HomeMy Public PortalAbout20111013INFRAMinutes.pdfINFRASTRUCTURE COMMITTEE MINUTES
CITY OF TYBEE ISLAND
October 13, 2011
5 pm
ATTENDEES: Paul Wolff, Diane Schleicher, Bill Lovett, George Reese, Barry Brown,
Kathryn Williams and Bill Garbett. Joe Wilson was absent.
Approval of the minutes of the previous meeting. – Paul Wolff called the meeting to
order and asked for a motion to approve the minutes from the last meeting. Bill Garbett
moved to approve the minutes from the last meeting. Kathryn Williams seconded.
New Business:
I. EPD Letter Regarding Recent City Well Test
A. George Reese states that the State came and collected raw water
samples from the well in August 2011 as well as November 2003 and
October 2002. The testing was free of charge to the City. The results
from August 2011 samples showed the pH had risen slightly and
conductivity had declined. Overall the report was good news. We have
good water.
Old Business:
I. HISTORIC BUTLER AVENUE PEDESTRIAN SAFETY PROJECT
A. Schedule
1. Public Advertisements September 16, 23 and 30
2. Pre-Bid Conference October 4, 2011
a. Paul Wolff asked how many contractors showed up. Bill Lovett
states, we have 5 contractors who are plan holders at this time.
It was not a mandatory pre-bid conference. We will probably
contact one other contractor to see if he is interested, just to be
sure we get a good coverage.
b. Bill Lovett states, we have an addendum that we are putting out
today. The addendum covers what was covered in the pre-bid
conference. It also emphasizes what the contractors have to
submit with their bids. As you know, we are running on a very
tight schedule here and I’m concerned that it’s going to take
time between the bid opening and when DOT says its okay to
issue the contract. So we are re-emphasizing to the contractors
what they must submit when they submit their bids.
3. Bid Date October 25, 2011
4. Recommendation to City October 27, 2011
5. Information Package to GDOT October 31, 2011
a. Bill Lovett states that if we get the package to the DOT on
October 31, what DOT is saying is that they can usually turn it
around in 2 weeks.
b. Barry Brown asked Bill Lovett what his preliminary numbers
are so far. Bill states, our cost estimate is about $160,000.
Barry asked what the Grant is written for. Bill responds, the
number in the Grant for construction is $172,000.
Diane Schleicher states that we re-did the scope when we got
the Grant money. Bill responds, oh we did?
Barry asked, didn’t I see $125,000 somewhere? Bill responds,
that is the Grant amount, the $125,000. Barry asked, and out of
that, we’re going to pay $31,250? Barry states, this is just a
preliminary number, if it runs over that, where’s the other
money coming from?
Diane replies it comes from the City; when we got the Grant,
we wrote the scope according to the Grant amount. The last
estimate we received officially from the DOT was $125,000
plus $30… something. The proof will be in the pudding with
the bids.
Paul Wolff asks if there are anymore questions. Barry states
you’re trying to pull the trigger to start a project and you don’t
know if all the money is going to be there or not. That’s my
concern; how much are the taxpayers going to have to pay out
for this thing that you’re trying to push through? Paul states,
we won’t know that until we get the bids. Barry states, that’s
what I’m saying; the preliminary bids I suspect, and probably
Bill does too, will come in higher than that from the numbers
I’m hearing. Paul replied that’s okay.
Bill Lovett states I think the thing to do is take the bids and if
the bids are higher than the City wants to pay then sit down
with the contractor and see what you can do to get it within the
City’s budget.
6. Council Approval (Subject to GDOT
Approval) November 10, 2011
7. GDOT Approval to Award November 21, 2011
8. Notice to Proceed November 30, 2011
9. Contract Completion Date February 29, 2011
II. WATERSHED PROTECTION PLAN – Bill Lovett passed out “revised”
copies to everyone.
A. Draft Reviewed by George Reese and Stanley Bearden
Comments Reviewed and Addressed
B. Committee and Council Approval
C. EPD Approval Date – December 15, 2011
1. Bill Lovett asks how do we do it now. Do you want this Committee to
approve it and then send it to EPD; do you want it to go to Council;
do you want it to go to Council after EPD?
2. Paul Wolff states it needs to go to Council before it goes to EPD.
3. Bill Lovett states we can submit it now to EPD and let them review it.
If there are any changes we can bring it back to Council. Paul states
that’s a good idea.
4. Paul suggests that he, Bill Garbett, Kathryn Williams and Barry
Brown get together and review this as soon as possible and get any
comments circulating by email. Then we can get any comments to
Bill, Diane and George to make sure they are included in what we
send to EPD. Bill Lovett states he would like any comments back to
him by a week from today (October 20th).
With no further business to discuss, Paul Wolff asked for a motion to adjourn.
Kathryn Williams so moved. Bill Garbett seconded.
There may be a quorum of city council members which would constitute a
meeting.
Respectfully submitted by Karen Reese on 11/07/2011