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HomeMy Public PortalAbout050_010_20161130MinutesAMENDEDdocx.pdfCity Council Minutes 20161130 Mayor Buelterman called the Special City Council Meeting to order at 3:15PM, November 30, 2016. Those present were Julie Livingston, Monty Parks, John Major, Wanda Doyle, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Bubba Hughes, City Attorney; Angela Hudson, Director, Finance and General Administration; and Janet LeViner, Clerk of Council. DISCUSSION: Julie Livingston confirmed the price of RFP 2016-686 as $186,622. Ms. Schleicher confirmed. Ms. Livingston asked: “then why is the City monitoring the debris pick-up as it is very costly and does not see the value in monitoring as the City may not be reimbursed from FEMA?”. Ms. Doyle stated she is recusing herself from the matters dealing with private roads as she lives in Eagle’s Nest which is a private road. Mayor Buelterman asked why is the monitoring of the public roads less than 1/10 of the actual cost to remove the debris yet the monitoring of the private roads is 3x the amount. Ms. Schleicher recommended there be a “not to exceed” price stated rather than a cost of the contract. Paul Ferraro, Adkins, approached Mayor and Council to answer questions. He stated he does not believe the cost of the monitoring will be as stated. A discussion ensued regarding the time it will take to remove the debris on private roads. Mayor pro tem Brown questioned if anyone from Adkins has checked the amount of debris on the private roads/lanes. Mr. Ferraro confirmed. Mr. Garbett confirmed with Ms. Hudson only one qualified bid was received for the monitoring portion of the debris removal. Mr. Major asked if there was a contract in place prior to the hurricane. Ms. Schleicher responded there was a contract in place with Adkins only for organic debris monitoring on public streets. Ms. Livingston expressed her concerns with the amount of the contract for monitoring. She asked Ms. Schleicher to explain. Ms. Schleicher responded, in her opinion, Adkins did due diligence in bidding the contract and P&J may not have. Mr. Parks agreed with Ms. Livingston regarding the high bid. Mayor Buelterman then asked Mr. Ferraro how many passes will be made for debris pickup. Mr. Ferraro responded, two. Mayor Buelterman asked Mr. Major to share his analysis with everyone. Mr. Major stated with the estimated price and with the projected reimbursement from FEMA of 75% and GEMA 12.5%, Tybee’s share of the cost for monitoring and debris removal, public and private, will be $301,000. Mayor Buelterman asked Mr. Ferraro when the debris removal for private roads will begin. Mr. Ferraro responded as soon as the contracts are approved and signed, work will begin as the trucks on are the Island. Mr. Garbett asked if additional trucks would be brought on the Island to accelerate the removal of debris. Mr. Ferraro stated no. Mr. Brown asked where the non-organic debris would be taken. Mr. Ferraro responded that P&J is working with Waste Management and it will not be stored at the North Beach Parking Lot. Ms. Doyle asked the status of the Right of Entry and Indemnification Agreement Form for the private roads. Mr. Hughes responded the residents are required to sign the form and return to the Clerk’s office in order for debris to be picked up. Mr. Hughes confirmed with the Clerk that executed forms have been received from Horsepen Point and Shipwatch Dunes HOA. Ms. LeViner also confirmed individual residents Agreements from Eagle’s Nest and other residents of private roads have been received. Mr. Ferraro stated Agreements could be signed at the time of pick- up for debris but preferably prior to pick-up. Mr. Parks asked Mr. Ferraro for a time line of when the organic debris will be picked up from public roads. Mr. Ferraro estimated it would be two days and at that time they will begin on the private roads. Mayor Buelterman confirmed the pick-up of non-organic could begin on Monday December 5, 2016. Mr. Ferraro confirmed as long as the Agreements have been submitted. Mr. Hughes stated the City cannot remove debris off residential property and the Agreements are for the road right-of-way. Mr. Major stated that what is before Mayor and Council is a “not to exceed” amount as if there are additional costs, those costs will have to be approved. Ms. Schleicher confirmed. Mr. Major recommended Mayor and Council approve a sufficient amount so Ms. Hudson is comfortable that work will not be halted due to additional costs not being approved. Ms. Livingston state she is not comfortable with the amount of $186,622 as related to debris monitoring on private roads and areas. Mayor pro tem Brown asked if a weekly summary as to cost be submitted to Ms. Schleicher. Mr. Ferraro confirmed. Mayor Buelterman asked Mr. Ferraro if the per unit amount for monitoring is essentially the same for public as for private. Mr. Ferraro answered in the affirmative. Mr. Hughes stated that part of the confusion in his opinion, is that Mayor and Council are comparing the estimates for the debris removal to budget maximum for the monitoring as there is not an estimate for the monitoring as it is a Time and Material Contract. These are only estimates and not budget numbers. Mr. Major expressed his concerns with any delay in the contracts due to the debris being so dry and a possible fire hazard. Mayor Buelterman asked Ms. Hudson for clarification of the tipping fees that will be charged to the City. Ms. Hudson explained those fees were included in the contract. Mr. Major asked Mr. Ferraro at what point will the North Beach Parking lot be cleared. Mr. Ferraro estimated the date will be by the end of December 2016 or first week of January 2017. Mayor Buelterman stated the decisions that need to be made are: (1) approval of the debris monitoring for organic debris, private drives; and (2) the amount for the amended General Fund FY 2017 Budget. Ms. Hudson recommended $3.5. Mayor pro tem Brown recommended approval of the monitoring contract. Mayor Buelterman confirmed. Mayor pro tem Brown asked Mr. Ferraro to explain the process for monitoring. Mr. Ferraro explained the monitors are outside their vehicles to ensure when the contractors are picking up the debris it is from the public right-of- way and not non-related storm debris. The pick-ups are also timed as well as a GPS locations added to the ticket. The operators have been trained to correctly measure the amount of debris in the truck so not as to overcharge the City. Mr. Parks asked Ms. Schleicher her recommendations for 2016-687, 2016-688, and 2016-689. Ms. Schleicher responded for 2016- 687, a “not to exceed” amount of $40,000; for 2016-688 a “not to exceed” amount of $80,000; and for 2016-689 a “not to exceed” amount of $10,000 which should proceed a special City Council meeting to approve additional fees. Dottie Kluttz approached Mayor and Council. Ms. Kluttz asked for an explanation of fees. Ms. Schleicher explained staff had estimated the costs and the bids submitted were much lower. Ms. Kluttz recommended Mayor and Council give the residents a time frame when storm debris will no longer be picked up as this will assist in the monitoring costs. Mayor Buelterman confirmed. Ms. Kluttz also asked when the recycling would start again as Atlantic Waste is not separating it from garbage. Ms. Schleicher stated she will contact Ben Walsh, Atlantic Waste, for clarification. Kathryn Williams approached Mayor and Council to commend Mr. Ferraro for their hard work and professionalism as they have tried to minimize the impact of all the debris. Ms. Williams requested a clause be added that requires the grinder to stay on site as every day it is not working is a day that impacts business at North Beach Bar and Grill. Mr. Ferraro stated it will be on site for the duration. Ken Frauenberger approached Mayor and Council. Mr. Frauenberger stated he does not live on the property at Izler and wanted to commend Mayor and Council as well as Staff for their communication for people who own property on Tybee but do not live here. He then asked Mr. Hughes for an explanation of a private and public road. Ms. Schleicher stated that when Tybee was developed, prior to being incorporated, the developers dedicated the development to the City (1925). There is a deed to the City for all streets shown on a Sugdens Map that were taken as public streets. At the time the Forts were not part of this map and the streets not dedicated to the public. Those communities that were not included on the map and dedicated to the City are considered private roads/streets. Mayor Buelterman stated if the City maintains your road/street by paving and maintaining, it is a public street. Mayor Buelterman then asked for motions. To request the City Council’s approval to award a contract for RFP No. 2016-685, Disaster Debris Monitoring for Public Roads and Areas to Atkins North America, Inc. in the amount of $130,234. Monty Parks made a motion to approve with a not to exceed of $130,234. Wanda Doyle seconded. Vote was unanimous, 6-0. To request the City Council’s approval to award a contract for RFP No. 2016-686 Disaster Debris Monitoring for Private Roads and Areas to Atkins North America, Inc. in the amount of $186,622. Wanda Doyle recused. Monty Parks made a motion to approve with a not to exceed $186,622. John Major seconded. Voting in favor were Monty Parks, John Major, Barry Brown and Bill Garbett. Voting against was Julie Livingston. Motion passed 4-1. To request the City Council’s approval to award a contract for RFP No. 2016-687 Disaster Debris Collection, Removal and Disposal Service of tree stumps on public right-of-ways, improved public property and improved public areas to Phillips and Jordan, Inc. for an amount not to exceed $250,000. Monty Parks made a motion to approve with a not to exceed $40,000. Wanda Doyle seconded. Vote was unanimous, 6-0. To request the City Council’s approval to award a contract for RFP No. 2016-688 Disaster Debris Collection, Removal and Disposal Service of disaster debris on private roads and right-of-ways to Phillips and Jordan, Inc. for an amount not to exceed $200,000. Wanda Doyle recused. Monty Parks made a motion to approve with a not to exceed of $80,000. John Mayor seconded. Vote was unanimous, 5-0. To request the City Council’s approval to award a contract for RFP No. 2016-689 Disaster Debris Collection, Removal and Disposal Service of white goods on public right-of-ways, public property and public areas to Phillips and Jordan, Inc. for an amount not to exceed $300,000. Monty Parks made a motion to approve with a not to exceed of $20,000. Barry Brown seconded. Vote was unanimous, 6-0. To request the City Council’s uncommitted $4,800,000 from the City’s General Fund’s fund balance reserves and amend the General Fund’s FY2017 budget by an increase of $4,800,000 from $11,440,011 to $16,240,011 to cover the upfront cost of the Hurricane Matthew storm damage debris recovery services. Monty Parks made a motion to approve as amended with the budget increase of $3.4M to $14,940,011. Julie Livingston seconded. Vote was unanimous, 6-0. Julie Livingston made a motion to adjourn. Wanda Doyle seconded. Vote was unanimous, 6-0. Meeting adjourned at 4:15PM