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