HomeMy Public PortalAbout20080228InfraMins.pdfINFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 1 of 6
Attendees: John Dowell, Eddie Crone, Barry Brown, Paul Wolff, Diane Schleicher, Inman Beasley with
HGBD, Joe Wilson, John Redmond
Meeting began at 5:29 pm.
Paul Wolff moved to approve minutes for February 14, 2008. Barry Brown seconded. Eddie Crone
announced the approval.
I. ROAD RATING SURVEY AND PROPOSED SCHEDULE FOR
DRAINAGE AND ROAD IMPROVEMENTS
1. When Joe Wilson first came to Tybee, a year and a half ago it was said we needed
to do inventory of the streets and roads. This inventory was conducted by EMC
Engineering Services in Savannah. They have rated our roads that are in need of
repaving and resurfacing. He presented a map provided by EMC to the committee.
The roads are color coded with red being the worst. EMC gave a 2 year time span
for the work but Joe has expanded it to 5 years for budgeting purposes. Most of the
red roads are 2nd Ave., Lovell, Chatham and 12th St. Some of the roads on the north
end will be addressed by our new Ft Screven waterline. Cedarwood, Meddin, Van
Horne at the very end and some others. Joe’s 5 year plan basically explains the
distance, the tonnage and the cost of each road. These roads can be done at about
$70 - $75 per ton at this current time. That is based on what asphalt costs today. It
is a good price because DOT has a lot of paving going on and Carroll and Carroll
has their contract. And they are charging DOT at $65 per ton. Even coming all the
way to Tybee, they’re still only charging us $70 per ton. Joe believes we can
address a lot of the roads that are in red. Lovell and 2nd are going the whole length
almost to the south end of the island. So we will get more for our money on those
roads. Barry asks if we are going to grind the roads down. Joe responds, no, we
will not mill them, it will be an overlay. Some of them will need profiling which
will be a leveling course. 2nd Ave is somewhat inverted. So in order to get that
road to where it will drain we need to pull a leveling course in the middle of it and
then come back and do an overlay to it. So it may cost more in those cases. Barry
explains there are a lot of areas along that road there that are actually ponding water
because of where the elevations are set at. All of the roads running north and south
are higher than the roads running east to west which is causing a drainage problem.
Joe agrees especially about the south end of the island. Barry asks can we mill
them only at intersections and get the surface water running in one direction. Joe
explains he wants them to flow to the existing storm drainage facilities that are
there. A lot of these roads that are going to be paved, the storm drainage we are
working on right now. Joe says, I’ve got all my out falls cataloged and most of
them are done up to 9th and 10th street. Jimmy Bostwick is working at 7th street
now. The reason I started down here with all of my out falls is because beginning
Monday, DOT will be milling & paving all of HWY 80, and I wanted to get DOT
out falls done before I came down through here. I think this is a good price, I’ve
checked with contractors and it’s fairly accurate at $70 per ton for the cost of this.
$457,000 total price. We should be able to cover this at $100,000 per year. This
INFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 2 of 6
will address a lot of the major roads that we’re dealing with. Barry asks Joe if there
is a reason we’re not going with a 3 year plan vs. a 5 year plan. Joe explains that it
would be up to the committee, and what he has presented is a suggestion. He had
put in for $500,000 in capital improvements and basically had $100,000 left at the
end of the year with $100,000 in contingency. Barry asks is your $70 per ton a 5
year cost or is that going to go up. This is today’s cost, Joe explains, I don’t know
how much the cost will go up within 5 years. Eddie asks, if we cut it down to a 3
year or 2 year and do more roads at one time you would get it done cheaper,
wouldn’t you? Logistically yes, Joe explains, there would be less staging cost. But
it all depends on what the cost of hot asphalt is going to be at that given time. I’ve
seen building material costs go up almost of 30% in 1 year. There averaging 10 –
12 % a year. So you can add a lot more to this in 5 years. If we keep it a 5 year
plan we may be able to keep it under $600,000. Barry explains I wanted to see if
you could do it in less because the cost of set up is one of the largest factors in
everything they’re doing. Staging all the way out here at Tybee is going to cost
more, Joe says. I also cataloged all of my storm water out falls. Joe passes around
a copy of that document and it explains some of the work that has already been
finished and some of the work that needs to be done and what the costs of it are.
I’m trying to do a holistic approach, Joe says, with addressing storm water and
water and sewer needs. This next sheet I’m going to hand out is the water and
sewer project’s that we have right now or are coming up, Joe explains. Water and
sewer lines on this island are not in bad shape, Joe says. There is one major line
that we will have to address and that going down Jones Ave, an old asbestos line
that we’re going to have to replace eventually. At that time we will look at our
possibly putting a bicycle trail down Jones that will increase the width of the road.
My goal is to finish my out falls on the west side of the island so that when we get
up to Jones all those out falls are taken care of. Eddie suggests, how about
checking on a 3 year? We can do that, Joe says, it’s just that the money has got to
be there. This is based on what each road will cost today. If you want to do it in 3
years just divide that total by 3. Paul asked whether or not this will include the
LARP money? Joe replies, no, LARP will be paving other roads too, but on LARK
we’re getting about 2000 ft per year. We’ve done 13th street beachside this past
year. They will be letting us know on April 10th what next year’s jobs are and that
will be 10th Street beachside. We pick the roads. They used to but I do that now.
Eddie says I hope they give us notice of when they are going to come and do it. By
contract the contractor only has to give us 24 hours notice Joe says. We determine
specifically what asphalt is used. LARP used to use a 9.5 aggregate which is not
really fine grade asphalt aggregate. I recommend 12.5 Joe says. It will hold up
better, it’s tighter. We can actually ask them for crack sealing, profiling, leveling
courses in our contract where as all they do on a LARP program is just overlay.
Paul says they did Lovell last year. Joe replies, we’re going to have to redo Lovell.
Barry explains, if you just surface it over in some cases you’re just wasting your
money. Joe replies, some of it may take grinding and milling but the bulk of it
really needs to be profiled. It’s going to take a little bit more money and time.
Diane asks, Joe I know you’ve been working real hard on this drainage and I was
just going through your list on Drainage upgrades and also comparing to your road
plan. It looked like 11th, 12th & 7th streets, correct me if I’m wrong, are on your
INFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 3 of 6
drainage plan and they’re also on that 0-5, would it make sense that we prioritize
those streets and go ahead and do drainage and resurfacing as a package?
Joe explains, 11th street will not take a whole lot to fix. Jimmy’s already on 7th
street fixing that now. 12th street will not take a whole lot, my biggest problem that
I have right now, and you’ll see it’s in yellow which will be the 5-10 year on 14th
street we’re coming all the way down to Venetian at Chatham by AJ’s. That is
where the out fall is located. I’ve got a bid up from several contractors to address
that whole road and repave it. We’d fix all that drainage. As you’ve seen from the
last 2 September floods the worst place for flooding was on 14th street, especially
around 6th Ave. That’s the lowest point on the island. Barry says, we have another
problem between 13th and 14th on 2nd Ave. The biggest bang for my buck right
now would be coming all the way up to Lovell and redoing all the drainage on 14 th
street, Joe explains. Diane asks Joe, to give you the best relief? Joe says, it would
and you see I can fishbone off if they put the main trunk line in, my guys can come
back in and fish bone off down the lateral on 6th, 7th and Miller. The line that
comes out behind AJ’s, the wall is failing and I can’t find the catch basin on 14th
street. What I want to do is bring it up 2 blocks at 36”, replace that to 14th street
and then come up two blocks to 24”. We need some retention in that area. All it is
now is an 18” line trying to drain this whole area. Paul asks, as you upgrade all of
these are you putting filters on them? Joe replies that is not included. I can do that
but I will have to add up to $600 depending on what type we use. My biggest line
of defense right now for these is the sweeping of the streets. The sweeper has a
catch basin cleaner on the back which we will start a catch basin cleaning program
where we will clean all of the catch basins. Paul says I’m still concerned about the
hydrocarbons getting through the system. Joe replies they’re there but we need to
put those on your mainly traveled roads and parking lot areas. That’s where we
will have the worst problems with pollutants. We can start with those at the top of
the watershed. But on Hwy 80 it will be hard to install those in the concrete boxes
to put filtration systems in there. Paul says as you upgrade these systems we need
to be including filters. We can get 319 money, they said they pushed that back to
June or July with Bids. Joe replies I would love to get them in; we can get a better
price for the more we do. I’d like to look at grant money for that. To lessen a lot
of the pollutants we have a point source pollution program going on now to try to
figure out where the bacteria is coming from. That’s really not going to cost us
anything. We’re piggybacking off of something else. I’m working with the
University of Georgia with an oyster reclamation project. What we’re going to do
is start putting them out at our out falls, because one Oyster can purify two and a
half gallons of water per hour. Paul replies that’s a good idea. Joe explains the
total cost of this project will be around $220,000. That addresses your worst
drainage problem on this island. Barry asks couldn’t you just as well put a
filtration system in the 14th street drain just to take an analysis of what’s going on
with it, where the out fall is there on 14th street? If you do one of them and the rest
of them are set up for it then you can actually get the positive proof of what this
filter is catching. Then you’ve got more of a basis to buy more of them. Paul
agrees it would be a good way to justify the grants too. Joe says I’m going to put it
at 14th and Chatham; I’m going to have a 5 x 5 box. It’s a large box because I have
a 36” pipe that’s going to end to it. Barry asks don’t we still have a peat moss
system there too. Joe replies I just found a guy whose selling those products and he
INFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 4 of 6
is going to do my aeration and fertilization on my ball fields and the park. I talked
to him today he is going to get me some documentation. Paul says I just don’t see
why if we’re spending $200,000 on this project why we can’t just add them in.
Joe replies then you’re looking at about $250,000. I am working on a 6 year, 7
year and 11 year Master Plan which will address these issues. I didn’t want to
bring that up tonight; I didn’t want to overload you guys. What I did want to give
you is the storm water out falls and the condition of where they’re at. I wanted to
give you the water and sewer projects we got coming up. Along with the road
rating system for the next 5 years and show you some costs associated with them
and what it’s going to take to fix some of these issues. Barry asks along with fixing
them do you have a maintenance program with that. Diane replies that’s what that
sweeper is for. Joe explains the sweeper is there but what I’m trying to do is, roads
and infrastructure, water sewer lines and storm drains that will give us a life
expectancy of 30 years. We’ve got 36.5 miles of road on this island, so that breaks
it down to paving a little over a mile per year. Barry asks don’t we have any
Special Purpose Local Option Sales Tax that deals with the roads? Paul explains I
took a class in taxation and we can do a municipal option sales tax. It could be a
penny just for Tybee. We’d get lost in a LARK because that’s county wide. We
could do one just for Tybee, it would be 80 or 90% paid for by tourists that we
could use for dedicated projects just like this. Diane adds, I was looking at the
amendment and there’s $320,000 in infrastructure, roads. And we still have
studies, surveys and consultants $50,000, and the Drainage fund. Barry says, let’s
see how much money we can get and get this done. Diane says we’re doing this
because we want to get direction from the committee. Do you think we should
concentrate on 14th street because of the drainage issue? Eddie adds, I think 14th
Street is a large problem because isn’t 14th street still taking in the drainage from
the parking lots? Joe replies, part of it not all of it. What is coming down off of
14th street parking lot takes some of that. Most of the parking lot at Tybrisa comes
out at Inlet Alley. Eventually I do want to share it like I did at 9th and 10th street
and tap in to it coming off of Hwy 80 so it has several out falls and it’s not going
out at one source. Barry asks have we got a solution to the problem on the Alley 3
out fall for the sand covering the pipe up all the time. Joe replies, Alley 3 is an
issue that I’ve got to address because the encroachment from the property owners
there beside and also the washing out on the road there. There’s an 18” line there
that drains a lot of area. That needs to be upsized. We need to upsize that whole
outfall possibly with a head wall and secure the side and repave that so we can
address the drainage out of there. Eddie says there isn’t any sand around that one
on Inlet? Joe replies high tide will cover it up. We’re still going down to Alley 3
every time it rains and digging it out with the backhoe. That is a problem I am
going to fix. Jimmy Bostwick is working on a lot of issues like that but his crew
does a lot of other work too. When we get into May and I have a crew on the beach
6 or 7 hours a day doing clean up every day they can’t do what they normally do or
at least they won’t have very much time to do it. We spent 2200 man hours on the
beach last year just cleaning and maintaining. That limits what I can put on my
building maintenance crew and they’re already behind now. My landscaping crew
will be doing more beach work this year. Barry asks have we got a number on
contracting the grass cutting yet. Diane replies, no, I haven’t done that. We are
considering it to relieve some off of DPW. Joe adds I had talked to Diane about
INFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 5 of 6
removing some of the plants on Hwy 80 so that it will take less time for my guys to
maintain. The trees have been stunted by the way that they were pruned. But some
are blocking regulatory signage. Eddie adds, it took about 50 years to get this
island in the shape it’s in now and Joe is not going to be able to cure it over night.
Joe replies, we’re in good shape, we’re getting there. Give me another 2 or 3 years
and I’ll have it. I want your guidance, I’m waiting on the budget to see what we
have to work with but this is how I’m going to attack it. Paul replies it looks good
Joe.
II. FT. SCREVEN WATERLINES
A. Project Out for Bids
1. Diane introduces Inman Beasley who is here to talk about some of the things that
Hussey, Gay and Bell are working on. Inman says we have 6 or 7 contractors who
have picked up the plans. We have done a complete review and revision. Diane
has the new plans. We eliminated a couple of streets for cost savings for some
areas that we’re not necessary after we found out what was there.
B. Pre-Bid Conference March 11, 2:00 P.M. @City Hall (Non-Mandatory)
1. The pre-bid is still set for March 11th.
$1.8 Million is the last estimate for costs.
C. Bid Opening March 20, 2:00 P.M. @ City Hall
D. GEFA Loan Status
1. Diane says we got the notice that we did qualify for the GEFA Loan for $1.3
Million.
III. COASTAL GRADING CHANGE ORDERS
A. Lifeguard Trailer Site Improvement
1. Diane would like the Infrastructure Committee to recommend and the Council to
accept that we go with the Change Order subject to a staff and Hussey, Gay and
Bell reviewing the Electrical to be sure that we are being charged for what we are
getting. We need detail instead of a lump sum of $21,000. The amount includes
telephone and fiber-optics which was requested for computer and phone line which
will be run from the Marine Science Center. Diane asks if we should let the
electrical work be done in house by our Electrician. Paul recommends we do that.
Joe says we can landscape without a problem. Paul and Barry agree that we should
do as much of this in house to save money. Diane says we will amend this by
taking out the electrical and landscaping. Paul says if we do that we will cut
$27,500 off of the price. Joe says it would not be a problem to do but he would
have to pull his crew working on 7th Street Drainage to make it happen. It could be
done in about a week or a week and a half. Paul motions to recommend to council.
Barry seconds. Eddie approves.
B. Concrete Header on Blanco Lane and Tybrisa ($275)
1. Diane approved in the field because they had to have the concrete header in order
to pave.
C. Drains and Pipes Added To Connect Roof Drains to City Storm Drain System ($14,279)
1. Already approved and completed but Diane wanted to make sure that everyone
knew what was going on and the costs associated.
INFRASTRUCTURE COMMITTEE MEETING MINUTES
February 28, 2008
Updated: 02/22/2008 Page 6 of 6
IV. COMPACTOR SITE
A. Northern Site vs. Southern Site
1. The other options discussed were Inlet and Arby’s. Paul believes Inlet would be
the best choice because we would not lose any parking spaces. Debbie Kearney
from the Marine Science Center says that they did speak with the other businesses
in the area, after the last meeting, and none of them opposed the compactor being in
the original location but just a little farther down in the parking lot. This option
will take away parking spaces. Everyone agrees that the Inlet location should be
considered first. Second choice will be by Arby’s and the third choice location
would be in the parking lot farther away from the Marine Science Center.
B. Costs Comparison to City
1. Edmond is going to get pricing for the perspective locations of the compactor.
Diane reiterated that it takes 4 weeks to order the compactor and time is a factor.
V. LEASE FOR ADA PORTABLE BATHROOM WITH ROYAL FLUSH
1. The city will have to maintain and insure the restroom while it is here. Barry asks
if everyone else really thinks it is necessary to have a restroom on the south end.
Everyone agrees that it is necessary. Diane says if we feel it is not working out the
way we need it to then next year we could consider purchasing our own. Paul
motions to approve. Barry asks if it is a temporary basis. It will be for 6 months
only and then they will reevaluate. The restroom will be leased April 15th until
October 15th. Barry seconds. Eddie approves.
VI. WATER AND SEWER RATE STUDY
A. Fee Proposal (up to $17,500)
Meeting was adjourned at 6:34 pm.
Respectfully submitted by Jackie Cary