HomeMy Public PortalAbout20211014RedactedPacket.pdfMAYOR CITY MANAGER
Shirley Sessions Dr. Shawn Gillen
CITY COUNCIL CLERK OF COUNCIL
Barry Brown, Mayor Pro Tem Jan LeViner
John Branigin
Jay Burke CITY ATTORNEY
Nancy DeVetter Edward M. Hughes
Spec Hosti
Monty Parks
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
October 14, 2021 at 6:30 PM
Please silence all cell phones during Council Meetings
Consideration of Items for Consent Agenda 6:30PM
Opening Ceremonies
Call to Order
Invocation: Susan Hill
Pledge of Allegiance
Announcements
Consideration of the approval of the minutes of the meetings of the Tybee island City Council
1. Amended Minutes, City Council Meeting, September 23, 2021
2. Special Meeting Minutes, October 5, 2021
Citizens to be Heard: Please limit comments to 3 minutes. Maximum allowable times of 5
minutes.
3. Pat Leiby: Historical Savannah Beach Black Community Research with GSU
If there is anyone wishing to speak to anything on the agenda other than the Public Hearings,
please come forward.
Consideration of Approval of Consent Agenda
Public Hearings
4. Minor Subdivision: Requesting to subdivide 3 Lots – 1517 Miller Ave. – 40008 11008 –
R-2 -1514 A & B Fifth Ave. – 40008 11022 & 023 – R-2 – Osborn & Warakomski.
5. Site Plan: 803 First St. -40019 01001 – C-2 – Jeremy Altman.
6. VARIANCE: Requesting to build in setback – 1014 Second Ave. – 40006 13005 – R-2 -
Mary Nadeau.
Consideration of Bids, Contracts, Agreements and Expenditures
7. SSI Master Agreement (TIPD). Software to replace current systems.
8. Crowder Gul : Contract renewal for Disaster Debris
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P.O. Box 2749 – 403 Butler Avenue, Tybee Island, Georgia 31328-2749
(866) 786-4573 – FAX (866) 786-5737
www.cityoftybee.org
9. Installation of Electric Vehicle Charging Stations in North Beach Parking Lot, SPLOST
Funding
10. Award of RFP 2021-761: Clarifier Rebuild
11. Water Tower Maintenance Project, $136,500
Consideration of Ordinances, Resolutions
12. First Reading: 2021-28, Sec 7-060 - Removal of Significant Trees
13. 2021-08, Resolution to modify Resolution, 2021-06, imposing moratorium on new STVR
applications so as to remove properties in C-1, C-2 and RT from the terms of the
moratorium.
14. 2021-09, Bond Resolution: Provide for the Issuance of the City of Tybee Island Water
and Sewer Revenue Bond, Series 2021
Council, Officials and City Attorney Considerations and Comments
15. Shawn Gillen: Commercial Film Production Application Revisions
Minutes of Boards and Committees
16. PC MINUTES -SEPTEMBER 20, 2021
Executive Session
Discuss litigation, personnel and real estate
Possible vote on litigation, personnel and real estate discussed in executive session
Adjournment
Individuals with disabilities who require certain accommodations in order to allow them to observe and/o r
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
“is to make Tybee Island the premier beach community in which to live, work, and play.”
THE MISSION OF THE CITY OF TYBEE ISLAND
“is to provide a safe, secure and sustainable environment by delivering superior services through responsible
planning, preservation of our natural and historic resources, and partnership with our community to ensure
economic opportunity, a vibrant quality of life, and a thriving future.”
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File Attachments for Item:
1. Minutes, City Council Meeting, September 23, 2021
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City Council Minutes, September 23, 2021
Consideration of Items for Consent Agenda
Mayor Sessions called the Consent Agenda to order at 6:30PM. Those present were Jay Burke,
Monty Parks, John Branigin, Barry Brown, Nancy DeVetter and Spec Hosti. Also attending were
Dr. Shawn Gillen, City Manager; Tracy O’Connell, Assistant City Attorney; George Shaw, Director,
Community Development; and Janet LeViner, Clerk of Council.
Mayor Sessions listed the following items on the consent agenda:
Minutes, September 9, 2021
Purchase new Garbage Truck and Budget Amendment
Award of Construction of a new roof at the Tybee Arts Association Building. Mike Kenny
Roofing Company, $28,900
Out of State Travel: Shawn Gillen, ASBPA National Coastal Conference, September 28 -
October 1, 2021, New Orleans, LA
Mayor Sessions called the regular meeting to order. All those present for the consent agenda
were present.
Opening Ceremonies
Call to Order
Invocation: Ken Williams
Pledge of Allegiance
Consideration of Boards, Commissions and Committee Appointments
June Johnson, Ethics Commission Application
Harry Trout, Ethics Commission Application
Ken Williams, Ethics Commission Application
Jan LeViner read the results of the vote by Mayor and Council (attached). Harry Trout received
the majority of votes. Monty Parks made a motion to approve Harry Trout to the Ethics
Commission. Spec Hosti seconded. Voting in favor were Nancy DeVetter, Monty Parks, John
Branigin, Jay Burke and Spec Hosti. Voting against was Barry Brown. Motion to approve 5-1.
Tybee Island Ethics Commission
Charlie Barrow: Jay Burke Complaint/Council Action. Mr. Barrow approached Mayor and
Council and stated the Ethics Commission did find there was a violation of the Ethics Code. The
Code requires the violation go before Mayor and Council for action, if any. Mr. Hosti stated he is
not in agreement with the findings of the Ethics Commission as he does not feel it was the
intention of Mr. Burke to have financial gain. Mayor Session explained there are several options:
(1) Mayor and Council adjourn to Executive Session for discussion and/or (2) discuss in public.
Mayor pro tem Brown stated Mr. Burke did not profit as a result of his comments. John Branigin
made a motion to adjourn to Executive Session. Barry Brown seconded. Voting in favor were
John Branigin and Barry Brown. Those voting against were Nancy DeVetter, Monty Parks and
Spec Hosti. Motion failed, 2-3. Monty Parks stated he is in favor of a public apology from Mr.
Burke as to the findings of the Ethics Commission and also to Ms. Will. Ms. DeVetter expressed
her support in the Ethics Commission as she feels there was a clear ethics violation. She stated
she also feels it was not intentional. Nancy DeVetter made a motion to have Jay Burke publicly
apologize in response to the findings of the Ethics Commission. Monty Parks seconded.
Discussion: John Branigin stated from the standpoint that he believes Mr. Burke did not
intend anything by his statement and unfortunate that he said what he did but did create the
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perception. Mr. Branigin feels a simple apology is appropriate. Voting in favor were Nancy
DeVetter, Monty Parks, John Branigin, and Barry Brown. Voting against was Spec Hosti. Jay
Burke did not participate in the vote. Motion to have Mr. Burke apologize approved 4-1.
Jay Burke approached Mayor and Council. Mr. Burke apologized as he misspoke and is truly
sorry that he misspoke. His concern was that the movie company needed to notify all the Tybee
residents of the movie and family business. He continued, he did recuse himself from the vote
and did not vote.
Charles Barrow thanked Mayor and Council.
Invited Guests
Cheryl Branch, Executive Director, Safe Shelter for Domestic Violence Services
approached Mayor and Council. Ms. Branch gave a brief presentation regarding domestic violence
instances in Chatham County. She stated they provided 57,407 meals and the Outreach Program
assisted with 318 Protective Orders. Ms. Branch explained the two year after care program where
they provide transitional apartments. They are visiting all municipalities to engage with law
enforcement as they are first responders. She then announced the upcoming fund raiser, The
Gala, which is scheduled in November 2021. Mayor Sessions thanked Ms. Branch for her
presentation.
Citizens to be Heard:
David Baker approached Mayor and Council to speak to Noise Ordinance and Documented
Lack of Cooperation and Transparency by select City Staff. Mr. Baker stated due to a
documented lack of cooperation and transparency by select Staff over four (4) weeks regarding
three (3) original questions he asked to be clarified and were not. This is unacceptable. This
most recent time is certainly not the first documented time. He believes there is a wall of
resistance that he has experienced and I hope no other full time resident faces in the future what
could be reasonably perceive as a clearly unprofessional stonewalling and/or lack of transparency
to repeatedly avoid providing specific accurate answers as respectively requested and not. He
asked his handout be included in the record. Mayor Sessions thanked Mr. Baker.
Summey Orr approached Mayor and Council to address his Tree Appeal. Mr. Orr stated he is
before Mayor and Council to ask their permission to take down a magnolia tree that is on his
property. Documents are included in the packet this evening. Mr. Orr gave a brief update on the
situation where the magnolia tree hovers over his neighbor’s driveway and drops leaves and
creates a mess. He agreed to take the tree down, applied for a permit and the permit was denied
as the magnolia is a protected tree. He is willing to replace the tree with what Mayor and Council
recommend.
Ryan Witterson and Steve Yetman approached Mayor and Council to speak to the Movie,
Girl from Plainfield. Mr. Witterson stated it is their desire to film on October 6 – 7, 2021. They
are in the process of notifying businesses on Tybrisa, Strand, and in the direct area of the
proposed filming. With filming the parking lot and Tybrisa would be closed and turn the one way
into a two way on 18th Street. Mr. Yetman approached Mayor and Council. He stated this is his
fourth movie to film successfully on the Island.
Spec Hosti made a motion to approve the consent agenda. Monty Parks seconded. Vote was
unanimous to approve, 6-0.
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Consideration of Local Requests & Applications – Funding, Special Events, Alcohol
License
Commercial Film Production Application: Girl from Plainville, October 4 - 8, 2021. Dr.
Gillen stated the application has been reviewed with Staff and is outside the scope of
administrative approval. His concern is the closure of the parking lot and Strand Avenue all the
way to 18th Street. Mayor Sessions asked Dr. Gillen if all the businesses have been contacted
that are in that area? Dr. Gillen stated the movie company has either spoken with them or are
in the process of reaching out. Mayor Sessions then asked Dr. Gillen is there is an additional fee
for the use of the beach. Dr. Gillen responded no he has not received confirmation. Mr. Branigin
expressed his concerns with “reaching out” and having an agreement to compensate those
businesses for lost revenue is another topic. Mayor pro tem Brown agreed with Mr. Branigin and
does not feel comfortable approving the permit at this point. Mr. Yetman approached Mayor and
Council to respond to their concerns. He stated due to the DNR process as well as Chatham
County he was not able to bring this request to Mayor and Council in a timely manner. Mr.
Yetman asked for another week to gather the information from the business owners and residents
in the area. Ms. DeVetter asked Mr. Yetman how many businesses they have contacted. Mr.
Yetman stated they have identified the twenty three businesses and are in negotiations. After a
short discussion regarding notification of businesses and residents, Barry Brown made a motion
to table the approval process. Spec Hosti seconded. Vote was unanimous to approve, 6-0.
Discussion: Mayor Sessions requested there be a change to the ordinance to ensure there is a
fee for use of the beach during filming. This money would be earmarked for beach re-
nourishment. Dr. Gillen confirmed. Mayor pro tem Brown stated when they have received all the
agreements from the affected businesses and residents, there can be a Special City Council
meeting to consider approval of the permit.
Consideration of Ordinances, Resolution
Second Reading 2021-27, Section 11-100, Article 11, Change to Planning Commission
time and place. George Shaw approached Mayor and Council. He stated the proposed
ordinance will change the time and location of the Planning Commission meetings to mirror City
Council meetings. Monty Parks made a motion to approve. Spec Hosti seconded. Vote was
unanimous to approve, 6-0.
Council, Officials and City Attorney Considerations and Comments
Barry Brown recommended Dr. Gillen instruct Code Enforcement Officers to stop
giving Warnings for Noise Ordinance Violations and issue citations. In this way the three
strike rule can be in effect. Mr. Branigin recommended Code Enforcement Officers be able to use
their discretion in issuing warnings and citations. Mayor pro tem Brown agreed with Code
Enforcement Officers giving warnings by using their discretion. Mr. Hosti recommended after
three warnings are received, the property owner would receive a citation and in that way there
would be accountability. Dr. Gillen explained the process of issuing a warning/citation in as much
as the guest is given a warning, this is logged and complied at the end of the shift and reported
to Mayor and Council the next day. Ms. DeVetter asked Dr. Gillen if the three (3) Strike Disorderly
House Rule, does that require a citation and conviction or is a warning sufficient to be a strike.
Dr. Gillen responded, unless it is an Administrative Citation, then it is an immediate strike.
Barry Brown asked Mr. Gulbronson if there have been updates on Jaycee Park, Soccer Field.
Mr. Hosti stated he met with individuals that build soccer fields and they took a soil sample to do
a compaction test to ensure the Park would be suitable for a soccer field. Mr. Gulbronson
approached Mayor and Council. He stated he has not seen an estimate for the sports turf as of
yet. Mayor pro tem Brown stated there are several options for the field and sports turf is just
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one of them. Mr. Hosti stated the field could be rented out which would pay for the sports turf
and maintenance of the field. Mr. Parks concurred.
George Shaw: Tree Permit Appeal. Mr. Shaw approached Mayor and Council and stated
the petitioner applied for a tree removal application and after an inspection by the Arborist, the
tree was found healthy and on the significant tree list as in the Ordinance. As removal of the
tree does not come under the guidelines of the Ordinance, the permit was not issued. Mayor pro
tem Brown asked Mr. Shaw what kind of replacement tree would have to be planted in the
magnolias place. Mr. Shaw responded “one or more trees of like species of equal or greater size”.
Spec Hosti made a motion to approve the appeal. Monty Parks seconded. Discussion: Mr.
Parks recommended replacing the tree with a pine tree. Ms. DeVetter recommended a revised
ordinance be sent to the Planning Commission for their recommendations regarding like trees
and mitigation. Mr. Shaw asked for clarification for Staff and asked the motion include the
petitioner can replace the magnolia with a tree from the significant tree list. Mr. Hosti confirmed.
Mr. Hosti restated his motion: Approve the appeal and with the understanding the replacement
tree will be taken from the list of significant tree list. Monty Parks accepted his motion. Voting
in favor were Nancy DeVetter, Monty Parks, Barry Brown, Jay Burke and Spec Hosti. Voting
against was John Branigin. Vote to approve, 5-1.
Monty Parks made a motion to adjourn to Executive Session to discuss Real Estate and
Litigation. Spec Hosti seconded. Vote was unanimous to approve., 6-0
Monty Parks made a motion to return to regular session. John Branigin seconded. Vote was
unanimous to approve, 6-0.
Barry Brown made a motion to adjourn. John Branigin seconded. Vote was unanimous to
approve, 6-0.
Meeting adjourned at 9:10PM.
______________________________
Janet R. LeViner, MMC
Clerk
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File Attachments for Item:
2. Special Meeting Minutes, October 5, 2021
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Special Meeting, City Council Minutes, October 5, 2021
Mayor Sessions called the Special City Council meeting to order at 5:30PM. Those present were
Jay Burke, Monty Parks, John Branigin, and Barry Brown. Also attending were Dr. Shawn Gillen,
City Manager and Janet LeViner, Clerk of Council.
Consideration of Local Requests & Applications – Funding, Special Events, Alcohol
License
Commercial Film Production Application: Girl From Plainville, October 4 - 8, 2021.
Mayor Sessions explained this request was original heard on September 23, 2021 and deferred
for a lack of information regarding businesses and residents being notified of the filming dates.
Dr. Gillen stated the production company has received signed agreements from businesses and
residents affected by the closure of streets due to the filming. The dates for production are now
October 12 – 13, 2021. John Branigin made a motion to approve the Commercial Film
Production Application. Monty Parks seconded. Vote was unanimous to approve, 4-0.
Monty Parks made a motion to adjourn. John Branigin seconded. Vote was unanimous to
approve, 4-0.
Meeting adjourned at 5:45 PM.
______________________________
Janet R. LeViner, MMC
Clerk
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File Attachments for Item:
4. Minor Subdivision: Requesting to subdivide 3 Lots – 1517 Miller Ave. – 40008 11008 – R-2 -
1514 A & B Fifth Ave. – 40008 11022 & 023 – R-2 – Osborn & Warakomski.
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File Attachments for Item:
5. Site Plan: 803 First St. -40019 01001 – C-2 – Jeremy Altman.
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DAVIS ENGINEERING
PO Box 1663 Tybee Island, Georgia 31328
September 13, 2021
George Shaw, Director of Community Development
City of Tybee Island
P.O. Box 2749
Tybee Island, GA 31328 Phone (912) 786-4573 Fax: (912) 786-9539
RE: 803 1st St.
Dear Mr. Shaw:
My review is limited to land development activities. I have not attempted to duplicate the work of the Planning
Commission or City staff with regard to setbacks, density, zoning, tree protection or subdivision regulation
issues.
Within the scope of my design review, to the best of my knowledge and belief, it is my opinion the proposed
work complies with the drainage requirements of the Land Development Code of the City of Tybee Island.
Any recommendations do not relieve the project of the requirement to obtain any other required permits,
approvals, etc… by the GA D.O.T. (currently under review) or other governmental body or authority having
jurisdiction over any portion of this project.
Please contact me if you have any questions on this matter
Sincerely,
Downer K. Davis, Jr., P.E. 2220210B__
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File Attachments for Item:
6. VARIANCE: Requesting to build in setback – 1014 Second Ave. – 40006 13005 – R-2 - Mary
Nadeau.
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File Attachments for Item:
7. SSI Master Agreement (TIPD). Software to replace current systems.
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File Attachments for Item:
8. Crowder Gulf : Contract renewal for Disaster Debris
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jGlJLF
FEE SCHEDULE
City of Tybee ls.land, GA
RFP No. 2019-747 Standby Contract for Disaster Debris Recovery SeNices
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TASK
2
2
2
8
1
1
ATTACHMENT M
PROPOSAL FORM -DISASTER
ITEM DESCRIPTION
Eligible ROW Disaster Damaged Vegetative Debris Removal
Work consists of collection and transportation of Eligible
vegetative debris on the Public or Private Property ROW to a
City approved Temporary Staging Site (TSS} or City designated
Final Disposal Site (FDS}.
Minor Disaster (Tornado\Category 1 -2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
TSS Management and reduction of Vegetative Disaster Debris
Through Open or Enhanced (Force Air) Burning
Work consists of management and operation of TSS locations
for the reduction of Eligible disaster related debris though air
curtain incineration. Haul out of Ash from OMS to Final Disposa l = $S .25 /
Minor Disaster (Tornado\Category 1-2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
Haul-out of Vegetative Disaster Damaged Debris Through
Grinding to a City Designated Final Disposal Site. Work consists
of loading and transporting reduced Eligible disaster related
debris at a City approved TSS locations to a City designated
Final Disposition Site. Tipping fees shall be a pass through to
the City. This r ate includes miles 0-30. Fo r mi les over 30, please add
~n 14 /a/ Mil"
Minor Disaster (Tornado\Category 1-2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
TSS Management and Reduction of Vegetative Disaster Debris
through grinding. Work consists of management and operation
of TSS locations for the reduction of Eligible disaster related
debris though grinding.
Minor Disaster (Tornado\Category 1 -2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
Eligible ROW Disaster Debris Construction & Demolition Debris
Removal. Work consists of collection and transportation of
eligible C&D debris on the City ROW to a City designated Final
Disposal Site.
Minor Disaster (Tornado\Category 1 -2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
TSS Management and reduction of Construction & Demolition
D' D b . Th h G . d. or &&mtltction · f 1saster e ns roug rin ing. o consists o
management and operation of TSS locations for the reduction
of Eligible disaster related debris though grinding
Minor Disaster (Tornado\Category 1-2 Hurricane)
Major Disaster (Category 3-4 Hurricane)
ESTIMATED
QUANTITIES
Estimated
Quantity
Per Cubic
Yard
200,000
1,000,000
Estimated
Quantity
Per Cubic
Yard
Cf
200,000
1,000,000
Estimated
Quantity
Per Cubic
Yard
200,000
1,000,000
Estimated
Quantity
Per Cubic
Yard
200,000
1,000,000
Estimated
Quantity
Per Cubic
Yard
50,000
300,000
Estimated
Quantity
Per Cubic
Yard
50,000
300,000
NOT E: For al l line items, Tippi ng / Disposal Costs will be a pass through Cost to cl ie nt at no mar k up.
UNIT
PRICE TOTALS
$ Per
Cubic Total
Yard
$8.00 $1,600,000.00
1S7 .40 $7,400,000.00
$ Per
Cubic Total
Yard
$2.60 $520,000.00
$2 .60 $2,600,000.00
$ Per
Cubic Total
Yard
$2.95 $590,000.00
$2.95 $2,950,000.00
$ Per
Cubic Total
Yard
$4.60 $920,000.00
$4.60 $4,600,000.00
$ Per
Cubic Total
Yard
$8 .75 $437,500.00
$7.95 $2,385,000.00
$ Per
Cubic Total
Yard
$3 .80 $190,000.00
$3.80 $1,140,000.00
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This rate
i ncludes miles
0-30. For
miles over 30,
please add
$0 .14 /CY /
Mile.
Haul out of Construction & Demolition Disaster Debris Reduced Estimated by Grinding to a City Designated Final Disposal Site. Work Quantity consists of loading and transporting reduced Eligible disaster at Per Cubic
1 a City approved location to a City Designated Final Disposal Yard Site. Ti pp i ng fees shall be a pass through cost to the City.
Minor Dis aste r (Tornado\Category 1-2 Hurricane) 50 ,000
Major Disaster (Category 3-4 Hurricane) 300,000
Eligible Household Hazardous Waste Removal, Transport and
Disposal. Work consists of removal, transportation and proper Estimated
3 disposal of Eligible Household Hazardous Waste (HHW) at a Quantity
permitted Hazardous Waste TSDF
liquid Type of Hazardous Waste 500
Eligible Household Hazardous Waste Removal , Transport and
Disposal. Work consists of removal, transportation and proper Estimated
3 disposal of Eligible Household Hazardous Waste (HHW) at a Quantity
permitted Hazardous Waste TSDF
Solid Type of Haza rd ous Waste 500
Eligible White Goods Disaster Debris Removal (Collect and
Haul). Work consists removal of Eligible white goods from the
ROW to a designated City approved TSS location. The Estimated
Contractor shall also be responsible for the transportation of Quantity
3 Eligible white goods from the designated City approved TSS
location to a City designated facility for recycling.
Refrigerators and freezers requiring refrigerant recovery and
decontamination 250
Washers, dryers, stoves, oven s, AC units hot water heaters 500
Eligible Electronic Scarp (E-Scrap) Item Removal. Work cons ists
of the recovery and recycling of Eligible E-Scrap su ch as Estimated
6 televisions, computers, computer monitors, and microwaves Quantity
unless otherwise specific in writing by the City.
1,000
Eligible Dead Animals. Work consists of the recovery and Estimated
7 disposal of dead animals. Quantity
300
Estimated Other Eligible Di saster Debris Removal Quantity
4 Work consists of Sand Screening -The Contractor shall screen
all sa nd to remove Eligible debris deposited as a resul t of a
natural or manmade disa ster. 25,000
GRAND TOTAL
NOTE : For all line it e ms, Tippi ng/ Di sposal Cost s will be a pa ss through Cost to cli ent at no mark up .
$ Per
Cubic Total
Yard
$4 .00 $200,000.00
$4.00 $1,200,000 .00
$ Per Total Gallon
$25 .00 $12,500 .00
$ Per Total Pound
$6.25 $3,125.00
$ Per Total Unit
$70.00 $17,500.00
$50.00 $25,000 .00
$ Per Total Pound
$10 .00 $10,000.00
$ Per Total Unit
$60.00 $18,000 .00
$ Per
Cubic Total
Yard
$14.95 $373,750.00
$27,192,375 .00
- Page 126 -Item #8.
Removal of eligible Hazardous Stumps
Work consists of removing Eligible haz.ardous stumps of more than 2 ft in $ Per
diameter or with 50% of more of its root ball exposed, and transporting resulting Stump
debris to a City Designated Final Disposal Site.
24.1 inches to 36.99 inch diameter Eligible Stump $350.00
37 inch to 48.99 inch diameter Eli gible Stump $450.00
49 in ch and larger diameter Eligible Stump $550.00
Reduction of Tree Stump Debris Through Grinding $ Per
Cubic
Work consists of reduction of eligible disaster related Tree Stump debris through Yard grinding.
$4.60
Haul-out of Stump Removal Debris Reduced by Grinding to a City $ Per
Designated Final Disposal Site Cubic
Work consists of loading and transporting reduced Eligible disaster related debris
to a City Designated Final Disposal Site. Tipping fees shall be a pass through cost to Yard
City
$2.95
Removal of Eligible Hazardous Leaning Trees and Eligible Hanging Limbs
Work consists ofremoving and disposing eligible haz.ardous leaning trees or hanging $ Per Tree
limbs
6 inch to 12 .99 inch diameter Eligible Leaning Tree $250.00
13 inch to 24.99 inch diameter Eligible Leaning Tree $500.00
25 inch to 36.99 inch diameter Eligible Leaning Tree $700.00
37 inch to 48.99 inc h diameter Eligible Leaning Tree $950.00
49 inch and larger diameter Eligible Leaning Tree $1,400.00
(Per tree) Removal of Eligible Hanging Limbs >2" $200 .00
Service Description HOURLY
RATE
Personnel & Equipment (Operator, fuel, maintenance included)
Small Loader or Large. Skid steer, (Push machine, wheeled or rubber tracked) $130.00
Knuckle boom Loader Truck (Self-Loading 25-35 CY) $130.00
Dump Truck (16 to 24 CY) $105 .00
Supervisor with Truck (1 man, will assist toss operations) $ 60.00
Operators with Chainsaw (2 or I man crew, cut and toss) $120.00
Laborer with Tools (1 man, toss) $ 40.00
Traffic Control/Safety Personnel (2 man crew, as needed) $ 60.00
Total Hourly $645.00
NOTE: For all line items, Tipping / Dis posal C osts will be a pass through C ost to client at no mark up.
NOTE for Tree Work :
CrowderGulf will offer
a rate reduction for cut
& drop only and haul
resulting debris as
regular ROW debris to
DMS .
- Page 127 -Item #8.
FEMA STUMP CONVERSION TABLE
Diamete r t o Vol ume Capicity
The quantification of the cubic yards of debris for each size of stump in the following tabl e was derived
from FEMA field studies conducted thourghout the State of Florida during the debris removal operations
following Hurricane Charley, Frances, Ivan an d Jeanne. The following formula is used to derive cubic
yards.
[(Stump Diameter, x 0 .7854 x Stump length]+ [Root Ball Diameter2 x .07854 x Root Ball Height]
46656
0.7854 is one-fourth Pi and is a constant.
46656 is used to co nvert cubic inches to cubic yard s and is a constant.
The formula used to calculate th e cubic yardage used the following, based upon findings in the field :
* Stump diameter measured two feet up from ground
* Stump diameter to root ball diameter ratio 1:3:6
* Root ball height of 31"
I Stump Diameter
11
Debris Volume
I I Stump Diameter
II
Debris Volume
(inche s) (Cubic Yards) (inches) (Cubic Yards)
6 0 .3 46 15.2
7 0 .4 47 15.8
8 0.5 48 16.5
9 0.6 49 17.2
10 0.7 so 17.9
11 0.09 51 18.6
12 1 52 19.4
13 1 .2 53 20.1
14 1.4 54 20.9
15 1.8 55 21.7
16 1.8 56 22.5
17 2.1 57 23.3
18 2.3 58 24.1
19 2.6 59 24.9
20 2.9 60 25.8
2 1 3.2 61 26.7
22 3 .5 62 27.6
23 3.8 63 28.4
24 4.1 64 29.4
25 4 .5 65 30.3
26 4 .8 66 31.2
27 5.2 67 32.2
28 5.6 68 33.1
29 6 69 34.1
30 6.5 70 35.1
31 6 .9 71 36.1
32 7.3 72 37.2
33 7.8 73 38.2
34 8 .3 74 39.2
35 8.8 75 40.3
36 9.3 76 41.4
37 9.8 77 42.5
38 10.3 78 43.6
39 10.9 79 44.7
40 11.5 80 45.9
41 1 2 81 4 7
42 12.6 82 48.2
43 13.3 83 49.4
44 13.9 84 50.6
45 14.5
- Page 128 -Item #8.
- Page 129 -Item #8.
- Page 130 -Item #8.
- Page 131 -Item #8.
- Page 132 -Item #8.
Disaster Recovery & Debris Management
Contact Information
DISASTER ADMINISTRATION OFFICE (DAO)
5629 COMMERCE BOULEVARD EAST
MOBILE, ALABAMA 36619
24 Hours / 7 Days a Week
800-992-6207 Phone
251-459-7433 Fax
In the event of activation please contact the Disaster
Administration Office (DAO) first 800-992-6207
Please ask for Ashley Ramsay-Naile.
Official Notices should be sent to
DAO address, DAO fax or jramsay@crowdergulf.com
Ashley Ramsay-Naile
President
646-872-1548 Cell
jramsay@crowdergulf.com
John Campbell
Regional Director
859-963-8672 Cell
jcampbell@crowdergulf.com
Barrett Holmes
Regional Manager
864-569-6611 Cell
bholmes@crowdergulf.com
- Page 133 -Item #8.
Louisiana certificate form:
LDI COI 280990 01 12
No. 302_REVISED
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YY)
6/23/2021
PRODUCER
Pathway Insurance Group, LLC
753 Nichols Avenue
Fairhope, AL 36532
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND
CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE
AFFORDED BY THE POLICIES BELOW.
COMPANIES AFFORDING COVERAGE
COMPANY
A THE GRAY INSURANCE COMPANY
INSURED
CrowderGulf, LLC
5629 Commerce Blvd. E
Mobile, AL 36619
COMPANY
B
COMPANY
C
COMPANY
D
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
CO
LTR
TYPE OF INSURANCE
POLICY NUMBER
POLICY EFFECTIVE
DATE (MM/DD/YY)
POLICY EXPIRATION
DATE (MM/DD/YY)
LIMITS
A
GENERAL LIABILITY
XSGL-074436 8/1/2019 7/1/2022
GENERAL AGGREGATE Unlimited
X COMMERCIAL GENERAL
LIABILITY
PRODUCTS – COMP/OP AGG $3,000,000.00
PERSONAL & ADV INJURY $1,000,000.00
OWNER’S & CONTRACTOR’S PROT EACH OCCURRENCE $1,000,000.00
FIRE DAMAGE (Any one fire) $100,000.00
MED EXP (Any one person) $5,000.00
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000.00
X ANY AUTO BODILY INJURY
X ALL OWNED AUTOS (Per person)
SCHEDULED AUTOS BODILY INJURY
A X HIRED AUTOS XSAL-075438 8/1/2019 7/1/2022 (Per accident)
X NON-OWNED AUTOS PROPERTY DAMAGE
GARAGE LIABILITY
AUTO ONLY – EA ACCIDENT
ANY AUTO OTHER THAN AUTO ONLY
EACH ACCIDENT
AGGREGATE
A
EXCESS LIABILITY
GXS-100064 7/1/2021 7/1/2022
EACH OCCURRENCE $4,000,000.00
UMBRELLA FORM AGGREGATE $4,000,000.00
X OTHER THAN UMBRELLA
FORM
A
WORKER’S COMPENSATION AND
GWC-071166 8/1/2019 7/1/2022
X WC STATU-
TORY LIMITS
OTH
ER
EMPLOYERS’ LIABILITY EL EACH ACCIDENT $1,000,000.00
THE PROPRIETOR/ EL DISEASE – POLICY LIMIT $1,000,000.00
PARTNERS/EXECUTIVE X INCL EL DISEASE – EA EMPLOYEE $1,000,000.00
OFFICERS ARE: EXCL
OTHER
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS
The certificate holder is an additional insured on all policies except Workers’ Compensation and is provided a Waiver of Subrogation, all if required by written contract. The above insurance policies shall be
primary and noncontributory to any other insurance policies maintained by the certificate holder, if required by written contract.
RFP No. 2019-747, Standby Contract for Disaster Debris Recovery Services
CERTIFICATE HOLDER CANCELLATION
2523#302
City of Tybee Island
Finance Department
P O Box 2749
Tybee Island, GA 31328
In the event of cancellation by The Gray Insurance Company and if required by written
contract, 30 days written notice will be given to the Certificate Holder.
AUTHORIZED REPRESENTATIVE
GCF 00 50 01 01 12 THE GRAY INSURANCE COMPANY
- Page 134 -Item #8.
CERTIFICATE OF INSURANCE Page 2
THE GRAY INSURANCE COMPANY
The below coverages apply if the corresponding policy number is indicated on the previous page.
A. Commercial General Liability
General Liability Policy Includes:
Blanket Waiver of Subrogation when required by written contract.
Blanket Additional Insured when required by written contract.
Primary Insurance Wording Included when required by written contract.
Broad Form Property Damage Liability including Explosion, Collapse and Underground (XCU).
Premises/Operations
Products/Completed Operations
Contractual Liability
Sudden and Accidental Pollution Liability
Occurrence Form
Personal Injury
“In Rem” Endorsement
Cross Liability
Severability of Interests Provision
“Action Over” Claims
Independent Contractors coverage for work sublet
Vessel Liability - Watercraft exclusion has been modified by the vessels endorsement on scheduled
equipment.
General Aggregate applies per project or equivalent.
B. Automobile Liability Policy Includes:
Blanket Waiver of Subrogation when required by written contract.
Blanket Additional Insured when required by written contract.
C. Workers Compensation Policy Includes:
Blanket Waiver of Subrogation when required by written contract.
U.S. Longshoremen’s and Harbor Workers Compensation Act Coverage
Outer Continental Shelf Land Act
Jones Act (including Transportation, Wages, Maintenance, and Cure),
Death on the High Seas Act & General Maritime Law.
Maritime Employers Liability Limit: $1,000,000
Voluntary Compensation Endorsement
Other States Insurance
Alternate Employer/Borrowed Servant Endorsement
“In Rem” Endorsement
Gulf of Mexico Territorial Extension
D. Excess Liability Policy Includes:
Coverage is excess of the Auto Liability, General Liability, Employers Liability, & Maritime Employers
Liability policies
Blanket Waiver of Subrogation when required by written contract.
Blanket Additional Insured when required by written contract.
- Page 135 -Item #8.
File Attachments for Item:
9. Installation of Electric Vehicle Charging Stations in North Beach Parking Lot, SPLOST Funding
- Page 136 -Item #9.
C:\Windows\TEMP\Tmpa87a.Tmp
1
City of Tybee Island
Memorandum
To: City of Tybee Island City Council Members
From: Pete Gulbronson, City Engineer/Director of Infrastructure
Date: October 6, 2021
Re: Installation of Electric Vehicle Charging Stations in North Beach Parking Lot
Background
The City of Tybee Island and Georgia Power have entered into negotiations for the installation
of a three bay electric vehicle charging station in the North Beach parking lot area. T he costs to
purchase, install, and maintain the necessary infrastructure, charging equipment of the charging
station would be covered by Georgia Power. The City of Tybee Island would be responsible for
allowing space for the charging station and for the site preparation, including concrete curb and
gutter and asphaltic surface.
Overview
The City of Tybee Island and Georgia Power had various meetings to discuss the best location
for the proposed charging station. They came up with three potential sites and also asked the
Tybee Island Historical Society for their input. Each site was based on the proposed criteria: It
needed to be highly visible, away from other parking areas, close proximity to areas of interest so
when they vehicle is being charged the owner does not have to sit in his car, and the City could
not loss any existing spots. A map showing the proposed site that was chosen is attached to this
memo.
Summary
The City of Tybee Island will fund their portion of this project through existing SPLOST funding.
Recommended Next Steps:
I would suggest that we enter into a license agreement with Georgia Power for the installation of
a three bay electric vehicle charging station in the North Beach parking lot.
- Page 137 -Item #9.
County: CHATHAM
Parcel: 40001 13008
Address: BEECHWOOD DR
Owner: TYBEE CITY OF TOWN HALL
Premise
License Area
- Page 138 -Item #9.
City of Tybee Island responsible for
removal and associated costs in
preparation for Utility installed
electric vehicle charging
infrastructure. Three (3) new
parking spaces to be created at city
expense (concrete or asphalt)
- Page 139 -Item #9.
1. NEW 75KVA 480V utility transformer
2. Secondary Electrical cabinet & Meter w/ External disconnect
3. (1) DC Fast Charger @ 62.5kW output CCS & CHADEMO connectors
4. (1) Dual Port Level2 Pedestal @ 7.2kw p/port
5. 12’ wide parking stall serving fast charger w/ Bollards
6. (2) 9’ wide parking stall serving level2 pedestal w/ wheel stops
1
2
4
5
6
3
- Page 140 -Item #9.
File Attachments for Item:
10. Award of RFP 2021-761: Clarifier Rebuild
- Page 141 -Item #10.
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1
City of Tybee Island
Memorandum
To: City of Tybee Island City Council Members
From: Pete Gulbronson, City Engineer/Director of Infrastructure
Date: October 6, 2021
Re: Award of RFP 2021-761: Clarifier Rebuild
Background
The City of Tybee Island requested proposals for the complete rehabilitation of one Walker
Process Clarifier Type SWP-FRST, which is 50-foot in diameter and has a depth of 15 feet. The
existing access bridge, hand railing, grating, and weir troughs will be reused.
The City advertised for bids, held a pre-bid meeting on Tuesday September 21, 2021, and
proposals were due on Tuesday October 5, 2021 at 2:00 PM.
Overview
The City received two (2) proposals and a both contractors acknowledged the addendum in their
submittals. Once the proposals were received, the proposal evaluation team of Pete Gulbronson,
Stan Bearden, and Shari Haynes independently scored the responses. Their scoring matrixes
are attached.
The team evaluated the proposals on six different criteria including the ability to meet the
specifications, schedule, quality of references, total cost, warranty, and how well the proposal was
completed. The ability to meet the requirements of the proposal and schedule of work were large
factors in the awarding of this project.
Summary
Funding for this project is in the upcoming Water/Sewer Revenue Bond under account number
505-00-11-7300, with a budget of $500,000.
Recommended Next Steps:
I would recommend the award of this project to Southern Civil, LLC in the amount of $359,563.00.
- Page 145 -Item #10.
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REQUEST FOR PROPOSAL
RFP NO. 2021-761
CLARIFIER REBUILD
PROPOSAL DUE: TUESDAY, OCTOBER 5, 2021 by 2:00pm
PRE-PROPOSAL MEETING: SEPTEMBER 21, 2021 AT 1:00PM
CITY OF TYBEE ISLAND, GEORGIA
SHIRLEY SESSIONS, MAYOR
BARRY BROWN, MAYOR PRO TEM SPEC HOSTI
MONTY PARKS NANCY DEVETTER
JOHN BRANIGIN JAY BURKE
The following documents are contained in and made a part of this RFP Package, and are required to
be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and sign,
where indicated, and return these documents with the Proposal. FAILURE TO DO SO MAY BE
CAUSE FOR DISQUALIFICATION OF THE PROPOSER
INTRODUCTION
SPECIFICATIONS AND REQUIREMENTS
INSTRUCTIONS TO PROPOSERS
GENERAL INFORMATION
PROPOSAL AND PERFORMANCE BOND
EVALUATION CRITERIA
ATTACHMENTS: A. SIGNATURE SHEET; B. CONTRACTOR AFFIDAVIT; C.
SUBCONTRACTOR AFFIDAVIT; D. SAVE AFFIDAVIT; E. W-9/VENDOR INFORMATION;
F. DEBARMENT CERTIFICATION; G. PROPOSAL SHEET; H. CHECKLIST
INTRODUCTION
This is a request for proposals to supply the City of Tybee Island, Georgia (sometimes hereinafter
referred to as “Owner”) with services as indicated herein.
The City of Tybee Island is seeking proposals for the complete rehabilitation of one Walker Process’s
50 feet in diameter, 15 feet deep Clarifier, Type SWP-FRST. We will reuse the existing access bridge,
hand railing and grating as well as the weir troughs. The existing concrete tank will also be reused.
Electrical controls will be reused as well. This equipment is proprietary from Walker Process’s.
Sealed proposals must be received by 2:00pm local time, on October 5, 2021. The City of Tybee
Island reserves the right to reject any or all proposals. - Page 147 -Item #10.
A mandatory pre-proposal meeting will be held on Tuesday, September 21, 2021, at 1:00pm in
the Tybee Island Public Safety Building (78 Van Horn, Tybee Island). Interested vendors are
required to attend in order to be eligible to submit a proposal.
The City of Tybee Island is seeking proposals for the complete rehabilitation of one Walker Process
Clarifier; Type SWP-FRST, 50 feet in diameter, 15 feet deep. The City will reuse the existing access
bridge, hand railing and grating as well as the weir troughs. The existing concrete tank will also be
reused. Electrical controls will be reused as well. This equipment is proprietary from Walker Process’s.
METHOD OF AWARD: If the City of Tybee Island awards a contract as a result of this RFP, it will be
awarded to the responsible proposer deemed able to provide the best value for the City. The award
will be based on price among other factors as specified in this RFP. The City reserves the right to
select the proposer which best meets the City’s goals and objectives, needs, budget constraints, and
quality levels, as well as its educational and service level expectations. The City reserves the right to
award a contract to one or multiple vendors, and for one or all specifications. The city will not agree
to any proposal or contract that will limit the contractor’s obligation to pay only up to the amount of
the fee to be charged.
Signature of proposer indicates understanding and intended compliance with the terms of this request,
the requirements herein, and any subsequent award or contract. All specifications, conditions, and
representations made in this request will become an integral part of the contract. Nothing contained
within this RFP is indicative of intent by the City of Tybee Island to reimburse the proposer, in whole
or in part, for any costs associated with preparation, submission, or presentation of proposals.
Instructions for preparation and submission of a proposal are contained in this RFP package. Please
note that specific forms for submission of a proposal are required.
The City of Tybee Island has an equal opportunity purchasing policy to assure all procurement
procedures are conducted in a manner that provides maximum open and free competition. The City
seeks to ensure that all segments of the business community have access to supplying the goods and
services needed by the City. The City provides equal opportunity for all businesses and does not
discriminate against any persons or businesses regardless of race, color, religion, age, sex, national
origin or handicap.
The City of Tybee Island is seeking a proposal package for services or materials equal to or exceeding
specifications set forth on the attached pages. Those not meeting these standards will be rejected. The
attached material specifications become and remain a part of this RFP.
All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports,
charts, displays, schedules, exhibits and other documentation by the proposers will become the
property of the City when received. The City retains the right to use any or all ideas presented in any
response to this RFP, whether amended or not. Selection or rejection of the proposal does not affect
this right.
SPECIFICATIONS AND REQUIREMENTS
This RFP is for all parts and labor and must include the following items at a minimum:
1. Spur Gear Drive. Model 28H6 with overload and shear pin protection, 3/60/230-460 volt gear
motor with continuous output torque of 6,250 ft-lbs.
2. Diffusion Well. 10’-0” diameter x 4’-6’ deep x 3/16” carbon steel
3. Influent Well. 16’-0” diameter x 7’ high carbon steel
4. Drive Cage. Minimum thickness is ¼” - Page 148 -Item #10.
5. Sight Box. ¼” carbon steel, complete with center pier seal and individual suction tube
controllers
6. Center Pier and Sludge Withdrawal Pipe. 20” OD x 1/4 “wall steel center pier x ¼” wall
steel return sludge pipe with draw band for connection of return sludge pipe in pier to piping
under slab. Access manway at bottom of pier
7. Collector Arms. Two structural steel members, truss type with fixed flights and adjustable
squeegees and sections rigidly braced to transmit the full torque of the drive unit. Each arm
will be furnished with 4” diameter PVC suction tubes, with each tube terminating in sight box
to allow visual observation of flow
8. Flights. V-plow and straight blade ¼” steel flights, with type 304 stainless steel squeegees and
type 304 stainless steel fasteners
9. Skimmer. The skimmer assembly will include a scum trough that extends 13’-0” from the
scum baffle to the rotating influent well and two skimmer arms that support skimming blades
that extend across the entire surface area from the scum baffle to the influent well.
10. Weir Plates. One set of ¼” x 9” V notch fiberglass
11. Scum Baffle. One set of ¼” x 12” fiberglass
12. Fasteners. 304 Stainless Steel
Requirements for completion:
1. Remove existing Clarifier equipment from existing Clarifier structure.
2. Provide all labor, material and equipment and install new Clarifier equipment into existing
Clarifier structure.
3. Provide all labor, material and equipment to paint installed Clarifier equipment
4. Provide and install new Clarifier drain valve.
5. Complete a successful test run and demonstration of the new Clarifier to verify all is
functioning as intended.
1. INSTRUCTIONS TO PROPOSERS
Purpose: The purpose of this document is to provide general and specific information for use in
submitting a proposal to supply the City of Tybee Island with equipment, supplies, and/or services as
described herein. All RFPs are governed by the Code of the City of Tybee Island, Georgia, 15-2015
Sec 1, Art VII, Procurement, Sec 2-400, and the laws of the State of Georgia.
Proposers must carefully review all provisions of, and attachments to, this document prior to
submission. Each proposal constitutes an offer and cannot be withdrawn except as provided herein.
This RFP and any attachments, plans, and/or other related documents can be found on the City’s
website at https://www.cityoftybee.org/Bids.aspx. It is incumbent upon the proposer to check the
website for additional information and/or addendums.
1.1 How to Prepare Proposals:
All Proposals:
a. Must be prepared on the forms enclosed herewith, unless otherwise prescribed, and all
documents must be submitted.
b. Must be signed by the business owner or authorized representative, with all erasures or
corrections initialed and dated by the official signing the Proposal. ALL SIGNATURE
SPACES MUST BE SIGNED.
c. Should include a separate cost for each specification on the response form (Attachment
‘G’)
- Page 149 -Item #10.
1.2 How to Submit Proposals:
One original, and one electronic copy (usb flash drive) must be submitted in a sealed opaque
envelope, plainly marked with the RFP number and title, and proposer’s company name, to the
office of the address below prior to the time specified. Include your proposal, and all required
attachments, which can be found at the end of this document.
• Include all requested documents (See attachment ‘H’)
• City/County Occupational Tax Certificate Requirement: Contractor must supply
a copy of their Occupational Tax Certificate as proof of payment of the
occupational tax where their office is located. In addition, if a contract is awarded,
contractors that are not located on Tybee Island are required to obtain a Tybee
Island contractor registration. Contact Sharon Shaver for additional information,
at 912-472-5072, or in person at Tybee Island City Hall 403 Butler Ave, Tybee
Island, Ga
• Include at least three (3) references documenting your experience with similar
projects. Include name of project, location, and current reference contact
information including name, phone number, and email address. In addition to the
information above, submit a written description of how these projects relate to
this RFP.
• All Proposals must be hand delivered, mailed, or sent by courier in sufficient time
to ensure receipt by the Purchasing Agent on or before the time and date specified
above. Include RFP #2021-761 on front of envelope.
• Courier or hand deliver response package to:
MELISSA FREEMAN
TYBEE ISLAND CITY HALL
403 BUTLER AVE
TYBEE ISLAND, GA. 31328
• Proposals may be submitted via US Mail, but proposers choosing this method
should allow at least an additional 24 hours for delivery:
MELISSA FREEMAN
CITY OF TYBEE ISLAND
PO BOX 2749
TYBEE ISLAND, GA. 31328
FAXED OR E-MAILED COPIES WILL NOT BE CONSIDERED. PROPOSALS NOT
RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED.
1.3 How to Submit an Objection:
Potential proposers must present any written objection to this RFP at least seven (7) days prior
to the proposal due date. The objections contemplated may pertain to form and/or substance of
the RFP documents. Objections must be made in writing to the Purchasing agent, Melissa
Freeman mfreeman@cityoftybee.org. Email subject line: Objection to RFP #2021-761.
1.4 Errors in RFP responses: - Page 150 -Item #10.
Proposers are expected to fully inform themselves as to the conditions, requirements, and
specifications of this RFP before submitting a proposal. Failure to do so will be at the
Proposer's own risk. In case of error in extension of prices in the proposal, the unit price will
govern.
1.5 Questions concerning RFP:
Questions, inquiries, suggestions, or requests concerning interpretation, clarification or
additional information concerning any portion of this RFP must be made by email, sent to the
below named individual, who will be the official point of contact for this RFP. Questions must
be submitted no later than September 28, 2021.
Mark subject line on e-mail “Questions on RFP 2021-761, Clarifier”
POINT OF CONTACT:
Stan Bearden
sbearden@cityoftybee.org
Failure of a Proposer to ask questions, request changes, or submit objections by the dates
indicated above shall constitute the Proposer's acceptance of all of the terms, conditions and
requirements set forth in this RFP. All questions will be answered in an addendum to this RFP,
which will be posted to the website after the above deadline.
1.6 Addendums to RFP:
Any changes to the conditions or specifications in this RFP must be in the form of a written
addendum to be valid. If the City of Tybee Island issues an addendum to this RFP, it will be
posted by the Purchasing Agent on the City’s website.
The issuance of a written addendum by the Purchasing Agent is the only official method by
which interpretation, clarification or additional information will be given. The City of Tybee
Island will not be responsible for any oral representation given by any employee, representative
or others.
Respondent must sign any issued addendum and return with their proposal. It is solely the
responsibility of the respondent to ensure that all addenda are received, and changes are
incorporated into the response before submission. Unless otherwise specified in an
addendum, the due date and time remains as listed above.
2 GENERAL INFORMATION
2.1 Specifications: Any obvious error or omission in specifications will not inure to the benefit
of the proposer but will put the proposer on notice to inquire of or identify the same from the
City of Tybee Island. Whenever herein mentioned is made of any article, material or
workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes,
A.S.T.M. regulations or similar expressions, the requirements of these laws, ordinances, etc.,
will be construed to be the minimum requirements of these specifications.
2.2 Standards for Acceptance of Proposal for Contract Award: City of Tybee Island reserves
the right to reject any or all proposals and to waive any irregularities or technicalities in
proposals received whenever such rejection or waiver is in the best interest of City of Tybee - Page 151 -Item #10.
Island. City of Tybee Island reserves the right to reject the proposal of a proposer who has
previously failed to perform properly or complete on time contracts of a similar nature, or a
proposal from a proposer whom investigation shows is not in a position to perform the
contract.
2.3 Proposer: Whenever the term "proposer" is used it will encompass the "person," "business,"
"supplier," "vendor," or other party submitting a proposal to City of Tybee Island in such
capacity before a contract has been entered into between such party and City of Tybee Island.
2.4 Responsible / Responsive proposer: Responsible proposer means a person or entity that has
the capability in all respects to perform fully and reliably the contract requirements.
Responsive proposer means a person or entity that has submitted a proposal that conforms in
all material respects to the requirements set forth in the RFP.
2.5 Compliance with Laws: The proposer will obtain and maintain all licenses, permits, liability
insurance, workman's compensation insurance and comply with any and all other standards
or regulations required by federal, state, county or city statute, ordinances and rules during the
performance of any contract between the contractor and City of Tybee Island. Any such
requirement specifically set forth in any contract document between the contractor and City
of Tybee Island will be supplementary to this section and not in substitution thereof.
2.6 Contractor: Contractor or subcontractor means any person or business having a contract with
City of Tybee Island. The Contractor/Vendor of goods, material, equipment or services
certifies that they will follow equal employment opportunity practices in connection with the
awarded contract as more fully specified in the contract documents.
2.7 State Licensing Board for General Contractors: If applicable, pursuant to Georgia law, any
proposer must be a Georgia licensed General Contractor (Contractor work or activity that is
unlimited in scope regarding any residential or commercial projects).
2.8 Security & Immigration Compliance: On 1 July 2007, the Georgia Security and
Immigration Compliance Act (SB 529, Section 2) became effective. All contractors and
subcontractors with 100 or more employees entering into a contract or performing work must
sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal
employment verification system to insure employment eligibility. No proposals will be
considered unless a signed E-Verify Affidavit is enclosed with the submittal package.
Affidavits are enclosed in this solicitation. You may download M-274 Handbook for
Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to
http://www.uscis.gov to find the E-Verify information.
Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-36-1
required Georgia cities to comply with the federal Systematic Alien Verification for
Entitlements (SAVE) Program. SAVE is a federal program used to verify that applicants
for certain “public benefits” are legally present in the United States. Contracts with the City
are considered “public benefits.” Responders are required to provide the Affidavit Verifying
Status for City of Tybee Benefit Application prior to receiving any City contract. The affidavit
is included as part of this RFP package.
Protection of Resident Workers. City of Tybee Island actively supports the Immigration and
Nationality Act (INA), which includes provisions addressing employment eligibility,
employment verification, and nondiscrimination. Under the INA, employers can hire only
persons who can legally work in the United States (i.e., citizens and nationals of the U.S.) and
aliens authorized to work in the U.S. The employer must verify the identity and employment - Page 152 -Item #10.
eligibility of any hiree, which includes completing the Employment Eligibility Verification
Form (I-9). The Contractor will establish appropriate procedures and controls so no services
or products under the Contract Documents will be performed or manufactured by any worker
who is not legally eligible to perform such services or employment.
2.9 Permitting and Approvals: The contractor that is awarded the contract will be responsible
for securing all necessary federal, state and local approvals required for the project.
2.10 Prices to be Firm: Proposer warrants that proposal prices, terms and conditions quoted in the
proposal will be firm for acceptance for a period of sixty (60) days from proposal opening
date, unless otherwise stated in the RFP.
2.11 Quality: All materials or supplies used for, or the workmanship employed in, any construction
necessary to comply with this RFP, will be of the best quality, and adhere to the highest
industry standards.
2.12 Guarantee/Warranty: Unless otherwise specified by the City of Tybee Island, the Proposer
will unconditionally guarantee the materials and workmanship for no less than one (1) year
from completion of the project or delivery of goods. If, within the guarantee period, any
defects occur which are due to faulty material and or services, the contractor, at his expense,
will repair or adjust the condition, or replace the material, to comply with the contract
requirements and applicable standards thereof. These repairs, replacements or adjustments
will be made only at such time as will be designated by the City of Tybee Island as being least
detrimental to the operation of the City.
2.13 Liability Provisions: Where proposers are required to enter or go onto City of Tybee Island
property to take measurements or gather other information in order to prepare the Proposal as
requested by the City, the proposer will be liable for any injury, damage or loss occasioned
by negligence of the proposer, his agent, or any person the proposer has designated to prepare
the proposal and will indemnify and hold harmless City of Tybee Island from any liability
arising there from. The contract document specifies the liability provisions required of the
successful proposer in order to be awarded a contract with City of Tybee Island.
2.14 Cancellation of Contract: The contract may be canceled or suspended by City of Tybee
Island in whole or in part by written notice of default to the Contractor upon non-performance
or violation of contract terms. An award may be made to the next higher ranked Proposer, for
articles and/or services specified or they may be purchased on the open market. The defaulting
Contractor (or his surety) will be liable to City of Tybee Island for costs to the City of Tybee
Island in excess of the defaulted contract prices. See the contract documents for complete
requirements.
2.15 Certification of Independent Price Determination: By submission of this proposal, the
Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own
organization, that in connection with this procurement:
a. The prices in this proposal have been arrived at independently, without consultation,
communication, or agreement, for the purpose of restricting competition, as to any matter
relating to such prices with any other proposer or with any competitor;
b. Unless otherwise required by law, the prices which have been quoted in this proposal
have not been knowingly disclosed by the proposer and will not knowingly be disclosed
by the proposer prior to opening, directly or indirectly to any other proposer or to any
competitor; and
- Page 153 -Item #10.
c. No attempt has been made or will be made by the proposer to induce any other person or
firm to submit or not to submit a proposal for the purpose of restricting competition.
2.16 Qualification of Business (Responsible Proposer): The Scope of Work, specifications and
plans define a responsible Proposer as one who meets, or by the date of the proposal
acceptance can meet, certifications, all requirements for licensing, insurance, and
registrations, or other documentation required. The City has the right to require any or all
proposers to submit documentation of the ability to perform, provide, or carry out the service
or provide the product requested. The City has the right to disqualify the proposal of any
proposer as being unresponsive or un-responsible whenever such Proposer cannot document
the ability to deliver the requested product or service.
2.17 Insurance Provisions, General: The selected proposer to whom the contract is awarded will
be required to procure and maintain for the duration of the contract insurance against claims
for injuries to persons or damages to property that may arise from, or in connection with, the
performance of the work hereunder by the Contractor, his agents, representatives, employees
or subcontractors. The cost of such insurance must be included in the proposal.
a. General Information that must appear on a Certificate of Insurance:
i. Name of the Producer (proposer’s insurance Broker/Agent).
ii. Companies affording coverage (there may be several).
iii. Name and Address of the Insured (this is the Company or Parent of the firm the City
is contracting with).
iv. A Summary of all current insurance for the insured (includes effective dates of
coverage).
v. A brief description of the operations to be performed, the specific job to be
performed, and contract number.
vi. Certificate Holder (Must include the City of Tybee Island as a certificate holder
and an additional insured).
THE INSURANCE CERTIFICATE IS TO IDENTIFY THE CITY OF TYBEE
ISLAND AS A CERTIFICATE HOLDER AND AS AN ADDITIONAL INSURED
FOR GENERAL, AUTO, UMBRELLA, AND EXCESS LIABILITY
COVERAGES.
b. Minimum Limits of Insurance to be maintained for the duration of the contract:
i. Commercial General Liability: Provides protection against bodily injury and
property damage claims arising from operations of a Contractor. This policy
coverage includes premises and operations, use of independent contractors,
products/completed operations, personal injury, contractual, broad form property
damage, and underground, explosion and collapse hazards. Minimum limits:
$2,000,000 bodily injury and property damage per occurrence and annual aggregate.
THE INSURANCE REQUIREMENTS AND LIMITS STATED HEREIN MAY BE
SATISFIED BY A COMBINATION OF PRIMARY, UMBRELLA &/OR EXCESS
COVERAGES.
c. Special Requirements:
i. Extended Reporting Periods: The Contractor must provide the City of Tybee
Island with a notice of the election to initiate any Supplemental Extended Reporting
Period and the reason(s) for invoking this option.
- Page 154 -Item #10.
ii. Reporting Provisions: Any failure to comply with reporting provisions of the
policies will not affect coverage provided in relation to this request.
iii. Cancellation: Each insurance policy that applies to this request must be endorsed
to state that it will not be suspended, voided, or canceled, except after thirty (30)
days prior to written notice by certified mail, return receipt requested, has been given
to the City of Tybee Island.
iv. Proof of Insurance: City of Tybee Island must be furnished with certificates of
insurance and with original endorsements affecting coverage required by this
request. The certificates and endorsements are to be signed by a person authorized
by the insurer to bind coverage on its behalf. All certificates of insurance are to be
submitted prior to, and approved by, the City of Tybee Island before services are
rendered. The Contractor must ensure Certificate of Insurance is updated for the
entire term of the City of Tybee Island contract.
v. Insurer Acceptability: Insurance is to be placed with an insurer that is licensed to
do business in the State of Georgia, and that has an A.M. Best’s rating of A and a
five (5) year average financial rating of not less than V. If an insurer does not qualify
for averaging on a five-year basis, the current total Best’s rating will be used to
evaluate insurer acceptability.
vi. Lapse in Coverage: A lapse in coverage will constitute grounds for contract
termination by the City of Tybee Island Mayor and Council.
vii. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention
must be declared to, and approved by, the City of Tybee Island. At the option of the
City of Tybee Island, either: the insurer will reduce or eliminate such deductibles or
self-insured retention as related to the City of Tybee Island, its officials, officers,
employees, and volunteers; or the Contractor will procure a bond guaranteeing
payment of related suits, losses, claims, and related investigation, claim
administration and defense expenses.
2.18 Compliance with Specification - Terms and Conditions: The RFP, Legal Advertisement,
General Conditions and Instructions to Proposers, Specifications, Special Conditions,
Addendum, and/or any other pertinent documents form a part of the Proposal and by reference
are made a part hereof.
2.19 Signed Proposal Considered Offer: The signed Proposal will be considered a binding offer
on the part of the Proposer, which offer will be deemed accepted upon approval by the City
of Tybee Island Mayor and Council, Purchasing Agent or designee, as may be applicable. In
case of a default on the part of the Proposer after such acceptance, the City of Tybee Island
may take such action as it deems appropriate, including legal action, for damages or lack of
required performance.
2.20 Notice to Proceed: The successful proposer must not commence work under this RFP until a
written contract is awarded and a Notice to Proceed is issued by the Purchasing Agent or his
designee, or as specified in the Special Conditions. If the successful Proposer does commence
any work or deliver items prior to receiving official notification, he does so at his own risk.
2.21 Protest Policy: Any proposer who is aggrieved in connection with the award of a contract
may file a protest with the Purchasing Agent. The protest must be submitted no later than 48
hours prior to the date the award recommendation is scheduled to be approved by City
Council. Recommendations to Council are usually posted on the preliminary agenda on the - Page 155 -Item #10.
City's website on the Thursday prior to the Council meeting date. It is the proposer's
responsibility to ascertain the City's recommendation for award. Protests must be made in
writing to the Purchasing agent, Melissa Freeman at mfreeman@cityoftybee.org, with the
subject line Protest: RFP #2021-761, and must include the following information:
a. Name, address, email address, and telephone numbers of the protester;
b. RFP number;
c. Detailed statement of the legal and factual grounds for the protest, including a
description of resulting harm to the protester;
d. Copies of supporting documents, if any;
e. Statement of relief requested;
f. All information establishing that the protester is an interested party for the purpose of
filing a protest on an award decision;
g. All information establishing the timeliness of the protest.
2.22 Payment to Contractors: Instructions for invoicing the City of Tybee Island for products
delivered to the City are specified in the contract document.
a. Questions regarding payment may be directed to the Accounting Department at 912-472-
5024 or City of Tybee Island’s Project Manager as specified in the contract documents.
b. Contractors will be paid the agreed upon compensation upon satisfactory delivery of the
products or completion of the work as more fully described in the contract document.
c. City of Tybee Island is a tax-exempt entity. Every contractor, vendor, business or person
under contract with City of Tybee Island is required by Georgia law to pay State sales or
use taxes for products purchased in Georgia or transported into Georgia and sold to City
of Tybee Island by contract. Please consult the State of Georgia, Department of Revenue,
Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.
2.23 Owner’s Rights Concerning Award: The Owner reserves the right, and sole and complete
discretion to waive technicalities and informalities. The Owner further reserves the right, and
sole and complete discretion to reject all proposals, and any proposal that is not responsive or
that is over the budget, as amended, or that fails to suit the needs of the City as determined by
the Owner in its sole discretion. In judging whether the Proposer is responsible, the Owner
will consider, but is not limited to consideration of, the following:
a. Whether the Proposer or principals are currently ineligible, debarred, suspended, or
otherwise excluded from contracting by any state or federal agency, department, or
authority;
b. Whether the Proposer or principals have been terminated for cause or are currently in
default on a public works contract;
c. Whether the Proposer can demonstrate a commitment to safety with regard to Workers'
Compensation by having an experience Modification Rate (EMR) over the past three
years not having exceeded an average of 1.2; and
d. Whether the Proposer’s past work provides evidence of an ability to successfully
complete public works projects within the established time, quality, or cost, or to comply
with the Proposer’s contract obligations.
2.24 Debarred or Suspended Subcontractors: Contractor will not subcontract, and will ensure
that no subcontracts are awarded at any tier, to any individual, firm, partnership, joint venture, - Page 156 -Item #10.
or any other entity regardless of the form of business organization, that is on the Federal
Excluded Parties List System (EPLS) at https://www.epls.gov or the State of Georgia, DOAS,
State Purchasing Exclusion listing, or other local government entity. This includes pending
litigation or claims with the City or other government entities. Contractor will immediately
notify City of Tybee Island in the event any subcontractor is added to a Federal, State or other
Government Entity listing after award of the subcontract.
2.25 Cone of Silence: Lobbying of Procurement Evaluation Committee members, City employees,
and elected officials regarding this product or service solicitation, Request for Proposal (RFP)
or contract by any member of a proposer’s staff, or those people employed by any legal entity
affiliated with an organization that is responding to the solicitation is strictly prohibited.
Negative campaigning through the mass media about the current service delivery is strictly
prohibited. Such actions will cause render your proposal invalid.
2.26 Georgia Open Records Act: The responses will become part of the City of Tybee Island’s
official files without any obligation on the City of Tybee Island’s part. Ownership of all data,
materials and documentation prepared for and submitted to City of Tybee Island in response
to a solicitation, regardless of type, will belong exclusively to City of Tybee Island and will
be considered a record prepared and maintained or received in the course of operations of a
public office or agency and subject to public inspection in accordance with the Georgia Open
Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. Seq., unless otherwise
provided by law.
It is the responsibility of the Proposer to notify the City of any documents turned over which
contain trade secrets or other confidential matters. A Proposer submitting records which the
entity or person believes contains trade secrets and that it wishes to keep such records
confidential pursuant to O.C.G.A. § 50-19-72(34) will submit and attach to the records an
affidavit affirmatively declaring that specific information in the records constitute trade
secrets pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia. See
also, section 2.27.
Proposals will not be opened in public, and the information is exempt from disclosure,
including the Open Records Act, until the RFP has been awarded, or all proposals have been
rejected.
City of Tybee Island will not be held accountable if material from responses is obtained
without the written consent of the respondent by parties other than the City of Tybee Island,
at any time during the solicitation and evaluation process.
2.27 Georgia Trade Secret Act of 1990: In the event a Proposer submits trade secret information
to the City of Tybee Island, the information must be clearly labeled as a Trade Secret. The
City of Tybee Island will maintain the confidentiality of such trade secrets to the extent
provided by law.
2.28 Contractor Records: The Georgia Open Records Act is applicable to the records of all
contractors and subcontractors under contract with the City of Tybee Island. This applies to
those specific contracts currently in effect and those that have been completed or closed for
up three (3) years following completion.
2.29 Method of Compensation: The compensation provided for herein will include all claims by
the contractor for all costs incurred by the contractor in the conduct of the Project as authorized
by the approved Project Compensation Schedule and this amount will be paid to the contractor
after receipt of the invoice and approval of the amount by the City of Tybee Island. The City
will make payments to the contractor within thirty (30) days from the date of receipt of the - Page 157 -Item #10.
contractor's acceptable statement on forms prepared by the contractor and approved by the
City of Tybee Island.
Should the Project begin within any one month, the first invoice will cover the partial period
from the beginning date of the Project through the last day of the month (or on a mutually
agreeable time) in which it began. The invoices will be submitted each month until the Project
is completed. Invoices will be itemized to reflect actual expenses for each individual task;
also refer to the requirements concerning changes, delays and termination of work pursuant
to provisions of the contract. Each invoice will be accompanied by a summary progress report,
which outlines the work accomplished during the billing period and any problems that may
be inhibiting the Project execution. The terms of this contract are intended to supersede all
provisions of the Georgia Prompt Pay Act.
As long as the gross value of completed work is less than 50% of the total contract amount,
or if the contractor is not maintaining his construction schedule to the satisfaction of the
engineer, the City of Tybee Island will retain 10% of the gross value of the completed work
as indicated by the current estimate approved by the engineer.
After the gross value of completed work becomes to or exceed 50% of the total contract
amount within a time period satisfactory to the City of Tybee Island, then the total amount to
be retained will be reduced to 5% of the gross value of the completed work as indicated by
the current estimate approved by the engineer, until all pay items are substantially completed.
When all work is completed and time charges have ceased, pending final acceptance and final
payment the amount retained will be further reduced at the discretion of the City of Tybee
Island.
The Contractor may submit a final invoice to the City of Tybee Island for the remaining
retainage upon City’s acceptance of the Certificate of Substantial Completion. Final payment
constituting the entire unpaid balance due will be paid by the City to the Contractor when
work has been fully completed and the contract fully performed, except for the responsibilities
of the Contractor which survive final payment. The making of final payment will constitute a
waiver of all claims by the City except those arising from unsettled liens, faulty or defective
work appearing after substantial completion, failure of the work to comply with the
requirements of the Contract Documents, or terms of any warranties required by the
Contractor Documents or those items previously made in writing and identified by the City as
unsettled at the time of final application for payment. Acceptance of final payment will
constitute a waiver of all claims by the Contractor, except those previously made in writing
and identified by the Contractor as unsettled at the time of final application for payment.
2.30 Terms of Contract: This is a one-time contract. The City reserves the right to terminate the
contract for reasons of violations by the successful proposer of any term or condition of the
contract by giving thirty (30) days written notice, unless otherwise stated herein, stating the
reasons therefore and giving the party ample time to remedy the deficiencies
2.31 Audits and Inspections: The contractor and his subcontractors will make available to the
City of Tybee Island for examination of all its records with respect to all matters covered by
this Contract. It will also permit the City of Tybee Island and/or representatives of the Finance
Department to audit, inspect, examine and make copies, excerpts or transcripts from such
records of personnel, conditions of employment and other data relating to all matters covered
by this Contract. All documents to be audited will be available for inspection between 8am
and 5pm in the main offices of the City of Tybee Island or during normal business hours at
the offices of the Contractor, as requested by the City of Tybee Island.
- Page 158 -Item #10.
2.32 Proposal Surety: Each proposal must be accompanied by a Proposal/Bid Bond, issued by a
surety company licensed to do business under the laws of the State of Georgia, and satisfactory
to the City of Tybee Island in the amount of five percent (5%) of the total contract amount to
ensure the Respondent will enter into the contract as per the proposal. Respondent will forfeit
this amount should it be offered a contract by the City and refuse or fail to promptly enter into
such contract.
2.33 Performance and Payment Bonds:
a. Prior to the Agreement being signed, the Contractor shall furnish to the City of Tybee
Island a Performance Bond issued by a surety company licensed to do business under
the laws of the State of Georgia and satisfactory to the City of Tybee Island in the
amount of one-hundred-percent (100%) of the total contract amount to ensure the
Contractor’s satisfactory performance.
b. Also prior to the Agreement being signed, the Contractor shall furnish to the City of
Tybee Island a Payment Bond issued by a surety company licensed to do business
under the laws of the State of Georgia and satisfactory to the City of Tybee Island in
the amount of one-hundred-percent (100%) of the total contract amount to ensure the
Contractor’s satisfactory payment of subcontractors and material suppliers.
c. The Contractor shall be solely responsible for keeping the surety informed as to the
total contract price, significant changes in project scope, and overall progress and
completion of project for the entire life of the contract.
d. If the surety on the bonds furnished by the Contractor is declared bankrupt or becomes
insolvent, or it’s right to do business in the State of Georgia is terminated, the
Contractor shall within five (5) calendar days thereafter substitute other bonds and
surety acceptable to the City of Tybee Island. If the Contractor does not furnish the
replacement bonds to the City of Tybee Island within the five (5) days, the City of
Tybee Island may consider the Contractor in material breach of contract and take
appropriate actions.
3 EVALUATION CRITERIA
This is not a bid. There will not be a public opening. The Proposals received in response to
this RFP will be evaluated and ranked, by the Proposal Evaluation Team in accordance
with the process and evaluation criteria contained below. Responses will be evaluated in
light of the material and substantiating evidence presented in the response, and not based
on what is inferred. After thoroughly reading and reviewing this RFP, each t eam member
shall conduct his or her independent evaluation of the proposals received, and grade the
responses on their merit in accordance with the evaluation criteria set forth in the following
table.
Criteria Possible Points
Demonstration of ability to meet or exceed all
requirements of the specifications 30
Schedule for the procurement of parts and completion
of work 25
Quality of, and response from, references 15 - Page 159 -Item #10.
Total Cost of Rebuild 15
Warranty of Parts and Work 10
How well did the Proposer follow the RFP directions in
preparing and submitting its proposal package 5
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File Attachments for Item:
11. Water Tower Maintenance Project, $136,500
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File Attachments for Item:
12. First Reading: 2021-28, Sec 7-060 - Removal of Significant Trees
- Page 213 -Item #12.
ORDINANCE NO. 2021-_____
AN ORDINANCE TO AMEND THE CODE OF ORDINANCES OF THE CITY OF
TYBEE ISLAND SO AS TO INCLUDE PROVISIONS REGARDING REMOVAL OF
SIGNIFICANT TREES, APPEALS FOR DECISIONS REGARDING REQUESTS FOR
TREE REMOVAL PERMITS AND TO REPEAL INCONSISTENT OR CONFLICTING
ORDINANCES AND TO ESTABLISH AN EFFECTIVE DATE
WHEREAS, the duly elected governing authority for the City of Tybee Island,
Georgia, is authorized under Article 9, Section 2, Paragraph 3 of the Constitution of the
State of Georgia to adopt reasonable ordinance to protect and improve the public health,
safety, and welfare of the citizens of Tybee Island, Georgia, 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 adopt ordinances under its police
and home rule powers; and
WHEREAS, it is desirable that requirements be established for tree removal so as
to ensure that sufficient trees and vegetation remain on any developed parcel of land and
that those individuals performing tree removal do so in a professional and responsible
manner and
WHEREAS, it has become important to ensure that the permitti ng process and
implementation of tree removal permits be strengthened so that violations will be more
preventable; and
WHEREAS, the governing authority wants to clarify the type of tree that can be
considered as a replacement for a significant tree that is removed.
NOW THEREFORE, it is hereby ordained by the governing authority of the City of
Tybee Island duly assembled as follows:
SECTION I
Existing Tybee Code Sections identified as Article VII of Appendix A -Land
Development Code “Tree Removal Regulations” Sec 7-060 and 7-100 are hereby
amended as follows:
Sec. 7-060. - Removal of significant trees.
(A) Significant trees may be removed only under the following situations or conditions:
- Page 214 -Item #12.
1. Upon showing by the applicant that removal of a significant tree is necessary to
make reasonable beneficial, economic use of the property; such showing must
demonstrate that there is no feasible alternative that would preserve the tree, and
must be made for each significant tree the applicant proposes t o remove;
2. For improvements, expansion and/or new construction of infrastructure services,
including water/sewer systems and streets, but only if no alternatives are available;
and
3. Prior to the issuance of a permit allowing the removal of a significan t tree, the
zoning administrator shall confirm in writing that one or more of the situations
enumerated herein exists.
(B) The tree removal permit allowing the removal of significant trees shall require the
landowner/permittee to comply with the requiremen ts set forth in sections 7-
070 and 7-080 and the additional following conditions:
1. Each removed significant tree shall be replaced with one or more trees of like
species from the significant tree list below having an aggregate DBH a t least equal to
the DBH of the removed tree, and meeting the requirements of section 7-080; such
replacement tree(s) shall be considered to be one tree for the purpose of meeting
density requirements established in section 7-050(A); the exception to this provision is
a dead tree, or a diseased tree that is a danger to or obstructs public safety and
welfare or that might infect otherwise healthy trees.
2. Significant trees left remaining on the site may be counted as replacement trees
according to the mitigation schedule. These trees must be noted on the plat and shall
be protected as a tree as defined by section 2-010.
Sec. 7-100. Appeals of actions.
Appeals of decisions of the city administrator, city marshal, or his designee,
pursuant to this article shall be made to the Planning Commission. The Planning
Commission shall review the appeal and make a formal recommendation to to the
mayor and council pursuant to city council meeting procedures. The mayor and council
will finally decide any such appeal at a city council meeting.
Significant Species
Common Name and
Scientific Name
Mitigation Equivalent
Per One Inch Live Oak
For New
Plantings
Minimum DBH
Required for
Remaining
Trees
Special Note
Red cedar Juniperus
virginiana
1:1 4″
Live oak Quercus
virginiana
1:1 4″
- Page 215 -Item #12.
Laurel oak, water oak,
etc. Quercus sp.
NA 4″ Water oaks left
only in
naturalized area
Magnolia grandiflora 1:1 4″
Sugarberry Celtis
laeirgata
1:1 4″
Red bay Persea
borbonia
1:1 4″
Sycamore Plantanu
occidentalis
1:1 4″
Sweetgum
Liquidamber syraciflora
NA 4″
Native hollies Ilex sp. 1:1 3″
Native maples Acer sp. 1:1 3″
Toothache tree
Xanoxylum clava-
hercules
1:2
(1 inch toothache =
2 inch Live Oak)
3″
Eastern redbud Cercis
Canadensis
1:1 3″
Devilwood (wild olive)
Osmanthus
americanus
NA 3″
Carolina laurelcherry
Prunus caroliniana
2:1 4″
Carolina willow Salix
caroliniana
1:1 4″
Tough bumelia
(buckthorn) Bumelia
tenex
1:2 3″
Sparkleberry
Vaccinium arboretum
1:2 3″
Palm numerous
scientific names
1:1 3″
(Ord. No. 12-2012, 4-26-2012)
SECTION II
All ordinance and parts of ordinances in conflict herewith are expressly repealed.
SECTION III
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
Ordinance, City of Tybee Island, Georgia, and the sections of this ordinance may be
renumbered to accomplish such intention,
- Page 216 -Item #12.
X:\Clients\000572\000572\000001 - Ordinances\ORDIN
2021\08.16.2021 Tree Redline .docx
This Ordinance shall become effective on ____ day of _____, 2021.
ADOPTED THIS _____ DAY OF ______ 2021.
_____________________
MAYOR
ATTEST:
________________
CLERK OF COUNCIL
FIRST READING: __________
SECOND READING: __________
ENACTED: __________
- Page 217 -Item #12.
File Attachments for Item:
13. 2021-08, Resolution to modify Resolution, 2021-06, imposing moratorium on new STVR
applications so as to remove properties in C-1, C-2 and RT from the terms of the moratorium.
- Page 218 -Item #13.
20211008
RESOLUTION NO 2021-______
A RESOLUTION MODIFYING THE MORATORIUM RESOLUTION (06-2021)
APPLICABLE TO THE ISSUANCE OF OCCUPATIONAL TAX CERTIFICATES OR
PERMITS FOR SHORT TERM VACATION RENTALS FOR A PERIOD OF NINETY DAYS
SO AS TO REMOVE FROM THE MORATORIUM TERMS OCCUPATIONAL TAX
CERTIFICATES OR ISSUANCE OF PERMITS FOR SHORT TERM VACATION RENTALS
IN PROPERTIES WITHIN THE C1; C2 AND/OR RT ZONES
WHEREAS, the City of Tybee Island through its Mayor and Council has previously
adopted a Resolution providing for a moratorium dated August 26, 2021 which imposed
restrictions and/or prohibitions on the issuance of new permits or occupational tax certificates for
the operation of new short term vacation rental units, and;
WHEREAS, the City, amongst other actions, has conducted forums and secured input from
the public regarding methods to address the concerns that generated the moratorium and such
efforts continue, and;
WHEREAS, the information developed and investigations to date reveal that there is no
further need for restrictions and/or prohibitions on the issuance of occupational tax certificates or
permits for new short term vacation rental properties within the city in areas of the city zoned C1;
C2 and/or RT, and;
WHEREAS, the Mayor and Council find that except as modified herein with respect to
properties within C1; C2 and/or RT zones, the moratorium contained in Resolution number 6-2021
of August 26, 2021 should continue under its terms with regard to other properties however it shall
have no further application to properties in C1; C2 and/or RT zones.
NOW THEREFORE BE IT RESOLVED in open meeting by the Mayor and Council that
resolution number 6-2021 is immediately modified so that there shall hereafter be no restriction
on the issuance of occupational tax certificates or new permits for short term vacation rental units
in properties or regarding properties in areas zoned C1; C2 and/or RT but that in all other respects
and locations the moratorium contained in the Resolution number 6-2021 shall continue to be
applicable and the city's continuing investigation with respect to the regulation or control of STVR
properties in other zones shall continue as per the terms of such Resolution.
BE IT SO RESOLVED, this _____day of ______________, 2021.
ATTEST:
By _________________________ Mayor:______________________
City Clerk City of Tybee Island
(SEAL)
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File Attachments for Item:
14. 2021-09, Bond Resolution: Provide for the Issuance of the City of Tybee Island Water and
Sewer Revenue Bond, Series 2021
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File Attachments for Item:
15. Shawn Gillen: Commercial Film Production Application Revisions
- Page 281 -Item #15.
C:\Windows\TEMP\Tmpab06.Tmp
1
City of Tybee Island
Memorandum
To: City of Tybee Island City Council Members
From: Shawn Gillen, City Manager
Date: October 7, 2021
Re: Commercial Film Production Application Revisions
Background
Updates to the commercial film production application must be approved by the City Council.
This revision incorporates many of the suggestions made at the September 23rd, 2021 City
Council Meeting on fees and requirements for notification of businesses and residents.
Overview
This agenda item is for discussion only. The draft changes are intended to be a starting point for
discussion. Input from the Mayor and City Council will be incorporated into a draft that will be
placed on a future city council meeting for approval.
Recommended Next Steps:
If the it the wish of the Mayor and City Council to move forward with revisions we will have
meetings with film production representatives to get there input into the impact of the changes
and gather there suggestions on the revised application.
- Page 282 -Item #15.
PO Box 2749, Tybee Island, Georgia 31328; www.cityoftybee.org
COMMERCIAL FILM PRODUCTION APPLICATION
Thank you for considering Tybee Island as the ideal location for your production. The City of Tybee Island
recognizes that productions have a significant economic impact and can contribute to the vitality of the community. With
the Citizens of Tybee Island’s quality of life in mind, this document has been developed to assist commercial production
companies in planning safe and successful projects in a manner that has minimal disruption to local residents and
businesses that may be impacted by the activity.
By keeping the public’s best interest in mind, persons/firms/companies wishing to engage in commercial film
production activity upon public or private property which seek permission to conduct certain activities prohibited under
local law, which requires state or federal permitting or approval, require city services, and / or require public parking must
first be granted approval from the City Manager or the Mayor and City Council.
Consideration for approval by the City Manager:
a. Productions taking place for one (1) to five (5) days which:
i. will have no activity on the beach and / or within the State’s Shore Protection Jurisdictional Area;
ii. impact less than two city blocks; and,
iii. request a maximum of twenty five (25) parking spaces shall complete and submit this application in its
entirety at least five (5) business days prior to beginning of activity for consideration by the City Manager.
b. Productions taking place for one (1) to five (5) days which will have activity on the beach and / or within the State’s
Shore Protection Jurisdictional Area shall complete and submit this application in its entirety at least twenty (20)
business days prior to beginning of activity for consideration by the City Manager.
Consideration for approval by the Mayor and City Council:
a. Productions taking place for six (6) or more days or productions that require activity which includes traffic control
on multiple city blocks and / or limit access to the beach and / or on the beach within an area greater than 22,500
square feet shall complete and submit the application at least twenty eight (28) days prior to a regularly
scheduled City Council meeting.
NOTE: Monthly City Council meetings typically take place the second and fourth Thursday.
Applications are considered on a first come, first served basis and shall not conflict with annual island events or activities
already approved. No more than one production in the same location will be permitted due to limited infrastructure
and city resources.
Today’s Date: Application Fee Submitted (per type circled below):
- Page 283 -Item #15.
Page 2 of 16 updated: 11-20-17; original approval: 7-14-16
Type of Production Daily Fee
Number of Days of Production Activity (Including
set up and strike)
Total
Still Photography (no city services) $100
Commercial $275
Music Video $325
Corporate Video $325
Television Show $700
Documentary / Feature Film $1000
Additional Fees Cast and
Crew
Feature Film,
TV Movies, TV
and Web
Series, Music
Videos
TV Commercials,
Educational,
Travel, or
Documentary
Films
Still Photography Student
Film/Photo Shoot
Permit Review Fee $100 $100 $100 $0
Rush Fee (Within Five Business Days) $1000 $500 $100 $0
Beach Fee
Up to 20 $1000 $500 $100 $0
21 to 50 $2000 $1000 $500 $0
51 to 100 $3000 $1500 $750 $0
Fees apply per day, per area.
The production company is responsible to pay an additional non-refundable $500 to have a special City Council meeting
arranged in order to expedite consideration of the application. Please confirm by checking one of the following options:
□ REQUESTING □ NOT REQUESTING
The Commercial Film Production Application fee, as noted above, is due at the time of application submittal and is
non-refundable.
The application will be reconsidered for approval if substantial changes are made or additional needs are requested.
Proposed activity may be delayed and additional fees may apply.
Permit applications for beach use and / or facility reservations are administered separately.
- Page 284 -Item #15.
Page 3 of 16
SECTION 1: GENERAL INFORMATION (attach additional pages as necessary)
1. Name of Production:
2. Production Company:
3. Production Representative (Local Contact Person):
The individual listed above must be on site during production activity and readily available at
all times to address concerns.
4. Local Address: City: State: Zip: 5.
Contact Phone: Email:
6. Phone Number and / or Website for Public information:
SECTION 2: REFERENCES
1. Provide information regarding the production representative’s previous production experience(s).
2. Provide two (2) references excluding City of Tybee Island officials and staff:
a. Name:
Address:
Phone:
b. Name:
Address : Phone:
3. List any additional contact person(s) and their phone numbers involved in assisting with this production.
SECTION 3: PRODUCTION DETAILS (attach additional pages as necessary)
Due to increased demand on resources and to the protection of natural habitats please refer
to Section 5 for potential restrictions of production activity locations and time periods.
1. Date(s) and time(s) of production activity:
Anticipated rain dates for activity:
a. Beginning of Setup: Date/Time period
b. Completion of Teardown: Date/Time period
2. Location(s):
- Page 285 -Item #15.
Page 4 of 16 updated: 11-20-17; original approval: 7-14-16
a. A drawn to scale, detailed site plan of the area(s) requested for production with all structures depicted is
required at time of application submittal.
3. Provide a brief synopsis of the production:
4. Estimated number of people involved in production:
Personnel Crew Extras
Other (please explain)
5. Will activities with this production impede traffic flow? □ Yes (provide explanation below) □ No
SECTION 3: PRODUCTION DETAILS CON’T. (attach additional pages as necessary)
6. Will activities require closure of public streets? □ Yes (provide explanation below) □ No
a. Describe activity:
b. List requested streets:
7. Will activities require public parking to be used? □ Yes (provide explanation below) □ No a. Provide
details under Section 4.
8. Will commercial trucks be utilized during activity? □ Yes (provide explanation below) □ No
a. Describe activity:
b. List requested locations:
9. Describe any use of amplified sound, location, and effective times:
10. Check all that apply during production activity (additional permits may be required):
□ Animals on site □ Fireworks □ Temporary dumpster
□ Use of generators □ Amusement rides □ Building changes
□ Stunt work □ Simulated weapon use □ Removal / trimming of
□ Smoke / fire / □ Falling / jumping from height vegetation pyrotechnic effects □ Temporary
structures □ Other:
SECTION 4: CITY SERVICES REQUESTED – REFERENCE SECTION 5 FOR DETAILS
□ Department of Public Works (DPW) Request(s):
Provide details:
- Page 286 -Item #15.
Page 5 of 16
Equipment Quantity Exact Location Days & Hours Requested
Traffic Cones
Barricades
Traffic Barrels
Reschedule Routine Services (i.e.
street sweeper/blowing)
□ Parking requests (include a map plotting locations as described below):
Type of Parking Area Exact Location(s)
Use for Parking (i.e. working, crew,
production/staging, base camp, extras…)
Days & Hours
Requested Quantity
Private Commercial
Public Parking
□ Police Detail requests:
a. Please describe:
b. Will additional security be hired? □ Yes (provide details below) □ No
Provide details:
□ Fire Detail/Ocean Rescue requests:
a. Please describe:
updated: 11-20-17; original approval: 7-14-16
SECTION 5: INFORMATION & PRODUCTION GUIDELINES
This section provides information and standard requirements that have proven to be useful during production activity and
serves as a guide for all companies desiring to obtain a commercial film production permit on Tybee Island. The city
assumes no liability arising or resulting from the determinations of respective minimum staffing levels or the
requirements for any production. Because no two production requests are the same, requirements may vary for each
production. The Community Development Office reserves the right to require additional city services and/or
monetary deposits that may not be noted, but determined necessary. Production activity taking place in residential and /
or commercial areas, inclusive of filming, parking, set dressing, load-in and load-out in these areas of Tybee Island
require a production permit or shall be cited as a violation for the production company.
Possible restrictions: The City Manager or Mayor and City Council reserve the right to restrict production activity
based on the anticipated impact to the community and demand on resources. Additionally, the
City Manager or Mayor and City Council reserve the right to restrict production activity in Downtown
and beach areas between Tybrisa (16th) and 18th Streets based on anticipated economic impact of
businesses during peak tourism season (spring and summer).
The guidelines are subject to change and may be enforced as conditions of the permit.
Production Scouting
The City of Tybee Island’s Community Development Office shall be contacted prior to scouting locations for possible
production activity in order to discuss city policies and parking regulations.
- Page 287 -Item #15.
Page 6 of 16 updated: 11-20-17; original approval: 7-14-16
Process of Application Consideration
1. Whether the production representative is capable or incapable of executing the planned production.
2. Whether budgetary considerations at the time of application create such a burden upon the city’s financial
resources that it would not be practical for the production to take place at the time requested.
3. Whether the activity, as planned, may create an undue burden upon the public and staff resources of the city.
4. The timing of the proposed production activity.
5. The historical experience, if any, of production activity in the past years.
6. The effect the proposed activity will have upon the city’s resources and public health and safety, and frequency.
7. All city department heads affected by said activity must review and confirm acceptance of the application prior to
the application being approved by the City Manager or the Mayor and City Council. All relevant fire and life safety
issues must be adequately addressed.
8. A commercial film production permit may be withheld when the directors of city departments, in good faith, believe
that the proposed activities will endanger the public health, safety, welfare, and / or damage property.
9. After reviewing the comments of all affected departments of the city, based on the specifics of the production
activities, approval or rejection to proceed with the application process will be granted.
10. Requests for filming on weekends or holidays are reviewed on a case-by-case basis. Locations for production
activity are reserved on a first-come, first-serve basis, regardless of the size or scope of the production.
Consideration of Application
1. In order to ensure a smooth review process for permission of requested production activity, the production
representative will first meet with the city’s Facilities / Special Events Coordinator, then applicable city
department personnel and City Manager to review the application so that all concerns and details are addressed
and agreed upon. Following these meetings, the application, if applicable, will be submitted for City Council
consideration.
2. The City Manager may at her / his discretion approve production activity as outlined on page 1 of this application.
The City Manager may at her / his discretion approve small scale production activity if the activity is solely on
private property.
3. The City Manager, in consultation with directors of affected departments, may also impose any necessary
restrictions or conditions to be observed in accordance with public safety, environmental and administrative
considerations involved in the application.
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
Community Development Department
1. Temporary structures may not be anchored in the ground. If damage is done to city property, applicable fines and
/ or fees shall be billed to and paid by the production company.
2. Removing, excessive trimming and/or cutting of vegetation or trees are prohibited unless approved by and
coordinated with the proper permitting office. In most instances, a city permit will be required.
Facility Reservation Office
1. Reservation applications for use of beach areas and city owned facilities are required through the Facilities
Coordinator for approval.
2. The production representative granted a permit shall comply with all applicable laws, ordinances and policies
pertaining to approved beach and / or facility application.
3. The production representative granted a permit shall be responsible for its contractors and subcontractors adhering
to all applicable laws, ordinances, and policies pertaining to approved beach and / or facility applications.
- Page 288 -Item #15.
Page 7 of 16
Fire Department
1. In the interest of public safety, the Tybee Island Fire Department must review and approve aspects of the
production activity that may include, but not limited to, fireworks or pyrotechnics, emergency vehicle access, and
use of open flame in accordance with city ordinances and all permit requirements. The Fire Chief will determine
whether or not department personnel are needed and the production company shall pay directly for said services.
2. The Fire Chief must approve requested participation by the Fire Department directly.
3. The Fire Chief must approve use of Ocean Rescue Headquarters and Lifeguard Stands.
4. Water activities and/or stunts will require the presence of off-duty Tybee Island Ocean Rescue lifeguard(s).
5. The production company shall be solely responsible for coordinating with the Fire Chief, the hiring and
compensating of necessary personnel in association with activity.
6. Fees will be assessed and invoiced for use of department vehicles in association with production activity.
Parking Services Division
Most productions require some level of parking arrangements. When a company requires public parking in city parking lots,
arrangements must be made with the city’s Parking Services Division, in conjunction with the Community Development
Office at the time of application review with departments. Due to the high demand for parking spaces in the City of Tybee
Island, the Parking Services Division will only rent parking spaces for vehicles essential to production and/or to clear parking
spaces for the production (no visible vehicles in the shot). All production vehicles must park in legally designated parking
spaces and/or lots. Vehicles parked in unauthorized areas (i.e. handicapped spaces, loading zones, fire lanes, lanes of
traffic, unlicensed lots, residential zones, etc.) without official authorization will be fined and/or removed.
1. The production company shall effectively demonstrate that they have maximized the use of private commercial
parking prior to requesting use of public parking.
2. In most cases, the city may provide public parking spaces only for essential unit vehicles. When public parking is
approved for use and / or restricted, costs as noted below will be invoiced accordingly:
APPLICABLE DAY HOURLY RATE / SPACE
Monday thru Thursday Half-Price Regular Rate of $3.507.00 / hour / space
Friday thru Sunday $4 8.00/ hour / space
Hourly rates per space will be doubled without written notice and city approval 48 hours in advance.
3. The production company shall use off-street parking, as available, for non-essential vehicles (i.e. crew parking). The
production company may be required to use a remote parking location and arrange for suitable shuttle service for
locations where off-street parking is not available (i.e. residential locations). At all times parking shall be organized
to minimize the disruption to the area.
4. Request for use of parking lots or spaces must be submitted in detail for approval with the application.
5. Requests for production vehicles parking shall be included in the application request for consideration.
updated: 1-13-21; original approval: 7-14-16
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
6. Requests for public parking spaces that have a direct impact on a business or resident(s) may be required to be
accompanied by a notification letter confirming communication with the affected business/property owner/
manager prior to the request for parking being approved. The Community Development Office, in conjunction with
the City Manager’s Office, may make determinations of needed documentation on a case-bycase basis.
7. By city ordinance, no person(s) may camp or sleep in vehicles in public areas nor may a vehicle stop or park with
engine running for longer than ten minutes, except when necessary to refrigerate perishable items and / or for
passenger buses that remain occupied by other than the driver.
Street Closures
If roads are to be blocked or traffic disrupted in any manner, the production representative must directly coordinate with
the Tybee Island Police Department during regular working hours.
- Page 289 -Item #15.
Page 8 of 16 updated: 11-20-17; original approval: 7-14-16
1. Public streets shall not be closed unless:
a. adequate alternate routes are available,
b. adequate access to adjacent businesses is assured,
c. transit can be maintained on the portion of the street to be closed, or can be maintained on adjacent
streets.
2. Major streets shall not be closed during high volume traffic periods.
a. When traffic cannot be effectively diverted onto other streets, traffic shall be stopped only intermittently
and for no longer than three continuous minutes during each 10-minute period.
b. Occupants of properties within a street closure or within any area a film company is filming are to be
informed of the activity by the production company. In a residential area, residents in any block where
filming is occurring or which is occupied by production vehicles shall be advised of the proposed activity.
Reference the Notification Section for information.
Adequate access to the area shall remain open at all times for emergency service personnel and emergency vehicles to
ensure safety.
Police Department
1. Any person or organization shall comply with security and safety guidelines set by the Tybee Island Police
Department.
2. The Chief of Police must approve requested participation by the Police Department directly.
3. Traffic Control/ Driving Shots
a. All productions that require any amount of pedestrian and / or vehicle traffic control must include
detailed information within the application for consideration. The off-duty officer in accordance with the
permit shall directly coordinate all traffic interruption on-site.
4. The production company shall be solely responsible for coordinating, with the Chief of Police, the hiring and
compensating of necessary personnel in association with activity.
5. Fees will be assessed and invoiced for use of department vehicles in association with production activity.
Public Works Department
1. The site of the production activity must be restored to its original condition or additional charges will apply. 2.
Please note that any production that is found illegally dumping debris/trash will be fined. In addition, any
production leaving debris/trash behind at any production location will be billed for the time, labor and
equipment used by the Public Works Department to clean up the area.
3. Upon completion of work, all materials and debris shall be entirely removed and the right-of-way left in a condition
satisfactory to the Director of Public Works. Any costs for cleanup by the city will be charged to the permit holder.
4. Fees will be assessed on a per hour rate and determined by the city if production activity requires the use of the
electrical service, equipment owned by the City of Tybee, and / or labor.
5. It is the responsibility of the production company to provide adequate toilet facilities during activity as appropriate.
Location(s) of said stations shall be indicated on provided site plan. One chemical toilet for every 200 people is
recommended.
- Page 290 -Item #15.
Page 9 of 16 updated: 11-20-17; original approval: 7-14-16
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
6. Electrical needs are the sole responsibility of the production company. Generators shall not run during evening
hours nor disrupt the peace and quiet in non-commercial areas in accordance with City Code 22-112.
7. The production company shall be solely responsible for coordinating, with the Director of Public Works, the
hiring and compensating of necessary personnel in association with activity.
8. Fees will be assessed and invoiced for requested services/equipment and use of department vehicles in
association with production activity.
Additional Agencies
Georgia Department of Natural Resources
An issued Letter of Permission (LOP) from Georgia Department of Natural Resources is required for any activity
on the beach and / or within the Shore Protection Jurisdictional Area (i.e. beach side parking lot areas, etc.)
fifteen (15) business days prior to activity. The production is subject to cancellation if the LOP is not received by
the City of Tybee Island prior to the noted deadline. Requests may be submitted at
http://coastalgadnr.org/sendemail.
In the case of duplicate permits (i.e. application approval from the city and/or an issued LOP), the more
restrictive provisions of any permit will control.
The city will notify DNR Enforcement when activity taking place conflicts with the issued LOP. Fines may apply.
Georgia Department of Transportation
The Georgia Department of Transportation shall be contacted when production activity impacts their
jurisdiction. Contact information is available at http://www.dot.ga.gov/AboutGDOT/Districts.
Chatham County
Chatham County shall be contacted when production activity impacts their jurisdiction and / or the Pier and
Pavilion located at Strand Avenue. Contact information is available at
http://www.chathamcounty.org/Home/Department-Contacts.
Tybee Island Marine Science Center
Turtle nesting season on Tybee Island is May 1 through October 31. A conservation program of the Marine
Science Center is the Tybee Sea Turtle Project. Volunteers with the Turtle Project protect and monitor the
island’s nesting sea turtles. Production representative shall coordinate with the Marine Science Center
regarding proposed beach activity during turtle nesting season. Contact information is available at
http://www.tybeemarinescience.org/contact-us/.
United States Coast Guard
The USCG shall be contacted at 912-786-5440 when production activity includes fireworks. Approval for such
activity is required at least 135 days prior. This is in addition to approvals required by the City of Tybee Island
with input from the Tybee Island Fire Department.
Residential / Commercial / Beach Areas
1. Production representative must provide written documentation confirming notification provided to merchants
and / or residents prior to the Commercial Film Production Application being submitted for consideration of
approval. Documentation shall include signatures of merchants notified. when possible.
2. It is the responsibility of the production representative to negotiate compensation with residents and / or
businesses merchants when they are impacted directly by the activity. Production representative must provide
written documentation of agreements with merchants impacted directly by the activity. Documentation shall
include signatures of merchants.
3. Cast/crew may not trespass onto private property without consent. All personnel must remain within the
boundaries of the property that has been permitted for filming.
4. Residents / Merchants shall never be prevented from access (street, driveway, and sidewalk) to their home /
business as a result of film production, except for brief periods when scenes are being shot.
- Page 291 -Item #15.
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5. Public access to and on the beach shall not be restricted as a result of film production, except for brief periods
when scenes are being shot.
6. Productions may not impede normal residential services such as garbage collection and street cleaning.
7. At no time may production disrupt regular mail service.
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
8. Move-ins, move-outs and any related noisy activities of a production company shall occur only during the
following periods: 7am – 8pm by city ordinance.
9. Late night and early morning filming between the hours outside of those in (8) will not be permitted unless
permission is granted with the application based on the production representative providing required
documentation of notification.
10. A production company will place on the sidewalk in the area of filming, an information sign advising the public of
the name of the film and noting that they may be inconvenienced while walking through the area.
Notifications
1. Productions that require completed notification and/ or signature documentation are required strongly
encouraged to begin notifying residents and / or merchants at least six weeks in advance. A sample of the
documentation for distribution shall be included with the application at time of submittal. Complete
documentation shall be provided to the Community Development Office no less than two (2) weeks prior to the
start of a production with six (6) or more days of production activity and seven (7) days prior to the start of a
production with five (5) or less days of production activity.
2. Notification shall include:
a. name of the production company
b. name of the production representative with contact phone number and email address
c. date(s) and time(s) the film company will be working in the area
d. a summary of the activity which will impact the area
e. map indicating areas for activity (including parking)
f. phone number of the city’s Community Development Office
g. phone number of the Savannah Film Commission Office.
3. Production representative is required to provide notice by reasonable means available, including, but not limited
to, cellular phone or other telephonic means, e-mail, fax, hand-delivery, mail or other traceable delivery service
(i.e. FedEx, UPS, courier service or certified mail). Federal law prohibits distribution in mailboxes.
4. A map created by the production company must be included with the original notification letter upon delivery of
the application to the Community Development Office. This map shall clearly identify distribution streets by
name & block (i.e. 700 block), and indicate all addresses receiving notification.
5. In the instance of a failure to successfully deliver notification letters, the production representative must
document to the Community Development Office as to the number of attempts at making contact and provide
documented attempts using recognized methods (certified mail, etc.).
6. Production representative must inform all affected properties of any schedule changes made after distribution
of original notification letters. At all times the Community Development Office reserves the right to require
pProof of notification is required as a condition of the permit.
7. No two productions are the same, and the city may require production company to meet additional
requirements depending on the nature and scope of activity.
Signage
1. Each vehicle belonging to the production company shall display proper identification on the dashboard including
a contact person and telephone number.
- Page 292 -Item #15.
Page 11 of 16 updated: 11-20-17; original approval: 7-14-16
2. Signage to direct cast/crew or any other production elements is permitted only by specific production company’s
permitted use and must be removed immediately upon completion of permitted activity. An invoice for costs
incurred by the city for any removal of left signage will be forwarded to the production representative and must
be satisfied before issuance of any further permits.
3. When filming occurs in a commercial area with limited passage on the right-of-way (including beach crossovers),
the production company must provide proper wayfinding signage indicating businesses are open and provide an
alternate route that will not negatively impact business activity.
4. When filming occurs where pedestrians who are not associated with the production will be present, the
production company must provide proper wayfinding signage and off-duty officers shall be stationed throughout
the set in order to direct pedestrians politely and safely through or around set.
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
Anti-Litter
1. If catering is done at a location, a method must be established for the removal of used cooking oils, gray water
or any other solvents from the activity site. The production company will incur costs imposed by the city,
county, and state if any solvents are left or discarded at the activity site.
2. Release of helium balloons and/or Chinese lanterns is prohibited on Tybee Island. It is very harmful to wildlife
and is a violation of the city’s littering ordinance.
3. All smoking refuse must be properly disposed of in marked ‘butt-cans’ or other specifically designated
receptacles.
4. All debris in production activity area(s) must be contained at all times. The production company will be charged
an hourly rate and dumping fee determined by the city if any debris is left and disposed of by the Public Works
Department.
Amusement Rides
1. Separate from the insurance required by the City of Tybee Island, proof of insurance from the company providing
amusement rides in conjunction with the production activity is required two weeks prior to use.
Financial
1. The production representative shall be financially responsible for any cleaning, replacement and repair to
municipal property or its accompanying articles after completion of activity.
2. The production representative shall be financially responsible for extra personnel hours incurred by the city as a
result of the aforementioned.
3. A deposit of 50% shall be made upon receipt of all estimated costs. Payments of invoices are due upon receipt.
Miscellaneous
1. No production activity which involves the use of explosives, pyrotechnics, fire, smoke-making machines or other
special effects may be undertaken unless specifically approved in accordance with City Code 12.1 and the
Department of Natural Resources.
2. Production company shall maintain minimal noise levels at all times and adhere to City Code 22-112. During
filming activity, vehicle engines and generators shall be turned off as soon as possible, crew shall refrain from
unnecessary shouting and production radio volumes shall be conducive to effective communication without
being obtrusive to the surrounding neighborhood. If complaints of excessive noise levels occur, the production
representative shall attempt to identify, correct and/or modify the noise source. Failure to do so shall result in
immediate relocation of activity as appropriate.
3. When blockage of pedestrian right of way (including beach crossovers) is anticipated, production representative
must submit a site plan showing exact locations and specified times of access restrictions with the application for
approval.
- Page 293 -Item #15.
Page 12 of 16 updated: 11-20-17; original approval: 7-14-16
4. ADA compliant crossovers must be used to safely cover all cables placed on streets and sidewalks.
5. Credits of all productions shall include the City of Tybee Island, Georgia as a production location.
6. The official logo of The City of Tybee Island shall be used in the credits of all productions. The logo may be
obtained from the City of Tybee Island’s Information Technology Department.
7. A statement referencing that permission for production activity was granted by the City of Tybee Island and, if
applicable, Department of Natural Resources must be included in the credits to ensure the public is aware that
specific activities (i.e. nongovernmental vehicles on the beach, open flames on the beach, etc.) are only
permissible with prior authorization. Wording shall be agreed to upon prior to completion of activity.
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
Community Assistance
Tybee Island is proud of its community’s spirit of giving and collaboration. We invite production companies who film on
Tybee Island to contribute to the community’s non-profit organizations as appropriate. We appreciate any efforts you
make to assist our community in better understanding the production process. The Community Development
Office can assist in facilitating appointments for members of cast or crew with the production to talk to students at our
local school and meet with members of our community.
The City of Tybee Island makes every effort to improve the quality of life for our residents and merchants. Productions
are encouraged to consider assisting in civic initiatives. If a production is capable of making lasting contributions to
the community, the city will be happy to help facilitate these efforts.
Enforcement
1. A commercial film production permit may be revoked immediately by the City Manager when activities are
believed to be endangering the public health, safety, welfare, and / or damaging property.
2. A commercial film production permit may be revoked within 24-hours of written notice from the City Manager
noting a violation of activity not permitted.
3. A violation of the permitted activity, in accordance with this application, shall be considered a violation of the
city code, enforceable as provided herein. Persons engaged in a production without approval, or otherwise in
violation of the guidelines herein, shall be subject to enforcement by city police or Code Enforcement Officers,
through the issuance of immediate cease and desist orders. Each violation shall constitute a separate offense
for which a separate fine shall be imposed as follows:
a. For the first offense within a 12 month period a fine up to $500;
b. For the second offense within a 12 month period a fine up to $750;
c. For the third offense within a 12 month period and subsequent offenses a fine up to $1,000.
4. The production company will be restricted from receiving a production permit for a six (6) month period of time
when previous violations have occurred.
5. If there are repeat offenses by a production company and / or their representative, the City Manager may
decline to review future production permits from such person or entity for one year, or such other period as the
City Manager deems appropriate.
Moratoria
1. The City Manager or her / his designee has sole discretion to place a temporary moratorium on locations and
neighborhoods that have experienced ‘burn-out’ as a result of previous high volume or large impact production
activity based on the following criteria:
a. History of code violations;
b. Past history of the production company and/ or their representative;
- Page 294 -Item #15.
Page 13 of 16 updated: 11-20-17; original approval: 7-14-16
c. Duration of the subject production;
d. Infrastructure and quality of life impacts (e.g. traffic interruptions);
e. Other impacts to adjacent property owners, including exceptional filming activities (e.g., fire effects,
explosions, car crashes, aerial filming, etc.)
Revisions
The Mayor and City Council may adopt revisions to the Commercial Film Production Application. The City Manager may
authorize amendments to the Commercial Film Production Application proposed by staff, and shall present such
amendments to the Mayor and City Council for approval.
SECTION 5: INFORMATION & PRODUCTION GUIDELINES CON’T.
Indemnification / Insurance
1. The production representative must sign this Agreement at time of submitting application, which provides for
certain indemnification and other legal requirements. Prior to the issuance of the production permit, the
production company shall maintain, at its sole expense, public liability insurance covering all production activity
taking place on / off city properties and resultant use thereof, naming the City of Tybee Island as an additional
insured, in the amount of $1 million. The Certificate of Insurance is required to be provided prior to the
production beginning. Failure to provide insurance will result in the cancellation of production activity.
2. The company is responsible for obtaining necessary insurance as deemed appropriate by the property owner
when private property is being utilized.
3. The production representative shall deliver to the Community Development Office a certificate or certificates of
insurance, as specified above, evidencing the existence of public liability insurance in the minimum amounts
described above. Each certificate shall provide that the city receive not less than thirty (30) days written notice
of cancellation prior to such cancellation. In the event that such insurance is cancelled, expired or terminated,
the production representative shall be required to obtain insurance immediately and furnish proof to the
Community Development Office. If such valid insurance is not obtained within twenty-four (24) hours after
cancellation or termination, the permit shall be revoked for the production and all associated activity shall cease.
The production representative shall be responsible for submitting all certificates of insurance of its contractors
and subcontractors.
SECTION 6: ACCEPTANCE AND AGREEMENT
ACCEPTANCE AND AGREEMENT
I, as the production representative of the commercial production company, do hereby agree to indemnify and
hold harmless the City of Tybee Island, Georgia, its elected officials, officers, agents, employees and contractors from
and against any and all loss, damage, claim, demand, liability or expense by reason of any damage or injury to property
or person which may be claimed to have arisen as a result of or in connection with any production activity of the
production representative, directors, officers, agents, servants, contractors, and subcontractors, including the
occupancy or use of listed activity locations during the time period of said production.
Such obligation to indemnify and hold harmless shall continue notwithstanding any negligence or comparative
negligence on the part of the city relating to such loss or damage, except for loss or damage arising from the sole
negligence or willful misconduct or gross negligence of the city, and shall include all costs, expenses and liabilities
- Page 295 -Item #15.
Page 14 of 16 updated: 11-20-17; original approval: 7-14-16
incurred by the city in connection with any such claim, suit, action or cause of action, including the investigation thereof
and the defense of any action or proceeding brought thereon and any other judgment or decree which may be entered
in any such action or proceeding or as a result thereof. These provisions shall survive the expiration or earlier
termination of the use of premises. Nothing in this Agreement shall be construed to affect in any way the city’s rights,
privileges, and immunities as set forth in Georgia Statutes and/or the Constitution of the State of Georgia.
By providing my signature directly below, I agree to the above information and agree to comply with the
information and guidelines specified in this document to ensure that public health and safety is not compromised during
production activity, shall such be granted. In addition, I consent to the jurisdiction of the United States District Court for
the Southern District of Georgia, the State and Superior Courts for Chatham County, the Municipal Court of the City of
Tybee Island, and I agree that all disputes shall be resolved in one of these courts, and waive any objections to
jurisdiction and venue.
Please print:
I, (Production Representative), individually, and as authorized representative of
(Production Company), do hereby agree to the above terms by signing below.
Production Representative’s Signature: Date: Production
Producer’s Signature: Date:
- Page 296 -Item #15.
Page 15 of 16
INTERNAL USE BELOW.
Staff signatures for city departments listed below indicate the Commercial Film Production Application has been
reviewed and department needs are accepted as requested. All signatures are required prior to application being
submitted for City Council consideration.
DEPARTMENT SIGNATURE DATE
City Manager
Community Development
Finance
Fire
Parking
Police
Public Works
Water & Sewer
COMMENTS:
ADMINISTRATIVE APPROVAL (as applicable):
City Manager:
APPLICATION REVIEW VERIFICATION DATE
RECEIVED
REVIEW DATE BY CITY OF TYBEE ISLAND
REPRESENTATIVE
SENT OUT FOR INTERNAL REVIEW
FOLLOW UP REVIEW MEETING(S) WITH
PRODUCTION REPRESENTATIVE
MEETING WITH CITY DEPARTMENT HEADS &
PRODUCTION REPRESENTATIVE
CERTIFICATE OF INSURANCE RECEIVED
LETTER OF PERMISSION RECEIVED
Date:
Community Development Director: Date:
- Page 297 -Item #15.
Page 16 of 16
RESIDENT NOTFICATION LETTER DISTRIBUTED
LIST OF BUSINESSES, RESIDENTS, AND ANY OTHER
REQUIRED NOTIFICATIONS RECEIVED
CITY SERVICES REQUESTS ACCEPTED & CONFIRMED
ANY ADDITIONAL REQUIREMENTS (LIST BELOW)
ANTICIPATED MAYOR & CITY COUNCIL
CONSIDERATION (AS APPLICABLE)
DETERMINATION: APPROVAL / DENIAL
ALL INVOICES FOR CITY SERVICES PAID
CITY MANAGER APPROVAL
FINAL APPROVED COPY SENT TO CITY DEPARTMENT
HEADS & SAVANNAH REGIONAL FILM COMMISSION
updated: 5-23-19; original approval: 7-14-16
- Page 298 -Item #15.
File Attachments for Item:
16. PC MINUTES -SEPTEMBER 20, 2021
- Page 299 -Item #16.
PLANNING COMMISSION CITY MANAGER
Demery Bishop Shawn Gillen
Ron Bossick
Marie Gooding
Susan Hill COMMUNITY DEVELOPMENT DIRECTOR
Elaine T. McGruder George Shaw
David McNaughton
J. Whitley Reynolds CITY ATTORNEY CITY ATTORNEY
Edward M. Hughes
Planning Commission Meeting
MINUTES
September 20, 2021
Chair Demery Bishop called the September 20, 2021 Tybee Island Planning Commission meeting to order.
Commissioners present were Vice Chair Ron Bossick, Marie Gooding, Susan Hill, Elaine T. McGruder,
David McNaughton and J. Whitley Reynolds.
Consideration of Minutes:
Chair Demery Bishop asked for consideration of the September 20, 2021 meeting minutes. Marie
Gooding made a motion to approve. J. Whitley Reynolds seconded. The vote to approve was
unanimous.
Disclosures/Recusals:
Chair Demery Bishop asked if there were any Disclosures or Recusals. J. Whitley Reynolds recused
his self for item one Variance at 1014 Second Ave. He stated he prepared the survey for that property.
Old Business:
Chair Demery Bishop asked if there were any old business. There were none.
New Business:
VARIANCE: Requesting to build in setback – 1014 Second Ave. – 40006 13005 – R-2 - Mary
Nadeau.
George Shaw stated the applicant has a very narrow lot and a husband with increasing mobility
issues. At the front of the lot there are steps to get into the house. At the back of the lot it is at grade
with a walkway to come around to the back door but that opening is only two feet wide so a walker or
wheel chair could not get through. She would like to widen the doorway and that would go into the
setback. Staff recommends approval. David McNaughton made a motion to approve. Susan Hill
seconded. Vote to approve was unanimous.
Minor Subdivision: Requesting to subdivide 3 Lots – 1517 Miller Ave. – 40008 11008 – R-2 -1514
A & B Fifth Ave. – 40008 11022 & 023 – R-2 – Osborn & Warakomski.
George Shaw stated under normal circumstances a recombination of lot lines that meet all the City
codes and do not create any additional lots do not have to go through the public hearing process. But
because of the odd shape that this recombination is creating the City Attorney wanted this to go
through the process. The applicants own the three lots and the property on Fifth is a duplex that has a
very tiny and odd back yard. So they wanted to add more back yard to these units. It will create oddly
shaped lots which we have no rules against that. Staff doesn’t have a recommendation it is just
- Page 300 -Item #16.
creating an odd shape lot and meets code. Marie Gooding asked if they own both properties is there a
reason why they just can’t use all the property areas instead of making this permanent change. George
Shaw stated he presumes they either want to rent or sell one of them at some point. Demery Bishop
asked if the Fifth Avenue propert y was one lot one time and would they be considered substandard
now. George Shaw stated yes it was one lot at one time and there is nothing substandard about it now
it will only be considered a conforming lot for a duplex. J. Whitley Reynolds stated as a Surveyor I
remember having to put a note on all Duplex property plats that says (This subdivision creates two lots
unsuitable for single family detached dwellings) Randy Osborn who lives at 1514A Fifth Avenue
approached the planning commission and stated his daughter and grandkids live in 1514B Fifth
Avenue and he is wanting to create more backyard space for his grandkids. He also stated if he
decides to rent out the 1517 Miller Avenue at some point he doesn’t want any legal issues to come up
if the kids play around that yard. J. Whitley Reynolds made a motion to approve. Susan Hill
seconded. Voting for were the motion were Ron Bossick, Susan Hill, Elaine McGruder, David
McNaughton and J. Whitley Reynolds. Voting against was Marie Gooding.
Site Plan: 803 First St. -40019 01001 – C-2 – Jeremy Altman.
George Shaw stated the applicant Jay Altman has a long-term lease of the property from Green
Growth and would like to have an art gallery on the site. The only outstanding issue is whether GDOT
will approve a curb cut or not. If they do not approve the curb cut we would not issue any permits for
commercial use. From the City all requirements have been met. Staff recommends approval. Jay
Altman (the applicant) who lives at 167 Lewis Avenue approached the commission and stated he is
looking forward to this project. Also he has been in constant contact with GDOT about the curb cut
and does not see any issues with them. Janice Elliot who live at Salt pine Townhomes 817 First Street
unit #D2 approached the Commission and stated she wants to know what kind of buffer they will be
putting in. George Shaw stated additional eight foot fence and some landscaping. Kelly Yambor who
lives at Salt pine Townhomes 817 First Street unit A2 approached the Commission and stated she
would like to ask about music times and noise restrictions being next to a residential. George Shaw
stated they would have to meet the city’s noise ordinance. Cayla Pepper who lives at Salt pine
Townhomes 817 First Street unit B3 approached the Commission and stated she would like to know if
this is to be a venue or a gallery. George Shaw stated this site plan is being called an art emporium
retail gallery space. Additional structures would require another site plan review. J. Whitley
Reynolds made a motion to approve. Ron Bossick seconded. Susan hill asked to amend the motion to
say pending approval of curb cut by GDOT before permitting. J. Whitley Reynolds agreed to include
the amendment in his motion. Vote to approve was unanimous.
Discussions:
Adjournment: 7:45pm
Lisa L. Schaaf
- Page 301 -Item #16.