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HomeMy Public PortalAbout20040630SCMeeting1 1 1 @ @ITEM 2004 -06 -30 Minutes of Special. Called City Council Meeting Mayor Pro Tem Jason Buelterman called the June 30, 2004 Special Meeting to order. Those attending, in addition to Buelterman, were Paul Wolff, Shirley Sessions, Eddie Crone and Mallory Pearce. Bob Thomson, City Manager, and Edward Hughes, City Attorney, were also present. Buelterman said the only item on the agenda was the purchase of 3 aerators for the Water /Sewer Department. Mayor Pro Tem Jason Buelterman said he would ask City Manager, Bob Thomson, to explain what the equipment is and why it is necessary. Thomson said we have an opportunity to pay all of $192,210 except about $46,000. He said Chris Lightle, Auditor, said we could use the balance of $96,582 from the SRF loan, a renewal extension fund of $46,000 and the State Revolving Fund. Thomson said once the 3 aerators are installed, we could use the Aid to Construction Fund from the Water /Sewer Operating Budget. Thomson said the difference is $46,627.50. Buelterman asked what purpose did these aerators serve. Mark Williams, Director of the Water /Sewer Department, showed Council pictures of the proposed aerator, which is on loan to us, and a 1974 Model, which is what is in use now. He said the difference is the agitation that the newer one produces. Williams said the new ones are made of stainless steel and that the older models have had to be sleeved twice. He said we have gotten a lot more than the proposed life from the old aerators. He said he has asked for tops and a bridge between the new models for easier maintenance. Williams explained the requirements from EPD and said if we were to lose the aerator on loan, we would not meet these requirements. Bill Lovett, from Hussey, Gay, Bell & DeYoung, explained that these aerators put oxygen into the sewage and this oxygen is what actually breaks it down. Lovett explained to the Council that updates to the Treatment Plant were completed under budget. Mike Gibboni, former Director of Water /Sewer, had planned to replace the aerators at a rate of one per year. Sessions said she had reviewed the minutes from the September 25, 2003 Council Meeting and read where Lovett had said that there was a balance on the loan of $97,000. She said that Lovett had asked the Council if they wanted to buy the much- needed aerators for $37,000 each with that money, or let it go back into the loan. Sessions said she did not read where Council voted on the proposal and so no action was taken. Sessions said we are going to pay half of the amount. Lovett said he didn't know where the $37,000 came from. Then after the installation the City would pay the balance. Lovett said delivery would take 5 -6 weeks and the City will do the installation. Bill Lovett said that in May 2004, he sent a letter saying the price was $187,500 plus 6% sales tax for a total of $198,750. He said you have $96,582.50 available which means $102,167.50 will have to come out of the City's pocket. Thomson said there is $46,000 in the extension fund. Bob said we only have about $46,000 to have to come up with. 1 of 3 1 1 1 Lovett said it is going to cost about $100,000 to the City to do this. Lovett said it will cost more if you do one a year. Hughes asked who had the actual ATI, stating what the company would do for us. He said he wants to make sure someone has it. Buelterman said he had the copy. Hughes said the reason for the urgency on this is that steel prices will go up tomorrow at the end of the quarter, according to an ATI spokesman. Sessions asked Lovett and Thomson to clarify the loan amount of $97,000 and asked if we were using this. Lovett said yes, when the invoice is received, send it to SRF and they will apply that balance to the invoice. Buelterman asked Thomson to go over the amounts and where the money is for clarification. Thomson said $96,108 in SRF loan, $46,000 in loan extension fund and $46,000 from the Water /Sewer Operating Budget from the Aid to Construction collections. Thomson said that would leave a Budget Adjustment of about $46,000. Wolff said he would like to make sure the Budget Adjustment is made and suggested it be done tonight. Sessions asked about the 2 bids that were received and if they included the additional walkways and the other things that were added. Thomson said they did not include the walkways and the covers. Sessions said that this is another bad example of trying to make a decision without all of the information. She said the price goes up tomorrow and we sit here tonight making a decision. Sessions asked what could we do to prevent this in the future. She asked if we had in writing the actual amount. Thomson said if this is high, we could come back and adjust the budget downward. Hughes said he would like to know what we are going to pay Lovett said based on the June quote, the price of the aerators is $177,450; the walkways are $14,580, for a total of $192,030. He said sales tax of 6% is $11,521.80. Lovett said this would be a grand total of $203,551.80. Sessions asked if that price included any add on fees such as shipping, delivery administration fees. She also asked if the equipment had any warranties. Lovett said it had a 2 -year warranty. Lovett said it would take 12 to 14 weeks for delivery. He said that price is locked in, however it does not include any electric cable power supply. But, he said, you already have those. He said it would be a matter of unplugging the old ones and plugging in the new ones. Sessions asked about the company and how long it had been in business. Lovett said it was a good company but he didn't know how long it had been in business. Lovett said the company is holding the price even though the proposal said it was only good through June 14, 2004. 2 of 3 1 1 Pearce motioned to purchase the 3 aerators for the quoted price of $192,030. Hughes said to include the remaining balance to come out of the revolving fund, aid to construction, the balance of the loan and necessary budget adjustments. Wolff seconded the motion. Crone asked if that were the bottom line and that there would be no surprises down the line. Lovett said that was the bottom line. Vote was unanimous. Buelterman said that was the only item on the agenda and there was no further business. Sessions motioned to adjourn, Wolff seconded. Vote was unanimous to adjourn. Diane Sikes Clerk of Council Jason Buelterman Mayor Pro Tem 1 1 1 STATE OF GEORGIA ) COUNTY OF CHATHAM ) AFFIDAVIT PERSONALLY appeared before the undersigned attesting officer, duly authorized to administer oaths, �„(J, who after being duly sworn, deposes and on oath states the following: (1) I was the presiding officer of a meeting of the Tybee Island City Council held on the 2- day of (2) That it is (3) 2004. understanding that O.C.G.A. ' 50- 14 -4(b) provides as follows: When any meeting of an agency is closed to the public pursuant to subsection (a) of this Code section, the chairperson or other person presiding over such meeting shall execute and file with the official minutes of the meeting a notarized affidavit stating under oath that the subject matter of the meeting or the closed portion thereof was devoted to matters within the exceptions provided by law and identifying the specific relevant exception. The subject matter of the closed meeting or closed portion of the meeting held on the , 2004, which was closed for the purpose(s) of as allowed by O.C.G.A., Title 50, Chapter 14, was devoted to matters within those exceptions and as provided by law. (4) Any unrelated matters which were mentioned or attempted to be offered for discussion during the closed portion of the meeting were ruled out of order and not discussed. (5) This affidavit is being executed for the purpose of complying with the mandate of O.C.G.A. 1 1 . ' 50- 14 -4(b) that such an affidavit be executed. This e day of Swom to and subsc bed befo l a this e day of 10�/✓ - 2004. , '/ 44-L) Notary Public DIANE J. SIKES Notary Public, Chatham Count QA My Commission Expires July 8, 2007 g: \common \emh \14536\affiday.01 2004. /_1.4 .4■11A ayor/Presiding Officer 1 1 1 ORDINANCE NO. AN ORDINANCE TO AMEND THE CODE OF ORDINANCES CITY OF TYBEE ISLAND, GEORGIA RE: 6 -1 -14 Permit Fee for Wells and Procedure WHEREAS, the duly elected governing authority of the City of Tybee Island is the Mayor and Council thereof; and WHEREAS, the governing authority is empowered to enact Ordinances for the general welfare and act to promote and to protect the safety, health, peace, security, good order, comfort, convenience and general welfare of the City and its inhabitants; and IT IS HEREBY ORDAINED by the Mayor and Council of the City of Tybee Island, in open meeting, duly assembled that the Code of Ordinances, 6 -1 -14 be amended so as to provide as follows: 6 -1 -14 Permit Fee for Wells and Procedure (1) The permit fee for sinking a well is $25.00 for inspection to ascertain that the well is not connected to the City water system. (2) Applicant should contact City Hall for a permit and show the proposed location of the well on a scale drawing of the property verifying that the well is on the applicant's property and not the City right of way. (3) Every effort shall be made to pump above the flood stage, however, if the applicant's property is extremely low lying, a two foot platform will be sufficient. (4) The shallow well system shall, in no way, be connected to the water supply running to a residence, as shallow well water is for outdoor use only. 1 1 1 (5) Signs shall be posted at each tap served by the well, stating that the water is not potable and this includes outdoor showers. (6) The applicant shall notify the Tybee Island Inspections Department for an inspection after installation to ensure compliance with the necessary requirements. (7) If there is a separate meter for irrigation, the City will repurchase the meter for $350.00 for a 1/4 inch meter or $520.00 for a 1 inch meter. ADOPTED THIS — DAY OF , 2004. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: SECOND READING: ENACTED: G: \COMMON \EMH \14\14536 \17 ORDINANCES2004 \Wells - Outdoor use 07.07.04 1 1 R E S O L U T I O N WHEREAS, the fiscal year of the City of Tybee Island begins on January 1 and ends on December 31; and WHEREAS, Title 3 of the Code of Ordinances for the City of Tybee Island, Georgia, and specifically Section 3 -2 -11 provides in part that the millage rate for annual ad valorem tax upon all real and personal property within the City shall be established each year by Resolution of the Mayor and Council; and WHEREAS, the Mayor and Council desire to set the millage rate for the year beginning January 1, 2004 and ending December 31, 2004 in compliance with the terms of the laws of Georgia and the Ordinances of this City; NOW, THEREFORE, BE IT RESOLVED by the Mayor and Council of the City of Tybee Island, in open meeting assembled, that the millage rate of the iscal year January 1, 2004 through December 31, 2004 be set at ADOPTED this C2 day o Mayor Walter W. Parker Clerk of Counci 1 1 1 STATE OF GEORGIA COUNTY OF CHATHAM ) AFFIDAVIT PERSONALLY appeared before the undersigned attesting officer, duly authorized to administer oaths, . who after being duly sworn, deposes and on oath states the following: (1) I was the presiding officer of a meeting of the Tybee Island City Council held on the c:32,9 d- day of 2004. (2) That it is ..y understanding that O.C.G.A. 50- 14 -4(b) provides as follows: When any meeting of an agency is closed to the public pursuant to subsection (a) of this Code section, the chairperson or other person presiding over such meeting shall execute and file with the official minutes of the meeting a notarized affidavit stating under oath that the subject matter of the meeting or the closed portion thereof was devoted to matters within the exceptions provided by law and identifying the specific relevant exception. The subject matter of the closed meeting or closed portion of the meeting held 011 the f 1. , 2004, which was closed for the purpose(s) of (3) as • owed b O.C.G.A., Title 50, Chapter 14, was devoted to 4 _if matters within those exceptions and as provided by law. (4) Any unrelated matters which were mentioned or attempted to be offered for discussion during the closed portion of the meeting were ruled out of order and not discussed. (5) This affidavit is being executed for the purpose of complying with the mandate of O.C.G.A. 1 ' 50- 14 -4(b) that such an affidavit be executed. This ff o Sworn to and subscribed befo e this 4day of >. _ 2004. Notary Public DtANE J. SIKES Notary Public, Chatham Counts GA My Commission Expires July 8, 2007 g: \common \emh \14536\af iday.01 2004. ayor/Presiding Officer