HomeMy Public PortalAbout160_050_Infrastructure Committee Minutes
INFRASTRUCTURE COMMITTEE MINUTES CITY OF TYBEE ISLAND October 13, 2011 5 pm ATTENDEES: Paul Wolff, Diane Schleicher, Bill Lovett, George Reese, Barry Brown, Kathryn Williams and Bill
Garbett. Joe Wilson was absent. Approval of the minutes of the previous meeting. – Paul Wolff called the meeting to order and asked for a motion to approve the minutes from the last
meeting. Bill Garbett moved to approve the minutes from the last meeting. Kathryn Williams seconded. New Business: I. EPD Letter Regarding Recent City Well Test A. George Reese states
that the State came and collected raw water samples from the well in August 2011 as well as November 2003 and October 2002. The testing was free of charge to the City. The results from
August 2011 samples showed the pH had risen slightly and conductivity had declined. Overall the report was good news. We have good water. Old Business: I. HISTORIC BUTLER AVENUE PEDESTRIAN
SAFETY PROJECT A. Schedule 1. Public Advertisements September 16, 23 and 30 2. Pre-Bid Conference October 4, 2011 a. Paul Wolff asked how many contractors showed up. Bill Lovett states,
we have 5 contractors who are plan holders at this time. It was not a mandatory pre-bid conference. We will probably contact one other contractor to see if he is interested, just to
be sure we get a good coverage. b. Bill Lovett states, we have an addendum that we are putting out today. The addendum covers what was covered in the pre-bid conference. It also emphasizes
what the contractors have to submit with their bids. As you know, we are running on a very tight schedule here and I’m concerned that it’s going to take time between the bid opening
and when DOT says its okay to issue the contract. So we are re-emphasizing to the contractors what they must submit when they submit their bids. 3. Bid Date October 25, 2011 Council
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4. Recommendation to City October 27, 2011 5. Information Package to GDOT October 31, 2011 a. Bill Lovett states that if we get the package to the DOT on October 31, what DOT is saying
is that they can usually turn it around in 2 weeks. b. Barry Brown asked Bill Lovett what his preliminary numbers are so far. Bill states, our cost estimate is about $160,000. Barry
asked what the Grant is written for. Bill responds, the number in the Grant for construction is $172,000. Diane Schleicher states that we re-did the scope when we got the Grant money.
Bill responds, oh we did? Barry asked, didn’t I see $125,000 somewhere? Bill responds, that is the Grant amount, the $125,000. Barry asked, and out of that, we’re going to pay $31,250?
Barry states, this is just a preliminary number, if it runs over that, where’s the other money coming from? Diane replies it comes from the City; when we got the Grant, we wrote the
scope according to the Grant amount. The last estimate we received officially from the DOT was $125,000 plus $30… something. The proof will be in the pudding with the bids. Paul Wolff
asks if there are anymore questions. Barry states you’re trying to pull the trigger to start a project and you don’t know if all the money is going to be there or not. That’s my concern;
how much are the taxpayers going to have to pay out for this thing that you’re trying to push through? Paul states, we won’t know that until we get the bids. Barry states, that’s what
I’m saying; the preliminary bids I suspect, and probably Bill does too, will come in higher than that from the numbers I’m hearing. Paul replied that’s okay. Bill Lovett states I think
the thing to do is take the bids and if the bids are higher than the City wants to pay then sit down with the contractor and see what you can do to get it within the City’s budget. 6.
Council Approval (Subject to GDOT Approval) November 10, 2011 7. GDOT Approval to Award November 21, 2011 8. Notice to Proceed November 30, 2011 9. Contract Completion Date February
29, 2011 II. WATERSHED PROTECTION PLAN – Bill Lovett passed out “revised” copies to everyone. Council Meeting 12/8/2011 PPrreeppaarreedd 1122//22//22001111 jjerll 150_060_002
A. Draft Reviewed by George Reese and Stanley Bearden Comments Reviewed and Addressed B. Committee and Council Approval C. EPD Approval Date – December 15, 2011 1. Bill Lovett asks
how do we do it now. Do you want this Committee to approve it and then send it to EPD; do you want it to go to Council; do you want it to go to Council after EPD? 2. Paul Wolff states
it needs to go to Council before it goes to EPD. 3. Bill Lovett states we can submit it now to EPD and let them review it. If there are any changes we can bring it back to Council. Paul
states that’s a good idea. 4. Paul suggests that he, Bill Garbett, Kathryn Williams and Barry Brown get together and review this as soon as possible and get any comments circulating
by email. Then we can get any comments to Bill, Diane and George to make sure they are included in what we send to EPD. Bill Lovett states he would like any comments back to him by a
week from today (October 20th). With no further business to discuss, Paul Wolff asked for a motion to adjourn. Kathryn Williams so moved. Bill Garbett seconded. There may be a quorum
of city council members which would constitute a meeting. Respectfully submitted by Karen Reese on 11/07/2011 Council Meeting 12/8/2011 PPrreeppaarreedd 1122//22//22001111 jjerll 150_060_003