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