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HomeMy Public PortalAbout20150611MinutesCity Council Minutes 20150611 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on August 14, 2014. Those present were Paul Wolff, Monty Parks, Rob Callahan, Wanda Doyle, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Tommy Branch, Callaway, Braun, Riddle and Hughes, PC; and Janet LeViner, Clerk of Council. Bubba Hughes, City Attorney, was excused. Mayor Buelterman listed the following items on the consent agenda: City Council Meeting Minutes, May 14, 2015 City Council Meeting Minutes, May 28, 2015 Special Event Consideration: Tybee Island Christmas Parade: December 5th (1: - 3:00PM); 14th Street parking lot, Tybrisa, Butler, 5th Street. City of Tybee Island Dev’l Authority/Main Street Program. Discussion: There was a brief discussion regarding moving the parade to a night parade. It was decided that further discussions will be held. Special Event Consideration: Lights on for Tybee Celebration: December 4th (6:30 – 9:00PM); Tybrisa – Strand – Park of Seven Flags area. City of Tybee Island Dev’l Authority/Main Street Program Alcohol License Request – Special Event – Beer, Wine-Craft Brew Festival; Friends of the Tybee Theater; Tybee Island Pier & Pavilion; July 24, 2015 Alcohol and Entertainment License Request; Beer/Wine/Sunday Sales – Entertainment. Friends of the Tybee Theater, Inc. DBA Tybee Post Theater GA Power Agreement – Switch Tennis Court Lights to LED lights. We are presently paying $230.60 monthly for the 4 remaining floodlights on the tennis courts. (The energy they use is of course captured at the meter when they are turned on). When GA Power swaps them to LED, our new monthly bill will be $116.00 – a savings of $114/month and $1,368/year. Also, when they are turned on, they will use approximately 75% less energy. We will be also be eligible for a GA Power rebate of $633.00. The rebate program wasn’t in place when we swapped the first 8 lights. The rebate will be figured once the contract is signed, but that amount is very close. North Beach Restrooms and Showers – Greenline Architects – Change Order #1 for additional design elements Base contract $37,800 Change Order Request - $22,500 Total Architectural Costs - $60,300 In addition – Total Project Cost Estimates are included in this packet. Account Number: 100-00-11.1903 City Hall Space and Security Needs Assessment – Greenline Architects – Change Order #1 for additional research for flood prevention requirements Base contract - $13,700 Change Order Request - $5,200 Total Architectural Costs for Complete Study - $18,900 Account Number: 100-1565-54-1315 Discussion: Ms. Schleicher stated that a budget amendment would be forthcoming as she would like the change order approved at this time. Mayor Buelterman confirmed this would be a twostep process. Ms. Hudson agreed. Police Vehicle Purchase – Ford Taurus (Patrol Car) and Ford Fusion Hybrid (Detective Car) Quotes are attached. Account Number (2014 SPLOST) 322-3210-54-2200. Discussion: Mr. Branch clarified that previously before mayor and council was an agenda item to approve the type of vehicles to purchase and before them tonight is the award of the purchase of the vehicles. Out-of-State Travel, Washington, D.C., July 6 – 8, 2015, Jason Buelterman Budget Amendment: Reallocation to cover funds needed for fencing improvements in DPW yard. Request to take $7,623 from Machinery & Equipment and $8,837 from Infrastructure and move the total of $16,460 to Site improvement. This is to cover new gate and fencing, including gate relocation necessary after installation of new truck scale. Discussion: Mayor Buelterman asked Ms. Schleicher when the scale would be operational. Ms. Schleicher responded that the goal is July 1, 2015. Mr. Brown asked Ms. Hudson if more than one price was received in the bid process. Ms. Hudson confirmed that more than one price was received. Mayor pro tem Doyle expressed her concerns with the installation of the scale as she feels the slope is too great as well as the entrance. Ms. Schleicher stated that she will have a document prepared which answers all their concerns. Intergovernmental Agreement with Chatham County for Highway 80 Traffic Management. Discussion: Mr. Wolff stated that it is the intent of this agreement to maintain a smooth flow of traffic in the event of an emergency on Tybee Road. 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 Invocation: Rev. Hank Perry, Trinity Chapel United Methodist Church Pledge of Allegiance Mayor Buelterman recognized Dr. Joe Buck, Retired, SCCPSS, for all he has done for not only SCCPS but for the Tybee Island Maritime Academy. Mayor Buelterman recognized Judge Sapp, former SCCPSS Board member; Shawn Kashmar; Margaret Mary Russell, Savannah Chamber of Commerce; Jolene Byrne, SCCPSS, President; and Dr. Lockamy, Superintendent, SCCPSS. Also in attendance was Pat Rossiter, Principal, TIMA; Carolyn Jurick, TIMA Board; and Carolyn Smith. Dr. Lockamy and Ms. Jurick approached the podium to speak in appreciation of Dr. Buck’s accomplishments. Keren Giovengo, UGA Marine Extension, approached mayor and council to give a Presentation on native plants. Ms. Givengo provided mayor and council a handout with all the pertinent information. She also agreed to return to a future city council meeting or workshop to further discuss “how you can use native plants to decorate your garden”. Mr. Wolff agreed to coordinate future meetings/workshops. Mayor Buelterman thanked Ms. Givengo for her presentation. Consideration of Bids, Contracts, Agreements and Expenditures Deep Well Project – GEFA request for waiver/modification of noise and work hour restrictions via the public works project provision in the City ordinance. Discussion: Mr. Branch stated that on the agenda is a request for approval of a site plan at which time this agenda item will be discussed. He further stated that technically under the Code, the City does not have to grant a variance for the noise requirements. No action taken Proposed Water Supply Manager for Chatham County and smaller municipalities: City of Tybee Share - $3,027.38/per year from the Water and Sewer Fund 505-4410-52-3950 (Water Conservation Measures). Discussion: Mayor Buelterman confirmed with Ms. Schleicher that $3,027.38 is the amount the City would be responsible for as Savannah and Pooler are not participating. Mr. Wolff stated that he attended a meeting where the City of Savannah and Pooler are opting out of the program. With this, Tybee’s share would increase to $3,481 per year. He explained that with this position, county wide, there will be a unified comprehensive plan for water management going forward to include outreach. Ms. Schleicher stated that the Infrastructure Committee recommended participating on a one year trial and further explained that Savannah and Pooler are the only two municipalities not participating in this program. Mayor Buelterman asked if the funding for this program is included in the proposed budget. Ms. Schleicher stated no, as it would not be funded from the general fund. Mayor Buelterman expressed his concerns and recommended that no action be taken until such time as all municipalities have made their decision. Ms. Schleicher requested that funds be added to the Water/Sewer Line Item so that if this agenda item is approved at a later date, funds will be available. Mayor Buelterman confirmed. No action taken Paul Wolff made a motion to approve the consent agenda. Bill Garbett seconded. Vote was unanimous, 6-0. Public Hearings 16-2015, First Reading, FY2015 - 2016 Budget. The purpose of this agenda item is to present the fiscal year 2015-2016 proposed operating and capital budget for all funds for a public hearing. Mayor Buelterman explained that this is the first of two public hearings on the proposed budget. He would recommend a workshop to further discuss outstanding questions. There was a brief discussion regarding the 2015 Millage Rate and how it would affect the proposed budget. Mayor pro tem Doyle would like to revisit the non-profits as well. There was a discussion regarding the process for adopting the proposed budget to include changes. Mayor pro tem Doyle asked Ms. Schleicher the status of the floor in the Tybee Island YMCA as she would like to ensure funding is available so they can move forward. Ms. Hudson stated that it has not been included as there was no direction. Ms. Schleicher responded that the YMCA has received proposals as well as selected a contractor. The City will be paying for the removal of asbestos and carpet from the building maintenance line item which will be paid for from the current budget. Mayor pro tem Doyle would also like to revisit (1) adding funds to the DPW line item for trash removal; (2) a designated “bathroom cleaner” for the south-end to rotate from bathroom to bathroom to continually clean and keep it supplied; and (3) clarification for car and telephone allowances for certain employees. Ms. Hudson explained the allowance for both car and telephone and will revisit if it is the desire of mayor and council. Mayor pro tem Doyle confirmed. Mr. Garbett suggested that a date be set for a workshop and each council member submit an agenda item to the Clerk for the preparation of the agenda to include a short explanation. Mayor Buelterman confirmed. Ms. Hudson discussed the possible additional funding for retention of videos from the TIPD. Mr. Parks commended Ms. Hudson for her hard work with the preparation of the proposed budget. It was recommended that a date for the workshop be set to discuss any budget questions. Paul Wolff made a motion to approve as presented. Rob Callahan seconded. Voting in favor were Paul Wolff, Monty Parks, Rob Callahan, Wanda Doyle and Bill Garbett. Voting against was Barry Brown. Motion carried, 5-1. Site Plan Approval – consideration of site plan approval for GEFA deep well at public works site. Property Address: 76 Polk Street, City Public Works Facility: Site plan approval (5-080). Ms. Schleicher explained the agenda item as it is site plan review for the deep well which is located in the North-end Parks and Public Overlay District. The existing use is public and the proposed use is adding a deep well to the rear of the site on the east side of the property. Ms. Schleicher further stated that the purpose of the project is to assist Tybee Island in identifying a potable water source so as to reduce the permanent withdrawal from the Floridan Aquifer in the red zone by 25% in 2025. She read from the staff report in regards to GEFA working with the contractor and the City to limit the noise disturbance during construction. Andrew Morris, GEFA, approached mayor and council to answer any questions or concerns. Mr. Morris referred to a public hearing on May 27, 2015 where citizens participated and asked questions in regards to how to limit any impacts on the community. He discussed the Discharge Permit from EPD which limits testing in the months of July and August 2015. Mr. Morris stated that they are proposing: “no earlier than 6:00AM and no later than 10:00PM during the week”. He further explained that site access hours would be 6:00AM to 9:00PM, Monday through Friday but drilling and heavy equipment would be restricted to 7:00AM till 8:00PM. They are also proposing drilling on Saturdays (10:00AM – 6:00PM). There was a brief discussion on the type of noise that would be created by the drilling. Mr. Morris stated they are pre-qualifying contractors currently and criteria would be the installation of a sound wall along the side of the site, adjacent to Rivers End Campground and also near Captain’s View Road. Mayor Buelterman confirmed that GEFA is working toward mitigating the proposed noise level. Mr. Morris stated the anticipated noise level would be 50 decibels at 200 feet. Mr. Wolff thanked Mr. Morris for all his hard work with this project. Anna Butler approached mayor and council to express her concerns with the site plan, height of the drill, and noise. Ms. Butler stated she is also concerned with the time frame of the project. Mr. Morris responded that the contractor has not been selected as of yet and all her concerns will be addressed during pre-qualification of the contractor. Mayor Buelterman requested Mr. Morris set up a point of contact for residents so concerns can be addressed. Mr. Morris confirmed. Maryanne Karam approached mayor and council to request clarification of the height of the 8” pipe. Mr. Morris clarified that the 8” pipe is a horizontal discharge pipe. Ms. Karam also would like clarification on the proposed lighting. Mr. Morris stated outside of working hours there would be no lights unless there was a security issue that needed to be addressed. Mayor pro tem Doyle recommended that if citizens have concerns or questions to email Ms. Schleicher, City Manager, and she in turn will forward to GEFA. Laura Schulz approached mayor and council to express her support with the deep well project as well as her concerns with DPW. Ms. Schulz read from a statement (attached) describing the loud noises from the dumpsters being changed at pre-dawn hours as well as grass cutting from the Water/Sewer location. She asked mayor and council to please protect “their dream and little piece of paradise” at Tybee. Mayor Buelterman asked Ms. Schleicher to check on these concerns. Ms. Schleicher confirmed that she will set up a meeting with Ms. Schulz. Mr. Morris reiterated the fact that if the noise from the drilling is louder than the 50 decibels, the contractor will be required to place additional buffering at the area and confirmed that gravel would be placed to alleviate dust from the site equipment. Mr. Wolff asked Ms. Schleicher if there is a plan to swap out the dumpsters at DPW so they are not blocking the street. Ms. Schleicher stated she will address Ms. Schulz’s issues. David Roland approached mayor and council to ask if the City would be choosing the contactor. Mr. Morris responded no, that it will be ultimately GEFA’s decision due to the technical complexity of the project. Mr. Roland would also like clarification regarding the removal of the dirt from the drilling and well as the truck traffic. Mr. Morris explained that there will be some traffic for casing and other materials but less than for a regular building. There was a brief discussion regarding Tybee’s withdrawal from the Floridan Aquifer and the future impact on the Island. Being no further input, Mayor Buelterman closed the public hearing. Wanda Doyle made a motion to approve. Rob Callahan seconded. Vote was unanimous, 6-0. Paul Wolff made a motion to adjourn to Executive Session to discuss real estate and personnel. Rob Callahan seconded. Vote was unanimous, 6-0. Bill Garbett 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. Meeting adjourned at 9:45PM ______________________ Janet Leviner, Clerk