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HomeMy Public PortalAbout160_020_Infrastructure Committee Minutes - 3 14 13 INFRASTRUCTURE COMMITTEE MINUTES CITY OF TYBEE ISLAND March14, 2013 5:00 P.M. ATTENDEES: - Paul Wolff, Diane Schleicher, Wanda Doyle, Joe Wilson, Barry Brown, George Reese and Jan Fox. Tom Groover was absent. Approve the minutes of the previous meetings—Paul Wolff called the meeting to order; asked for a motion to approve the minutes from the 2.14.13 meeting. Barry Brown moved to approve; Paul seconded; Tom Groover was absent for the motion. New Business: Old Business: I. Public Safety Building Design—Mayor Pro Tem Doyle Update a. Wanda Doyle states she talked with the Public Safety Committee; the way we have decided to handle this is, I'll come to the Infrastructure meetings and keep you posted; we will be having meetings periodically that everybody can come to; Jan will be advertising them; regarding the contract, Bubba(City Attorney) met with them last Thursday; they're almost ready; they're ironing out the last minute details; they're almost finished with that; it will be on the City Council agenda the second meeting in March; Bubba said it was alright to start meeting with Greenline, to get some stuff down on paper with the Police Department; so we're meeting Tuesday, March 19th at 10:00 with the Police Department, Greenline, myself, Jan, Bill; the Public Safety Committee; at that meeting we will be discussing the plans of the Police Department, (the drawing of the rooms and the things that they think they need); I've asked them to bring that; that's where we will start; the discussion is going to be about us looking to do either a 2 floor, 2 story, or just go with a one story; if we go with a 2 floor, 2 story, we have to make sure we have an elevator hatch there, whether we put an elevator in now or not; so we have to decide if we're doing a 2 floor 2 story or just one floor; I think one of the reasons for doing a 2 story is because there's so much infrastructure on that property; a couple of things that I objected to, as far as the Greenline design was, they wanted to put it close to Van Horne; I disagree with that; I think it needs to be back so that maybe you could have a front entrance there; we have those tanks over there that we can put parking over but not build over the top of those gas tanks; you all just be thinking about it and come with your ideas and input; this is probably the biggest project since the Gym was done; we want to make sure that we do this right. i. Barry Brown asked if somebody was going to meet with Bubba and review the contract with him before he goes to Greenline with it. Wanda states they're back and to negotiating it; it's going to come to City Council. Barry asked, when he gets his final review, will you have an opportunity to review it. Wanda states, Bubba said he was trying to get it finished up ASAP, so he can send it out to everybody, to take a look at it; that way, everybody is looking at the contract; the Public Safety Committee is going to look at it but all of you will have a copy of it, at least a week or so before; it will be in the packet before the next meeting; that's where we are; I'll just get Diane to put me on the beginning of the Infrastructure Committee Meetings and give everybody updates; and of course, everybody can come to the Public Safety Committee Meetings; after our meeting now, I'm worried about SPLOST money, but we'll continue to get the 2009 SPLOST money in; last time I talked to Angela, we were; one thing, a decision we have to make is, we need to give them some kind of price to shoot for; the Public Safety Committee talked about 2.8, and we talked about 3; I think we have to give them a number to work with, and I need some input from all of you, and I'll need that by Tuesday. Barry states, I would say give them a range between 2.6 and 2.8 million; it's low, but let's see what they can do with it. Wanda states they had given us a different price per square footage for different things; they had it broken down; Barry states, there is an average that they can calculate. Wanda states, we talked at the Public Safety Committee Meeting about starting low, like the 2.8, and if they say well we just can't do that, then that gives us some room to negotiate. Paul Wolff states, the numbers I've heard from other places, is more like 4 or 5; so we're way off to have the complete thing done exactly the way we want it; Barry states, so you've got about 2.8 to 3.5. Paul states, I think that's the kind of range you need to give them; say look,we need to start on the low end because that's all we have; we want it expandable so we can phase this in as we're able to generate more funds. II. Jones Avenue: a. RFP for Engineering Services—Recommendation based on Rating—Paul states that Thomas &Hutton came out on top with 270 points over Kern Colman with 219 points; is there any discussion on this, or do we recommend to Council that Thomas and Hutton be awarded this contract. Jan Fox asked if this was in the budget. Diane Schleicher states, no, basically we want to make a recommendation, we will contact them, and that we put it in our budget for next year; I'll contact Thomas & Hutton. Paul asks for a motion to recommend the engineering services for Jones Ave. Barry Brown states, I make a motion that you recommend to Council that you use services from Thomas &Hutton; Paul seconded; all in favor; that passes 2 to nothing; Groover absent. III. New AMR System: a. RFP—Recommendation based on Rating—Paul states Delta Supply with Neptune Equipment came in on top with 215 points over Consolidated and Master with 165 points; any discussion on this? Barry Brown states, Neptune is the one that has all the interchangeable parts. George Reese states, we've got 2 bids here; 1 is for Retrofit, the other for the 1 turn-key, 1 meter, 1 company; my suggestion is we do that. Jan Fox asked how we pay for that. George replies, with our GIFA money we're getting. Jan replies,but you have approximately a$500,000 surplus, less $200,000 that got transferred last year into your budget; plus you have $700,000 debt service already,just principle; unless the general fund...Paul states, or unless we raise water rates. Jan states, I actually believe you should raise water rates; even just to cover the $700,000; the proposal you had at a prior meeting, was for$90,000. George replies, yes, I have a copy here for everybody; Jan states, if you also increase the base rates by$1, that's another$76,000. George states, this proposal is just raising the consumption, not the base rate. Jan states, that's still only$90,000. George states, its $90,000 water and$90,000 sewer, so $180,000 total. Paul states, I'm going to make the same comment that I make every time we talk about water rates; when you go to 20,000 gallons and above, that ought to be double the lowest tier; that should go up to $7.00/1000; if you don't want to go that high, it shouldn't be .25 more; those are people just wasting water; I would like to see that top tier go to $5.00/1000; if you look at the sprinkler use, you've got 159 commercial users that are over 20,000 gallons,but you've got 286 sprinklers that are over 20,000 gallons; we've got some options; we should be encouraging conservation; let's think about that. b. Paul states, George has expressed a preference to do the turn-key option, which will cost roughly$105,000 more, than if we do the installations in house. George states no, the other one is for them to fit the existing meters that are out there; they would do installations. Paul asks, so the high number is, they replace all the meters but theirs. George replies, yes. Paul asks how many Neptune meters do you have out there now. George replies, about 1000 out of 3300. Paul asks if they are giving us a good price. George replies, yes, and they're a positive displacement meter, which you want. Paul states, what I'm trying to get at is, if we have 2200 meters that we have to replace, and they still have a pretty good useful life, it might not be a great idea to have them replaced now, unless we're saving a whole lot of money on the cost of the meter itself, by buying in bulk like this; my personal opinion would be to, replace them as we need to. George states, we can, I just suggested that we do this; if we don't have the money, we'll do what we can. Paul states we have to budget for the difference or raise the water rates. Jan Fox states, I think you have to do both. George states, once you award the bid you can go back and talk to them; see if they will lease/purchase. Paul states, there's no argument that we need to do this, it's just a matter of which option do we want to go with. George states, we can always look at next year's budget; I usually have capital and I could put that with any money that's left over; maybe we can pay for it out right and not have to borrow the money. Diane Schleicher asks George if he would contact them and tell them they're the most favorable bid, and see if they would hold their bid through the budget process. George replies, yes, for how long. Paul replies,until July 30tH Paul states, first, let's see if they will hold their bid; if they will, let's see how much George has in his budget that he could roll over to contribute to that; we'll look at the difference; see what kind of a water rate increase it would take to cover that; if we can do George's recommendation, with the exception of going from $4.25 to $5.00/1000, for at least residential sprinklers, and residential, period, that would generate at least half of the revenue; more likely 2/3rd's of the difference; we need to put that on the agenda for next meeting, for discussion, when Groover is here. IV. Silver Avenue Drainage Issue: a. Status of Temporary Construction Easements—Joe Wilson states that the condo owners have signed their agreement; when I talked with Jenny yesterday she said she is not signing the agreement because she believes it's a City road; Paul Wolff asked if everybody is okay then with stepping out of the Silver Ave drainage issue until further notice. Everybody is in agreement. V. TRAILS PROJECT: a. Project update - The Concept Report was resubmitted by Thomas and Hutton. Thomas &Hutton is waiting to hear back from Moreland Altobelli to see if there are any additional comments or if it has been approved. - Diane Schleicher states, I did ask John Giordano (Thomas & Hutton) if they had gotten any questions about the surface; we're not using asphalt or concrete; we're using that compacted granite; he said no; Diane asked him to be very forthright about that because I don't want to get real far down the project, and they say, oh, we can't do that; John stated that he had written in the report that they were using the compacted granite especially for the drainage and permits. Paul Wolf asked, so the time line is between now and never. Dine states, if everything goes well, I would like for us to be in the position to do it next year VI.HISTORIC BUTLER AVENUE TE GRANT: a. Project Completed: b. Final Project Costs i. Construction-AD Williams—$119,276 ii. Palm trees (est. value $6,000) &planting labor- $4,000 iii. Equipment cost for installation of trees - $3,000 iv. Electrical conduit materials - $357 v. Conduit installation labor— $100 vi. Subtotal of construction cost - $126,733 vii. Engineering—HGBD - $72,440 viii. Total Project Cost - $199,173 ix. Total GDOT TE Grant reimbursement- $125,000 x. Total GDOT grant funds reimbursed to city to date on project- $90,764 VII. Update on Beach Rack& Tractor Research—Joe Wilson states, I've got some costs on the tractor; it's a lot cheaper than I thought it would be; a new Kubota, 85 horse engine, would be $32,147; I was thinking they would run around$75,000 - $80,000; a new John Deere with a 83 horse, would be $31,695; if I trade in the Kubota that I have now, they would give me $7000; I did try to look around for a used beach rake,the size that he brought out here; I only found 2 and they have a lot of hours on them; I had just as soon buy a new one; these used ones with 2500—3000 hours, are a maintenance headache and will not last for what we need them for; a beach rake they we looked at runs around$54 -$55,000; so you're looking at around$85,000. With no further business to discuss, Barry Brown motioned to adjourn; Paul Wolff seconded. A quorum of city council members may be present which would constitute a meeting. Respectfully submitted by Karen Reese on 04/10/13