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Home My Public Portal About20180125AmendedWorkshop.pdfTable of Contents 000_000_20180125AmendedAgendaWorkshop....................................................................................................................................................................................... 1010_000_2018 Agenda Request-Tybee Dune Restoration Project Pier to 19th....................................................................................................................................................................................... 3010_010_Tybee Dune Restoration 2018_proposal letter__1-18-18....................................................................................................................................................................................... 8010_020_Tybee dune agreement 1-18-18....................................................................................................................................................................................... 10 Sheet1....................................................................................................................................................................................... 10020_000_Code Review....................................................................................................................................................................................... 12020_020_short term work plan-01172018113948....................................................................................................................................................................................... 18020_021_master plan-01172018114042....................................................................................................................................................................................... 27040_010_2016 goals-01172018132918....................................................................................................................................................................................... 187040_020_2016 July 2016 August 2017....................................................................................................................................................................................... 191040_030_Committee assignments....................................................................................................................................................................................... 196 AMENDED AGENDA SPECIAL CITY COUNCIL MEETING WORKSHOP TYBEE ISLAND CITY COUNCIL JANUARY 25, 2018 3:30PM CITY HALL AUDITORIUM Please silence all cell phones during Council Meetings I. Special City Council Meeting 1 Tybee Dune Restoration 2018 2 Beach Re-nourishment Project II. Executive Session to discuss possible litigation, personnel and real estate III. Possible vote on litigation, personnel and real estate as discussed in executive session. IV. Adjournment I. City Council Workshop II. Committee and Staff Reports a. Alan Robertson i. Code Review ii. Master Plan Implementation Committee 1. Short Term Work Plan 2. Master Plan b. Maria Procopio i. Marine Science Center Business Plan III. City Manager Report a. Hazard Mitigation Grant Program IV. Goals a. Jason Buelterman i. Previous Goals ii. New Goals iii. Liaison/Committee Appointments V. Adjournment PLEASE NOTE: Citizens wishing to speak on items listed on the agenda, other than public hearings, should do so during the citizens to be heard section. Citizens wishing to place items on the council meeting agenda must submit an agenda request form to the City Clerk’s office by Thursday at 5:00PM prior to the next scheduled meeting. Agenda request forms are available outside the Clerk’s office at City Hall and at www.cityoftybee.org. THE VISION OF THE CITY OF TYBEE ISLAND “is to make Tybee Island the premier beach community in which to live, work, and play.” THE MISSION OF THE CITY OF TYBEE ISLAND “is to provide a safe, secure and sustainable environment by delivering superior services through responsible planning, preservation of our natural and historic resources, and partnership with our community to ensure economic opportunity, a vibrant quality of life, and a thriving future.” 20180125AmendedPacket Page 1 of 196 20180122/jrl 20180125AmendedPacket Page 3 of 196 20180122/jrl 20180125AmendedPacket Page 4 of 196 20180122/jrl 20180125AmendedPacket Page 5 of 196 20180122/jrl 20180125AmendedPacket Page 6 of 196 20180122/jrl 20180125AmendedPacket Page 7 of 196 20180122/jrl Deborah Barreiro Coastal Permit Coordinator Georgia DNR via Email 18 January 2018 Re: Tybee Dune Restoration 2018 Dear Deb, Thanks for the follow-up meeting with you, Alan and Shawn on January 5th. I sent Shawn an email requesting any base data they have. It was helpful to walk the phase I area on the ground and brainstorm the permit as well as the long term vision for the area from the pavilion to 18th Street. Jessica and I are excited to help assemble the SPA permit application in coordination with you and the City of Tybee Island. After reviewing the November 11th outline from Alan again and the notes from our meetings, we would like to propose generating the packet of information to support the impact assessment permit application to the Coastal Division of DNR's Shore Protection Committee. The following is a brief summary of my impressions to date and an outline of how we can help with the project. The recent hurricanes, Matthew and Irma, have increased the need, political will and public support to restore the dunes in this highest use section of the island as an initial phase of a comprehensive dune restoration and shoreline protection strategy. The application will boil down the information you and the committee have assembled to date, enhance it with examples and provide a clear picture of existing conditions and proposed improvement activities. The scope will be general enough so that the anticipated specific activities can have some leeway to be adjusted as budgets and biddable plans evolve. Those specific activities include dune creation, planting with native vegetation, temporary irrigation, dune fencing and upgrading a vehicular cross- over. Project narratives will allude to the plan for a unified signage system, an improved pedestrian promenade and upgrades to the public pavilion access area as well as the back-dune landscape treatment. Stormwater infiltration could be enhanced by the creation of interdunal swales or rain gardens created to handle shower run-off as part of a nuanced grading plan. Proposed improvements will meld with existing as selective fill and plantings will be done within the existing dune system such that the entire area is well- stabilized. Great opportunity exists to utilize a more diverse palette of appropriate native dune species to respond to slope aspect, moisture gradient and aesthetic considerations. We discussed using defensive plantings such as opuntia and yucca to dissuade unauthorized access, selective clearing and enhancement of existing shrub and tree vegetation as well as the creative disposition of the dune fencing. Eventual streetscape furnishing changes with greater emphasis on community interaction, pedestrian comfort and environmental education, in combination with an integrated signage package, will make this phase I area the pride of the island and an exemplar for other projects in the region. Through collaboration, research, maps, photos, narratives, calculations, examples of healthy dune systems and elevated vehicular crossings, we will help make a compelling case for the review and approval process. The goal is for us to work with the committee as quickly as possible in order submit the package by the end of January. Following the standard 30 day stay of approval in February, we hope to help implement the core phase I scope in March and April, prior to the May 1st turtle breeding season. We would therefore like to 20180125AmendedPacket Page 8 of 196 20180122/jrl continue to work with you on budgets and specific grading and plantings plans after approval pursuant to bidding and implementation. Attached is a task-oriented estimate and simple contract. Thank you for the opportunity to meet with you and to submit a proposal. Please feel free to give me a call if there are any questions about the process I have laid out or if you would like to discuss the project further. We could begin our work next week and arrive at a final package together by the end of January. Sincerely, Thomas Angell, ASLA CC: Alan Robertson, Shawn Gillen 20180125AmendedPacket Page 9 of 196 20180122/jrl 1 Initial conversation & emails w/Alan, 9-14 Nov. 17 No charge2Meeting with Alan, Deb, Shawn, Sharon and George, 16 Nov.17 No charge3Email correspondence w/team, 20 Nov. 17 No charge 4 Follow up meeting & site visit w/Alan, Deb, Shawn, 5 Jan. 18 No charge5Request base data, prepare proposal No charge6Follow up w/Deb, prepare contract, 17, 18 Jan18 No charge 7 Outline booklet contents 1 hours @ $120 1 Hours @ $65 8 Assemble & format existing conditions maps & narrative 4 hours @ $120 4 Hours @ $65 9 Develop conceptual design plans, sections & narrative,5 hours @ $120including volume calculations & research 10 Hours @ $65 10 Progress review meeting with Deb & Alan at Verdant Enterprises downtown 2 hours @ $120 2 Hours @ $65 11 Revisions and additions to packet per progress meeting 1 hours @ $120 2 Hours @ $65 12 Phone and email coordination w/team - Allow 1 hours @ $120 1 Hours @ $65 13 Finalize submittal package, email Deb & Team - Allow 1 hours @ $1204 Hours @ $65 14 Prepare packages for SPA committee presentation 4 Hours @ $65 15 Present plans to SPA committee for permit approval including one way travel time 3.5 hours @ $120 Estimated Fees Subtotal Administrative Fees 2% Total Estimated Fees Total for coordination, research, graphics, collaboration & presentation $3,500 - $4,500 $3,789$3,789 $3,715 The following is an estimate of the anticipated time involved for the various phases of the project. This estimate is Verdant Enterprises' best judgment based on a record of other similar projects and is not intended as a lump sum price for design services. The actual hours to complete each phase of the work may be less or more depending on the project flow, the number of trips to the site required, timely reviews and decisions and possible unknown site factors effecting the scope of the work and thus the amount of design time required. 1. EXPLANATION AND ESTIMATE OF SERVICES AGREEMENT BETWEEN CLIENT AND LANDSCAPE ARCHITECT This agreement is between: The City of Tybee Island (Client) and Verdant Enterprises, LLC for the following project: SPA permit application for phase I dune restoration $74 Verdant Enterprises, llc ENVIRONMENTAL DESIGN LANDSCAPE ARCHITECTURE SITE PLANNING 20180125AmendedPacket Page 10 of 196 20180122/jrl 1 2 3 4 5 6 7 the design of water features and/or other custom site elements or furniture not specified in the estimate above. 6. CONSULTANTS AND CONTRACTORS Thomas Angell, ASLA Principal preparing documents for alternate, separate, or sequential bidspreparing documents for alternate, separate, or sequential bids processing the plans through Review Boards; Other than as outlined 2. ADDITIONAL SERVICES Consultants, such as arborists and irrigation specialists, as well as contractors shall be agreed upon in advance by Client and billed directly to Client unless as acting as subs of the Verdant Enterprises, in which case, requests for payment will be passed on to the Client at cost. Payment for professional services relative to this project shall be due no later than two weeks from date of invoice. Invoices are delivered via email. Invoices can be mailed via post if requested by the client prior to the invoice date. If the invoice balance is not paid in full within 10 business days of the stated due date, an annual interest rate of 7% will be added to the client's account. Accepted forms of payment include check, cash, money order or cashier's check. 5. BILLING Other expenses may include: Reproductions of drawings or specifications, photographs, postage, entrance fees, tolls, parking fees, soil tests or advertisements to bid. A more detailed list of potential fees is available upon request. Travel - Special trips to the site as needed or specifically requested by the Owner @ $.54 per mile Reimbursable expenses are in addition to compensation for consultation and deliverables as described above. They include the actual cost of expenditures made by Verdant Enterprises or its consultants. These expenses may include, but are not limited to: 4. REIMBURSABLES Jessica Higgins Associate Landscape Designer $ 65.00 per hour Thomas Angell, ASLA Principal Landscape Architect $120.00 per hour The Client shall compensate Verdant Enterprises for the Scope of Services as outlined above. Items listed as "N.I.E" (Not In Estimate) are considered additional services and are not included in the Total Estimated Fees outlined above. Compensation shall be on a time and expense basis, billed hourly for actual services rendered for each phase at the following rates: 3. COMPENSATION AND FEE SCHEDULE Making revisions in drawings, specification or other documents may be considered additional services when they are: Additional services beyond those estimated above may be provided at the Client's request. Additional Services may include: Additional meetings and site visits, presentation models, drawings, renderings, coordination with Client and Contractors for Jose Valez Junior Associate $ 45.00 per hour inconsistent with approvals or instructions previously given by the Client, including revisions made necessary by adjustments in the Client's program or project budget; required by the enactment or revisions of codes, laws, or regulations subsequent to the preparation of such documents; due to changes required as a result of the Client's failure to render decisions in a timely manner; providing special surveys, environmental studies and submissions requested by client or required for approvals of Review Boards or governmental authorities or others having jurisdiction over the Project; Other than outlined Date Client Shawn Gillen or Alan Robertson Confirmed and Agreed to as Written: Upon acceptance of this proposal, Verdant Enterprises agrees to perform the services described above in a professionally responsible and ethical manner within the agreed upon time frame. The Owner shall furnish required information and services and shall render approvals and decisions as expediently as necessary for the orderly progress of Verdant Enterprises' services and of the work. 7. 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of 196 20180122/jrl 20180125AmendedPacket Page 188 of 196 20180122/jrl 20180125AmendedPacket Page 189 of 196 20180122/jrl 20180125AmendedPacket Page 190 of 196 20180122/jrl GOALS 2016RATINGTASKGROUPINGREMARKSUPDATE6Complete Marine Science CenterInfrastructure (Roads, W/S)Jason to do letter to CC asking for $2M as this is beach related. Included public safety, life guardsWanda looking at other funding sources. Getting Bond.6Build dunes where needed (add crossovers, address vehicle access areasNon‐public Safety Beach Related(1)Diane to get update from Marlow for Phase II (2) Need match from State $1.5M (3) Wanda to work with Dan Parrott, BTF (4) Need solutions for dune crossovers, possible outsourceAlan Robertson ‐ BTF ‐ currently working on projuect. Would like to move sand mound near pier6Finalize goal for hurricane reserveFinance/Energy Use Reduction In progressProject $3.1M per final report.6Marsh Hen TrailRecreationIn progressBubba finalizing4Complete w/s upgradesInfrastructure (Roads, W/SNeed rate increase ‐ City to borrow from GEFA for upgrade to the 3 sections of lead jointed waterlines and to replace the WWTP UV systemCompleted by end of August. Wanda to get information3Long term plan for NB Parking LotInfrastructure (Roads, W/SRS&H has started parking plan analysis for NB Parking Lot (2) Bubba looking at deedsNeed Plan. George to provide for distribution3Secure State funding for Phase 2 of Channel Impact Study ($1.5M)Non‐public Safety Beach RelatedJason going to Atlanta to meet with Governor3Graphic reports actual vs. budget (highlight over/underFinance/Energy Use ReductionMonty would like a graph ‐ Diane to work with Angela to have at first reading of budgetShawn to have Angela do in excel.01/17/201820180125AmendedPacketPage 191 of 19620180122/jrl GOALS 20163Public restrooms ‐ south endTourism(1) Refurbish bathroom at MSC (2) Stick build at 17th and 18th (3) much like NB bathroomsChallenge is to get funding. Chatham County to release SPLOST $$'s and possibly use for "beach improvement"3Additional office space/safety features at city hall using general fund/capital improvements fundPublic Safety/Hurricane PreparationDesign/Planning cost in budgetNeed to move forward. Shawn to talk to Greeline for pricing. Need to make safer place to work3Improve Highway 80Quality of LifeGA DOT confirmed that they are improving the stripping at Bull River Bridge (2) installing the better reflectors on bridge (3) currently no room for a lane divider on the bridgeShawn met with GaDOT. Turn lanes into Ft Puluski. Invite GaDOT to City Council meeting for citizen update.3Jaycee Park Improvements: batting cages, playground, restrooms, storage, trail,. Mini golf course, dog park improvementRecreationBatting cages in 2014 SPLOST budget for YMCA to have batting cages in the gym. Monty, Julie and Joe are working with TailSpin on a fund raiser for improvements for the current Dog Park. Repair of path on FY 17 budget. New restrooms and storage area budgeted for FY 17Batting cages good as they were moved to YMCA. Need rest rooms; was re‐mulched.2Review Code and get rid of some. Enforce what is not being enforcedPublic Safety/Hurricane PreparationGroup has been formed to review municipal code for corrections etc. ‐ in process. 1st update was provided to the City Council on June 9, 2016. MPIC was formed and moving forward. Alan Robertson spearheading committee.2Dog park (improve/current/additional)Quality of LifeIn progress ‐ Additional landscaping was installed. Monty, Julie and staff have met with Tailspin who has a 501c3 to discuss fund raising opportunities to improve the dog parkSlowed down due to hurrican. Should start up soon01/17/201820180125AmendedPacketPage 192 of 19620180122/jrl GOALS 20162Update Master Plan/Carrying CapacityQuality of Lifein progress ‐ Master Plan will be on the July 28th agenda for approval On going with MPIC2Follow DPW paving scheduleInfrastructure (Roads, W/SIn progress ‐ FY 16 paving is completed2Pedestrian/Bicycle/ADA Improvements ‐ Island wideInfrastructure (Roads, W/S(1) Bike committee to bring plan to mayor and council 9/22 re: north beach area (2) north beach area need sidewalk especially around Meddin2Beach rules enforcementTourismAdditional Beach Patrol Officers will be hired ‐ in budget2Encourage development of family friendly businessRecreationWanda ‐ in progress2Cameras @ Tybrisa areaPublic Safety/Hurricane PreparationIn budget2Landscape/beautify sore spots (seamless cities)Public Safety/Hurricane PreparationJason to meet with Garden Club to discuss2Redesign 16th StreetQuality of LifeWanda would like to make Tybrisa a walking/ped mall1Disaster RecoveryPublic Safety/Hurricane Preparation1Explore options for Ocean RescuePublic Safety/Hurricane Preparation1Enforce golf carts on Hwy 80, texting and driving, blinking light laws/bike safetyPublic Safety/Hurricane PreparationOngoing1Add Economic Development to goalsPublic Safety/Hurricane Preparation1Running routesQuality of Life1Positive police presence/increaseQuality of Life1Noise/lightingQuality of Life1Rental housing stock retention/creationQuality of Life1Regular review of motel tax collectionFinance/Energy Use Reduction01/17/201820180125AmendedPacketPage 193 of 19620180122/jrl GOALS 20161Resolve short Term rental business license ‐ Independent vs Manager Finance/Energy Use ReductionCity Council adopted new STVR ordinance which includes unit registration requirements1Balance of $6M beach fundsFinance/Energy Use Reduction1Shallow well beach showers ‐ Island wideTourism0Explore option for facilities @ north and south endPublic Safety/Hurricane Preparation0Explore option for contracting out additional offices for busy seasonPublic Safety/Hurricane Preparation0Start having annual legislative priority list and meeting at Capital in JanuaryPublic Safety/Hurricane Preparation0Re‐do all street signsPublic Safety/Hurricane Preparation0Support local/businesses/"shop local"Quality of Life0City sponsored eventsQuality of Life0City websiteQuality of Life0Trash/recyclingQuality of Life0Clean beachQuality of Life0Signage AllQuality of Life0Enforcement of ordinancesQuality of Life0Continue sewer force main improvementsInfrastructure (Roads, W/SOn hold until water line and UV System is completed0Polk Street and Bright Street DrainageInfrastructure (Roads, W/S In the budget0Visit Hilton Head to evaluate deep well costsInfrastructure (Roads, W/S0Immediate: pot holes; galvanized/lead pipeInfrastructure (Roads, W/S0Complete snow fencingNon‐public Safety Beach Related0Maintain/Increase ReserveFinance/Energy Use Reduction0Cig. ButtsTourism0Communication between City and businessesTourism0Trash cansTourism0Monitor shallow well showersRecreationACTION ITEMS FROM WORKSHOP01/17/201820180125AmendedPacketPage 194 of 19620180122/jrl GOALS 2016According to my notes from the workshop, below are the action items:• Wanda to meet with Chantel and CM to discuss the DDA and funding procedures• Shawn to speak with Bond Attorney, Financial Advisor and send timeline for Marine Science Center Bond• Jan to get RS&H Plan for North Beach Parking and send to Shawn and Mayor and Council• Shawn to get update on replacing sand fencing that was destroyed by hurricane(s)• Shawn to email Bubba regarding Marsh Hen Trail re: status of property owners• Shawn to evaluate possible increase in water rates and to be discussed at next workshop in August• Monty would like a graphic representation (excel) of spending vs revenue for the current budget• Jan to send email to schedule workshop in August – discussion on capital projects01/17/201820180125AmendedPacketPage 195 of 19620180122/jrl CITY COUNCIL 2018 LIASON/COMMITTEE APPOINTMENTS I. PUBLIC SAFETY COMMITTEE – WANDA DOYLE a. Julie Livingston b. Monty Parks II. INFRASTRUCTURE COMMITTEE – BARRY BROWN a. John Branigin b. Jackson Butler III. BEACH TASK FORCE – WANDA DOYLE IV. HISTORIC PRESERVATION – JACKSON BUTLER V. FINANCE COMMITTEE – JASON BUELTERMAN a. Monty Parks b. John Branigin VI. YMCA – WANDA DOYLE VII. MARINE SCIENCE CENTER – BARRY BROWN VIII. TYBEE POST THEATER – MONTY PARKS IX. TYBEE ARTS ASSOCIATION – JULIE LIVINGSTON X. DEVELOPMENT AUTHORITY/MAIN STREET – JULIE LIVINGSTON XI. MASTER PLAN IMPLEMENTATION COMMITTEE – JOHN BRANIGIN 20180125AmendedPacket Page 196 of 196 20180122/jrl