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Home My Public Portal About20130509CityCouncilPacket Table of Contents Table of Contents 1 000_000_Agenda20130509 1 050_010_20130425CityCouncilMinutes 3 050_011_Clk_energy 10 050_012_Clk_landfill 16 050_013_Clk_police 20 0 5 0_014_C I k_wa s t e p ro 27 100_010_Water Meter Loan with GEFA Agenda May 9 2013 28 120_O10_1A Special Review 21 Officers Row b&b 29 120_011_1B Special Review 21 Officers Row b&b 59 120_020_2A Variance Lot A S Campbell Ave new SF 60 120_021_2B Variance Lot A S Campbell Ave new SF 72 120_030_3A Variance 2 18th PI remove walls, paving, steps; rebuild walls 73 120_031_3B Variance 2 18th PI remove walls, paving, steps; rebuild walls 93 120_040_4A Site Plan 1114 Hwy 80 dance hall 96 120_041_4B Site Plan 1114 Hwy 80 dance hall 110 120_050_5A Site Plan 211 Butler storage containers 113 120_051_5B Site Plan 211 Butler storage containers 123 120_060_6A Variance 31 Solomon Ave accessory structure 124 120_061_6B Variance 31 Solomon Ave accessory structure 133 120_070_7A Text Amendment 9-050 footings 134 120_071_7B Text Amendment 3-080 angle parking 140 120_072_7C Text Amendment Art. 2 kitchen 147 120_080_8 Resolution - update STWP 5.9.13 153 120_090_Minutes_PC_20130416 160 140_010_Clk_mccorkle 176 160_010_INFRASTRUCTURE COMMITTEE MINUTES 2.14.13 183 160 020 Infrastructure Committee Minutes - 3 14 13 187 160_030_3-28-2013 Public safety Committee Minutes 192 160_040_4-8-2013 Special Public Safety Committee Meeting Minutes 196 160_050_20130108PARKINGCOMMITTEEMINUTES 199 160_060_20130212PARKINGCOMMITTEEMINUTES 205 160_070_20130312PARKINGCOMMITTEEMINUTES 208 AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL May 9, 2013 7:00PM Please silence all cell phones during Council Meetings I. Consideration of Items for Consent Agenda 6:30PM II. Executive Session III. Opening Ceremonies Call to Order Invocation: Pledge of Allegiance IV. Recognitions and Proclamations 1 Joey Burel, Carolyn Smith and Roxy Hogan, Volunteers of the Year, Coastal Georgia YMCA V. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council 1 City Council Minutes, April 25, 2013 VI. Consideration of Boards, Commissions and Committee Appointments VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. 1 Jim Kluttz, Friends of Tybee Theater 2 Jonathan Lynn, WFN Consulting, Solar Division VIII. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. IX. Consideration Local Requests &Applications-Funding, Special Events, Alcohol License X. Consideration of Bids, Contracts, Agreements and Expenditures 1 Acceptance of the loan from GEFA for $660,000 to $850,000 for automated reading system meters and expend $8,500 for closing fees XI. Consideration of Approval of Consent Agenda XII. Public Hearings 1 Special Review — Residential bed and breakfast— 21 Officers Row; PIN 4-0002-20-014; Zone R-1; Sherry Stipp &Asynthia Sukal, petitioner 2 Variance — front setback for construction of a single-family dwelling — Lot A, S. Campbell Ave; PIN 4-0019-02-007A; Zone R-2; Jason Craft and Mary Pulk, petitioners 3 Variance — Remove walls, paving, steps/build walls — 2 Eighteenth Place; PIN 4-0009-06-038; Zone R-2; Wistar Lewis, petitioner 4 Site Plan Approval — new construction at existing special events facility — 1114 Hwy 80; PIN 4-0026- 11-012A, -011, -010; Zone C-2; Stacye Jarrell, petitioner 20130509CityCouncilPacket Page 1 of 211 20130503/jrl 5 Site Plan Approval — storage containers at existing commercial business — 211 Butler Ave.; PIN 4- 0004-08-004; Zone C-1; William Navon, petitioner 6 Variance — accessory structure at existing single-family residence — 61 Solomon Ave.; PIN 4-0020- 04-003; Zone R-1; Michael Lucas, petitioner 7 Text Amendments a) Article 9, Section 9-050, Technical Codes Adopted b) Article 3, Section 3-080, Off-street Parking Requirements c) Article 2, Definitions 8 Short Term Work Program 9 Planning Commission Minutes, April 16, 2013 XIII. Consideration of Ordinances, Resolutions XIV. Council, Officials and City Attorney Considerations & Comments 1 Tommy Branch, Ante litem, 18th Place, Tracy Young owner 2 Barry Brown, WastePro XV. City Managers Report XVI. Minutes of Boards and Committees 1 Infrastructure Minutes, February 14 and March 14, 2013 2 Public Safety Minutes, March 28 and April 8, 2013 3 Parking Committee Minutes, January 8, February 12 and March 12, 2013 XVII. Executive Session 1 Discuss litigation, personnel, and real estate acquisition XVIII. Possible vote on litigation, personnel and real estate acquisition discussed in executive session. XIX. Adjournment *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 Clerk of Council's office by Wednesday at noon,eight days prior to the scheduled meeting. Agenda request forms are available outside of the Clerk's office at City Hall and at www.c ityofty bee.o rq. 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 "Zs 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." 20130509CityCouncilPacket Page 2 of 211 20130503/jrl City Council Minutes 20130425 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on April 25, 2013. Those present were Mayor pro tern Wanda Doyle, Paul Wolff, Torn Groover, Jan Fox, Barry Brown and Bill Garbett. Also attending were Diane Schleicher, City Manager; Bubba Hughes, City Attorney; Tommy Branch, Callaway, Braun, Riddle and Hughes, PC; Dianne Otto, Manager, Planning and Zoning Department; and Janet LeViner, Clerk of Council. Mayor Buelterman listed the following items on the consent agenda: • City Council Minutes, April 11, 2013 • City Council Workshop, April 18, 2013 • Alcohol License Request — Special Event — Beer, Wine and Liquor; Tybee Gay Days at the Tybee Wedding Chapel, 1114 Hwy 80, Savannah Pride, Inc. Mayor Buelterman called the regular meeting to order at 7:00PM. All those present for the consent agenda were present. Opening Ceremonies • Call to Order • Invocation: Sister Barbara, St Michael's • Pledge of Allegiance Recognitions and Proclamations Arbor Day, Bike Month and Bike to Work Week Proclamations are included in the packet. Joey Burel, Carolyn Smith and Roxy Hogan, Volunteers of the Year, Coastal Georgia YMCA. Postponed until May 9, 2013. Emily Willis approached mayor and council to receive her certificate as the winner of the Tybee Island Art Contest in conjunction with Georgia Cities Week. Emily is a 5t" grader at Coastal Middle School. Mayor Buelterman congratulated her for a job well done. Report of Staff, Boards, Standing Committees and/or Invited Guests Bill O'Brien, Chair, Community Resources Committee (CRC) approached mayor and council to make a presentation on three topics: (1) energy reports in respect to the retrofit of Memorial Park; (2) DPW Transfer Station; and (3) Recycling Reports. He would also like to report on a new project, the Tybee Island Police Department Fleet. Mr. O'Brien asked mayor and council to attend future meetings and provide feedback on the presentation tonight. It is their intent to not only present information that is useful for mayor and council but also the residents of Tybee (attached). After the first part of 20130509CityCouncilPacket Page 3 of 211 20130503/jrl the presentation, a discussion ensued regarding the energy savings with the buildings associated with the retrofit of Memorial Park. Mr. O'Brien then moved to recycling and the transfer station at Department of Public Works (DPW). He explained the CRC goals are to encourage good behavior with their recyclables. Ms. Doyle stated that once residents began using the carts the recycling increased by 40% but yet his reports are not showing that. Mr. O'Brien explained that he obtained his statics from WastePro and only includes residential statics. Mr. Wolff would like the CRC to assist with getting the businesses on board with recycling as there is single stream recycling available. Ms. Doyle has major concerns with the availability of recycling on the north end business district as it is needed. Mr. O'Brien stated the committee is exploring options for the north end. Mayor Buelterman asked Ms. Schleicher to contact WastePro and coordinate them attending the next CRC meeting as this will better assist in getting recycling on the north end. Mr. O'Brien feels this would be very positive. He asked mayor and council if they have projects they would like the CRC to work on, please let him know. Mr. O'Brien then moved to the Tybee Island Police Department vehicle data. He showed a slide of the current fleet and the millage associated with each vehicle. He explained that the fleet drove a total of 223,724 miles last year and this total does not include the vans. Mr. Brown asked if the reasoning behind the high numbers was the fact that some vehicles are driven home. Mr. O'Brien confirmed. Mr. Wolff stated that one project the Green Team is working on is the tracking of greenhouse gas emissions which is based on fuel consumed commuter miles driven and kilowatt hours used. They are trying to get a sampling of how many miles each person drives, what they drive and the millage they are getting with their vehicle. This can also be done with the police vehicles. Ms. Doyle stated that with the building of the new Public Safety Building they will be able to track the fuel consumption more efficiently. Mr. O'Brien stated that the use is increasing and this is due to increased traffic on the Island. Mayor Buelterman recommended mayor and council look at more fuel efficient vehicles for the fleet. Mr. O'Brien's last slide depicted a comparison of fuel efficient vehicles and the savings associated with each. Mr. Brown asked Ms. Schleicher if she has contacted a local dealership to have them bring a fuel efficient vehicle to the Island so the police department could look at it to see if it would be compatible with their needs. David Turner approached mayor and council stating that he has done some investigation with the actual and physical sizes of these officers and which fuel efficient vehicle would be best suited. Mayor Buelterman stated that he has spoken with the chief of police from a small city in Tennessee as they currently use the Volkswagen Passat. His main concern is that these vehicles will not be compatible with the needs of the Tybee Island Police Department. Mr. O'Brien asked that mayor and council give them a few more weeks to gather information regarding recommended vehicles, number of vehicles to replace, and mechanism for fleet replacement. This information will be presented at a 20130509CityCouncilPacket Page 4 of 211 20130503/jrl future city council meeting. Ms. Doyle has concerns with the maintenance of these vehicles and if the City has the trained staff to do normal repairs. Mr. Garbett thanked Mr. O'Brien for his presentation and asked that he forward to mayor and council. Comments from the Public Russell Bridges approach mayor and council to comment on residential parking lots in residential zones. He stated he expected to see two items on the agenda tonight: (1) reconsideration of the days of operation for the parking lots; and (2) the removal of the restrictions placed on the licenses on the existing residential parking lots. Mayor Buelterman clarified that what is on the agenda is the second reading of an ordinance which affects the parking lots for January 2014 and beyond. Mr. Hughes confirmed and also the additional provision of striking the prohibition on off premises signage which would be effective immediately. Mayor Buelterman asked Mr. Hughes if the restrictions were to be removed, would a public hearing be required. Mr. Hughes confirmed. Mayor Buelterman asked Mr. Bridges if he were before mayor and council as a license holder, requesting changing what was previously approved. Mr. Bridges stated yes and would request a public hearing be scheduled. Marianne Bramble approached mayor and council as a license holder of one of the four private parking lots in a residential area. She would ask that they be permitted to obtain their license each year at time of renewal and be mindful that they only operate 32 days during the year. Ms. Otto stated that of the four R-2 lots, three have paid their 2013 licensing fee. Mr. Bridges is the only one that has not. David Turner approached mayor and council stating that during his work with the CRC, there is not one entity in the City where information is available. Expenditures are made by each department and no centralized purchasing department. He would suggest the City hire a purchasing manager. Consideration of Bids, Contracts, Agreements and Expenditures Coastal Engineering Services, Olsen Associates, Inc. Mr. Wolff stated that at the last Beach Task Force (BTF) meeting there was not a quorum so no vote was taken and he would recommend having their approval prior to moving forward. Mr. Groover requested that Ms. Schleicher forward Mr. Olsen's contract to the BTF along with the two tasks' and have them submit their recommendations to mayor and council. The reasoning is that in 2008 there were tasks done which would benefit the City in 2016. One being the historical work that is supposed to start in two months. Ms. Schleicher explained that currently Mr. Olsen is doing work that relates to beach re-nourishment. One of the tasks as recommended by the BTF is to add sand to the north beach area which is not in the federal scope. Ms. Schleicher confirmed she would forward the contact and two tasks' to the BTF for their recommendations. Mr. Wolff stated that the 20130509CityCouncilPacket Page 5 of 211 20130503/jrl Corp of Engineers (COE) have found anomalies in the borrow site and additional studies might be needed. Ms. Schleicher stated that Mr. Olsen had a totally different role in 2008 as he was the primary consultant. When the federal money was received, the COE has taken the lead with doing the cultural resources. Mr. Olsen only advocates on the behalf of the City by reviewing and suggesting efficiency. Mayor Buelterman stated that the federal budget has been released and he has contacted the COE requesting them to research to see if beach re-nourishment for other communities is included. Mr. Brown asked Ms. Schleicher if she has an estimate of the fees that might be incurred by Mr. Olsen in the future as he now has a minimal role with the City. She stated approximately $30,000 as opposed to $800,000 in the past. Ms. Doyle stated that if this is the case, how is his contract current as he is now taking a minimal role. Mr. Hughes explained the contract describes the relationship stating he is an independent contractor, not an agent of the City and agrees to indemnify the City by maintaining his insurance and do approved tasks. Ms. Doyle recommended a guideline be in place to ensure contracts are reviewed in a timely manner. Mr. Wolff pointed out that the updated contract is in the packet and concurs with Mr. Hughes as to the type of contract it is. Mayor Buelterman recommends the BTF review the contract and bring their recommendations to mayor and council on May 23, 2013. Mr. Brown asked why we cannot put this out for bid. Mayor Buelterman suggested that Mr. Brown contact the BTF and ask for their recommendations. Mr. Wolff stated the only issue he has with the contract is the 15% over cost of expenses. Mayor Buelterman asked Ms. Schleicher for her recommendation regarding payment for Mr. Olsen's time when he visits the Island. Ms. Schleicher would suggest that in the future conference calls and web meetings be used rather than travel. Mayor Buelterman then asked which line item is used for these expenses. She stated that if comes from the $150,000 that is set aside. Ms. Fox asked Ms. Schleicher to have the BTF submit a budget for FY 2014 for Mr. Olsen's travel and hourly usage. Sent to the Beach Task Force for their recommendations. Paul Wolff made a motion to approve the consent agenda. Tom Groover seconded. Vote was unanimous. Consideration of Ordinances and Resolutions Second Reading, 15-2013; Map Amendment &Text Amendment — rezoning of 13 lots in Eagles Nest subdivision. Wanda Doyle recused herself. Mr. Brown asked Mr. Hughes if the zoning map has been amended. Mr. Hughes responded the zoning map is in the room and will be amended. Staff is planning to review the corridor at which time the map will be updated. Mr. Brown asked if the zoning map had been amended previously would there still have been the questions regarding Eagles Nest 20130509CityCouncilPacket Page 6 of 211 20130503/jrl subdivision. Mr. Hughes stated the map was amended previously but the error was made by the company that drew the map. He further stated that the zoning map in city hall will be amended immediately to reflect the zoning as approved. The goal is to have the zoning map parcel specific. Ms. Otto stated that Coastal Regional Commission will update the zoning map and to date she does not have an estimate for the cost associated with this. She explained that her preference would be to complete the review of Laurel Avenue prior to having a new map. Mr. Garbett stated that he is working with Ms. Otto and Jerris Bryant and they now have a very accurate listing of the PIN numbers reflecting accurate zoning. Paul Wolff made a motion to approve. Jan Fox seconded. Vote was unanimous, 5-0. Second Reading, 14-2013; Section 3-250, Private Parking Lots. Mayor Buelterman stated he would ask for a motion to approve the ordinance as included in the packet and if anyone would like to make a motion regarding changing the existing licenses they may do so. Bill Garbett made a motion to approve as written. Paul Wolff seconded. Discussion: Mayor Buelterman confirms this strikes the prohibition of offsite signage. Voting in favor were Paul Wolff, Jan Fox, Wanda Doyle, and Bill Garbett. Voting against were Tom Groover and Barry Brown. Motion carried 4-2. Barry Brown made a motion to remove private parking lots from the residential zones beginning in January 2014. Tom Groover seconded. Discussion: Mr. Brown stated he is concerned regarding the quality of life for the residents on 10th Street and well as all the residents abutting the other private parking lots. Voting in favor were Tom Groover, Jan Fox and Barry Brown. Voting against were Paul Wolff, Wanda Doyle and Bill Garbett. Mayor Buelterman voting against. Motion failed 4-3 Paul Wolff made a motion to re-advertise the private parking lots in residential zones for a public hearing to extend opportunities for private parking lots to operate between Memorial Day and Labor Day. Wanda Doyle seconded. Voting in favor were Paul Wolff, Wanda Doyle and Bill Garbett. Voting against were Tom Groover, Jan Fox, and Barry Brown. Mayor Buelterman voting against. Motion failed 4-3 Council, Officials and City Attorney Considerations and Comments Mayor Buelterman asked Mr. Hughes for an update on the property at 142 Lewis Avenue. Mr. Hughes stated that Mr. Branch has done the majority of work regarding this item and is ready to proceed from a legal point. The building has some hazardous materials that the City does not have the appropriate permits to be authorized to dispose of on its own. Ms. Schleicher stated the City has incurred costs up to $800 currently on testing and could run up to $20,000 for asbestos removal. She consulted with Ms. Hudson on the best way to handle from a financial situation. Ms. Hudson 20130509CityCouncilPacket Page 7 of 211 20130503/jrl suggested that it would be run as a receivable. There would be a lien on the property and when the property is sold, the City would receive any monies spent. Ms. Schleicher stated that when the building is taken down the property values will increase. Mayor Buelterman concurred. Ms. Doyle recommended funds be allocated to proceed with the demolition and move forward. Ms. Doyle asked Mr. Hughes if he felt monies that the City spends on this property will be recouped at the time of sale. Mr. Hughes confirmed. Mr. Brown asked Ms. Schleicher how much asbestos was found in the structure. She stated it was throughout the home and will forward the report. Mayor Buelterman asked Ms. Schleicher to bring back a firm cost to complete the project. Ms. Schleicher suggested that the City does an RFP for a price of the removal of the asbestos and the demolition of the building. Mayor Buelterman concurred as well as Ms. Doyle. Barry Brown stated he has heard from a number of residents regarding the potential of rising rates with WastePro. He asked Ms. Schleicher if WastePro could put different colored tops on the carts which would indicate side door pickup and other services provided. Mayor Buelterman stated that it is his understanding the results of the survey concerning WastePro would be presented at a future council meeting. Ms. Schleicher confirmed and asked if they would like Michael Bodine to review the results with mayor and council now. Mayor Buelterman stated no. Mr. Brown then asked Ms. Schleicher how to reach out to the residents that do not have access to a computer to make them aware of surveys. She replied that paper surveys are available at city hall. Ms. Schleicher provided mayor and council with a bullet point document regarding the contract with WastePro and the curbside service which will be used as a starting point for residents to know how they can obtain better service (attached). This will be used as slides on Channel 7 and newsletter. Ms. Fox asked if she is planning to do single stream recycling on the beach. Ms. Schleicher stated that could be done and she will contact Mr. Wilson for his recommendation. Ms. Fox would recommend if this is going to be done it would need to be included in the budget and signage would need to be in place. Mayor Buelterman asked if this would be before mayor and council at a future meeting. Ms. Schleicher confirmed. Ms. Doyle has concerns regarding the portion of the contract referring to commercial landscapers. If the landscaper cannot stack the debris as described in the contract, he is to take it to the transfer station and this can be considered double-dipping as the residents are being charged for pickup and he is charging them for removal. Mr. Garbett stated he understood Ms. Schleicher was going to address this item with WastePro. Ms. Schleicher explained that the 2008 basic contact states they will not pickup commercial yard waste and reasoning is when the contract was bid, it was bid on the fact they would only pickup what the residents placed at the curb and not commercial landscapers due to the volume. Ms. Doyle still has major concerns and would like them addressed. Mayor Buelterman asked Ms. Schleicher to meet with WastePro to discuss the concerns. Mr. Groover asked Ms. Schleicher if residents take debris to the curb themselves, will WastePro pick it up. Ms. Schleicher replied that according to the contract there is a limit of a volume of 5 cubic yards per week and if it does not exceed that limitation, yes. Mayor Buelterman stated 20130509CityCouncilPacket Page 8 of 211 20130503/jrl that if the City wanted changes, the contract would need to be amended. Mr. Brown asked Ms. Schleicher to contact WastePro as to how the drivers calculate 5 cubic yards. Mayor Buelterman would like this on a future agenda. Council agreed. Paul Wolff made a motion to adjourn. Wanda Doyle seconded. Vote was unanimous. Meeting adjourned at 8:30PM 20130509CityCouncilPacket Page 9 of 211 20130503/jrl O 2 20130509CityCouncilPacket Page 10 of 211 20130503/jr1 I--. N I--, I' N N. I-, N I- I-, N N P Ol 00 O N .11. 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