HomeMy Public PortalAbout20180712AmendedPacket2.pdfTable of Contents
000_000_20180714AmendedAgenda....................................................................................................................................................................................... 1050_010_20180614Minutes....................................................................................................................................................................................... 3050_020_20180627MillageMinutes....................................................................................................................................................................................... 7050_030_20180627Minutes....................................................................................................................................................................................... 8060_010_DOC070618-07062018135725....................................................................................................................................................................................... 10080_010_Untitled_20180705_114111_001....................................................................................................................................................................................... 12100_010_20180618-PC PACKET SITE PLAN-VAR-EFIRD....................................................................................................................................................................................... 13 Untitled_20180514_135758_001....................................................................................................................................................................................... 15 Untitled_20180514_135845_001 Untitled_20180514_135913_001....................................................................................................................................................................................... 23100_020_20180618_PC_MINUTES....................................................................................................................................................................................... 34110_010_2018 Agenda Request Coastal Initiative dba Escape Tybee Beer and Wine Only-NO Sunday Sales....................................................................................................................................................................................... 36110_020_2018 Agenda Request-Dolphin Watch Tiki Hut-Beer & Wine Package-Sunday Sales....................................................................................................................................................................................... 39120_010_Agreement - 06.22.18....................................................................................................................................................................................... 42120_030_HPFG Agreement-Agenda Request for CC 7-12-18....................................................................................................................................................................................... 45120_040_Agenda Item - July 12 2018 - Thompson Engineering Contract $4,250....................................................................................................................................................................................... 59 Agenda Item July 12, 2018 Thompson Engineering Contract $4,250....................................................................................................................................................................................... 59 Thompson Engineering Agreement 7-5-18 Structural Evalution....................................................................................................................................................................................... 61140_010_20180628-Morman-Signed Release....................................................................................................................................................................................... 68140_040_Agenda Request - 5th ave discussion2018....................................................................................................................................................................................... 72140_041_5th Ave conservation easement - scan....................................................................................................................................................................................... 74
Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in
this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact the
Jan LeViner at 912.472.5080 promptly to allow the City to make reasonable accommodations for those persons.
AMENDED AGENDA
REGULAR MEETING OF TYBEE ISLAND CITY COUNCIL
July 14, 2018 7:00PM
Please silence all cell phones during Council Meetings
I. Consideration of Items for Consent Agenda 6:30PM
II. Executive Session
III. Opening Ceremonies
1 Call to Order
2 Invocation
3 Pledge of Allegiance
IV. Recognitions and Proclamations
V. Consideration of the approval of the minutes of the regular meetings of the Tybee island City Council
1 June 14, 2018, City Council Minutes
2 June 27, 2018, Public Hearing, Millage
3 June 27, 2018, Public Hearing, Millage and Budget Adoption
VI. Consideration of Boards, Commissions and Committee Appointments
1 Jeremy Altman, Historic Preservation Commission
VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest. Limit reports to 10 minutes.
VIII. Citizens to be Heard: Please limit comments to 3 minutes. Maximum allowable times if 5 minutes.
1 Lisa Freeman, Insurance for lost tree – rescheduled for August 23, 2018
2 Abby Burke, 9 Meddin Drive, driveway on her property
IX. Consideration of Approval of Consent Agenda
X. Public Hearings
1 Site Plan with Variance, Parking Requirements – Lot “A” Fifth Avenue (106 6th Avenue) PIN 4-
0003-07-005 – Currently Zoned R-2/C-2 – Carrie Efird
2 Planning Commission Minutes, June 18, 2018
XI. Consideration of Local Requests & Applications – Funding, Special Events, Alcohol License
1 Alcohol License Request: Beer and Wine Only – No Sunday Sales: Coastal Initiative DBA
Escape Tybee (Existing Business License). 106 South Campbell
2 Alcohol License Request: Beer and Wine Package Sales/Sunday Sales. Dolphin Watch Tiki Hut
(New Business License – Watersports Equipment rentals) 2101 Hwy 80
XII. Consideration of Bids, Contracts, Agreements and Expenditures
1 American Legion Post 154 Agreement
2 Out of State Travel, Jason Buelterman and Shawn Gillen, Washington, DC, July 16-17, 2018
Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in
this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact the
Jan LeViner at 912.472.5080 promptly to allow the City to make reasonable accommodations for those persons.
3 Department of Natural Resources/City of Tybee Island – Historic Preservation Fund Grant
Agreement, South End Overlay District: Design Guidelines
4 Approve a contract with Thompson Engineering for $4,250 to perform structural evaluation of
the City buildings that are eligible for the storm shutters under the Hurricane Matthew Hazard
Mitigation Grant
5 Marine Science Center Contracts – Ratified
XIII. Consideration of Ordinances, Resolutions
XIV. Council, Officials and City Attorney Considerations and Comments
1 Bubba Hughes
i. Resignation, General Release and Waiver of Rights – Ja’Borian Morman
2 Wanda Doyle
i. Action Item List
3 George Shaw
i. Opening portion of 5th Avenue
ii. Update: Flood Mitigation Grant
4 Shawn Gillen
i. Parking for Kathryn Williams, North Beach Grill
ii. Update: Action Item List
XV. Minutes of Boards and Committees
XVI. Executive Session
1 Discuss litigation, personnel and real estate
XVII. Possible vote on litigation, personnel and real estate discussed in executive session
XVIII. 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.”
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City Council Minutes, June 14, 2018
Consideration of Items for Consent Agenda
Mayor Buelterman called the consent agenda to order at 6:30PM on June 14, 2018. Those present
were Julie Livingston, Monty Parks, John Branigin, Wanda Doyle, Barry Brown, and Jackson Butler.
Also attending were Dr. Shawn Gillen, City Manager; Dana Braun, City Attorney; George Shaw,
Director, Community Development; Angela Hudson, Director, Finance Department; and Janet
LeViner, Clerk of Council.
Mayor Buelterman listed the following items on the consent agenda:
City Council Meeting Minutes, May 24, 2018
Special City Council Meeting Minutes, May 31, 2018
Marine Science Center Contract: Request council authorize the documents be signed once
approved by Council and the Committee which includes the City Manager and architects
Lease Agreement, River’s End Campground, Jamey Rabun, Campground Director
Out-of-State Travel: Jason Buelterman, Monty Parks, Wanda Doyle and Shawn Gillen,
Sea Pines, SC to discuss reuse and recycle center. Travel will be third week of June 2018
Resolution: Senate Bill 17, Brunch Bill
Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the
consent agenda were present.
Opening Ceremonies
Call to Order
Invocation: Jan LeViner, Clerk
Pledge of Allegiance
Reports of Staff and Invited Guests
John Calvert approached Mayor and Council to speak on the historical marker for the Ontranto
Celebration, September 15, 2018. He read from a prepared report to include the history of the
HMS Otranto (attached).
Alice Keyes, VP, Coastal Conservation at One Hundred Miles, approached Mayor and
Council to recognize the City of Tybee Island as the newest site partner into the Western
Hemisphere Shorebird Reserve Network. Mayor Buelterman presented Ms. Keyes with a
Resolution supporting the Western Hemisphere Shorebird Reserve Network. Wanda Doyle
made a motion to support the Resolution as read. Barry Brown seconded. Vote was unanimous
to approve, 6-0.
Colin Stewart approached Mayor and Council to speak on the 4th of July Bike Parade
Celebration. Mr. Steward stated the parade will start at Memorial Park, 11AM and travel to
the Pier. He asked for the support of Mayor and Council in promoting the event as well as the
Tybee Island Police Department with traffic in crossing Butler Avenue. Mayor Buelterman asked
Dr. Gillen to reach out to Chief Bryson for assistance with traffic concerns. Dr. Gillen confirmed.
Mr. Parks asked if this is a permitted event. Mr. Stewart responded it has not been to this point.
Mr. Parks offered assistance if needed, as this is a positive event for Tybee Island as it is family,
non-motorized, and non-alcohol. He again offered assistance. Ms. Doyle stated if the event is
permitted, it helps with getting City assistance and services. Mayor and Council thanked Mr.
Stewart for the event.
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Debra Chester and Pam Wiley, Polk Street Beautification Project, approached Mayor and
Council to do a presentation, Commercial Privacy Fences. They would like put on Polk Street
to act as a buffer for the Department of Public Works and Water/Sewer Complex. Mayor
Buelterman stated the Infrastructure Committee discussed this and Dr. Gillen is working with the
City Engineers as they have a landscape consultant. Ms. Doyle asked if there is a shallow well
in that area for irrigation. Dr. Gillen stated there is not a well in that area but there is space for
one. Mayor Buelterman thanked Ms. Chester and Ms. Wiley for bringing this to Mayor and Council.
Jackson Buelterman made a motion to approve the consent agenda. John Branigin
seconded. Vote was unanimous, 6-0.
Public Hearings
First Reading, FY 2019 Budget. Mayor Buelterman explained the process of the budget
approval. There will be a second reading at the June 27, 2018 meeting and would entertain a
motion to approve as presented. Mr. Parks thanked Staff for their hard work in providing such
a complete budget package. Monty Parks made a motion to approve as presented. Wanda
Doyle seconded. Vote was unanimous to approve as presented, 6-0. Discussion: Wanda
Doyle expressed her concerns with certain changes to the budget, which included but not limited
to American Legion Post 154 and Tybee Post Theater. Mayor Buelterman confirmed that all
recommended changes would be in the proposed budget will be presented at the second reading
of the 2019 Budget on Wednesday, June 27, 2018. Dr. Gillen confirmed proposed changes to
the budget as presented at the recent workshop have been incorporated into the proposed
budget. New changes will be added prior to the second reading.
First Reading, 2019 Millage Rate. Mayor Buelterman stated the current millage rate is
4.044, there being an increase in the Tax Digest, if the City were to go to the “roll-back rate”,
which would keep the City revenue neutral relative to the income from property taxes, would roll
the millage rate back to 3.931. He stated there would be a second and third hearing regarding
the millage rate on June 27, 2018 at 10:00AM and again at 7:00PM. No action taken
Zoning Variance: Upper deck, stairway in setback: 1009 Second Avenue, PIN 4-0006-
12-012: Zone R-2 – Robert Morris. George Shaw stated Mr. Morris has a deck above his
front porch, which was built several years ago. There are stairs for access, put in without a
permit, which are in the set-back. The Planning Commission voted unanimously for denial of the
variance request. Mr. Shaw stated when the deck was built in 2011; the City Inspector added a
note to the file that the deck was not to be used for habitation. Robert Morris approached
Mayor and Council. Mr. Morris thanked everyone for their service to the City. He apologized to
Mayor and Council for not securing a permit for the deck prior to building. Mr. Morris explained
he is concerned with the welfare of his children as it related to the access of the deck and access
is gated for safety of his children. He is asking for a variance for safety for his children. Mr.
Morris also cited the ordinance for second egress. Mayor pro tem Brown expressed his concerns
with the amount of potential variance requests. He also recommended the contractor be held
responsible for any violations rather than the homeowner, as they are not aware of all the
restrictions. Mr. Braun stated he would talk to Mr. Hughes regarding a potential ordinance. Ms.
Doyle agreed this is a public safety issue and recommends approval. Mr. Branigin expressed his
concerns with the placement of the stairs. He also recommended approval. Trey Heinz, 1007
Second Avenue, approached Mayor and Council. She spoke in favor of the variance request and
asked Mayor and Council approve. Jackson Butler also recommended approval. Barry Brown
made a motion to approve. Wanda Doyle seconded. Voting in favor were John Branigin, Wanda
Doyle, Barry Brown and Jackson Butler. Voting against were Julie Livingston and Monty Parks.
Motion to approve carried, 4-2.
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Site plan approval: Changes to site: 1601 Butler Avenue, PIN 4-008-18-004 – Zone
C-1/SE – Bob Skinner (Arby’s). George Shaw stated Arby’s was damaged during Hurricane
Matthew and repairs to the inside are almost complete. Management would like to do some
repairs to the outside by adding a low deck to include tables for outside dining. They are also
requesting six parking spaces, four of which are either completely or partially on City property.
Two are on their property. Mr. Shaw stated he is reluctant to change the parking in the area due
to the South-end Parking Plan that is in process. Planning Commission vote was to approve, 3-
1, with the exception of not allowing the new proposed parking spaces. There is concern with the
two spaces, as management would be backing out into the drive-thru. Ms. Doyle asked for
clarification of the parking spaces. Mr. Shaw clarified the two spaces on their property would be
used for management. Bob Skinner, Arby’s, approached Mayor and Council. He confirmed
both the interior and exterior of the building is now ADA compliant. He confirmed the store
managers would use the two parking spaces on their property only. There was a brief discussion
regarding the two parking spaces that are on City property. Mayor Buelterman asked Mr. Shaw
to explain exactly what the Planning Commission approved. Mr. Shaw responded, “The Planning
Commission approved all of the site plan with the exception of the parking spaces”. Mayor
Buelterman asked that when a motion is made to ensure the motion is specific. Wanda Doyle
made a motion to approve the site plan and the two parking spaces that are wholly on their
property. Barry Brown seconded. Vote was unanimous to approve, 6-0.
Text Amendment: Sec 8-080, Land Development Code regarding flood damage
prevention. Mayor Buelterman confirmed this text amendment is to have the LDC consistent
with the upcoming amendments to the flood maps. Mr. Shaw confirmed. Wanda Doyle made
a motion to approve. Monty Parks seconded. Vote was unanimous to approve, 6-0.
Consideration of Ordinances, Resolutions
Resolution: SR 26/US 80 Project – Bull River and Lazaretto Creek Bridges. Mayor
Buelterman is asking Council to approve for two reasons: (1) Continue to move the project
along as without right-of-way acquisition funds in the Chatham County DOT TIP the federal
government will not move forward spending money to approve all of the environmental permitting
that the federal government has to do; and (2) the City needs to show a commitment to the
project by earmarking money. The construction for this project is $112M. Mr. Branigin stated he
is in support of the Resolution but fails to see how the City earmarking $275,000 for the project
will keep it moving. Mayor pro tem Brown confirmed we have not received a commitment from
Chatham County. Mayor Buelterman confirmed. Dr. Gillen stated because of his conversations
with the County Manager, they are at a “maybe” and it makes sense for the County to share the
cost and the County has the administrative capabilities of doing the right-of-way acquisitions. Ms.
Doyle stated the approval of the Resolution shows the citizens how committed Mayor and Council
are to move forward. She is in full support of this Resolution for the community. John Branigin
made a motion to approve. Wanda Doyle seconded. Vote was unanimous to approve, 6-0.
Council, Officials and City Attorney Considerations and Comments
Mayor Buelterman stated the State of Georgia approved $10M for Hurricane Matthew and Irma
mitigation for dune rehabilitation. Alan Robertson has developed plans for dune rehabilitation
and he would like all residents to be aware of the project. Mr. Robertson approached Mayor
and Council to give his update. He outlined the different phases of the project, the installation
of the dunes, and cost of the sand. Mayor Buelterman thanked Mr. Robertson for all his work
associated with this project.
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Jackson Butler approached Mayor and Council to give an update on the Historic Preservation
Commission as it pertains to the South-end Overlay District. Mr. Butler stated the Historic
Preservation Commission has placed a billboard that reads “Celebrate Tybee’s Historic
Preservation” and he would like to recognize those instrumental in promoting historic
preservation. Those include Jan Will, Chair, Historic Preservation Commission; Chantel Morton,
City Liaison for both Historic Preservation Commission and Downtown Authority/Main Street
Program; Sarah Jones, Executive Director, Tybee Historical Society; and Maria Solomon for the
use of the billboard. He continued, in regards to the update on the progress of the South-end
Overlay District Ordinance revisions and preservation guidelines, on March 22, 2018 in consistency
with the Master Plan mission that states the City will be conscientious stewards of our unique
historic and culture heritage, we unanimously elected to pass a resolution for a 6 month
demolition on the Moratorium of Historic Structures in the South-end Overlay District. This will
allow all parties to work with professional consultants to begin on the construction of the
guidelines and will ensure the protection of the historical structures on Tybee Island. Mr. Butler
stated he is happy to report revisions will be sent to the Planning Commission for their August
2018 meeting and then forwarded to Mayor and Council.
Dr. Gillen stated this is a recommendation from the Public Safety Committee. By changing the
sections of Solomon Avenue that are one-way to two-way, it will improve public safety.
Ms. Doyle confirmed it is the recommendation of the Public Safety Committee to change from
Campbell to Van Horne from one-way to two way. Wanda Doyle made a motion to approve
Solomon Avenue, two-way, from Campbell to Van Horn. Barry Brown seconded. The vote was
unanimous to approve, 6-0.
Mayor Buelterman led a discussion regarding the City Manager’s Action Item. The update is
scheduled for the second meeting of the month and on those months where there is only one
meeting, what is the recommendation of Mayor and Council for the update. It was agreed for
those meetings, July, November and December, the City Manager’s update would be the first
meeting of the month. Ms. Doyle requested at the upcoming City Council Workshop, Mayor and
Council discuss the Action Item list to have the items prioritized and set a completion date.
Monty Parks made a motion to adjourn. John Branigin seconded. Vote was unanimous, 6-
0.
Meeting adjourned at 9:15PM.
______________________________
Janet R. LeViner, CMC
Clerk
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City Council Minutes, June 27, 2018
Mayor Buelterman called the public hearing to order at 10:00AM. Those present were Julie
Livingston, Monty Parks, John Branigin, Wanda Doyle, Barry Brown and Jackson Butler. Also
attending were Angela Hudson, Finance Director and Jan LeViner, Clerk.
Public Hearings
Second Reading, 2018 Millage. Mayor Buelterman stated he is in favor or rolling the rate
back to 3.931. There was a brief discussion regarding how the general fund might be affected if
there is a roll back.
Monty Parks made a motion to adjourn. Julie Livingston seconded. Vote was unanimous, 6-
0.
Meeting adjourned at 10:05AM
______________________________
Janet R. LeViner, CMC
Clerk
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City Council Minutes, June 27, 2018
Mayor Buelterman called the public hearing to order at 7:00PM. Those present were Julie
Livingston, Monty Parks, John Branigin, Wanda Doyle and Jackson Butler. Also attending were
Bubba Hughes, City Attorney; George Shaw, Director, Community Development; Angela Hudson,
Finance Director; Shawn Gillen, City Manager; and Jan LeViner, Clerk. Barry Brown was excused.
Public Hearings
Second Reading, 2018-12, 2018-2019 Budget. Mayor Buelterman asked there be
separate motions regarding the approval of the proposed budget.
Wanda Doyle made a motion to approve the 2018-19 Operating Budget. Monty Parks
seconded.
John Branigin made a motion to amend the proposed 2018-19 Operating Fund Balance
and to increase the hotel/motel tax revenue by the amount the millage rate rollback.
Wanda Doyle seconded. Vote was unanimous to approve, 5-0.
Wanda Doyle made a motion to approve the 2018-19 Capital Budget. Julie Livingston
seconded. Vote was unanimous to approve, 5-0.
Third Reading and Adoption, 2018 Millage Rate. Monty Parks stated he is in favor of a
property tax rollback. The net effect is to take $57,000 out of City revenue from the property
owners on this Island. He continued that the extra $57,000 could be realized with a small increase
in parking rates and would shift the burden of our revenue to the day-trippers. John Branigin
stated he also supports the rollback but would offset with asking the City increase the anticipated
hotel/motel tax by the $57,000 to offset the millage rollback. Dr. Gillen stated the hotel/motel
number is quite large and the $57,000 is a very small percentage of those funds. There was a
short discussion regarding raising the parking rates. Mayor Buelterman stated keeping the
millage rate the same would not impact the Stephens Day homesteaded residents in terms of
raining their taxes. Monty Parks made a motion to roll back the millage rate to 3.931 mils,
which rolls it back .113 mils from the existing millage rate of 4.044. Wanda Doyle seconded.
Vote was unanimous to approve, 5-0.
Consideration of Bids, Contracts, Agreements and Expenditures
To request the City Council approve “stand by” contracts with two vendors to provide
the rental of 13 diesel bypass pumps and relevant equipment for the City’s 13 sewer
lift stations in the event of power outages on Tybee. Mayor Buelterman stated there are
two contracts that have been prepared to be the supply contract for the pumps in the event the
City does not have power so the lift stations will be operable. Wanda Doyle made a motion to
permit the signing of the contract by the City for the approval of the terms by Ms. Hudson, Dr.
Gillen and himself. Julie Livingston seconded. Vote was unanimous to approve, 5-0.
Consideration of Ordinances, Resolutions
Adoption of 2018-2019 Budget
Council, Officials and City Attorney Consideration and Comments
Bubba Hughes
Discussion of changes to fireworks and noise controls. No Action Taken. For
discussion only
Shawn Gillen
4th of July Bike Parade, Waiver. Dr. Gillen to contact individuals.
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Monty Parks made a motion to adjourn. Wanda Doyle seconded. Vote was unanimous, 5-0.
Meeting adjourned at 7:25PM.
______________________________
Janet R. LeViner, CMC
Clerk
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks
CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CLERK OF COUNCIL
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
City Council Agenda Item Request
Agenda Item Requests must be submitted to the Clerk of Council by noon on Wednesday a week prior to
the scheduled Council meeting. If this form is received after the deadline, the item will be listed on the
next scheduled agenda. There is a three minute limit for all visitors.
Council Meeting Date for Request: 07/12/2018
Item: SITE PLAN WITH VARIANCE
Explanation: PARKING REQUIREMENTS –LOT A FIFTH AVE. (106 6TH AVE) 4-0003-07-005 –
CURRANTLY ZONE R-2/C-2 –CARRIE EFIRD
Paper Work: YES Attached
Audio/Video Presentation*
• If applicable, a copy of the presentation / report must be submitted with this agenda request.
• If applicable, audio / video presentations must be submitted to the IT department at City Hall at least
48 hours prior to the meeting.
• Request will be postponed if necessary information is not provided.
Submitted by: Lisa L. Schaaf
Phone / Email: Lschaaf@cityoftybee.org
Date given to Clerk of Council: 07/05/2018
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org
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PLANNING COMMISSION CITY MANAGER
Demery Bishop Shawn Gillen
Ron Bossick
Marianne Bramble COMMUNITY DEVELOPMENT DIRECTOR
Tina Gann George Shaw
Charles Matlock
David McNaughton CITY ATTORNEY
Alan Robertson Edward M. Hughes
Planning Commission Meeting
AGENDA
June 18, 2018 – 7:00 p.m.
For City Council Meeting July 12, 2018 – 7:00 p.m.
A. Call to order:
B. Consideration of Minutes:
1. Minutes of May 21, 2018
C. Disclosures/Recusals:
D. Old Business:
1. Site Plan approval with Variance: Parking requirements- Lot A Fifth Avenue–4-0003-07-
005–(106 6th Ave) currently Zone R-2/C-2 -Carrie Efird.
E. New Business:
F. Standing Agenda Item:
MPIC Update
Adjournment:
Lisa L. Schaaf
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DRAFT
PLANNING COMMISSION CITY MANAGER
Demery Bishop Shawn Gillen
Ron Bossick
Marianne Bramble COMMUNITY DEVELOPMENT DIRECTOR
Tina Gann George Shaw
Charles Matlock
David McNaughton CITY ATTORNEY
Alan Robertson Edward M. Hughes
Planning Commission Meeting
MINUTES
June 18, 2018
Chair Bishop called the June 18, 2018 Tybee Island Planning Commission meeting to order. Commissioners
present were Charles Matlock, Ron Bossick, Marianne Bramble, Alan Robertson, Tina Gann and David
McNaughton.
Consideration of Minutes: Chair Bishop asked for consideration of the May 21, 2018 meeting minutes.
Commissioner Robertson made a motion to approve. Commissioner Matlock seconded, the vote to approve was
unanimous.
Disclosures/Recusals: Chair Bishop asked if there were any disclosures or recusals. There was none.
Old Business:
Site Plan approval with Variance: Parking requirements-Lot A Fifth Avenue – 4-0003-07-005 – currently
Zone R-2/C-2 -Carrie Efird.
Mr. Shaw approached the Planning Commission and stated that the applicant Ms. Efird has come back to the
Planning Commission with a site plan and parking variance for three spaces. Commissioner McNaughton asked if
the building was smaller this time. Mr. Shaw stated no the footprint is smaller, they removed a large stairway on the
back of the building and put in a spiral staircase from the third to the second floor. Ms. Efird approached the
Planning Commission and stated she is the owner and petitioner of the property and she wanted to give answers to
some of their questions, she stated that they are still finishing up the site plan and there will be three apartments and
Tybee requires two spaces per dwelling verses as an example the City of Savannah is one point two five spaces. Two
of the units are roughly 500sqft. In addition, they would not be set up for families that would have excess vehicles,
and they would be in control of that as the managers. She stated they pulled the western staircase off the design. The
Fire Inspector requires a staircase from the third to the second floors. The primary entrance for the apartments will
be the rear stairs, and the spiral one on the front is for the second egress. The employees will utilize the front
entrance. Ms. Efird also stated that this building will only service our company, employees, and full time residents
in the apartments and will not have an abundance of cars. Commissioner Gann asked if the apartments would be
short-term rentals. Ms. Efird stated they would be for full time renters not short-term. Commissioner McNaughton
asked what is the square footage in the current and new building. Ms. Efird stated the current one is 990sqft. In the
new building, we are doubling that space. Each floor is 1,9080sqft the bottom floor will be storage and parking.
Commissioner Bishop asked if the three spaces could be designated and be on the other parcel without a site and
drainage plan. Mr. Shaw stated he thinks that could be done with a text easement saying they would be on that
parcel but he would have to check with the Attorney. Commissioner Bossick stated there is no access for
pedestrians to get to that location there is only a vehicle traffic area. Commissioner Robertson made a motion to
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DRAFT
approve. Commissioner Matlock seconded. Voting in favor were Commissioner Robertson, Commissioner
Gann, Commissioner Bramble & Commissioner Matlock. Voting against were Commissioner McNaughton and
Commissioner Bossick. Motion to approve carried, 4-2.
New Business: Chair Bishop asked if there was any new Business. There was none.
Standing Agenda Item: Chair Bishop asked if there were any standing agenda items. Commissioner Robertson
stated there was none for this meeting.
Commissioner Gann made a motion to Adjourn. Commissioner Matlock seconded, the vote was unanimous.
Meeting adjourned 8:00pm
Lisa L. Schaaf
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STATE OF GEORGIA )
COUNTY OF CHATHAM )
AGREEMENT FOR SERVICES/USE OF PROPERTY
WHEREAS, the City of Tybee Island (“City”) is a duly authorized and existing
municipality under Georgia law; and
WHEREAS, the American Legion Post 154 (the “American Legion”) is located on the
City of Tybee Island and received a deed for property from the City for a portion of the property it
occupies in May 1946; and
WHEREAS, the deed from the City to the American Legion contains a number of
covenants and reversion clauses that would return title to the City in the event the American
Legion does not meet its obligations under the deed or chooses not to do so; and
WHEREAS, the American Legion wishes to provide additional substantial benefits to
residents of the City beyond the obligations as stated in the deed; and
WHEREAS, the City wishes to enter into an agreement with the American Legion
requiring it to provide certain services to residents of the City in order that the City and its citizens
receive a substantial benefit from this agreement and in consideration therefor, the City agrees to
assist the American Legion in improving the structure on the property.
NOW, THEREFORE, the parties wish to document their agreement in this writing and it is,
therefore, agreed as follows:
1. The City agrees to provide to the American Legion through the appropriate officials
thereof funds in connection with upgrades of the electrical components of the facility. Those funds
are to total no more than $____________________ to be paid over a period of _____ months
commencing the ____ day of ______________, 2018.
2. In consideration of the City making those payments, the American Legion hereby
agrees and commits to provide services for residents of the City on a regular basis upon being
directed by the City to provide such services, as well as to provide additional services to the City
itself beyond those addressed in the covenants and clauses contained in the deed from the City to
the American Legion. The services to be performed by the American Legion shall include
providing recreational space, space for community gatherings, requiring no more than __ hour’s
notice in advance of such an event, and the use of its location for gatherings requested by residents
with the approval of the City.
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3. The American Legion shall account to the City for all funds received by providing a
written report detailing how the expenditures were made, as well as a written report detailing the
services or activities provided to residents of the City.
4. The American Legion will use electricians and contractors and vendors licensed as
required by law to accomplish the task of improving the electrical components of the building and
will secure all appropriate permits and inspections required by law. The American Legion will
select the contractors and craftsmen, as well as the materials which in its best judgment meets the
objectives of safety and Code compliance within the facility.
5. The American Legion will supply to the City invoices from craftsmen, electricians,
or other trades involved in making the necessary improvements and agrees to make all work
available for in section by the City upon reasonable notice.
6. The American Legion will indemnify and hold harmless the City from any and all
claims, demands, actions, or suits of whatever kind or nature arising from or in any way connected
to the improvements to the American Legion facility and/or any performances or events held in
such facility in connection therewith.
7. The obligations contained in this agreement on the part of the American Legion
shall not in any way reduce or impair or minimize the covenants previously stated in the deed of
conveyance of May 1946 and all obligations herein are in addition to the obligations under the
deed and the covenants therein.
THIS ____ day of __________________________, 2018.
AMERICAN LEGION POST 154
By: ______________________________________
Print Name/Title: ___________________________
Attest: ___________________________________
Print Name/Title: ___________________________
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THE CITY OF TYBEE ISLAND
By: _____________________________________
Jason Buelterman, Mayor
Attest: ___________________________________
Jan LeViner
Approved as to Form:
________________________________
Edward M. Hughes, City Attorney
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City Council Agenda Item Request
Council Meeting Date for Request: July 12, 2018
Item: To request that the City Council approve a contract with Thompson Engineering for $4,250 to perform structural
evaluation of the City buildings that are eligible for the storm shutters under the Hurricane Matthew Hazard
Mitigation Grant.
Explanation: In 2017 the City applied for storm shutters for 12 building structure under the hurricane Matthew Hazard
Mitigation grant program. FEMA is requiring the City to provide a written report from an engineer that the City buildings
structural design complies with the State of Georgia’s building codes in regards to wide speeds. More specifically, FEMA
is requiring a written statement from an engineer that the building will withstand the current design wind speeds,
after the shutters are installed. This requires inspections to allow the engineer to look in the attic and see how the
roof-wall and wall-foundations are connected in order to gage how well the building may perform in
wind/hurricane events, after the shutters are installed. In some cases, the engineer may want to install some
hurricane clips and/or additional bracing for gabled roofs, to insure the individual building will be able to
withstand hurricane winds.
GEMA said that additional fees incurred to hire an engineer will be included in the overall storm shutter budget.
Thomas and Hutton, recommend Thompson Engineering to perform the structural evaluation of our buildings. The cost to
have the work performed is $4,250. FEMA has firm deadline of July 6, 2018; therefore, engineering firm had to proceed
with performing the work on Thursday, July 5, 2018. The scope of work includes the following:
Structural Evaluation Phase
The evaluation and recommendations will only be based on Thompson Engineering’s visual observation and our experience
in the design and construction of buildings.
• Perform a visual observation of the accessible areas of the buildings to ascertain existing conditions and
existing construction details.
• Based on your deadline of July 6th, no structural calculations of the existing buildings will be performed.
• Prepare structural report outlining our findings and provide any recommended structural upgrades.
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The buildings included in the scope of work are as follows:
Building Description
Storm
Shutter Cost
Number of Storm Shutters
needed for each building
1 Old School $44,719.26 43
2 YMCA $11,877.26 10
3 Cafeteria $19,760.42 19
4 Gym $5,996.88 6
5 Fire Department $12,267.53 16
6 City Hall $42,046.18 30
7 Marine Science $21,463.19 10
8 Police Department $59,132.29 36
9 Water & Sewer Office $14,619.79 8
10 Campgound Office $17,685.59 15
11 Campground House $3,429.45 3
Totals $252,997.84 196
City of Tybee Storm Shutter Project
The twelfth building is the Guard House that I did not include on the list because it will require the permission of the Historic
Society to have storm shutters placed on the windows.
Paper Work: ____X_ Attached*
Already Distributed
______ To Be Handed Out at Council Meeting (by Requester)
______ Audio/Video Presentation**
Submitted by: Angela Hudson, Finance Director
Phone / Email: (912) 472-5021/ahudson@cityof tybee.org
Comments: ________________________________________________________________________________
July 6, 2018
Date given to Clerk of Council
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MAYOR
Jason Buelterman
CITY COUNCIL
Barry Brown, Mayor Pro Tem
John Branigin
Jackson Butler
Wanda Doyle
Julie Livingston
Monty Parks CITY OF TYBEE ISLAND
CITY MANAGER
Shawn Gillen
CLERK OF COUNCIL
Janet LeViner
CITY ATTORNEY
Edward M. Hughes
P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
City Council Agenda Item Request
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by
4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the
deadline, the item will be listed on the next scheduled agenda.
Council Meeting Date for Request: July 12, 2018
Item: _Discussion of next steps for opening a portion of 5th Ave.______
Explanation: _ Council gave permission to staff to survey 5th Ave. At this point Council needs to give guidance
on several issues so we may move forward. Issues for discussion: Size and location of access easement; the
design standard to which the construction must adhere; who is to pay for design and construction; will trees to
be removed need to be mitigated or
compensated.___________________________________________________________________
__________________________________________________________________________________________
Budget Line Item Number (if applicable):
Paper Work: x Attached*
______ Audio/Video Presentation**
* Electronic submissions are requested by not required. Please email to
jleviner@cityoftybee.org.
** Audio/video presentations must be submitted to the IT department at City Hall
by 4:00PM on the Thursday prior to the scheduled meeting.
NOTE: Request will be postponed if necessary information is not provided.
Submitted by: George Shaw
Phone / Email: 912-472-5031
Comments: ___Survey attached
_____________________________________________________________________________
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
__________________________________________________________________________________________
Date given to Clerk of Council
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