenue, Tybee Island, Apr 27 - May 1 Attachments: MAP-requested parking jpg; MAP-street closure request jpg; CHRISTINE-Tybee Special Event Application.pdf; CHRISTINE-Tybee Beach Permit Application.pdf; CHRISTINE- Tybee Film Permit Application.pdf; CHRISTINE-Tybee Schedule at 1 2nd Avenue and Road Closure Requests.pdf;CHRISTINE-Certificate of Insurance-Tybee Island.pdf Hi Chantel, Karen, Attached are the Tybee Special Events Application, the Film Permit Application, and the Beach Permit Application for the filming we are planning for the feature film CHRISTINE. Also attached are addendums that describe the schedule and when we are asking for road closures, as well as the parking that we are requesting, including Maps showing the areas requested. With the parking, can we determine what the costs will be for the spots requested and pay one amount? Also attached is our Certificate of Insurance with Tybee Island named as requested. Below is some information about the film and our schedule for filming at 1 2nd Avenue, Tybee Island. CHRISTINE FEATURE FILM Tybee Location: 1 2nd Avenue, Tybee Island, GA 31328 NOTES: EXT = Exterior;INT= Interior Filming FILM SCHEDULE: Monday April 27, 2015 We will arrive in the afternoon EXT Siesta Key Estates Then INT Tuesday April 28, 2015 All day approximately 6am—8pm EXT Christine's Apt. Christine comes home Then INT Wednesday April 29, 2015 All day approximately 7am.—8pm INT all day Thursday April 30, 2015 CALL TIME 3pm INT Start of our day EXT Christine in car 16m NIGHT 20150423AmendedCityCouncilPacket Page 24 of 162 20150421/jrl EXT Christine hears couple NIGHT Friday May 1,2015 CALL TIME 5pm We start INT EXT for 4 scenes SYNOPSIS: CHRISTINE is a young, ambitious, pretty, 29-year-old news reporter in Sarasota, Florida. She hosts a weekly chat show about city government and covers small human interest stories. According to Christine, "small" is the only kind of story in Sarasota. While her friends and family may be satisfied with being small people in a small place, Christine has always known that she's meant for something big. She wants to become a broadcast anchor on national television. She has a crush on one of her co-workers, and hopes to one day become his bride. Christine has dreams. Christine has goals. But Christine is having some problems. One by one, her dreams are evaporating in front of her eyes. It's like the dreams are turning into nightmares. After years of interviewing others, she finds herself having to answer some basic questions: Where am I? Who am I? Why am I here? Thanks! Jody Schiesser Location Manager CHRISTINE 118 Blueleaf Court - Savannah, GA 31410 mythago @lavondyss.com 912.655.5617 vimeo.com/mythago 2 20150423AmendedCityCouncilPacket Page 25 of 162 20150421/jrl CHRISTINE — Feature Film Production Company: Yes But Film Corp Filming Location: 1 2nd Avenue, Tybee Island, GA 31328 We have been in constant communication with the Robert DeNiro film "Dirty Grandpa" that is filming on the south side of Tybee Island overlapping our film schedule. Beth Nelson, the Location Manager "Dirty Grandpa", and Jody Schiesser, Location Manager for "Christine", work regularly together and both films have been setup so they do not interfere with each other. Beth's phone# is 912-398-1599 We are communicating our plans with Matt Tolle, Coordinator of the Sand Arts Festival, for that overlap of activity on Friday, May 1, as well. We shouldn't affect Sand Arts as we will be starting later that day, 4pm at the earliest. Sugar Shack was notified of our filming. It's the only business on the street and nearby to where we are filming or the street we intent to control during some exterior scenes we are shooting. The following homes were notified, we communicated with every home on the street, including a hard copy of our notification letter. 1 2nd Ave 2 2nd Ave 3 2nd Ave 4 2nd Ave 5 2nd Ave 6 2nd Ave 7 2nd Ave 8 2nd Ave 9 2nd Ave 102nd Ave 11 2nd Ave 2 Solomon Avenue (directly behind our location) 4 Solomon Avenue (directly behind our location) ALL Condo and apartment UNITS within buildings were giving a notice as well. Property managers were emailed and/or spoken with them. WE e-mailed the following and spoke to on the phone: Oceanfront Cottages North End Tybee Properties. VILLA BY THE SEA Is managed by Oceanfront Cottages 20150423AmendedCityCouncilPacket Page 26 of 162 20150421/jrl CHRISTINE 10001 Abercorn Street Savannah, GA 31406 Hello Tybee Businesses and Residents, Yes But Film Corp will be filming a major feature film on Tybee Island from April 27 - May 1, 2015. Most of the filming will take at 1 2nd Avenue and on the street of 2nd Avenue close to the 1 2nd Avenue address. Tentatively on Monday,April 27,April 28th,April 30th, and May 1st (these date could shift due to weather) we will film a road scene on 2nd Ave between Sugar Shack and 1 2nd Ave. This will require closing 2nd Ave after the Sugar Shack to vehicular traffic for a short time. The Pt road closure will happen during the daylight hours,the others will happen in the evenings and night hours. Businesses may remain open and pedestrians will have access to the sidewalk. Tybee police officers will be on site for traffic control. Between April 26th and May 2nd we will be using 10-11 parking spaces on 2nd Avenue after the Sugar Shack. If anything changes we will let you know. We are working closely with the City of Tybee Island to ensure that filming will have a minor impact on the surrounding area. We apologize in advance for any inconvenience. If you have any questions, please feel free to contact me by phone, email, or text. We are looking forward to our stay at Tybee and appreciate your assistance and cooperation. Thank you, Jody Schiesser Location Manager 912.655.5616 mythago@lavondyss.com You may also contact Danielle Netzinger Assistant Location Manager 912.247.5828 idocpro2 @gmail.com 20150423AmendedCityCouncilPacket Page 27 of 162 20150421/jrl MAYOR '0F eS--t3 CITY MANAGER Jason Buelterman 414, Diane Schleicher CITY COUNCIL C , CITY CLERK Wanda Doyle,Mayor Pro Tem Janet LeViner Barry Brown Rob Callahan CITY ATTORNEY Bill Garbett 'fz� Edward M.Hughes Monty Parks rti4` Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 4/23/15 Category: Special Event Consideration Item: TYBEE FLOATILLA: June 14 (& 12:30pm, July 12 (& 11:30, August 9 (i l0am, September 13 (i 3pm; Alley III Organization: Stafford Promotions Explanation: Application is attached. Budget Line Item Number (if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to j leviner(&cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, Development Authority/Main Street Executive Director Phone/Email: 912-844-9771 /cmorton(&cityoftybee.org Comments: Date given to Clerk of Council 4/14/15 * * * P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX (866) 786-5737 , City of , �.4 Ethics www.cityoftybee.org `LL1� 20150423AmendedCityCouncilPacket Page 28 of 162 2Q1�4Z1/jrl :'-:f--i:th j tj (IF f i�rtr P i+ii `{{+Ja on Baelterman ,,„tyF.F." iS% / ° CITI IANAiCER . 1 Diane ScIbitidwr.- CITY COUNCIL `(,b. • ;;* REF CITY CLERK Wanda Doyle,Mayor Pro Tenn ' i'=4 i !;.:k . -_ ;Jf;t►et:_LeVrner Barry Brown EvEnt Rob Callahan ?`/' Bill Ga Callahan ,r , r� ITY ATTORNEY !� rr Edward 1L'!f y� � : -:1onty Parks `tnrio•toY� ------ -- Paul\ 'olff ANEi CITY OF TYBEE ISLAND SPECIAL EVENTS APPLICATION The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community. It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By keeping the public's best interest in mind,persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information completed and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. No more than one event per day will be permitted due to limited infrastructure and city resources. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments,City Manager and Main Street Coordinator. Prior to the application being submitted for City Council consideration(if applicable),all concerns and details must be addressed, confirmed by the organizer and accepted by designated City Staff of impacted departments. Note: Applicant must meet with the Main Street Coordinator or his/her designee at time of submitting application. Additional ff meetings may be required. Today's Date: .�e l �� 15 Application Fee Submitted: *A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. ISECTION 1: EVENT INFORMATION I 1. Name of Event: 1'- []e r 'OA `h1r1% ?. Date and time of event: , (►e (4:. � , SO - , '. 3j /J,� �J (� ' i ( . ?�C I Z', 3 d1 : Setup: Date/Time period 101 / j'- Cr : / (f '. (j e ^ 1, 4 e h .c •:• Breakdown: Dates ime period PLC "�0 -+' 0 0 3. Location(s): ,/f Ems, . A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. • A Letter of Permission(LOP)from Georgia Department of Natural Resources(http://coastalgadnr.org/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side parking lot areas,etc.)fifteen(15)business days prior to the event. The event is subject to cancellation without an LOP as noted. ��� 4. Organization: v C'C \-)('c.'YYl 0 . --' c n S • $.Commercial? E.Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.)�-^1 1 5. Phone number and/or website for public event information:qi z- (a (0 0 '' Fa p I G✓i✓e U . .ee \ \c 1` k)C°r?4 c�g� If local nand/or activiti impact merchants and/qT residents, ritten documentation is required as noted in Section 5. M J (OVA ganizer/Applicant: I T\ (4,r �'� -1 —Pore it('A 1 • OM Ci dress: / 6 S /.4-i 4-7 /"----‹t 3 4-t°(671 't(,A( ke, City: _5;' itg11`l�/4 A / State: (.�" I Zip: . Cs Contact Phone: q i (._. &1 O 704 / Email: v' i Py1 ee c 1- 1 ex•-� r01,9C. A Cr7 J ` Organizer/Applicant listed above must be in attendance and readily available for the duration of the event. c:s'✓t P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071-FAX(912)786-9539 ++ww.citx oftvbee.org 20150423AmendedCityCouncilPacket Page 29 of 162 20150421/jrl ISECTION 2: EVENT DETAILS I (..61-` D 1. Is this event... E -Open to the public) l ❑ Private Invitation only Sit 641. 2. De cribe the event and its goals: 11 a T C'4 1 /II In t�'N 6i S UrI -Via._ ("1I n c /I l�/ t c.k( C 4{, r,--..J ;1/,. f0. r�i 5 M oil 1 Pv 1 4,c✓r ,/�Gv! 1 0 y p �45 3. Estimated number of people to attend and what this is based on: ��)�/ /'� �� 4. Is there an admission fee for attendees? ❑No 1 Yes-Fee will be: ��C1 nom^I �/elob A preliminary budget is due with application. (refer to Section 7: Financial) ►c C1C� 5. Have you over done this event before? If yes,list dates and locations: v cc), " ( b,1 S i S f''� /-, v,31 0\C4'e 6. Describe parking arr ngements during event in detail: /L end /1/1-1 11C4--- (c,? / Please attach a drawing of parkir{g plan. Organizer may be required to run a shuttle if a parking lot is closed for the event. ('/, / 7. List event sponsors and marketing plan: - /, I I( ono y, t/ I C C lam' h-f its-5' l 5 8. List any additio al contact person(s)and their phone numbers involved in the planning of this event. 7 ri 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) (A..)(....- �'`�Z..- -�v� vl 6 5 A r9-110 \1-Z_ 1- ,iLi TM , 1 c k if0 home_ I -< 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. /1//n Describe sound equipment: I SECTION 3: REFERENCES I 1. Please list your previous s ecial even and/or hosting organization's experience in producing events. 5w0 rim-°c/ ice E4'� S h 1-3 ��•e-e-» ( --te /"Z / nr z/� 'is /71 -)06`3-1 '1''; i (-6: .-14ar S /`EGA. hos (PI c( cve - 4)1/�� oe 6 2. Please list two(2)references excluc n City Officials and Staff: +'\ a. Name: \( -,[ L.,/±y11t'�e .✓i Address: f 23 1 ,/, )r I+"7 4-, j S !s-4--v1 11,c0 Phone: 1E 2 p ) E (-4) b. Name: / I d 4r-) (, r �1 FI y'ar'i ■Sin Address : Q/ 1 Phone: q/ 2— D 91&. J L / / Page 2 of 8 Cif Council:ippm•ed:Februan'14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 30 of 162 20150421/jrl SECTION 4: OTHER REQUESTS (Check the boxes below and provide additional information if applicable.) 1. ❑ Vendors(Organizer must submit all Vendor Applications with payment no later than two[2]weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. ❑ Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels Trash cans Recycling containers Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. 3. ❑ Street Closures(Tybee Island Police Department[TIPD]approval required.) a. List requested streets: 4. ❑ Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: 5. ❑ Commercial truck parking a. Please describe: 6. ❑ Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and paying fees direct as agreed upon.) 7. ❑ Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager. Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S.Coast Guard notification/approval required. Special application from Applicant due to USCG at least 135 days prior.) 10. ❑ Additional Security a. Please describe: 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 31 of 162 20150421/jrl SECTION 4: OTHER REQUESTS(CONT.) (Check the boxes below and provide additional information if applicable.) 12. ❑ Parade/Procession(TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(insurance from providing company is required no later than two[2]weeks prior to event.) 14. ❑ Temporary Structure(i.e. tents,booths,stage,etc.) a. Please describe: (Application for permitting of structures exceeding 10'x 10',stages, booths and the like are required through the Planning& Zoning Department. Completed application with required documentation must be submitted no later than thirty(30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. ❑ Electrical needs(fees may apply) a. Please describe: 16. ❑ Filming request(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. ❑ Banner request(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. ❑ City Facility request(Permit application should be filed with Facilities Coordinator. Approval is required.)\The Walter W. Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. SECTION 5: ADDITIONAL REQUIREMENTS A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee Island. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. The Organizer/Applicant is responsible to notify merchants and/or residents impacted by the proposed event location(s) and activities. Organizer/Applicant must provide written documentation confirming notification and acceptance of merchants and/or residents prior to the event application being submitted for City Council approval. Insurance,as indicated below,is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY Organizer is responsible to obtain PRIVATE Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. Signed Indemnification Agreement Signed Indemnification Agreement required. required and a Organizer is responsible to obtain necessary insurance as deemed $1 million certificate of insurance,with the OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part certificate holder. of the event,a$1 million certificate of insurance,with *If use of the Walter W.Parker Pier and Pavilion is Chatham County Parks&Recreation listed as an part of the event,a$1 million certificate of insurance, additional insured and certificate holder is required. with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. Page 4 of 8 city Council approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 32 of 162 20150421/jrl SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia,its officers,agents,employees and contractors from and against any and all loss,damage,claim,demand, liability or expense by reason of any damage or injury to property or person which may be claimed to have arisen as a result of or in connection with the occupancy or use of listed event premises during the time period of said event. Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative negligence on the part of the City relating to such loss or damage,except for loss or damage arising from the sole negligence or willful misconduct or gross negligence of the city,and shall include all costs,expenses and liabilities incurred by the City in connection with any such claim, suit,action or cause of action,including the investigation thereof and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the City's rights,privileges,and irn nities as set forth i, Georgia Statutes and/or the Constitution of the State of Georgia. 1 Organizer/Applicants Signature: tJ AAA- 3u 4, ,, .0. Date: 1 ,� INTERNAL USE BELOW. Staff signatures for City Departments listed below indicate the event application has been reviewed and department needs are accepted as requested. All signatures are required prior to application being submitted for City Council consideration. Event application review with organizer and staff with impacted department(s): `"y� -I J F up meeting( a noted: Y9'./I/5 pt...___. .. City Manager and/or Designee Date Finance Director and/or Designee Date e Z. Planning&Zoning Manager and/or D- ignee Date t r Si jD/pa/'ment Supervisor an /or Des' nee Date Chic of Police and/or De ' nee Date Campgrpund anage nd/or Designee Date �•`', fe , :''0.2�,-,-:,-1 ,77.7,//',/"--- / / 0 77/J.--- Chief of Fire D rtment and/or Designee Date Department of Public Works Director and/or Designee Date COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Main Street Coordinator: Date: City Manager: Date: Page 5 of 8 City Council Approved:February 14,2013;updated September 2013 20150423AmendedCityCouncilPacket Page 33 of 162 20150421/jr1 Chantel Morton From: Brian Stafford <brian @staffordpromotions.com> Sent: Wednesday, April 15, 2015 9:24 AM To: Chantel Morton Subject: Re[2]: Re[2]:Tybee Floatilla Attachments: img004.pdf; img005.pdf Hey Chantel, I went twice to try to get as many signatures as possible. All the homes in that area are either for sale,vacation rentals,or not home. I got two signatures. One from Beth who is really the most important because she takes up the entire east side of Alley III. Here are the two forms I have. I will get out there again next Tuesday just so when I go in front of coucil I will have more signatures, hopefully. Message Subject: RE:Re[2]:Tybee Floatilla From:"Chantel Morton"<cmorton @cityoftybee.org> To:"Brian Stafford"<brian @staffordpromotions.com> Date:04/14/2015 02:28:47pm Brian - I am following up re: my voicemails. In order for me to submit the Tybee Floatilla event application request to be considered at the 4/23 City Council meeting, I will need the documentation that the impacted residents/merchants surrounding the event location have been notified and are in agreement from you before Wednesday,April 15 at 10am. Thank you. Chantel Chantel R.Morton Executive Director,Development Authority/Main Street Clickherefor more information about the program. Phy:403 Butler Avenue Mail:P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071;C:912/844-9771 F:912/786-9539 Preserving community,commerce,&culture year-round on the Georgia Coast. Y Sign up for monthly Tybee Island Main Street E-News �.I From:Chantel Morton Sent:Tuesday, March 24,2015 8:51 AM To: 'Brian Stafford' Subject: RE:Re[2]:Tybee Floatilla The meeting is set for 10am today. Thanks. *** Chantel R.Morton 1 20150423AmendedCityCouncilPacket Page 34 of 162 20150421/jrl Executive Director,Development Authority/Main Street Clickherefor more information about the program. Phy:403 Butler Avenue Mail:P.0.Box 2749 Tybee Island,GA 31328 P:912/472-5071;C:912/844-9771 F:912/786-9539 © _ r Preserving community,commerce,&culture year-round on the Georgia Coast. Sign up for monthly Tybee Island Main Street E-News From: Brian Stafford [mailto:brian @staffordpromotions.com] Sent: Monday, March 23,2015 9:33 PM To:Chantel Morton Subject: Re[2]:Tybee Floatilla Did we set up a meeting for tomorrow,Tuesday, March 24? If we did, I am not sure we ever discussed a time. It will not hurt my feelings if we need to reschedule. I have a ton on my schedule tomorrow but obviously, Floatilla comes first. :-) Original Message Subject:RE:Tybee Floatilla From:"Chantel Morton"<cmorton @cityoftybee.org> To:"Brian Stafford"<brian @staffordpromotions.com> Date:2015/03/05 18:52:05 Hi Brian- Information re: dates is below. As a reminder, as soon as you submit the applications with all the necessary information,we can start the process for them to be considered for approval. Thanks. Chantel Chantel R. Morton Executive Director, Development Authority/Main Street Click here for more information about the program. Phy:403 Butler Avenue Mail: P. 0. Box 2749 Tybee Island, GA 31328 P: 912/472-5071; C: 912/844-9771 F: 912/786-9539 Preserving community, commerce, &culture year-round on the Georgia Coast. Sign up for monthly Tybee Island Main Street E-News Original Message From: Brian Stafford [mailto:brian @staffordpromotions.com] Sent: Friday, February 27, 2015 12:05 PM To: Chantel Morton Subject:Tybee Floatilla I am working on the Tybee Floatilla today and here are the dates I would like. Are they available? June 14th. Low tide is 1:16pm -there is not an approved event scheduled as of 3/5/15 July 12th. Low tide is 12:02 pm -there is not an approved event scheduled as of 3/5/15 August 9th. Low tide is 10:47am -there is not an approved event scheduled as of 3/5/15 2 20150423AmendedCityCouncilPacket Page 35 of 162 20150421/jrl TYBEE FLOATILLA DATES and TIMES: "Float for a Cure"benefitting the Leukemia and Lymphoma Society: June 14th 2015. 12:OOPM-1:30PM. Low tide at is 1:16PM 4 "Float for Friends"benefitting the Tybee YMCA: July 12th, 2015. 11:OOAM-12:30PM. Low tide is at 12.02PM �°-- 4 "Float for Food"benefitting the Tybee Rising Tyde Food Pantry: August 9th, 2015. 10:OOAM-11:OOAM. Low tide is at 10:47AM. "Float for Kids"benefitting Surfer's for Autism: September 13th, 2015. 2:00-3:30. Low Tide is at 3:14PM By signing this form,you have acknowledged that you have been made aware of the dates and times for the Tybee Floatilla's for 2015. This is a form that must be turned in with event application for the City on Tybee to process. Thank you for your continued support To date,the Tybee Floatilla has raised over$50,000. Address: Signature: v l a /IL a 4-ll 'reti 3-v^tie_ V(+tip-i)71- S r4(( 1117 G '11 4W_ /v ' A VJ 7"G'I rim G7 /_ ,.-�a I rk,erki-,(-N, n/ r N -1 CAA l/A lr-}�C� A70 otio-kkg-f-v Au4 /Voir aya,... 14/1-..c /(r)otl Ch torqAtaw. !�'� ti _ // s I c Q 14 140 /6069 rinPAIAP.An 116 ac "..Q.,IS 20150423AmendedCit Council Packet Page 36 of 1 oil 20150421/Y1 TYBEE FLOATILLA DATES and TIMES: "Float for a Cure"benefitting the Leukemia and Lymphoma Society: June 14th,2015. 12:OOPM-1:30PM. Low tide at is 1:16PM "Float for Friends"benefitting the Tybee YMCA: July 12th, 2015. 11:OOAM-12:30PM. Low tide is at 12.02PM "Float for Food"benefitting the Tybee Rising Tyde Food Pantry: August 9th, 2015. 10:00AM-11:OOAM. Low tide is at 10:47AM. "Float for Kids"benefitting Surfer's for Autism: September 13th, 2015. 2:00-3:30. Low Tide is at 3:14PM By signing this form,you have acknowledged that you have been made aware of the dates and times for the Tybee Floatilla's for 2015. This is a form that must be turned in with event application for the City on Tybee to process. Thank you for your continued support. To date,the Tybee Floatilla has raised over$50,000. Address: Signature: I1p61 CAA-14.e% A,. Ptv-e /41,:)- ii4� ' /• / / J a !a re, .W- 4 a , � U-Me, 5 ' .. /1/-1, 1 c___ 0A--- . , e-‘,,,,\-k-- 4 -0 =, e., i / /3 4-jh fr v■ 'ClK. AU A 1:a./. i t, I d• 10 1,--t_ W.A.,--t... . r. _ A, ,11 to • A , 1 •--. lr v. Gam ' P A - -J , I 1"jai r 'r-L'. -� `j Ylq r{- p✓l U-I"(�-t 20150423AmendedCityCouncilP�keet /t/ Jaof 162 20150421/Y1 City Council Agenda Item Request Council Meeting Date for Request: April 23, 2015 Item: Request City Council's approval by resolution to amend both the FY16 Capital Grant Project Fund 340 from $6,800,000 to $5,800,000. Budget Line Item Number(if applicable): See Attachment Explanation: The purpose of this agenda item is to request the City Council's approval by resolution to amend and decrease the Fiscal Year 2015-2016 Capital Grant Project Fund 340 by$1,000,000 from $6,800,000 to $5,800,000. The original budget for the fund was $6,800,000 comprising of$1,000,000 transfers in from the General Fund and$5,800,000 from State of Georgia Bond proceeds. In March, 2015, the U.S. Corp of Engineers reimbursed the City$3,112,314.49 in unexpended beach nourishment project money. The City transferred $1,000,000 back to the General Fund and the remaining balance of$2,114,314.49 remains in the Capital Grant Project Fund. Prior to receipt of the refund from the US Corp of Engineers the City identified two projects to spend the money on, the Savannah Dunes project and the removal of derelict structures from the beach project. The estimated cost for the derelict structure removal project is $1,689,327 (See attachment B); therefore, this amended includes a re-allocation of this amount from the beach nourishment line item, 340.6125.57.3004 to the derelict project line item, 340.6125.54.1463. The remaining balance of$422,987.49 is re-allocated to the savannah dune project budget line item, 340.6125.54.1460. Paper Work: X Attached* Audio/Video Presentation** Submitted by: Angela Hudson Phone/Email: ahudson @cityoftybee.org Comments: Date given to Clerk of Council 20150423AmendedCityCouncilPacket Page 38 of 162 20150421/jr1 O 0 0 0 0 0 0 0 0 CD TS y V O O O a) y 0 N N 0 0 0 0 NN CO a) C ep as C N Li") a v f0 a a e0 0 Qm M o m To Q m C LID N a o 0 a) orn 0 0 0 a N d 0 CO O .4-1 .a-,I _ co O 0 _ d M m C U 0 0 C U .N-I N a) a) O 0 a) a) N N -a £ 0 ,i ..-Z 'a £ o co- M a) (0 a u ; a ii ,a 0) 'Q a) -p c Q + 0 0 0 0 0 0 Q Q1 0 0 0 01 0 0 0) a" 'a o 0 0 O o a' v, 0 0 o a 0 0 w Ce a) d O O O O O a) a) CO N ° ° N 0 0 7 0 V 0 0 N rn m M 0 0 s 7 7 e0 N Ol N O O N 12 m W N N 00 U V CO 00 00 a) L lD lA = N N tC u _c U 'a C a) _ Co F a)i .'- Cl) O O O W W U W O O V 0 0 0 F W O p O V! O 00 O Q Z O '^ N 4 O O o 0 Z c W o 0 D -' c v+ L 0000 m F D a o m (n oo Z ca m a o 0o N- m m 3 m Z W CO W m Z w a) a ►a- LL o a) („) LL 0 0 c 0 F a W F E m W 0 w 0 m Q w 0 W W / W ", a Z N a Z c COm J W W O .-i J W co V/ O i z ) N i O� M L co Q O cf Q N �// O cc Q D +, 00 0 Q 0 O CO aci Q °o j a W - u j 3 .- • W co Z Z W 0) ix L. Z W @ o u.Er V v a s Q W Z m IX Q ° m co Ce er Z °� t� u (.7 ¢ a Z Q Q IS O 0 O O LLI O O ~N 0 a) W 0 0 ° �a W Q U U F - LID M 0 CO 0 0 � Q Op W a Z 0 0 L F c Z N F- • W Z O a) O un c F _ ko F U Z U J 0 W J c� ' } I ce W _ a; _ L. 0 pC 0 0 Co m W m _ O m . a 0 0 0 O rl .--I U a) Z z .-I m Z ~ u4i vii u^i • W M M z N N N U .0 O > O O O Z eti e� .--i Y C U O O U W CD LD CD cc F • LL m CO x m m m T Z W >, U W g a c m a . 0 a) > v 0 Z 0O '40 E d W v. O g c c o_ m ,_ a o o Co 3 Co c Q Q CO - O w i i a) > 7 C.) I- 0 U C 73 U O O C >. cy N V C m 0 t0 O O O E 0 c a) C = V 3 N 0.) O fz 0_ _c v C" ,- Co m -o ,, Q) 6 Co C Q m O O C D 'O C a) 0 U Q = Q YO Q _c U) N E N ++ o U M Q W O N co p c E -w a U V Z Z m Co c ..c _c `Co Q co c 0 0 W a RS i Co Co CD v Q a Q 0 in H Lc) m m 0 tT .a, o LL O O N H J 0 3 Co >. O 'O u ti Q c G v CO v 00- a=i m L. 2 E = -- °, U : E Li eh ° co CO co pap Co 0 ? co O) N 0. 0 1.- N > 00 < Q Q 0 Q Q Q N �= Q ( c U W Z Z Z Z Z Z N CO CITY OF TYBEE ISLAND, GA DERELICT STRUCTURE REMOVAL PROJECT PROBABLE COST-TO-CONSTRUCT • CONTRACTOR COST (Documented Structure locations) $1,156,000 • CONTRACTOR COST(Undocumented Structure locations—TBD) $250,000. Subtotal(I) $1,405,883. ■ O.D.C.'s o Permitting/Agency Liaison $21K o Design/Doc.Prep $28.5K o Survey Update $6.5K a RFP Process $22K Subtotal $78,000. o Contract admin; Construction oversite; Project management $135K Subtotal $135,000. TOTAL $1,608,883. w/5%Contingency $1,689,327. mActual costs to be determined by a Request For Proposals from qualified marine contractors. Olsen Associates,inc. 1 25 March 2015 20150423AmendedCityCouncilPacket Page 40 of 162 20150421/jrl City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: April 23m 2015 Item: Request to for City of Tybee Island to execute the Coastal Regional Metropolitan Planning Organization (CORE) Memorandum of Understanding (MOU) including CORE By-laws, Reapportionment and FY 16 Dues Table—Tybee's annual dues - $3,189 Account Number: 100-1110-53-3600 (City Council—Dues and Membership Fees) Paper Work: _X_Attached* Audio/Video Presentation** Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org 20150423AmendedCityCouncilPacket Page 41 of 162 20150421/01 Coastal Region Metropolitan Planning Organization (CORE MPO) BYLAWS Adopted: June 23, 1993 Revised: March 24, 1999 Revised: March, 2002 Revised: May 2008 Revised: November, 2014 110 East State Street Savannah GA 31401 Phone: 912-651-1440 Fax: 912-651-1480 www.thempc.org/transportation.htm C oRE „, COASTAL REGION MPO 20150423AmendedCityCouncilPacket Page 42 of 162 20150421/jrl ARTICLE I CORE MPO Organization Name of the Organization The name of the organization shall be the Coastal Region Metropolitan Planning Organization, hereinafter referred to as the CORE MPO. Establishment Formerly known as the Chatham Urban Transportation Study (CUTS), CORE MPO was formally initiated in compliance with the Federal Aid Highway Act of 1962, as amended, which requires a comprehensive, cooperative, and continuing transportation planning process in urban areas of more than 50,000 population before federal-aid highway projects can be programmed. CORE MPO was formally designated the MPO for the Savannah area in 1963 and designated in 2002 a Transportation Management Area (TMA) — an MPO with a population of more than 200,000. Metropolitan Planning Area Boundary The CORE MPO's Metropolitan Planning Area (MPA) boundary encompasses all of Chatham County and its municipalities, the City of Richmond Hill and part of unincorporated Bryan County within the 2010 Savannah Urbanized Area, as well as Effingham County within the 2010 Savannah Urbanized Area. General Responsibilities CORE MPO is established to assume the following general responsibilities within the MPA. • To maintain a comprehensive, cooperative and continuing multi-agency regional transportation planning process. o CORE MPO is comprehensive in that it involves detailed examination of all available surface travel modes in the MPA; o CORE MPO is cooperative in that it involves representatives of local governments, agencies, and the general public; and o CORE MPO is continuing in that it annually adopts an on-going planning program and budget to address changing transportation issues and problems. • To promote public participation in the transportation decision-making process through public outreach pursuant to federal and state guidelines. • To exercise leadership and initiative in planning and assisting in the development of an efficient, cost-effective, and integrated transportation system in the MPA. 20150423AmendedCityCouncilPacket Page 43 of 162 20150421/01 Organizational Structure The organization of CORE MPO shall consist of the CORE MPO Board and four (4) advisory committees: (1) the Technical Coordinating Committee (TCC), (2) the Economic Development and Freight Advisory Committee (EDFAC), (3) the Citizens Advisory Committee (CAC), and (4) The Advisory Committee on Accessible Transportation (ACAT). Additional committees, subcommittees and ad hoc committees shall be formed as deemed necessary. The Chatham County-Savannah Metropolitan Planning Commission (MPC) will provide staff support to the CORE MPO. CORE MPO Organization State . CORE MPO Board 4. Federal Government Government Georgia Department of Department of Transportation Transportation (DOT) (GDOT) MPC/CORE MPO Staff Federal Highway Administration (FHWA) Federal Transit Administration (FTA) Technical Economic Coordinating Development& Committee Freight Advisory (TCC) Committee (EDFAC) Citizens Advisory Committee Advisory on Accessible Committee Transportation (CAC) (ACAT) ARTICLE II CORE MPO Board Membership 1. The membership of the CORE MPO Board shall consist of elected officials of the local 20150423AmendedCityCouncilPacket Page 44 of 162 20150421/01 government entities or their designees, GDOT representative, as well as modal representatives from the transit, port and airport. Each member carries a single vote. Each municipality will have one voting member as a basis for the first 25,000 population. Additional voting seats will be assigned to the municipality with a full increment of one seat per additional 25,000 people, not to exceed three seats. The voting membership shall be determined by organizational position, with the following positions being members. Voting Members • Chairman, Chatham County Commission • Commissioner or designee, Chatham County Commission • Commissioner or designee, Chatham County Commission • Mayor, City of Savannah • Councilman or designee, City of Savannah • Councilman or designee, City of Savannah • Mayor or designee, City of Bloomingdale • Mayor or designee, City of Garden City • Mayor or designee, City of Port Wentworth • Mayor or designee, City of Pooler • Mayor or designee, City of Tybee Island • Mayor or designee, Town of Thunderbolt • Mayor or designee, Town of Vernonburg • Chairman or designee, Effingham County Commission • Mayor or designee, City of Richmond Hill • Commissioner or designee, Georgia Department of Transportation • Executive Director, Chatham Area Transit Authority • Chairman or designee, Chatham Area Transit Authority • Executive Director or designee, Georgia Ports Authority • Executive Director or designee, Savannah Airport Commission • Chairman, Chatham County-Savannah Metropolitan Planning Commission • Chairman, CORE MPO Economic Development and Freight Advisory Committee • Chairman, CORE MPO Citizens Advisory Committee • Chairman, CORE MPO Advisory Committee on Accessible Transportation 20150423AmendedCityCouncilPacket Page 45 of 162 20150421/01 Non-Voting Advisory Members • Division Administrator, Federal Highway Administration • Regional Administrator, Federal Transit Administration • Garrison Commander, Hunter Army Airfield • Director, Hinesville Area Metropolitan Planning Organization(HAMPO) • Director, Low-country Area Transportation Study (LATS — Hilton Head Area MPO) 2. No member of the CORE MPO Board shall receive compensation or reimbursement for expenses incurred as a result of service on behalf of this board. Duties and Responsibilities 1. The CORE MPO Board shall serve as the forum for cooperative decision-making with regard to transportation-related issues in the CORE MPO's Metropolitan Planning Area (MPA). 2. The CORE MPO Board has the primary responsibility for the formulation of transportation- related policies in support of the overall goals and objectives for the CORE MPO MPA. 3. The duties of the CORE MPO Board shall include, but not be limited to, the following: a. Review and approve appropriate CORE MPO plans, programs and studies b. Ensure that the transportation plans and programs are current and responsive to applicable laws, rules, and regulations; c. Designate and prioritize transportation improvement projects recommended in the planning process; and d. Provide the liaison between the planning process and the appropriate governmental units as well as the general public. 4. Each CORE MPO Board voting member from the local government will designate a member to the Citizens Advisory Committee. Officers and Organization 1. The officers of the CORE MPO Board will consist of the Chairman, Vice Chairman, and Secretary. 2. The Chairman of the Board shall be the Chairman of the Chatham County Commission. 3. The Vice Chairman of the Board shall be the Mayor of the City of Savannah. 4. In the absence of the Chairman, the Vice Chairman shall temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the CORE MPO Board. 5. In the absence of both the Chairman and the Vice Chairman, the members present for the 20150423AmendedCityCouncilPacket Page 46 of 162 20150421/jrl meeting shall designate, by majority vote, a member to temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the CORE MPO Board. 6. The Executive Director of the Chatham County-Savannah Metropolitan Planning Commission or his/her designated representative shall act as Secretary of the CORE MPO Board. 7. The Chairman may at any time establish sub-committees. Such sub-committees shall function in a manner similar to the full CORE MPO Board and in accordance with these By-laws. Duties of the Officers 1. The Chairman shall preside at all meetings of the CORE MPO Board. 2. The Chairman shall authenticate, by signature, all resolutions, other official actions and documents resulting from decisions made by the CORE MPO Board. 3. The Chairman, or a designated representative, shall represent the CORE MPO Board at hearings, conferences and other events as required during the conduct of the official business of the CORE MPO. 4. The Secretary, or a designated representative, shall duly record the proceedings of each meeting of the CORE MPO Board and authenticate, by signature, that they are a true and accurate record of the proceedings and policy decisions. Meetings 1. The CORE MPO Board shall meet at least six (6) times per year. An annual calendar specifying meeting dates, times, and places will be adopted at the last meeting of the calendar year. The meetings may be re-scheduled to a different date and time by a majority vote of the CORE MPO Board. 2. Special meetings may be called by the Chairman or by petition to the Chairman by any six (6) members of the CORE MPO Board. However, a special meeting called in this manner will be subject to the following regulations: a. The notice of any such meeting shall state the reason(s) that the meeting has been called, the business to be transacted, by whom the meeting is being called, and the time and place of the meeting; and b. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all members in attendance at such meeting. 3. No business may be conducted by the CORE MPO Board unless a quorum of the membership is present. Nine members (1/3 of all members + 1) shall constitute a quorum. 4. The Chairman shall cause a notice to be sent to all members of the CORE MPO Board and the general public at least ten (10) calendar days in advance of the meeting date giving the time and place of the meeting and the preliminary agenda. 20150423AmendedCityCouncilPacket Page 47 of 162 20150421/01 5. Any regularly-scheduled meeting may be cancelled either by the Chairman with at least ten (10) calendar days of advanced notice or by a majority vote of the members taken during a regularly-scheduled meeting. 6. The meetings of the CORE MPO Board shall be conducted in accordance with the Roberts Rules of Order unless otherwise stated in the Bylaws. 7. The agenda for the CORE MPO Board meetings shall be established by the Secretary in consultation with the Chairman. 8. By request of a CORE MPO member, the Secretary shall place an item on the agenda with receipt of the request at least twenty-one (21) calendar days prior to the scheduled date for the meeting. 9. Motions, properly seconded and discussed, will be voted on by the members in attendance. Motions will be passed or approved when a simple majority of the members in attendance vote in favor of the motion. If a member recuses himself/herself, the remaining majority vote will constitute the action. 10. The meetings of the CORE MPO Board shall be open to the general public and members of the public are given an opportunity during the meetings to submit brief comment. The meetings will also be recorded by the Government Channels for airing. 20150423AmendedCityCouncilPacket Page 48 of 162 20150421/jr1 ARTICLE III CORE MPO Advisory Committees Section One: Technical Coordinating Committee (TCC) Membership The Technical Coordinating Committee (TCC) shall be composed of key staff members of participating governmental jurisdictions and modal transportation representatives. Voting Members Director of Traffic Engineering or designee, City of Savannah County Engineer or designee, Chatham County Transit Planner, Chatham Area TransitEngineering Staff, Georgia Ports Authority Executive Director, Metropolitan Planning Commission Director of Transportation Planning, Metropolitan Planning Commission Engineering Staff, Savannah Airport Commission Staff Representative, Bloomingdale Staff Representative, Garden City Staff Representative, Pooler Staff Representative, Port Wentworth Staff Representative, Thunderbolt Staff Representative, Tybee Island Staff Representative, Vernonburg Staff Representative, Richmond Hill Staff Representative, Effingham County District Engineer or designee, Georgia Department of Transportation Transportation Planner, Georgia Department of Transportation Representative, Bicycle Advocacy Group Transportation Staff, Coastal Georgia Regional Development Center Non-voting Advisory Members Parking Services Administrator, City of Savannah Administrator, Office of Intermodal Programs, Georgia Department of Transportation Transportation Planner, Federal Highway Administration Transportation Planner, Federal Transit Administration US Army District Engineer, Corps of Engineers Duties and Responsibilities 1. The TCC shall assist in preparing the Unified Planning Work Program (UPWP), the Metropolitan Transportation Plan (MTP), the Transportation Improvement Program (TIP), the Congestion Management Process (CMP), and the other MPO plans and programs 20150423AmendedCityCouncilPacket Page 49 of 162 20150421/jrl required by the federal rules and regulations. The committee shall make recommendations to the CORE MPO Board on these plans and programs. 2. The TCC shall review studies related to transportation within the CORE MPO MPA, and make recommendations to the CORE MPO Board. 3. The TCC shall review inventories of current data used as input to the planning process. 4. The TCC shall review the status of activities necessary to keep the CORE MPO current and report to the CORE MPO Board regarding such reviews. 5. The TCC shall make its reviews on the basis of technical sufficiency, accuracy, and completeness of such studies,plans, and programs. Officers and Organization 1. The officers of the TCC will consist of the Chairman, Vice Chairman and Coordinating Staff. 2. An election will be held at the last TCC meeting each calendar year for the purpose of determination of the Chairman and Vice Chairman for the next year. 3. The Chairman and Vice Chairman of the TCC shall be elected by the voting members by a simple majority vote. 4. The term of office for the Chairman and Vice Chairman shall be one year. 5. Should the seat of the Chairman become vacant in mid-term, the Vice Chairman shall become Chairman, and a new Vice Chairman shall be elected. Should the Vice Chairman be unable to serve as Chairman, election shall be held for both Chairman and Vice Chairman. 6. In the absence of the Chairman, the Vice Chairman shall temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the TCC. 7. In the absence of both the Chairman and the Vice Chairman, the members present for the meeting shall designate, by majority vote, a member to temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the TCC. 8. The Chairman may at any time establish sub-committees subject to the TCC approval. Such sub-committees shall function in a manner similar to the TCC in accordance with these By- laws. 9. The Chatham County-Savannah Metropolitan Planning Commission (MPC) staff shall be the Coordinating Staff for the TCC. Duties of the Officers 20150423AmendedCityCouncilPacket Page 50 of 162 20150421/01 1. The Chairman shall preside at all of the TCC meetings. 2. The Chairman shall authenticate by his/her signature, minutes of meetings of the TCC and its recommendations to the CORE MPO Board. 3. The Chairman shall represent the TCC at hearings, conferences, and other events or designate another member of the TCC to serve in his/her place. 4. The Coordinating Staff shall prepare the meeting agenda and distribute it to the TCC no later than one (1)week prior to any scheduled meeting. 5. TCC members desiring an item to be included on a meeting agenda shall notify the Coordinating Staff at least twenty-one (21) days prior to the meeting. Meetings 1. The TCC shall meet one week before the CORE MPO Board meeting. An annual calendar specifying meeting dates, times, and places will be adopted at the last meeting of the calendar year. The meetings may be re-scheduled to a different date and time by a majority vote of the TCC. 2. Special meetings may be called by the Chairman or by petition to the Chairman by any six (6) members of the TCC. However, a special meeting called in this manner will be subject to the following regulations: a. The notice of any such meeting shall state the reason(s) that the meeting has been called, the business to be transacted, by whom the meeting is being called, and the time and place of the meeting, and b. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all members in attendance at such meeting. 3. No business may be conducted by the TCC unless a quorum of the membership is present. 1/3 of all members plus one shall constitute a quorum. 4. Any regularly-scheduled meeting may be cancelled either by the Chairman or by a majority vote of the members taken during a regularly-scheduled meeting. 5. The members of the TCC must be given notice at least seven (7) calendar days in advance of the regularly-scheduled meeting date when meetings are cancelled. 6. The meetings of the TCC shall follow all requirements as defined by the Georgia Open Meetings Law. Meetings will be held in accessible locations and meeting materials will be made available on the CORE MPO website and in alternative formats upon request. 7. The meetings of the TCC shall be conducted in accordance with Roberts Rules of Order or 20150423AmendedCityCouncilPacket Page 51 of 162 20150421/01 otherwise specified in these Bylaws. 8. The MPC Staff shall arrange for minutes of all meetings to be recorded. 9. Motions, properly seconded and discussed, will be voted on by the members in attendance. Motions will be passed or approved when a simple majority of the members in attendance vote in favor of the motion. 10. The TCC meetings are open to the public and members of the public are given an opportunity during the meetings to submit brief comments. 20150423AmendedCityCouncilPacket Page 52 of 162 20150421/jr1 Section Two: Economic Development and Freight Advisory Committee (EDFAC) Membership The Economic Development and Freight Advisory Committee (EDFAC) shall be composed of key staff members of freight stakeholders and economic development agencies of the Savannah region. County Manager, Bryan County County Manager, Chatham County County Manager, Effingham County City Manager, City of Savannah Garrison Commander, Fort Steward/Hunter Army Airfield President and CEO, Savannah Economic Development Authority President and CEO, Savannah Area Chamber of Commerce Director, Bryan County Economic Development Agency Director, Effingham County Industrial Development Authority Representative, Manufacturing and Logistics Industry Representative, Georgia Ports Authority Representative, CSX Transportation/Railroad Industry Representative,Norfolk Southern/Railroad Industry Representative, Trucking Industry Representative, GDOT Freight Planner Representative, Environmental Group Representative, Emergency Management Agency Representative, Law Enforcement Representative, School Board Duties and Responsibilities 1. The EDFAC shall inform and advise the CORE MPO Board on economic development and freight improvement decisions in terms of policy, planning, and projects. 2. The EDFAC shall provide liaison between the CORE MPO's transportation planning process with the local, regional and state freight communities. 3. The EDFAC shall serve as a forum for discussion, an opportunity for joint action, and a source of knowledge and advice for CORE MPO's transportation decisions affecting freight mobility. 4. The EDFAC shall promote the cross-sharing of information between private and public sectors on multi-modal freight issues. 5. The EDFAC shall advocate the importance of freight mobility to the economic well being of the Savannah region. 6. The EDFAC shall champion a sound multi-modal freight and goods delivery network in the Savannah region. 20150423AmendedCityCouncilPacket Page 53 of 162 20150421/jrl 7. Officers and Organization 1. The officers of the EDFAC will comprise of Chairman, Vice Chairman and Coordinating Staff. 2. The Chairman and Vice Chairman will be elected by the EDFAC members by a simple majority vote and serve on two-year terms. 3. Should the seat of the Chairman become vacant in mid-term, the Vice Chairman shall become Chairman, and a new Vice Chairman shall be elected. Should the Vice Chairman be unable to serve as Chairman, election shall be held for both Chairman and Vice Chairman. 4. In the absence of the Chairman, the Vice Chairman shall temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the EDFAC. 5. In the absence of both the Chairman and the Vice Chairman, the members present for the meeting shall designate, by majority vote, a member to temporarily assume the responsibilities of the Chairman for the purpose of conducting the official business of the EDFAC. 6. The Chatham County-Savannah Metropolitan Planning Commission staff shall be the Coordinating Staff for the EDFAC. Duties of the Officers 1. The Chairman shall preside at all of the EDFAC meetings. 2. The Chairman shall represent the EDFAC to provide advice to the CORE MPO Board. 3. The Coordinating Staff shall prepare the meeting agenda and distribute it to the EDFAC no later than one (1) week prior to any scheduled meeting. Members desiring an item to be included on a meeting agenda shall notify the Coordinating Staff at least twenty-one (21) days prior to the meeting. Meetings 1. The EDFAC will meet at least twice a year— one during the TIP development cycle and the other before the legislative session. Meeting times and locations shall be determined by the Chairman in consultation with the Coordinating Staff 2. Special meetings may be called by the Chairman or by petition to the Chairman by any six (6) ECFAC members when major economic development and freight improvements are being studied, planned, or programmed. However, a special meeting called in this manner will be subject to the following regulations: 20150423AmendedCityCouncilPacket Page 54 of 162 20150421/y1 a. The notice of any such meeting shall state the reason(s) that the meeting has been called, the business to be transacted, by whom the meeting is being called, and the time and place of the meeting, and b. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all members in attendance at such meeting. 3. No action items may be conducted by the EDFAC unless a quorum of the membership is present. 1/3 of all members plus one shall constitute a quorum. 4. Any scheduled meeting may be cancelled either by the Chairman or by a majority vote of the members taken during a scheduled meeting. 5. The members of the EDFAC must be given notice at least seven (7) calendar days in advance of any meeting that are cancelled. 7. The meetings of the EDFAC shall be conducted in accordance with Roberts Rules of Order. 8. The Coordinating Staff shall arrange for minutes of all EDFAC meetings to be recorded. 9. Motions, properly seconded and discussed, will be voted on by the members in attendance. Motions will be passed or approved when a simple majority of the members in attendance vote in favor of the motion. 10. The meetings of the EDFAC shall follow the requirements as defined by the Georgia Open Meetings Law. Meetings will be held in accessible locations and meeting materials will be made available on the CORE MPO website and in alternative formats upon request. 11. The EDFAC meetings are open to the public and members of the public are given an opportunity during the meetings to submit brief comments. 20150423AmendedCityCouncilPacket Page 55 of 162 20150421/01 Section Three: Citizens Advisory Committee (CAC) Membership 1. The membership of the Citizens Advisory Committee (CAC) is made up of local citizens appointed by each CORE MPO Board voting member from the local governments. The total CAC membership is 15 and consists of the following: Chatham County(3), City of Savannah (3), City of Bloomingdale (1), City of Garden City (1), City of Pooler (1), City of Port Wentworth (1), Town of Thunderbolt (1), City of Tybee Island (1), Town of Vernonburg (1), City of Richmond Hill (1), and Effingham County (1). 2. One (1) full term of membership consists of two (2) fiscal years. A term begins on July 1 of even numbered years. Unexpired vacancies may be filled as they arise from appointments by the appropriate governing body. 3. Any member in a position that has not been filled for a new term will continue in that position until such position is filled by the appropriate governing body. Duties and Responsibilities 1. The CAC functions as a public information and involvement committee. 2. The CAC provides a forum to obtain public views on transportation issues and problems, reviews transportation reports and recommendations to ensure that local goals are considered, and directs issues of public concern to the attention of the CORE MPO Board. 3. The CORE MPO staff, in collaboration with CAC, shall develop and maintain a comprehensive Participation Plan (PP) as an integral part of the transportation planning process. Officers and Organization 1. The officers of this organization shall be Chairman and Vice-Chairman. 2. The officers shall be elected for a term of one (1) fiscal year. The election shall be held at the first regular meeting of the CAC in a fiscal year. The candidate for each office receiving the greatest number of votes, provided a quorum is present, shall be elected. The officers shall be installed and begin service at the same meeting. Any officer is eligible to succeed himself/herself. 3. In the event of a vacancy in the office of Chairman before completion of a term, the Vice- Chairman shall automatically become Chairman. If, at any time, the office of Vice-Chairman becomes vacant, a new Vice-Chairman shall be elected by a majority of the membership at the first meeting at which there is a vacancy,provided that a quorum is present. 20150423AmendedCityCouncilPacket Page 56 of 162 20150421/01 Duties of the Officers 1. The Chairman shall arrange and conduct all meetings of the CAC, appoint sub-committees to function on behalf of the CAC, represent the CAC on the CORE MPO Board, and act as official spokesperson for the CAC. The Chairman shall be allowed to vote in all matters before the CAC. He or she shall have such powers as may be reasonably construed as belonging to the chief executive of any organization. 2. The Vice Chairman shall act as Chairman to conduct any meetings of the CAC in the absence of the Chairman. He or she shall act on behalf of the Chairman when requested to do so by the Chairman. In the event of the absence or inability of the Chairman to exercise his/her duties, the Vice-Chairman shall become acting Chairman with all the rights, privileges and powers as if he or she had been the duly elected Chairman, until such time as the Chairman is able to resume his/her duties. Meetings 1. The CAC shall hold at least two meetings in each fiscal year on such dates and at such times as are approved by a majority of its membership. The Chairman shall cause a notice to be mailed giving the time and place of each meeting and the preliminary agenda. Any regularly scheduled meeting may be canceled by a majority vote of the members at least seven(7) days prior to that meeting date or by the Chairman, with proper notice. 2. Special meetings, including special public meetings of the CAC, may be called by the Chairman when he/she, at his/her discretion, deems it to be in the best interest of the CAC. Also, six (6) members of CAC may petition the Chairman to call special meetings. Notice of any such meeting shall state the reasons that the meeting has been called, the business to be transacted, by whom the meeting is called, and the time and place of the meeting. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all members present at the meeting. 3. The meetings of the CAC shall be conducted in accordance with Robert's Rules of Order. However, any rules adopted by the CAC, including these bylaws, shall prevail when in conflict with Robert's Rules of Order. The Chairman shall arrange for minutes of all meetings to be recorded. 4. 1/3 of all members plus one shall constitute a quorum for any regular or special meeting. 5. At each meeting of CAC the Chairman shall call the role of members and record those present and absent. If a member has two (2) unexcused absences in a fiscal year, the Chairman shall send that member a letter on behalf of the CAC asking the member to become an active member of the CAC or to submit his or her resignation so another person can be appointed as a replacement by the appropriate authority. In addition, the Chairman shall notify the appointing authority of the member's attendance record once this threshold of unexcused absences has been reached. 20150423AmendedCityCouncilPacket Page 57 of 162 20150421/01 a. If a member is in violation of the CAC's attendance policy when he or she is eligible for reappointment, the Chairman shall send a letter to the appropriate appointing body recommending that the individual not be reappointed due to a lack of participation. b. Regardless of whether any member is in violation of the CAC's attendance policy, the Chairman shall notify each appointing authority of the attendance record of each member appointed by that body as soon as possible after the end of each member's term. The information will consist of all meetings during which time each individual was a member for the latest term of the CAC. This notification policy shall only apply to those individuals who are members of the CAC at the end of their two-year-term. 6. The agenda of the meetings of CAC shall be set by the Chairman; and also, any six (6) members may petition the Chairman to place an item on the agenda at least seven (7) days before the scheduled date for such meeting. The order of business at all regular meetings shall be at the discretion of the Chairman. 7. The first meeting of a new term of CAC shall be held at such time and place as shall be fixed by the vote of the membership at its last meeting in the immediate prior term. 20150423AmendedCityCouncilPacket Page 58 of 162 20150421/jr1 Section Four: Advisory Committee on Accessible Transportation (ACAT) Membership 1. The members shall consist of representatives from the disabled, elderly, low-income and minority communities in the Savannah region. 2. Voting membership shall be determined by organizational position, with the positions listed below as members. There are three (3) opportunities for interested citizens to serve on the ACAT. Interested citizens cannot be employed by any of the ACAT member organizations. These positions will be filled by the Chairperson on a first come, first serve basis. • Chatham Area Transit Authority(CAT), Staff Representative • Chatham County, Staff Representative • Chatham County- Savannah Metropolitan Planning Commission(MPC), Staff Representative • Coastal Center for Development Services, Staff Representative • Economic Opportunity Authority for Savannah-Chatham County EOA), Staff Representative • Georgia Department of Transportation(GDOT),District 5 Staff Representative • Georgia Infirmary Day Center, Staff Representative • Goodwill Industries of the Coastal Empire, Staff Representative • Housing Authority of Savannah,Resident Service Coordinator • Interested Citizens(4) • Living Independence for Everyone (LIFE), Inc., Independent Living Coordinator • National Association for the Advancement of Colored People (NAACP) - Savannah Chapter, Staff Representative • National Federation of the Blind of Georgia-Local Chapter, Staff Representative • Savannah Association for the Blind and Low Vision, Staff Representative • Savannah—Chatham Council on Disability Issues(SCCDI) • Savannah-Chatham County Fair Housing Council, Staff Representative • Savannah Council of the Blind • Senior Citizens Savannah-Chatham County Inc., Staff Representative • TeleRide, Project Manager • Bryan County, Staff Representative • Effingham County, Staff Representative Duties and Responsibilities 1. The ACAT shall serve as the forum for cooperative decision-making with regard to accessible transportation related issues in the Savannah region. 2. The ACAT has the responsibility to advise the CORE MPO Board and the Chatham Area Transit Authority Board on accessible transportation related policies,plans,programs and projects. 3. The duties of the ACAT shall include,but not be limited to,the following: a. Act as a liaison between the transportation planning process and the traditionally underserved communities in the Savannah region (i.e., those communities with high concentrations of minority, low-income, disabled and elderly populations); b. Ensure that the transportation planning process is current and responsive to all applicable laws, rules, and regulations, especially, but not limited to, the following: Americans with Disabilities Act of 1990 (ADA); Executive Order 12898 (environmental justice); Section 504 of the 20150423AmendedCityCouncilPacket Page 59 of 162 20150421/01 Rehabilitation Act of 1973, as amended; Older Americans Act of 1965, as amended; and Title VI of the Civil Rights Act of 1964, as amended; and c. Ensure that the full panoply of transportation options is available to citizens with disabilities. 4. The ACAT shall advise the Chatham Area Transit Authority (CAT) on accessible transportation related issues. This includes reviewing and advising CAT on public transportation programs and studies,particularly the TeleRide Handbook. 5. The ACAT shall advise the Savannah-Chatham Council on Disability Issues (SCCDI) on accessible transportation related issues. 6. The ACAT shall establish contact with and work with any and all other agencies and community organizations dealing with accessible transportation related issues in the Savannah region. Officers and Organization 1. The Chairperson and Vice-Chairperson shall be elected every two (2) years at the first meeting of the ACAT in even-numbered fiscal years by a simple majority of the members in attendance. 2. In the absence of the Chairperson, the Vice-Chairperson shall temporarily assume the responsibilities of the Chairperson for the purpose of conducting the official business of the ACAT. 3. In the absence of both the Chairperson and the Vice-Chairperson, the members present for the meeting shall designate,by majority vote, a member to temporarily assume the responsibilities of the Chairperson for the purpose of conducting the official business of the ACAT. 4. The Transit Planner of CAT shall act as Secretary of the ACAT. 5. The Chairperson may at any time establish sub-committees of the ACAT. Such sub-committees shall function in a manner similar to the full ACAT committee and in accordance with these Bylaws. Duties of the Officers 1. The Chairperson shall preside at all meetings of the ACAT. 2. The Chairperson shall authenticate, by signature, all resolutions and other official contracts and documents resulting from decisions made by the ACAT. 3. The Chairperson shall represent the ACAT as a voting member of the CORE MPO Board. 4. The Chairperson, or a designated representative, will serve as the liaison on transportation issues for the Savannah-Chatham Council on Disability Issues (SCCDI)and CAT Board. 5. The Secretary, or a designated representative, shall duly record the proceedings of each meeting of the ACAT and authenticate, by signature, that they are a true and accurate record of the proceedings and policy decisions once approved by the ACAT. 20150423AmendedCityCouncilPacket Page 60 of 162 20150421/01 Meetings 1. ACAT meetings shall be called by the Chairperson when deemed to be in the best interest of the ACAT or coincide with the major milestones of the TeleRide Handbook development and update. 2. Special meetings may also be called by petition to the Chairperson by any six (6) members of the ACAT. However, a special meeting called in this manner will be subject to the following regulations: a. The notice of any such meeting shall state the reason(s) that the meeting has been called, the business to be transacted, by whom the meeting is being called, and the time and place of the meeting, and b. No other business but that specified in the notice may be transacted at such special meeting without the unanimous consent of all members in attendance at such meeting. 3. No business may be conducted by the ACAT unless a quorum of the membership is present. 1/3 of all ACAT members plus one shall constitute a quorum. 3. The Chairperson shall cause a notice to be sent to all members of the ACAT at least seven (7) calendar days in advance of the meeting date giving the time and place of the meeting and the preliminary agenda. 4. Any meeting may be cancelled either by the Chairperson or by a majority vote of the members via written notice. 5. The members of the ACAT must be given notice at least seven (7) calendar days in advance of meeting cancellation. 6. The meetings of the ACAT shall follow all requirements as defined by the Georgia Open Meetings Law. Meetings will be held in accessible locations and meeting materials will be made available in alternative formats upon request. 7. The meetings of the ACAT shall be conducted in accordance with Roberts Rules of Order. 8. The agenda for the ACAT meetings shall be established by the Chairperson and the order of business shall be at the discretion of the Chairperson. 9. The ACAT meetings are open to the public and members of the public are given an opportunity during the meetings to submit brief comments. 10. Upon petition by any six (6) members of the ACAT, the Chairperson shall place item(s) on the agenda with notice of at least seven(7) calendar days prior to the scheduled date for the meeting. 11. Motions, properly seconded and discussed, will be voted on by the members in attendance. Motions will be passed or approved when a simple majority of the members in attendance vote in favor of the motion. 20150423AmendedCityCouncilPacket Page 61 of 162 20150421/01 ARTICLE IV Amendments to the Bylaws The CORE MPO Board has the final authority to modify, change, or repeal these bylaws. An advisory committee can make recommendations to modify, change or repeal its section of the bylaws, but these revisions must be forwarded to the CORE MPO Board for final adoption. Motions to modify, change, or repeal these Bylaws may be made at any regularly-scheduled CORE MPO meeting, but any action with regard to such motion may not be taken until the next or subsequent regularly-scheduled meeting. All members of the CORE MPO Board must be notified as soon as possible regarding such motion. A motion to poll all members concerning the alteration or repeal of these By-laws may be made at any regular or special meeting of the CORE MPO Board provided that the meeting is called in accordance with these By-laws. To approve the process of polling all of the members of the CORE MPO Board, an affirmative vote cast by at least two-thirds of the members in attendance is required. Within sixty (60) days of the approval to poll the membership, the Chairman will conduct the poll in writing by mail. The number of members responding to the poll must constitute a quorum. Two-thirds of the respondents must vote affirmatively to modify, change, or repeal these By-laws. Action to modify, change or repeal the By-laws will be deemed effective immediately unless specified differently by such change in the By-laws. 20150423AmendedCityCouncilPacket Page 62 of 162 20150421/jrl FY 2016 Dues Table' $1,000 base and 75/25 City/County Spilt $1,000 City/County 2010 Population Base+Pop Bryan County $0.00 Richmond Hill 9,240 $9,924 Bloomingdale 2,713 $2,987 Garden City 8,778 $7,428 Pooler 19,140 $15,015 Port Wentworth 5,359 $4,924 Savannah 136,286 $100,797 Thunderbolt 2,668 $2,954 Tybee Island 2,990 $3,189 Vernonburg 122 $1,089 Unincorp. Chatham 87,072(2) $129,473 Unicorp. Effingham 1,455 $1,470 Sub Total Jurisdictions 275,823 $279,250 Georgia Ports Authority N/A $10,250 Savannah Airport Commission N/A $10,250 Chatham Area Transit N/A $10,250 Sub Total Authorities/Commissions $30,750 Total Local Share Budget $310,000 (1) The Georgia Ports Authority and the Savannah Airport Commission pay 70th percentile of the jurisdictions contributions. The Chatham Area Transit Authority (CAT) contributions are determined by the 70th percentile method or MPC-CAT intergovernmental agreement. (2) This is the unincorporated area population. The formula adds 25% of the municipalities' population to the county in the formula. 20150423AmendedCityCouncilPacket Page 63 of 162 20150421/01 METROPOLITAN PLANNING ORGANIZATION COASTAL REGION MPO Albert Scott April 8,2015 Chairman Edna Jackson Diane Schleicher,City Manager Vice-Chairman City of Tybee Island P.O. Box 2749 JamesAberson Tybee Island, GA 31328-2749 LTC Clarence Bowman III Jason Buelterman Dear Ms. Schleicher: Shedrick Coleman Stephanie Cutter RE:: Request to Execute the Coastal Region Metropolitan Planning Organization(CORE Mark Egan Curtis Foltz MPO) Memorandum of Understanding(MOU) Beth Goette Tennyson Holder Request William Hubbard Over the last year,we met and I briefed you on the CORE MPO Reapportionment process and James Hungerpiller progress,and solicited your input. We held seven Review Committee meetings, for which we Glenn Jones invited staff and advisory committee members to attend and assist in drafting the relevant Greg Kelly documents. Several presentations were made to the CORE MPO Board,which approved Mike Lamb requesting your formal action to execute the MOU. I greatly appreciate the help of those who Pete Liakakis participated to formulate the documents. Russell McMurry Chad Reese Attached is a package of materials that includes the MOU, Bylaws and a brochure that provides Ben Rozier Lee Smith more background and detail on the Reapportionment Process. Trip Tollison On behalf of the CORE MPO Board, I request that your governing body execute the MOU by May 15,2015. The MOU includes a separate signature page for each member to sign. The Thomas L.Thomson, attached MOU includes your page to sign. Once all of the member governing bodies and PE.AICP authorities execute the MOU, it will be forwarded to the Governor for his concurrence and Executive Director signature. Mark Wilkes, P.E.,AICP Director By executing this document you will continue as a member engaged in a collaborative Transportation Planning decision-making process. The MOU provides for the intention of the parties. Most of the items are duties of the Georgia Department of Transportation, CORE MPO and the Chatham County- Savannah Metropolitan Planning Commission (staff to the CORE MPO). The items related to your jurisdiction are on pages five and six of the MOU, most of which are the similar This board is supported by to the previous MOU, which speaks to collaboration to cany-out the continuing,cooperative (he staff of the Chatham and comprehensive planning responsibilities under federal law. County-Savannah p p g res p Metropolitan Planning Commission One new item in the MOU is to agree to share in the local cost of the planning program to www.thempc.org match federal funding available for planning. Exhibit B in the MOU explains the cost sharing formula approved by the CORE MPO Board. Attached is a chart showing the approximate dues for each jurisdiction or authority for FY 2016 based upon the draft Unified Work i*F40, METR°p,°0I'h Program. br s mpoo Background The Reapportionment process is necessitated by the 2010 Census expansion of the Savannah Urbanized Area. Federal law requires that the CORE MPO's Metropolitan Planning Area %fig,, 9° (MPA)boundary expand to include parts of Bryan County and Effingham County. It is also necessary to update the MPO and advisory committee's membership,the Bylaws and 110 EAST STATE STREET. P.O. BOX 8246. SAVANNAH GEORGIA 31412-8246 PHONE 912-651-1440 FACSIMILE 912-335-5922 20150423AmendedCityCouncilPacket Page 64 of 162 20150421/jrl April 7, 2015 CORE MPO Request to Execute MOU Page 2 Memorandum of Understanding(MOU)to reflect the current requirements and the expanded planning area membership. Since the federal funds allocated to the CORE MPO for planning purposes require local match, it is also necessary to revisit the local funding support for the program. During the last 40+/-years the City of Savannah and Chatham County have provided the local funds to support the required planning program. Currently the CORE MPO Board has endorse that all county, municipalities and modal representatives contribute to supporting the program. (See Exhibit B of the MOU). The benefits of the program include but are not limited to: 1. Access to the CORE MPO staff for technical support,which is particularly a benefit for smaller jurisdictions that do not have a dedicated planning staff. 2. Access to CORE MPO funds to address your planning needs,which can address regional or localized mobility issues. If your planning project is programmed you will get a direct benefit on your contribution. (Your contribution is match for the federal funds, so for every two dollars of local funds provided eight dollars of federal funds are available—a 300% return on investment). 3. Eligibility for federal funds for design, rights of way and construction projects. A project is required to be programmed in the Metropolitan Transportation Plan and the Transportation Improvement Plan to be eligible for federal funding. Until the CORE MPO Board includes the project in these plans the funding will not be authorized. 4. Continued access to federal funds. Your contribution will support the CORE MPO planning program that is mandated by the Federal Highway/Federal Transit Planning Rules and must be satisfactorily accomplished or no federal funds will be authorized. Your participation is important. Closing Please review the enclosed information. I respectfully request your governing body's action to authorize signing the MOU before May 15. I am available to make a presentation to your governing body in a workshop or meeting at your request. If you have any questions, please contact me at 912.651.1446. Sine ly, Thomas L. Thomson, P.E.,A1CP Executive Director TT/mw cc: Al Scott, Chairman, CORE MPO Board and Chatham County Commission Ann Purcell, State Transportation Board Commissioner, District 1 Tom McQueen,GDOT Office of Planning 20150423AmendedCityCouncilPacket Page 65 of 162 20150421/jrl U •4 � O U i ct 0 d" ct 8 „, ¢ , 0 .o ol, • ' o W N g 2, O O ct 5 o a O U o a, °a C U -p ct U E ,, cC y ,- :.o ti) cc3 (I) v)- li CC v o C, o vn to O •'0 -0 _ z C� 0 O U 73 U •UJ bq ci N U 'ct 5 • 1 1. .5 o • •~ +, V �\ Y E Y J CI'O � 0 ct ^ � 0 V V O r V Q�61 at qJ C:1 �-1 g C� ��y Q to y 0 :,N-' • 0 t • .i 7 441° itt CL) $-■ -4-, 0 •,--, CL) _...4$' 0 CCt $... 0 .,_, 1:3 Aire kb -I To liffseibi: Ra F o C °w + Sit U .te ) •n 411114111116' '11 4.111111111112 U� .CC: ct O O O E z 5. o 0 If ' ' � a • , t1 _0 0 p N C U � ° o C a Uim �' o 0 rf c v a) a) I),, o ct 4_, )1111" it i A a' a N 0 a, O Q � "d O O0 y.y 0 U c) , ^ -O a) 0 r �, w 0, p N ,-• • O 0 a) Q rte., O t '-1 'C z 40 Ce ct .--,Pi .0 d] ct v 0 5 O cl o cC cd an O p a e 0 t N •m cs -' C. 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U cl E (1.) a) P. 0 54 ''a � a a O O U 0 � -do o 0 ,4 Lo as +' sat) a) 5 n O t o N METROPOLITAN PLANNING ORGANIZATION MEMORANDUM OF UNDERSTANDING FOR THE COASTAL REGION METROPOLITAN PLANNING ORGANIZATION BETWEEN The Counties of Chatham and Effingham, the municipalities of Bloomingdale, Garden City, Pooler, Port Wentworth, Richmond Hill, Savannah, Thunderbolt, Tybee Island, and Vernonburg, and the agencies of the Chatham County-Savannah Metropolitan Planning Commission, the Chatham Area Transit Authority, the Georgia Ports Authority, the Savannah Airport Commission, and the Georgia Department of Transportation, in cooperation with the U.S. Department of Transportation, RELATIVE TO The continuing, comprehensive, cooperative regional transportation planning process known as the "Coastal Region Metropolitan Planning Organization" (CORE MPO). I. IT IS THE INTENTION OF THE PARTIES: A. That the CORE MPO is to: 1. Maintain a continuing, cooperative and comprehensive transportation planning process as defined in Title 23 USC Section 134 that explicitly regards the current surface transportation act's planning factors and focus areas and results in plans and programs consistent with comprehensively planned development of the urbanized area. 2. Update and revise the 20-year multimodal Metropolitan Transportation Plan (MTP), to create a fiscally feasible transportation system that integrates thoroughfare development, public transportation, air facilities, port facilities, rail systems, intermodal facilities, bicycle and pedestrian facilities and transportation enhancements; and reflects consideration of the area's comprehensive land-use plan and overall social, economic, environmental, and energy conservation plans, goals and objectives. 3. Create a functional relationship between transportation planning and the development of cities and counties in the CORE MPO's Metropolitan Planning Area(MPA). 20150423AmendedCityCouncilPacket Page 68 of 162 20150421/jr1 4. Maintain the data obtained in the original data collection phase of the study and any pertinent data collected thereafter on a current level so that existing and forthcoming recommendations may be evaluated and updated periodically. 5. Produce all documents and studies that are necessary to maintain a federally certified transportation planning process. II. IT IS FURTHER INTENDED, that the areas of responsibility of the aforementioned counties, municipalities, and agencies shall lie within the transportation Metropolitan Planning Area (MPA) boundary established by the CORE MPO Board and the Governor of Georgia. This area includes all of Chatham County, the portion of the 2010 Savannah Urbanized Area located in Effingham County, the City of Richmond Hill, and the portion of the 2010 Savannah Urbanized Area located in unincorporated Bryan County. The MPA boundary is shown in Exhibit A, CORE MPO Metropolitan Planning Area. III. IT IS FURTHER INTENDED, that the Metropolitan Planning Organization (MPO) as designated by the Governor of Georgia is the Coastal Region Metropolitan Planning Organization (CORE MPO). The CORE MPO shall have the primary responsibility for carrying out the regional transportation planning process and of developing the planning work program, transportation plan, transportation improvement program, and other studies for the CORE MPO MPA. IV. IT IS FURTHER INTENDED, that the CORE MPO shall be coordinated by a project director who shall be the executive director (Director) of the Chatham County-Savannah Metropolitan Planning Commission or his designee, and his/her staff. Additional staff resources may be provided, upon request, from the existing staff resources of the participating agencies and governments. The Director shall coordinate all requests under the direction of the CORE MPO Board. V. IT IS FURTHER INTENDED, that the CORE MPO shall continue to function to adopt appropriate goals, work programs, and plans; and to establish the need, form, and direction of future transportation improvements in the CORE MPO MPA. The CORE MPO shall be the forum for cooperative decision-making by principal elected and appointed officials of general purpose local government and intermodal transportation providers. The individuals representing the government jurisdictions involved in the CORE MPO planning process and other involved agencies shall comprise the CORE MPO Board. The membership and duties shall be enumerated in the CORE MPO Board Bylaws. The CORE MPO Board shall have final authority in the matters of policy and plan adoption for the Coastal Region Metropolitan Planning Organization. VI. IT IS FURTHER INTENDED, that the committee known as the Technical Coordinating Committee (TCC) shall continue to function to ensure the involvement of all operating departments, advisory agencies, and multimodal transportation providers concerned with, or affected by, the planning process and subsequent implementation of plans. The technical guidance and direction of the continuing CORE MPO transportation planning process shall be furnished by 20150423AmendedCityCouncilPacket Page 69 of 162 20150421/01 the TCC. The membership and duties shall be enumerated in the Technical Coordinating Committee Bylaws. VII. IT IS FURTHER INTENDED, that the Citizens Advisory Committee (CAC) shall continue to function as a public information and involvement committee, and shall be representative of a cross-section of the community. The CAC shall keep the CORE MPO Board informed of the community's perspective and shall also provide information to the community about transportation policies and issues. The membership and duties shall be enumerated in the Citizens Advisory Committee Bylaws. VIII. IT IS FURTHER INTENDED, that the Economic Development and Freight Advisory Committee (EDFAC) shall be established to advise the freight planning efforts of the CORE MPO and to ensure economic development is considered in identifying transportation improvement projects and setting priorities. The membership and duties shall be enumerated in the Economic Development and Freight Advisory Committee Bylaws. IX. IT IS FURTHER INTENDED, that the Advisory Committee on Accessible Transportation (ACAT) shall continue to function to advise the CORE MPO and the Chatham Area Transit Authority (CAT) on accessible transportation related policies and projects. The membership and duties shall be enumerated in the Advisory Committee on Accessible Transportation Bylaws. X. IT IS FURTHER INTENDED, that the various committees meet at significant stages in the planning process in accordance with the adopted bylaws. XI. IT IS FURTHER INTENDED, that the Georgia Department of Transportation (GDOT) shall be responsible for the following per the current planning rules of the Federal Highway Administration(FHWA) and the Federal Transit Administration(FTA): 1. Provide available maps, aerial photographs, charts, and records as deemed necessary to maintain the CORE MPO planning process. 2. Update and maintain travel simulation models for use in evaluating the metropolitan area's transportation needs. Said models shall be the "official" CORE MPO's travel demand models. The Department shall also provide the expertise and computer software for the above-mentioned tasks. 3. Aid the MPO in preparation of planning-oriented planning, scoping, preliminary engineering, right-of-way, utility and construction cost estimates where applicable for multimodal projects in the CORE MPO's 20-year multimodal Metropolitan Transportation Plan(MTP). 4. Provide the local agencies with current information concerning the status of planning and implementation of the CORE MPO's 20-year multimodal Metropolitan Transportation Plan(MTP). 5. Provide funding availability and proposed project schedules for federally funded projects for use in MTP and TIP development. 20150423AmendedCityCouncilPacket Page 70 of 162 20150421/jr1 6. Incorporate the adopted CORE MPO's Transportation Improvement Program (TIP) into the State Transportation Improvement Program (STIP); and coordinate with the CORE MPO's multimodal transportation plan in the development of the Statewide Transportation Plan. 7. Concurrently certify with the CORE MPO, to the FHWA and the FTA that the CORE MPO's planning process is addressing the major issues facing the area and is being conducted in accordance with all applicable federal laws based on the federal certification review schedule; annually certify the CORE MPO's planning process with CORE MPO in conjunction with the TIP development. 8. Provide various types of traffic count data. 9. Provide other assistance as mutually agreed upon. 10. Contribute funds toward the annual budget for the CORE MPO's operations, as established by the adopted UPWP and funding agreements outlined in Exhibit B, Intergovernmental Agreement for the Operations of the Coastal Region Metropolitan Planning Organization. 11. Notify CORE MPO in advance of public meetings and concept meetings as well as stakeholder meetings, provide draft concept plans before their approval, so that the information can be incorporated into the CORE MPO's plans and programs. XII. IT IS FURTHER INTENDED, that the Chatham County-Savannah Metropolitan Planning Commission (MPC), only to the extent that it may be bound by contracts which may hereafter be entered into, shall be responsible for the following: 1. Prepare planning-oriented planning, scoping, preliminary engineering, right-of-way, utility and construction cost estimates, where applicable, for multimodal projects in the CORE MPO's 20-year multimodal Metropolitan Transportation Plan(MTP). 2. Make recommendations for revisions to the CORE MPO's 20-year multimodal Metropolitan Transportation Plan (MTP) to conform to new planning goals, objectives, policies, or developments. 3. Prepare and publish a fiscally constrained 20-year multimodal Metropolitan Transportation Plan (MTP) that leads to the development of an integrated intermodal transportation system that facilitates the efficient movement of people and goods. The multimodal transportation plan shall be reviewed and updated at least every five years. 4. Prepare and maintain a financially-balanced four-year multimodal Transportation Improvement Program(TIP) which will be updated annually. 5. Prepare an annual Unified Planning Work Program (UPWP) to document planning activities and budget for the next fiscal year; in sufficient detail to indicate who will perform the work, the schedule for completion, and the products that it will produce. 6. Develop and update a Congestion Management Process (CMP) which documents the congestion areas and strategies to address them. Ensure that the CMP will be a part of the metropolitan transportation planning process and the CMP results will be considered in the development of the multimodal MTP and TIP, to the extent appropriate. 20150423AmendedCityCouncilPacket Page 71 of 162 20150421/01 7. Update and maintain maps showing existing and proposed land use, and make appraisals of actual land use development in comparison with projections. 8. Review zoning and subdivision requests in accordance with the CORE MPO's transportation and land use plans. 9. Provide or maintain social and community development plans as they may relate to transportation needs. 10. Develop and maintain base and projected population, housing, employment, economic, vehicle, and land use data by traffic analysis zone and supply information as requested concerning special generators. 11. Periodically review traffic analysis zone boundaries and make appropriate recommendations to the Technical Coordinating Committee and cooperate with the Georgia Department of Transportation in revision of said boundaries. 12. Provide available maps, aerial photographs, charts, records, and directories to the extent possible. 13. Collect and analyze data such as traffic counts and crash statistics and distribute (if available) to the public, governmental agencies, and other parties if requested. 14. Prepare an annual performance report for the comparison of established goals in the UPWP and completed work elements. 15. Compile, maintain, and document data on existing water, air, motor freight and rail terminal and transfer facilities as identified in the UPWP. 16. Prepare and publish a Participation Process (PP) which documents how the CORE MPO will provide complete information, timely public notices, full public access to key decisions, and support early and continuing involvement of the public in the development of plans and TIPS; and meets the criteria specified in 23 CFR Part 450. 17. Concurrently certify with the Georgia Department of Transportation, to the FHWA and the FTA that the CORE MPO's planning process is addressing the major issues facing the area and is being conducted in accordance with all applicable federal laws based on the federal certification review schedule; annually certify the CORE MPO's planning process with GDOT in conjunction with the TIP development. XIII. IT IS FURTHER INTENDED, that the signatory counties and municipalities, within its official jurisdiction,be responsible for the following: 1. Collaborate with the continuing, cooperative and comprehensive transportation planning process of the CORE MPO. 2. Maintain records including crashes occurring on the roads and highways by location and description, and maintain these files on a current basis as provided by your policies and procedures and provide the data to the CORE MPO for analysis and reports upon request. 3. When requested, assist the CORE MPO to collect planning information within the counties and/or municipalities such as socioeconomic data, utility locations, land use and zoning, street inventories, inventories of bicycle and pedestrian facilities, and other data as required for the metropolitan planning process. 20150423AmendedCityCouncilPacket Page 72 of 162 20150421/jr1 4. Consider providing local funds for planning, scoping, preliminary engineering, right- of-way acquisition, utility and construction to leverage or match federal funds to further the implementation of the CORE MPO priorities per appropriate project framework agreement with the Georgia Department of Transportation. 5. Aid the MPO in developing planning-oriented planning, scoping, preliminary engineering, right-of-way, utility and construction cost estimates where applicable for the CORE MPO's 20-year multimodal Metropolitan Transportation Plan(MTP). 6. Contribute funds toward the annual budget for the CORE MPO's operations as established by the adopted UPWP and the funding contribution formula provided in Exhibit B. 7. Notify the CORE MPO in advance of public meetings and project-related neighborhood meetings and/or stakeholder meetings so that the information can be incorporated into the CORE MPO's plans and programs. XIV. IT IS FURTHER INTENDED, that the Chatham Area Transit Authority shall: 1. Collaborate with the on-going continuing, cooperative and comprehensive transportation planning process of the CORE MPO. 2. Make available to the CORE MPO any records, documents or information necessary to accomplish the planning objectives and to develop the CORE MPO's 20-year multimodal Metropolitan Transportation Plan(MTP) and the TIP. 3. Contribute funds toward the annual budget for the CORE MPO's operations as established by the adopted UPWP and the funding contribution formula provided in Exhibit B or by the MPC—CAT Inter-local agreement. 4. Notify CORE MPO in advance of public meetings and project-related neighborhood meetings and/or stakeholder meetings so that the information can be incorporated into the CORE MPO's plans and programs. XV. IT IS FURTHER INTENDED, that the Savannah Airport Commission assist the MPO in gathering information and data relating to the planning process as may be necessary to ensure that the Savannah Airport Commission is adequately served by the CORE MPO. Such data includes but is not limited to employment, land use, traffic, air traffic, and major street or enplanement changes. The Savannah Airport Commission will contribute funds to support the CORE MPO's operations, as established by the adopted UPWP and the funding contribution formula provided in Exhibit B. XVI. IT IS FURTHER INTENDED, that the Georgia Ports Authority (GPA) either provide or assist the MPO in gathering information and data relating to the planning process as may be necessary to ensure that GPA is adequately served by the CORE MPO. Such data includes but is not limited to employment, traffic, projected port activity, and major street or gate changes. 20150423AmendedCityCouncilPacket Page 73 of 162 20150421/y1 The Georgia Ports Authority will contribute funds to support the CORE MPO's operations, as established by the adopted UPWP and the funding contribution formula provided in Exhibit B. XVII. IT IS FURTHER INTENDED, that: 1. The CORE MPO's planning process shall be of a continuing, comprehensive, cooperative nature and that all planning decisions shall be reflective of and responsive to the needs and desires of the local communities as well as the programs and requirements of the Georgia Department of Transportation and the U.S. Department of Transportation. 2. A reappraisal shall be made of the CORE MPO whenever there is a significant change in the community's goals and objectives, land use patterns, or travel characteristics or at least once every five (5) years. 3. The participating agencies shall cooperate in all phases of the CORE MPO's transportation planning process. Adequate and competent personnel shall be assigned to ensure development of adequate and reliable data. 4. All parties to this agreement shall have access to all study related information developed by the other agencies, including the right to make duplication thereof. 20150423AmendedCityCouncilPacket Page 74 of 162 20150421/jr1 This document is a Memorandum of Understanding (inclusive of Exhibit A and Exhibit B) expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF SAVANNAH Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 75 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. COUNTY OF CHATHAM Witness Commission Chairman Notary Public 20150423AmendedCityCouncilPacket Page 76 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF BLOOMINGDALE Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 77 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF GARDEN CITY Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 78 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF POOLER Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 79 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF PORT WENTWORTH Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 80 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. TOWN OF THUNDERBOLT Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 81 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF TYBEE ISLAND Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 82 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. TOWN OF VERNONBURG Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 83 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CITY OF RICHMOND HILL Witness Mayor Notary Public 20150423AmendedCityCouncilPacket Page 84 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. EFFINGHAM COUNTY Witness Commission Chairman Notary Public 20150423AmendedCityCouncilPacket Page 85 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CHATHAM COUNTY - SAVANNAH METROPOLITAN PLANNING COMMISSION Witness Executive Director Notary Public 20150423AmendedCityCouncilPacket Page 86 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. CHATHAM AREA TRANSIT AUTHORITY Witness Executive Director Notary Public 20150423AmendedCityCouncilPacket Page 87 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. SAVANNAH AIRPORT COMMISSION Witness Executive Director Notary Public 20150423AmendedCityCouncilPacket Page 88 of 162 20150421/jr1 This document is a Memorandum of Understanding expressing the present intentions of the parties. Obligations established within any previous versions of this Memorandum of Understanding are rescinded upon the execution of this agreement. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to undertake as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this day of , 2015. GEORGIA PORTS AUTHORITY Witness Executive Director Notary Public 20150423AmendedCityCouncilPacket Page 89 of 162 20150421/jr1 GEORGIA DEPARTMENT OF TRANSPORTATION RECOMMENDED: Director of Planning Georgia Department of Transportation Chief Engineer Georgia Department of Transportation Witness Commissioner Notary Public 20150423AmendedCityCouncilPacket Page 90 of 162 20150421/01 Exhibit A -Metropolitan Planning Area (MPA) Boundary of the Coastal Region Metropolitan Planning Organization (CORE MPO) CORE MPO M itan P . nning Area (MPA) - 2014 ffingham Legend CORE MPO MPA Boundary Burkhead Urban Cluster RincOn Urban Cluster \ Savannah Urbanized Area - Tybee Island urban Cluster r Bryan — Chatham R E Updated April 2014 F rn, D 179iies C[3R E CcAS 1 AL REGION MPG 20150423AmendedCityCouncilPacket Page 91 of 162 20150421/jrl Exhibit B - Intergovernmental Agreement for the Operations of the Coastal Region Metropolitan Planning Organization (CORE MPO) 20150423AmendedCityCouncilPacket Page 92 of 162 20150421/jr1 Exhibit B Coastal Region Metropolitan Planning Organization Contribution Formula The Parties agree that it is in the best interest of the public and governmental entities that the function of CORE MPO be supported. The CORE MPO's operating functions will be funded through the federal Metropolitan Planning set aside pursuant to the provisions of 23 USC §104(f), the Metropolitan Transit Planning funds pursuant to the provisions of 49 USC §5303, the federal Urban Attributable funds, and the local membership dues to match the federal grants. This Exhibit specifies the formula for membership contributions to support the CORE MPO's transportation planning process. In general the CORE MPO's functions will be to maintain a continuing, cooperative and comprehensive transportation planning process for the Bryan — Chatham — Effingham region within the CORE MPO's MPA boundary as defined in Title 23 USC Section 134 and Section 5303 of the Federal Transit Act. The CORE MPO's detailed staff work activities and planning procedures will be outlined in the annual Unified Planning Work Program (UPWP). The CORE MPO UPWP will include detailed budget information based on the anticipated grant funding contracts with the Georgia Department of Transportation. The local match to the federal grants for MPO's operations will be based on the UPWP budget. The local matching funds will be funded by the Parties based upon a formula as described herein. The population component of the formula will be based on the 2010 decennial census population information. The formula for dues will be as follows: 1. The total local funds contribution will be the dollar amount approved by the CORE MPO in the Unified Planning Work Program (and budget), which is typically reviewed and approved in April each year. 2. The amount of each member's contribution would be a base of $1,000 plus a proportion based upon population. Counties would contribute based upon their unincorporated population plus 25% of the municipalities' population. Municipalities' proportional contribution would be based upon 75% of their population. Authorities would contribute a fixed amount based upon the 70th percentile of the counties and municipalities contribution and would be subtracted from total local fund contribution amount before applying the proportional plus $1000 base formula. The Georgia Department of Transportation, the Economic Development and Freight, Citizens and Accessible Transportation Advisory groups and the Chatham County — Savannah Metropolitan Planning Commission members will not be assessed dues. 3. Invoices will be sent out to members after the approval of the Unified Planning Work Program (in May each year) and payment will be due by June 30. 20150423AmendedCityCouncilPacket Page 93 of 162 20150421/01 2010 Census CORE MPO Planning Area Population Jurisdiction/Agency r Population Percent of MPA Population Richmond Hill 9,281 3.36% Unincorporated Bryan County in MPA 542 0.20% Bloomingdale 2,713 0.98% Garden City 8,778 3.18% Pooler 19,140 6.92% Port Wentworth 5,359 1.94% Savannah 136,286 49.31% Thunderbolt 2,668 0.97% Tybee Island 2,990 1.08% Vernonburg 122 0.04% Unincorporated Chatham County 87,072 31.50% Effingham County within Savannah UZA 1,455 0.53% Total CORE MPO MPA Population 276,406 100.00% Chatham Area Transit N/A Savannah Airport Commission N/A Georgia Ports Authority N/A 20150423AmendedCityCouncilPacket Page 94 of 162 20150421/jr1 C O R E Additional Questions and Answers COASTAL REGION MPO Regarding the CORE MPO Reapportionment What do you know or understand about the MPO? A Metropolitan Planning Organization(MPO)is a regional transportation planning body that is required in urbanized areas with a population over 50,000. The MPO is responsible for administering the federally required 3-C(comprehensive,cooperative and continuing)transportation planning process for its urbanized area. What is the Reapportionment? Reapportionment refers to the process of updating the Metropolitan Planning Area,Memorandum of Understanding(MOU),By- laws,plan documents and Unified Planning Work Program. When an urbanized area reaches a population of over 200,000,the MPO is designated a Transportation Management Area(TMA), the status of which imposes more stringent requirements on the MPO.The MPO for the Savannah Urbanized Area,which is called the Coastal Region Metropolitan Planning Organization(CORE MPO),was designated a TMA in 2002. An MPO performs the 3-C transportation planning process within the planning boundary called the Metropolitan Planning Area (MPA).The MPA must be revisited following each decennial Census to ensure that the MPO planning boundary includes the current Census Urbanized Area(UZA)and areas expected to become urbanized in the next twenty(20)years.The current CORE MPO planning area is Chatham County. However,the 2010 Census data show that the Savannah Urbanized Area has expanded to neighboring Bryan County and Effingham County.Thus,the revised MPA for CORE MPO should include the Savannah UZA plus areas expected to be urbanized in the next twenty years. With the revision of the CORE MPO's planning boundary,the MPO board and its advisory committees'compositions,the MPO's governing documents,as well as all of the MPO's plans and programs need to be updated to reflect the change. Why are you involved? If you are a municipality within Chatham County or a transit,port or airport authority,you have been a member since the early 1970s. The CORE MPO purpose is to be a collaborative decision-maker for our areas transportation program. Your participation is important to this process.If you are joining-welcome. Who Pays? Currently the City of Savannah and Chatham County pay for all of the local match needed to operate the CORE MPO's planning process. Other jurisdictions or authorities have not participated with financial support. During our update it was proposed that all jurisdic- tions and authorities should contribute a fair share of the costs that ensures the region maintains access to federal funds of about $180 million over the current four year period. The CORE MPO Board believes all members should share the cost of the planning process because the MPO's operation is beneficial to the entire region—for no other reason than to ensure flow of federal transpor- tation dollars to the region. Several formulas were considered for the dues calculation.The result is that base contribution for each member would be$1,000 plus a proportion based upon population. Counties would contribute based upon their unincorporated population plus 25%of the municipalities'population. Cities proportional contribution would be based upon 75%of their population. Authorities would con- tribute a fixed amount at the 70th Percentile of the jurisdictions'contributions. Please explain how the dues invoice would work with our fiscal year(January to December and July to June) The MPC will invoice each jurisdiction annually,probably in May,with payment due in June.The amount would be based upon the Unified Work Program(and budget)reviewed and approved by the CORE MPO Board in the spring of each year.The budget for each year historically has been fairly consistent, so during your budget process,you can use the prior year as a guide to your future year contribution in your budget process. 20150423AmendedCityCouncilPacket Page 95 of 162 20150421/04-07-2015 What are your commitments in the MOU? This excerpt from the MOU is applicable to counties and municipalities: XIII. IT IS FURTHER INTENDED,that the signatory counties and municipalities,within its official jurisdiction,be responsible for the following: 1. Collaborate with the continuing, cooperative and comprehensive transportation planning process of the CORE MPO. 2. Maintain records including crashes occurring on the roads and highways by location and description,and maintain these files on a current basis as provided by your policies and procedures and provide the data to the CORE MPO for analysis and reports upon request. 3. When requested,assist the CORE MPO to collect planning information within the counties and/or municipalities such as socioeconomic data,utility locations,land use and zoning, street inventories,inventories of bicycle and pedestrian facili- ties,and other data as required for the metropolitan planning process. 4. Consider providing local funds for planning, scoping,preliminary engineering,right-of-way acquisition,utility and con- struction to leverage or match federal funds to further the implementation of the CORE MPO priorities per appropriate project framework agreement with the Georgia Department of Transportation. 5. Aid the MPO in developing planning-oriented planning, scoping,preliminary engineering,right-of-way,utility and construction cost estimates where applicable for the CORE MPO's 20-year multimodal Metropolitan Transportation Plan (MTP). 6. Contribute funds toward the annual budget for the CORE MPO's operations as established by the adopted UPWP and the funding contribution formula provided in Exhibit B. 7. Notify the CORE MPO in advance of public meetings and project-related neighborhood meetings and/or stakeholder meetings so that the information can be incorporated into the CORE MPO's plans and programs. What do you get for participating and contributing? As was previously mentioned our area maintains its eligibility for federal funds. MPOs were created to provide a local decision- making body to carry out a planning program and set priorities for use of federal funds to ensure the expenditures related to the need and the project would have a consensus of the community's to support the transportation improvements. Many of the transportation improvements in our plans are regional projects which may not appear to satisfy mobility needs in a specific area like your municipality. Do you have any federal and state investments in your area? Do you have a planning or improvement project on your list that would be eligible? Actively participating in the planning program will ensure your needs get addressed. What will you get for your dues? The benefits of the program include but are not limited to: 1. Access to the CORE MPO staff for technical support,which is particularly a benefit for smaller jurisdictions that do not have a dedicated planning staff. 2. Access to CORE MPO funds to address your planning needs,which can address regional or localized mobility issues. If your planning project is programmed you will get a direct benefit on your contribution. (Your contribution is match for the federal funds, so for every two dollars of local funds provided eight dollars of federal funds are available—a 300%return on investment). 3. Eligibility for federal funds for design,rights of way and construction projects. A project is required to be programmed in the Metropolitan Transportation Plan and the Transportation Improvement Plan to be eligible for federal funding.Until the CORE MPO Board includes the project in these plans the funding will not be authorized. 4. Continued access to federal funds.Your contribution will support the CORE MPO planning program that is mandated by the Federal Highway/Federal Transit Planning Rules and must be satisfactorily accomplished or no federal funds will be authorized.Your participation is important. 20150423AmendedCityCouncilPacket Page 96 of 162 20150421/P4-07-2015 City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: April 23, 2015 Item: Jones Avenue Paving and Cross-walks; Consideration of amending project cost(change order) for with R.B. Baker Construction ($156,153.35 for paving and three stamped pedestrian cross-walks and appropriate signage at 4th, 8th and 15th Street intersections) to upgrade the paving mix to a higher grade and to add a tack coat(s). Staff recommends Alternative B. Cost of either alternative is within budget cost for project of$178,000 Alternate A: $7,500 additional cost- This alternative added scope will cover additional material cost of a bituminous tack coat application of approximately 680 gallons and additional labor and equipment cost associated with two process—Total cost of project would go from $156, 153.35 to $163,653.35. Alternative B: $19,500 additional cost—This alternative added scope to cover the additional material cost of the Open Graded Interlayer mixture, bituminous tack coat application of approximately 1,200 gallons and the additional labor and equipment cost associated with the two processes.- Total cost of project would go from $156,153.53 to $175,653.53. Account Number: 321-4210-54-1401 (2013 SPLOST— Street Paving, Jones Avenue) Paper Work: _X_Attached* Audio/Video Presentation** Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org 20150423AmendedCityCouncilPacket Page 97 of 162 20150421/01 DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA INTERDEPARTMENT CORRESPONDENCE FROM: Tony J. Felix DATE: May 26, 2011 TO: Sheila Hines, State Bituminous Construction Engineer SUBJECT: Summary of OGI Test Site Performance As you are aware, In October 2010, several test sections including various pavements were placed on US80 in Bulloch County on project #M004129 to determine the crack reflection mitigation characteristics of each. This project on US80/SR26 began at US25/SR67 and extended through the city of Portal to the Emanuel County Line. The project typical required a single layer surface treatment using#7 stone and CRS-2H placed over the existing pavement with 801bs/yd2 of leveling to be placed over it. This project was selected to evaluate these characteristics due to the original roadbed being concrete. This section of US 80 has approximately 5 inches of asphalt over the original concrete travel lane (see photo 1-2) 20150423AmendedCityCouncilPacket Page 98 of 162 20150421/01 ' Toilk 7 Photo 1,US 80 Original Roadbed Showing Underlying Concrete 20150423AmondodCityCounci|Paoko Page 99 of 162 2015042100 Photo 2,US 80 Existing Pavement with Reflective Cracking/Block The following detail shows each test section and the rehabilitative strategy application used in its limits. As shown a total of 4 test sites were marked on the existing pavement and dirt shoulder prior to being overlaid. Each site contained a transverse bottom up reflective crack extending completely across the lane that originated from an underlying concrete expansion joint. These sites have been continually monitored for the return of reflective cracking. 20150423AmendedCityCouncilPacket Page 100 of 162 20150421/01 Begin Project West Bound Lane East Bound Lane Rwy Marker 0+00 I 8+65 I cn Begin Open Graded Crack Relief I � Interlayer/Leveling @ 100 lbs/yd2 with PG67-22 tack @ .06gall/yd2 I r+ Note: Approx. 90-951bs/yd2 = 1 inch I 70 compacted mat I N 2 I 34+44 Test Site 1 Q 00 O I 0• 64+52 Test Site 2 I Q I 0 End OGI with 67-22 Tack 87+55 Begin OGI with CRS-2L Tack @ 09 gall/yd2 I 3 3 92+82 I fto Test Site 3 I I 3 111+15 End OGI with CRS-2L su Begin Control Section with 80 lbs/yd2 of I 9.5mm type I Lev with PG67-22 Tack @ G 113+96 04 gall/yd2 Test Site 4 arq r+ I 0 End Control Section with 9.5mm ley -a Begin SST with .35 all d2 of CRS-2H 124+37 g gall/yd2 I O. and 801bs/yd2 9.5mm leveling n I �* End SST with .35 gall/yd2 CRS-2H '"t' 129+66 Begin SST According to project typical I su 20150423AmendedCityCo ancilPacket Page 101 of 162 20150421/jrl C r - \\ ',-.....1P-;..':-!,:-.',.., te . - t" . Photo 3, October 2010 Test Site 1 OGI adjacent SST and Leveling g Ailk x' 4s' � 4444,, _ t, .®4F► a.,' •fi 'NAtit." I . .444' u6 - :-...`''.2:4'‘% -;,r, '''r.: -,11,• -A' .*A --4, or; . r4 t1 rr '° r `" ,�4 ite 1j .,, ..mss;fir .. ,i•I l '� .t.. ' -. +�~�.. 46 J, i roy-L ..4---A is- ie 1F,�ii'' ''' 0,,. 7 . i .'tea.y r•ri,,,�;•,' ! 4�.4'- :"•"F ..sib 4"' y .1 zw • O,4 X4+5° r {y.` b 4. , • A�4 41 }s • 4.Y' y,:1, '►� '.y' 1 A � . U�� a •.'y. z . o- v.- 1 •A' *' q ; * ,a rc ♦.."ri. aT;.-. pero ,1 Photo 4, May 2011 Cores Test Site 1 20150423AmendedCityCouncilPacket Page 102 of 162 20150421/jrl IK°1"' - .__tea,...=.. 1 pis . � : s 5 ^I �s s %� { " m ar 'R9' �5 �4 .. �����=� � �,,,L� -,��tv4 �� ,,,'��� �''�`� � � -^mot -r� °q ' r.4 ' tit ` a ,, .?� 'f r -;:0'.1-1.1'.,7''--1V.t4Vi-40.0Wi,4=-N',,i-i'-‘triiN.' 'n-t;',-*A- '..*_,--1-V-.ACW.:4'C.52,04. 44,..',',0,,i..--;:' ," -V-,- '..4,-.40.:4;.',-*-17f-1--',-'7•,• 1.', -,,i`Mi_.-,•••.-N-=•=,,- -,—ZV 4 7'I^ 9 Ty W- ... Ystom +-ys.Z i„ .. Photo 5, October 2010 Test Site 2 OGI adjacent to SST and Leveling -.k.. M`. wj � "': = '• :• ` 'A ^ ` „� e 1MA�� ^ r �'•:,,k'"_; t.dt: Tititr. ..„. 1'..AKIA-7, .1 4` 7:,....r , : ' ', 4.,. . *. ..-7. ,1 M r L ,'. wr�.�A pl , i,‘11, t eb .•_ •:• t.X.:, -.., ll'Iairlitt ."....- . 4114.. ..,,,'.10.. e ,• • , t di..•. , ,, .....”, iti., A A.,: ...• , I. Photo 6, May 2011 Cores Test Site 2 20150423AmendedCityCouncilPacket Page 103 of 162 20150421/jrl j ( Td ' rc ' { • • Photo 7, October 2010 Test Site 3 OGI adjacent to SST and Leveling a ' • ' ` S 1t . '..l '- 9U . s ....s*,...-.. i.4, .,,4 � , *± ki ir 01 �y i4 •• ' r 'e ` /� - - p � I y a -.'' r w.#,'.$ / '1,.4'!L+ t .a st; 7 Ilk 'i► V‘.%.j1' r r , y r l T• Photo 8, May 2011 Cores Test Site 3 20150423AmendedCityCouncilPacket Page 104 of 162 20150421/jrl -Jill ii ap IN A1416.4 ,r. ,��� Via, r . , NI, .„91,. ,,-. ,, e ...,,iv. . ,, 1. .'..4 _.' •"' 4 '..-.•rtk ..,11.A,r`.7i , d,.., ..„,. ,.......4.-76Tiliale','Ire 4 lit,101111 1 1 fr.‘,.'' i i 1, . ,, ;I,: ••••• . 4r1IP ' .. •,Ilift,ii„ ! �_ 1 , • k ' fi •• '`•� f F s 1 .tt '4'':S.Q "r -.."•'''''.4P 4 • +aRe' A , ".WP a S 1'6' p "� ,' M w + % fo,,go. .. ., a.. Y sr., 4,1,4 f t . P •ii:• f*OF tit+ 1. 4":0'' 9 •:" v x10, [?s 1 ,rF` � it '1'� . ! 4, E — ie= a - r iA " 11141 ;r�. » ..• , ` ' + ,-119`,...",011%."--∎ .- 41.4. • a �" ; t10:x• ` c_---1:),C\-\\-C, 1 r ` () �• ' 0. i ale!' !O. .r s D fie �► ti `% ! V• , Photo 9, May 2011 Test Site 3 SST adjacent to Leveling Control Section As seen in each of the pictures of the cores, at this time none of the pre-existing cracks have reflected through into the surface lift. The core taken at Site 1 on the SST lane showed that the crack had slightly entered the single layer surface treatment interlayer. All other cores taken at test sites including the control section where 9.5mm leveling only was used over the existing showed no signs of crack propagation into the pavements lifts above the original crack. As you know, during the months of December 2010 through February 2011, a large quantity of reflective cracks were observed and noted in the surface mix. These cracks were found in the SST sections,in the leveling control section, and throughout the City of Portal. These reflective bottom up cracks extended completely across the lanes (see photo 10— 12). 20150423AmendedCityCouncilPacket Page 105 of 162 20150421/01 s - IByIP iwr�aaC-.- AIL r 41-le: '1,, j. •••• ' . . , it r Photo 10, OGI Adjacent to ST, Approximately 64+00 20150423AmendedCityCouncilPacket Page 106 of 162 20150421/jrl • Photo 11, Control Section 801bs leveling only cracking Photo 12,US80 City of Portal mill and inlay,before and after three weeks 20150423AmendedCityCouncilPacket Page 107 of 162 20150421/01 As you know, at this time a large majority of the cracking observed in the SST and Control sections have slightly healed or partially closed up.Although a scar from the original crack still exists,traffic and summer heat have for the most part closed the crack up. The full lane width cracks seen in the new surface in the above photos compared to the crack scrars seen now,may be attributed to the thermal expansion and contraction characteristics of the underlying PCC. Since the original observation of the notable cracks were found in the winter months and during the hot summer months they have healed up,it can be determined that newer pavements handle these internal stesses better than aged ones. The sites where a notable crack was observed in the winter months have been marked and dated. They will be closely monitored for the return of the cracks as traffic applies compression loading to the pavement surface and tensile stresses to the lower part of the pavement structure. If any father information is needed pertaining to this on-going evaluation please let us know. 20150423AmendedCityCouncilPacket Page 108 of 162 20150421/01 Revised:May 17,2011 DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA Section 415—Asphaltic Concrete Open Graded Interlayer 415.1 General Description This work includes constructing a bituminous plant produced Asphaltic Concrete Open Interlayer over the existing roadway surface. The mixture shall serve as asphaltic concrete leveling over irregular surfaces and provide mitigation for reflective cracking prior to the placement of the final surface pavement. The mixture shall conform to the lines, grades, thicknesses, typical sections and cross sections shown on the Plans or established by the Engineer. This section includes the requirements for Asphaltic Concrete Open Graded Interlayer mixtures regardless of the gradation of the aggregates, type and amount of bituminous material, or pavement use. Follow the requirements in Section 400, and Section 828 for production and placement, materials, equipment, and acceptance plans except as noted or modified in this Specification. Acceptance of work is on a lot-to-lot basis according to the requirements of this Section, Section 400 and Section 106. 415.1.01 Definitions Asphaltic Concrete Open Graded Interlayer: an open graded mixture placed at a lift thickness that yields stone on stone contact that provides in-place air void content in excess of 20% to mitigate existing cracking within asphaltic concrete pavements. 415.1.02 Related References A. Standard Specifications Section 400–Hot Mix Asphaltic Concrete Construction Section 800-Coarse Aggregate Section 802–Aggregate for Asphaltic Concrete Section 820–Asphalt Cement Section 828-Hot Mix Asphaltic Concrete Mixtures A. Standard Specifications Section 106—Control of Materials Section 109 Measurement and Payment Section 152—Field Laboratory Building Section 413—Bituminous Tack Coat Section 802—Coarse Aggregate for Asphaltic Concrete Section 828—Hot Mix Asphaltic Concrete Mixtures B. Referenced Documents AASHTO T 209 AASHTO T 202 AASHTO T 49 AASHTO T 315 Department of Transportation Standard Operating Procedure(SOP)27,"Quality Assurance for Hot Mix Asphaltic Concrete Plants in Georgia" Department of Transportation Standard Operating Procedure(SOP) 15 20150423AmendedCityCouncilPacket Page 109 of 162 20150421/01 Department of Transportation Standard Operation Procedure(SOP)40 GDT 38 GDT 73 GDT 83 GDT 119 GDT 125 GDT 126 GSP 15 GSP 21 QPL 1 QPL 2 QPL 7 QPL 26 QPL 39 QPL 41 QPL 45 415.1.03 Submittals A. Invoices Furnish formal written invoices from a supplier for all materials used in production of HMA when requested by Department. Show the following on the Bill of Lading: • Date shipped • Quantity in tons(megagrams) • Included with or without additives(for asphalt cement) Purchase asphaltic cement directly from a supplier listed on Qualified Products List 7 and provide copies of Bill of Lading at the Department's request. B. Paving Plan Before starting asphaltic concrete construction,submit a written paving plan to the Engineer for approval.Include the following on the paving plan: • Proposed starting date • Location of plant(s) • Rate of production • Average haul distance(s) • Number of haul trucks • Paver speed feet(meter)/minute for each placement operation • Mat width for each placement operation • Number and type of rollers for each placement operation • Sketch of the typical section showing the paving sequence for each placement operation • Electronic controls used for each placement operation • Temporary pavement marking plan If staged construction is designated in the Plans or contract,provide a paving plan for each construction stage. 20150423AmendedCityCouncilPacket Page 110 of 162 20150421/jrl If segregation is detected,submit a written plan of measures and actions to prevent segregation. Work will not continue until the plan is submitted to and approved by the Department. C. Job Mix Formula Submit to the Engineer a written job mix formula proposed for each mixture type to be used based on an approved mix design.Furnish the following information for each mix: • Specific project for which the mixture will be used • Source and description of the materials to be used • Mixture I.D.Number • Proportions of the raw materials to be combined in the paving mixture • Single percentage of the combined mineral aggregates passing each specified sieve • Single percentage of asphalt by weight of the total mix to be incorporated in the completed mixture • Single temperature at which to discharge the mixture from the plant • Theoretical specific gravity of the mixture at the designated asphalt content • Name of the person or agency responsible for quality control of the mixture during production Do the following to have the formulas approved in accordance with SOP 40"Approval of Contractor Job Mix Formulas" and to ensure their quality: 1. Submit proposed job mix formulas for review at least two weeks before beginning the mixing operations. 2. Do not start hot mix asphaltic concrete work until the Engineer has approved a job mix formula for the mixture to be used.No mixture will be accepted until the Engineer has given approval. 3. Provide mix designs for all SMA, Superpave and 4.75 mm mixes to be used.The Depaitment will provide mix design results for other mixes to be used. 4. After a job mix formula has been approved,assume responsibility for the quality control of the mixtures supplied to the Department according to Subsection 106.01,"Source of Supply and Quantity of Materials." D. Quality Control Program Submit a Quality Control Plan to the Office of Materials and Research for approval. The Quality Control Program will be included as part of the certification in the annual plant inspection report. 415.2 Materials The requirements established in Section 400 are to be followed for Asphaltic Concrete Open Interlayer production and placement,materials,equipment,and acceptance plans except as noted or modified in this Specification. Ensure that materials comply with the specifications listed in Table 1. Table 1—Materials Specifications Material Subsection Asphalt Cement, Grade Specified 820.2 Coarse Aggregates for Asphaltic Concrete 802.2.02 Fine Aggregates for Asphaltic Concrete 802.2.01 Mineral Filler 883.1 Heat Stable Anti-Stripping Additive 831.2.04 Hydrated Lime 882.2.03 20150423AmendedCityCouncilPacket Page 111 of 162 20150421/jrl Silicone Fluid (When approved by the Office of Materials and Research) 831.2.05 Bituminous Tack Coat: PG 58-22, PG 64-22, PG 67-22 820.2 Hot Mix Asphaltic Concrete Mixtures 828 415.2.01 Mix Design Requirements The Open Graded Mixture shall be formulated to contain approximately 20 to 25 percent in-place air voids after compaction. Use approved mixtures that meet the following mixture control tolerances and design criteria: Table 1 — Asphaltic Concrete Open Graded Interlayer Mixture Design and Control Mixture Design Gradation Limits, % Passing Sieve Size Control Tolerance, % Open Graded Interlayer 3/4 in (19 mm)sieve ±0.0 100 1/2 in (12.5 mm)sieve ±6.1 80- 100 3/8 in (9.5 mm)sieve ±5.6 40-65 No.4 (4.75 mm)sieve ±5.7 10-25 No. 8 (2.36 mm)sieve ±4.6 2-8 No. 200 (75 pm)sieve ±2.0 1 -4 Range for%AC ±0.4 4.00—5.00 Class of stone (Section 800) "A"only Drain-down (AASHTO T305), % <0.3 Design optimum air voids (%) 22%±1 Control Sieves used in Acceptance Schedule 3/8 in., No. 8(9.5 mm, 2.36 mm )and Asphalt Cement Notes: 1. Use only PG 67-22 asphalt cement(specified in Section 820). 2. Use no less than 1.0% hydrated lime regardless of aggregates group or source(s) used. The Department will design the Open Graded Interlayer mixture. All materials and appropriate related information (material sources, gradation and project for use) shall be furnished to the Office of Materials and Research. Once the materials and related information has been provided, the Department shall have four weeks to design the mixture. The Department will establish the mix design Asphalt Cement content for the mix. 415.3 Construction Requirements The requirements established in Section 400 are to be followed for warm mix asphaltic concrete production and placement, materials,equipment,and acceptance plans except as noted or modified in this Specification. 415.3. 01 Personnel General Provisions 101 through 150. 415.3.02 Construction Asphaltic concrete plants that produce mix for Department use are governed by Quality Assurance for Hot Mix Asphaltic Concrete Plants in Georgia,Laboratory Standard Operating Procedure No. 27. Follow requirements established in Section 400 for production and placement, materials,equipment,acceptance plans and adjustments except as noted or modified in this Specification. 20150423AmendedCityCouncilPacket Page 112 of 162 20150421/jrl A. Apply the bituminous tack coat according to Section 413.The Engineer will determine the application rate,which must be within the limits of 0.03 gal/yd2 to 0.05 gal/yd2. B. The mix shall be produced and placed at a temperature of 250°F with a tolerance of±20°F. C. Place the mix to a compacted lift thickness of 1-inch.For construction purposes,the target thickness will be converted to spread rate based on the bulk specific gravity of the asphaltic concrete mixture being used as shown in the following equation: Spread rate(lbs/yd2)=t*Gmb*46.8 Where: t=Compacted lift thickness(inches) Gmb=bulk specific gravity of the mix from the approved mix design The spread rate shall be controlled within 10 lbs/yd2(6 kg/m2). D. Do not place mix at air temperatures below 50°F. E. The mix shall be compacted in a manner to achieve 20%-25%in-place air voids. Steel wheel rollers operating in static mode only will be used to seat the lift of Asphaltic Concrete Open Graded mixture.Pneumatic tire rollers shall not be allowed on the Asphaltic Concrete Open Graded mat. 415.4. Measurement If the spread rate exceeds the upper limits outlined in Subsection 415.3.02.0,the mix in excess will not be paid for.If the rate of the spread is less than the lower limit,the deficient course is subject to correction by overlaying the entire lot. The mixture used for correcting deficient areas is paid for at the Contract Unit Price of the course being corrected and is subject to mixture control requirements established in Table 1 —Asphaltic Concrete Open Graded Crack Relief Interlayer Mixture Design and Control. 415.5 Payment Asphaltic Concrete Open Graded Crack Relief Layer mix is paid for at the Contract Unit Price per ton(megagram). Payment is full compensation for furnishing and placing materials including asphalt cement,hydrated lime,approved additives,and for cleaning and repairing,preparing surfaces,hauling,mixing, spreading,rolling,and performing other operations to complete the Contract Item. Payment will be made under: Item No.415 Asphaltic Concrete Open Graded Crack Relief Interlayer, group-blend, Per ton (megagram) Including bituminous materials and hydrated lime 415.5.01 Adjustments A. Materials Produced and Placed During the Adjustment Period Follow requirements established in Section 400 for production and placement,materials,equipment,acceptance plans and adjustments except as noted or modified in this Specification. Asphaltic Concrete Open Graded Crack Relief Interlayer shall be granted an adjustment period for the first Lot or day, whichever is less, produced for the Contract. A new adjustment period shall not be granted for a change of producer, mix design or asphalt plant location. The adjustment period is provided to adjust or correct the mix and to establish the construction procedures and sequence of operations. Test the mixture in accordance with Section 400.3.06. Maintain the asphalt cement content and gradation within the limits provided in Table 1 — Asphaltic Concrete Open Graded Interlayer Mixture Design and Control. The Engineer will not used these test results in the acceptance for payment decision but production and placement operations shall cease for failure to meet mixture control tolerances established in Table 1 — Asphaltic Concrete Open Graded Interlayer Mixture Design and Control. 20150423AmendedCityCouncilPacket Page 113 of 162 20150421/jr1 415.5.02 Determine Lot Acceptance The Engineer will accept the mixture based on visual inspection. The mixture shall be inspected for texture,segregation, bleeding,fat spots,raveling,delamination,tearing,targeted in-place air void content and slippage areas.Remove and replace and areas determined to be unacceptable to the Engineer. 20150423AmendedCityCouncilPacket Page 114 of 162 20150421/jrl DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA INTERDEPARTMENT CORRESPONDENCE FILE: PRC10-S007-00(629)C1 OFFICE: Materials and Research Jenkins County Forest Park, Georgia DATE: May 13, 2010 FROM: Tony J. Felix, Assistant State Bituminous Construction Engineer TO: Sheila Hines, State Bituminous Construction Engineer SUBJECT: Open Graded Crack Relief/Leveling Interlayer As you are aware, GDOT currently uses a single layer surface treatment interlayer directly over the existing pavement surface to retard reflective fatigue/block cracking. Although, this process is proven to be effective, several limitations apply to the use of this crack relief method in some circumstances. Since this process is directly influenced by an acceptable use and application of emulsion and number seven stone, a traditional milled surface cannot be directly overlaid. Most projects included in the maintenance rehabilitation program consist of rural routes typically including a short section within curb and gutter through small towns. These sections are milled and inlayed to the surface mix typical depth. Once these sections are milled, the final surface prior to inlay normally is observed to have the most severe cracking within the project limits. These cracks are usually wider and more frequent than the out of town sections. It is not unusual for the cracks to reflect up through the new pavement surface within the curb and gutter areas within 6 months to a year after completion. Since the tack for the aggregate will fill the troughs in the milled surface leaving nothing to bond the aggregate, single layer surface treatment in not useful in these conditions. Some have proposed to mill deeper, thin lift level, single layer surface treatment, level again, and then overlay. This option is not practical for numerous reasons. 1. Most small towns don't have enough total in-place pavement structure to increase mill depths. Encountering sub-grade or granular base next to the curb where the original road was widened and utilities were added during milling is common. For example: 75 lbs/yd2 of leveling over the milled surface +3/4 inches of surface treatment+ 75 lbs/ yd2 of leveling over the surface treatment+ 165 lbs/yd2 of surface mix= 3 3/4 inches mill and inlay. 2. Even if adequate pavement structure were present, the additional cost for the milling, leveling, tack, and traffic control would not be practical. 3. Since the surface treatment must be immediately leveled prior to traffic exposure to prevent stone loss/ vehicle damage, this option would not typically work in towns due to traffic constantly crossing/turning on the un-compacted pavement surface. 20150423AmendedCityCouncilPacket Page 115 of 162 20150421/01 Other issues to consider when using single surface treatment as a crack relief layer include the following: 1. This application has specific weather and seasonal limitation that pertain to its use. The use of emulsion as the tack material is the most significant limiting factor involved with this process. The contractor must wait until the emulsion is completely set prior to covering with the asphaltic concrete leveling course. Recently, the Department experienced issues on a project where the leveling over the surface treatment raveled after being exposed to traffic. This material failure was attributed to saturated sub-grade and base material under a moderately cracked roadway where the overnight temperatures were near freezing before and immediately after paving. These factors resulted in the emulsified asphalt being unable to cure and develop adequate strength to bond the aggregate particles. Additionally, the pavement was under traffic shortly after paving which exacerbated the problem related to the uncured asphalt emulsion. Based on this experience and other similar occurrences, the specifications were revised. These revised specifications are found on The Source "Sub-section 424.3.05.A Observing Seasonal and Weather Limitations" and are summarized below: • Ambient temperature has not been less than 50 °F (10 °C) for 48 hours immediately prior to application. • No forecast of ambient temperature less than 50 °F (10 °C) for 48 hours immediately following application. • Ambient temperature and road surface temperature is at least 60 °F (16 °C) and stable at the time of application. • No exceptions are permitted except as authorized by the Engineer. Do not apply asphalt cement to a wet surface. NOTE 1: When the relative humidity exceeds 80%, the ambient temperature exceeds 95 °F (35 °C), the pavement temperature exceeds 125 °F (52 °C) or the weather is windy or overcast, application of bituminous surface treatment will be at the discretion of the Engineer. This change in weather and temperature requirement has resulted in helping make this process very effective in preventing reflective cracking from the underlying pavements in non milled or high volume traffic conditions. However, construction may be delayed during the fall and winter months using this process even though the placement of the surface mix is allowed for the current ambient air temperature. 2. This procedure, as with all applications of surface treatment, utilizes a chip spreader to place the aggregate. It has often been observed that when the chip spreader stops between truck exchanges, an overlap of aggregate results in a noticeable bump easily detectable when measuring the smoothness quality using a Laser Road Profiler. If these overlapped areas are addressed prior to leveling, this deficiency doesn't become an issue. However, smoothness testing conducted on the leveling course on a number of recent projects indicates rougher smoothness than the pre-construction original existing pavement. 3. Data compiled over the last few years on projects using this application indicates that existing rutting is not improved. Rutting measurements taken on several projects before and 20150423AmendedCityCouncilPacket Page 116 of 162 20150421/jr1 after the crack relief inlayer/leveling placement reveal that if existing rutting measures 1/2 inch or greater, the ruts reappear once the chip seal and leveling has been placed and exposed to traffic. Funding limitations over the last several years have resulted in decreased preventative maintenance and resurfacing activities on Georgia's roadways. This loss of resurfacing and preventative maintenance has resulted in more widespread and severe cracking of our asphalt pavements. Additionally, many of the roadways needing crack relief are located in conditions already discussed as not suitable for GDOT's method of using single surface treatment. Given this situation, it was decided to investigate alternate cost and performance effective strategies to address reflective cracking concerns for the Department. One method used to retard reflective cracking by the commercial industry in Georgia for a number of years involves the placement of an open-graded type of mix prior to surfacing. This mix is relatively similar to GDOT's "D" mix which was used on the interstate system as a drainage course for many years. Basically, a fairly high air void inlayer (10-15%) is provided acting much like a single layer of surface treatment that interrupts the crack from propagating any further. This application appears extremely successful and widely used in the private sector; however, GDOT has never used the process. A rehabilitation project in downtown Millen, Georgia presented GDOT the opportunity for a test section using this research appealing procedure. This project consisted of removing and replacing all of the existing curb and gutter and extending out the parking areas adjacent to the travel lanes. This new design required cross-section milling the asphalt pavement structure to the gutter. The existing roadbed consisted of multiple lifts of sand asphalt and fine-graded mixes over the original concrete pavement. A surface with very wide cracks and severe scabbing was the result of the milling operation (Photo 1 & 2). 20150423AmendedCityCouncilPacket Page 117 of 162 20150421/jrl v- a SP 1; Z ,� i � � 4� �ie,� 4s - - lib i. • - w° Photo 1 20150423AmendedCityCouncilPacket Page 118 of 162 20150421/jrl _ E a, ,.sw • ,' , .sr. N r46/ \fib dini t,,I.\ -:. 4. °�.,� .#. Y ' '' T S 63‘ ti A .' 1,,ii 4 4 t \, ` i y l.t ., ,. U 'ir d .•a yY ° ,k - . ' `--'suey 9 k §�% 4 s ti, JS i k.6, ' ti. , ° 1--.. ,,,e, , '\k ,, . . ... .,c7, , .• l 9 . Photo 2 As Let, this project specified the inlay of 1-1/2-inch of 12.5 mm Superpave directly over the milled surface. Inspection of the remaining pavement structure following milling operations, led GDOT's Area Office to request assistance from this office. Solutions up to full removal and reconstruction were discussed; however, limited funding (GDOT and City of Millen) eliminated this option. Finally, the option of an Open-Graded HMA crack-relief interlayer was approached. The patching, leveling, and surface quantities available on this project in conjunction with additional quantities available though an adjoining T-Grant project for downtown beautifications were reviewed. It was determined that funding was available to place 75 lbs/yd2 of this interlayer and 125 lbs/yd2 — 135 lbs/yd2 of surface mix over the total project area. This option was discussed with and agreed to by the City and GDOT. Moreland Altebetti, who was responsible for the T-Grant fund distribution, also agreed to this change. It was also agreed that this application was favorable in assessing the effectiveness of this process by providing GDOT the opportunity of evaluating this process under extreme conditions. The erratic profile of this project presented the prospect to evaluate the leveling ability of this mix application as well as its crack relief properties. It should be noted that this project also consisted of approximately 800-ft of two lane roadway outside of the milled section(Photo 3). 20150423AmendedCityCouncilPacket Page 119 of 162 20150421/jrl R , ' �rg ' �' iiiiiiiii. ., .1 Photo 3 This section exhibited severe block cracking with no evidence of load related deficiencies. It extended from Station 0+00 — 8+00 and was overlaid with an average of 60 - 65 lbs/yd2 of this interlayer/leveling course (Photo 4). Applying the process in this location provided an opportunity to evaluate this procedure over un- milled surfaces that had not been crack sealed. ti L ,*4-. FF•- 1 i ,4, i_,.44f.''L -,.«;.* F - a. a.^�'+'� A.4,4 r 4 ',4, x ',�y v f aa- >. ..k...,�'` �.iLh4 . ..ii¢.i `aY, x k _t.),e Wei �_ +. v Photo 4 20150423AmendedCityCouncilPacket Page 120 of 162 20150421/y1 The challenges associated with this project allowed for the evaluation of this process at various application rates over the milled surface. A section from Station 8+50 — 24+75 was covered with an average application rate of 120 lbs/yd2. This section exhibited severe defects. The erratic profile resulting from the existing utilities; allowed the placement of this mix as a leveling course ranging in placement depths from 2 inches to 1/2 inch within a 100-ft area(observe the longitudinal joint in Photos 5 and 6). Additionally, the existing utilities as well as parking areas provided an opportunity to see the acceptable hand work potential of this mix. • Photo 5 20150423AmendedCityCouncilPacket Page 121 of 162 20150421/jr1 � 4 , . _11 ,1 War.1", �I.': � �'� 7:..._ w____7,, .,...'11.....--1 ,............................ftuftimilftH,.,,. MN ���'y_..-/ SCI M1t:c7 `. i t �. , "{ \ ". i = -ii:;.-Z-..-/ i,': ; - i -- .,.•'-- ' :).-.*.- ' • *- ?• ' , ,-^- 1, '. ' - , 1114,;iik iii ,7 , . . .. itoct If,.j4, '4ile yr Photo 6 An area of this project, outside of the newly constructed curb and gutter section referenced above, where a significant portion of the mix wasn't necessary for leveling; allowed for the placement of an average of 70 lbs/yd2 (Photo 7 & 8). 4119111111111111111:1131M gaillikkl,11Notri Photo 7, Before Interlayer 20150423AmendedCityCouncilPacket Page 122 of 162 20150421/01 4. Pr, a _ „s^ir YT. , ,, V 7 ` la 11 ri Photo 8, After Interlayer Conclusions At this time the following findings are provided. 1. For this application, this mix appears to be an effective leveling tool. Being an Open-Graded HMA with the benefit of stone on stone properties, as expected there is no evidence that the rutting/deformities previously existing in the thicker areas have returned at this time. Additionally, at very thin lifts (< 1/2 inch)raveling has not been observed. 2. During the paving operation, traffic was continually crossing the hot mat with no apparent stone loss or vehicle damage. This mix was produced using 4.5% PG 67-22 asphalt cement without the inclusion of fiber and was not especially"sticky". 3. The final interlayer mat was exposed to traffic for a number of days prior to overlaying with the final surface mix. This allowed the mat to be exposed to the stress of vehicle tires twisting and turning on the mat within the parking areas and side street intersections. Prior to overlay, the mat was inspected for stone loss and/or any related damage from the traffic. None was observed. 4. This mix, even when placed at thicker depths, appeared to be open and exhibited the expected high in- place air voids. A water truck was used to evaluate this in several locations. Regardless of the spread rate, the water dissipated through the mat; however, areas placed thinner did appear to filter through faster. This project will be evaluated monthly to determine if any reflective cracking is observed. The following mixture information is provided for your information. This Open-Graded HMA crack interlayer was produced incorporating 59 % #7 stone and 40 % # 89 stone with 1% hydrated lime at an AC content of 4.5%. The mix was produced at 260 degrees F. It was compacted using 2 static covers with a steel wheel roller. 20150423AmendedCityCouncilPacket Page 123 of 162 20150421/01 (*.I\ R.B. BAKE R CONSTRUCTION April 16, 2015 Sent via E-Mail Mr. Joe Wilson City of Tybee Island 403 Butler Ave P.O. Box 2749 Tybee Island, GA 31328 RE: Jones Avenue Alternates (REVISED) Mr. Jones, Please find below alternate pricing as discussed on Monday, April 13, 2015 during our on-site meeting. This proposal consists of two alternates to improve the overall condition, cross slope and smoothness of Jones Avenue. As we discussed, placement of 1.5" over the existing condition will not substantially improve the smoothness and the existing pavement cracks will reflect back through in a short period of time. Also included is some information on Open Graded Interlayer which has demonstrated the ability to mitigate bottom up cracking on several GDOT Projects. General Assumptions, Clarifications and Conditions: • All furnished materials and work performed shall be in accordance with Georgia Department of Transportation Standard Specifications for Roads and Bridges. • In both alternates pricing reflects the use of a Georgia Department of Transportation 9.5mm SuperpaveR mix at 135 lbs/yd2 for final surface in lieu of the 12.5mm mixture at 165 lbs/yd2. • This proposal is a lump sum price addition to existing contract and is valid through May 31, 2015, after which R.B. Baker Construction reserves the right to revise prices based on escalation of raw materials and fuel. • These conditions must be included as an integral part of any contract entered into with R.B. Baker Construction and shall precedence over any terms of the prime contract or project documents. Specific Exclusions: • Guarantees and Warranties regarding reflective cracking of new asphalt caused by underlying pavement cracks or subsurface failure. Alternate"A": Revise/Change 165 lbs/yd2 of 12.5mm surface mix to 135 lbs/yd2 of 9.5mm TPI mixture for the final surface. Use the remaining 30 lbs./yd2 or-235 tons + 35 tons leveling (as bid) for a total of —270 tons of leveling to improve cross-section and profile while creating a layer on which the 135 lbs/yd2 of 9.5mm surface can be placed smoother. Additionally a bituminous tack application will be applied to the existing surface at a rate of.04 gal/yd2 prior to the placement of the leveling course. This bituminous tack application will facilitate filling of existing surface cracks as a moisture permeation deterrent. A second bituminous tack application will be made after placement of the leveling to create a bonded 100 Morgan Industrial Blvd. • Garden City, GA 31408 •912.964.6513 •Fax 912.964.6531 • www.rbbaker.com 20150423AmendedCityCouncilPacket Page 124 of 162 20150421/jrl "A Division of Reeves Construction Company" April 13,2015 City of Tybee Island Jones Avenue Resurfacing Job#10168562 Page 2 of 2 interface between the leveling and final surface. To perform this alternate scope,we propose a lump sum price increase of$7,500.00 equaling a total contract price of $163,653.35 to cover the additional material cost of the bituminous tack coat application of —680 gallons and the additional labor and equipment cost associated with two processes. Alternate `B": Revise/Change 165 lbs/yd2 of 12.5mm surface mix to 135 lbs/yd2 of 9.5mm TPI mixture for the final surface.Use the remaining 30 lbs/yd2 or—235 tons+35 tons (as bid)+an additional 130 tons for a total of -400 tons. This 400 tons of mix will be a 9.5mm Open Graded Interlayer. Open Graded Interlayer(OGI)has been successfully used on many projects as a bottom-up crack mitigation layer while also providing leveling characteristics. The OGI has a unit weight of 91 lbs/yd2 per inch in depth. Therefore the 400 tons will provide a crack mitigation layer of—''/2" in depth. In this process a bituminous tack application will be applied to the existing surface at a rate of.06 gal/yd2 prior to the placement of the OGI. This bituminous tack application will further facilitate filling of existing surface cracks as a moisture permeation deterrent while the OGI layer will serve as a crack mitigation layer. A second bituminous tack application of .04 gal/yd2 will be applied after placement of the OGI creating a bonded interface between the two layers. To perform this alternate scope, we propose a lump sum price increase of $19,500.00 equaling a total contract price of $175,653.35 to cover the additional material cost of the Open Graded Interlayer mixture, bituminous tack coat application of-4020 gallons and the additional labor and equipment cost associated with two processes. We hope this alternate proposal satisfies your request for pricing and we welcome the opportunity to discuss this proposal in detail or answer any questions relative to this proposal with you. I can be contacted at(912) 964-6513. Sincerely, R.B. Baker Construction, a ivision of Reeves Construction Company ....7.247/;;;;;) , Neal Andrews,Asphalt Operations Manager Attachments 20150423AmendedCityCouncilPacket Page 125 of 162 20150421/jrl April 24, 2015 Karl Burgess Habitat Management Program Manager Coastal Resource Division One Conservation Way Brunswick, Georgia 31520 RE: Burke's Beach Rentals Request for GDNR permission to operate company vehicle on the beach to set up and take down rental equipment Dear Mr. Burgess, At the April 23, 2015 Tybee Island City Council meeting, the city council voted to authorize Burke's Beach Rental to use their company vehicle to transport beach rental equipment onto the beach once during the spring; and once in the fall, to remove said beach rental equipment . In addition, authorization would be granted, with advance notice, to drive on the beach with a company vehicle for the purpose of removing beach equipment during a declared storm emergency. The vehicle driving authorization is limited to driving only in the wet portion of the beach from the nearest vehicle access point to approved rental locations. It is also contingent on Burke's Beach Rental obtaining authorization through a Georgia Department of Natural Resources(GDNR) Letter of Permission/Authorization (LOP/LOA) or GDNR Coast Shore Protection Permit along with any limitations required by the GDNR authorization. The following areas are the locations where Burke's Beach Rental is currently licensed to operate on the beach at the following locations, per City Ordinance: • Third 10kb:\ • Center St • 14th Street • 15th Street If you have any questions or need additional information, please feel free to contact me at 912-472-5070 or dsch @cityoftybee.org Sincerely, Diane D. Schleicher City Manager CC: Jason Buelterman, Mayor Edward Hughes,Attorney James Burke, Burke Beach Rentals 20150423AmendedCityCouncilPacket Page 126 of 162 20150421/jrl ORDINANCE NO. 07-A-2015 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND, GEORGIA, SO AS TO REVISE THE PROVISIONS OF SECTION 3-080(C), OFF STREET PARKING REQUIREMENTS, RELATING TO ESTABLISHING SPECIFICATIONS FOR DRIVEWAYS, TO REPEAL CONFLICTING ORDINANCES, TO ESTABLISH AN EFFECTIVE DATE AND FOR OTHER PURPOSES WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island, Georgia, and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof, and WHEREAS, the governing authority desires to amend the Code to provide in Section 3- 080(C) relating to specifications for driveways, to repeal conflicting ordinances, to establish an effective date, and for other purposes. NOW, THEREFORE, be it ordained by the governing authority of the City of Tybee Island that the Code of Ordinances, Section 3-080(C), Off street parking, be hereby amended so that hereafter the ordinance shall read as hereinafter provided. SECTION 1 The Code of Ordinances is hereby amended so as amend Section 3-080(C) regarding driveway specifications which shall read as follows: Sec. 3-080. Off-street parking requirements. (C) Control of access to structures used for residential purposes including but not limited to single family, duplex,triplex,two family,multifamily,townhomes, apartments,time shares, and condominiums whether owner occupied or held for rental. In order to promote the safety of motorists and pedestrians,the following regulations shall apply to all newly constructed driveways: (1) A driveway opening which connects a lot with a public street shall not be greater than 25 feet in width at the property line.Driveways that serve duplex lots shall not have a width greater than 15 feet per unit measured at the property line. This section is not intended to prevent the installation of flared driveway ends. These flared ends,when constructed in accordance with adopted standards and specifications, shall not count towards the width of the driveway. 20150423AmendedCityCouncilPacket Page 127 of 162 20150421/jrl (2) There shall be no more than two driveway openings on any lot of any width. The total of the widths at the property line of two driveway openings shall not be greater than 25 feet. (3) No driveway opening shall be constructed within 25 feet of an intersection,measuring from the nearest improved portion of the right-of-way. However,in any instance where there is not adequate space available and other access is not feasible,staff may permit a reduction in the distance to an intersection from a driveway in order to permit safe access to the property provided the speed limit on abutting or adjacent roads is 30 miles per hour or less. (4) No curb on any city street or right-of-way shall be cut or otherwise altered without prior written approval of the designated city official. Driveway requirements specified in this Section, notwithstanding, staff may issue a permit to a residential property owner to place approved materials in the city right of way,provided the owner is informed and acknowledges that the city will maintain the right to initiate any required action within the right of way and that permitting materials in the right of way shall not create any vested rights in the property owner and such permission may be terminated at any time. In addition,such permit by staff may only be made in the event the improvement does not create a safety issue or interfere with city metered parking and does not violate any city ordinance including,but not limited to,the requirements of Section 3-165 to maintain 65%of the property setback area as greenspace. If the staff of the building and zoning department finds that a request under this section needs or should have additional review for any reason,it may request review by the mayor and council or,if the staff of the building and zoning depat intent declines the applicant's request,the applicant may apply for the granting of the permit which will result in the application going to the mayor and council. However,before the mayor and council, a public hearing is not required but action may only be taken at a public meeting of the mayor and council. (5) For water quality purposes,all newly constructed driveways and replacements of more than 50 percent of existing driveways serving residential uses shall be constructed of materials designed to allow retention of the first one inch of stormwater.A new driveway includes the initial placement of any material on bare soil. Such new driveways and replacements of more than 50 percent of an existing driveway are subject to permitting and inspection(s).A permit and inspection(s)are also required for repair of less than 50 percent of an improved driveway. The retention requirement is based on a 24-hour,25-year Tybee III SCS storm.A permit is required for installation of a new or replacement driveway.An inspection is required of each layer prior to the next layer being installed. The permit applicant shall be responsible for all engineering fees incurred by the city for review of materials,even when a material is not approved.Acceptable materials include: a. Stone must be either AASHTO#57,#67,#78,or#89 open graded with no fines,or pea gravel with no fines,or a combination of two or more. Graded aggregate base(also known as "crusher run"or"crush and run")is not allowed. b. Standard brick pavers are four-inch by eight-inch with minimum five-sixty-fourths-inch average continuous joints/borders with eight one-eighth-inch wide spacers per paver filled with masonry sand. See item(c)for base and header requirements. If larger bricks are used,thereby creating less linear joint and surface area joint,calculations by a state licensed design professional must be reviewed and approved by the city. See engineering fee information in subsection(1). c. Permeable interlocking concrete pavers(PICP)are solid structural units installed with openings as described in the coastal stormwater supplement(CSS)through which stormwater runoff can rapidly pass into the underlying reservoir of a four-inch minimum depth open-graded stone,no fines. Openings may be filled only with pea gravel or larger stone,or with masonry sand.A concrete header curb or paver/concrete block ribbon with a maximum width of eight inches must be installed around the perimeter of the pavers.Building foundations and garage floors may serve as a portion of the perimeter. The edge of a paved road may not serve as a 20150423AmendedCityCouncilPacket Page 128 of 162 20150421/01 perimeter.Flush headers and ribbons are included in the driveway measurements. To not be included in the driveway measurements a header or ribbon must be installed lower than the driveway pavers,covered with adequate top soil,and seeded or sodded to facilitate vegetation. d. Ribbon driveway designs are normally constructed of concrete but other materials may be considered.The ribbons are to be a maximum of 18 inches wide with a one to two percent cross slope to route runoff to adjacent pervious areas rather than down the strips to the street. The area between the strips may be either grass or stone as described in subsection(a). The area between the drive strips is to be flush or one-eighth-inch below the driving strip to encourage the percolation of stormwater runoff between the driving strips. e. Concrete grid pavers(CGP)are precast concrete units that allow rainfall and stormwater runoff to pass through large openings that are filled with pea gravel,sand or topsoil and turf.A concrete header curb or brick/concrete block ribbon with a maximum width of 12 inches(flush or one-eighth-inch higher than the contained permeable pavement)must be installed around the perimeter of the permeable pavement.Building foundations and garage floors may serve as a portion of the perimeter. The edge of a paved road may not serve as a perimeter. Header and ribbons are included in the driveway measurements. To not be included in the driveway measurements a header or ribbon must be installed lower than the driveway pavers,covered with adequate top soil, and seeded or sodded to facilitate vegetation. f. Plastic grid pavers(PGP)consist of flexible,interlocking plastic units that allow rainfall and stormwater runoff to pass through large openings that are filled with gravel, sand or topsoil and turf.A header curb is required and is included in the driveway measurement. g. Pervious concrete(also known as porous concrete)is similar to conventional concrete in structure and form,but consists of a special open-graded surface course,typically four to eight inches thick,that is bound together with Portland cement. h. Porous asphalt is similar to pervious concrete,and consists of a special open-graded surface course bound together by asphalt cement. For all other proposed materials,calculations are required from a state licensed design professional demonstrating compliance with the retention requirement of this section. SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence,paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 20150423AmendedCityCouncilPacket Page 129 of 162 20150421/01 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2015. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/07-2015 Sec 3-080(C)off-street parking requirements 02.16.15—EMH Tybee/Ordinances/07-A-2015 Sec 3-080(C)off-street parking requirements 03.23.15 -EMH 20150423AmendedCityCouncilPacket Page 130 of 162 20150421/01 ORDINANCE NO. 09-2015 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTION 6-080, SIGNS, FOR THE CITY OF TYBEE ISLAND, GEORGIA WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island, Georgia, and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof, and WHEREAS, the governing authority desires to adopt ordinances under it police, zoning, and home rule powers, and WHEREAS, the City desires to provide for exemptions and exceptions to the freestanding sign limitations for commercial uses, and NOW, THEREFORE, it is ordained by the governing authority of the City of Tybee Island that the code of ordinances Appendix A of the Land Development Code of the City of Tybee shall be amended. SECTION 1 Section 6-080(E) will be amended and will read as follows: 6-080 Commercial signs. For all commercial uses, only the following signs are hereby permitted. (1) Wall sign. a. Number. There shall be not more than one wall sign for each principal building except where the building abuts two or more streets, one wall sign oriented to each abutting street shall be permitted. b. Area. The gross surface of a wall sign shall not exceed ten percent of the area of the building wall, including doors and windows, to which the sign is to be affixed or 200 square feet, whichever is smaller. c. Height. A wall sign shall not project higher than the wall to which the sign is to be affixed or 20 feet, as measured from the base of the building wall to which the sign is to be affixed, whichever is lower. d. Special conditions. Where a principal building is devoted to two or more permitted uses, the operator of each such use may install a wall sign upon his/her proportionate share of the building wall to which the sign is to be affixed. The maximum gross surface area of each such wall sign shall be determined by calculating the proportionate share of the area of the building wall, including 20150423AmendedCityCouncilPacket Page 131 of 162 20150421/y1 doors and windows, to which the sign is to be affixed and applying such proportion to the total permitted wall sign aggregate gross surface area for the building. (2) Freestanding signs. a. Number. There shall not be more than one freestanding sign for each principal building. (i) Exception. Notwithstanding the limitation on one freestanding sign for each principal building, where the principal building is occupied by a "[d]estination marketing organization" as defined in Title 48 of the Official Code of Georgia or a non-profit promotion and marketing organization funded by or through a destination marketing organization, there may be permitted an additional freestanding sign,provided that the additional sign, viewed as a single freestanding sign, is in accordance with the prescribed conditions and all other applicable codes and regulations, and after special review and approval my Mayor and Council. b. More than one principal use. In the event that there is more than one principal use, the sum total for each sign shall not exceed the maximum size allowed per building. Where the exception in subsection (2)(a) of 6-080 is applicable, regarding the limitation on one freestanding sign for each principal building, the sum total of the two freestanding signs shall be evaluated independently, and the maximum size allowed per building shall be applicable to each sign independently, so that the total sum will be double what it would otherwise be if only one sign were permitted. SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences,paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become and be made a part of the Code of Ordinances, 20150423AmendedCityCouncilPacket Page 132 of 162 20150421/01 City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered if necessary to accomplish such intention. SECTION 5 This Ordinance shall become effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2015. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: 20150423AmendedCityCouncilPacket Page 133 of 162 20150421/jr1 ORDINANCE NO. 14-2015 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTION 42-4, USE OF PLASTIC CARRYOUT BAGS AND RECYCLABLE PAPER BAGS AND TO PROMOTE THE USE OF REUSEABLE BAGS, FOR THE CITY OF TYBEE ISLAND, GEORGIA WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island, Georgia; and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof; and WHEREAS, the governing authority desires to adopt ordinances under it police, zoning, and home rule powers; and WHEREAS, as a coastal city, Tybee Island has a strong interest in protecting the marine environment, an element which contributes to the unique quality of life in the City; and WHEREAS,plastic bags have negative impacts on the environment; and WHEREAS, due to Tybee Island's tourism, increased distribution of single use plastic bags occurs to meet the needs of locals and visitors; and WHEREAS, Tybee Island is surrounded by water and therefore is at a much greater risk of single use plastic bags making its-their way into the ecosystem; and WHEREAS, single-use carryout bags provided by retail establishments impose costs on consumers,local governments,the state and taxpayers and constitute a public nuisance; and WHEREAS,the manufacture and distribution of single-use carryout bags requires utilization of natural resources and results in the generation of greenhouse gas emissions; and WHEREAS, the use of single-use carryout bags by consumers at retail stores and restaurants is detrimental to the environment, public health and welfare; and WHEREAS, in a coastal city like Tybee Island, even plastic bags which are properly discarded can find their way into the marine environment where they do not break down and essentially remain indefinitely; and WHEREAS, Tybee Island has a recycling program and continues to promote recycling; and zoi5o423witEREANIALitarry out bags Iiinheli341ct 1ycling efforts by becoming caughtflto421/0 the processing equipment and require extra energy and costs; and WHEREAS, Tybee Island residents and public officials have spent a lot of time and effort to pick up plastic bags from the beaches,marsh and highway; and WHEREAS, ordinances and laws designed to curb and/or prevent plastic bag use in other cities in the United States and internationally have shown to produce positive results; and, WHEREAS, because there is a strong possibility that plastic bags discarded on Tybee Island can end up in the ocean where they will last indefinitely and create an aesthetic blight and potential hazard to marine life it is in the best interests of the public health, safety and welfare to adopt the proposed ban on distribution of plastic bags and regulation of paper bags at point of sale within the boundaries of the City of Tybee Island. NOW, THEREFORE, it is ordained by the governing authority of the City of Tybee Island that Section 42.4,Use of Plastic Carryout Bags and Recyclable Paper Bags be added. SECTION 1 Section 42-4 will read as follows: Section 42-4. Use of plastic carryout bags and recyclable paper bags. A. Definitions: For purposes of this ordinance, the following terms shall have the following meanings: (1) "Affected Retail Establishment" means any retail establishment located within or doing business within the geographical limits of the City of Tybee Island. (2) "City Sponsored Event" means any event organized or sponsored by the City of Tybee Island or any Department of the City of Tybee Island. (3) "Customer" means any person obtaining goods from an Affected Retail Establishment, Grocery store, Restaurant, Vendor, Pharmacy or Non-Profit Vendor. (4) "Exempt Bag" means (i) a bag without handles used to carry produce, meats, dry goods or other non-prepackaged food items to the point of sale within a store or market or to prevent such food items from coming into direct 20150423Malepcteacii,Ixookaracpurchased items;-:',_ . --• '0150421/01 prescription drugs; or(iii) any other bag to be exempted from the provisions of this ordinance as determined by the Mayor and City Council. (5) "Grocery Store" means any dealer in staple foodstuffs, meats, produce and dairy products and usual household supplies. (6) "Non-Profit Vendor" means a recognized tax exempt organization which provides goods as a part of its services. (7) "Person"means any natural person, firm, corporation, partnership or other organization or group however organized. (1) _"Pharmacy" means a retail use where the profession of pharmacy by a pharmacist licensed by the State of Georgia in accordance with the Business and (8) "Plastic Bag"means a bag made predominantly or derived from either natural gas, petroleum or a biologically-based source, such as corn or other plant sources. (9) "Plastic Carry-Out Bag" means any bag made predominantly or derived from either petroleum or a biologically-based source, such as corn or other plant sources, which is provided to a customer at the point of sale to carry their goods. `Plastic carryout bag' includes compostable and biodegradable bags but does not include reusable bags, or produce bags, or product bags. (10) "Recyclable" means material that can be sorted, cleansed, and reconstituted using the City of Tybee Island's available recycling collection programs for the purpose of using the altered form in the manufacture of a new product. Recycling does not include burning, incinerating, converting, or otherwise thermally destroying solid waste. (11) "Recyclable Paper Bag" means a paper bag that contains no old growth fiber and is 100%recyclable." "Recyclable Paper Bag" means a paper bag that meets all of the following requirements: (1) contains no old growth fiber; (2) is 100% recyclable overall and contains a minimum of 10% post consumer recycled content; and (3) displays the words `Reusable' and `Recyclable' in a highly visible manner, on at least two opposite sides in not less than size font on the outside of the bag. (12) "Retail Establishment" means any commercial business facility that 201 20150423Aalfidgigaybaskiwjgetto the ultimatcas ® 2 including but not limited to grow-y(421/jrl stores, restaurants, pharmacies, liquor stores, `mini-marts,' retail stores and other vendors selling clothing, food and personal items. (13) "Restaurant" means any business establishment where food or beverages may be purchased by customers. (14) "Reusable Bag" means a bag with handles that is specifically designed and manufactured for multiple reuse and is either: (1) made of cloth or other machine washable fabric; or (2) made of other durable material suitable for reuse. (15) "Vendor" means any store, shop, restaurant, sales outlet or other commercial establishment located within or doing business within the City of Tybee Island, which provides perishable or nonperishable goods in exchange for money. (B) Plastic Carry-Out Bags Prohibited. (1) It shall be unlawful for any affected retail establishment to provide plastic carry-out bags to customers at the check stand, cash register, point of sale, or other point of entrance or departure to the retail establishment. This applies to both for-profit and non-profit entities, establishments, stores or vendors. This prohibition applies to all bags provided for the purpose of carrying away goods from the point of sale, excluding produce bags, reusable bags or recyclable paper bags. (2) It shall also be unlawful for any affected retail establishment to provide non-reusable or non-recyclable paper bags to customers at the check stand, cash register, point of sale, or other point of entrance or departure to the retail establishment. - . , . - _ - - - .. - .. . - . retail establishments from making recyclable paper bags available to customers at a minimum charge of ten (10) cents per bag. All sums collected for this charge shall customer's receipt. (3) A retailer subject to requirements for single-service and single-use articles and items for use in food service pursuant to rules promulgated by the Department of Human Resources Public Health, shall display a sign in a location viewable by customers containing the following notice: "The City of Tybee Island discourages the use of single-use plastic and paper bags to protect our 20150423&MilocilfrityEatirognikOccess litter and l i■We gases. We would appreciate o P15042v11i customers using reusable bags, but if you are not able to, a 100% recycled paper bag will be furnished for your use." (4) Affected retail establishments are strongly encouraged to provide incentives for the use of reusable bags through education and through credits or rebates for customers that use reusable bags at the point of sale for the purpose of carrying away goods. (5) No person shall distribute plastic carry-out bags or non-reusable or non-recycleable paper bags at any City facility or any event held on City property. (6) This Ordinance shall not apply to single-use plastic meat and produce bags, without handles, distributed in a grocery store exclusively for the purpose of transporting produce, raw meat and poultry to the point of sale. (7) This Ordinance shall not apply to plastic zip closing bags or plastic bags sold as a consumer item at any grocery store or affected retail establishment. Notwithstanding this exemption, plastic carry-out bags cannot be sold to any customer at any affected retail establishment as a consumer item or otherwise. (8) No plastic carry-out bags, including plastic carry-out bags obtained from stores in areas where plastic carry-out bags are not prohibited, are allowed to be brought on the beach, onto City property or used on the beach or on City property for any purpose. (C) Exemptions. (1) The City Manager, or his/her designee, upon his/her sole discretion, may exempt an Affected Retail Establishment, Grocery Store, or Vendors from the requirements of this Ordinance for a period of up to an additional 6 months after the operative date of this Ordinance, upon sufficient showing by the applicant that the provisions of this Ordinance would cause undue hardship. The phrase undue hardship includes: (A) Situations where there are no acceptable alternatives to Plastic Carry-Out Bags for reasons which are unique to the Affected Retail Establishments,Grocery Stores,Restaurants, or Vendors; (B) Situations where compliance with the requirements of this Code would deprive a person of a legally protected right; or, 0(2� Where compliance with this ordinance would be in conflict with 20150423Amended it CouncilPacket Page 138 of 162 20150421/jrl health regulation(s) or rule(s) promulgated by, the local Board of Health having jurisdiction, the Georgia Department of Public Health, or any regulation(s) or rule(s) promulgated by the Federal Government, the City Manager, or his/her designee, upon his/her sole discretion may exempt an affected retail establishment from the requirements of this Ordinance. (D) Enforcement and violation. (1) It shall be unlawful for any person to violate the provisions of this Article. Upon the first violation, the City can issue a written warning. Thereafter, and only after a written warning has been given for a prior violation, all subsequent violations of this Article shall be punishable as though this were a violation for littering pursuant to Tybee Code Sec. 42-64. (2) All fines collected pursuant to this Article shall be deposited into the General Fund and shall be utilized exclusively to assist the City with implementing and enforcing the requirements of this Article. (E) Effective Date. This Ordinance shall become operative six (6) months after the date upon which it is finally adopted by the City of Tybee Island. SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence,paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become and be made a part of the Code of Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered if necessary to accomplish such intention. SECTION 5 20150423AmendedCityCouncilPacket Page 139 of 162 20150421/01 This Ordinance shall become effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2015. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/14-2015 Sec 42-4 plastic bags 04.21.15—TEB 20150423AmendedCityCouncilPacket Page 140 of 162 20150421/jr1 ORDINANCE NO. 14-2015 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES PERTAINING TO SECTION 42-4, USE OF PLASTIC CARRYOUT BAGS AND RECYCLABLE PAPER BAGS AND TO PROMOTE THE USE OF REUSEABLE BAGS, FOR THE CITY OF TYBEE ISLAND, GEORGIA WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the State of Georgia to adopt reasonable ordinances to protect and improve the public health, safety, and welfare of the citizens of Tybee Island, Georgia; and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof; and WHEREAS, the governing authority desires to adopt ordinances under it police, zoning, and home rule powers; and WHEREAS, as a coastal city, Tybee Island has a strong interest in protecting the marine environment, an element which contributes to the unique quality of life in the City; and WHEREAS,plastic bags have negative impacts on the environment; and WHEREAS, due to Tybee Island's tourism, increased distribution of single use plastic bags occurs to meet the needs of locals and visitors; and WHEREAS, Tybee Island is surrounded by water and therefore is at a much greater risk of single use plastic bags making their way into the ecosystem; and WHEREAS, single-use carryout bags provided by retail establishments impose costs on consumers,local governments,the state and taxpayers and constitute a public nuisance; and WHEREAS,the manufacture and distribution of single-use carryout bags requires utilization of natural resources and results in the generation of greenhouse gas emissions; and WHEREAS, the use of single-use carryout bags by consumers at retail stores and restaurants is detrimental to the environment, public health and welfare; and WHEREAS, in a coastal city like Tybee Island, even plastic bags which are properly discarded can find their way into the marine environment where they do not break down and essentially remain indefinitely; and 20150423AmendedCityCouncilPacket Page 141 of 162 20150421/jrl WHEREAS, Tybee Island has a recycling program and continues to promote recycling; and WHEREAS, plastic carry out bags hinder the recycling efforts by becoming caught in the processing equipment and require extra energy and costs; and WHEREAS, Tybee Island residents and public officials have spent a lot of time and effort to pick up plastic bags from the beaches,marsh and highway; and WHEREAS, ordinances and laws designed to curb and/or prevent plastic bag use in other cities in the United States and internationally have shown to produce positive results; and, WHEREAS, because there is a strong possibility that plastic bags discarded on Tybee Island can end up in the ocean where they will last indefinitely and create an aesthetic blight and potential hazard to marine life it is in the best interests of the public health, safety and welfare to adopt the proposed ban on distribution of plastic bags and regulation of paper bags at point of sale within the boundaries of the City of Tybee Island. NOW, THEREFORE, it is ordained by the governing authority of the City of Tybee Island that Section 42-4, Use of Plastic Carryout Bags and Recyclable Paper Bags be added. SECTION 1 Section 42-4 will read as follows: Section 42-4. Use of plastic carryout bags and recyclable paper bags. A. Definitions: For purposes of this ordinance, the following terms shall have the following meanings: (1) "Affected Retail Establishment" means any retail establishment located within or doing business within the geographical limits of the City of Tybee Island. (2) "City Sponsored Event" means any event organized or sponsored by the City of Tybee Island or any Department of the City of Tybee Island. 20150423AmendedCityCouncilPacket Page 142 of 162 20150421/01 (3) "Customer" means any person obtaining goods from an Affected Retail Establishment, Grocery store, Restaurant, Vendor, Pharmacy or Non-Profit Vendor. (4) "Exempt Bag" means (i) a bag without handles used to carry produce, meats, dry goods or other non-prepackaged food items to the point of sale within a store or market or to prevent such food items from coming into direct contact with other purchased items; or (iii) any other bag to be exempted from the provisions of this ordinance as determined by the Mayor and City Council. (5) "Grocery Store" means any dealer in staple foodstuffs, meats, produce and dairy products and usual household supplies. (6) "Non-Profit Vendor" means a recognized tax exempt organization which provides goods as a part of its services. (7) "Person"means any natural person, firm, corporation, partnership or other organization or group however organized. (8) "Plastic Bag" means a bag made predominantly or derived from natural gas, petroleum or a biologically-based source, such as corn or other plant sources. (9) "Plastic Carry-Out Bag" means any bag made predominantly or derived from either petroleum or a biologically-based source, such as corn or other plant sources, which is provided to a customer at the point of sale to carry their goods. `Plastic carryout bag' includes compostable and biodegradable bags but does not include reusable bags, or produce bags. (10) "Recyclable" means material that can be sorted, cleansed, and reconstituted using the City of Tybee Island's available recycling collection programs for the purpose of using the altered form in the manufacture of a new product. Recycling does not include burning, incinerating, converting, or otherwise thermally destroying solid waste. (11) "Recyclable Paper Bag" means a paper bag that contains no old growth fiber and is 100%recyclable." 20150423AmendedCityCouncilPacket Page 143 of 162 20150421/jrl (12) "Retail Establishment"means any commercial business facility that sells goods directly to the ultimate consumer including but not limited to grocery stores,restaurants, pharmacies,liquor stores, `mini-marts,' retail stores and other vendors selling clothing, food and personal items. (13) "Restaurant" means any business establishment where food or beverages may be purchased by customers. (14) "Reusable Bag" means a bag that is specifically designed and manufactured for multiple reuse and is either: (1) made of cloth or other machine washable fabric; or(2) made of other durable material suitable for reuse. (15) "Vendor" means any store, shop, restaurant, sales outlet or other commercial establishment located within or doing business within the City of Tybee Island,which provides perishable or nonperishable goods in exchange for money. (B) Plastic Carry-Out Bags Prohibited. (1) It shall be unlawful for any affected retail establishment to provide plastic carry-out bags to customers at the check stand, cash register, point of sale, or other point of entrance or departure to the retail establishment. This applies to both for-profit and non-profit entities, establishments, stores or vendors. This prohibition applies to all bags provided for the purpose of carrying away goods from the point of sale, excluding produce bags, reusable bags or recyclable paper bags. (2) It shall also be unlawful for any affected retail establishment to provide non-reusable or non-recyclable paper bags to customers at the check stand, cash register, point of sale, or other point of entrance or departure to the retail establishment. (3) A retailer subject to requirements for single-service and single-use articles and items for use in food service pursuant to rules promulgated by the Department of Human Resources Public Health, shall display a sign in a location viewable by customers containing the following notice: "The City of Tybee Island discourages the use of single-use plastic and paper bags to protect our environment from excess litter and greenhouse gases. We would appreciate our customers using reusable bags, but if you are not able to, a 100% recycled paper bag will be furnished for your use." (4) Affected retail establishments are strongly encouraged to provide incentives for the use of reusable bags through education and through credits or rebates 20150423AmendedCityCouncilPacket Page 144 of 162 20150421/jrl for customers that use reusable bags at the point of sale for the purpose of carrying away goods. (5) No person shall distribute plastic carry-out bags or non-reusable or non-recyclable paper bags at any City facility or any event held on City property. (6) This Ordinance shall not apply to single-use plastic meat and produce bags, without handles, distributed in a grocery store exclusively for the purpose of transporting produce, raw meat and poultry to the point of sale. (7) This Ordinance shall not apply to plastic zip closing bags or plastic bags sold as a consumer item at any grocery store or affected retail establishment. Notwithstanding this exemption,plastic carry-out bags cannot be sold to any customer at any affected retail establishment as a consumer item or otherwise. (8) No plastic carry-out bags, including plastic carry-out bags obtained from stores in areas where plastic carry-out bags are not prohibited, are allowed to be brought on the beach, onto City property or used on the beach or on City property for any purpose. (C) Exemptions. (1) The City Manager, or his/her designee, upon his/her sole discretion, may exempt an Affected Retail Establishment, Grocery Store, or Vendors from the requirements of this Ordinance for a period of up to an additional 6 months after the operative date of this Ordinance, upon sufficient showing by the applicant that the provisions of this Ordinance would cause undue hardship. The phrase undue hardship includes: (a) Situations where there are no acceptable alternatives to Plastic Carry-Out Bags for reasons which are unique to the Affected Retail Establishments,Grocery Stores,Restaurants, or Vendors; (b) Situations where compliance with the requirements of this Code would deprive a person of a legally protected right; or, (2) Where compliance with this ordinance would be in conflict with health regulation(s) or rule(s) promulgated by, the local Board of Health having jurisdiction, the Georgia Department of Public Health, or any regulation(s) or rule(s) promulgated by the Federal Government, the City Manager, or his/her designee, upon 20150423AmendedCityCouncilPacket Page 145 of 162 20150421/01 his/her sole discretion may exempt an affected retail establishment from the requirements of this Ordinance. (D) Enforcement and violation. (1) It shall be unlawful for any person to violate the provisions of this Article. Upon the first violation, the City can issue a written warning. Thereafter, and only after a written warning has been given for a prior violation, all subsequent violations of this Article shall be punishable as though this were a violation for littering pursuant to Tybee Code Sec. 42-64. (2) All fines collected pursuant to this Article shall be deposited into the General Fund and shall be utilized exclusively to assist the City with implementing and enforcing the requirements of this Article. (E) Effective Date. This Ordinance shall become operative six(6)months after the date upon which it is finally adopted by the City of Tybee Island. SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence,paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become and be made a part of the Code of Ordinances, City of Tybee Island, 20150423AmendedCityCouncilPacket Page 146 of 162 20150421/01 Georgia, and the sections of this ordinance may be renumbered if necessary to accomplish such intention. SECTION 5 This Ordinance shall become effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2015. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/14-2015 plastic bags 04.21.15—TEB 20150423AmendedCityCouncilPacket Page 147 of 162 20150421/jr1 City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: April 23, 2015 Item: Disclosure—City Manager's Waiver of the Nepotism Prohibition—Ocean Rescue Division—Matt Januika and Captain Josh Januika—Part-time Seasonal Employees—Relationship (Brothers) Explanation: Enclosed is original waiver request when there was not a supervisory situation in 2008. Also attached is a letter from Captain Januike regarding the procedures that will be in place to safeguard against potential conflicts. TIFD Command Staff is supportive of this waiver due to the experience and maturity level of both individuals. Paper Work: _X Attached* Audio/Video Presentation** Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org 20150423AmendedCityCouncilPacket Page 148 of 162 20150421/jrl City Council Agenda Item Request Agenda Item Requests must be submitted to the Clerk of Council by 10:00am the Friday prior to the scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 8, 2008 Item: Disclosure—City Manager's Waiver of the Nepotism Prohibition—Ocean Rescue Division—Matt Januika and Josh Januika—Part-time Seasonal Employees—Relationship (Brothers) Explanation: Enclosed is the official request and explanation from Tybee Island Ocean Rescue Captain Mike Tayor. Paper Work: X Attached* Already Distributed To Be Handed Out at Council Meeting (by Requester) Audio/Video Presentation** * Thirteen copies for packets must be provided with request. ** Audio/video presentation must be submitted to the IT department at City Hall at least 48 hours prior to the meeting. NOTE: Request will be postponed if necessary information is not provided. Submitted by: Diane D. Schleicher, City Manager Phone/Email: 912-786-4573, ext. 109 Comments: This is time sensitive and approval is needed to get the project moving forward. Date given to Clerk of Council: April 15, 2008 e 20150423AmendedCityCouncilPacket Page 149 of 162 20150421/jrl To whom this my concern, First I would just like to thank you for giving me the opportunity to be the Captain of Ocean Rescue for the 2015 season. I am confident that with my experience and knowledge I have gained from working here the last 10 years will all play into account in having a successful season.The reason I am writing this letter is to address the issues with Matt Janufka and myself working together on the same staff. We are both aware of the nepotism policy that the City of Tybee has. Matt Janufka has work for Ocean Rescue of 8 years and is one of the most senior staff members we have. He leads by example, is willing to training younger guards that work with us during the summer, and is one of the guards that help's with the rookie training at the beginning of every year. During his time here he has also been involved in several lifesaving rescues that could have ended in someone being seriously hurt or drowning if he wasn't involved. His experience and knowledge that he brings with him is irreplaceable. As I stated before we are both aware of the city's nepotism policy and have taken to following steps to make sure that we have little if any interaction at all. 1. All scheduling will be taken care of by Todd Horne or Peg Holland. Peg is a teacher from out of town so she will not start until the middle of May.Todd will be taking care of all scheduling until Peg returns from school. 2. We will be placed on opposite ends of the beach. When tower assignments are made, the supervisor that is making the assignment will make sure that we are not on the same end of the beach. One of us will be on South Beach and the other will be at Tower 3 or North Beach. 3. If any of the staff feels as if I am showing favoritism towards Matt they are to follow the SOGs that we have in place.They are to report the issue to a Lieutenant and the Lieutenant will report the issue to a Captain.The issue can be reported to any Lieutenant and the Lieutenant will report the issue to Jonathan Williams or Todd Horne. Once the issue is report,there will be an investigation done by Jonathan Williams and Todd Horne and they will handle the issue accordingly. All of these steps have been passed along to our staff.They are aware of the situation and what to do if they are to have an issue. I hope the steps that we have taken will allow Matt and I work the 2015 season for Ocean Rescue. If you have any questions or concerns, please don't hesitate to call or email us. 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C k } .\ E 2 -1 = 0 / _ § C , = 0 U = m 0 j \ i t / / = \ 2 / E / 7 \ o E \ f R ) ° f 2 2 'S \ CIZS ai \ ) aJ 0 o Q Z \ ( § C 2 CD 0 CD 0 CD 0 0 0 0 TYBEE ISLAND DEVELOPMENT AUTHORITY/ MAIN STREET BOARD OF DIRECTORS ANNUAL TRAINING/RETREAT/MEETING Minutes: January 16, 2015 Vision: To improve the quality of life for those that live, work,and visit Tybee Island and enhance the cultural experience while preserving the community's barrier island heritage. The Mission of the Tybee Island Development Authority/Main Street Program is to: -facilitate efforts to revitalize,redevelop,and enhance that which improves the quality of life; -create a sense of place and improve the quality of life for residents,business owners,and visitors using the Main Street Four Point Approach; -encourage quality economic growth and development while preserving Tybee Island's unique architectural and community heritage; -support and encourage the arts as a cultural endeavor and economic engine on the Island. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ATTENDANCE (Present) Director: Angela Caldwell, Bill Garbett, Vicki Hammons Ex-Officio Director: Melissa Memory Staff: Chantel Morton (Absent) Director: Deana Harden, Steve Kellam,Ted Lynch, Brenda Marion Ex-Officio Director: John Yarbrough (Guest) Facilitator: Hasco Craver WELCOME& INTRODUCTIONS Vicki called the Annual Training/ Retreat to order at 9:45am and welcomed the day's facilitator, Hasco Craver, Business Development Director with the City of Newnan. Those in attendance introduced themselves. TRAINING Hasco made a presentation with discussion among Directors, which covered the following information: - Downtown Development Authorities (History, Need,Jurisdiction, Powers, Financing) - Ethics/Conflicts of Interest • Open Meetings, Closed Meetings • Open Records • Ethics and Conflicts - Recognize the Main Street Philosophy • Successful Downtown Programming ❖ Managing diversity ❖ Image building ❖ Bringing people to various activities vs. "cash register" ringing activities • Staff/Board Roles & Responsibilities - Economic Restructuring for Success • Additional Funding Sources ❖ RBOG ❖ Opportunity Zones ❖ RBEG • EIP 20150423AmendedCityCouncilPacket Page 156 of 162 20150421/jrl BOARD MEETING At 1:25pm,Vicki called the Tybee Island Development Authority/Main Street Board of Directors meeting to order. Motion was made by Bill,which was seconded by Angela,to approve the minutes of the Tybee Island Development Authority/Main Street Board of Directors December 17, 2014 meeting. Motion carried. Directors discussed the new ownership of and improvements desired at the Shops at Tybee Oaks, Lighthouse Pizza—North renovations, and Lighthouse Pizza—South expansion. REVIEW OF 2014 PLANS 2015& BEYOND Directors reviewed the Program's 2014 Work Plan with Hasco. During the review, directors determined the items that were accomplished, underway, or not accomplished. Then, directors determined if the item should be retained for future plans or dismissed. Following is an outline of these discussions: ORGANIZATION: BUSINESS ASSISTANCE: Accomplishments: Accomplishment: ✓ Maintain and Improve Communication ✓ Host Ribbon-Cutting Events o Disseminate newsletter ✓ Increase Use of Local Appreciation Program o Utilize Social Media ✓ Activate Downtown Development Authority o Distribute program information ✓ Track Vacant Properties o Use Main Street brand on all correspondence Challenges: ✓ Seek Funding Opportunities ✓ Increase Volunteerism for TIIP Program o Create list of funding options ✓ Attend Training Challenges: ✓ Maintain and improve communication o Create information clearinghouse o Complete survey to support clearinghouse development DESIGN: PROMOTIONS: Accomplishments: Accomplishments: ✓ Streamline Storefront Enhancements ✓ Host Third Thursday Event Series o Update Awning Ordinance ✓ Continue Tybee for Holidays Event Series o Support South (End) Island Overlay o SBS, Parade, etc. District ✓ Host Community Events ✓ Develop Mural Guidelines o Community Day, Movies in the Park ✓ Support Merchant Activities Challenges: o Restaurant Week, group promotions, ✓ Create Design Guidelines etc. o Continue to support Historic ✓ Continue Main Street Newsletter Preservation Commission and City of Tybee Island with construction of Challenges: document ✓ All 2014 work plan items were completed ✓ Award Facade Grants o Created framework, raised funds, no applications/awarded projects 20150423AmendedCityCouncilPacket Page 157 of 162 20150421/jrl 2015& BEYOND Directors discussed items to keep, discard, and/or add to each of the four points for 2015. These action items are noted below in order to set the 2015 Work Plan of Action for the Program. ORGANIZATION: Goals/Objectives: BUSINESS ASSISTANCE: Goals/Objectives: Goal 1: Maintain and Improve Communication Goal 1: Host Ribbon-Cutting Events (Continued from (Continue from 2014) 2014) a) Disseminate newsletter b) Utilize Social Media c) Distribute program information Goal 2: Improve Local Appreciation Program d) Use Main Street brand on all (Continued from 2014) correspondence e) Create information clearinghouse Goal 2: Seek Funding Opportunities (Continue from Goal 3: Track Vacant Properties (Continued from 2014) 2014) a) Create list of funding options Goal 3: Attend Training (Continue from 2014) Goal 4: Increase Volunteerism for TIIP Program a) Attend required and applicable trainings (Continued from 2014) as needed DESIGN: Goals/Objectives: PROMOTION: Goals/Objectives: Goal 1: Create Design Guidelines (Continued from Goal 1: Host Special Events (Continue from 2014) 2014) a) Third Thursday Event Series a) Support Historic Preservation b) Host Tybee for Holidays Event Series Commission and City of Tybee Island with a. SBS, Parade, etc. construction of document c) Host Community Events Goal 2: Award Façade Grants (Continued from a. Community Day, Movies in the 2014) Park Goal 2: Support Merchant Activities Goal 3: Continue Main Street Newsletter 2015 & Beyond: Priority Setting Attendees were asked to consider potential programs, initiatives, projects, etc. for consideration in 2015 and beyond. Attendees listed and prioritized recorded items according to the following list: • Decrease number of t-shirt retail locations— 1 vote • Locate an apparel retailer • Host Historic Preservation Month event—2 votes • Locate a bath/body retailer • Create a property inventory—3 votes • Consider creating a 501 (c)3 charitable organization • Consider creating a 501 (c)6 membership organization • Host a historic preservation "hands on" event—3 votes • Complete information clearinghouse and decide how to make available—3 votes • Create calendar of events • Promote placement of murals • Consider reformatting Third Thursday Event Series • Promote visual arts—1 vote • Host small business seminars • Host business networking event series—3 votes 20150423AmendedCityCouncilPacket Page 158 of 162 20150421/jrl • Support Victory Drive transportation project • Support Highway 80 enhancement project • Expand streetscape improvements— 1 vote • Improve Highway 80 entrance • Enhance Bicycle and Pedestrian facilities • Improve local appreciation event/program • Create visitor appreciation event/program • Assist City of Tybee Island with building rehabilitation (code review, etc.)—3 votes PARTNERSHIPS Directors identified partnerships throughout the community including merchants, Historical Society, HPC, National Parks Service,Tybee Beautification Association,the Arts Association, and the Tourism Council. Joint efforts with these partners assist in the overall goals and objectives of a successful Main Street program for the city. NEXT STEPS The next steps were reviewed with the directors. Chantel will prepare the outline for the Program's 2015 Work Plan to present at the February board meeting. Identifying responsible party, funding required, the source of funding, and time needed to complete each item will need to be determined. Following approval of the 2015 Work Plan, Directors should set a meeting with the Mayor and City Council to review and seek input and endorsement. The 2015 Work Planning Session and Report should be used to prepare and support FY 2015-2016 budget requests. Once the FY2016 budget is approved, implementing the action items should begin. ADJOURN The meeting adjourned at 4pm. 20150423AmendedCityCouncilPacket Page 159 of 162 20150421/jrl TYBEE ISLAND DEVELOPMENT AUTHORITY/ MAIN STREET BOARD OF DIRECTORS Meeting Minutes: February 18, 2015 Vision: To improve the quality of life for those that live, work,and visit Tybee Island and enhance the cultural experience while preserving the community's barrier island heritage. The Mission of the Tybee Island Development Authority/Main Street Program is to: -facilitate efforts to revitalize,redevelop,and enhance that which improves the quality of life; -create a sense of place and improve the quality of life for residents,business owners,and visitors using the Main Street Four Point Approach; -encourage quality economic growth and development while preserving Tybee Island's unique architectural and community heritage; -support and encourage the arts as a cultural endeavor and economic engine on the Island. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ATTENDANCE (Present) Director: Angela Caldwell, Vicki Hammons, Steve Kellam, Ted Lynch, Brenda Marion Ex-Officio Director: Melissa Memory Staff: Chantel Morton (Absent) Director: Bill Garbett, Deana Harden Ex-Officio Director: John Yarbrough CALL TO ORDER Ted called the meeting to order at 6:15pm. DEVELOPMENT AUTHORITY/MAIN STREET BOARD OF DIRECTORS MINUTES Motion was made by Vicki, which was seconded by Brenda,to approve the minutes of the Tybee Island Development Authority/Main Street Board of Directors January 16, 2015 Annual Training/Retreat meeting. Motion carried. ORGANIZATION 2015 Program Work Plan of Action Directors reviewed the work plan for 2015 that Chantel emailed to them prior to the meeting. Directors discussed the committee works and requested actions items be added for ribbon cutting events and improving/changing Local Appreciation Card Program under the Business Assistance Committee. Chantel will update the work plan accordingly and include additional information per the retreat notes. She will present to the Board for adoption at the next meeting. Directors discussed the Locals Appreciation Card structure and agreed that the Business Assistance Committee hold a meeting with those honoring the card and others. Ted said he would oversee the meeting on April 29 at gam. Chantel will check the availability of the Guard House. Budget Review Directors reviewed the expenditures to date for the 2014-2015 Main Street budget that Chantel emailed them prior to the meeting. The budget review process for the city is starting soon. Chantel will meet with Committee liaisons to discuss needs per work plan items for budget recommendations. Discussion ensued about local advertising assistance dollars not being available in 2015 and beyond from the Tourism Council. Vicki and Melissa will meet with Chantel to draft a letter to present to City Council. Melissa expressed that the efforts of various local organizations enhance the visitor experience, add to the citizen's quality of life, and strengthen Tybee's special and successful small town experience should be incorporated into communications. This is all part of the Program's Vision and Mission Statements and work plans. 20150423AmendedCityCouncilPacket Page 160 of 162 20150421/jrl DDA Training/Annual Planning Chantel reviewed the upcoming development authority training opportunities that Brenda, Steve, and Ted can attend to meet their training requirement. Training is required within the first year of a director's appointment. The three locations where training is being held at no charge are in Dublin, LaGrange, and Atlanta. Brenda will check her calendar and confirm with Chantel that she can go to the one in Atlanta. Steve and Ted will check their calendars and let Chantel know which one they will attend. PROMOTIONS COMMITTEE Third Thursdays on Tybee Brenda confirmed the judges reviewed nine submissions received for 2015 Third Thursdays on Tybee consideration. They selected Chris Desa, Roy Swindelle, and Cynergy(Judy and Bob Williams)for the spring performances. Clark Byron and Sarah Tollerson were selected for the fall performances. The judges recommend that the November performance not continue due to the time change and issues with inclement weather. The dollars budgeted for November's performance should be reallocated to marketing Third Thursdays on Tybee. Directors agreed with the selections, recommendations and reallocation of dollars. Directors discussed the possibilities of having Tybee Arts Association be a component during the performances as has been previously discussed. Vicki will check with Tybee Arts Association to gauge their interest and report back to the board. Movies in the Park Brenda informed the Directors that she is preparing a list of movies for the summertime Movies in the Park for confirmation at the next meeting. She has followed up with TIARA regarding their interest in donating equipment per discussions last year. She is speaking directly with Diane Kaufman at this point and will provide information as it becomes available. BUSINESS ASSISTANCE COMMITTEE Discussion noted above under Organization—2015 Work Plan INFORMATION HUT UPDATE Signage Chantel reported that she met with Sara (Visit Tybee) and Trip (Kennickell Group) regarding signage that Kennickell will design and install at the Info Hut this season. Three logos (Visit Tybee, City of Tybee, and I for Information)will be used. She has provided Trip with the A Classic Main Street Community line to incorporate into the design so that the partnerships are clear. Directors agreed and confirmed Chantel should proceed. ANNUAL PROGRAM AGREEMENT!ASSESSMENT Chantel confirmed that Ted and Mayor Buelterman have signed the 2015 Georgia Classic Main Streets Memorandum of Understanding. She mailed it to the Department of Community Affairs- Office of Downtown Development. Once their director signs it,we will receive a copy that will be on file in the Clerk of Council's office and the Dev'l Authority/Main Street office. OTHER BUSINESS!NEWS Chantel informed Directors that the Arts Festival hosted by the Tybee Arts Association has been changed to only one day in Memorial Park instead of two. Therefore, Sunday, September 27 should be available for Community Day if desired. Directors confirmed that this should be placed on the next agenda for the date to be reconsidered and voted upon. Brenda reported that she is in discussion with the Tybee Arts Association regarding a public art component involving kites during Community Day this year. Chantel reported that she is in communication with the YMCA as well. ADJOURN The meeting adjourned at 7:12. 20150423AmendedCityCouncilPacket Page 161 of 162 20150421/jrl TYBEE ISLAND HISTORIC PRESERVATION COMMISSION MEETING MINUTES January 19, 2015 ATTENDANCE (Present) Commissioner: Sue Bentley,Jane Coslick, Bill Garbett, Dottie Kluttz, Bill Kriener, Neca Stoller Advisor: Sarah Jones Staff: Chantel Morton CALL TO ORDER Sue called the meeting to order at 6:10pm. She congratulated and thanked Sarah for the presentation she made at the City Council meeting. Discussion ensued regarding Mayor Pro Tern's questions about window replacements and Councilman Brown's questions about emergency repairs. Sarah confirmed that this meeting was announced for all to attend. These questions will continue to be addressed as they are brought to the Commissioner's attention. HPC MEETING MINUTES Motion was made by Jane, which was seconded by Dottie, to approve the minutes of the Historic Preservation Commission December 15, 2014 meeting. Motion carried. CITIZEN INPUT WORKSHOPS: DESIGN GUIDELINES FOR LOCAL HISTORIC DISTRICTS Commissioners reviewed the schedule for the five workshops. Sue reported that she will be out of town on February 16 and February 17 Chantel showed a presentation she prepared as a guide to use for the Local Historic District presentations which incorporates Commissioners' previous suggestions to have the presentation be informative with background information, highlight the importance of preserving the character of the island, and have an element of humor. She will forward to Sarah for editing. Commissioners discussed the need to be consistent with the names of the districts when they are speaking. One example was with the Downtown Sub-District versus Commercial Sub-District. They also reviewed this sub-district's influence within the Resort District. Commissioners discussed and agreed that Sarah and Chantel should meet to finalize and map out the boundaries based on previous discussions. Commissioners provided feedback for additional updates to the design guidelines, which Sarah and Chantel will incorporate. Sarah will arrange for a workday at the lighthouse a week prior to the workshops, if necessary. HISTORIC PRESERVATION FUND GRANT: UPDATING HISTORIC RESOURCE SURVEY Chantel reported that the grant application is being completed. The Resolution will be considered at the January 22 City Council Workshop for Mayor Buelterman's signature. Letters of support are being sought. Dottie will talk with Jim to have a letter submitted on behalf of the Friends of Tybee Theater. She will also reach out to Buddy Carter. Sarah will contact Leigh Burns and Mark McDonald. Chantel will contact the Coastal Regional Commission for a letter, as well. Commissioners discussed the process that the consultant will use for collecting the information for the survey. Sue will provide a list of all properties by date built from the realtor records that she can access. Sarah confirmed the HPC can update the known historic buildings. ADJOURNMENT The meeting adjourned at 7:10pm. 20150423AmendedCityCouncilPacket Page 162 of 162 20150421/jrl