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Home My Public Portal AboutCouncil Meeting December 13, 2018 Packet Document.pdfMAYOR CITY MANAGER Jason Buelterman Dr. Shawn Gillen CITY COUNCIL CLERK OF COUNCIL Barry Brown, Mayor Pro Tem Jan LeViner John Branigin Wanda Doyle CITY ATTORNEY Julie Livingston Edward M. Hughes Monty Parks Shirley Sessions CITY OF TYBEE ISLAND P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org A G E N D A REGULAR MEETING OF TYBEE ISLAND CITY COUNCIL December 13, 2018 at 6:30 PM Please silence all cell phones during Council Meetings Consideration of Items for Consent Agenda 6:30PM Executive Session Opening Ceremonies Call to Order Invocation Pledge of Allegiance Recognitions and Proclamations 1. Captain Joel Fobes, TIPD: Award, Bureau of Justice Assistance for Bulletproof Vest Partnership Consideration of the approval of the minutes of the meetings of the Tybee island City Council 2. City Council Minutes - November 8, 2018 3. Special Meeting Minutes - November 15, 2018 Consideration of Boards, Commissions and Committee Appointments 4. Ethics Commission - Frances Kay Strickland 5. Ethics Commission - Michael Pappas 6. Ethics Commission - Zelda Tenenbaum 7. Ethics Commission - Patrick Lovato Reports of Staff, Boards, Standing Committees and/or Invited Guest. Limit reports to 10 minutes. 8. Jeremy Altman, HPC, South end Business Overlay District - 1 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Citizens to be Heard: Please limit comments to 3 minutes. Maximum allowable times of 5 minutes. Consideration of Approval of Consent Agenda Public Hearings 9. Minor Subdivision: Move lot line to make two lots – 303 Third Street – Zone R-2 – 4- 0004-17-005 – Kitty B. Williams. 10. Text Amendment to Land Development Code: Sec. 4-050 Zoning Districts (O) South End Business Overlay District. 11. Zoning Variance: Sec.5-090 (B) Height for a light monitor above the required 35 foot height – 1809 Chatham Avenue – 4-0009-13-009 –Zone R-2 – Josh W. Bull, AIA representative for Kelly Parker. 12. PC Minutes November 19, 2018 Consideration of Local Requests & Applications – Funding, Special Events, Alcohol License 13. Alcohol Licenses and Entertainment Licenses - 2019 Consideration of Ordinances, Resolutions 14. Resolution - Change the Hotel/Motel Tax 15. First and Second Reading: 24-2018, Sec 6-11, Hours allowed for Sunday Sales 16. Resolution - Update the Charter of the City of Tybee Island 17. Resolution - Third Moratorium - South End Business District 18. Resolution: 2019 Budget Amendment Consideration of Bids, Contracts, Agreements and Expenditures 19. Marine Science Center: Pricing, Schedule and Status 20. Enterprise Lease Agreement 21. Request City Council approve a budget amendment to decrease SPLOST 2003 22. City Council's approval to amend the General Fund fiscal year operating and capital budget by $808,083 23. Request Council approve a proposal with Thompson Engineering to perform an assessment of 19 of the City owned buildings 24. City Council approve a budget amendment for the FY19 River's End Campground to transfer $50,000 from Contingency to Buildings - 2 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org 25. FY 19 SPLOST 2014 Budget Amendment 26. Out of State Travel to Los Angeles, CA for GFOA Conference for Finance Director and Purchasing/Accounting Clerk Council, Officials and City Attorney Considerations and Comments 27. Bubba Hughes Ante Litem - Anna Butler Ante Litem - Horsepen HOA 28. Bubba Hughes - Boundary Line: White and Thomas 29. Jason Buelterman - Consideration of Waste Water Solar Panel Loan/loan Forgiveness Application 30. Shawn Gillen - City Manager Update - Goals and Action Item List 31. Shawn Gillen - High Volume Event Protocols 32. Shawn Gillen - Memorial Park Ad Hoc Committee City Council Presentation Minutes of Boards and Committees Executive Session Discuss litigation, personnel and real estate Adjournment Possible vote on litigation, personnel and real estate discussed in executive session 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 Jan LeViner at 912.472.5080 promptly to allow the City to make reasonable accommodations for those persons. *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 - 3 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org “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.” - 4 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 2. City Council Minutes - November 8, 2018 - 5 - City Council Minutes, November 8, 2018 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on November 8, 2018. Those present were Julie Livingston, Monty Parks, John Branigin, Wanda Doyle, Barry Brown, and Shirley Sessions. Also attending were Dr. Shawn Gillen, City Manager; Bubba Hughes, City Attorney; George Shaw, Director, Community Development; Angela Hudson, Finance Director; and Janet LeViner, Clerk of Council. Julie Livingston made a motion to adjourn to Executive Session to discuss real estate, litigation and personnel. Wanda Doyle seconded. Motion was unanimous, 6-0. Mayor pro tem Brown listed the following items on the consent agenda:  Minutes, City Council Meeting, October 25, 2018  Small Business Saturday Proclamation  RFP for Flood Mitigation Assistance Grant  Ante Litem - John Dowell, TO REJECT 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  Presentation of Colors and Pledge: American Legion Post 154  Invocation: Ken Douberly, St Michaels Parrish Recognitions and Proclamations Chloe Flynn, Tybee Island Youth Council approached Mayor and Council to give a report on the recent Youth Symposium held on October 26 – 28, 2018. Ms. Flynn reported there were ten cities represented to include 76 participants. She gave a synopsis of the discussion topics and events that occurred. Sam LaCates and Trey Travialle approached Mayor and Council to recognize and distribute Certificates of Appreciation to the following individuals who donated their time and services to the Youth Symposium:  Mike Hosti - Tybee Market  Matt Pearson - Tybee Market  Wendy West - Tybee Market  Eric and Heather Thomas - Huc a Poos  David Thomas - Hotel Tybee  Brett Loehr, Hotel Tybee  Monty Parks, Councilmember, City of Tybee Island Mayor Buelterman read the Small Business Saturday, November 24th, 2018 Resolution and encouraged everyone to support the businesses on Tybee. Alan Robertson approached Mayor and Council to give his monthly update on the Dune Restoration Project. Mr. Robertson showed a power point presentation which depicted the scope of the project to include updates. Currently work is being done between 19th Street and the Pier and the dune system is strong from the Pier to Center Street. Regarding Phase I, he has received the final engineering design from Thomas & Hutton on the dunes and the RFP is being drafted. Phase II will be the at grade crossings and Phase III will be an armored structure from Center Street past the turn at Butler and the back inlet and Alley 3. The project - 6 - will run through December 2019 which will allow the City to apply for possible extra funding. Mr. Robertson stated repair of the 19th Street dune will take place in the next few days with Guardian bringing in equipment for repair purposes and landscaping will take place on Saturday, November 17, 2018. He reported the project is on time and on budget. Ms. Doyle thanked Mr. Robertson for his hard work regarding the Project. Lisa Lepofsky, approached Mayor and Council to give an update on the Concerned Citizens Group. Ms. Lepofsky stated she is before Mayor and Council to report to the residents to progress that is being made toward equitable crowd control measures during our busiest weekends permitted and non-permitted. She continued, the mediation team agreed to establish thresholds for all events based on statically traffic and crime data at which City actions would be initiated. Ms. Lepofsky then summarized the work done by the Public Safety Committee. (Attached) She then thanked Ms. Doyle, members of the Public Safety Committee, Tybee Island Police Department and Dr. Gillen, City Manager, for their assistance. Mayor Buelterman thanked Ms. Lepofsky for her report. Wanda Doyle made a motion to approve the consent agenda. Monty Parks seconded. Vote was unanimous, 6-0. Public Hearings Minor Subdivision, 1 Moore Avenue, Zone R-1-B, PIN 4-0002-02-011, Kimberly Howard and Daniel Brown. George Shaw approached Mayor and Council. Mr. Shaw showed the plat as it encompasses their desire to create two lots. Since the initial presentation at the Planning Commission, the City Attorney has found information that may affect this request. Mr. Hughes stated the CSX right-of-way was included in the abutting lots which was not unusual historically for the railroad to convey small portions of the right-of-way to abutting lots along Solomon Avenue. The City cannot locate the title abstract or any conveyances within the change of title by either the railroad or the City to the predecessors entitled to Mr. Brown. He continued, that it does not appear that there is a conveyance of the property to the property owner. Mr. Hughes stated there is a possibility for the property owner acquiring part of the right-of-way that is not the travel portion of the right-of-way. There was a discussion regarding ownership and title of the property. There are two options: (1) they could sub-divide the property or (2) ask for a lot reduction under the applicable Code section. Mr. Parks confirmed those options are not on the agenda for consideration. Mr. Hughes confirmed. Mayor Buelterman asked Mr. Shaw the vote by Planning Commission. Mr. Shaw responded the vote was 5-1 in favor but did not take in to account the current situation. Kimberly Howard approached Mayor and Council. Ms. Howard stated her late husband and she bought the property from Mike Hosti 22 years ago. Previously she looked into subdividing the property and it was her understanding at that point the only thing that was in contention was the part of the property that goes into Solomon. She stated the City has been using that portion of the road for last six years. She does not understand with where their driveway is and where their yard is, how the old railroad property is, and she does not understand why it is not theirs as it has been part of the county plat since approximately 1930. Ms. Howard further stated she has been paying taxes on that portion of property for the last 20 years and again does not understand how it is not her property. Ms. Doyle asked Mr. Hughes if the portion of land was taken out, would that make the lot too small to build on. Mr. Hughes responded the lots could be subdivided but then they would be considered substandard and the houses would have to meet setbacks to be built. Mayor pro tem Brown asked Ms. Howard if she received title insurance when they closed on the property. She confirmed. Ms. Doyle stated she is not comfortable in making a decision on this request until such time as the issues of the ownership of the property is clarified. Mr. Shaw stated the City needs to determine who owns the portion of the railroad - 7 - right-of-way before a decision can be made. If it is determined the City owns the property, there would be negotiations with Ms. Howard as to ownership and taxes. Mr. Parks stated this is the only property in that area that goes into the railroad right-of-way. Mr. Hughes confirmed. Mr. Parks recommended ownership needs to be determined and who has the burden to do that. Mayor pro tem recommended continuing this request until such time as ownership is determined. Mr. Hughes confirmed as Ms. Howard should seek legal advice. Ms. Howard stated in all the years she has had the property the question of ownership has never been discussed or disputed. She again brought attention to the city plat. Mayor Buelterman recommended (1) Ms. Howard to contest the ownership issue and (2) to determine how much land is needed to meet Code for subdividing the property. He would like to resolve this issue to everyone’s benefit. Barry Brown made a motion to continue until such time as ownership is determined and to acquire 6,600 sq ft per lot so as to sub-divide into two confirming lots. Wanda Doyle seconded. Mayor Buelterman asked Mr. Hughes to restate the motion. Mr. Hughes stated the motion as he understands is to “continue this while that option to explore, the option being the option for them to acquire enough of the unopened right-of-way to have adequate square footage to subdivide into two conforming lots in the R-1B District”. He would asked that Mayor and Council also keep the option open of exploring the smaller lots in the Code Section 3-030. Mayor pro tem Brown and Ms. Doyle both accepted the restatement of the motion. DISCUSSION: Mr. Parks stated he has two questions: (1) Is it established that the property is the City’s to sell or convey. Mr. Hughes stated the City has a deed from the railroad in 1934 conveying the right-of-way to the City. Second question is, if the City were to start manufacturing sub-standard R-1B lots, what basis would the City do that, i.e., what justification. Mayor Buelterman responded there is a part of the Code that allows the City to do that but there is a part of the Code that allows for variances. Vote was unanimous to continue, 6-0. Variance, Extending Existing deck in setback; 13 TS Chu Terrace, PIN 4-0009-04- 006, Deb Baber and Raynette Evans. George Shaw approached Mayor and Council and stated the property owners are requesting a variance to add a deck which would extend approximately two (2) feet into the set-back. Planning Commission recommending against the petition, 5-1 and Staff recommends denial. Mr. Shaw stated there is no hardship and this would affect the greenspace. Monty Parks made a motion to deny. Julie Livingston seconded. Voting in favor were Julie Livingston, Monty Parks, John Branigin, Wanda Doyle and Shirley Sessions. Voting against was Barry Brown. Motion to deny, 5-1. Variance, 1903 Chatham Avenue, Zone R-2, PIN 4-0009-12-002, Brooke Reeve III. George Shaw approached Mayor and Council stating this request is to raise the cabin that is on the property but only two (2) feet. The Flood Ordinance requires it be raise base level plus one (1) foot which equates to five (5) feet. Planning Commission unanimously recommended approval as well as Staff. Mr. Shaw stated this will improve the flooding situation to some extent and maintain the historic status. Pierce Reeve approached Mayor and Council. Mr. Reeve stated he is one of the four (4) children that own Virginia Reeve’s home and this property has been flooded as a result of the last two hurricanes. The small house, cabin, was the servants quarters that was built in the 1930’s and it is their desire to maintain and preserve the house as it was originally built. He continued, the property is subject to flooding both with and without hurricanes. After the hurricanes they applied and were approved for Historic Tax Credits. With this designation they can only raise the structure no more than two (2) feet. Mr. Reeve stating by receiving both Federal and State tax credits they are wanting to improve the property. Mr. Reeve explained the benefits of the Historic Tax Credit designation which is an incentive. Wanda Doyle made a motion to approve. Shirley Sessions seconded. Vote was unanimous to approve, 6-0. - 8 - Consideration of Bids, Contracts, Agreements and Expenditures City Council approve a budget amendment increasing the General Funds' fiscal year 2019 budget by $87,212 from @12,866,400 to $12,953,612 in order to fund the Red Valve Capital Project carried forward from FY 2018 and to cover invoices for capital projects that have not been funded in FY 2019 capital budget. Wanda Doyle expressed her concerns as to how we have arrived at this point with a budget adjustment of $87,212 and asked Ms. Hudson if the additional funding was coming from the general fund balance. Ms. Hudson confirmed. Dr. Gillen responded, the Infrastructure Committee met on all the capital projects and additional projects were identified to include drainage and backflow preventers. Ms. Hudson confirmed the backflow preventers were in last year’s budget but not carried forward. Ms. Doyle recommended the capital projects need to be prioritized at the upcoming city council workshop to include these projects so they are correctly budgeted. Mayor pro tem Brown recommended more planning needs to be done, also as projects need to be identified, estimates done and then budgeted. In that way there is a complete capital improvement project budget. There was a brief discussion regarding the Thomas and Hutton invoices. Ms. Hudson indicated that due to delaying the Capital Improvement Project budget, projects were started which were not completely budgeted for. This then caused the need to do a budget amendment such as this one before Mayor and Council this evening. Mr. Parks recommended for the budget cycle next year, the Capital Project Improvement budget not put off as it was this year. Dr. Gillen stated the City Engineer, Thomas and Hutton and he are working to prioritize projects so as to show cost and the line items in the budget where the money will be taken. Mayor pro tem Brown stated he met with Thomas and Hutton and made it clear to them they were not to start any projects without prior approval. Wanda Doyle made a motion to approve. Barry Brown seconded. Vote was unanimous to approve, 6-0. Enterprise Lease Program, 16 vehicles for TIPD. Budget Line Item 100.3210.52.1316. Ms. Doyle stated the Public Safety Committee has reviewed all options and voted unanimously to pursue the lease for police cars only. Bret Wermuth, Enterprise Fleet Management, approached Mayor and Council to give a brief synopsis of the proposal which is included in the packet before them tonight. Ms. Doyle asked if any existing equipment can be transferred to the new vehicles. Mr. Wermuth confirmed. A discussion ensued regarding insurance, transfer of equipment from one vehicle to another and other minor concerns. Mr. Hughes asked Dr. Gillen if an RFP was done in regards to the leasing of new vehicles. Dr. Gillen stated no as he was not able to find another company that could meet the needs of the City. He stated the next step is to draft a contract and bring before Mayor and Council at the December 13, 2018 meeting. Mr. Hughes stated he has not seen a contract as of yet and reminded Dr. Gillen it needs to be a governmental contract. Dr. Gillen indicated he will work with Mr. Wermuth on bringing the contract before Mayor and Council at an upcoming meeting. Mr. Wermuth stated Enterprise does have a governmental equipment contract. Wanda Doyle made a motion to proceed with the lease program contingent upon the approval of the contract terms. John Branigin seconded. Discussion: Ms. Session confirmed this would be in front of Mayor and Council in December. Vote was unanimous, 6-0. Consideration of Ordinances, Resolutions First Reading, 10-2018, Article IIA - Disorderly House Nuisance, Sec 22-33. No action taken. Second Reading, 18-2018, Sec 14-3, Election Officials. Monty Parks made a motion to approve. Wanda Doyle seconded. Vote was unanimous to approve, 6-0. - 9 - Second Reading, 19-2018, Sec 14-4, Superintendent to Incur Expenses. Monty Parks made a motion to approve. Julie Livingston seconded. Vote was unanimous to approve, 6-0. Second Reading, 20-2018, Sec 14-5, Polling Places. Monty Parks made a motion to approve. Wanda Doyle seconded. Vote was unanimous to approve, 6-0. Second Reading, 21-2018, Sec 14-9, Notice of Candidacy, Time Periods. Monty Parks made a motion to approve. John Branigin seconded. Vote was unanimous to approve, 6-0. Second Reading, 22-2018, Sec 14-10, Designation of Office Sought; Election of Councilmembers. Monty Parks made a motion to approve. Wanda Doyle seconded. Vote was unanimous to approve, 6-0. Second Reading, 23-2018, Sec 14-18, Time of Regular Election, Succession by Incumbent. Wanda Doyle made a motion to approve. Julie Livingston seconded. Vote was unanimous to approve, 6-0. Resolution, 2018-01, Charter Changes. Mayor Buelterman stated once this is adopted by Mayor and Council it is sent to the State Legislative Counsel. Mr. Hughes confirmed. Mayor Buelterman stated there are three issues the first being the appointment of the Mayor pro tem, as is it with the mayoral election or at every municipal election. He stated Option 1 is done every two year in January after the municipal election and Option 2 would be every four years at the mayoral election. Mr. Hughes stated per the previous discussion of Mayor and Council it is their preference it is done every four years at the mayoral election and could be anyone of the six newly elected council members. Ms. Doyle recommended, for consistency, her preference would be the Mayor pro tem be appointed every four years with the mayoral election. Mr. Branigin agreed. Mr. Parks asked for clarification regarding Mayor pro tem cycling off after two years. Mr. Hughes confirmed at the end of the cycle, Council would elect a new Mayor pro tem and will include in the amended Resolution. Mayor Buelterman stated the next issue is if a council member resigns prior to the expiration of half their term, 26 months, what would be the process. Municipal election or appoint the next highest vote getter. Mr. Branigin recommended the successor would be appointed until the next municipal election. Ms. Doyle confirmed. The next issue is a council member decided to run for mayor, would they have to resign their council seat. Mr. Hughes confirmed. John Branigin made a motion to approve with the stipulation Council select the first option as written which is the concurrent Mayor and Mayor pro tem option. Wanda Doyle seconded. Vote was unanimous to approve, 6-0. Council, Officials and City Attorney Considerations and Comments Wanda Doyle, approached Mayor and Council to give an Update, on the Public Safety Committee. Ms. Doyle stated at their recent meeting they discussed many topics to include signage; proposed Noise Ordinance; proposed Disorderly Household Ordinance; Concerned Citizens Group; and the Enterprise Lease Agreement. In regard to the proposed Noise Ordinance, until additional data is collected from the new decibel machine, no action is being taken. Once data is collected the Committee will move forward with a recommendation. Ms. Doyle explained Dr. Gillen is currently working on a traffic plan in conjunction with the mitigation of the Concerned Citizens Group for major events on the Island. He will give a presentation to Mayor and Council at the December 13, 2018 meeting. Ms. Doyle stated at the recommendation of the Committee, stop signs are being placed on Jones Avenue at 4th, 8th and 15th Street. This is a result of heavy traffic volume and speeding on Jones and will assist with public safety for the residents, visitors and children. Mr. Hughes asked for clarification of the intentions of Mayor and Council as it relates to Sunday Sales. He stated the Referendum that was passed authorized Mayor and Council to change the - 10 - ordinance for the sale of alcohol before noon. It was agreed the new ordinance would be introduced at the upcoming workshop with first and second reading on December 13, 2018. Mayor Buelterman confirmed. 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 - 11 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 3. Special Meeting Minutes - November 15, 2018 - 12 - City Council Minutes, November 15, 2018 Mayor Buelterman called the special meeting to order at 3:15PM on November 15, 2018. Those present were Monty Parks, John Branigin, Wanda Doyle, and Barry Brown. Also attending were Dr. Shawn Gillen, City Manager; Bubba Hughes, City Attorney; George Shaw, Director, Community Development; Angela Hudson, Finance Director; and Janet LeViner, Clerk of Council. Shirley Sessions and Julie Livingston were excused. I. Consideration of Ordinances, Resolutions: Introduction, 24-2018: Hours Allowed for Sunday Sales. Mr. Hughes explained the proposed ordinance would allow the sale of alcoholic beverages between the hours of 11:00AM and 12:00 midnight. He continued, with this being introduced at this time, there will be first and second reading at the December 13, 2018 meeting. Wanda Doyle made a motion to approve as introduced. Barry Brown seconded. Vote was unanimous 4-0. Monty Parks made a motion to adjourn to the workshop. John Branigin seconded. Vote was unanimous, 4-0. ______________________________ Janet R. LeViner, CMC Clerk - 13 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 4. Ethics Commission - Frances Kay Strickland - 14 - - 15 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 5. Ethics Commission - Michael Pappas - 16 - - 17 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 6. Ethics Commission - Zelda Tenenbaum - 18 - - 19 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 7. Ethics Commission - Patrick Lovato - 20 - - 21 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 8. Jeremy Altman, HPC, South end Business Overlay District - 22 - - 23 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 9. Minor Subdivision: Move lot line to make two lots – 303 Third Street – Zone R-2 – 4- 0004-17-005 – Kitty B. Williams. - 24 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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: 12/13/2018 Item: Minor Subdivision Explanation: Move lot line to make two lots -303 Third Street –Zone R-2 -4-0004-17-005 –Kitty B. Williams. 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: 12/6/2018 P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (912) 786-4573 – FAX (912) 786-5737 www.cityoftybee.org - 25 - - 26 - - 27 - - 28 - - 29 - - 30 - - 31 - - 32 - - 33 - - 34 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 10. Text Amendment to Land Development Code: Sec. 4-050 Zoning Districts (O) South End Business Overlay District. - 35 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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: 12/13/2018 Item: Text Amendment to Land Development code Explanation: Sec. 4-050 Zoning Districts (O) South End Business Overlay District. 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: 12/6/2018 P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (912) 786-4573 – FAX (912) 786-5737 www.cityoftybee.org - 36 - - 37 - - 38 - - 39 - - 40 - - 41 - - 42 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 11. Zoning Variance: Sec.5-090 (B) Height for a light monitor above the required 35 foot height – 1809 Chatham Avenue – 4-0009-13-009 –Zone R-2 – Josh W. Bull, AIA representative for Kelly Parker. - 43 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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: 12/13/2018 Item: Zoning Variance Explanation: Sec.5-090 (B) Height for a light monitor above the required 35 foot height – 1809 Chatham Avenue – 4- 0009-13-009 –Zone R-2 – Josh W. Bull, AIA representative for Kelly Parker. 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: 12/6/2018 P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (912) 786-4573 – FAX (912) 786-5737 www.cityoftybee.org - 44 - - 45 - - 46 - - 47 - - 48 - - 49 - - 50 - - 51 - - 52 - - 53 - - 54 - - 55 - - 56 - - 57 - - 58 - - 59 - - 60 - - 61 - - 62 - - 63 - - 64 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 12. PC Minutes November 19, 2018 - 65 - 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 November 19, 2018 Chair Bishop called the November 19, 2018 Tybee Island Planning Commission meeting to order. Commissioners present were Tina Gann, Marianne Bramble, Alan Robertson, David McNaughton and Ron Bossick. Charles Matlock was absent. Consideration of Minutes: Chair Bishop asked for consideration of the October 15, 2018 meeting minutes. Alan Robertson made a motion to approve. Vice Chair Bossick seconded. The vote to approve was unanimous. Disclosures/Recusals: Chair Bishop asked if there were any disclosures or recusals. Marianne Bramble stated she would like to disclose that she is a neighbor of item one under E on the agenda, which is the Minor Subdivision at 303 Third Street, and she stated that would not have an impact on her decision and not require her recusal. Old Business: Site Plan Approval: Modify site for an office and parking spaces – 3 Old Hwy 80 – 4-0024-02-001 – Shannon Hollar (Cruises to Nowhere LLC). George Shaw approached the Planning Commission and stated this petitioner has been in front of this commission before and was asked to gather more information. We have received the requirements the petitioner was asked to provide for this site plan which are in your packet. However, our site plan requirements do not address some serious concerns, that is the safety of the bridge which is the only way on and off the island. In addition the traffic at Highway 80, which is off the property, but is a concern. Chair Bishop asked if the City Engineer reviewed the site plans drainage and why there is not a full rendering with regards to all the items that were raised previously as being in compliance or not in compliance. George Shaw stated yes he was satisfied with the site drainage, he generally just reviews storm water, erosion & sedimentation and parking. Chair Bishop stated that is not specified in our code section. Vice Chair Bossick stated he is concerned with the walkway in the marsh buffer and the railroad ties they will be placing in front of the parking places. He feels they will hinder access to the dumpster, fuel tank and the refrigerated equipment on the property. George Shaw stated the owner, Mr. Mathews, has stated he will be moving the stuff in the marsh buffer before this plan will be completed. David McNaughton stated that the owner states there will be 150 passengers, but the boat capacity is 360 passengers, so which number was used to determine the amount of parking for the parking requirements. George Shaw stated he asked the Coast Guard and they stated this vessel would only be classified for 150 passengers. Patrick Connell of 33 Bull Street, Suite 590, Savannah, who is the representative for the petitioner approached the Planning Commission and stated this site plan has been in process for the last five months. He also stated that there are a lot of areas that the Coast Guard will address and has - 66 - already began to address. These certifications are done at different times, and in addition, the Coast Guard will not give a total certification without an approved site plan. This is an existing commercial dock slip on a navigable river that is navigable by this boat, the Coast Guard will go out and test the 20-year Coast Guard trained pilot on whether or not he can get it in and out of Lazaretto Creek and under the bridge. This is about a site plan that is zoned for this use in Tybee Island. All the petitioner wants to do is utilize this existing piece of property with existing parking to board on and off a cruise boat. All other concerns will be addressed accordingly and if something needs to move, it will be done. This petitioner is hoping to bring a boon to this community. He also stated this process has gotten off the rails and that Mr. George Shaw has already stated that this meets the requirements of the code. Chair Bishop stated he finds Mr. Connell’s remark to this Commission as “off the rails” extremely offensive and they take what they do very seriously, their questions are valid and represent the concerns of the Planning Commission with input from the citizens of this community. Patrick Connell stated he certainly meant no offense to the Planning Commission; he was referring to the process. Shannon Hollar approached the Planning Commission and stated he lives at 1007 Butler Avenue, Tybee Island. He stated he came to Tybee without the boat to talk to Planning and Zoning and he was told by George it would be an easy process. He then had Pat Mathews get the site plan drawing done while he went to Texas to get the vessel. When he got back, he was told he needed to go to Planning Commission and City Council. George Shaw stated the petitioner must have miss understood him. He informed the petitioner that the site plan process is not difficult if he submits all the materials needed. David McNaughton asked if the petitioner has considered any solutions on the impact of traffic on and off Highway 80 and if they have discussed any of this with the DOT. Patrick Connell stated yes they have considered those concerns and it would be around forty cars, four times a day, and on weekend’s maybe up to seventy-five. He stated he is not sure how many cars can affect that road without a traffic study. Andy DeYoung approached the Planning Commission and stated she lives two hundred yards south of this gambling boat and her main concerns are water and sewer support and weather this vessel can go under the Lazaretto Creek Bridge at extremely high or low tides. Brian Gilbert who lives at 113 Jones approached the Planning Commission and stated he started a petition called deport the boat and there are about 800 signatures so far that are against the boat doing business at Tybee. Russell Gross who lives at 503 Fifth Street approached the Planning Commission and stated he is concerned with the amount of alcohol happy people getting off their cruise and pulling onto Highway 80. Karen Gilbert who lives at 113 Jones Avenue approached the Planning Commission and stated she is concerned with the parking plan and if the spaces are compliant with the code. In addition, the petitioner has submitted false information concerning the certificate from the Coast Guard. She stated she would like to ask the Planning Commission to deny or continue this application until all of the concerns can be satisfactorily addressed. Doug McKay who lives at 1510 Fifth Avenue approached the Planning Commission and stated the owner’s actual plan for sewage disposal if not documented. He requested the Planning Commission to have this denied or continue until that is completely satisfied. Fidelia Fowler who lives at 7B Village Place approached the Planning Commission and stated she is concerned with the vessel hitting the bridge and there should be a traffic study done before the Planning Commission can make a decision. Frank Wooldridge who lives at 1508 Fifth Avenue approached the Planning Commission and stated he is concerned with the disposal of the raw sewage that will be dumped by this vessel in our shallow waters. Anna Burgard who lives at 817 First Street approached the Planning Commission and stated she is concerned about how many ports this boat has been to in the last eight years and what the reasons were for them to leave the other ports. Pamela Wiley who lives at 7 Shipwatch Circle approached the Planning Commission and stated she is concerned about taking away the history of the area where they want the parking for this vessel. Fran Galloway who lives at 153 Lewis Avenue approached the Planning Commission and stated she would like to read the opening sentence from Tybee Island’s Master Plan “The vision of Tybee Island’s Master Plan is as concerned citizens of the City of Tybee Island, we will be conscientious stewards of our unique historic and cultural heritage environment.” She thinks this vessel will take away from the historic fishing village that is protected by our Master Plan. Judy Compton who lives at 6 Moore Avenue approached the Planning Commission and stated she is not sure this vessel will be of any advantage to Tybee because the people will go straight to the boat and then home. Anna Butler who lives at 1212 Fifth Avenue approached the Planning Commission and stated she would like the site plan to show the septic systems before it can be approved. In addition, she would like to know the benefits this vessel would bring to the City. Nick Smilek who lives at 1209 Jones Avenue approached the Planning Commission and stated he is concerned about that vessel hitting the bridge. Laura Messenger who lives at 13 DAV Island Road approached the Planning Commission and stated she would like to know what measures, if any, are set in place if the bridge is hit. Finecia Butler who lives at - 67 - 151 South Campbell Avenue approached the Planning Commission and stated she feels the size of this vessel will be a safety issue for the smaller businesses that operate in the Lazaretto Creek. Allen Lewis who lives at 8 Lighthouse Lane approached the Planning Commission and stated he is sure that customers from other businesses around that property use the same area for parking. In addition, he is concerned about the amount of people that will be coming to all of those businesses during the height of the season. Patrick Connell stated he and his client, Shannon Hollar, want to do right by Tybee to make sure of the safety of everyone. David McNaughton made a motion to continue until the January or February Planning Commission meeting with a list of specific requirements to be delivered to the applicant by December 15. The list will be put together by Planning and Zoning Department. Marianne Bramble seconded. Vote to continue was unanimous. Text Amendment to Land Development Code: Sec. 4-050 Zoning Districts (O) South End Business Overlay District. George Shaw approached the Planning Commission and stated that this item has been pared down from various meetings and workshops and now it is a text amendment that is just a limit on demolition and relocation of historic buildings in the South End Overlay District. Staff recommends approval. Alan Robertson made a motion to approve. Vice Chair Bossick seconded. The vote to approve was unanimous. New Business: Minor Subdivision: Move lot line to make two lots – 303 Third Street – Zone R-2 – 4-0004-17-005 – Kitty B. Williams. George Shaw approached the Planning Commission and stated the applicant would like to split her single lot into two lots. The two lots will have the required amount of square footage for single family dwelling in the R-2 District. Staff recommends approval. Alan Robertson made a motion to approve. Tina Gann seconded. The vote to approve was unanimous. Zoning Variance: Sec. 5-090 (B) Height for a light monitor above the required 35 foot height – 1809 Chatham Avenue – 4-0009-13-009 –Zone R-2 – Josh W. Bull, AIA representative for Kelly Parker. George Shaw approached the Planning Commission and stated the applicant is asking for a five foot two inch height above the thirty five foot height limit for Tybee Island. This monitor will be in the middle of the building and would bring more natural light in the house with windows on all four sides. Staff recommends denial. Josh Bull who lives at Twenty Eight E. 35th Street Savannah approached the Planning Commission and stated that this is a light monitor that will sit in the middle of the house, at the top and would be five foot two inches above the thirty five foot height limit. The light monitor is to allow natural daylight to enter the center of the building and allows passive ventilation through the house. There will be no lights in the monitor. He showed a few elevation views of the house showing the monitor. Doug Mckay who lives at 1510 Fifth Avenue approached the Planning Commission and stated Tybee has the thirty five foot height limit for a reason and if we allow one, there will probably be more to follow. Larry Sprague who lives at 40 E. 45th Street Savannah approached the Planning Commission and stated he and his wife, Mary Ellen, own the property behind this property, 1811 Chatham Avenue, and they are in support of the monitor on this house. Sarah Jones who is with the Tybee Island Historical Society at 30 Meddin Dr. stated that a beautiful one-hundred-year-old cottage was demolished at this site and she thinks this is a total disregard for the city ordinances and Tybee’s history to now ask for a variance against the height limit for the new home to go in its place. Alan Robertson made a motion to deny. Tina Gann seconded. The vote to deny was unanimous. Discussion only: Sec. 3-020 – Continuance of nonconforming uses/structures. George Shaw approached the Planning Commission and stated that Councilman Barry Brown felt this ordinance should be approved at staff level instead of going to council. He stated Councilman Barry Brown would like Planning Commission to discuss this. Alan Robertson stated he feels it is very important that ordinance approval continue going through Planning Commission and City Council because he feels over time the City would lose some - 68 - of the character of the island and he would be very opposed to this. Vice Chair Bossick stated we should not keep allowing structures to rebuild nonconforming structures in the footprint. Demery Bishop stated Planning Commission discussed this item and now are not in favor. In addition, Planning Commission would like to discuss additional iteration’s with the intent of providing feedback to the council on this issue. 2019 Planning Commission meetings. Lisa Schaaf approached the Planning Commission and stated the first three Mondays of 2019 that will fall on the normal Planning Commission nights are holidays, so there needs to be a decision on whether to schedule the meetings for the Mondays before or the Mondays after these meeting dates. Planning Commission made the recommendation to schedule for the Mondays before which will be the second Monday of January, February and March of 2019. Standing Agenda Item: MPIC Update. Alan Robertson stated this agenda item could be marked off for a while. David McNaughton made a motion to Adjourn. Marianne Bramble seconded. The vote was unanimous. Meeting adjourned 10:00pm. Lisa L. Schaaf - 69 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 13. Alcohol Licenses and Entertainment Licenses - 2019 - 70 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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 Council Meeting Date for Request: December 13, 2018 Item: Alcohol Licenses and Entertainment Licenses_______ __________________________________ Explanation: _Information for consideration of alcohol and entertainment license for calendar year 2019__ ALCOHOL AND ENTERTAINMENT LICENSE - 2019 BEER/WINE/LIQUOR– SUNDAY SALES BY DRINK FOR CONSUMPTION ON PREMISES ONLY, AND ENTERTAINMENT  Agave Bar and Grill Ivet Perez Hernandez 402 First Street  A-J’s Dockside Restaurant Jacqualand M. Burn 1315 Chatham Ave  American legion Post 154 Irany Vollmer 10 Veterans Drive  Beachview Bed and Breakfast Inn, LLC Karen Kelly 1701 Butler Ave  Tybee Tavern & Restaurant dba Benny’s Alvin B. Ward 1517 Butler Ave  Bernie’s Tybee Island, Inc. dba Richard Hammons 13 Tybrisa Street Bernie’s Oyster House  Bubba Gumbo’s Patrick Burns 4 Old Hwy 80  Coco’s Sunset Grille Tracy M. McMahon 1-A Old Hwy 80  80 East Pub and Grill Anthony J. Baker 725 -B First Street  Orriginal Rest Corp dba Jennifer R. Orr 1613 Strand Fannie’s on the Beach  Huc-A-Poo’s Bites & Booze Eric Thomas 1213 HWY 80  Nickie’s 1971 Roy Landrum 1513 Butler Ave  North Beach Bar and Grill Kathryn Williams 33-A Meddin Drive  RAW Industries Inc. dba RAW Ingredients Ian Davis 18-C Tybrisa  Bikini’s Inc. dba Rock House Joshua Navon 1518 Butler Ave  Sting Ray’s Raymond J. Rogers Jr. 1403 Butler Ave  Sweet Dreams Inc. dba Sweet Dreams Pavilion A. Todd Morrison Pier/Pavilion  The Quarter Sports Bar Wayne T. Barlow 604 First Street  The Stunned Mullet LLC. dba The Deck Anthony Debreceny 404 Butler Ave  Tybee Sand Bar Inc. dba The Sand Bar Jennifer Knox 1512 Butler Ave  Tybee Time Inc. dba Doc’s Bar on Tybee Steven Kellam 10 Tybrisa St  Tybee Time Inc. dba Tybee Time Bar Steven Kellam 1603 Strand Ave  Wind Rose Café Mary Klein 19 Tybrisa St Submitted by: Sharon Shaver Phone / Email: 912 472-5072 / sshaver@cityoftybee.org Date given to Clerk of Council December 5, 2018 - 71 - 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 (continued) ALCOHOL AND ENTERTAINMENT LICENSE-2019 BEER/WINE/LIQUOR – SUNDAY SALES BY DRINK FOR CONSUMPTION ON PREMISES ONLY  Spanky’s Beachside John Yarbrough 1605 Strand  Rebellion Restaurants dba Emily Liebtag 101 Lovell Ave Salt Island Fish & Beer  Tybee Island Wet Willie’s William Dickinson 16-B Tybrisa  Tybee Supper Club Michael Scarbrough 35 Meddin Drive BEER/WINE-SUNDAY SALES BY DRINK FOR CONSUMPTION ON PREMISES ONLY AND ENTERTAINMENT  Lighthouse Pizza, Inc. dba Richard Hammons 1105 US Hwy 80 Lighthouse Pizza North  Tybee Arts Association Kim Trammel 7 Cedarwood Drive  Tybee Island Historical Society, Inc. Sarah Jones 30 Meddin Drive  Tybee Restaurant Group, Inc. dba Steven Kellam 33 Meddin Drive The Salty Pelican  Friends of Tybee Theater dba James Kluttz 10 Van Horne Ave Tybee Post Theater BEER/WINE – SUNDAY SALES BY DRINK FOR CONSUMPTION ON PREMISES ONLY  GPSBBQ.COM dba Gerald’s Pig & Shrimp Gerald L. Schantz 1115 HWY 80  Lighthouse Pizza, Inc. dba Lighthouse Pizza Richard Hammons 15 Tybrisa St BEER/WINE – CONSUMPTION ON PREMISES ONLY  Coastal Initiative LLC dba Escape Tybee Lara Robertson 106 S. Campbell Ave BEER/WINE/LIQUOR – BY THE DRINK FOR CONSUMPTION ON PREMISES ONLY  Sundae Café Anthony J. Baker 304 First Street BEER/WINE/LIQUOR – SUNDAY SALES – PACKAGE SALES ONLY, CONSUMPTION ON PREMISES PROHIBITED  Sweet Dreams Inc. dba Dizzy Dean’s Discount A. Todd Morrison 1516 Butler Ave  XYZ Liquors Mola Chu Jung 302 First Street BEER/WINE – SUNDAY SALES – PACKAGE SALES ONLY, CONSUMPTION ON PREMISES PROHIBITED  Chu’s Convenience Mart Richard Frederick Pruden 725 First Street  Chu’s Convenience Mart #101 Mola Chu Jung 306 First Street  Chu’s Convenience Mart #102 Mola Chu Jung 1603 Inlet Ave  Jaydeep LLC dba CITGO Rajesh Patel 1315 Butler Ave  Tybee Market Inc. Michael J. Hosti 1111 Butler Ave ENTERTAINMENT ONLY  Tybee Wedding Chapel LLC Stacye C. Jarrell 1114 HWY 80 - 72 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 14. Resolution - Change the Hotel/Motel Tax - 73 - 12/6/2018 10:58 AM RESOLUTION A RESOLUTION REQUESTING THE GEORGIA GENERAL ASSEMBLY TO ADOPT LOCAL LEGISLATION TO OR FOR THE CITY OF TYBEE ISLAND TO CHANGE THE HOTEL/MOTEL TAX: TO AUTHORIZE THE MAYOR TO EXECUTE ANY DOCUMENT RELATING THERETO, AND TO PERFORM ALL NECESSARY ACTS TO ACCOMPLISH THE INTENT OF THE RESOLUTION; BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF TYBEE ISLAND, IN OPEN MEETING, AS FOLLOWS: WHEREAS, the City of Tybee Island (“City”) is a duly organized municipality within the State of Georgia; and WHEREAS, within the territorial limits of the City, the City currently imposes a 6% hotel/motel tax on public accommodations as authorized under O.C.G.A. §48-13-51(a)(3.2); and WHEREAS, the City currently contracts with the Savannah Area Chamber of Commerce, a private sector, non-profit organization, for the purpose of promoting tourism, conventions and trade shows pursuant to O.C.G.A. §48-13-51(a)(3.2) and O.C.G.A. §48-13-51(a)(3); and WHEREAS, the Savannah Area Chamber of Commerce currently operates a convention and visitors bureau; maintains a website listing the local historical sites of public interest; provides access for information for hotel and motel reservations, and, through the use of highway billboards, welcome center racks and other media, promotes and advertises the availability of public accommodations and restaurants and other ventures to encourage travelers to visit the City; and WHEREAS, the Georgia General Assembly adopted legislation authorizing municipalities and counties to alter their hotel/motel tax with the approval of the General Assembly by way of Local Acts under O.C.G.A. §48-13-51(b); and WHEREAS, O.C.G.A. §48-13-51(b) provides that a city wishing to change its tax or its manner of distribution must adopt a resolution which specifies the tax rate, identifies the projects or tourism product development purposes and specifies the allocations of proceeds; and WHEREAS, the revised distribution as proposed by the City in this resolution would provide great benefit to the citizens and tourists to the City by providing additional revenues for the promotion of tourism and for tourism product development in the City; and WHEREAS, the City wishes to increase its tax rate so as to increase the rate of tax pursuant to O.C.G.A. §48-13-51(b)(2) to a rate of 7% for the furnishing for value to the public of any room or rooms, lodgings or accommodations furnished by any person or legal entity licensed by, or required to pay business or occupation taxes to, the municipality for operating the hotel, motel, inn, lodge, tourist camp, tourist cabin, camp ground or any other place in which rooms, lodgings or accommodations are regularly or periodically furnished for value; and WHEREAS, the City does wish to change its rate of tax as provided above from 6% to 7% in order to increase the funds available to the City for tourism product development as authorized by law; and - 74 - 12/6/2018 10:58 AM WHEREAS, the City deems it is in the best interest of the City to generate additional funds for tourism product development as identified herein and to maintain to the extent possible the current revenue distribution to the Savannah Area Chamber of Commerce and the Georgia International Maritime Trade Center, the Georgia International Maritime Trade Center Authority for the Georgia World Congress Center Authority; NOW THEREFORE, BE IT RESOLVED by Mayor and Council, in open meeting duly assembled, as follows: 1. The Mayor and Council hereby officially request that the Georgia State Legislative Delegation request the office of legislative counsel to draft and then sponsor local legislation which will authorize the City of Tybee Island, Georgia, pursuant to O.C.G.A. §48-13-51(b)(1) and (2), to impose the levy of the tax on public accommodations, the hotel/motel tax, at the rate of 7% and to establish the method of distribution pursuant to O.C.G.A. §48-13-51(b)(4). That section provides that a municipality may adopt a resolution which specifies the tax rate, identifies the projects or tourism product development purposes and specifies the allocation of proceeds and in accordance with the terms of the resolution, the enactment of a local Act of the General Assembly and pursuant to O.C.G.A. §48-13-51(b)(5), in accordance with the terms of the resolution adopted by the City and provide that (a) in each fiscal year during which a tax is collected under §48-13-51(b)(2), an amount equal to not less than 50% of the total amount of taxes collected that exceed the amount of taxes that would be collected at the rate of 5% be expended for promoting for tourism, conventions and trade shows by the destination marketing organization designated by the City and the remaining amount of taxes collected that exceed the amount of taxes that would be collected at the rate of 5% be expended for tourism product development. The distribution proposed herein is consistent with the requirements of O.C.G.A. §48-13-51(b)(2) and complies with all requirements of law. 2. The tax authorized pursuant to this resolution in accordance with O.C.G.A. §48-13-51(b)(6) shall require the City to expend an amount equal to the total of taxes collected under §48-13-51(b) collected at the rate of 5% in accordance with the provisions of O.C.G.A. §48-13-51(a)(3). Under O.C.G.A. §41-13-51(a)(3), a tax at the rate of 5% shall be expended in accordance with the amount in excess of 3% for the purposes of: I. Promoting tourism in conventions and trade shows; II. Supporting a facility owned or operated by a state authority for conventions and trade show purposes or any similar or related purposes; III. ………; IV. -------; V. -------; VI. For some combination of such purposes…….. - 75 - 12/6/2018 10:58 AM An amount so expended shall be expended only through a contract or contracts with the state, a department of state government, a state authority, a convention and visitor’s bureau authority created by local act of the general assembly, or a private sector non-profit organization or through a contract or contracts with some combination of such entities except in amounts expended for purposes of subparagraphs (c) and (d) of this paragraph may be expended in any otherwise lawful manner. 3. At the effective date of the change authorized herein, which shall be establish as provided by law, the proceeds of the hotel/motel tax shall be allocated as follows: (i) 3% shall be allocated to the general fund of the City of Tybee Island (ii) A total of 50% of the amount of tax above the amount which would have been collected at the rate of 5% shall be paid to the destination marketing organization as determined by the City; (iii) Under O.C.G.A. §48-13-51(a)(3) , a total of 20% of the amount of tax collected at the rate of 5% shall be paid to or for the benefit of the Georgia International Maritime Trade Center and/or the Georgia World Congress Center Authority through a contract. (iv) A total of 20% of the tax that would have been collected at the rate of 5% shall be paid pursuant to O.C.G.A. § 48-13-51(a)(3) for promoting tourism, conventions and trade shows through a contract with the Savannah Area Chamber of Commerce to be spent for promoting tourism, conventions, and trade shows; (v) The remaining funds shall be used by the City for tourism product development purposes The remaining portion of taxes collected that exceed the amount of taxes that would be collected at the rate of 5% which are not otherwise expended under the Paragraph immediately above in this section shall be expended for tourism product development. The Mayor is hereby authorized to execute any documents consistent herewith in order to accomplish the intentions hereof and the City Attorney is authorized to cooperate and communicate with legislative counsel to develop an appropriate local act to implement the intentions hereof. Further it is resolved that in the event for any reason a local act authorizing the tax as described herein is not passed, the City will continue to collect taxes at the rate of 6% under O.C.G.A. § 48-13- 51(a)(3.2). IT IS SO RESOLVED, this the ______ day of _________, 2018. CITY OF TYBEE ISLAND, GEORGIA ATTEST: By: ______________________________ By: ________________________________ - 76 - 12/6/2018 10:58 AM Jason Buelterman, Mayor Clerk of Council - 77 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 15. First and Second Reading: 24-2018, Sec 6-11, Hours allowed for Sunday Sales - 78 - Sec 6-1 Business hours specified; responsibility for compliance Sec 6-1(b)(3) Any licensed eating establishment which derives at least 50 percent of its total annual gross food and beverage sales from the sale of prepared meals or food is allowed to open for the sale of distilled spirits, malt beverages or wine for consumption only on the premises on Sunday between the hours of 12:30 p.m 11:00 a.m.. and 12:00 midnight. Sec 6-111 – Hours allowed for Sunday Sales 1. Properly licensed retailer of malt beverages, wine and distilled spirits are authorized to engage in and conduct sales of malt beverages, wine and distilled spirits on Sundays between the hours of 12:30 p.m. and 11:30 p.m. beginning at 11:00 a.m. until such time as otherwise established by ordinance herein. Formatted: List Paragraph, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Indent at: 0.5" - 79 - ORDINANCE NO 24-2018 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND, GEORGIA, REGARDING SECTION 6-11 REGARDING BUSINESS HOURS SPECIFIED And SECTION 6-111 HOURS ALLOWED FOR SUNDAY SALES WHEREAS, the State Constitution and the City Home Rule powers permit the City to adopt ordinances pertaining to the affairs of the local government; and WHEREAS, the duly elected governing authority for the City of Tybee Island, Georgia, is the Mayor and Council thereof, and WHEREAS, the governing authority desires to amend the Code of Ordinances for the City of Tybee Island, Georgia, Section 6-1 Business hours specified; responsibility for compliance and Section 6- 111 Hours allowed for Sunday Sales. NOW, THEREFORE, It is hereby ordained by the governing authority of the City of Tybee Island that The Code of Ordinances of the City of Tybee Island, Georgia, Section 6-1(b)(3) Business hours specified; responsibility for compliance and Section 6-111 Hours allowed for Sunday Sales so that hereafter the Section and Code shall read as hereinafter provided. SECTION 1 The Code of the City of Tybee Island, Georgia, is hereby amended so as to cause Section 6-1 Business hours specified; responsibility for compliance and Sec 6-111 Hours allowed for Sunday Sales to be added so that hereafter such section shall read as follows: Sec 6-1 Business hours specified; responsibility for compliance Sec 6-1(b)(3) Any licensed eating establishment which derives at least 50 percent of its total annual gross food and beverage sales from the sale of prepared meals or food is allowed to open for the sale of distilled spirits, malt beverages or wine for consumption only on the premises on Sunday between the hours of 11:00 a.m. and 12:00 midnight. Sec 6-111 – Hours allowed for Sunday Sales - 80 - 1. Properly licensed retailer of malt beverages, wine and distilled spirits are authorized to engage in and conduct sales of malt beverages, wine and distilled spirits on Sundays beginning at 11:00 a.m. until such time as otherwise established by ordinance herein. SECTION 2 The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgement or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 It is the intention of the governing body, and it is hereby ordained, that the provisions of this ordinance shall become effective and be made a part of the Code of Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to The Code of the City of Tybee Island, Georgia. ADOPTED THIS ___ DAY OF ________, 2018 ____________________________ MAYOR ATTEST: _______________________________ - 81 - CLERK OF COUNCIL FIRST READING: __________ SECOND READING: __________ ENACTED: __________ - 82 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 16. Resolution - Update the Charter of the City of Tybee Island - 83 - 12/6/201812/4/2018 RESOLUTION 2018-01 A RESOLUTION REQUESTING LOCAL LEGISLATION TO UPDATE THE CHARTER OF THE CITY OF TYBEE ISLAND AS DESCRIBED HEREIN BE IT RESOLVED by Mayor and Council of the City of Tybee Island, in open meeting, as follows: WHEREAS, the City of Tybee Island is a duly organized municipality existing under the laws of the State of Georgia; and WHEREAS, the City has from time to time held council seats declared vacant; and WHEREAS, currently under Section 5.18 of the Charter, the council elects a member to fill any vacancy; and WHEREAS, the council would like for the people to be able to choose who represents them where more than two years of time is left by any vacancy; and WHEREAS, doing so would require amending the Charter and constitute a change in the manner of electing council members to fill vacancies; and WHEREAS, the City desires to make this change in the Charter giving the people the ability to choose their representatives in case of such vacancy; and WHEREAS, the City previously changed its voting structure by requesting and having secured local legislation authorizing the City to convert their elections from two year cycles of all offices to staggered four year terms; and WHEREAS, the City amended the Charter, Section 5.12, which now provides for four year terms on a staggered basis; and WHEREAS, as a result of such changes, additional provisions of the Charter need clarification and/or a revision so as to be clear and consistent, NOW, THEREFORE, be it resolved by the Mayor and Council in open meeting that the local legislative delegation be requested to adopt an Act repealing Section 5.18 of the Charter and amending so that hereinafter it will read as follows: Section 2.12. Vacancies; filling of Vacancies, shall also be amended so as to provide as follows: Section 2.12. Vacancies, filling of vacancies. (a) Vacancies. The office of Mayor or council member shall become vacant upon the occurrence of any event specified by the Constitution of the State of Georgia, Title 45 of the Official Code of Georgia Annotation [O.C.G.A 45 -1-1 et seq], or such other applicable laws as are or may hereafter be enacted. (b) Filling of vacancies. A vacancy in the office of Mayor or council member shall be filled for the remainder of the unexpired term, if any, as provided in Sec. 5.18 of this Charter. - 84 - 12/6/201812/4/2018 IT IS FURTHER RESOLVED that the local legislative delegation be requested to adopt an Act repealing Section 2.33 of the Charter, selection and powers and duties of mayor pro t em, so as to be consistent with four year terms (or to be determined every two years) and provide as follows: 2.33. Selection and powers and duties of mayor pro tem. At the first regular meeting of the City Council following the regular election of the Mayor every four years, the council shall select one of its members as mayor pro tem. During the absence or physical or mental disability of the Mayor for any cause, the mayor pro tem, or in the mayor pro tem’s absence or disability for any reason, anyone of the councilmembers chosen by a majority vote of the city council, shall be clothed with all the rights and privileges of the Mayor and shall perform the duties of th e office of the Mayor so long as such absence of disability shall continue. Any such absence or disability shall be declared by a majority vote of all councilmembers. The mayor pro tem or selected council member shall sign all contracts and ordinances in which the Mayor has a disqualifying financial interest as provided in Section 2.14 of this Charter. IT IS FURTHER RESOLVED that the local delegation be requested to adopt an Act revising Section 5.11, regular elections; time for holding, so as hereafter it will read as follows: 5.11. Regular elections; time for holding. In odd numbered years, on the Tuesday next following the first Monday in November, and biannually thereafter, a regular election shall be held in the City of Tybee Island such other place or places as the council may designate for the election of the appropriate number of council members, who shall have the qualifications specified in this Chapter to hold such office. An incumbent Mayor or incumbent Councilmember who shall qualify as a candidate and meet the qualifications to hold such office may be a candidate to succeed himself or herself for such office or for office as a member of the City Council. As provided in Sec 5.12, the Mayor is elected to four-year terms and the mayoral election will accompany the election on the Tuesday next following the first Monday in November in odd numbered years by four year terms. Section 5.17, nondesignation of specific office by candidate; highest vote elects, shall also be amended so as to provide as follows: Section 5.17. Nondesignation of specific office by candidate; highest vote elects. A candidate seeking one of two or more public offices each having the same title and to be filled at the same election by the vote of the same electors shall not designate the specific office he or she is seeking. The candidates for city council receiving the highest number of lawful votes cast shall be elected as the councilmembers of the City of Tybee Island. 5.18 Filling vacancy in office of Mayor or Council Member. Sec 5.18 – Filling Vacancy in Office of Mayor or Councilmembers. Should during the term of office to which elected, the Mayor or any councilmember die, resign, remove or change residence beyond the city limits of the municipality, or otherwise fail to meet all the all the qualifications prescribed in the Charter for the particular office held at the - 85 - 12/6/201812/4/2018 time, the office of such person shall thereby become, and thereupon be declared, vacant; and in case of vacancy in the office of mayor or of any councilmember from any cause whatsoever other than expiration of the term of office, the Mayor and remaining members of the council, or the remaining members of the council, as the case may be, shall elect within 30 days after the vacancy occurs a qualified person to fill the vacant office; provided, (a) If the vacancy to be filled is the office of Mayor, the office shall be assumed and filled by the Mayor pro tem elected by the Mayor and councilmembers pursuant to Section 2.33. The council seat vacated by the former councilmember/Mayor pro tem shall be v acant and the vacant council seat shall be filled as provided in this section (b) If the vacancy to be filled is the office of a council member, the person elected by the mayor and remaining members of council shall serve until the organizational meeting of the new year following the general municipal election after the office became vacant; provided further, if in the event more than twenty six (26) months remain of the term of office as of the date the office became vacant, then in that event the candidate for council member who places fourth in the general municipal election following the vacancy shall have been elected to serve the remaining two years of the term beginning at the organizational meeting of the new year following the general municipal election. (c) If a vacancy to be filled is the position of Mayor, the Office of Mayor shall be assumed by the Mayor pro tem previously elected by the Council Members pursuant to Section 2.33. However, within thirty (30) days of the Mayor pro tem fulfilling the Office of Mayor which had become vacant, the Council shall elect a qualified person to fill the vacant office of the former Council Member/Mayor pro tem; provided, . (d) In the event more than twenty-six (26) months remained at the time of the office as of the date the Mayor becomes vacant, then in that event, the candidate for Council member who places fourth in the general municipal election following the vacancy shall h ave neem been elected to serve as a council member for the remaining two years at the time beginning at the organizational meeting of the new year following the general election. (e) In the event a Council member elected as Mayor pro tem has only 24 months remaining in his/her term of office, at the expiration of that term and at the first regular meeting of the Mayor and Council following the expiration of the Mayor pro tem’s term, th e Mayor and Council will elect a Mayor pro tem which may include the same individual who may have been elected to a new term on Council or any other qualified individual. (f) In any instance or circumstances where the provisions of (a)(b)(c) and (d) and/or (e) do not provide for a contingency such that an office would be vacant, the remaining elected officials shall elect a qualified individual to assume the office then vacant with thirty (30) days of the vacancy involved. Vacancy in the Office of the Mayor occurs only in the event the mayor has become disqualified to serve, resign, or has moved from the jurisdiction and does not apply to temporary absences. The Mayor is hereby authorized to execute any documents consistent herewith and in order to accomplish the intention hereof and the city attorney is authorized to cooperate and communicate with legislative counsel to assist and develop an appropriate local act to implement the intentions hereof. SO RESOLVED, this the _____ day of ____________ 218. - 86 - 12/6/201812/4/2018 CITY OF TYBEE ISLAND, GEORGIA By: _______________________ Jason Buelterman, Mayor ATTEST: By: _______________________ City Clerk Tybee/Resolution/2018/Charter Changes - 87 - 12/6/2018 RESOLUTION 2018-01 A RESOLUTION REQUESTING LOCAL LEGISLATION TO UPDATE THE CHARTER OF THE CITY OF TYBEE ISLAND AS DESCRIBED HEREIN BE IT RESOLVED by Mayor and Council of the City of Tybee Island, in open meeting, as follows: WHEREAS, the City of Tybee Island is a duly organized municipality existing under the laws of the State of Georgia; and WHEREAS, the City has from time to time held council seats declared vacant; and WHEREAS, currently under Section 5.18 of the Charter, the council elects a member to fill any vacancy; and WHEREAS, the council would like for the people to be able to choose who represents them where more than two years of time is left by any vacancy; and WHEREAS, doing so would require amending the Charter and constitute a change in the manner of electing council members to fill vacancies; and WHEREAS, the City desires to make this change in the Charter giving the people the ability to choose their representatives in case of such vacancy; and WHEREAS, the City previously changed its voting structure by requesting and having secured local legislation authorizing the City to convert their elections from two year cycles of all offices to staggered four year terms; and WHEREAS, the City amended the Charter, Section 5.12, which now provides for four year terms on a staggered basis; and WHEREAS, as a result of such changes, additional provisions of the Charter need clarification and/or a revision so as to be clear and consistent, NOW, THEREFORE, be it resolved by the Mayor and Council in open meeting that the local legislative delegation be requested to adopt an Act repealing Section 5.18 of the Charter and amending so that hereinafter it will read as follows: Section 2.12. Vacancies; filling of Vacancies, shall also be amended so as to provide as follows: Section 2.12. Vacancies, filling of vacancies. (a) Vacancies. The office of Mayor or council member shall become vacant upon the occurrence of any event specified by the Constitution of the State of Georgia, Title 45 of the Official Code of Georgia Annotation [O.C.G.A 45 -1-1 et seq], or such other applicable laws as are or may hereafter be enacted. (b) Filling of vacancies. A vacancy in the office of Mayor or council member shall be filled for the remainder of the unexpired term, if any, as provided in Sec. 5.18 of this Charter. - 88 - 12/6/2018 IT IS FURTHER RESOLVED that the local legislative delegation be requested to adopt an Act repealing Section 2.33 of the Charter, selection and powers and duties of mayor pro t em, so as to be consistent with four year terms (or to be determined every two years) and provide as follows: 2.33. Selection and powers and duties of mayor pro tem. At the first regular meeting of the City Council following the regular election of the Mayor every four years, the council shall select one of its members as mayor pro tem. During the absence or physical or mental disability of the Mayor for any cause, the mayor pro tem, or in the mayor pro tem’s absence or disability for any reason, anyone of the councilmembers chosen by a majority vote of the city council, shall be clothed with all the rights and privileges of the Mayor and shall perform the duties of th e office of the Mayor so long as such absence of disability shall continue. Any such absence or disability shall be declared by a majority vote of all councilmembers. The mayor pro tem or selected council member shall sign all contracts and ordinances in which the Mayor has a disqualifying financial interest as provided in Section 2.14 of this Charter. IT IS FURTHER RESOLVED that the local delegation be requested to adopt an Act revising Section 5.11, regular elections; time for holding, so as hereafter it will read as follows: 5.11. Regular elections; time for holding. In odd numbered years, on the Tuesday next following the first Monday in November, and biannually thereafter, a regular election shall be held in the City of Tybee Island such other place or places as the council may designate for the election of the appropriate number of council members, who shall have the qualifications specified in this Chapter to hold such office. An incumbent Mayor or incumbent Councilmember who shall qualify as a candidate and meet the qualifications to hold such office may be a candidate to succeed himself or herself for such office or for office as a member of the City Council. As provided in Sec 5.12, the Mayor is elected to four-year terms and the mayoral election will accompany the election on the Tuesday next following the first Monday in November in odd numbered years by four year terms. Section 5.17, nondesignation of specific office by candidate; highest vote elects, shall also be amended so as to provide as follows: Section 5.17. Nondesignation of specific office by candidate; highest vote elects. A candidate seeking one of two or more public offices each having the same title and to be filled at the same election by the vote of the same electors shall not designate the specific office he or she is seeking. The candidates for city council receiving the highest number of lawful votes cast shall be elected as the councilmembers of the City of Tybee Island. 5.18 Filling vacancy in office of Mayor or Council Member. Sec 5.18 – Filling Vacancy in Office of Mayor or Councilmembers. Should during the term of office to which elected, the Mayor or any councilmember die, resign, remove or change residence beyond the city limits of the municipality, or otherwise fail to meet all the all the qualifications prescribed in the Charter for the particular office held at the time, the office of such person shall thereby become, and thereupon be declared, vacant; and in case of vacancy in the office of mayor or of any councilmember from any cause whatsoever other - 89 - 12/6/2018 than expiration of the term of office, the Mayor and remaining members of the council, or the remaining members of the council, as the case may be, shall elect within 30 days after the vacancy occurs a qualified person to fill the vacant office; provided, (a) If the vacancy to be filled is the office of Mayor, the office shall be assumed and filled by the Mayor pro tem elected by the Mayor and councilmembers pursuant to Section 2.33. The council seat vacated by the former councilmember/Mayor pro tem shall be v acant and the vacant council seat shall be filled as provided in this section (b) If the vacancy to be filled is the office of a council member, the person elected by the mayor and remaining members of council shall serve until the organizational meeting of the new year following the general municipal election after the office became vacant; provided further, if in the event more than twenty six (26) months remain of the term of office as of the date the office became vacant, then in that event the candidate for council member who places fourth in the general municipal election following the vacancy shall have been elected to serve the remaining two years of the term beginning at the organizational meeting of the new year following the general municipal election. (c) If a vacancy to be filled is the position of Mayor, the Office of Mayor shall be assumed by the Mayor pro tem previously elected by the Council Members pursuant to Section 2.33. However, within thirty (30) days of the Mayor pro tem fulfilling the Office of Mayor which had become vacant, the Council shall elect a qualified person to fill the vacant office of the former Council Member/Mayor pro tem; provided, (d) In the event more than twenty-six (26) months remained at the time of the office as of the date the Mayor becomes vacant, then in that event, the candidate for Council member who places fourth in the general municipal election following the vacancy shall have been elected to serve as a council member for the remaining two years at the time beginning at the organizational meeting of the new year following the general election. (e) In the event a Council member elected as Mayor pro tem has only 24 months remaining in his/her term of office, at the expiration of that term and at the first regular meeting of the Mayor and Council following the expiration of the Mayor pro tem’s term, the Mayor and Council will elect a Mayor pro tem which may include the same individual who may have been elected to a new term on Council or any other qualified individual. (f) In any instance or circumstances where the provisions of (a)(b)(c) (d) and/or (e) do not provide for a contingency such that an office would be vacant, the remaining elected officials shall elect a qualified individual to assume the office then vacant with thirty (30) days of the vacancy involved The Mayor is hereby authorized to execute any documents consistent herewith and in order to accomplish the intention hereof and the city attorney is authorized to cooperate and communicate with legislative counsel to assist and develop an appropriate local act to implement the intentions hereof. SO RESOLVED, this the _____ day of ____________ 218. CITY OF TYBEE ISLAND, GEORGIA - 90 - 12/6/2018 By: _______________________ Jason Buelterman, Mayor ATTEST: By: _______________________ City Clerk Tybee/Resolution/2018/Charter Changes - 91 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 17. Resolution - Third Moratorium - South End Business District - 92 - RESOLUTION IMPOSING THIRD MORATORIUM ON DEMOLITION PERMITS OF HISTORIC STRUCTURES IN THE SOUTHEND BUSINESS OVERLAY DISTRICT WHEREAS, the City of Tybee Island is a duly organized municipality existing under the laws of the State of Georgia; and WHEREAS, the City of Tybee Island contains numerous historic areas and historic structures in need of protection or in need of consideration for protection; and WHEREAS, the City has established a Southend Business Overlay District [the Code of Ordinances for the City of Tybee Island Land Development Code, Section 4-050(O) which is in need of special consideration with regard to the historic value of existing structures within the overlay district, a generally commercial area, located on the southern beach area of the island including historic Tybrisa Street; and WHEREAS, the City is in need of protecting historic, architecturally significant and similar structures located within the Southend Business Overlay District; and WHEREAS, in order to protect the historic fabric of the area and the structures within the Southend Business Overlay District, and to provide time for the examination of options to improve existing protections in the Historic Preservation Ordinance of the City; and WHEREAS, in order to protect any and all structures in the areas described above an immediate imposition of a moratorium on the issuance of demolition permits pertaining to structures in the Southend Business Overlay District is necessary in order that the City and interested groups or organizations therein can investigate standards to be applicable to structures within that District; and WHEREAS, the City has previously issued a moratorium on the demolition of structures or the issuance of demolition permits for structures within the Southend Business Overlay District for a period of 180 days on March 22, 2018; and WHEREAS, the City has previously extended the moratorium for ninety (90) days and such moratorium would therefore, expire, however, the City Council will be addressing the guidelines as proposed and which are necessary for the protection of the historic structures in the Southend Business Overlay District during December 2018 and January 2019, and therefore, an additional extension is necessary; WHEREAS, such Resolution and the prohibition of the issuing of demolition permits for structures in the Southend Business Overlay District should continue while the work of the City and groups within the City including, but not limited to, the Historic Preservation Commission, - 93 - 1641381.1 the Development Authority/Main Street Program, the Planning Commission and others continue to explore and adopt guidelines to be included in the Southend Business Overlay District in order to protect the interests and welfare of the City, its residents, merchants and tourists, and to preserve, in an appropriate manner, historic structures located within the Southend Business Overlay District and; WHEREAS, additional time is needed to complete and possibly adopt the Guidelines which are in the review process before the Mayor and Council. NOW THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of Tybee Island, duly assembled in open meeting, that the moratorium addressed herein shall continue for a period of 60 days from the date hereof in order to continue efforts to develop and adopt guidelines as called for in the earlier Resolution. SO RESOLVED, this the ____ day of ___________________, 2018. CITY OF TYBEE ISLAND, GEORGIA By: ___________________________________ Jason Buelterman, Mayor ATTEST: By: ___________________________________ Clerk of Council Tybee/Resolutions/2018/cont historic structure moratorium 08.20.18 - 94 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 18. Resolution: 2019 Budget Amendment - 95 - RESOLUTION BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE CITY OF TYBEE ISLAND: WHEREAS, the City of Tybee Island is an authorized municipality organized and existing under the laws of the State of Georgia; and WHEREAS, as a qualified municipality, the City of Tybee Island is entitled to provide certain services and is required to comply with certain obligations; and WHEREAS, as part of the accounting and budgeting process, the City of Tybee Island is to comply with Governmental Accounting Standards, Board Requirements and Statements; and WHEREAS, the City of Tybee Island is to maintain its accounts in an appropriate manner so as to comply with auditing requirements and accounting standards and may designate certain funds as enterprise funds or other funds with different status including general funds, special revenue funds, capital project funds, debt service funds, permanent funds, etc.; and WHEREAS, the City of Tybee Island wishes to clarify certain funds and to establish the authority for the transfer to and from certain funds as may be necessary and appropriate and to restrict transfers from certain funds. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council, in open meeting duly assembled, as follows: 1. To provide for the raising of revenues and appropriations of funds to support the City of Tybee Island, Georgia for fiscal year beginning July 1, 2018 and ending June 30, 2019 in order to provide for the operations of government departments; elected officials, other governmental activities; and to provide for the level of personnel authorized for the various departments the City of Tybee Island hereby amends and adopts the Fiscal Year 2018-2019 Revenue and Expenditure Operating and Capital Budget for the following funds: General Fund-100 $13,761,695.00 SPLOST 2003 Capital Project Fund 321 $ 413,635.53 2. Tybee Island has previously designated certain funds for debt service to be specifically reserved to account for and are restricted to, committed or assigned funds for the expenditure for principle and interest obligations. 3. There is an established special revenue fund used to account and report the proceeds of specific revenue sources that are restricted or committed to expenditure for specific purposes other than debt service or capital projects. - 96 - 4. Capital project funds currently assigned are to include funds set aside by the mayor and council for greenspace, beach renourishment, and capital projects on the city’s capital improvement plan as established by the mayor and council. 5. Tybee Island receives Special Purpose Local Option Sales Tax Funds, which are to be separately maintained and segregated and only used for the expenditures for capital improvement projects authorized by county-wide referendum, intergovernmental agreement, and the agreed capital improvement plan of the City. 6. Tybee Island receives hotel/motel tax proceeds which are to be maintained and used as required by Georgia law and only in accordance therewith. 7. Tybee Island continuously accumulates funds for beach nourishment purposes and, further, seeks additional funding for beach nourishment projects including from federal sources, state, county and grant sources to acquire sufficient funds for such projects. All funds received from whatever source in connection with a beach nourishment project must be accounted for in a completely transparent manner and consistent with any restrictions imposed by the grantor of such funds. No transfers from any such restricted funds can be made except upon the express approval of the mayor and council. 8. There is hereby established a stabilization fund to be used to account for transfers from other funds when necessary, with all such transfers being reported to the mayor and council if made by other than the express approval of the mayor and council 9. WHEREAS, The Finance Director has presented for adoption and/or approval the matters addressed herein. IT IS SO RESOLVED, this the ____ day of ___________________, 2018. CITY OF TYBEE ISLAND, GEORGIA By: ___________________________________ Jason Buelterman, Mayor ATTEST: By: ___________________________________ Clerk of Council Tybee/Resolutions/2018/funds - 97 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 19. Marine Science Center: Pricing, Schedule and Status - 98 - Tybee Island Marine Science Center 11/29/2018 General Conditions 105,417.00 Temporary Toilets 1,200.00 Temporary Utilities 5,500.00 Temporary Office Trailer 4,924.00 Project Manager 19,350.00 Superintendent 43,000.00 Project Administration 2,500.00 Interim Clean-up 3,010.00 Dumpster 5,688.00 Rental Equipment 4,300.00 Final Cleaning - Temporary Protection 3,225.00 Temporary Site Fencing 7,720.00 Legal Fees 3,500.00 Plan Reproduction 1,500.00 Testing & Special Inspections By Others Sitework 183,528.00 Site Preperation 24,260.00 Field Engineering 3,500.00 Earthwork 36,625.00 Soil Treatments 738.00 Utilities (within 5' of building)56,600.00 Paving 43,005.00 Landscaping & Irrigation 6,800.00 Site Improvements (dumpster enclosure)12,000.00 Concrete 538,661.00 Foundation, Piers & PT Slab 434,536.00 Pavers/Concrete Paving 65,910.00 Cistern 38,215.00 Equipment Pads (allowance: at ground floor)- Thermal & Moisture Protection 1,700.00 Waterproofing 1,700.00 Sub-Total: 829,306.00 Permitting Allowance: By Owner Builder's Risk 1,643.00 P & P Bond 15,707.00 Fee:42,410.00 Total 889,066.00$ - 99 - Tybee Island Marine Science Center Clarifications November 29, 2018 General Clarifications 1. Pricing is based on the civil plans by Kern & Co dated 11.13.18 and the foundation plans dated 10/29.18. 2. The cost of the building permit is not included and is to be handled internally by the City. 3. We have not included the cost of the water meter or any associated utility tap or impact fees. 4. Third party special inspections are not included in our proposal. It is assumed these are by- owner. 5. Our schedule allots for a construction period of 5 months for Phase 1 based on the information we have at this time. 6. The Phase 1 scope of work includes the civil construction, the foundation, the cast-in-place concrete piers and the post-tensioned slab. Sitework 1. Includes all erosion controls, civil demo and fill to install the building pad. 2. Removal and replacement of any unsuitable soils is not included in this estimate and will be handled on a unit cost basis as discovered. The unit cost for muck & fill of unsuitable soils is $35/CY. 3. Removal and replacement of any underground structures are not included in this estimate and will be handled on a time and material basis if discovered. 4. We have not included any allowance for dewatering in our estimate. Any dewatering required 5. will be bill on a time and material basis. 6. No site lighting fixtures or conduits are included in this estimate. 7. Any demolition of utility services is to be by others. 8. No testing or abatement of hazardous materials is included. Concrete 1. The concrete estimate includes the earth formed footings, 5” slab on grade, concrete piers, the concrete cistern and post-tensioned slab. 2. We have included an allowance of $27,850 for the concrete ramp, footing & wall at the main entrance. No structural design has been completed at this time. Our allowance is based on the architectural plans. 3. We have included using 4” of clean fill under the slab as the capillary barrier. Thermal & Moisture Protection 1. The waterproofing line item includes elevator pit waterproofing. - 100 - ID Task Name Duration Start Finish1Pre Construction224 daysMon 4/16/18Thu 2/21/192Project Award6 daysMon 4/16/18Mon 4/23/183Kick‐Off Meeting1 dayThu 6/7/18Thu 6/7/184A/E:135 daysFri 6/8/18Thu 12/13/185Schematic Plans (SD)13 daysFri 6/8/18Tue 6/26/186Phase 1 Foundation Pkg (CD)10.5 wksFri 8/17/18Tue 10/30/187Phase 1 Civil Pkg (CD)9 wksFri 8/17/18Thu 10/18/188 Construction Document Plans (CD)17 wksFri 8/17/18Thu 12/13/189Estimating / GMP:117 daysWed 8/1/18Thu 1/10/1910SD Budget1 dayWed 8/1/18Wed 8/1/1811TIMSC Committee Meeting & SD Review1 dayThu 8/16/18Thu 8/16/1812Foundation / Civil Package SOV10 daysTue 10/30/18Tue 11/13/1813CD SOV15 daysFri 12/14/18Thu 1/3/1914GMP Amendment 1: Foundation / Civil0 daysTue 11/20/18Tue 11/20/1815GMP Amendment 2: Balance of Bldg.0 daysThu 1/10/19Thu 1/10/1916Permitting:55 daysFri 10/19/18Thu 1/3/1917Foundation3 wksTue 10/30/18Tue 11/20/1818Civil 2 wksFri 10/19/18Thu 11/1/1819Building3 wksFri 12/14/18Thu 1/3/1920Submittals:67.5 daysTue 11/20/18Thu 2/21/1921Foundation / Civil Submittals4 wksTue 11/20/18Tue 12/18/1822Shell Pkg. Submittals5 wksFri 1/11/19Thu 2/14/1923Build‐Out / MEP Submittals6 wksFri 1/11/19Thu 2/21/1924Construction 287.5 daysTue 11/27/18Thu 1/2/2025GMP 1107.5 daysTue 11/27/18Thu 4/25/1926Mobilization1 wkTue 11/27/18Tue 12/4/1827Groundbreaking Ceremony0 daysTue 12/4/18Tue 12/4/1828Erosion Control / Demo / Grading2 wksTue 12/4/18Tue 12/18/1829Foundations5 wksTue 12/18/18Tue 1/22/1930Detention System4 wksTue 1/15/19Tue 2/12/1931CIP Columns5 wksTue 1/22/19Tue 2/26/1932CIP Walls2.5 wksTue 2/26/19Thu 3/14/1933Slab on Grade2 wksFri 3/15/19Thu 3/28/1934PT Slab 2 wksFri 3/29/19Thu 4/11/1935Water / Sewer Utilities4 wksFri 3/29/19Thu 4/25/19Pre ConstructionProject AwardKick-Off MeetingA/E:6/26Phase 1 Foundation Pkg (CD)Phase 1 Civil Pkg (CD) Construction Document Plans (CD)Estimating / GMP:SD BudgetTIMSC Committee Meeting & SD ReviewFoundation / Civil Package SOVCD SOV11/201/10Permitting:FoundationCivil BuildingSubmittals:Foundation / Civil SubmittalsShell Pkg. SubmittalsBuild-Out / MEP SubmittalsConstruction GMP 1Mobilization12/4Erosion Control / Demo / GradingFoundationsDetention SystemCIP ColumnsCIP WallsSlab on GradePT Slab Water / Sewer Utilities2nd Quarter3rd Quarter4th Quarter1st Quarter2nd Quarter3rd Quarter4th Quarter1st Quarter2Tybee Island Marine Science CenterPreliminary ScheduleMon 11/12/18 Page 1- 101 - ID Task Name Duration Start Finish36GMP 2 (Preliminary Only)190 daysFri 4/12/19Thu 1/2/2037Shell / Deck Framing6 wksFri 4/12/19Thu 5/23/1938Roofing4 wksFri 5/24/19Thu 6/20/1939Storefront Glazing 3 wksFri 6/21/19Thu 7/11/1940MEP Rough‐In4 wksFri 7/12/19Thu 8/8/1941Exterior Trim5 wksFri 7/5/19Thu 8/8/1942Porch, Ramp, & Theatre Framing / Trim5.5 wksFri 8/9/19Tue 9/17/1943Exterior Finishes4 wksTue 9/17/19Tue 10/15/1944Interior Finishes7 wksFri 7/26/19Thu 9/12/1945MEP Trim‐Out6 wksFri 9/6/19Thu 10/17/1946Finishes / Pedastal Flooring4 wksFri 10/18/19Thu 11/14/1947Hardscapes / Landscaping5 wksTue 10/15/19Tue 11/19/1948Exhibit Coordination3 wksFri 11/15/19Thu 12/5/1949Accessories, Lift, Hardware. Etc.2 wksFri 12/6/19Thu 12/19/1950CO0 daysThu 12/19/19Thu 12/19/1951Final Cleaning / Punch List / CO2 wksFri 12/20/19Thu 1/2/205253Note ‐ this schedule does not consider weather delays, unforseen conditions, or conditions out of thecontractors control. If encountered, WCC will immediately notify Owner per contract requirements. GMP 2 (PreliminShell / Deck FramingRoofingStorefront Glazing MEP Rough-InExterior TrimPorch, Ramp, & Theatre Framing / TrExterior FinishesInterior FinishesMEP Trim-OutFinishes / Pedastal FloorinHardscapes / LandscapingExhibit CoordinationAccessories, Lift, HaCOFinal Cleaning / P2nd Quarter3rd Quarter4th Quarter1st Quarter2nd Quarter3rd Quarter4th Quarter1st Quarter2Tybee Island Marine Science CenterPreliminary ScheduleMon 11/12/18 Page 2- 102 - Tybee Island Marine Science Center8/16/2018 11/13/2018 11/29/2018 Delta RemarksGeneral Conditions230,489.00 248,006.00 248,006.00 - Temporary Toilets2,880.00 3,120.00 3,120.00 - Temporary Utilities9,000.00 9,500.00 9,500.00 - Temporary Office Trailer8,856.00 9,418.00 9,418.00 - Project Manager46,440.00 50,310.00 50,310.00 - Superintendent103,200.00 111,800.00 111,800.00 - Project Administration6,000.00 6,500.00 6,500.00 - Interim Clean-up7,224.00 7,826.00 7,826.00 - Dumpster13,650.00 14,788.00 14,788.00 - Rental Equipment 10,320.00 11,180.00 11,180.00 - Final Cleaning2,459.00 2,459.00 2,459.00 - Temporary Protection7,740.00 8,385.00 8,385.00 - Temporary Site Fencing7,720.00 7,720.00 7,720.00 - Legal Fees3,500.00 3,500.00 3,500.00 - Plan Reproduction1,500.00 1,500.00 1,500.00 - Testing & Special Inspections By Others By Others By Others - - Sitework311,955.00 331,571.00 183,528.00 (148,043.00) Site Preperation22,404.00 23,460.00 24,260.00 800.00 increased amount of erosion controlField Engineering3,500.00 3,500.00 3,500.00 - Earthwork23,950.00 23,950.00 36,625.00 12,675.00 added grading at rear of site to incorporate the detention area Soil Treatments738.00 738.00 738.00 - Utilities (within 5' of building)147,495.00 218,508.00 56,600.00 (161,908.00) deleted the storm chamber Paving51,978.00 42,615.00 43,005.00 390.00 slight change to paving layoutPavers43,090.00 - - - Landscaping & Irrigation6,800.00 6,800.00 6,800.00 - Site Improvements (dumpster enclosure)12,000.00 12,000.00 12,000.00 - - Concrete290,298.00 509,495.00 538,661.00 29,166.00 Foundation, Piers & PT Slab282,298.00 405,370.00 434,536.00 29,166.00 added elevator walls and foundationConcrete Slab on Grade- 65,910.00 65,910.00 - Cistern- 38,215.00 38,215.00 - Equipment Pads (allowance: at ground floor)8,000.00 - - - - Metals109,311.00 109,311.00 109,311.00 - Metal Fabrications37,311.00 37,311.00 37,311.00 - - 103 - Metal Railings72,000.00 72,000.00 72,000.00 - - Woods, Plastics & Composites819,779.00 755,081.00 755,081.00 - Rough Carpentry239,643.00 239,643.00 239,643.00 - Exterior Finish Carpentry376,738.00 376,738.00 376,738.00 - Interior Finish Carpentry136,200.00 136,200.00 136,200.00 - Architectural Woodwork67,198.00 2,500.00 2,500.00 - - Thermal & Moisture Protection399,966.00 399,966.00 399,966.00 - Insulation29,045.00 29,045.00 29,045.00 - Air Barrier13,000.00 13,000.00 13,000.00 - Standing Seam Metal Roofing35,900.00 35,900.00 35,900.00 - Membrane Roofing56,000.00 56,000.00 56,000.00 - Interior Membrane, ISO & Bamboo Paver System on Pedastals233,200.00 233,200.00 233,200.00 - Joint Sealants9,500.00 9,500.00 9,500.00 - Flashings & Window Pans23,321.00 23,321.00 23,321.00 - - Openings425,162.00 425,162.00 425,162.00 - Doors, Frames & Hardware41,348.00 41,348.00 41,348.00 - Aluminum Storefront293,214.00 293,214.00 293,214.00 - Bi-Folding Doors90,600.00 90,600.00 90,600.00 - - Finishes70,987.00 70,987.00 70,987.00 - Drywall 2,834.00 2,834.00 2,834.00 - Painting68,153.00 68,153.00 68,153.00 - - Specialties11,670.00 11,670.00 11,670.00 - Fire Extinguishers3,489.00 3,489.00 3,489.00 - Toilet Compartments2,647.00 2,647.00 2,647.00 - Toilet Accessories2,640.00 2,640.00 2,640.00 - Turnstile2,894.00 2,894.00 2,894.00 - - Equipment- - - - AppliancesBy Others By Others By Others - - - 104 - Conveying Equipment65,000.00 65,000.00 65,000.00 - LULA Lift65,000.00 65,000.00 65,000.00 - - Mechanical130,000.00 130,000.00 130,000.00 - Plumbing35,000.00 35,000.00 35,000.00 - HVAC95,000.00 95,000.00 95,000.00 - - Electrical74,465.00 74,465.00 74,465.00 - Electrical67,088.00 67,088.00 67,088.00 - FixturesIn Above In Above In Above - DataBy Others By Others By Others - Fire Alarm7,377.00 7,377.00 7,377.00 - - Sub-Total: 2,939,082.00 3,130,714.00 3,011,837.00 (118,877.00) Permitting Allowance: 32,342.00 - - - by ownerBuilder's Risk 14,069.00 16,220.00 15,600.00 (620.00) P & P Bond 50,974.00 53,890.00 51,667.00 (2,223.00) Fee:153,417.00 163,326.00 155,375.00 (7,951.00) BUILDING TOTAL: 3,189,884.00$ 3,364,150.00$ 3,234,479.00$ (129,671.00)$ - - Additional Scope Items1) Recreational Elements, Landscaping & Hardscapes Allowance500,000.00 500,000.00 500,000.00 2) Contingency318,988.00 144,722.00 274,393.00 3)Added storage rooms at ground floor70,936.00 PROJECT TOTAL 4,008,872.00$ 4,079,808.00$ 4,008,872.00$ - 105 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 20. Enterprise Lease Agreement - 106 - - 107 - - 108 - - 109 - - 110 - - 111 - - 112 - - 113 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 21. Request City Council approve a budget amendment to decrease SPLOST 2003 - 114 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown Mayor Pro Tem Wanda Doyle Julie Livingston Jackson Butler Monty Parks John Branigin 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 Council Meeting Date for Request: December 13, 2018 Item: To request that the City Council approve a budget amendment to decrease the SPLOST 2003 Capital Project Fund 321’s fiscal year 2019 budget by ($7,463.10) decreasing the budget from $421,098.63 to $413,635.53. Explanation: The purpose of this agenda item is to request that the City Council a pprove a budget amendment to decrease the SPLOST 2003 Capital Project Fund 321’s from $421,098.63 to $413,635.53 in order to balance the budget to the actual budget amount available based on the carry-forward unexpended amounts from fiscal year 2018’s budget year. An invoice from FY2018 for Marine Science Center project was charged to the General Fund in error. Finance prepared an adjustment to record the invoice back to the SPLOST 2003 fund. Expenditure Budget 1. Marine Science Center - $411,640.28 a. Building 321.6172.57.2001 – to construction a new marine science center. Budget decreased by ($9,184.35) from $420,824.63 to $411,640.28 2. Contingency $274 a. Transfer the $274 from Contingency to the Finance\Accounting Division Program Management Advertisement line item 321.1512.52.3300 3. Finance\Account - Program Management Advertisement - $1,995.25 a. Advertisement $1,995.25 321.1512.52.3300. The money in this line item is used to pay for the mandated annual advertisement of the SPLOST 2003 expenditures. Revenue Budget 1. Prior Year Fund Balance - $413,635.53 a. 321.00.39.1300 decreased budget by ($9,184.35) from $420,824.63 to 413,635.53; Budget Line Item Number (if applicable): See Detailed Budget Amendment included as Attachment A 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: ________________________________________________________________________________ November 26, 2018 Date given to Clerk of Council - 115 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 22. City Council's approval to amend the General Fund fiscal year operating and capital budget by $808,083 - 116 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown Mayor Pro Tem Wanda Doyle Julie Livingston Jackson Butler Monty Parks John Branigin 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 Council Meeting Date for Request: December 13, 2018 Item: The purpose of this agenda item is seek the City Council’s approval to amendment the General Fund fiscal year operating and capital budget from $12,953,612 to $13,761,695 an increase of $808,083. Expenditures The expenditure line items will be increase as follows: Explanation: The purpose of this agenda item is seek the City Council’s approval to amendment the General Fund fiscal year operating and capital budget from $12,953,612 to $13,761,695 an increase of $808,083 for the following reasons: 1. To add $730,230 in capital projects to the budget for the departments of Finance ($50,000), Police ($10,000), Public Works Administration ($315,941), Public Works Storm Water Management ($259,689), Museums, ($25,000) and Parks & Boulevard’s, ($1,600) budgets. 1. To add increase the revenue (Sale of Assets – 100.00.39.2100) and expenditures (Rental – Leased Vehicle Program – Police Department -100.3210.52.2321) by $52,853. The City sold two Volkswagen vehicles used by the Police Department for $52,853. The money will be used to finance the Police Department’s lease vehicle program. 2. To add increase the revenue (OJC Grant – 100.00.33.1151) and expenditures (Safety Equipment – Police Department 100.3210.53.1601) by $15,000. The Police Department was awarded a grant to purchase bulletproof vests. 3. To decrease the Parking Services Department by ($10,000) from $521,098 to $511,098 transfer $5,000 to the Fire Department’s budget line item, Rental – Leased Vehicle Program, 100.3510.52.2321; and transfer $5,000 to the Public Works Administration’s Department’s budget line item, Rental – Leased Vehicle Program, 100.4210.52.2321. 4. To increase the City Managers expenditure budget by $10,000 from $547,447 to $557,447 for Signs budget line item, 100.1320.53.1702 in order to purchase bicycle signs for Jones Avenue. 5. To increase the Parks & Boulevard’s budget by $1,600 for the Infrastructure line item, 100.6230.54.1418 in order to pay an invoice for the 14th to 18th Street Pedestrian Improvement project. Budget Line Item Number (if applicable): A summary of the General Fund’s budget changes by department is shown in the schedule below: - 117 - 2 | Page Department Name Current Budget @11-9-2018 Budget Amendment Amount Budget Amendment @ 12-13-2018 Mayor and Council 212,348.00$ 212,348.00$ Clerk of Council 112,239.00$ 112,239.00$ City Manager 547,447.00$ 10,000.00$ 557,447.00$ Finance Director 140,413.00$ 140,413.00$ Finance - Accounting 313,027.00$ 50,000.00$ 363,027.00$ Finance - A/P 34,749.00$ 34,749.00$ Finance - Payroll 52,898.00$ 52,898.00$ Law 247,000.00$ 247,000.00$ Information Technology 653,986.00$ 653,986.00$ Human Resources 130,847.00$ 130,847.00$ Public Works Building Maint 684,326.00$ 70,000.00$ 754,326.00$ Municipal Court 303,835.00$ 303,835.00$ Police Administration 2,434,768.00$ 77,853.00$ 2,512,621.00$ Police Beach Patrol 329,980.00$ 329,980.00$ Fire Administration 868,646.00$ 5,000.00$ 873,646.00$ Emergency Management 89,582.00$ 89,582.00$ Public Works - Administration 1,504,466.00$ 318,941.00$ 1,823,407.00$ Storm Drainage 93,934.00$ 259,689.00$ 353,623.00$ Solid Waste Collection 90,000.00$ 90,000.00$ Cultural & Recreation 225,775.00$ 225,775.00$ Recreation Centers 168,950.00$ 168,950.00$ Fire - Ocean Rescue 349,943.00$ 349,943.00$ Museums 345,212.00$ 25,000.00$ 370,212.00$ Parkways and Boulevards 461,600.00$ 1,600.00$ 463,200.00$ Parking 521,098.00$ (10,000.00)$ 511,098.00$ Parks Administration 247,757.00$ -$ 247,757.00$ Park Areas - Concession 65,700.00$ 65,700.00$ Zoning and Inspection 715,085.00$ 715,085.00$ Main Street 121,277.00$ 121,277.00$ Community Development 58,750.00$ 58,750.00$ Downtown Development 10,000.00$ 10,000.00$ Other Financing Uses 697,974.00$ 697,974.00$ Beach Related 120,000.00$ TOTALS 12,953,612.00$ 808,083.00$ 13,641,695.00$ A detail of the budget amendment of both the revenue and expenditure budget is included with this agenda item as Attachment A, FY2019 General Fund Operating and Capital Budget Amendment. Revenue The money to fund this budget amendment is coming from the following sources: 1. $15,000 – establishing a line item for the OJE grant revenue line item,100.00.33.1151; 2. $47,976 – increasing the DOT LMIG Grant line item, 100.00.33.4400 from $45,000 to $92,976; 3. $15,000 – establish a budget for the Insurance Reimbursement line item, 100.00.38.9100; 4. $52,853 – establish a budget for the Sale of Assets line item, 100.00.39.2100 – money from sale of volks-wagons; - 118 - 3 | Page and 5. $677,254 – increasing the Prior Year Fund Balance line item, 100.00.39.1300 from $1,870,091 to $2,547,345. Paper Work: ____X_ Attached* Already Distributed Submitted by: Angela Hudson, Finance Director Phone / Email: (912) 472-5021/ahudson@cityof tybee.org December 5, 2018 Date given to Clerk of Council - 119 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 1 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET REVENUES TAXES 4,116,707 4,264,612 4,264,612 1,227,603 3,037,009 - 4,264,612 LICENSES & PERMITS 363,000 363,000 363,000 60,744 302,257 363,000 INTERGOVERNMENTAL OJC Grant - - - - - 15,000 15,000 100.00.33.1151 DOT LMIG Grant 45,000 45,000 45,000 - 45,000 47,976 92,976 100.00.33.4400 GDOT Grant Revenue 200,000 200,000 200,000 - 200,000 200,000 100.00.33.4410 CHARGES FOR SERVICES 3,420,100 3,420,100 3,420,100 1,587,178 1,832,922 3,420,100 FINES & FORFEITURES 997,700 1,017,296 1,017,296 517,497 499,799 - 1,017,296 INVESTMENT INCOME 40,000 40,000 40,000 39,944 56 40,000 CONTRIBUTIONS & DONATIONS - - - - - - MISCELLANEOUS 122,200 122,200 122,200 49,621 72,579 122,200 Insurance Reimbursement - - - 14,998 (14,998) 15,000 15,000 100.00.38.9100 OTHER FINANCING SOURCES - - - - - - - Transfer in from Hotel-Motel Fund 1,611,313 1,611,313 1,611,313 678,696 932,617 - 1,611,313 100.39.1200 Sale of Assets - - - 52,503 (52,503) 52,853 52,853 100.00.39.2100 Prior Year Fund Balance 1,782,879 1,782,879 1,870,091 52,503 1,817,588 677,254 2,547,345 100.00.39.1300 *** TOTAL REVENUE ***12,698,899 12,866,400 12,953,612 4,281,288 8,672,324 808,083 13,761,695 Money ($52,853) received from Selling the Police VW back to Volksawagon. Money will go toward the vehicle lease program Money ($52,853) received from Selling the Police VW back to Volksawagon. Money will go toward the vehicle lease program - 120 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 2 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET EXPENDITURES Mayor and Council PERSONNEL 49,648 49,648 49,648 24,763 24,885 49,648 SERVICES 149,300 149,300 149,300 68,168 81,132 149,300 SUPPLIES 12,800 12,800 12,800 2,913 9,887 12,800 OTHER COSTS 600 600 600 - 600 600 TOTAL Mayor and Council 212,348 212,348 212,348 95,844 116,504 - 212,348 Clerk of Council PERSONNEL 81,249 81,249 81,249 35,308 45,941 81,249 SERVICES 16,150 16,150 16,150 (235) 16,385 16,150 SUPPLIES 4,840 4,840 4,840 107 4,733 4,840 DEPRECIATION/AMORTIZATIO - - - - - - OTHER COSTS 10,000 10,000 10,000 7,574 2,426 10,000 TOTAL Clerk of Council 112,239 112,239 112,239 42,754 69,485 - 112,239 City Manager PERSONNEL 290,217 290,217 290,217 114,834 175,383 290,217 SERVICES 172,770 172,770 87,501 34,891 52,610 87,501 SUPPLIES 84,460 84,460 22,729 20,555 2,174 22,729 Signs - - - 1,245 (1,245) 10,000 10,000 100.1320.53.1702 CAPITAL OUTLAY Infrastructure - - 147,000 69,000 78,000 147,000 100.1320.54.1410 TOTAL City Manager 547,447 547,447 547,447 240,525 306,922 10,000 557,447 Finance Director PERSONNEL 122,513 122,513 122,513 51,044 71,469 122,513 SERVICES 13,300 13,300 13,300 2,313 10,987 13,300 SUPPLIES 4,600 4,600 4,600 975 3,625 4,600 TOTAL Finance 140,413 140,413 140,413 54,332 86,081 - 140,413 Finance - Accounting PERSONNEL 205,855 205,855 205,855 56,341 149,514 205,855 SERVICES 175,600 175,600 175,600 54,489 121,111 175,600 SUPPLIES 6,600 6,600 6,600 1,387 5,213 6,600 CAPITAL OUTLAY Building Improvement 50,000 50,000 50,000 - 50,000 50,000 100,000 100.1512.54.1315 INTERFUND/INTERDEPARTMENT (125,028) (125,028) (125,028) (58,345) (66,683) (125,028) TOTAL Finance - Accounting 313,027 313,027 313,027 53,872 259,155 50,000 363,027 Money is needed to purchase signs for the bicycle trail. The Original money for this project had to be used because the bid for the shallow well came in higher than expected(budgeted). Southend Eletrical improvements ($69,000); and Shallow Well project ($78,000) Renovate 2 rooms in old school for Finance staff to use as temporary offices. - 121 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 3 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET Finance - A/P PERSONNEL 67,493 67,493 67,493 29,058 38,435 67,493 SERVICES 3,900 3,900 3,900 363 3,537 3,900 SUPPLIES 1,500 1,500 1,500 142 1,358 1,500 INTERFUND/INTERDEPARTMENT (38,144) (38,144) (38,144) (15,898) (22,246) (38,144) TOTAL Finance - A/P 34,749 34,749 34,749 13,665 21,084 - 34,749 Finance - Payroll PERSONNEL 61,428 61,428 61,428 25,688 35,740 61,428 SERVICES 7,770 7,770 7,770 128 7,642 7,770 SUPPLIES 700 700 700 244 456 700 INTERFUND/INTERDEPARTMENT (17,000) (17,000) (17,000) (7,408) (9,592) (17,000) TOTAL Finance - Payroll 52,898 52,898 52,898 18,652 34,246 - 52,898 Law SERVICES 242,000 242,000 242,000 73,662 168,338 242,000 INTERFUND/INTERDEPARTMENT 5,000 5,000 5,000 7,375 (2,375) 5,000 TOTAL Law 247,000 247,000 247,000 81,037 165,963 - 247,000 Information Technology PERSONNEL 195,866 195,866 195,866 81,125 114,741 195,866 SERVICES 388,650 388,650 388,650 142,417 246,233 388,650 SUPPLIES 28,470 28,470 28,470 447 28,023 28,470 CAPITAL OUTLAY Computers 20,000 15,000 15,000 14,003 997 - 15,000 100.1535.54.2400 Purchase 15 rugget laptops Machinery & Equipment - 26,000 26,000 - 26,000 - 26,000 100.1535.54.2100 Purchase backup generator and other equipment TOTAL Information Technology 632,986 653,986 653,986 237,991 415,995 - 653,986 Human Resources PERSONNEL 108,177 108,177 108,177 42,875 65,302 108,177 SERVICES 16,030 16,030 16,030 5,233 10,797 16,030 SUPPLIES 3,340 3,340 3,340 190 3,150 3,340 INTERFUND/INTERDEPARTMENT - - - - - - OTHER COSTS 3,300 3,300 3,300 575 2,725 3,300 TOTAL Human Resources 130,847 130,847 130,847 48,873 81,974 - 130,847 Public Works Building Maint PERSONNEL 251,322 251,322 251,322 102,785 148,537 251,322 SERVICES 54,400 64,700 64,700 23,675 41,025 - 64,700 Contract Services - - - - - 40,000 40,000 100.1565.52.1300 SUPPLIES 3,000 6,000 6,000 2,176 3,824 - 6,000 CAPITAL OUTLAY Building Improvements 362,304 362,304 362,304 - 362,304 30,000 392,304 100.1565.54.1315 TOTAL Bldg Maint & Allocations 671,026 684,326 684,326 128,637 555,689 70,000 754,326 Replace roof Public Works Office ($30,000); Match for Storm Shutters grant ($22,304 ); and Replace Gymnasium roof ($340,000) Engineer Contract to perform inspection for all City buildings. - 122 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 4 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET Municipal Court PERSONNEL 222,809 222,809 222,809 92,623 130,186 222,809 SERVICES 49,013 49,013 49,013 13,565 35,448 49,013 SUPPLIES 17,013 17,013 17,013 2,219 14,794 17,013 OTHER COSTS 15,000 15,000 15,000 - 15,000 15,000 TOTAL Municipal Court 303,835 303,835 303,835 108,406 195,429 - 303,835 Police Administration PERSONNEL 1,983,628 1,983,628 1,983,628 749,713 1,233,915 1,983,628 SERVICES 153,990 167,330 167,330 108,920 58,410 - 167,330 Safety Equipment 10,000 6,660 6,660 62 6,598 15,000 21,660 100.3210.53.1601 Rental - Leased Vehicle Program - - - - - 52,853 52,853 100.3210.52.2321 To contract with Enterprise Rental Company to Lease 13 vehicles SUPPLIES 233,250 233,250 233,250 59,131 174,119 233,250 CAPITAL OUTLAY Machinery & Equipment - 35,000 35,000 2,867 32,133 10,000 45,000 100.3210.54.2100 Building Improvements 8,900 8,900 8,900 8,900 8,900 100.3210.54.1315 Match for storm shutter grant TOTAL Police Administration 2,389,768 2,434,768 2,434,768 920,694 1,514,074 77,853 2,512,621 Police Beach Patrol PERSONNEL 321,480 321,480 321,480 144,812 176,668 321,480 SERVICES 1,500 1,500 1,500 - 1,500 1,500 SUPPLIES 7,000 7,000 7,000 2,857 4,143 7,000 TOTAL Beach Patrol 329,980 329,980 329,980 147,670 182,310 - 329,980 Fire Administration PERSONNEL 665,495 665,495 665,495 196,487 469,008 665,495 SERVICES 97,600 97,600 97,600 31,086 66,514 - 97,600 Rental - Leased Vehicle Program - - - - - 5,000 5,000 100.3510.52.2321 Pay for Enterprise Rental Car Annual Lease ($5,000) for Fire Chief SUPPLIES 54,350 54,350 54,350 13,614 40,736 54,350 CAPITAL OUTLAY - Machinery & Equipment - 51,201 51,201 - 51,201 - 51,201 100.3210.54.2100 TOTAL Fire Administration 817,445 868,646 868,646 241,187 627,459 5,000 873,646 Emergency Management PERSONNEL 70,747 70,747 70,747 19,171 51,576 70,747 SERVICES 15,850 15,850 15,850 583 15,267 15,850 SUPPLIES 2,985 2,985 2,985 - 2,985 2,985 TOTAL Emergency Management 89,582 89,582 89,582 19,754 69,828 - 89,582 For Office of Justice grant to purchase bullet proof vest and match for the grant For 2nd year of 5 year capital lease for cameras ($10,000; purchase In-Car Cameras ($10,000); Remote Survelance ($25,000) Purchase Jet Ski ($9,000); Radios ($10,000); 8KW Mobile Generator ($15,000); 14KW Mobile Generator; and match for storm shutters grant ($2,201). - 123 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 5 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET Public Works - Administration PERSONNEL 1,062,520 1,062,520 1,062,520 411,891 650,629 1,062,520 SERVICES 123,550 133,550 133,550 60,375 73,175 - 133,550 Rental - Leased Vehicle Program - - - - - 5,000 5,000 100.4210.52.2321 Pay for Enterprise Rental Car Annual Lease ($5,000) for the City Engineer SUPPLIES 199,350 211,350 211,350 70,257 141,093 - 211,350 CAPITAL OUTLAY - - - - - - - Infrastruture 9,000 9,000 52,246 3,246 49,000 109,634 161,880 100.4210.54.1410 Infrastruture - DOT Grant 44,800 44,800 44,800 44,800 48,176 92,976 100.4210.54.1416 Machinery & Equipment - - - - - 156,131 156,131 100.4210.54.2100 TOTAL Public Works 1,439,220 1,461,220 1,504,466 545,769 958,697 318,941 1,823,407 Storm Drainage SERVICES 51,568 51,568 51,568 29,137 22,431 51,568 CAPITAL OUTLAY Drainage Improvements - - 42,366 42,366 0 259,689 302,055 100.4250.54.2102 TOTAL Storm Drainage 51,568 51,568 93,934 71,502 22,432 259,689 353,623 Solid Waste Collection SERVICES 90,000 90,000 90,000 37,243 52,757 90,000 CAPITAL OUTLAY - - - - - - TOTAL Solid Waste Collection 90,000 90,000 90,000 37,243 52,757 - 90,000 Cultural & Recreation PERSONNEL - - - - - - SERVICES 11,600 11,600 11,600 4,108 7,492 11,600 SUPPLIES 96,700 96,700 96,700 52,223 44,477 96,700 CAPITAL OUTLAY - - - - - - OTHER COSTS 117,475 117,475 117,475 39,586 77,889 117,475 TOTAL Cultural & Recreation 225,775 225,775 225,775 95,917 129,858 - 225,775 Recreation Centers SERVICES 168,950 168,950 168,950 70,188 98,763 168,950 SUPPLIES - - - - - - CAPITAL OUTLAY - - - - - - TOTAL Recreation Centers 168,950 168,950 168,950 70,188 98,763 - 168,950 Bright Street Drainage ($282,255); and South End Study ($19,800) Match for 2 LMIG grants (18,634); $120,000 Backflow preventers; and $20,000 Salt Meadows LMIG Grant from FY2018 ($44,808) and LMIG Grant for FY2019 (Estimate $48,168) Purchase Backhoe ($80,000); Z-Chemical Sprayer ($11,131); and one Portable Restroom ($45,000) - 124 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 6 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET Fire - Ocean Rescue PERSONNEL 313,943 313,943 313,943 88,075 225,868 313,943 SERVICES 13,000 13,000 13,000 5,362 7,638 13,000 SUPPLIES 23,000 23,000 23,000 1,309 21,691 23,000 TOTAL Lifeguards 349,943 349,943 349,943 94,747 255,196 - 349,943 Beach Related SERVICES 38,000 38,000 38,000 12,000 26,000 38,000 SUPPLIES 22,000 22,000 22,000 4,394 17,606 22,000 CAPITAL OUTLAY - Infrastructure 60,000 60,000 60,000 - 60,000 60,000 100.6125.54.1410 TOTAL Beach Related 120,000 120,000 120,000 16,394 103,606 - 120,000 Museums CAPITAL OUTLAY Buildings 300,000 300,000 300,000 1,050 298,950 - 300,000 100.6172.54.1310 New Marine Science Center construction project Building Improvements - - - - - 25,000 25,000 100.6172.54.1400 Tybrisia Circle Paint Lighthouse OTHER COSTS 45,212 45,212 45,212 45,212 - 45,212 TOTAL Museums 345,212 345,212 345,212 46,262 298,950 25,000 370,212 Parks Administration PERSONNEL 212,157 212,157 212,157 80,996 131,161 212,157 SERVICES 12,500 12,500 12,500 7,285 5,215 12,500 SUPPLIES 23,100 23,100 23,100 4,974 18,126 23,100 TOTAL Parks Administration 247,757 247,757 247,757 93,255 154,502 - 247,757 Park Areas - Concession PERSONNEL - - - - - - SERVICES 56,500 56,500 56,500 20,984 35,516 56,500 SUPPLIES 9,200 9,200 9,200 2,232 6,968 9,200 TOTAL Park Areas - Concession 65,700 65,700 65,700 23,216 42,484 - 65,700 Parkways and Boulevards CAPITAL OUTLAY Infrastructure (Median Planting)260,000 260,000 260,000 11,175 248,825 260,000 100.6230.54.1400 Median Planting Project of Highway 80 Infrastructure DOT Grant 200,000 200,000 200,000 - 200,000 200,000 100.6230.54.1417 DOT Grant for Marsh Hen Trail Infrastructure (14th to 18th Pedistra - - 1,600 1,600 - 1,600 3,200 100.6230.54.1418 14th to 18th Street Pedestrian Improvement Project TOTAL Parkways and Boulevards 460,000 460,000 461,600 12,775 448,825 1,600 463,200 Zoning and Inspection PERSONNEL 227,535 227,535 227,535 95,142 132,393 227,535 SERVICES 483,610 483,610 483,610 197,291 286,319 483,610 SUPPLIES 3,940 3,940 3,940 1,180 2,760 3,940 TOTAL Zoning and Inspection 715,085 715,085 715,085 293,613 421,472 - 715,085 Purchase trash cans; install new lighting and replace bricks @Tybrisa Circle - 125 - ATTACHMENT A FISCAL YEAR 2019 GENERAL FUND OPERATING AND CAPITAL BUDGET AMENDMENT DECEMBER 13, 2018 7 FY2019 10/08/18 11/08/18 FY2019 FY2019 BUDGET 12/13/18 CURRENT AMENDED AMENDED Y-T-D BUDGET AMENDMENT AMENDED BUDGET BUDGET BUDGET ENCUMBRANCE BALANCE AMOUNT BUDGET Main Street PERSONNEL 68,507 68,507 68,507 29,304 39,203 68,507 SERVICES 43,830 43,830 43,830 5,844 37,986 43,830 SUPPLIES 8,940 8,940 8,940 1,722 7,219 8,940 TOTAL Better Hometown 121,277 121,277 121,277 36,870 84,407 - 121,277 Community Development SUPPLIES 38,750 38,750 38,750 9,496 29,254 38,750 CAPITAL OUTLAY 20,000 20,000 20,000 - 20,000 20,000 100.7520.54.1405 South Street District Project TOTAL Community Development 58,750 58,750 58,750 9,496 49,254 - 58,750 Downtown Development OTHER COSTS 10,000 10,000 10,000 - 10,000 10,000 TOTAL Downtown Development 10,000 10,000 10,000 - 10,000 - 10,000 Parking PERSONNEL 224,699 224,699 224,699 100,960 123,739 224,699 SERVICES 236,517 236,517 236,517 173,494 63,023 - 236,517 Rental - Leased Vehicle Progra - - - - - 5,000 5,000 100.7564.52.2321 Pay for Enterprise Rental Car Annual Lease ($5,000) for Parking Services SUPPLIES 44,882 44,882 44,882 13,327 31,555 44,882 CAPITAL OUTLAY Vehicles - 15,000 15,000 - 15,000 (15,000) - 100.7564.54.2200 TOTAL Parking 506,098 521,098 521,098 287,781 233,317 (10,000) 511,098 Other Financing Uses DEPRECIATION/AMORTIZATIO - - - - OTHER COSTS 125,982 125,982 125,982 - 125,982 125,982 730,230 OTHER FINANCING USES 571,992 571,992 571,992 - 571,992 571,992 TOTAL Other Financing Uses 697,974 697,974 697,974 - 697,974 - 697,974 TOTAL 12,698,899 12,866,400 12,953,612 4,188,921 8,764,691 808,083 13,761,695 Re-allocated to pay for 3 leased vehicles (1) Parking Services; (2) Fire Chief and (3) City Engineer - 126 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 23. Request Council approve a proposal with Thompson Engineering to perform an assessment of 19 of the City owned buildings - 127 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown Mayor Pro Tem Wanda Doyle Julie Livingston Jackson Butler Monty Parks John Branigin 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 Council Meeting Date for Request: December 13, 2018 Item: : The purpose of this agenda item is to request that the City Council approve a proposal with Thompson Engineering for $32,550 to perform an assessment of 19 of the City owned buildings. Explanation: During the FY2019 budget process, the City Council requested that the staff have a building assessment performed on 19 of the City of Tybee Island owned buildings. The scope of work for the project is as follows: SCOPE OF WORK Perform a general building assessment of 19 of the City of Tybee Islands of buildings. 1. Perform general visual evaluation of each of the following buildings: a. City Hall b. Marine Science Building c. Guard House d. Tybee Arts Association Building e. Police Department f. Water & Sewer Office Building g. Water & Sewer Lab\Office\Inventory Storage Building h. YMCA Building i. Cafeteria Building j. Gymnasium k. Old School Building l. Fire Department Office Building m. Fire Department Bay Facility n. Campground Office Building o. Campground House p. Public Works Office\Supplies Storage Building q. Public Works Mechanics Shop r. Public Works Office Space # 2 s. Public Works Office Space #3 The building components to be assessed will include wall façade(s), roofing system(s), and the interior and exterior aesthetics and through wall components including associated flashings, sealants, and coatings. 2. Perform general visual evaluation of the mechanical, electrical, and plumbing components of each of the buildings listed in item No. 1. - 128 - 2 | Page 3. Prepare report outlining the findings and provide any recommended repairs. Also, rank the findings and recommendations of each building based upon the most critical to least findings that requires imminent repairs. 4. Excluded from the scope of services are as follows: a. Assessment of any portion of the buildings that are inaccessible, behinds finishes, or underground; and b. Geotechnical investigations of the existing foundations. Since the work will be performed by certified engineers, the City did not have to issue a bid for the services. However, the staff did solicit informal proposals for the service. Thompson Engineering was the only responsive proposal received. Thompson Engineering’s proposed a fee of $32,550 to perform the service, see Attachment A. Budget Line Item Number (if applicable): The budget amendment for the FY2019 General Fund operating and capital budget includes budget amendment to the Public Works Building Maintenance Department’s Contract Services budget line item, 100.1565.52.1300 for $40,000 to cover the cost of Thompson Engineering’s proposal. Paper Work: _____ Attached* ** Submitted by: Angela Hudson, Finance Director Phone / Email: (912) 472-5021/ahudson@cityof tybee.org Dec. 6, 2018 - 129 - ATTACHMENT A Thompson Engineering Building Assessment Proposal - 130 - Single Project Agreement General Terms and Conditions Page 1 of 6 City of Tybee Island General building assessment observations and recommendations Proposal Exhibit A ACKNOWLEDGMENT OF ORDER DATE: July 30, 2018 ORDERED BY: Mrs. Angela Hudson RE: General building assessment observations and recommendations CLIENT: City of Tybee Island P.O. Box 2749 Tybee Island, GA 31328 Dear Mrs. Hudson, Thank you for requesting our engineering services for the evaluation of 12 to 16 existing buildings on Tybee Island Georgia. It is our understanding that the City of Tybee would like a general building assessment of the Old School, the YMCA, the Cafeteria, the Gym, the Fire Department, City Hall, the Marine Science Building, The Guard House, the Police Department, the Water Sewer Building, the Camp Office, the Camp House, two to three buildings at the Public Works facility, and one to two buildings at the Water Treatment Facility. Scope of Work Our services will consist of the following: · Building Assessment Phase o Perform general visual evaluation of each of the buildings listed above. The building components to be assessed will include wall façade(s), roofing system(s) and through wall components including associated flashings, sealants and coatings. o Perform general visual evaluation of the Mechanical, Electrical, and Plumbing components of each of the buildings listed above. o Our evaluation and recommendations will only be based on our visual observation of current assessable components listed above and our experience in the design and construction of buildings. o Prepare report outlining our findings and provide any recommended repairs. Exclusions Items not included in the scope of services are as follows: · Assessment of any portions of the buildings that are inaccessible, behind finishes, or underground. · Geotechnical investigations of the existing foundations. INFORMATION REQUIRED: Thompson Engineering requires the following information: · A copy of any building construction drawings - 131 - Single Project Agreement General Terms and Conditions Page 2 of 6 City of Tybee Island General building assessment observations and recommendations Proposal FEE (BASIS): We will perform these services in accordance with the General Terms and Conditions attached hereto and our fees will be performed on a lump sum basis. Building Assessment Phase: Lump Sum $ 32,550.00 We anticipate commencement of our work within fourteen (14) days after receipt of your written authorization to proceed with completion within thirty one (31) calendar days from commencement. Attached hereto are the standard “General Terms and Conditions: which are to be made part of this agreement. Kindly return written authorization as provided on page 6. If you need further information or have any questions, please contact me at 251-490-6755. Sincerely, THOMPSON ENGINEERING, INC. George “Geep” Bockhold, P.E. Branch Manager Savannah Office - 132 - Single Project Agreement General Terms and Conditions Page 3 of 6 City of Tybee Island General building assessment observations and recommendations Proposal This Agreement is made by and between Thompson Engineering, Inc. (hereinafter Thompson Engineering) and the undersigned Client (“referred to herein as the “Client”). In consideration of the mutual covenants to be performed by the parties pursuant to this Agreement, each party hereby represents warrants and agrees as follows: 1. SCOPE OF WORK Thompson Engineering shall perform such services as are described in this contract and as described in Exhibit A (the “Work”). 2. INVOICES The Client shall pay Thompson Engineering for the Work performed under this Agreement a sum to be calculated as described on Exhibit A or, if no such description is provided or any portion of the Work is not specifically provided for in said description, at the rates shown on Thompson Engineering’s standard fee schedules which are in effect as of the time of execution hereof, or as may be otherwise specifically described herein. Thompson Engineering will submit invoices to Client no more than monthly and a final bill upon completion of the Work. Invoice will show charges for different personnel and expense classifications. A more detailed separation of charges and back-up data will be provided at Client’s request. Payment is due upon presentation of invoice and is past due thirty (30) days from invoice date. Client shall pay a finance charge of one and one-half percent (1 ½ %) per month, or the maximum rate allowed by law, on past due accounts. In the event this agreement is terminated before the completion of all services, unless Thompson Engineering is responsible for such termination, Client agrees to release Thompson Engineering from all liability for services performed. In the event all or any portion of the services by Thompson Engineering are suspended, abandoned, or otherwise terminated, Client shall pay Thompson Engineering all fees and charges for services provided prior to termination. If Thompson Engineering’s services are suspended and restarted, Thompson Engineering will be entitled to additional compensation for extra services pursuant to the provisions of paragraph 2 of this agreement. Client agrees that if it requests services not specified in the scope of services described in this agreement, Client will pay for all such additional services as extra services, in accordance with Thompson Engineering’s usual and customary billing rates. If any staking or monuments are damaged, removed or destroyed by anyone other than Thompson Engineering, the entire cost of new staking or monumentation shall be paid for by Client as extra services in accordance with section 2. If Thompson Engineering personnel are called or subpoenaed for depositions, examinations, or court appearances in any dispute arising out of any project on which Work was performed, Thompson Engineering shall be reimbursed on a time and material basis in accordance with Thompson Engineering’s then current, standard billing rates for such matters, including all out-of-pocket costs incurred in connection with such matters. 3. RIGHT OF ENTRY The Client will provide for right of entry of Thompson Engineering personnel and all necessary equipment, in order to complete the Work. While Thompson Engineering will take all reasonable precautions to minimize any damage to Client’s property, it is understood by the Client that in the normal course of Work some damage may occur, the correction of which shall not be Thompson Engineering’s responsibility. 4. UTILITIES In the execution of its Work, Thompson Engineering will take all reasonable precautions to avoid damage or injury to subterranean structures or utilities. The Client agrees to hold Thompson Engineering harmless for any damages to subterranean structures or utilities which are not called to Thompson Engineering’s attention and correctly shown on the plans furnished by the Client. If field services (i.e. survey, geotechnical) services are included in the scope of work, Thompson Engineering is not responsible for any determination or location of any underground conditions not visible and obvious by inspection of the premises, including, but not limited to, soils, geological conditions, physical devices and facilities, pipelines or buried cables unless specifically included in writing in this agreement, and shall not be responsible for any liability that may arise out of the making of or failure to make such determination or location of any subsurface condition. Client acknowledges that the services performed pursuant to this agreement are based upon field and other conditions existing at the time these services were performed. Client further acknowledges that field and other conditions may change at any time, and clarification, adjustments, modifications and other changes may be necessary to reflect changed field or other conditions. Such clarifications, adjustments, modifications and other changes, shall be paid for by Client as extra services in accordance with section 2 5. SAMPLES Thompson Engineering will retain all samples for thirty (30) days. Further storage or transfer of samples can be made at Client’s expense upon written request. 6. OWNERSHIP OF DOCUMENTS All reports, boring logs, field data, field notes, laboratory test data, calculations, estimates and other documents prepared by Thompson Engineering, as instruments of service, shall remain the property of Thompson Engineering. Client agrees that all reports and other work furnished to the Client or his agents, which are not paid for, will be returned upon demand and will not be used by the Client for any purpose whatsoever. Thompson Engineering will retain all pertinent records relating to the services performed for a period of five (5) years following submission of the report, during which period the records will be made available to the Client at all reasonable times. All documents are for the exclusive use and benefit of the Client only. Others who use the documents do so at their own peril. Thompson Engineering consents that its information and reports - 133 - Single Project Agreement General Terms and Conditions Page 4 of 6 City of Tybee Island General building assessment observations and recommendations Proposal may be furnished to and used by others participating in the financing and/or development of the project (and for reports involving real property transactions, other parties of the transaction), but only in the same manner and extent as if such others were the addressee and the Client. The terms, conditions, and limitations of liability contained in the Agreement shall apply to others to whom Client furnishes such information and reports. No one other than the Client is authorized to rely, in any way, on any information or reports issued pursuant to this Agreement. Client further agrees that final plats, specifications, drawings, reports or other documents are for the exclusive use of Client and may be used by Client only for the project described in this agreement. Such final plats, specifications, drawings, reports or other documents may not be changed or used on a different project without written consent of Thompson Engineering. 7. DISPUTES In the event that a dispute should arise relating to the obligations of the parties under this Agreement, the prevailing party shall be entitled to recover all reasonable costs incurred in connection with such dispute, including staff time, court costs, attorney’s fees and other related expenses. 8. PROFESSIONAL RESPONSIBILITY Thompson Engineering represents that the Work shall be performed in a manner consistent with that level of care and skill ordinarily exercised by other professionals under similar circumstances at the time services are performed. No other representation to the Client, expressed or implied, and no warranty or guarantee is included or intended hereunder, or in any work performed under this Agreement. Client recognizes that subsurface conditions may vary from those encountered at the location where borings, surveys, or explorations are made by Thompson Engineering and that the data interpretations and recommendations of Thompson Engineering’s personnel are based solely on the information available to them. Thompson Engineering will be responsible for those data interpretations, and recommendations, but shall not be responsible for the interpretation by others of the information developed. 9. NOT USED 10. INSURANCE Thompson Engineering represents and warrants that it and its agents, staff and consultants employed by it is and are protected by worker’s compensation insurance and that it has such coverage under public liability and property damage insurance policies which Thompson Engineering deems to be adequate. Certificates for all such policies of insurance shall be provided to Client upon request in writing. Thompson Engineering shall not be responsible for any loss, damage or liability arising from any acts by Client, its agents, staff or other consultants employed by Client. 11. NOT USED 12. ASSIGNS Neither the Client nor Thompson Engineering may delegate, assign sublet or transfer his duties or interest in this Agreement without the written consent of the other party. 13. SAMPLING OR TEST LOCATION Client may be charged additional fees for costs associated with surveying of the site for the accurate horizontal and vertical locations of any tests. Field tests or boring locations described in Thompson Engineering’s report or shown on sketches will be based upon information furnished by others or estimates made in the field by Thompson Engineering’s representatives. Such dimensions, depths or elevations should be considered as approximations unless otherwise stated. If the Client specifies a test or boring location, Thompson Engineering reserves the right to deviate a reasonable distance from the location specified. Thompson Engineering reserves the right to terminate its obligation to perform any Work if site conditions prevent drilling at or near the designated boring locations and these conditions were not revealed to Thompson Engineering prior to agreeing to perform the Work. If, in order to complete the borings to their designated depths, a re-drilling is necessitated by encountering impenetrable subsurface objects, this will be charged to Client at the appropriate rates contained in Thompson Engineering’s standard fee schedule. 14. RIGHT TO STOP WORK Stopping the construction work is an extreme action which should be taken only by the Client after giving serious consideration to the effects of such an order. Under no circumstances will Thompson Engineering take the initiative in issuing this order. Thompson Engineering will only provide data and recommendations. 15. ROOF CUTS To obtain accurate information in a roof investigation, roof cuts may be necessary. It is the responsibility of our Client to make the appropriate repairs to these roof cuts using materials consistent with the roofing system and in accordance with any existing material manufacturer’s warranties. A roofing contractor or maintenance personnel selected by Client should be on the roof to make repairs at the time the samples are obtained. Thompson Engineering can make temporary repairs at the time of Thompson Engineering’s inspections, but additional charges may be incurred. Although every attempt will be made to make these repaired areas water tight, Thompson Engineering will in no way be responsible for any water damage to the roofing system, building, or its contents resulting from Thompson Engineering’s temporary repairs. 16. FIELD MONITORING AND TESTING If the Scope of Work in Exhibit A includes construction field monitoring and/or testing, Thompson Engineering shall visit the project site at intervals appropriate to the stage of construction or as agreed to in writing by the Client and Thompson Engineering, in order to observe the progress and quality of the work completed by the contractor. Such visits and observations are not intended to be an exhaustive check or a detailed inspection of the contractor’s work but rather are to allow Thompson Engineering to become generally familiar with the work in progress and to determine in general if the work is proceeding in accordance with the contract documents. - 134 - Single Project Agreement General Terms and Conditions Page 5 of 6 City of Tybee Island General building assessment observations and recommendations Proposal Thompson Engineering shall not supervise, direct or have control over the Client’s work nor have any responsibility for the construction means, methods, techniques, sequences or procedures selected by the contractor nor for the contractor’s safety precautions or programs in connection with the work. These rights and responsibilities are solely those of the contractor in accordance with the contract documents. Thompson Engineering shall not be responsible for any acts or omissions of the contractor, subcontractor, and any entity performing any portion of the work, or any agents or employees of any of them. Thompson Engineering does not guarantee the performance of the contractor and shall not be responsible for the contractor’s failure to perform its work in accordance with the contract documents or any applicable laws, codes, rules or regulations. 17. SAFETY Should Thompson Engineering provide observations or monitoring services at the job site during construction, Client agrees that, in accordance with the generally accepted construction practice, the contractor will be solely and completely responsible for working conditions on the job site, including the safety of all persons and property during the performance of the work, and for compliance with OSHA regulations. These requirements will apply continuously and will not be limited to normal working hours. Any monitoring of the contractor’s procedures conducted by Thompson Engineering does not include review of the adequacy of the contractor’s safety measures in, on, adjacent to, or near the construction site. 18. HAZARDOUS SUBSTANCES Client agrees to advise Thompson Engineering, prior to beginning work, of any hazardous substance on or near the site. In the event that test samples obtained during our work contain substances hazardous to health, safety or the environment, these samples remain the property of the Client. Likewise, any equipment contaminated as a result of the Work which cannot be reasonably decontaminated shall become the property and responsibility of the Client. Client agrees to pay transportation costs for samples and equipment and the fair market value of contaminated equipment. 19. REUSE OF DOCUMENTS AND ELECTRONIC MEDIA Any and all documents and electronic media including Drawings, CADD files and Specifications prepared or furnished by Thompson Engineering (and Thompson Engineering’s independent professional associates and consultants) pursuant to this Agreement are instruments of service of the Project and Thompson Engineering shall retain an ownership and property interest therein whether or not the Project is completed. Information contained in signed or sealed drawings should be deemed to be correct and superior to electronic information. Client may make and retain copies for information and reference in connection with use and occupancy of the Project by Client and others; however, such documents are not intended or represented to be suitable for reuse by Client or others on extensions of the Project or on any other project. Any reuse without written authorization or adaptation by Thompson Engineering for the specific purpose intended will be at Client’s sole risk and without liability or legal exposure to Thompson Engineering, or to Thompson Engineering’s subsidiaries, holding company, independent professional associates or consultants, and Client shall indemnify and hold harmless Thompson Engineering and Thompson Engineering’s subsidiaries, holding company, independent professional associates and consultants from any and all claims (third party or otherwise), damages, losses and expenses, including attorney’s fees, arising out of or resulting therefrom. 20. NOT USED 21. ENTIRE AGREEMENT This Agreement represents the entire agreement between Client and Thompson Engineering and supersedes all prior negotiations, representations and agreements, either oral or written. No modification to the terms hereof shall be made unless agreed to in writing by both parties. 22. SEVERABILITY In the event any provision, or any portion of any provisions of this Agreement is held invalid, the other provisions of this Agreement and the remaining portion of said provision, shall not be affected thereby and shall continue in full force and effect. - 135 - Single Project Agreement General Terms and Conditions Page 6 of 6 November 2002 Approved and Authorized by: Thompson Engineering, Inc. (Client) By: ______________________ By: As its: ______________________ As its: Branch Manager Savannah Office Date: ______________________ Date: Address: _____________________ Address: 517 E Congress Street _____________________ Savannah, GA 31401 _____________________ ____________________________ Individual with authority and the company responsible for payment of Thompson Engineering, Inc.’s services. Please return executed copy of these terms and conditions to the attention of: George “Geep” Bockhold, P.E. / Laura Key Cell: (251) 490-6755 Office (912) 335-4934 - 136 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 24. City Council approve a budget amendment for the FY19 River's End Campground to transfer $50,000 from Contingency to Buildings - 137 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown Mayor Pro Tem Wanda Doyle Julie Livingston Jackson Butler Monty Parks John Branigin 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 Council Meeting Date for Request: December 13, 2018 Item: : The purpose of this agenda item is to request that the City Council approve a budget amendment for the FY2019 Rivers End Campground & RV Park Fund’s budget to transfer $50,000 from the Contingency line item to the Buildings line item in order to pay for the construction and engineering cost to acquire a new bathhouse. Explanation: The River’s End Campground and RV Park fund’s fiscal year 2019 budget includes a budget of $250,000 to construct or purchase a new bathhouse facility. The project requires that an additional $50,000 is added to the budget to pay for engineering costs. Budget Line Item Number (if applicable): 1. Buildings - $300,000 – project increased from $250,000 to $300,000 a. 555.6180.54.1310 2. Contingency - $132,641 – line item decreased by ($50,000) from $182,641 to $132,641 in order to transfer the money to the Buildings line item. a. 555.9000.61.1000 Paper Work: _____ Attached* ** Submitted by: Angela Hudson, Finance Director Phone / Email: (912) 472-5021/ahudson@cityof tybee.org Dec. 6, 2018 - 138 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 25. FY 19 SPLOST 2014 Budget Amendment - 139 - ATTACHEMENT A - SPLOST 2014 FUND 322 12-13-2018 BUDGET AMENDMENT FY-2019 FY-2019 FY-2019 FY-2019 FY-2019 @ 12/13/2018 @ 12/13/2018 FUND DEPT OBJECT ACCOUNT DESCRIPTION CURRENT BUDGET Y-T-D and ENCUMBERED BUDGET BALANCE BUDGET AMENDMENT AMENDED BUDGET 322 3210 54 2100 Machinery & Equipment 39,000.00 0.00 39,000.00 30,500.00 69,500.00 Body Cameras ($41,000); and Axxon Cameras ($29,000) 322 3210 54 2200 Vehicles - Police 120,000.00 0.00 120,000.00 (120,000.00)0.00 Removed the purchase of 4 vehicles 3210 Total 159,000.00 0.00 159,000.00 (89,500.00)69,500.00 322 3510 54 2100 Machinery & Equipment 15,000.00 0.00 15,000.00 15,000.00 Kubota 322 3510 54 2200 Vehicles - Fire 268,000.00 0.00 268,000.00 8,000.00 276,000.00 Mobile Command Unit & equipment 3510 Total 283,000.00 0.00 283,000.00 8,000.00 291,000.00 322 4210 54 1410 Infrastructure (roads & sidewalks)74,000.00 0.00 74,000.00 10,000.00 84,000.00 Old Tybee Road re-surfacing project 322 4210 54 2100 Machinery & Equipment 0.00 0.00 0.00 0.00 0.00 4210 Total 74,000.00 0.00 74,000.00 10,000.00 84,000.00 322 4250 54 1410 Infrastructure (drainage)178,000.00 0.00 178,000.00 (178,000.00)0.00 4210 Total 178,000.00 0.00 178,000.00 (178,000.00)0.00 322 4970 54 2510 Marsh Hill Trail TAP Match 12,420.00 0.00 12,420.00 12,420.00 Marsh Hen Trail 4970 Total 12,420.00 0.00 12,420.00 0.00 12,420.00 322 6125 54 1402 Beach Renourishment 0.00 0.00 0.00 0.00 322 6125 54 2105 Beach Crossovers 140,270.00 0.00 140,270.00 (140,270.00)0.00 Removed beach cross over project. 6125 Total 140,270.00 0.00 140,270.00 (140,270.00)0.00 322 6210 54 1100 Site Improvements 460,000.00 0.00 460,000.00 460,000.00 Jaycee Park Site Improvements 322 6210 54 2100 Machinery & Equipment 0.00 0.00 0.00 0.00 6210 Total 486,113.00 0.00 486,113.00 0.00 486,113.00 322 9000 61 1000 Contingency 7,772.29 0.00 7,772.29 389,770.00 397,542.29 9000 Total 7,772.29 0.00 7,772.29 389,770.00 397,542.29 Grand Total SPLOST 2014 Expenditures 1,340,575.29 0.00 1,340,575.29 0.00 1,340,575.29 Removed 14th Drainage Project until FY20 Public Works Administration Cultural & Recreation FUND 322 SPLOST 2014 EXPENDITURES Police Department Fire Department Beach Related (Public Works) Parks Division (Public Works) Other Financing Uses Public Works Department Public Works Administration Public Works - Storm Drainage - 140 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 26. Out of State Travel to Los Angeles, CA for GFOA Conference for Finance Director and Purchasing/Accounting Clerk - 141 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown Mayor Pro Tem Wanda Doyle Julie Livingston Jackson Butler Monty Parks John Branigin 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 Council Meeting Date for Request: December 13, 2018 Item: The Finance Department is requesting the City Council’s approval for the Finance Director and Purchasing\Accounting Assistant to travel out of state to attend the annual Government Finance Officers Association held in Los Angeles, CA from May 16, 2019 to May 23, 2019. Description: Out of State Travel to Los Angeles, CA for GFOA Conference for Finance Director and Purchasing\Accounting Clerk Explanation: The purpose of this agenda item is to request out-of-state travel for the Finance Director and Purchasing\Accounting Clerk to attend the annual Government Finance Officers Association (“GFOA”) seminar that will be held in Los Angeles, Clerk from May 16 to May 23, 2018. The cost of the travel includes three pre-conference courses that we would like to attend. The Employee Travel Authorization Form for the Finance Director and Purchasing\Accounting Clerk are included as an Attachment with this agenda item, along with the other details regarding the conference. Budget Line Item Number (if applicable): Expenses A. Hudson M. Freeman Finance Director Accounting Division G/L Account Description Hotel 5/16/19 to 5/23/19 2,170.53$ 2,170.53$ 100.1510.52.3700 100.1512.52.3700 Travel & Related Per Diem 528.00$ 528.00$ 100.1510.52.3700 100.1512.52.3700 Travel & Related pre-conference 480.00$ 480.00$ 100.1510.52.3500 100.1512.52.3500 Education & Training Conference 420.00$ 420.00$ 100.1510.52.3500 100.1512.52.3500 Education & Training Air Fare 1,534.00$ 1,534.00$ 100.1510.52.3700 100.1512.52.3700 Travel & Related Airport Parking 64.00$ 64.00$ 100.1510.52.3700 100.1512.52.3700 Travel & Related Taxi 100.00$ 100.00$ 100.1510.52.3700 100.1512.52.3700 Travel & Related Mileage 32.40$ 32.40$ 100.1510.52.3700 100.1512.52.3700 Travel & Related Total 5,328.93$ 5,328.93$ 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: ________________________________________________________________________________ December 13, 2018 Date given to Clerk of Council - 142 - BUSINESS PURPOSE (Check one):Conference Legal-Law Enforcement Meeting Repair-Maintenance Training Economic Development Legislator General Expense/other Shopping Employee-exchange program Committee related Est. Cost Est. Cost Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party 5328.93 DATE ********************************************************************************************************************************** DATE EMPLOYEE TRAVEL AUTHORIZATION FORM FORM 2016-ETAF CITY MANAGER AUHORIZATION for OUT-OF TOWN OR COUNTRY TRAVEL TOTAL ESTIMATED COSTSImportant: When applicable, complete "Authorization of Employee Expenses to be Paid by a Third-Party Organization EMPLOYEE CERTIFICATION By signing below, I certify the requested travel is appropriate and necessary for conducting official City business, and agree to comply with the City of Tybee Island's Travel Policy. SIGNATURE Lodging 2,171 Meals 528 SIGNATURE APPROVED DISAPPROVED PRINTED NAME & TITLE SIGNATURE Registration Fee 900 DISAPPROVED Rental Vehicle DEPARTMENT HEAD (or Designee) AUTHORIZATION Other Transportation 164.00 APPROVED Other Expense DEPARTMENT DATE EXPENSES Payment Method EXPENSES Payment Method Airfare Mileage (personal vehicle) 1,534.00 32.40 EMPLOYEE NAME: EXPLAINATION OF TRAVEL (attach additional information as necessary) Annual Government Finance Officers Association conference held in Los Angeles, CA. Starting May 16, 2019 through May 23, 2019. The registration fee includes pre-conference fees of $480 (three courses), in addition to the regular conference fee of $420.00. EMPLOYEE ID DEPARTURE DATE RETURN DATE Angela Hudson 05/16/2019 n/a 05/23/2019 DESTINATION (City, State/Country) POSITION TITLE - 143 - BUSINESS PURPOSE (Check one):Conference Legal-Law Enforcement Meeting Repair-Maintenance Training Economic Development Legislator General Expense/other Shopping Employee-exchange program Committee related Est. Cost Est. Cost Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party Employee Reimb. Employee Reimb. Dept. Prepaid Dept. Prepaid Third-party Third-party 5328.93 DATE ********************************************************************************************************************************** DATE EMPLOYEE TRAVEL AUTHORIZATION FORM FORM 2016-ETAF CITY MANAGER AUHORIZATION for OUT-OF TOWN OR COUNTRY TRAVEL TOTAL ESTIMATED COSTSImportant: When applicable, complete "Authorization of Employee Expenses to be Paid by a Third-Party Organization EMPLOYEE CERTIFICATION By signing below, I certify the requested travel is appropriate and necessary for conducting official City business, and agree to comply with the City of Tybee Island's Travel Policy. SIGNATURE Lodging 2,171 Meals 528 SIGNATURE APPROVED DISAPPROVED PRINTED NAME & TITLE SIGNATURE Registration Fee 900 DISAPPROVED Rental Vehicle DEPARTMENT HEAD (or Designee) AUTHORIZATION Other Transportation 164.00 APPROVED Other Expense DEPARTMENT DATE EXPENSES Payment Method EXPENSES Payment Method Airfare Mileage (personal vehicle) 1,534.00 32.40 EMPLOYEE NAME: EXPLAINATION OF TRAVEL (attach additional information as necessary) Annual Government Finance Officers Association conference held in Los Angeles, CA. Starting May 16, 2019 through May 23, 2019. The registration fee includes pre-conference fees of $480 (three courses), in addition to the regular conference fee of $420.00. EMPLOYEE ID DEPARTURE DATE RETURN DATE Melissa Freeman 05/16/2019 n/a 05/23/2019 DESTINATION (City, State/Country) POSITION TITLE - 144 - Go to www.gfoa.org to register today! Earn more than 20 CPE credits #GFOA2019 - 145 - 2 About The undisputed entertainment capital of the world, Los Angeles invented the magic of movies and television. Discover L.A.’s vibrant regions, incredible diversity of cultures, attractions, hotels, restaurants, museums, and activities; not to mention L.A.’s stunning beaches and picturesque mountains. Temperatures in May range from 60 to 75 degrees, and you can expect long, sunny days. For more information about what Los Angeles has to offer, go to www.discoverlosangeles.com. Get ready to experience the best of L.A. with GFOA—we can’t wait to see you in May! Table of Contents Message from GFOA President ...............................................................3 Conference Overview ...............................................................................4 Membership and First-Timers Scholarship ...........................................5 Program .....................................................................................................6 Preconference Seminars ........................................................................11 Welcome Breakfast and Closing Event .................................................14 Registration ..............................................................................................15 Getting There ...........................................................................................16 Expand Your Networking Opportunities in GFOA’s Official Hotels ..17 Official Hotels and Area Map .................................................................18 Tours .........................................................................................................19 GFOA Conference Registration Form ..............................................Insert Hotel Reservation Form .....................................................................Insert - 146 - 3 Table of Contents Message from GFOA President ...............................................................3 Conference Overview ...............................................................................4 Membership and First-Timers Scholarship ...........................................5 Program .....................................................................................................6 Preconference Seminars ........................................................................11 Welcome Breakfast and Closing Event .................................................14 Registration ..............................................................................................15 Getting There ...........................................................................................16 Expand Your Networking Opportunities in GFOA’s Official Hotels ..17 Official Hotels and Area Map .................................................................18 Tours .........................................................................................................19 GFOA Conference Registration Form ..............................................Insert Hotel Reservation Form .....................................................................Insert MESSAGE FROM GFOA PRESIDENT Invest in Yourself and Your Organization Dear Colleague: It is my pleasure to invite you to GFOA’s 113th Annual Conference, May 19–22, 2019, in Los Angeles, California. GFOA’s Annual Conference encourages and prepares government finance officers to take a leadership role within their organizations. Through a variety of sessions and keynote addresses, you’ll learn best practices, policies, and procedures to apply to your government as well as techniques and skills to enhance your professional development. Plus, there are countless networking opportunities to exchange ideas with peers from across the country and around the world! As government finance officers, it is important for us not only to be equipped with relevant resources to perform our daily work, but to act now to grow our communities: What can we do today to attract and retain the next generation of finance officers? How do we ensure the financing and funding of infrastructure? How can we continue to inform our constituents about what’s happening at the federal level? Attend GFOA’s Annual Conference to learn new knowledge about key public finance issues and how to put into practice what you learn in your government and community. I hope you will join us. See you in Los Angeles! Steven Gibson GFOA President Deputy City Manager City of Rock Hill, South Carolina - 147 - 4 WHY ATTEND? CONCURRENT SESSIONS. A rich array of concurrent sessions cover a broad range of topics, allowing participants to tailor their conference experience to their own needs and circumstances. PRECONFERENCE SESSIONS. Special preconference sessions provide an opportunity to explore selected topics of interest in even greater depth. GENERAL SESSIONS. Experience direct contact with nationally recognized speakers addressing topics important to public finance professionals. DISCUSSION GROUPS. Meet peers and discuss topics directly relevant to school districts, utilities, large governments, small governments, and the next generation of finance officers. NETWORKING OPPORTUNITIES. Renew contacts and build you professional network. SOCIAL EVENTS. Connect with colleagues during GFOA’s Welcome Breakfast and Closing Event. CPE CREDIT. Earn more than 20 CPE credits at the annual conference, with even more credits available for those who elect to participate in preconference sessions. EXHIBIT HALL. GFOA’s exhibit hall will put participants in contact with vendors that offer practical tools and solutions for a broad range of professional challenges. Stroll through the hall to view new products, ask questions, and see live demonstrations of services that can save your government time and money. Join us on Sunday morning to kick off this year’s hall with a ribbon-cutting ceremony! Watch for new events in the exhibit hall! PRECONFERENCE SEMINARS May 17, 2019 8:30 am – 4:30 pm 8:30 am –12:30 pm 1:00 pm – 5:00 pm May 18, 2019 8:30 am –12:30 pm 1:00 pm – 5:00 pm WELCOME BREAKFAST May 19, 2019 8:30 am –10:00 am CONCURRENT SESSIONS May 19, 2019 1:30 pm – 2:20 pm — General Session 2:40 pm – 3:30 pm 3:45 pm – 4:45 pm May 20, 2019 8:30 am –10:10 am — General Session 10:30 am –12:10 pm 12:10 pm – 1:10 pm — Lunch 1:30 pm – 2:20 pm 2:40 pm – 3:55 pm 4:15 pm – 5:30 pm Times are subject to change CONFERENCE OVERVIEW SCHEDULE OF EVENTS If you know vendors that should be exhibiting at this year’s show, please e-mail conference@gfoa.org. The following events (unless otherwise noted) will be held at Los Angeles Convention Center, 1201 S. Figueroa Street, Los Angeles, California 90015 CONCURRENT SESSIONS (continued) May 21, 2019 8:30 am – 10:00 am — General Session and Annual Business Meeting 10:20 am –12:00 pm 12:15 pm – 1:15 pm — Lunch 2:00 pm – 3:15 pm 3:35 pm – 4:50 pm May 22, 2019 8:30 am –10:10 am 10:30 am –12:10 pm EXHIBITS May 19, 2019 10:00 am – 1:30 pm — To open the hall, festivities will include a ribbon-cutting ceremony and giveaway prizes to the first 113 delegates to enter the hall (excludes guests and children). May 20, 2019 11:00 am – 4:30 pm May 21, 2019 10:00 am – 2:00 pm CLOSING EVENT May 21, 2019 7:30 pm – 10:00 pm — This event will take place at the Microsoft Theater - 148 - 5 The Annual Conference is an incomparable opportunity for professional growth, and we want all GFOA members to have the chance to attend. For that reason, we are pleased to offer the First-Time Annual Conference Attendee Scholarship program to GFOA active government members. In five years, the scholarship has enabled more than 2,200 recipients to attend their first Annual Conference. DETAILS • GFOA will award up to 50 scholarships per state or province. • Applicants must be GFOA active government members who have never attended an Annual Conference. We’ve made it easy—applicants who are not yet GFOA members can use the scholarship application to join GFOA all in one step! BENEFITS • The scholarship covers the full conference registration fee. • Scholarship recipients will participate in GFOA’s mentorship program during the Annual Conference as an introduction to the event and also the many ways to become more involved with GFOA. • Scholarship recipients are invited to kick-off their experience at the First-Timers Brunch. Attendees will have the opportunity to network with their peers and mentors, GFOA’s Executive Board, and staff. GFOA active government members who have never attended the Annual Conference before are encouraged to submit an application request to firstannualconference@gfoa.org. MEMBERSHIP AND FIRST-TIMERS SCHOLARSHIP GFOA IS COMMITTED TO YOUR GROWTH APPLY FOR A FIRST-TIME ANNUAL CONFERENCE ATTENDEE SCHOLARSHIP NOT A MEMBER? JOIN TODAY! Become a member of GFOA and join forces with nearly 20,000 colleagues dedicated to enhancing and promoting the professional management of governments for the public benefit. As a member of GFOA, you have access to: • Best Practice guidance • Networking • Training • Discounts • Technical Services • e-Newsletter • Awards Programs • Government Finance • Consulting Review magazine DO YOU TEACH OR WORK WITH STUDENTS? If you know a student or have a contact at a local college or university who is interested in exploring options in government finance, we want to help students set up GFOA chapters at their schools. Students in GFOA chapters will receive complimentary membership and will have access to GFOA’s best practice information, e-Newsletter, Government Finance Review magazine, and GFOA’s member network. Please e-mail contacts to studentchapters@gfoa.org. GFOA also offers student memberships for $25 to full-time unemployed students who are not in a student chapter. If you’re interested in receiving student brochures to distribute in your office or classroom, e-mail membership@gfoa.org. ALREADY A MEMBER? Encourage your colleagues to join whether they’re in the public or private sector: add members to your government’s existing membership or encourage your peers who are interested in public finance but practicing in the private sector to join as Associate members. If you have any questions about membership, e-mail membership@gfoa.org. Go to www.gfoa.org to read about GFOA member benefits and to download a membership application and fee schedule today! - 149 - 6 PROGRAM Session Tracks ACCOUNTING, AUDITING, AND FINANCIAL REPORTING In recent years there have been numerous changes to accounting and auditing standards. Consequently, government finance officials need to make sure that they and their staff are current with new developments. GFOA advocates that state and local governments prepare financial statements in accordance with generally accepted accounting principles (GAAP), and is dedicated to providing participants with information to better understand the changing requirements. The conference will include sessions that focus on accounting and financial reporting topics ranging from new Governmental Accounting Standards Board (GASB) pronouncements to how to prepare for an audit. FEATURED SESSIONS WILL INCLUDE: • Accounting and Auditing: Year in Review Speakers will provide a comprehensive overview of the key developments in accounting, auditing, and financial reporting that affect state and local governments. Topics covered will include recently promulgated standards, upcoming implementations and related practice issues, as well as developments related to current GASB projects likely to affect issuers and auditors in the near future. • Making a List and Checking It Twice: A Guide to the GFOA CAFR Award GFOA has recently updated and reformatted the checklist of generally accepted accounting principles (GAAP) and program requirements for the Certificate of Achievement for Excellence in Financial Reporting (CAFR Award) Program. In addition to incorporating new GAAP and citations referencing the GASB’s Codification, the checklist focuses additional attention on newer, more complex standards, such as those related to pension and OPEB, while condensing somewhat coverage of other topics. Continuing and prospective CAFR Award applicants and Special Review Committee members looking for the inside scoop as well as anyone interested in preparing a better CAFR, should attend to learn how to make the most of this notable resource. This session will also include discussion of selected common reporting deficiencies noted by reviewers. • Or We Could Just Buy It…. GASB Statement No. 87, Leases, requires lessor and lessee governments to analyze existing lease agreements to properly measure and report assets, liabilities, revenues, expenditures, and deferred items associated with the new standard. This will have significant ramifications in terms of increasing the level of long-term debt reported by governments that use leased facilities and equipment in their operations. Speakers for this session will provide practical implementation tips including a walk-through of the steps required for analyzing and recording example GFOA CONFERENCE TO HIGHLIGHT THREE “KEYNOTE” SPEAKERS GFOA’s 113th Annual Conference will include a keynote speaker during each general session on Sunday, Monday, and Tuesday. As a recognized expert, leader, or visionary, each speaker will provide delegates with a perspective on current events, public finance knowledge, essential leadership skills, and personal development. Keynote speakers will be announced on GFOA’s website. GFOA will also provide several “featured” sessions on the daily schedule that will cover the latest developments in public finance, exemplary speakers, or topics in high demand. CONCURRENT SESSIONS GFOA’s Annual Conference will include more than 75 concurrent sessions featuring leading practitioners, subject matter experts, and top researchers. Each session will contain a panel of speakers carefully selected to provide best practice guidance, discussion of current events, case studies, debate, and interactive exercises to cover a complete suite of topics pertinent for finance officers of all types and representing all forms of state and local governments. GFOA’s concurrent sessions will be organized into separate “core” tracks that focus on essential elements within public financial management. GFOA will also place an emphasis on emerging topics that provide finance officers with information critical to supporting their organizations and communities in today’s current environment. CORE TRACKS SERIES HIGHLIGHTS Accounting, Auditing, and Financial Reporting Ethics Budgeting and Financial Planning Fiscal Sustainability Capital Finance Disaster Management Debt Management Skill Building and Leadership and Management Personal Development Pension and Benefit Administration Technology Risk Management and Security Transparency Treasury and Investment Management Public Finance 101 Canadian Focus Federal Focus Networking Sessions* * Dedicated networking sessions are listed on page 11 Each core track will feature approximately 7-10 sessions focused on GFOA’s best practices related to the topic. Attendees can also target a series of sessions that will feature cross-cutting principles, strategies, or tools that provide additional skills and approaches for finance officers to succeed in today’s challenging environment. A sampling of sessions is listed here. A complete list of sessions along with speakers and specific times for each session will be announced in January 2019. GENERAL SESSION > Sunday, May 19 — 1:30 pm – 2:20 pm GENERAL SESSION > Monday, May 20 — 8:30 am – 10:10 am GENERAL SESSION AND BUSINESS MEETING > Tuesday, May 21 — 8:30 am – 10:00 am - 150 - 7 PROGRAM leases under GASB 87, the inferring of interest rates when the rate charged by the lessor is unknown, and the use of GFOA’s lease resource tool. • Back to the Future: Update on GASB’s Reporting Model and Recognition Projects GASB continues to evaluate making changes to its reporting model, which received its last comprehensive review in the project leading to the adoption of GASB Statement No. 34, issued in 1999. At the same time, the GASB examines the way governments currently report all revenues and expenses. This could have wide-ranging effects on the method and timing of revenue and expense/ expenditure recognition both government-wide and in all types of funds. Speakers will provide an update on both of these important projects. Attend so you can provide feedback to the GASB and comment on how these potential changes will affect your government. • It’s an Inside Job: Developing an Internal Audit Function Having an internal audit function provides government officials with an important tool to monitor and evaluate internal control activities that are essential to meeting their government’s objectives. Learn why governments should have an internal audit function and how a government can develop and operate an effective one. For governments interested in contracting the internal audit, the session will discuss the pros and cons of outsourcing this function, and how to oversee contract auditors to assure effectiveness. BUDGETING AND FINANCIAL PLANNING An organization’s budget process sets policy, identifies operational goals, and provides a financial plan for all spending throughout the period. The budget also acts as a building block for establishing long-term fiscal sustainability, organizational resilience, financial stewardship, and public trust. GFOA best practices, budget resources, and budget framework developed with the National Council on State and Local Budgeting provide the foundation for an organization’s allocation of resources to meet community goals and promote fiscal sustainability. In order to complete a successful budget, GFOA understands that finance officers must be both technically savvy and able to manage the budget process while coordinating resources from across the organization. Sessions will include how to build budgeting skills as well as how to enhance leadership strategies to improve an organization’s budget process. FEATURED SESSIONS WILL INCLUDE: • Strategic Planning and Budgeting Just about every organization has something called a strategic plan, but few truly have a plan to use that information in a strategic way throughout the budget process. This session will go beyond the buzzwords, consulting jargon, and “pretty pictures” to discuss how to really develop and implement a strategic plan that can be used to guide an effective budget process. Speakers will discuss how to define goals, best utilize citizens, the role of elected officials, and how to transition from long-term strategic objectives to resource allocation. • Adjusting to Changing Service Levels Budgeting requires funding services to meeting community conditions. For most governments, the traditional budget process supports maintaining the status quo, but this is not always appropriate. Rising costs, changing demographics, societal pressures, economic development, and major challenges facing a community from job loss to opioids to homelessness to gentrification can cause significant shifts in service demand and delivery. What is a finance officer’s role in helping operating departments through these changing service needs? Speakers will discuss lessons learned and how they have worked with operating departments to address challenges related to budgeting for changing service levels and developing public services to meet an ever-dynamic environment. • Financial Transparency in the Modern Era As stewards of shared resources, finance officers are tasked with managing public funds in an efficient and effective manner. Inherent in this role is an expectation of accountability and transparency to the community being served. As the availability of information has grown, the methods of accountability and transparency have rapidly evolved. This session will explore the meaning and purpose of financial transparency and how budget and performance information can clearly be communicated to the public. Speakers will address what financial transparency is in the modern era and why it’s important to enhance financial reporting and budgeting. • Thinking Like a Bear: How to Prepare for a Recession Are we headed for a recession? Some economists are worried economic expansion will not continue and warn to tread cautiously. Recognizing strong revenues might not continue, and some governments are already preparing for a bear market. In this session practitioners from local governments will share their preparation strategies for thinking about budgeting over the long term. Speakers will discuss an economic outlook on state and local governments and provide perspective on unique considerations for state and local governments. CAPITAL FINANCE Effective financing of infrastructure and capital equipment is a core aspect of public finance and is critical to having the appropriate capacity to deliver government services, develop strong communities, and ensure fiscal sustainability. Finance officers play an important role in managing a government’s capital program and need to be able to maintain existing GENERAL SESSION > Sunday, May 19 — 1:30 pm – 2:20 pm GENERAL SESSION > Monday, May 20 — 8:30 am – 10:10 am GENERAL SESSION AND BUSINESS MEETING > Tuesday, May 21 — 8:30 am – 10:00 am - 151 - 8 PROGRAM assets, develop long-term plans, and finance new projects. Sessions will focus on GFOA’s best practices and on implementing policies and procedures to develop a capital improvement plan (CIP), prepare a capital budget, monitor capital projects, and maintain existing assets. Featured sessions will include: • Mission Impossible: Investing in Infrastructure According to the most recent Report Card for America’s Infrastructure from the American Society of Civil Engineers (ASCE), the physical condition and needed investment for infrastructure in the United States was graded a D+. A large portion of the infrastructure in the United States is considered to be in poor to fair condition and approaching the end of its service life. This session will highlight potential solutions from finance officers and other technical experts. Speakers will also discuss how governments can implement strategies for infrastructure and address the political realities impacting these issues. • Field of Dreams: Economic Development with Tourism Whether it’s recruiting the next big business, building a sports stadium, or competing for a large convention, economic development is about generating economic activity beyond the sum of a community’s parts. This session will focus on several different concepts of economic development and the pros and cons of each. Ranging from sports to entertainment to good, old- fashioned fun in the sun, speakers will discuss both positive and negative experiences and identify lessons learned with each project. Speakers will also cover how to monitor a project to ensure promised benefits are developing as planned. DEBT MANAGEMENT Governments issue hundreds of billions of dollars each year in municipal bonds to finance critical infrastructure. Issuing the debt requires detailed analysis, involvement of outside experts, and thorough understanding of the muni market. In addition, after the debt is issued, governments must comply with a complex set of regulations, requirements, and ongoing responsibilities. Sessions at the conference related to debt management will focus on types of debt, use of counsel, rating agencies, trends in the market, continuing disclosure, and updates on federal legislation and regulation. FEATURED SESSIONS WILL INCLUDE: • Replacing LIBOR Starting in 2022, the Secured Overnight Financing Rate (SOFR) will replace the London Interbank Offered Rate (LIBOR) as the benchmark for derivative and swap transactions in the municipal market. This session will summarize work done so far by representatives from GFOA to the Alternative Reference Rate Committee (ARRC) on the transition to the alternative rate. Speakers will also discuss the complexities of the conversion process to inform issuers on how they should approach existing and future transactions. • A Few Good Advisors: Types of Counsel Available to Issuers Common legal roles in bond transactions are issuer counsel, bond counsel, underwriter counsel, disclosure counsel, and special tax counsel. For issuers that are infrequently in the market, distinguishing between who to engage and when, is important and often a confusing part of the issuance and management of debt. Speakers will also share their insights on how best to interact with legal advisors. • Bank Loan Disclosure Goes to Washington The Securities and Exchange Commission (SEC) recently approved amendments to Rule 15c-212 that will affect the entire municipal bond market. While the SEC Rules do not directly require issuers of municipal securities to adhere to disclosure requirements, issuers have a responsibility to abide by their continuing disclosure agreements (CDA). Language related to disclosing bank loans and capital leases is required in CDAs beginning in February 2019. This session will discuss how the issuer community has responded to the amendments and what finance officers can expect moving forward. • Hot Topics in the Muni Market Finance officers and other government leaders all clearly understand that local governments are on the front line when responding to threats from sea level rise, natural disasters, and cyber security. Finance officers must also understand that these threats can significantly impact a local government’s ability to manage its debt. Speakers in this session will discuss what finance officers and debt managers need to be aware of before and after their municipality responds to a crisis. LEADERSHIP AND MANAGEMENT Successful finance officers must possess the technical skills to understand the ever-complex field of public finance, but also need the management skills and leadership traits to effect change, implement best practices, position their organization for financial sustainability, and support operations to build strong communities. GFOA is committed to helping finance officers reach their career potential by offering professional development opportunities for the “soft skills” related to ethics, communication, building relationships, supervising employees, working with elected officials, and more. FEATURED SESSIONS WILL INCLUDE: • Don’t Give Up, Manage Up: How to Deal with a Difficult Boss Ideally, all GFOA members would have great managers who help them succeed and make them feel valued. Unfortunately, not everyone has this ideal situation. In fact, in GFOA’s recent survey on employee engagement and job transitions, the number one reason stated for a member to - 152 - 9 PROGRAM leave an organization was a conflict with their supervisor. During this session speakers will discuss strategies on how to manage up, evaluate the overall situation at hand, and assess if it is really time for a change. • Tips from Senior CFOs It is challenging to prepare for the role of a chief financial officer. Each day is different, being flexible and learning on the job is key, and navigating how to provide technical expertise while communicating in a political environment can be difficult. This session will feature several “senior CFOs” who will share lessons learned from their careers. Stories will highlight case study examples of successes and failures to advise on actions you should take or avoid in your own career. • Outsourcing the CFO Governments can turn to a “contracted CFO” by bringing in a consultant or contract worker to serve the duties regularly held by a full-time employee. This strategy can bridge short-term turnover issues, provide experience and skills not found in the current labor pool, or address daunting financial sustainability issues. Regardless of the reason, this can also create many challenges for an organization. This session will provide strategies and tips for all involved in this situation, including individuals interested in becoming a “1099 CFO,” organizations exploring a potential hire, and employees who work for one. • Peace in Admin Services: Playing Nicely with the HR Department Finance officers and human resource managers make up and provide core administrative services that in many organizations are split into two departments. This can lead to tension, conflict, and inefficiency. This session will feature both finance and human resource professionals and go over how to work better together. Speakers will discuss leadership styles, service level agreements, policies, and business process strategies for creating a more cohesive delivery of services to support your government. TREASURY AND INVESTMENT MANAGEMENT At its core, treasury management involves implementing appropriate procedures for the receiving and dissemination of funds and having an investment strategy that protects the safety, liquidity, and yield of a government’s financial assets. Managing those assets, however, also requires detailed knowledge in investment strategy, cash management, internal control, technology, and risk mitigation, and working effectively with a network of service providers, including banks, advisors, and other financial service providers. Sessions will focus on providing information for challenges facing finance officers from governments of all sizes. FEATURED SESSIONS WILL INCLUDE: • Your Check is Not in the Mail: Understanding Electronic Payment Methods for Receivables As more options for electronic payments become available, local governments may look to new technology as a way to better serve the public. The expansion of traditional online payment methods as well as new options like virtual wallets, mobile apps, self-service devices, and other payment applications, requires finance officers to understand both the benefits and limitations of each and to make decisions that balance the interests of the government and the customer service demands of the public. This session will explore the world of electronic payments, discuss the necessary internal controls and systems to accept different electronic payments, and walk through recommended receivables policies for local governments. • What Goes Down, Must Come Up: Investing in a (Finally) Growing Interest Rate Environment Ten years after the Great Recession, the market landscape has changed significantly for local governments. As interest rates continue to grow, local governments may begin to reevaluate their existing investment policies. This session will detail notable market trends and their implications for local government investment portfolios as well as discuss best practices in investment policies for municipalities. • P-Cards: How to Integrate into an Effective Purchasing Function Even as online procurement mediums and purchasing card technology has significantly evolved in recent years, implementation of a comprehensive P-card function can still be challenging from a process, technology, and management perspective. This session will focus on the pros and cons of P-cards, how to manage the implementation of a P-card program, and tips for developing, training, and enforcing organizational policies on P-card use. Items of discussion will be P-card policies, building a relationship with your P-card provider, preventing fraud, integration of P-cards with your ERP system, and managing difficult departments/users. • Perspectives in Counterfeit Currency and Fraud Schemes Every local government finance officer worries about fraud both internal and external to the Finance office. Fraud and counterfeiting schemes continue to pop up around the country, leaving many local governments searching for ways to protect themselves. In this session fraud investigators will discuss their view of the government fraud and counterfeit landscape, methods for identifying fraud, waste and abuse in the finance office, and internal controls local governments can put into place to help safeguard against such events. - 153 - 10 PROGRAM PENSION AND BENEFIT ADMINISTRATION GFOA members have identified health-care costs and pension liabilities as two of the most pressing challenges facing governments. Recent changes in accounting rules have highlighted the financial impact of these employee benefits, but the reality of pension and health-care cost trends have been clear for years. Both will continue to increase as a percentage of government spending, creating issues for long-term financial sustainability if not addressed. GFOA conference sessions will present information on market trends, strategies for addressing challenges and lowering costs, and guidance on reforms that will help keep these essential components of public-sector compensation sustainable and effective as tools for recruiting and retaining staff — while ensuring the fiscal health of governments. FEATURED SESSIONS WILL INCLUDE: • DC Plans in the Public Sector: An Update Since the Great Recession, defined contribution (DC) plans have increasingly garnered attention among public employers. Join this session to hear how DC plans have evolved in the public sector and some of the top issues they face, including the challenges of keeping participants in the plan and creating lifetime income streams for plan participants. This session will feature a discussion by administrators of DC plans and the various strategies they have adopted, including asset allocation and plan offerings. • Public Pension Trends: What a Finance Officer Should Know What is going on in the world of public pensions? This session will highlight trends seen across pension plans and the implications that they have on state and local government finance offices. Representatives from pension plans and other industry experts will provide updates on changing standards and requirements and what finance officers should be aware of for the coming year. • Impact of Pension Decisions on Credit Ratings With increased emphasis on pension decisions, how does plan management affect a state and local government’s credit rating? Does it differ for single employer, agent employer, or cost-sharing plans? In this session learn about how rating agencies view funding, assumptions, and governance and what effective financial management strategies plan sponsors can take. • To Self-Insure? With increasing health-care costs, local governments are looking into self-funded employee health insurance. What does being self-funded mean and what does it entail? This session will feature speakers that have adopted this cost containment strategy, their results, and lessons learned. RISK MANAGEMENT Risk management involves identifying potential events and developing plans and strategies to mitigate the potential impact and provide for continued business operations, long-term fiscal sustainability, and organizational resilience. Governments face many threats that have the potential for significant financial impact. Finance officers must be able to evaluate risk, manage mitigation strategies, and be prepared to implement crisis solutions when there is a crisis. Sessions will focus on finance officers’ specific roles in risk management and helping prepare their organizations for the forces and challenges facing it. Sessions will focus on risks related to cyber security, disaster planning, and overall liability. FEATURED SESSIONS WILL INCLUDE: • Fantastic Voyage: A Look into Security Assessments The first step in mitigating risks is evaluating those that you currently face. In this session speakers will discuss security audits and risk assessments to determine technology vulnerability. Topics addressed will include: How are assessments completed? What should organizations expect at the completion of an assessment? What should an organization do if vulnerabilities are found? What are the potential liabilities? Participants will gain a general understanding of the security assessment process, how to conduct one, and the risk factors that are considered. • Gone with the Wind: Your Security Walls Are Down This session will explore a case study in cyber crime. Speakers will discuss how the victims discovered that their systems were compromised and the impact of the intrusion. Speakers will also describe the steps victims took to successfully (or unsuccessfully) address the issue. The session will close with prevention techniques including non-technology solutions organizations should consider, such as retaining legal expertise, technology insurance, and other measures not normally considered as defenses for the modern office. • Future World: What Will Cyber Security Look Like in the Future? As governments develop long-term plans, extended forecasts, and prepare for the future, they must also be aware of the risks that the future will bring. The internet of things (IoT), Artificial intelligence (AI), robotics, cloud solutions, and yet to be discovered technologies will bring new and exciting functions to local government. They will also expose governments to newer and different kinds of threats. Speakers will provide a glimpse into the future and describe potential paths to follow to ensure safer operations in the future. - 154 - 11 TARGETED NETWORKING SESSIONS GFOA’s Annual Conference provides numerous opportunities for networking with your peers. Many GFOA sessions will feature roundtable panels or opportunities for discussion. GFOA social events also provide time to make connections and build your network. In addition, GFOA has planned special networking sessions for members looking to engage with their peers on specific issues. Delegates working in any of the following areas should attend these events specifically planned to bring them together with members of similar backgrounds and interests: • The “AAA” Club — GFOA will host a networking session designed specifically for governments that have achieved an AAA rating. This session will allow delegates to discuss the unique challenges in achieving and maintaining that esteemed rating. • School Budgeting — GFOA’s Alliance for Excellence in School District Budgeting will meet to provide an opportunity for discussion centered on improving the budget process to best align to strategies for student achievement. • Small Government Forum — GFOA’s Small Government Forum is a discussion group that identifies and explores topics of interest to governments with populations less than 25,000. • Urban Forum — GFOA’s Urban Forum will provide networking opportunities and speakers on issues facing large organizations for GFOA attendees representing governments from metropolitan areas with over 1,000,000 people. • Utility Finance Forum — Utility finance requires detailed knowledge in rate setting, enterprise accounting, asset management, and understanding regulations. This networking group is composed of GFOA members from utility organizations and municipalities that operate utilities. • Women’s Public Finance Network — The Women’s Public Finance Network is a voluntary association of elected and appointed officials, and other women finance professionals to encourage active involvement and full participation of women members in the organization, policy-making process, and programs of GFOA. • Black Caucus — GFOA’s Black Caucus supports the aspirations and achievements of African-American public finance officers, helps them to pursue professional development opportunities, and sponsors projects to assist African-Americans seeking careers in government finance. TARGETED NETWORKINGSESSIONS CONTINUED • Young Professional Networking Event — As more and more governments experience retirement of the “Baby Boomer” generation, young professionals are ascending to leadership roles. To support that rise, it is essential for young finance professionals to build and maintain their network. This group is focused on GFOA members under 40. PRECONFERENCE SEMINARS GFOA’s preconference seminars provide an opportunity for attendees to get in-depth training on topics vitally important to finance officers. Come to Los Angeles a day or two early and multiply the benefits you’ll get by signing up for these added training offerings. Preconference sessions will be held at the Los Angeles Convention Center. Friday, May 17, 2019 ALLIANCE FOR EXCELLENCE IN SCHOOL BUDGETING: GFOA ANNUAL CONFERENCE MEETING Friday, May 17, 2019 | 8:30 am – 4:30 pm 8 CPE credits GFOA’s Alliance for Excellence in School Budgeting is a networked group of districts working collaboratively to implement best practices in school budgeting. This session will provide practical strategies, lessons learned, and case study examples about HOW leading school districts from around the United States have implemented improved budget practices over the past three years. GFOA’s best practices in school budgeting is a framework for enhancing a school district’s budget and planning processes. The framework includes practical recommendations on all aspects of the process from better collaboration, goal setting, strategy prioritization, utilizing cost effectiveness measurements to the development of a strategic financial plan and how to leverage the budget document as a communications device. Please note that this is a full-day seminar. PROGRAM AND PRECONFERENCE SEMINARS - 155 - 12 PRECONFERENCE SEMINARS Friday, May 17, 2019 (continued) STRATEGIES FOR PROFESSIONAL GROWTH: BUILDING CONFIDENCE AND INFLUENCE Friday, May 17, 2019 | 8:30 am – 12:30 pm 4 CPE credits Have you been hesitant to speak up in a meeting or to interrupt someone speaking? Have you ever chosen words to soften the tone or have you ever downplayed a compliment? How you communicate can be a reflection of your self-confidence. In this preconference session, you will assess your communication style and develop strategies to build an influential voice. ALL THE QUEEN’S HORSES — BEYOND THE MOVIE Friday, May 17, 2019 | 1:00 pm – 5:00 pm 4 CPE credits The city comptroller and treasurer of Dixon, Illinois, stole $53 million of public funds across 20 years–making her the perpetrator of the largest case of municipal fraud in American history. She used the funds to build one of the nation’s leading quarter horse-breeding empires, all while forcing staff cuts, police budget slashing, and neglect of public infrastructure. Her story, and the story of the City has been turned into an award-winning documentary by Kelly Richmond Pope. GFOA will be screening the movie for a limited audience and following will hold a discussion with key “actors” that were involved with both uncovering the fraud and helping the City recover. IT’S OUT THERE: UNDERSTANDING THE FINANCIAL IMPACTS OF CYBER SECURITY RISK Friday, May 17, 2019 | 1:00 pm – 5:00 pm 4 CPE credits Not all finance officers manage IT, but all finance officers will be involved if your organization experiences a cyber attack or data breach. Whether your exposure comes from hacked e-mails, malware, theft of sensitive data, or control of critical infrastructure or industrial systems, the risk is there and it will have a financial impact. This session will focus on the financial risks of cyber security and the steps a finance officer can take to understand the organization’s risk exposure, quantify the financial risk, mitigate the impact, and ultimately work to protect the organization against the inevitable. FINDING THE RIGHT BANKING SERVICES FIT FOR YOU Friday, May 17, 2019 | 1:00 pm – 5:00 pm 4 CPE credits Governments rely on banking services to support a variety of critical treasury office processes. Being able to first assess your banking services needs and know about emerging technologies and services are crucial before selecting the right bank. This session will provide an overview of the variety of banking services typically used by governments, emerging trends, tools to develop a robust banking services RFP, GFOA’s treasury best practices and resources, and ways to assess banking services fee structures. Speakers will present case studies and engage with attendees throughout this session to facilitate a full understanding of banking services and best practices that should be integrated into your treasury operations. Saturday, May 18, 2019 AN ACCOUNTANT, AN ACTUARY, AND AN AUDITOR WALK INTO A BAR… Saturday, May 18, 2019 | 8:30 am – 12:30 pm 4 CPE credits Who wouldn’t want to join them for an in depth and exciting discussion on the accounting, actuarial, and audit concepts and processes related to pension and OPEB? Speakers will discuss the practical application of these topics in a relevant way for all governments. Topics will include selecting actuarial assumptions and their impact, data needed, the valuation process, a walk-through of an actuarial report and crosswalk to financial statements amounts and disclosures, and the role and reliance of external auditors. ISSUER DISCLOSURE PRACTICES AND INVESTOR RELATIONS PROGRAM Saturday, May 18, 2019 | 8:30 am – 12:30 pm 4 CPE credits GFOA has long recommended that issuers have robust bond disclosure practices. Over time, this has become even more important for both primary and continuing disclosures. The course will focus on new amendments to SEC Rule 15c2-12 and provide tools for issuers to understand how to incorporate practices to identify financial obligations where additional disclosures are needed. This session will also include a full detailed review of GFOA’s disclosure best practices. Case studies and discussion on creating an investor relations program will also be a part of the program. Topics will include using different technologies to present - 156 - 13 situations called, “Giving Voice to Values,” which is focused on how to enact the values we already know – think of it as a “self-defense class for your soul.” Taking a full-day session on Friday? Enjoy a continental breakfast and lunch. Taking a morning session on Friday or Saturday? A continental breakfast will be available in your session room. Taking an afternoon session on Friday or Saturday? An afternoon snack will be available in your session room. Taking a morning and afternoon session on Friday or Saturday? Enjoy a continental breakfast and afternoon snack in your session room, as well as a grab-and-go lunch. information about your entity and credits to the market, the importance of investor communications, and market reaction to good disclosure and outreach efforts. DETROIT: PAST, PRESENT, FUTURE Saturday, May 18, 2019 | 8:30 am – 12:30 pm 4 CPE credits After four decades of financial challenges, state oversight, and municipal bankruptcy, Detroit was able to emerge with balanced budgets, upgraded credit scores, improved policies and processes, and modern technology. Like all governments, Detroit still faces challenges going forward, but its journey and the lessons learned of its recovery create a case study that is valuable to finance officers from all types of organizations. Attend this session to hear firsthand how Detroit was able to survive its long history of mismanagement and misfortune to emerge from bankruptcy and begin working on creating a financially sustainable organization and resilient community. ALL THE QUEEN’S HORSES — BEYOND THE MOVIE (ENCORE PRESENTATION) Saturday, May 18, 2019 | 1:00pm – 5:00 pm 4 CPE credits The city comptroller and treasurer of Dixon, Illinois, stole $53 million of public funds across 20 years––making her the perpetrator of the largest case of municipal fraud in American history. She used the funds to build one of the nation’s leading quarter horse-breeding empires, all while forcing staff cuts, police budget slashing, and neglect of public infrastructure. Her story, and the story of the City has been turned into an award-winning documentary by Kelly Richmond Pope. GFOA will be screening the movie for a limited audience and following will hold a discussion with key “actors” that were involved with both uncovering the fraud and helping the City recover. DOING THE RIGHT THING WHEN IT IS HARD: LIVING YOUR ETHICS IN TOUGH SITUATIONS Saturday, May 18, 2019 | 1:00pm – 5:00 pm 4 CPE credits Knowing the right thing to do is not that hard. Doing the right thing in the face of pressure to do the wrong thing or at least look the other way can be very hard. In fact, ethical tragedies are often the result of people who sit silently on the sidelines afraid or uncertain of what to do about a transgression. In this session you will work through real-life scenarios of ethical challenges that have occurred in governments. You will learn a distinctive new approach to how to deal with the CPE CREDITS It is possible to earn more than 20 continuing professional education (CPE) credits at GFOA’s annual conference. Additional CPE credits can be earned by attending one or more of GFOA’s preconference seminars. GFOA is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.nasbaregistry.org. National Registry of CPE Sponsors 150 Fourth Avenue North, Suite 700, Nashville, TN 37219-2417 www.nasba.org PRECONFERENCE SEMINARS - 157 - 14 Closing Event TUESDAY, MAY 21, 2019 7:30 PM – 10:00 PM MICROSOFT THEATER Ticketed event, which includes live entertainment, beverages, and dessert. Space is limited. WELCOME BREAKFAST AND CLOSING EVENT Join us at the Microsoft Theater – one of L.A.’s most premier venues and host to the EMMYs, ESPYs, and American Music Awards – for a night of laughter and fun! We are happy to announce Jim Gaffigan in an exclusive show for GFOA attendees and guests! Gaffigan is a three-time Grammy nominated comedian, actor, writer, producer, two-time New York Times best-selling author, top touring performer, and multi-platinum-selling father of five. He is known around the world for his unique brand of humor, which largely revolves around fatherhood and his observations on life. Gaffigan is currently on his Quality Time stand-up comedy tour. This year, he premiered his sixth one hour stand up special, Noble Ape. In 2016, Gaffigan and his wife ended their critically acclaimed semi-fictitious television show, The Jim Gaffigan Show, after two seasons on TV Land. Jim has also guest starred on many television comedies and dramas ranging from Portlandia to Law and Order. Gaffigan’s upcoming films include Chappaquiddick, Drunk Parents, and Duck Duck Goose. His other movie credits include Three Kings, Hot Pursuit, Super Troopers, and 17 Again amongst many others. He has published two books that appeared on the New York Times Bestseller’s List: Food: A Love Story and Dad is Fat. In addition to the comedy, we’ll have music and dancing. What better way to top off your stay in L.A.? Buy your tickets today! You must be registered for the conference to purchase an evening event ticket. Ticket price includes entertainment, beverages, and dessert. Information on shuttle service will be posted to GFOA’s website closer to the event date. Adults: $25 ($30 onsite) Children and young adults under 21: $10 ($15 onsite) Children under 5: complimentary Jim Gaffigan Microsoft Theater Photo Credit — Tero Vesalainen New this Year — Welcome Breakfast SUNDAY, MAY 19, 2019 • 8:30 AM – 10:00 AM LOS ANGELES CONVENTION CENTER Complimentary to all registered attendees and guests Good morning GFOA! Join your colleagues for a welcome breakfast in the convention center. Meet your peers over coffee, tea, and a breakfast buffet. Get energized and make connections for the days to come! Watch gfoa.org for details. - 158 - 15 REGISTRATION FEES INCLUDE Concurrent sessions on Sunday through Wednesday (delegates only) Welcome Breakfast on Sunday morning (delegates and guests) Access to the Exhibit Hall on Sunday through Tuesday (delegates and guests) General sessions on Sunday through Tuesday Luncheons on Monday and Tuesday (delegates only) Networking and discussion groups held throughout the conference (delegates only) REGISTRATION FEE DISCOUNTS Take advantage of the following discounts: Receive a 10 percent discount on your conference registration fee when three or more people from your jurisdiction register together (registrations must be submitted and paid together). This discount does not apply to preconference seminars. Qualify for the early registration fee discounts. Payment must be received by the deadline dates listed in this brochure. Join GFOA today and receive $25 off the conference registration fee with a paid new membership. Register online @ www.gfoa.org or fill out the form in this brochure and mail or fax it to GFOA (fax: 312-977-4806), or scan the completed registration form and e-mail it to conference@gfoa.org. Phone registrations cannot be accepted. Check the registration discount dates and save money by registering early. IMPORTANT ACTION DATES First discount deadline January 31, 2019 Second discount deadline April 11, 2019 Full registration fee required April 12, 2019 CONFIRMATIONS Registration confirmations and invoices will be sent as PDF attachments via e-mail from training@gfoa.org to the registrant only. Please add this address to your allowed senders list. CANCELLATION AND REFUND POLICY March 29, 2019 No fee for cancellations received before this date. March 30, 2019 Cancellations postmarked between March 30 and April 30 will be refunded, less a 25 percent service fee. May 1, 2019 Cancellations postmarked between May 1 and May 14 will be refunded, less a 50 percent service fee. May 15, 2019 No refunds will be issued this date forward. GUEST REGISTRATION There is no registration fee for guests or children, but they must be preregistered. Guests will be admitted to the Sunday Welcome Breakfast and to the exhibit hall during designated hours. Conference sessions and the luncheons on Monday and Tuesday are not open to guests and children. SUBSTITUTIONS (Government entities only) A one-for-one substitution of a nonmember for an active member is allowed. If your organization has a current GFOA member on the staff who is not attending conference, a nonmember may attend in their place at the lower member rate. Please provide the name or the membership number of the GFOA member on the registration form. REGISTRATION - 159 - 16 AIRLINE DISCOUNT CODES Los Angeles International Airport (LAX) is the largest airport in California and millions of passengers pass through its gates every year. One of the world’s busiest airports, thousands of flights take off and land annually from LAX’s location on the south coast of California. The city of Los Angeles is just 15 miles (24 kilometers) from LAX Airport and the two are linked by numerous rail and road connections. DELTA (www.delta.com) Meeting ID – NY2JA When booking online, select Meeting Event Code and enter the Meeting ID in the box provided on the search flight page. UNITED (www.united.com) Z-code – ZFZC Agreement code – 566205 To book travel online, enter the Z-code followed by the Agreement code (i.e., ZFZC566205) in the offer code box. SOUTHWEST Southwest’s flight schedule will be released in January 2019. GFOA will obtain a discount code and will post it to www.gfoa. org as soon as it becomes available. There are numerous transportation options available at LAX, including: airport buses, door-to-door shuttle vans, local buses, light rail, taxicabs, rideshare services, and rental cars. A free shuttle bus connects LAX with the Metro Rail Green Line light rail, and free shuttle buses transport passengers between airline terminals. BUS/RAIL The FlyAway® bus service provides frequent non-stop transportation between Los Angeles International Airport (LAX) and Union Station in Downtown LA. FlyAway® buses operate seven days a week and drop passengers off on the Upper/ Departures Level of each terminal at LAX. At LAX, passengers board buses on the Lower/Arrivals Level in front of each terminal under the green “FlyAway®, Buses and Long Distance Vans” signs. Each bus is marked with its service location. The LAX FlyAway® service operates from Bus Stop 9 at the Patsaouras Transit Plaza at Union Station in Downtown Los Angeles. Passengers should enter on the Vignes Street side of Union Station. Fare is $9.75 each way. https://www.flylax.com/en/flyaway-bus The Los Angeles County Metropolitan Transportation Authority (Metro) transports passengers via subway trains, light rail, and buses. Metro Rail is LA’s rapid transit rail system, with six lines GETTING THERE serving 80 stations across LA County. Metro Rail connects Downtown LA, Hollywood, Westside, Culver City, the San Fernando Valley, Pasadena, East LA, the Beach Cities, and Long Beach. Three types of bus service are available in LA: Metro Local, Metro Rapid, and Metro Express. Browse LA Tourism’s guide to the Los Angeles public transit system. https://www.discoverlosangeles.com/blog/go-metro- and-go-everywhere-la RENTAL CAR HERTZ To reserve special meeting rates, please include the CV# when making reservations. 1-800-654-2240 or www.hertz.com CV# - 04SJ0007 AIRPORT SHUTTLE SuperShuttle prides itself in being the pioneer of the “shared van ride” and the leader in door-to-door airport transportation. Offers 24-hour dependable and affordable service and an ExecuCar sedan service. https://www.discoverlosangeles.com/what-to-do/ supershuttle TAXI SERVICE Taxis can be found curbside on the Lower/Arrival Level islands in front of each terminal under the yellow sign indicating Taxis. Passengers will be presented with a ticket stating typical fares to major destinations. Only authorized taxis with an official seal issued by City of Los Angeles Department of Transportation on each vehicle are permitted in the airport. RIDESHARE Both Uber and Lyft operate in Los Angeles. - 160 - 17 GUARANTEEING YOUR ROOM RESERVATION Experient is the Official Housing Provider for GFOA’s 113th Annual Conference. GFOA has worked diligently with the hotels in Los Angeles to establish room blocks for attendees and exhibitors. Solicitation of hotel reservations from any company or housing provider other than Experient is not approved by GFOA. Reservations made by unaffiliated organizations may appear to be for lower rates; however, they may be illegitimate, have unreasonable cancellation or change penalties, or be completely non-refundable. Please be aware of and report any unauthorized solicitation to GFOA. Reservations will be processed on a first-come, first-served basis. If available, a hotel will be assigned in order of your preference, or closest to event if not available. You can expect to receive a confirmation within two business days of booking your room reservation. If you have not received your acknowledgement within 10 days of mailing or faxing your housing reservation form, please contact GFOA’s Housing Department at GFOA@experient-inc.com or 1-800-967- 8852 (International callers 1-847-996-5832). A major credit card number valid until June 2019 or later or a check for one night’s room and tax (add 15.7% tax) is required to secure a reservation. Credit cards are held as a guarantee only by the Housing Bureau, but may be charged by the hotel after April 25, 2019. A charge of one night’s room and tax will be charged or forfeited on reservations that do not arrive (no-shows) and are not cancelled before 72 hours of arrival. Early departures after check-in are subject to penalty fees set by hotel. Checks must be received by April 17, 2019, and must be made payable to Experient/GFOA Housing. Reservations indicating a deposit guarantee, for which no check has been submitted, are subject to cancellation. Please base the amount of the check on the rate at the hotel of your first preference. Note: Institutional purchase orders are NOT accepted. Cancellations within 72 hours of arrival will forfeit one night’s room and tax. Refunds to those who guaranteed accommodations with a check deposit will be mailed after the end of the event. EXPAND YOUR NETWORKING OPPORTUNITIES IN GFOA’S OFFICIAL HOTELS Reserve your room in GFOA’s official hotel block and you’ll have a great opportunity to network with other conference attendees outside the convention center. GFOA will run courtesy shuttle between the Intercontinental Sheraton, Westin, Millennium, Omni, and the convention center. All other hotels in the GFOA official block are within walking distance to the convention center. Specific routes and schedules will be posted on www.gfoa.org as they become available. HOUSING POLICIES The lowest available room rates at event hotels have been specially negotiated. Other booking channels are continuously monitored to track down rival rates. INTERNET: Use Experient’s online system to simplify your group/block booking and reserve your rooms in real-time with an immediate confirmation. Log on to www.gfoa.org and look for the housing link. PHONE: 8:00 am – 5:00 pm CST, Mon – Fri 1-800-967-8852 (Domestic) 1-847-996-5832 (International callers) MAIL: Experient/GFOA Housing 5202 President’s Court Frederick, MD 21703 FAX: 1-888-772-1888 E-MAIL: GFOA@experient-inc.com CHANGES AND CANCELLATIONS Cancellations within 72 hours of arrival will be charged one night’s room and tax. ROOM REQUESTS Use the grid on the enclosed housing reservation form to indicate your room type(s) and number of rooms you are requesting per night. Enter your hotel choices in order of preference. For more space, attach an additional page, or log on to www.gfoa.org where you can easily make your group booking through Experient’s online system. Please indicate any special needs. - 161 - 18 Experient will be the ONLY official housing company for GFOA’s Annual Conference and will not contact attendees directly to make a reservation. Top reasons to book your hotel room in GFOA’s Official Hotel Block SUPPORT GFOA Booking in the official hotel block helps GFOA continue to offer the best, most competitive hotel rates in the future as well as keeps your registration fee increases to a minimum. It shows GFOA’s value to the city and allows GFOA to negotiate better room blocks and rates for you. RESERVATION PROTECTION In the event a hotel overbooks, Experient protects those booked in the official hotel block. Rooms booked outside of the official hotel block do not receive this protection. WAIT LIST Booking in the block grants the ability to be placed on a wait list online for additional hotel nights needed. Distance to Group Rates Hotel CC (miles) starting at 1 Lux City Center Hotel .0 $264 2 Courtyard Marriott LA Live .4 $245 3 Residence Inn by Marriott LA Live .4 $256 4 JW Marriott Los Angeles LA Live .5 $268 5 Hotel Indigo Los Angeles Downtown .6 $274 6 Intercontinental LA Downtown .7 $274 7 Sheraton Grand Los Angeles .9 $259 8 Westin Bonaventure Hotel & Suites 1.0 $185 9 Millennium Biltmore Hotel 1.4 $218 10 Omni Los Angeles 1.5 $264 OFFICIAL HOTELS AND AREA MAP *The conference will take place at the Los Angeles Convention Center. - 162 - 19 GFOA has partnered with StarLine Tours to offer sightseeing excursions and guided tours that highlight everything from LA’s most iconic sights to forgotten chapters of the city’s captivating past. All tours will depart from the Los Angeles Convention Center. TOURS THE ORIGINAL STARS’ HOMES TOUR No trip to Los Angeles is complete without a tour of the homes and playgrounds of Hollywood’s rich and famous. Join Hollywood’s #1 Celebrity Tour – the “Original Movie Stars Home Tour” as their fun, expert guides take you on the most comprehensive narrated 2-hour tour of the stars’ mansions in Beverly Hills and the Hollywood Hills, the celebrity hotspots on Sunset Strip and Rodeo Drive and Hollywood’s iconic landmarks. Be sure to bring your camera. You never know who you might spot during your tour! MOVIE LOCATIONS This 2-hour tour brings many of Los Angeles’ greatest movie locations to life as you pass them in a custom bus while viewing the related movie clip on a very large HDTV, such as scenes from Transformers, Iron Man, Blade Runner, The Artist, The Fast and the Furious, and Star Trek ! Take advantage of 24-hour, 48-hour, and 72-hour passes, giving you the freedom and flexibility to see the city on your own schedule while enjoying the comfort and convenience of open-air double- decker bus service. Don’t miss movie locations from Hollywood to Downtown with expert commentary and behind-the-scenes insights. GRAND TOUR OF LOS ANGELES If you’re looking to enjoy the most complete Los Angeles sightseeing experience on the market, the Grand City Tour is perfect. This 5.5-hour tour showcases everything from moviemaking landmarks, and opulent residential neighborhoods to architectural masterworks and historic treasures. CONNECT WITH GFOA Government Finance Officers Association (GFOA) GFOA Members Forum @GFOA (#GFOA and #GFOA2019) @GFOAJobs @chrisgfoa GFOA of the US & Canada GFOA Members Group CITY TOUR BY NIGHT Los Angeles comes alive after dark, with its sparkling city lights and shimmering avenues creating an unmistakable air of glamour and romance. This one-of-a-kind sightseeing adventure takes you on a 4-hour tour through the shining heart of Los Angeles after nightfall. Ideal for conference attendees that only have a few hours to spare and see the sights. CITY SIGHTSEEING LA Enjoy the excitement of the City of Angels aboard the StarLine Tours “Hop-on, Hop-off” Los Angeles Bus! StarLine Tours’ “Hop-On, Hop-off” Los Angeles buses showcase the very best the city has to offer, from the historic and revitalized Downtown Core to the stunning coastal landscapes and legendary beaches of Santa Monica and Venice. Offered are 24-hour or 48-hour passes, giving you the freedom and flexibility to see the city on your own schedule while enjoying the comfort and convenience of open-air double-decker bus service. Detailed information including schedule, pricing, and ordering will be posted on www.gfoa.org/annualconference. GFOA will be offering discounted tickets to visit the GRAMMY Museum and Universal Studios Hollywood once available. - 163 - 203 North LaSalle Street, Suite 2700 Chicago, Illinois 60601-1210 Nonprofit U.S. Postage PAID Chicago, IL Permit No. 9151 Government Finance Officers Association REGISTER EARLY AND SAVE! GFOA LOS ANGELES CHECKLIST Register for conference Register for preconference seminars Purchase tickets to GFOA’s Closing Event Reserve a hotel room in GFOA’s official block of rooms Make your travel arrangements Watch www.gfoa.org for the latest details on all conference events. ABOUT GFOA Government Finance Officers Association (GFOA), founded in 1906, represents nearly 20,000 public finance officials throughout the United States and Canada. GFOA’s mission is to promote excellence in state and local government financial management. GFOA views itself as a resource, educator, facilitator, and advocate for both its members and areas that affect state and local government finance. To meet the many needs of its members, the organization provides best practice guidance, leadership, professional development, resources and tools, networking opportunities, award programs and advisory services, concentrated in the following areas: • accounting, auditing, and financial reporting • budgeting • capital planning • debt management • financial management • pension and benefit administration • treasury and investment management- 164 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 27. Bubba Hughes Ante Litem - Anna Butler Ante Litem - Horsepen HOA - 165 - - 166 - - 167 - - 168 - - 169 - - 170 - - 171 - - 172 - - 173 - - 174 - - 175 - - 176 - - 177 - We Provide Quality Service with an Affordable Price! Asphalt- Removal and Replacement- •Asphalt Paving for New Construction•Patching•Overlays Line Striping Services-•Parking Stalls and Stencils•Numbers and Name Stencils•Custom made Signs•ADA Signs and Upgrades Seal Coating Concrete- New installs- Repairs, Patio, Driveways Platinum Paving & Concrete LLC 40 Teal Lake Drive Savannah, GA 31419 (912) 713-7283 cboswell@platinumpavingga.com www.PlatinumPavingGa.com ADDRESS HORSEBEND POINT HOA HORSEBEND POINT TYBEE ISLAND, GA USA ESTIMATE 180402418 DATE 07/18/2018 SITE ADDRESS CITY , STATE, ZIP SQUARE FOOT HORSEBEND POINT TYBEE ISLAND, SC 518 DATE ACTIVITY AMOUNT 07/18/2018 ASPHALT:PATCH > Saw cut, jack hammer, and mill out 6 to 8 inches of existing asphalt and sub grade if needed. > Apply 4 to 6 inches of graded aggregate and compress to appropriate compaction > Apply 2 inches of Top Coat Asphalt (9.5mm wearing and compress to appropriate compaction > Clean entire area of all debris ANY ADDITIONAL MATERIALS, LABOR, EQUIPMENT, OR ANY CHANGES TO THE SCOPE OF WORK WILL REQUIRE A APPROVED CHANGE ORDER. (SUBGRADE/SOIL BASE MAY NEED TO BE REVIEWED) 5,850.00 ****Deviations from above proposal could result in additional charges**** Please let us know when you have received your estimate, We do hope to be doing business with you in the future. TOTAL $5,850.00 - 178 - We Provide Quality Service with an Affordable Price! Asphalt- Removal and Replacement- •Asphalt Paving for New Construction•Patching•Overlays Line Striping Services-•Parking Stalls and Stencils•Numbers and Name Stencils•Custom made Signs•ADA Signs and Upgrades Seal Coating Concrete- New installs- Repairs, Patio, Driveways Accepted By Accepted Date - 179 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 28. Bubba Hughes - Boundary Line: White and Thomas - 180 - - 181 - - 182 - - 183 - - 184 - - 185 - - 186 - - 187 - - 188 - - 189 - - 190 - - 191 - - 192 - - 193 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 30. Shawn Gillen - City Manager Update - Goals and Action Item List - 194 - GOALS 2018 RATINGH4H3A1:H5A1:H5A1:H6H3A1:H5TASKGROUPINGREMARKSUPDATE6 Marine Science Center Initial Pricing in. Paperwork for a bond issue has beguin. On Council Agenda for December 13th 6 Establish Cash Reserve Goal and Maintain Finance/Energy Use Reduction Year end for the last fiscal year is closed out and the new numbers are available for the CIP discussion. CIP Updated in November. Budget amendment is on December 13th agenda. 6 Hwy 80 Median Other/Misc. Out for bid. Will come back to Council next month. 6 Fire Department (Staffing and Additional Space)Public Safety/Hurricane Prep. New Chief has been hired The department positions are all filled at this point. We will be meeting with the new Chief to go over the organizational structure of the department and bring recommendations to the PSC in January. Fire Department Facility upgrades are part of the Memorial Park Ad Hoc Committee report that will be presented at the December 13th Council Meeting. 5 Install all necessary backflow preventers Infrastructure (Roads, W/S The Infrastrucuture committee decide to go forward with five. Four have been ordered. The fifth is to be located at Katherine Williams property. Product has been delivered and installation has begun. 5 New school building (TIMA)Infrastructure (Roads, W/S This will be part of the work to be done by the Memorial Park ad-hoc committee. 5 Beach showers (shallow well)Quality of Life Waiting on plan approval by DNR. Will be part of current permit for dune project. 5 Evaluate Current Parking Rates Finance/Energy Use Reduction Underway. Looking at increase rates, surge rates, and additional parking 4 Prioritize roads needing paving/repaving Infrastructure (Roads, W/S City engineer hired. Ricky Stewart will begin work on October 1. 4 Beach Ambassadors (support with dollars)Non-Public Safety - Beach Will have report on last season at January City Council Meeting. 3 Replace old galvanized water lines Infrastructure (Roads, W/S City Engineer is working on bid package. Shoul be out to bid in January/Fenruary timeframe 3 Historic Preservation Quality of Life Hsitoric overlay district is being currently worked on at Planning Commission and City Council.Memorial Park Ad-hoc committee will address city hall renovation and additional space for staff. 3 Dog Park Improvements Quality of Life Will be addressed in upcoming capital budget discussions 3 Increase use of Solar Panels on Public Buildings Finance/Energy Use Reduction Working GA Power on proposals for WWTP. In infrastructure committee. . 3 Long term plan for NB Parking Lot Infrastructure (Roads, W/S RS&H has started parking plan analysis for NB Parking Lot (2) Bubba looking at deeds Public meeting held for north end pedestrian and bicycle plan. Lots of participation by over fifty citizens. We are currently doing traffic counts. Once this is done the results will be analyzed and another public meeting will be held to begin gaining concsensus on a draft plan. 3 Secure State funding for Phase 2 of Channel Impact Study ($1.5M)Non-public Safety Beach Related Jason going to Atlanta to meet with Governor Traveled with the Mayor to DC on July16th and 17th for additional meetings with USCOE and congessional delegation 3 Graphic reports actual vs. budget (highlight over/under)Finance/Energy Use Reduction Monty would like a graph - Diane to work with Angela to have at first reading of budget Working to implement this with new budget. Also make link to master plan and council goals 3 Public restrooms - south end Tourism (1) Refurbish bathroom at MSC (2) Stick build at 17th and 18th (3) much like NB bathrooms Discussion ongoing with County on SPLOST funding for south end bathrooms. 3 Additional office space/safety features at city hall using general fund/capital improvements fund Public Safety/Hurricane Preparation Design/Planning cost in budget In Design phase. Will be part of the ad-hoc committee that we are asking to be created at the 4/26 council meeting 3 Improve Highway 80 Quality of Life GA 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 bridge Work on repaving and raising the low spots between Lazaretto Creek and Bull River to begin this Fall. Bridge project will be added to the MPO TIP at their June 27th meeting. Prepared by Jan LeViner 12/6/2018 Page 1 - 195 - GOALS 2018 3 Jaycee Park Improvements: batting cages, playground, restrooms, storage, trail,. Mini golf course, dog park improvement Recreation Batting 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 17 $460,000 budgeted. Working with YMCA on implementation. Playground surface and shading, painting softball fencing, removable outfield fencing, boci ball and exercise area where shuffle board court currently is located, resurfacing and restriping of basketball court to include pickle ball striping. 2 More Bike/Pedestrian Friendly Infrastructure Recreation North end study underway. South end study mostly complete and at Infrastructure committee. Community meting held. Traffic counts are completed and the data is being analsed by T&H. More community meeting to be held for both the north and south end plans. 2 Renovate Roundabout Tourism Now that the season is over we will beign the bid process for the project. 2 More "inviting" downtown (16th and Strand)Tourism 2 Improve communications with citizens Quality of Life Coffee with City Manager underway. Friday's at 9am at Tybean. Looking at making short videos to be aired on Channel 7 and YouTube to give people updates and an inside look at city operations. 2 Code Enforcement/QOL re: STVR Quality of Life Additional marshal hired. Will arrange for weekend and night shifts during the busy season weekly meetings with City manager and marshalls 2 Code Review (Alan)Other/Misc.Implementation phase has begun 2 Review Code and get rid of some. Enforce what is not being enforced Public Safety/Hurricane Preparation Group 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. 2 Dog park (improve/current/additional)Quality of Life In 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 park Needs to be part of FY 2019 budget discussion. Potential grant through Purena Dog Food Company. 2 Update Master Plan/Carrying Capacity Quality of Life in progress - Master Plan will be on the July 28th agenda for approval On going with MPIC 2 Follow DPW paving schedule Infrastructure (Roads, W/S In progress - FY 16 paving is completed LMIG funding approval on December 13th agenda. City Engineer will be revamping the paving plan with input from Infrastructure Committee. 2 Pedestrian/Bicycle/ADA Improvements - Island wide Infrastructure (Roads, W/S South end study mostly complete and at Infrastructure Committee. North end study underway 2 Beach rules enforcement Tourism Additional beach patrol added last year and will continue this year. Beach Ambassadors will add to the public education effort this year. 2 Encourage development of family friendly business Recreation Wanda - in progress 2 Cameras @ Tybrisa area Public Safety/Hurricane Preparation In budget Working with Georgia Power on the installation of numerous cameras around the city. Will have an update for Public Safety in January. 2 Landscape/beautify sore spots (seamless cities) Public Safety/Hurricane Preparation Jason to meet with Garden Club to discuss 2 Redesign 16th Street Quality of Life Wanda would like to make Tybrisa a walking/ped mall In design phase and at Infrastructure Committee 1 Survey Island Residents re: What recreational activities/facilities for kids and adults Recreation Will Work with YMCA on this 1 Waterline to Lazaretto Infrastructure (Roads, W/S 1 Increase use of LED Lighting Finance/Energy Use Reduction Ongoing 1 Additional Parking Other/Misc. Working with DNR under dune project permit to expand the Strand parking lot. Potential for 20 to 30 additional spots. 1 Hurricane Response Plan (readiness)Public Safety/Hurricane Prep. Hurricane Florence provided a practice run through of our updated plan. All went well. As always we will continue to improve the plan each time we practice it. No major changes are needed at this time. 1 Disaster Recovery Public Safety/Hurricane Preparation Post storm exercise completed. 1 Explore options for Ocean Rescue Public Safety/Hurricane Preparation Additional full time staff added. Additional organzation change recommendations will be discussed with new Fire Chief and with PSC in October 1 Enforce golf carts on Hwy 80, texting and driving, blinking light laws/bike safety Public Safety/Hurricane Preparation Ongoing Ongoing 1 Add Economic Development to goals Public Safety/Hurricane Preparation 1 Running routes Quality of Life 1 Positive police presence/increase Quality of Life Increased foot patrols on Tybrisa and other areas of the city has been implemented 1 Noise/lighting Quality of Life 1 Rental housing stock retention/creation Quality of Life 1 Regular review of motel tax collection Finance/Energy Use Reduction Ongoing Prepared by Jan LeViner 12/6/2018 Page 2 - 196 - GOALS 2018 1 Resolve short Term rental business license - Independent vs Manager Finance/Energy Use Reduction City Council adopted new STVR ordinance which includes unit registration requirements Met with Rental agencies on twice a week garbage collection. Atlantic revised pick up times and cost to allign with rental turnover time. Council Consideration of making this a requirement in the STVR ordinance will take place in August. 1 Balance of $6M beach funds Finance/Energy Use Reduction Ongoing 1 Shallow well beach showers - Island wide Tourism One bid recived and we are proceeding. County is considering paying for about half. This has not been finalized but I have spoken with Lee Smith and he is getting the necessary paper work to his finance department. 0 Putt-putt golf Recreation 0 Disc golf Recreation This will be part of the Jaycee Park upgrade plan. 0 Better Parking Technology (more user friendly)Other/Misc. App has been launched and seems to be very popular. We are gathering data and will send you all some analysis once we have enough days of use. 0 Tybrisa/Butler Crosswalks (by Park of 7 Flags)Public Safety/Hurricane Prep. In design phase 0 Explore option for contracting out additional offices for busy season Public Safety/Hurricane Preparation Additional Council Direction needed. 0 Re-do all street signs Public Safety/Hurricane Preparation Bike Route signs have been delivered. Installation will begin in January/February 0 Trash/recycling Quality of Life An audit of our recylable material is underway. Should be completed by the end of September. 0 Clean beach Quality of Life Adopt a crossover program. City has become the first organization to adopt a crossover and section of the beach. We will be taking the 6th street crossover and the beach are between 6th and Center. Buckets and grabbers are being ordered. Will occur each Monday. Any city staff may participate and earn wellness points. 0 Signage All Quality of Life Crossover signs installed. Workiong on new signage for bike path and Jones Ave Once we have completed the bike route signage we need to get input from PSC for north end way finding signage. 0 Enforcement of ordinances Quality of Life Additional Marshall Hired 0 Continue sewer force main improvements Infrastructure (Roads, W/S On hold until water line and UV System is completed Ongoing 0 Polk Street and Bright Street Drainage Infrastructure (Roads, W/S In the budget Project proposals have been presented to Infrastrucutre committee. Committee gave direction and cost estimates are done. Council must decide if it wishes to move forward during CIP discussion. 0 Visit Hilton Head to evaluate deep well costs Infrastructure (Roads, W/S 0 Complete snow fencing Non-public Safety Beach Related Will be part of dune project. 0 Maintain/Increase Reserve Finance/Energy Use Reduction ongoing 0 Cig. Butts Tourism Beach Ambassadors partnering with Tybee Clean beach Volunteers to educate visitors 0 Communication between City and businesses Tourism Ongoing 0 Trash cans Tourism Need to discuss in FY 2019 budget process New trash cans installed at Tybrisa. More will be ordered for next season. 3 Rental housing stock creation/retention Quality of Life Ongoing 0 Support local/businesses/"shop local"Quality of Life 0 City sponsored events Quality of Life 0 City website Quality of Life 0 Start having annual legislative priority list and meeting at Capital in January Public Safety/Hurricane Preparation 0 Explore option for facilities @ north and south end Public Safety/Hurricane Preparation 0 Implement priority items from traffic study Infrastructure (Roads, W/S 0 Purchase of Theater Quality of Life 0 Increase use of Inmate Labor Finance/Energy Use Reduction Prepared by Jan LeViner 12/6/2018 Page 3 - 197 - Bump stops at the parking area in front of the Shrine Club: current stops are buried in the ground and need to be replaced Work being completed this week Health care for mayor and council Completed 2/22 Dedicated parking spots for North Beach Grill - Kathryn Williams Completed 3/8 Atlantic Waste regarding increase - to be on the 3/22/2018 agenda Completed Stop Signs Between 1th and 6th Street on Jones Traffic Study Per Public Safety Committee additional stop signs have been put up at 4th, 8th and 15th Streets  Trash Cans on Tybrisa. Jason would like continuity with the receptacles; contain the spillage when emptying the receptacles 10 Trash Cans have been installed Maintnencne of Shallow Wells Will assign this work to Water/Sewer Department rather than Campground. Recommendations and pricing for possible automatic arms that could be installed at vehicular access points.Non-electronic gates installed at all vehicular crossovers 2/22 Bid documents for new roof at YMCA New RFP put out with new scope of work developed by City Engineer. Bids Due January 10th 2019 2/22 South-end parking study status Project Put on hold by Infrastructure Committee 4/26 STVR Ordinance revision regarding registration input Working with IT to develop online registration process. Current software limits our cabability but we are working with them to resolve the issues. Police Radio Communications on South End In Infrastructure and Public Safety Committee this month. Looking at a 180 feet strucutre mid Island either near the Water Tower. CIP funding requested by County ISC for next fiscal year. Landscaping around NB Bathrooms Working with DPW and Thomas and Hutton on this to see what short term and long term improvements can be done. Paving of Old Highway 80 $74,000 budget, will be part of LMIG repaving, on the agenda for December 13th 2018 Marsh Hen Trail Council Considering changes to scope of project. Update will be given at December 13th Infrasttructure Committee City Owned Building Inspection Consultant identified. Will bring to council in January or February Real Time cost for beach clean up Gathering info Shallow Wells Testing on South End Waiting on plan approval by DNR. Will be part of current permit for dune project. - 198 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 31. Shawn Gillen - High Volume Event Protocols - 199 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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 must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the 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: December 13, 2018 Item: Consideration and Adoption of Approval of High Volume Event Protocols ______________________________________ _ Explanation: As per the mediation agreement with Concerned Citizens of Tybee, we developed objective criteria for identifying high volume events. Staff has developed the objective criteria and developed special protocols for high volume events. The protocols include traffic control, safety checkpoints, increased loitering enforcement, increased police presence and surge pricing on parking rates. The City Council is requested to approve the protocols for implementation in 2019 on three separate dates. These dates include the day of the Savannah St. Patrick’s Day parade, Orange Crush, and July 4th. __________________________________________________________________________________________ Budget Line Item Number (if applicable): Paper Work: X Attached* Already Distributed ______ To Be Handed Out at Council Meeting (by Requester) ___X__ Audio/Video Presentation** ** Audio/video presentation must be submitted to the IT department at City Hall By 5:00PM the Thursday prior to the next scheduled City Council Meeting NOTE: Request will be postponed if necessary information is not provided. Submitted by: Shawn Gillen Phone / Email: 912 472-5070 / sgillen@cityoftybee.org Comments: ________________________________________________________________________________ __________________________________________________________________________________________ Date given to Clerk of Council December 6, 2018 - 200 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org - 201 - - 202 - High Volume Event Protocols - 203 - " Mediation with Concerned Citizens " Development of objective Criteria for determining when to employ special protocols " Development of protocols to improve public safety - 204 - " Analyzed Traffic Data to look for patterns that matched police call volumes, arrest data and anecdotal evidence of public safety issues " Data showed a shift in traffic patterns that matched the days that have a significant change in police call volume etc. " The traffic volume shifted to a large increase in traffic coming on the Island later in the day and leaving later in the evening - 205 - 2018 July 14 Non-Event Day 0 200 400 600 800 1000 1200 1400 July 14 2018 non event day east vs. west July 14 2018 July 14 2018 west - 206 - 2016 St Patrick’s Day 0 100 200 300 400 500 600 700 800 2016 St Pats east vs west 2016 east 2016 west - 207 - 2018 Orange Crush 0 200 400 600 800 1000 1200 1400 2018-1 O.C. east vs. west O.C. 2018-1 2018-1 west - 208 - 2017 July 4th 0 200 400 600 800 1000 1200 1400 2017 July 4 east vs west July 4 2017 east July 4 2017 West - 209 - Traffic Control •Main goal is to have access to the south end for emergency vehicles. •Park at Seven Flags will become a turnabout. •Access to Tybrisa will be allowed only by a right turn off of Butler NB •SB Butler past Tybrisa will be closed •Side Streets along Butler and at Park of Seven Flags will be closed. •Once Strand Parking Lot is full it will be closed off. •Tybrisa will be closed off intermittently when it is backed up. •Drivers must find a parking space, drive off the Island or get back in line at Lazaretto Creek Bridge. - 210 - Traffic Control Map - 211 - Safety Check Point •On Day of Savannah St. Patrick’s Parade •Check Point coming onto Island •On Day of Orange Crush •Check Point coming onto Island •On July 4th •Check Point going off Island after fireworks - 212 - Mobile Command Units & LPR Units •CEMA Mobile Command Unit in the 14 Street Parking Lot •Tybee Mobile Command Unit at the Tybrisa Round-A-Bout •License Plate Readers at Lazaretto Creek Bridge Going On and Off the Island •Mobile License Plate Readers on several squad cars - 213 - Increased Loitering Enforcement •For each event enforcement of loitering will be increased after dark. •Focus area will be south end area around Tybrisa and the Pier - 214 - Jersey Barricades •300 barricades •$249 per barricade •Total Cost $75,000 - 215 - French Barricade •450 barricades •$88.95 per barricade •Total Cost $40,100 - 216 - Cones •Number of Cones needed TBD - 217 - Surge Pricing for Parking 2017 CASH CREDIT TOTAL $3/Hr Surge Price Difference MARDI GRAS PARADE FEB 24 -26 $4,383.70 $31,670.00 $36,053.70 $47,505.00 $11,451.30 ST. PATRICKS DAY MARCH 17 -19 $4,352.10 $27,458.00 $31,810.10 $41,187.00 $9,376.90 EASTER APRIL 14 -16 $6,851.00 $46,692.00 $53,543.00 $70,038.00 $16,495.00 MOTHERS DAY MAY 12 -16 $8,117.05 $56,930.00 $65,047.05 $85,395.00 $20,347.95 MEMORIAL DAY MAY 26 -29 $11,337.60 $95,242.00 $106,579.60 $142,863.00 $36,283.40 JUNE WEEKEND JUNE 16 18 $7,473.20 $58,678.00 $66,151.20 $88,017.00 $21,865.80 JULY 4TH JULY 1 -4 $9,855.35 $96,534.00 $106,389.35 $144,801.00 $38,411.65 JULY WEEKEND JULY 21 -23 $7,651.60 $62,834.00 $70,485.60 $94,251.00 $23,765.40 AUG. WEEKEND AUG 18 -20 $5,862.05 $43,330.00 $49,192.05 $64,995.00 $15,802.95 COLUMBUS DAY OCT 6 -9 $3,237.05 $28,232.00 $31,469.05 $42,348.00 $10,878.95 $616,720.70 $821,400.00 $204,679.30 Total Surge Impact $204,679.30 - 218 - P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749 (866) 786-4573 – FAX (866) 786-5737 www.cityoftybee.org Backup material for agenda item: 32. Shawn Gillen - Memorial Park Ad Hoc Committee City Council Presentation - 219 - MAYOR Jason Buelterman CITY COUNCIL Barry Brown, Mayor Pro Tem John Branigin Wanda Doyle Julie Livingston Monty Parks Shirley Sessions 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 must be submitted to the Clerk of Council by 5:00PM the Thursday prior to the 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: December 13, 2018 Item: Consideration and Adoption Memorial Park Ad Hoc Committee Concept Plan for Memorial Park ______________________________________ _ Explanation: The Memorial Park Ad Hoc Committee has completed its work of reviewing all past plans for Memorial Park and have developed a concept plan for Memorial Park. The Council is requested to approve the plan Budget Line Item Number (if applicable): Paper Work: Attached* Already Distributed ______ To Be Handed Out at Council Meeting (by Requester) ___X__ Audio/Video Presentation** ** Audio/video presentation must be submitted to the IT department at City Hall By 5:00PM the Thursday prior to the next scheduled City Council Meeting NOTE: Request will be postponed if necessary information is not provided. Submitted by: Shawn Gillen Phone / Email: 912 472-5070 / sgillen@cityoftybee.org Comments: ________________________________________________________________________________ __________________________________________________________________________________________ Date given to Clerk of Council December 6, 2018 - 220 - Memorial Park Ad Hoc Committee Memorial Park Conceptual Plan - 221 - Committee Members •Shawn Gillen (Chair) •Jackson Butler •Sarah Jones •Hayley Hill •Chantel Morton •Angela Hudson •George Shaw •Sharon Shaver (Staff) •The Committee met monthly from May 10th until November 16th - 222 - " Committee was tasked with reviewing all past plans for Memorial Park, develop a new plan for Memorial Park, and develop concepts for new government facilities within the planned layout of the park " Committee developed a conceptual plan for Memorial Park that takes these past plans into account and bring a cohesiveness and uniformity to the layout of Memorial Park. " Committee developed concepts for government facilities expansion and upgrade within the Memorial Park campus. - 223 - " Memorial Park plan is only a concept. Details of improvements and landscaping will change as projects progress. " Government Facility plan is only a concept. Details of location and architectural look will change as projects progress. " Projects do not need to be done all at once. " Timeline for construction of Fire Facility and City Hall annex align with the next SPLOST. - 224 - Plan Concept includes: •Remodeling of interior and exterior of City Hall •Additional office space to be constructed adjacent to City Hall (City Hall Annex) •Additional bays, office space and sleeping quarters at Fire Station. •Reserving of Current Fire Station space, and sleeping quarters for flex space. •Reserves old school building and footprint for future educational facility •Reserves space for expansion of YMCA facilities - 225 - Plan Concept includes: •Expansion of useable green space by redoing drainage •Extends sidewalk from War Memorial along Gymnasium to connect with current bike path •Interactive Fountain near pavilion •Curb and gutter along perimeter of park •Pervious surface for parking •Reworking of landscaping to provide a cohesiveness to the park - 226 - - 227 - - 228 - - 229 - - 230 - - 231 - - 232 - - 233 - - 234 - - 235 - - 236 - - 237 - - 238 - - 239 - - 240 - - 241 - - 242 - - 243 - City Council Action Requested •Accept and Adopt the updated Memorial Park Plan Concept •Acceptance and Adoption of the plan concept does not commit funding to any part of the plan. •Funding for projects within the scope of the plan concept would have to be approved individually by the City Council. - 244 -