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HomeMy Public PortalAbout20130523CityCouncilPacket Table of Contents 000_000_20130523Agenda 1 050_010_20130503 Minutes 4 050_011_20130509CityCouncilMinutes 5 060_010_gov resume updated apr 2010 arial 10 15 070_010_Tybee Island Fire Department Quartley2012 18 070_020_Quarterly Report Jan-March 2013 (2) 23 070_040_Qtr 3 FY2013 DPW Report 5-15-13 30 070_050_Qrtrly Report P&Z Dept 43 070_060_Rivers End Campground 45 070_070_Finance Quarterly Report 50 070_100_CC 5-23-13 AR_City Info Signs 53 090 010 5-23CCAR Pirate Fest 62 100_010_Agenda Request - WastePro Proposal and City Fee Schedule 88 100_011_Tybee Island Current Service - Proposed Changes to Service Levels and Fees (Commercial) 5 23 13 89 100_012_Tybee Island Current Service - Proposed Changes to Service Levels and Fees 5 23 13 90 100_020_Agenda Request - WWII Memorial Restoration (3) 91 100_021_Plaques 92 100_030_Agenda Request - Ally 3 parking layout 1 of 2 93 100_031_2 of 2 (2) 94 100_040_Agenda Request -Jones Water Line Engineer 1 of 3 95 100_041_T & H Extension Letter (Jones Ave) City of Tybee 2 of 3 96 100_042_Jones Avenue - Water Line Replacement & Looping 3 of 3 97 100_050_Engineering Consulting Independent Contractor Agreement - 05 16 13 98 130_010_2nd Reading Ord. 16-2013-C Historic Preservation 103 130_020_2nd Reading Ord 17-2013 footings 109 130_030_2nd Reading Ord 18-2013 angled parking 122 130_040_2nd Reading Ord 19-2013-A kitchen 127 140_020_Clk_66-148 131 140_050_Clk_finance comm 132 140_060_Probation Services Agreement - signed - scan 133 140_061_Salt Meadows Road Improvement.pdf. Brown agreement.2013 150 150_010_Short Term Work Program - 5.9.2013 159 150_020_Copy of Action Item List - May 2013 163 160_010_INFRASTRUCTURE COMMITTEE MINUTES 4 11 13 164 160_020_BHTBOD2-20-13minutes 167 160_021_BHTBOD3-20-13minutes 169 160_033_H PCMarch182013 172 AGENDA REGULAR MEETING OF THE TYBEE ISLAND CITY COUNCIL May 23, 2013 7:00PM Please silence all cell phones during Council Meetings 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 V. Consideration of the approval of the minutes of the regular meetings of the Tybee Island City Council 1 Emergency City Council Meeting Minutes, May 3, 2013 2 City Council Minutes, May 9, 2013 VI. Consideration of Boards, Commissions and Committee Appointments 1 Tom Borkowski, Planning Commission VII. Reports of Staff, Boards, Standing Committees and/or Invited Guest Limit reports to 10 minutes. 1 Chief Sasser, Tybee Island Fire Department 2 Chief Bryson, Tybee Island Police Department 3 George Reese, Water/Sewer Department 4 Joe Wilson, Department of Public Works 5 Dianne Otto, Planning and Zoning Department 6 Woody Hemphill, River's End Campground 7 Angela Hudson, Finance Department 8 Cullen Chambers, Historic Preservation Presentation 9 Monty Parks, Better Hometown Program 10 Chantel Morton, City Information Signage Recommendations 11 Beach Task Force, Harvey Ferrelle and Mike Foran VIII. *Citizens to Be Heard: Please limit comments to 3 minutes. Maximum Allowable time is 5 minutes. 20130523CityCouncilPacket Page 1 of 172 20130510/jrl 1 Jack Rosenberg, Private Parking Lot, 203 14th Street, Tybee Island — Request for more operating days during the tourist season IX. Consideration Local Requests & Applications-Funding, Special Events, Alcohol License 1 Tybee Island Pirate Fest (October 11 — 13): Festival grounds @ 16th Street Lot; Pirate Encampment on beach @16th Street Crossover; Beach Derby from North Beach to 18th Street ; Parade from NB lot to Tybrisa Street X. Consideration of Bids, Contracts, Agreements and Expenditures 1 WastePro proposal for change in service levels and costs — switching from twice weekly garbage pickup to once weekly and/or side door garbage and recycling service. Staff recommends city council approval of a rate change depending on service level decision to reflect recent 1.6% rate contractual increase and a $1.94 charge per customer garbage cart to recover administrative solid waste fund costs and complementary senior recycling expense. 2 Additional Costs for WWII Memorial Restoration and Re-Conditioning of Bronze Plaque. Requires budget adjustment of $505 from 100-9000-61-1000 (Contingency) to 100-6110- 54-1200 3 Ally 3: Proposed improvement by DPW of road surface area, parking spaces in city rights of way and creation of a turnaround area. Estimated cost is $70,000. Parking Committee recommended plan 2-1. Budget Line Item: TBD in FY13 budget 4 Recommend Thomas & Hutton to engineering services of $45,000 for Jones Avenue Water Line Project Budget Line Item Number: TBD for FY 14 Budget 5 Engineering Consulting Independent Contractors Agreement, Downer Davis XI. Consideration of Approval of Consent Agenda XII. Public Hearings XIII. Consideration of Ordinances, Resolutions 1 Second Reading, 16-2013, Historic Preservation 2 Second Reading, 17-2013, Footings 3 Second Reading, 18, Angled Parking 4 Second Reading, 19-2013, Kitchen XIV. Council, Officials and City Attorney Considerations & Comments 1 Jason Buelterman a) Use of SPLOST fund for beach bath house 2 Wanda Doyle a) Status of 142 Lewis b) Public Safety Building 20130523CityCouncilPacket Page 2 of 172 20130510/jrl c) Review of Section 66-148 3 Tom Groover a) Purchase of a mat at 7th Street crossover 4 Jan Fox a) A city council committee to consider financial policy issues facing the City and make recommendation b) Audit 5 Bubba Hughes a) Southeast Corrections contract b) Supplement to the contract with Alton Brown, Salt Meadows XV. City Managers Report 1 Short Term Work Program 2 Action Item List XVI. Minutes of Boards and Committees 1 Infrastructure Committee Minutes, April 11, 2013 2 Better Hometown Board of Directors Minutes, February 20 and March 20, 2013 3 Historic Preservation Commission, March 18, 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.cityoftybee.org. THE VISION OF THE CITY OF TYBEE ISLAND "Zs to make Tybee Island the premier beach community in which to live, work,and play." t 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." 20130523CityCouncilPacket Page 3 of 172 20130510/jrl City Council Minutes 20130503 Consideration of Items for Consent Agenda Mayor Buelterman called the emergency city council meeting to order at 3:45PM on May 3, 2013. Those present were Tom Groover, Jan Fox, and Bill Garbett. Also attending were Diane Schleicher, City Manager and Janet LeViner, Clerk of Council. Mayor Buelterman explained he called this meeting due to unusual circumstances regarding weather conditions. Tom Groover made a motion to approve the one day Alcohol License Request, Special Event, Beer, Wine and Liquor, White Party, Surfside Restaurants Corp on Saturday, May 4, 2013; 6:00 — 11:00PM. Bill Garbett seconded. Vote was unanimous. Bill Garbett made a motion to authorize the selling of alcohol for a special event on public property. Event to be held at the Tybee Island YMCA. Tom Groover seconded. Vote was unanimous. Bill Garbett made a motion to adjourn. Tom Groover seconded. Vote was unanimous. Meeting adjourned at 3:55PM 20130523CityCouncilPacket Page 4 of 172 20130510/jrl City Council Minutes 20130509 Consideration of Items for Consent Agenda Mayor Buelterman called the consent agenda to order at 6:30PM on May 9, 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; 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 25, 2013 • Acceptance of the loan from GEFA for $660,000 to $850,000 for automated reading system meters and expend $8,500 for closing fees. Discussion. Mr. Wolff clarified this item as Mr. Reese would like to purchase the system that mayor and council wanted to transition to at a later date. This system could cost up to an additional $100,000. He further explained that the City would not borrow the additional monies unless needed. • Reject Ante litem, 18th Place, Tracy Young owner Mayor Buelterman called the regular meeting to order at 7:05PM. All those present for the consent agenda were present. Opening Ceremonies • Call to Order • Invocation: Rev. Hank Perry • Pledge of Allegiance Recognitions and Proclamations Mayor Buelterman asked Joey Burel, Carolyn Smith and Roxy Hogan to come forward. He presented them with a Certificate of Appreciation as they were recognized by the Coastal Georgia YMCA as the Volunteers of the Year for their work with the Rising TYde Food Pantry. Report of Staff, Boards, Standing Committees and/or Invited Guests Jim Kluttz, Friends of Tybee Theater, deferred to future meeting Jonathan Lynn, WFN Consulting, Solar Division, approached mayor and council to do a presentation regarding solar power. He also spoke on the advantages of putting solar panels on city buildings. Mayor and council agreed to have an assessment done to show the possible cost savings for the City. Paul Wolff made a motion to approve the consent agenda. Tom Groover seconded. Vote was unanimous. 20130523CityCouncilPacket Page 5 of 172 20130510/jrl Public Hearings Special Review — Residential bed and breakfast — 21 Officers Row; PIN 4- 0002-20-014; Zone R-1; Sherry Stipp & Asynthia Sukal, petitioner. Wanda Doyle recused herself. Ms. Otto approached mayor and council explaining this is a special review for a bed and breakfast, heard by the Planning Commission on April 16th The vote was 4-0 to approve. The proposal is for five rental units, one unit to be owner occupied and eight parking spaces. There is an existing buffer on the property which extends the full length of the home but does not extend the full length of the front yard. Mr. Wolff asked Ms. Otto if the owners are doing away with the parking at the top of the property and re-landscaping. Ms. Otto confirmed. Cliff Bentsen and Annice Estes, 117 Cedarwood, approached mayor and council to speak in favor of this request. Mr. Garbett asked Ms. Otto if this would be owner occupied. Ms. Otto stated that the owner will not be living on the property but the petitioner's sister will. Mr. Branch stated that after review the Code, it is his interpretation that the owner shall reside on the property. He further explained that the owner of the property is different from the owner of the business and the owner of the business will be residing on the property. Paul Wolff made a motion to approve. Tom Groover seconded. Vote was unanimous, 5-0. 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. Ms. Otto approached mayor and council to explain this variance request. Zoning for this property is R-2 and the proposal is for an 8' front setback rather than the required 20' front as shown on the survey. She explained the City rights of way are rather expansive in that area varying from 30' to 35' from the edge of the pavement to the property line. The home would be 8' from that line if approved. Ms. Otto then explained the setbacks of the property and the footprint of the home and without the requested variance the lot would be long and skinny. A State Marsh Buffer Encroachment Variance would be needed if the owner were to place the home further to the rear of the property. It is also the intent of the owner not to remove any trees unless necessary. The Planning Commission heard this request and the vote was unanimous to approve. Barry Brown made a motion to approve. Wanda Doyle seconded. Vote was unanimous. Variance — Remove walls, paving, steps/build walls — 2 Eighteenth Place; PIN 4-0009-06-038; Zone R-2; Wistar Lewis, petitioner. Ms. Otto approached mayor and council explaining that Mr. Lewis has been before mayor and council previously for this location. In order to meet the Department of Natural Resources requirements, a permit requires there are additional concrete areas that would need to be removed and returned to a natural vegetative state. The Planning Commission voted unanimously to approve this request. Mr. Wolff asked if after the demolition, the only walls that will be 20130523CityCouncilPacket Page 6 of 172 20130510/jrl rebuilt are concurrent with existing. Further, the petitioner is not adding walls just putting back in the previous location. Ms. Otto stated no, as the petitioner will be adding walls due to the openings as shown on the drawing in their packets. She further explained that this work is within the City of Tybee's 10' off the toe of the dune as the property line is the seawall where as many other ocean front lots own a portion of the dune field. Wanda Doyle made a motion to approve. Barry Brown seconded. Vote was unanimous. 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. Ms. Otto approached mayor and council stating this request is in the C-2 zone and it is to add an add-on to the existing structure. There is a vacant lot that is at the end of the driveway which is the proposed location for the add-on. The petitioner will also be using the steeple from the chapel and due to the installation will not require a height variance. The property owner is in the process of purchasing the third lot as shown on the drawing in their packet. The parking plan is large and challenging to understand as all parking is proposed to be valet. Ms. Otto continued to explain that parking in the buffer has been approved by the state and those would be spaces of last resort. She stated that as proposed, the parking plan does meet the number of spaces required based on the proposed use. Mr. Wolff asked Ms. Otto if the petitioner has the required parking spaces on the plan. Ms. Otto replied they have 100 parking spaces, 96 regular, 4 handicaps and the required number of spaces is 97. Mayor Buelterman asked Ms. Otto why the add-on was not raised as the chapel was. Ms. Otto also explained the original building did not have to be raised but it was the desire of the petitioner to have it raised. Bill Garbett made a motion to approve. Wanda Doyle seconded. Vote was unanimous. Site Plan Approval — storage containers at existing commercial business — 211 Butler Ave.; PIN 4-0004-08-004; Zone C-1; William Navon, petitioner. Ms. Otto approached mayor and council stating the request is for two (2) side by side storage containers at the existing commercial business as depicted on the diagram in their packet. The petitioner has included a privacy fence around these containers and the parking spaces affected by these containers will not alter the parking spaces required. She stated the Planning Commission denied this request. Ms. Doyle asked Ms. Otto to explain the Planning Commission reasoning to deny this request. Ms. Otto stated that as proposed there is no additional buffering being offered in this request. What is currently on the property is buffering that was installed when the commercial business was built. She explained the current buffering, as depicted with the photographs in their packets, meets the City's requirements. Ms. Otto stated that at the Planning Commission meeting an adjacent property owner on Lovell Avenue was present and suggested the containers be relocated to another section of the 20130523CityCouncilPacket Page 7 of 172 20130510/jrl Greenspace. In this way she would not be able to see them. Ms. Otto also received an email in opposition of this request. Ms. Doyle asked for clarification as to the relocation of the containers to another property. Ms. Otto responded that with the previous approval, it was stipulated that the petitioner could only have two (2) containers on the property behind the warehouse on McKenzie Street. This property is not owned by the petitioner and the property owner would have to approve the additional storage units on that property. Mayor Buelterman asked if a public hearing would be required to put the additional storage units at McKenzie. Ms. Otto confirmed. Mr. Navon approached mayor and council stating that he is willing to install an 8' privacy fence much like the ones on his other properties. Ms. Doyle read from the Staff Report that is included in the packet regarding Section 4-050(E), Land Development Code: "the purpose and intent of commercial districts is to provide central locations for city businesses and services to meet the market needs of Tybee Island residents and visitors". She further stated that the purpose of having storage is to meet the needs of the residents and visitors. Mr. Garbett stated he has a problem with considering a cargo box as an assessor structure even through his request was previously approved by mayor and council. Ms. Otto replied that these storage containers will be anchored and meet drainage requirements. Ms. Fox asked Mr. Navon if he has considered replacing the grasses with trees. Mr. Navon stated there are young live oaks on the property which will aid with the buffer. He is also in agreement to plant one or two live oaks in the grassy area. Mr. Groover asked Ms. Otto how big a structure has to be before it is considered a building. Ms. Otto responded these containers are considered an accessory use to the primary structure but could be considered storage buildings. After a short discussion regarding the storage units, Mr. Navon stated he is within his limitations of what he is requesting. Mr. Groover still has concerns regarding the number of containers on the Island as well as the number in the future. Mr. Garbett asked Mr. Navon if he has considered building something other than the containers. Mr. Navon replied that with a fence around these units you will not be able to see the containers. Mr. Garbett does not agree. Mr. Navon continued by stating that with the fence and the proposed live oaks the containers will not be visible. Mr. Brown is not in agreement with the placement of the containers as he has received several telephone calls in opposition. His preference would be for Mr. Navon to build some sort of structure which would be used as a warehouse. Tom Groover made a motion to deny. Paul Wolff seconded. Discussion: Ms. Doyle asked Mr. Groover why his motion is to deny as the petitioner has a piece of commercial property that they are paying taxes on and they should be allowed to have these containers. She further asked if this was personal or are mayor and council looking at the guidelines and rules. Mr. Groover called for a vote. Voting in favor were Paul Wolff, Tom Groover, Jan Fox, 20130523CityCouncilPacket Page 8 of 172 20130510/jrl Barry Brown and Bill Garbett. Voting against was Wanda Doyle. Motion to deny passed 5-1. Variance — accessory structure at existing single-family residence — 61 Solomon Ave.; PIN 4-0020-04-003; Zone R-1; Michael Lucas, petitioner. Ms. Otto approached mayor and council stating that this request was before them previously and the vote was to continue until measurements could be provided. Mayor Buelterman asked Ms. Otto the determination of the Planning Commission. Ms. Otto stated the vote was unanimous to deny. She further explained that Mr. Lucas came to the office to clarify the measurements of the proposed accessory structure. He indicated it would be 5' from the rear property line to the post that will hold the roof and 3' from the side fence that will hold up the roof as well. Mr. Garbett clarified that nothing has changed from the previous application as the petitioner has not met the setback requirements. Ms. Otto confirmed and clarified if this was an at-grade deck patio there is no setback requirements but once a roof is built, it is considered an accessory structure. Mr. Groover asked what the setback is for the roof off the property line. Ms. Otto stated that off the side property line according to the drawing provided by Mr. Lucas, it is 3' from the post to the fence. She further explained that Mr. Lucas could have up to a 2' roof overhang that is allowed. Mr. Groover then asked Ms. Otto: according to the ordinance, what would the distant be of the roof from the adjacent property. Ms. Otto stated the roof will need to be 5' from either property line. Mr. Wolff asked Ms. Otto if this deck was put into a different category in terms of footing due to the addition of a roof. Ms. Otto stated that staff has not done an inspection as a permit has not been issued due to the requirement of a variance. Mr. Wolff asked if this request were to be approved, would the petitioner need to set the posts in footings and strap them according to Code. Ms. Otto confirmed. Mr. Lucas approached mayor and council and stated that he is not asking for anything more than the adjacent property owner has done as he has a roof two (2) feet off the property line. Mr. Garbett asked Mr. Lucas if there is a hardship involved that would prohibit him from building this according to the Code. Mr. Lucas stated the hardship would be the money he has already invested in the materials. A discussion was held regarding the setback requirements and the potential roof overhand. Mayor Buelterman asked Ms. Otto if there were a limit as to the length of the overhang. Ms. Otto stated no. Mr. Barry offered solutions to the questions as hand. He suggested that Mr. Lucas leave the vertical posts as shown on the drawing and the roof set in 5' and there would be a 2' overhang and the posts could be used for lattice. Ms. Otto responded that if mayor and council approve the variance, it might be difficult, if in the future, if Mr. Lucas erected a wall between the posts as it would be a violation of the Code. Mayor Buelterman stated that it is his understanding that Mr. Lucas is getting a 2' variance on one side, if approved by mayor and council. Ms. Otto confirmed. Mr. Wolff asked Ms. Otto if staff 20130523CityCouncilPacket Page 9 of 172 20130510/jrl has confirmed the measurements as shown on the drawing. Ms. Otto stated no. Bill Garbett made a motion to deny. Paul Wolff seconded. Voting in favor were Paul Wolff, Jan Fox, Wanda Doyle and Bill Garbett. Voting against were Tom Groover and Barry Brown. Motion to deny passed 4-2. Text Amendments • Article 9, Section 9-050, Technical Codes Adopted. Ms. Otto approached mayor and council stating the policy of the City has been a requirement for footings that are 36"x36"x36" with 20" of concrete to include reinforcing steel. The source of the standard was developed from a memorandum from Chatham County in 2007. Staff is requesting this be put in ordinance form rather than policy. Staff has been working with the Department of Community Affairs to communicate to them any variations from the International Codes such as Tybee Island's requirement for only copper wiring and single family homes to have two mean of egresses. What is before mayor and council is an ordinance that would require more substantial footing than required by the Code. The Standards that are used are an adaptation from the SST99 which is specific to hurricane construction. She further explained that the tables only include 90, 100 and 110 mph wind zones but does not include 130 mph wind zone that Tybee Island is nor does it include the 120 mph wind zone that the balance of Chatham County is considered. By adopting this ordinance it formalizes what staff has been doing. Ms. Otto stated that Tybee Island's soil is sandy and loose and difficult without going deeper to get compacted soil that is needed for a footing. She explained that Chatham County is using a 24"x24"x24" in their 120 mph wind zone with 24" of concrete. Mr. Wolff is supportive of this ordinance and stated that in Buford County their Code states the footings are 4'x4'x1' deep with solid reinforced concrete but they are required to have 1' square concrete beams reinforced connecting those footings. In this way the footings do not collapse only move a bit with surges. Mayor Buelterman asked Mr. Brown his interpretation regarding the proposed ordinance. He concurred and indicated that South Carolina's rules on FEMA are more restrictive than Georgia. Paul Wolff made a motion to approve. Tom Groover seconded. Vote was unanimous. • Article 3, Section 3-080, Off-street Parking Requirements. Ms. Otto approached mayor and council stating the Planning Commission approved the proposed ordinance unanimously. She further explained that the table as shown in the proposed ordinance which describes the various angles for parking spaces would be added to Section 3-080(E). The intent of this ordinance is make people aware, when drawing parking plans, a angled 20130523CityCouncilPacket Page 10 of 172 20130510/jrl parking space requires a wider curb than 9' as the 9' is measured at the angle but when you go to the curb it is measured on the straight line. Ms. Otto thanked Mr. Garbett for bringing the diagram to the Planning Commission as it will be a helpful tool in the ordinance to guide those that are designing parking lots. Paul Wolff made a motion to approve. Tom Groover seconded. Vote was unanimous. • Article 2, Definitions. Ms. Otto approached mayor and council stating staff is struggling with the definition of a kitchen primarily related to the water/sewer schedule. She further explained that there are different rates for those who have kitchens and those who do not. Planning Commission considered this at their April meeting and voted 4-0 for a blend of the three options that are in the packet. Ms. Otto then explained the three options. Option one and two were taken from the Planner's Dictionary which is published by the American Planning Association. Option three came from the Savannah/Chatham Unified Code which has not been adopted. It was the recommendation of the Planning Commission to blend option three with language that was taken from option one. Mayor Buelterman asked Ms. Otto if there is a microwave, it is considered a kitchen. Ms. Otto confirmed. Mr. Wolff would recommend the wording of the Planning Commission by striking the word microwave as range top and/or oven would constitute a kitchen. Mr. Groover then asked if the area is lacking the utility connection suitable for servicing a range or oven does that constitute a kitchen. Ms. Otto replied if there is a microwave, sink, and refrigerator, yes. Mayor Buelterman recommended the word microwave be taken out and change the last sentence to state "if any of the above are present, this area shall be considered a kitchen". Mr. Branch stated that his interruption of the proposed ordinance is the last "or utility connections" modifies everything to where it means a kitchen means any area used for preparation of food which contains (1) sink; (2) refrigerator; (3) stove or range top; and (4) oven or microwave or utility connection. He further recommended the last "or" in the sentence needs to be an "and". Mr. Wolff recommended the language should read: "Kitchen means an area used for preparation of food, which contains a sink, refrigerator, stove or range top, oven, or utility connections suitable for servicing a range or oven and if all the above components are present, the area shall be considered a kitchen". Tom Reichfort approached mayor and council and suggested the requirement should be numbered in that way it would be clearer. Mr. Branch agreed. He further recommended mayor and council not amend the Code to add "kitchen". He clarified that "kitchen" is in the Code but not as a definition. Mayor Buelterman asked staff to review Mr. 20130523CityCouncilPacket Page 11 of 172 20130510/jrl Branch's assertion and bring back to mayor and council as a future council meeting. Paul Wolff made a motion to continue until the city council meeting on May 23, 2013. Bill Garbett seconded. Vote was unanimous. Short Term Work Program. Ms. Otto approached mayor and council stating this is a Resolution that will need to be adopted to show changes in the Short Term Work Program. Those changes which have been incorporated are the addition of the construction of the Public Safety Building and funding shift regarding SPLOST monies. Paul Wolff made a motion to approve. Jan Fox seconded. Vote was unanimous. Council, Officials and City Attorney Considerations and Comments WastePro. Mr. Brown would like the residents to be reminded that there are no additional charges for the extra pickup day. Mayor Buelterman asked Ms. Schleicher to explain the cost of living increase. Ms. Schleicher responded it would start immediately and is part of the contract. The increase will reflect on the upcoming bill to the City and she will bring recommendations from staff at the May 23, 2013 city council meeting on how to bill the residents. She further explained that mayor and council will need to determine the services that WastePro will provide to the City, i.e., one a week pickup, twice a week pickup and side door pickup. Mayor Buelterman confirmed the City will be billed per the contract 1.7% and determine how to pass along to the consumer. Ms. Schleicher stated that it is actually 1.6% and before the monthly charge for garbage collection was $12.03 and it has increased to $12.22. The recycling has increased from $3.02 to $3.07. She would recommend making all changes to the contract at one time. Ms. Schleicher will bring a chart to mayor and council with all available options. Mr. Brown asked Ms. Schleicher if side door pickup was rejected by the residents with the recent survey. Ms. Schleicher confirmed and explained that the survey is available online as well as hard copy for those who do not have computer access. Mr. Brown stated for those who would like side door pickup, they can contact WastePro directly and set this up. Ms. Schleicher agreed and explained side door pick up is $15.00 monthly for both garbage and recycling. Public Safety Building. Ms. Doyle explained that there are a few items that need to be addressed prior to moving forward with the design phase. The sally port was an addendum item and after discussion with the Public Safety Committee it is their recommendation it should be part of the first phase due to the design. It will not be enclosed but rather fenced in with a gate. Mr. Poticny, Greenline Architecture, approached mayor and council to address any questions they might have. Mr. Brown asked Mr. Poticny if the sally port would be a breezeway with a gate around it. He confirmed as it is basically an enclosed carport. Ms. Doyle stated the next item was the fire bay as this is also an addendum item. She explained that if the use would be just for a fire truck and recommends it not be an addendum item. Mr. Poticny explained that he spoke to Chief Sasser and he recommended the area not be used as a fire bay. Mayor Buelterman stated it was his understanding that the fire bay not be included in the plan. Ms. Doyle explained that the fire bay was included in the RFP as an addendum and there are questions if it needs to be included in the design. A discussion 20130523CityCouncilPacket Page 12 of 172 20130510/jrl ensued regarding the costs of the fire bay which would include water, sewer, heating and air conditioning, sleeping quarters and office space. Mayor Buelterman stated that the current location of the fire station is convenient and centralized and does not feel having the fire bay included at the new public safety would be money well spent. Mr. Brown expressed his concerns as to future use of the fire bay if the current fire station were destroyed. Mr. Poticny explained that the best thing for the building is to have a free standing garage which would make ingress and egress for vehicles easier and if mayor and council would like to have this area as an add alternate item, it makes it a clean cut as opposed to building it as part of the main building. He would further recommend the space be used for a truck bay or for storage. Ms. Doyle explained that this is an addendum item as part of the design, even if it were built the way it was originally designed, it is either built or may be added to the design at a later date. Ms. Fox stated it would be her preference to put the money allocated for the fire bay into the current fire station. Mayor Buelterman concurred. Mr. Brown asked Mr. Poticny if the fire bay was included in the original scope of work. He confirmed. Mr. Brown then asked if the fire bay was not done, how that would reflect in the cost per square foot of the building. Mr. Poticny stated that he would use that effort in some other part of the building such as the court room. Mr. Groover asked if the footprint of the fire bay could remain on the original design so in the future other council members would know what was supposed to be in that space. Mr. Poticny stated yes and it is their desire to leave this evening with a clear cut understanding of what mayor and council would like so they begin the design phase. Mr. Branch recommended that mayor and council take a vote to give the architect direction on the written program i.e., which components to the building there will be, administrative, court house, etc. Mayor Buelterman agreed. Ms. Doyle stated there is another item that she would like clarification on and that would be having one floor as opposed to two. She further stated that Chief Bryson feels the one floor is sufficient and there could be expansion in the attic area if needed. Mayor Buelterman agrees and feels the costs should be kept down. Mr. Poticny explained that space can be captured within the attic space. Mr. Brown would like the subflooring installed in the attic area and the design could include louvered shutters which would cover the rough opening for windows. Ms. Doyle agrees with Mr. Brown and would like to move forward with that suggestion. She then moved on to address the shooting aisle. Mr. Roberts approached mayor and council stating that he had a discussion with Chief Bryson to his needs regarding a shooting aisle. This would increase the cost of the building as well even though it is a small square foot area. Mr. Groover asked if office space could be included for TEMA and administrative offices for the fire department. He discussed how the current facilities are not cost effective for heating and cooling and he feels they would be better served if their offices were moved to the new facility. Mr. Roberts stated they are working on positions that currently exist and additional space is in the design for additional personnel but have not left offices to be used for miscellaneous functions. If this was added, it would create additional square footage. Ms. Doyle feels this could be done at a later time. Mayor Buelterman stated that there are four issues at hand: (1) sally port; (2) fire bay; (3) one floor as opposed to two floors and (4) shooting aisle. Wanda Doyle made a 20130523CityCouncilPacket Page 13 of 172 20130510/jrl motion to approve the programming submittal from Greenline to include the sally port not as an addendum (not as a bid alternate); to include a footprint for the fire bay; second floor/attic for expansion and growth; and shooting aisle to delay until further information is received. Barry Brown seconded. Vote was unanimous. Tommy Branch stated he wanted to point out for the record this evening that Billy Navon's site plan was denied because the property abutted residential and the site plan did not meet the basic requirements of 3-160(C)(1), so that the City's action was taken under special review on recommendation of the planning commission. Paul Wolff made a motion to adjourn to Executive Session to discuss litigation and personnel. Tom Groover seconded. Vote was unanimous Paul Wolff made a motion to return to regular session. Wanda Doyle seconded. Vote was unanimous. Tom Groover made a motion to adjourn. Bill Garbett seconded. Vote was unanimous. Meeting adjourned at 9:05PM. 20130523CityCouncilPacket Page 14 of 172 20130510/jrl Highly Effective Manager with Proven Track Record of quickly and consistently improving the effectiveness of the organizations that I have had the privilege of leading or been a member of. SKILLS ➢ Outstanding ➢ Maximize goal attainment ➢ Team Player organizational skills through solid ➢ Record of Improved ➢ Able to Control Expenses fundamentals and Performance ➢ High sense of urgency consistent execution. ➢ Positive leader ➢ Integrity ➢ Streamline processes ➢ Team builder ➢ High employee/co- ➢ Able to accurately analyze ➢ Effective negotiator worker and customer and solve problems, satisfaction. ➢ Contribute to Team Effort PROFESSIONAL ACHIEVEMENTS In over twenty years as a General Manager, I have been responsible for the efficient operation of automobile dealerships to include: hiring and training of personnel, budgeting, controlling expenses, managing teams of managers, meeting sales goals, and most importantly, achieving strong profits for the company. In addition, I was responsible for negotiating with vendors for goods and services that were necessary for the efficient operation of our organization. This was important to insure that we got the most value for the dollar spent and that we got the right goods and services at the right time and at the right price. As the General Manager I was also responsible for negotiating with the suppliers on new vehicle stocking requirements, ordering and managing multi-million dollar vehicle inventories to support sales of up to 280 new and used vehicles per month at peak selling conditions. In addition I managed the process of acquiring used vehicles on the open market insuring that the inventory matched sales demand. This is especially critical when used vehicles are depreciating daily and market conditions can change rapidly through changes in fuel costs and customer demand. I also managed the acquisition of parts and accessories,their storage and security. Situation # 1: Responsible for the operation of the entire business of as many as 150 employees. The business was losing money YTD and had lost money for the previous full year. In my first month the dealership earned a $46,000 net profit and a $92,000 net profit the second month. Erased the YTD loss—the dealership ended the year with $546,000 net profit. During my first three full years the dealership had the highest combined consecutive three years dealership profit in the previous ten years of the company. Was responsible for the operation of the entire organization with peak volumes of 250+ new & used retail, 50+ medium trucks and as many as 100 fleet. The turnaround was achieved through positive leadership, building a team mentality, streamlining processes, controlling new and used vehicle inventory, reducing unnecessary expenses, and getting people to perform at their highest levels. All of this was accomplished with high employee & high customer satisfaction. (J.C. Lewis Ford—Savannah) Situation # 2: As General Manager was responsible for the operation of the entire business operation to include sales, service, Human Resources, and Customer Satisfaction. Personally responsible for increased dealership profit by 83% in first year alone. Increased year to date service gross by 106%. Took customer satisfaction standing from 38th out of 57 dealerships in our group in my first year to 6th in my second year, and 4th in my third year. Accomplished the turnarounds while having total responsibility for operating the business, and training the dealer's son to take over the organization. (Joe Sartain Ford, Decatur AL) Situation #3: Was initially retained by a metro automotive group in a consulting capacity to fix an ailing dealership. Due to success of the initial assignment, was offered full time job as general manager of major domestic. In my nine months as general manager, profit was $683k versus $280k for entire calendar year prior to my arrival. Dealership was on track for total YTD profit in excess of $1 million. Increased retail volume from 220 new & used retail to an average of over 280 per month-330 plus in best month. Was number one retail metro volume every month except one (started 5th out of 6). (Serra Automotive Group, Birmingham, AL) 20130523CityCouncilPacket Page 15 of 172 20130510/jrl Situation # 4: During my fifteen months as General Manager responsible for the entire sales operation, the dealership made a net profit of One Million Dollars. In the fourteen months prior to my arrival the dealership's total net profit for those months combined was under $100,000 total. Was responsible for the entire sales operation to include: planning, marketing, logistics, and overall leadership. (Adamson Ford, Birmingham, AL) • General Manager, Golden Isles Nissan, Brunswick, GA 2009-2010 (Officially retired May 1, 2010) • General Manager, J.C. Lewis Motor Company, Savannah, GA. 2001-2008 • Management Consultant, Tom Borkowski, Inc., Birmingham, AL. /Savannah, GA 1998-2001 /2008-2009 (Originally Incorporated July, 1992) • General Manager, Joe Sartain Ford, Decatur, Al. 1994-1998 • General Manager, Serra Chevrolet, Birmingham, AL. 1992-1993 • General Manager, Sales Operations of Adamson Ford, Birmingham,AL. 1991-1992 EDUCATION Graduated from United States Military Academy,West Point, New York MILITARY EXPERIENCE/ADDITIONAL QUALIFICATIONS Situation#1 From March 1967 thru November 1967 I was responsible for setting up and managing the petroleum distribution network in The Netherlands and Belgium that was caused by the U.S.Army Petroleum Distribution Command's(USAPDC)relocation from France. The Benelux network of commercially-owned storage facilities and refineries replaced five tank farms and the entire U.S. pipeline system that stretched from St. Nazaire in western France to Saarbrucken, Germany. With the assistance of two technical experts(one Dutch national and one British national), I managed the off- loading of international petroleum tankers into commercial storage facilities such as Pakhuismeesteren and the Royal Dutch Shell refinery in Rotterdam;Amatex in Amsterdam; and facilities in Antwerp, Liege, Ostend,and Brussells in Belgium. The offloading included testing of the fuels,verification of quality and quantities for payment to fuel suppliers, and management of the fuel storage through periodic testing and regular inventories of fuels while in each facility. I was then responsible for coordinating shipment of the fuels via Rhine River barge, rail, and the NATO pipeline system for all the U.S. Forces in Germany. I was on call 24 hours per day, 7 days per week for the entire posting. I often worked 36-72 hours at a time(with catnaps)due to scheduled shipping arrivals at different port locations. This was carried off successfully without a formal job description (it was caused"overnight"as a result of U.S. forces being kicked out of France by DeGaulle)and without direct supervision—without a hitch. Due to my record of achievement, USAPDC transferred me back to Germany to take over as the company commander of an Engineer Company that had failed two AGI inspections(I relieved the Company Commander,a CPT—I was a 1st Lt.—we passed the inspection on my first try 45 days later). 20130523CityCouncilPacket Page 16 of 172 20130510/jrl Situation#2 From October 1968 to March 1969 I was the Company Commander of the 528th Petroleum Company headquartered in Vung Tau, South Vietnam. My unit was responsible for supplying fuels to U.S. and allied units in the southern third of the country from Saigon throughout the entire Mekong Delta. The fuels were delivered to our tank farm by ocean-going vessel. From there the fuels were delivered to our Delta locations in Vinh Long, My Tho and Soc Trang by tanker truck and ocean-going barge for further delivery to or pick-up by individual users. My command was responsible for storage and testing of the fuels to insure they met specifications and then to schedule and affect timely delivery to sustain the mission. Situation # 3 From May 1968 through September 1968 I was responsible for contracting for diverse supplies for the U.S. and South Vietnamese armies. supplies consisted of items such as combat bandages, sampans to be used by ARVN indigenous forces for special ops in the rivers and tributaries of the Mekong Delta, and manufactured goods such as "bullet-catchers" for mini-guns on combat helicopters. (The bullet-catchers were necessitated because the mini-guns had no safety settings and maintenance of the guns often resulted in serious injuries to U.S. personnel.)This was accomplished by solicitations throughout the country from Saigon south throughout the Mekong delta. With the assistance of a Vietnamese interpreter I would travel the country to locate local manufacturers, negotiate terms,verify delivery of various goods, and affect payment in cash. I had received my training through the contracting officer's school in Fort Lee,VA. Situation#4 While I was commander of the 528th Petroleum Company in Vietnam, our tank farm was periodically attacked by Vietcong rockets. On one particular occasion one of our tanks containing over a hundred thousand gallons of Jet Fuel received a direct hit. During that attack the complete tank farm was at risk of being destroyed. To avert disaster and under the threat of both continuing rocket fire and possible explosion of the burning tank causing complete loss of the facility, I personally surveyed the condition of the burning tank and consulted with my NCO's. We decided to pump the tank out to a ship moored at our docks. This was accomplished successfully without loss of the facility, without injury to personnel, and without loss of fuel. In addition we were able to continue to support our mission within 48 hours of the initial attack. For this I received the Bronze Star Medal for Valor. The citation is a part of my military record. ORGANIZATIONS Board Member Better Business Bureau of Savannah-6 years Executive Committee Better Business Bureau of Savannah-4 Years Volunteer Worker—Bachus Children's Hospital, Savannah-5 Years West Point Association of Graduates-45 Years Thomas F. Borkowski Post Office Box 30126 Savannah, GA 31410 t.f.borkowski gmaiI.com (912) 398-1387 20130523CityCouncilPacket Page 17 of 172 20130510/jrl ("-- --- r0 —I c k< c) 0- CD CDrf CD ii_is vI 0.) (1) O O.=r ci 9 �' \ V r-+ p rn V C K co c) ....s r-f- N 3 0 ap N 00 r--F 20130523CityCouncilPacket Page 18 of 172 20130510/jrl O C7 �, CD C - CD Ta CD CD I-1 . CD IN CD r+ m -0 -% `< -% -n w ?1 �--F - -' -'. r-F _ •x = —I = __I 1 . ,, , d CD t_F - cit:1 1/4< 4 «__ 4.,..t.....„ u) = m m- 0- ,... .,O C7 - �7,_ _ IP' _7 1• 0 Q CD ' fly". , t = -, -% O • Q = i' r r-+ Q w^ CD < C—D m r-i to CU) L1 * c CD 3-1 c O -' CD i Q � �� � . . > C CD - D O CD CD O m• 0) �' = r+ _ = = n- CD CD Co r+ CD = kG CA (n D V CD CD 20130523CityCouncilPacket Page 19 of 172 20130510/jrl 0 C) E w 2 co 7 - 1 (A) a3 =' 0 3mQE \ nom _ n > (3) t-i-c1) cl.) (f)L) 0.7> (0 2 ( r+ Q E r+ ^ — O CD co 3 V CD r rn u 0.) CD ' I ci)— � -. 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CD A 1-' 0 2 NJ A N N A W W N 00 f<D W C Ui Lnn O O o 0 0 0 0 Ln o 3 °o °o °o °o °o °o °o °o °o °o oo1 20130523CityCouncilPacket Page 41 of 172 20130510/jrl (Ts O _ c cD Qm > -� � oz O 0 7C rn 7C � 0). � _ . 0 0 o , c .1 3 -1•1 c m o n_, Z n o rn e-r o = �v •- o O D M NI -U rn -2 C ) < n -o C n � = co _ o oz �' 0 0 c I 20130523CityCouncilPacket Page 42 of 172 20130510/01 MAYOR m CITY MANAGER Jason Buelterman gi Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett 1 Edward M.Hughes Torn Groover 10 Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Quarterly Report Explanation: Planning&Zoning Department Budget Line Item Number(if applicable): N/A Paper Work: Al Attached* Audio/Video Presentation** — * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912)472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: May 16, 2013 * * * P.O.Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified* (866)786-4573—FAX(866) 786-5737 City of 5v Ethics y� www.cityoftybee.org 20130523CityCouncilPacket Page 43 of 172 2013i35=111-LLy PLANNING&ZONING DEPARTMENT Quarterly Report 01/01/2013—03/31/2013 BUILDING PERMIT REVENUE THIS QUARTER 2013 BUILDING PERMITS NEW YTD REVENUE 2010 Permits * $ 32.00 15T Quarter 194 $ 59,809.05 2011 Permits * 575.00 2nd Quarter 2012 Permits * 7,135.50 3rd Quarter 2013 Permits 52,066.55 4th Quarter TOTAL $ 59,809.05 TOTAL 194 $ 59,809.05 *Re-inspection fee,engineering fee,added scope/value to permit,etc. NEW CONSTRUCTION SINGLE-FAMILY COMMERCIAL REVENUE January 5 -- $ 31,579.30 February -- 1 3,342.00 March -- -- -- This revenue is included in TOTAL 5 1 $ 34,921.30 the YTD REVENUE above. ACCOUNTS RECEIVABLE PROCESSED REVENUE Engineering fee 1 $ 262.50 ZONING ACTION PROCESSED REVENUE Site Plan 3 $ 1,250.00 Site Plan with Variance 1 1,000.00 Conceptual Site Plan -- -- Variance 5 1,500.00 Administrative Variance -- -- Special Review 1 -- Map Amendment 1 -- Text Amendment 3 -- Subdivision/Recombination -- -- Final Plat -- -- TOTAL 15 $ 3,750.00 STAFF TRAINING Dianne Otto GAZA Winter Conference,Athens, GA—02/07-08/2013 GAFM Annual Conference: Here Comes the Rain Again, Lake Lanier,GA—03/12-14/2013 ASFPM/GAFM2013 GA Flood Risk Symposium: Managing Flood Risk and Floodplain Resources,Atlanta, GA—03/21/2013 Jerris Bryant CEMA Damage Assessment Team Strategy Training,Savannah, GA—01/23/2013 Damage Assessment for Museums and Historic Buildings, Savannah,GA—02/20/2013 Ray Hord CEMA Damage Assessment Team Strategy Training,Savannah,GA—01/23/2013 20130523CityCouncilPacket Page 44 of 172 20130510/jrl X2. 30 3 70 o O Ui t// en S N 0 m m •• m O O y n 3 3 0 O. 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If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 5/23/13 Category: Report of Board (Better Hometown) Item: City Information Signage Recommendations (as requested) Organization: Tybee Island Better Hometown Program Explanation: Budget Line Item Number(if applicable): Paper Work: X Attached* X Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner(a,cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, BHT Program Coordinator Phone/Email: 912-844-9771 /cmorton@cityoftybee.org Comments: Date given to Clerk of Council 5/16/13 * * P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 Y City of ,4 Ethics y0 www.cityoftybee.org � ``L��- 20130523CityCouncilPacket Page 53 of 172 2013 telrl� vi C •O N j a '4 4' o c § .N N Z E % , dtkeft O c 0 u — O 'U P oO f� N � li +j c Q N U N E ly c 'o c N cn v E •n.. it-la.4Rati 73 v *' 13 2 U \ .N N L 0 Z c CO U O .4§ a) W v op L O v L 2 ° a c vi Cc > N C. N 3 c .� 'Q a c -0 v U W � N N O v � N � •� -0 o v a, Q _ c v Z L a--+ Q� a cu ow w^ m L Q5 a--+ +'' N L 4-i O {Wj �_ a--+ N _ L .� fa m L }Z O p 4 p .� O N U N O L v 0 +-+ V o O O O N 4.j O •— N _ C U Q •N on . . _0 . N f0 • .5. b-0 CO N O C OD O W •N Q > N L aA O C 0 0 O m Oi N �N . . +j . . fQ ^ C_. _c 2 0 4A V �� i }' O O N t20 N N 4A C C 0 N V 4J E E N C W +j Ce 4CA N .2 LJ v O 0 — 00_ _cW -0 4A N O 0 a I U N v CO .v) •= a O U L Cl. Q G CO CO G N 0 L_ m L1 yO Q Q I V • VI . .. 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W o - 144 V i 14C 13 a) Z s •_ �.. 1 L9 z 0 _ �"� — 0 .0 O CO V Iir .--- Z _0 0 s }' HZ }' _ cv ` 2 2 (1) - oc 2 0. a. P00.-'- , U Z W 0 ' 4 ini CZ CO C IA in at � _ , ______: •_ . Lui...4 _5Ic _.: --- _ iii 0 _ :.. a •■ tZ a- it Z cats cx cx 20130523CityCouncilPacket Page 60 of 172 20130510/jrl C) Z — "0 0 E 163- — E O O m< o c Z •- O In W W G W = O CC 3 = CI- 0 I- 4-J cu W Imo.. .in D _ Z 0 L C 0 4a V' H VI m C O 0 a) s 09 l' < -0 2 1— . ce s 0 O - cD >, -cs , a) Z tea, >- 0o I' V •- a cc Li) 20130523CityCouncilPacket Page 61 of 172 20130510/jrl MAYOR ilik'SE Ii CITY MANAGER Jason Buelterman r� Diane Schleicher A CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern - , Janet LeViner Barry Brown I ? ' Jan Fox CITY ATTORNEY Bill Garbett ° Edward M.Hughes Tom Groover ?._ + &r Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: 5/23/13 Category: Special Event Consideration Item: TYBEE ISLAND PIRATE FEST (October 11 — 13): Festival grounds @ 16th Street Lot; Pirate Encampment on beach @ 16th Street Crossover; Beach Derby from North Beach to 18th Street; Parade from NB lot to Tybrisa Street Organization: Tybee Island Tourism Council Explanation: Budget Line Item Number(if applicable): Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner(&,,cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Chantel Morton, BHT Program Coordinator Phone/Email: 912-844-9771 /cmorton(&,,cityoftybee.org Comments: Date given to Clerk of Council 5/16/13 * * P.O. Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of www.cityoftybee.org ��,�05Ethi` j 20130523CityCouncilPacket Page 62 of 172 2013TH/jrl man TDt'f CITY MANAGER 7y ��a '1i '/� 5/ / " Diane Schleicher JUNCIL /...... 'z 1", ), /tie f/� � �r�a t / ra, CLERK OF COUNCIL Doyle, Mayor Pro Tern % Janet LeViner j Brown \,k .f Fox 1''' i' CITY ATTORNEY ,ill Garbett ". , Edward M. Hughes Tom Groover -,..-4:4",.. ./4"-•, Paul Wolff t41,411rxl00.\ CITY OF TYBEE ISLAND SPECIAL EVENTS APPLICATION The City of Tybee Island recognizes that special events play a significant role in the life of the community. Special events enhance the community by providing recreation,cultural and educational opportunities to residents and tourists and they attribute to the economic health of the community. It is our goal to assist event organizers in planning safe and successful events that have a minimal impact in the areas surrounding the event. By keeping the public's best interest in mind, persons or organizations wishing to host a special event upon public property or private property requiring City Services,special permitting and/or vendors must first be granted approval from the City Council and/or the City Manager. The Special Event application shall be completed with all requested information completed and submitted for consideration at least sixty(60)days prior to event. Events with 75 or more people upon public property or private property requiring City Services,special permitting and/or vendor permits that are not for the non-profit organizer of the event require approval from the City of Tybee Island. No more than one event per day will be permitted due to limited infrastructure and city resources. In order to ensure a smooth review process for permission to have a Special Event,the applicant will receive direction from applicable City Departments,City Manager and Better Hometown'Program Coordinator. Prior to the application being submitted for City Council consideration(if applicable),all concerns and details must be addressed,confirmed by the organizer and accepted by designated City Staff of impacted Departments, Note: Applicant must meet with the Better Hometown Program Coordinator or his/her designee at time of submitting application. Additional meetings may be required. Today's Date: 5/13/2013 Application Fee Submitted: $50 *A non-refundable Special Event application fee of$50 is required at time of application submittal for processing and consideration. Checks or money orders should be made payable to the City of Tybee Island. I SECTION 1: EVENT INFORMATION 1. Name of Event: Tybee Island Pirate Fest 2 Date and time of event: October 11 - 13, 2013 ' + Setup: Date/Time period Monday, October 7 •:. Breakdown: Date/Time period Tuesday, October 15 3. Location(s): 15th and 16th Street Parking Lots and beach area •• A site plan of the event area drawn to scale and depicting all event structures is required at time of application submittal. + A Letter of Permission(LOP)from Georgia Department of Natural Resources(htto://coastalgadnr.ors/sendemail) is required for events with beach usage and/or within the Shore Protection jurisdiction(i.e.beach side parking lot areas,etc.). The LOP is due no later than two(2)weeks prior to the event. 4. Organization: Tybee Island Tourism Council Z• ❑Commercial? I Non-profit/Tax Exempt?(Non Profit Status/GA Tax Exempt Certificate must be attached.) 5. Phone number and/or website for public event information: 912-786-5444; TybeePirateFest.com 6. Organizer/Applicant: Casey Slone Address: PO Box 491 City: Tybee Island State: GA 31328 Zip Contact Phone: 912-644-6472 Email: cslone©tybeevisit,com Organizer/Applkant listed above must be in attendance and readily available for the duration of the event. P.O.Box 2749-403 Butler Avenue,Tybee Island,Georgia 31328-2749 (912)472-5071—FAX(912)786-9539 www.cityoftybee.org 20130523CityCouncilPacket Page 63 of 172 20130510/d SECTION 2: EVENT DETAILS 1. Is this event... A Open to the public 0 Private Invitation only 2. Describe the event and Its goals: Pirate Fest exists to increase visitation during the shoulder season. 3. Estimated number of people to attend and what this is based on: 7,000-9,000 -2012 Attendance 4. Is there an admission fee for attendees? 0 No d Yes-Fee will be: 510-520-tree kids and Sunday • A preliminary budget is due with application. (refer to Section 7: Financial) 5. Have you ever done this event before? If yes,list dates and locations: TITC produced the 2012 TIPF, 6. Describe parking arrangements during event in detail: See Attachment A-2 ••r Please attach a drawing of parking plan. Organizer may be required to run a shuttle if a parking lot is closed for the event. 7. List event sponsors and marketing plan: Primary Sponsor-Southern Eagle Distributing Additional sponsors include local businesses and TITC 8. List any additional contact person(s)and their phone numbers involved in the planning of this event. Lindsay Fruchtl -TITC Marketing Director-912-644-6470 9. What plans exist for clean up and recycling?(Disposal of grease,trash,etc.) TITC will provide trash/recycling pickup within the festival grounds.An independent dumpster will be rented and hauled following the event. 10. Please list any entertainment,bands,emcees or onsite promoters attending this event. bands - Shooter Jennings, Al A, Brigands Describe sound equipment: All audio equipment will be provided by professional providers. SECTION 3: REFERENCES 1. Please list your previous special event and/or hosting organization's experience in producing events. TITC produced the 2012 and 2013 Mardi Gras events, 2012 Labor Day Beach Bash, 2012 Tybee Island Pirate Fest, and 2012 New Year's Eve Fireworks 2. Please list two(2)references excluding City Officials and Staff: a. Name: Lindsay Fruchtl Address: PO Box 491 Tybee Island, GA 31328 Phone: 912-644-6470 b. Name: Keith Gay Address 1106 Hwy 80 Tybee Island, GA 31328 Phone: 912-786-0100 Page 2 of 8 City Council Approved:February 14,2013 20130523CityCouncilPacket Page 64 of 172 20130510/jrl SECTION 4; OTHER REQUESTS (Check the boxes below and provide additional information If applicable.) I Vendors(Organizer must submit all Vendor Applications with payment no later than two(2)weeks prior to event. Chatham County Health Department must be contacted for approval of food vendors in accordance with their regulations.) 2. I Department of Public Works(DPW)Request(s)(DPW approval required;staffing/equipment fees may apply) DPW Item Amount needed Total hours needed Traffic Cones Barricades Traffic Barrels — Trash cans 25 Recycling containers 20 Port-a-lets Sweeper Vac Truck Fire ant treatment Dump Truck Back-hoe List other services that are requested. Costs will be determined. TITC requests DPW change the flags at Park of the Seven Flags from Wed.Oct.9th to Sun.Oct.13.Flags to be provided by TITC. 3. I Street Closures(Tybee Island Police Department(TIPD]approval required.) a. List requested streets: See A-3 4. I Special parking/parking pass request(s)(Parking Service Division approval required.) a. Please describe: See A-4 5. d Commercial truck parking a. Please describe: TITC requests permission to park the technical equipment truck behind the mainstage. 6. I Police Detail(TIPD approval required;staffing/equipment fees may apply) a. Please describe: TITC requests waiver of police fees per the grant request.TITC will hire additional off duty officers per recommendation (If off duty police officers are hired,organizer is responsible for contracting directly with the individual[s]and paying fees direct as agreed upon.) 7 6 Alcoholic Beverages(License Application should be submitted to the Administrative Assistant to the City Manager, Approval is required by City then State.) 8. ❑ Fire Detail/Inspection(staffing/equipment fees may apply) a. Please describe: (If off duty fire department staff/volunteers are hired,organizer is responsible for contracting directly with the individual(s)and paying fees direct as agreed upon.) 9. ❑ Fireworks(TIFD,Chatham County and U.S.Coast Guard approval required. Special application due to USCG at least 135 days prior.) 10. I Additional Security a. Please describe: See 6. 11. ❑ Petting Zoo a. Please describe: Page 3 of 8 City Council Approved:February 14,2013 20130523CityCouncilPacket Page 65 of 172 20130510/jrl SECTION 4: OTHER REQUESTS(CON'T.) (Check the boxes below and provide additional Information If applicable.) 12. I Parade/Procession(TIPD approval required;staffing/equipment fees may apply) a. List requested parade staging area and route: See attachment F. (*Parades are required to start on Saturdays no later than 3:00pm with the exception of the Beach Bum Parade. Participants must adhere to safety guidelines.) 13. ❑ Amusement Rides(Insurance from providing company is required no later than two(2)weeks prior to event.) 14. I Temporary Structure(i.e.tents,booths,stage,etc.) a. Please describe: structure tents and stage.See attachment B. (Permits for tents larger than 10'x 10',stages,booths and the like are required through the Planning&Zoning Department. Completed application with required documentation must be submitted no later than thirty(30]days prior to the event.Structures are not permitted without approval from the Planning&Zoning Department. Fees apply.) 15. I Electrical needs(fees may apply) a. Please describe: TITC utilizes rental generators. 16. ❑ Filming(Permit application should be filed with Facilities Coordinator. Approval is required.) 17. I Banner Permits(Permit application should be filed with Facilities Coordinator. Approval is required.) 18. I City Facility requests require separate forms and approval through the Facilities Coordinator. a. The Walter W.Parker Pier and Pavilion is managed by Chatham County Parks&Recreation. Reservations for use of this facility must go through their office. SECTIONS: ADDITIONAL REQUIREMENTS A non-refundable Special Events application fee is required at time of application submittal. The application will not be processed without the application fee of$50.00. Checks should be made payable to the City of Tybee Island.. If the applying organization is tax exempt,a GA Tax Exempt Certificate must be submitted with the application. Insurance,as indicated below,is required at least two(2)weeks prior to the Event. Failure to provide insurance will result in the cancellation of event. PRIVATE PROPERTY PUBLIC PROPERTY PRIVATE Organizer is responsible to obtain Signed Indemnification INVITATION necessary insurance as deemed Agreement required. appropriate by the property owner. Signed Indemnification Agreement Signed Indemnification Agreement required, required and a Organizer is responsible to obtain necessary insurance as deemed $1 million certificate of insurance,with the OPEN TO appropriate by property owner. City of Tybee Island listed as additional insured and THE PUBLIC *If use of the Walter W.Parker Pier and Pavilion is part * certificate holder. If use of the Walter W.Parker Pier and Pavilion is of the event,a$1 million certificate of insurance,with part of the event,a$1 million certificate of insurance, Chatham County Parks&Recreation listed as an with Chatham County Parks&Recreation listed as an additional insured and certificate holder is required. additional insured and certificate holder is required. The application will go through the review process again if substantial changes are made or additional needs are requested. Additional application fees will result with additional meetings. Page 4 of 8 City Council Approved:February 14,2013 20130523CityCouncilPacket Page 66 of 172 20130510/jrl SECTION 6: INDEMIFICATION AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS I,individually and as the Agent representing the Event Organization,do hereby agree to indemnify and hold harmless the City of Tybee island,Georgia,its 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 the occupancy or use of listed event premises during the time period of said event. 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 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,privilege ,a rt imm nat-ies-as,ce • t-h,in Georgia tatutes and/or the Constitution of the State of Georgia. Organizer/Applicant's 5ignatt,{re, .t'; .,_\. •5� ,~�'1-\1 l )\ `N Date: 5/1 3/201 3 {r INTERNAL USE BELOW. J St.- sig .tures for City D-1.•ments listed belo, ndicate the event application has been reviewed and department needs are acce.ted as reques -. signtes ar-, '' -d prior .Q applica ion bet�g sub `fitted for City Council consideration. City anager and/or Designee Finan ; Director and/or Designee ) i 4e_C 10vJ PI..ling&Zoning Manager and/or r,-signee Wat= &Sew. D-�e • Supervisor and/or Designee Chief o lice all-/o .ignee Campground anager and/or D ignee y____ Chief of Fire . Tn .nd/o s- gnee Department of Public Works Director and/or Designee COMMENTS: DATE APPROVED BY CITY COUNCIL: ADMINISTRATIVE APPROVAL(as applicable): Better Hometown Coordinator: Date: City Manager: Date: 1,11164(( Dit) 10 m041 cyk 4t,4 e,,,, c:, skivkai,ue (i5-16 1 v.m$1"nis5 q/t, Estimated permit fees for this event at$100 each;with electrical additional$40=±$1,200 2 stages 24x20;34x15 2 bouncy houses 1 main stage tent 50x100 1 green room tent 10x20 3 food tents 15x15 2 or 3 encampment tents(requested site plan not yet received) 1 entry tent 15x15 electrical permit Inclusion of the Tybee Beach Derby event by Stafford Promotions bypasses the one event per day restriction Page 5 of and the purpose for which it was adopted. [paragraph 1 of Application: No more than one event per day will be permitted due to limited infrastructure and city resources. For that-__ l reason this application is not approved. 20130523CityCouncilPacket Page 67 of 172 J�W`r �santl3 SECTION 7: STANDARD EVENT APPUCATION POUCIES AND PROCEDURES THE APPLICANT SHALL USE THE MUNICIPAL PROPERTY SOLELY FOR CARRYING OUT THE SPECIAL EVENT AS APPROVED BY THE CITY MANAGER AND/OR THE CITY COUNCIL. Application Will Be Based On: /. Whether the applicant for a Special Event Permit is capable or incapable of executing the planned special event. 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 to hold the proposed special event at the time requested. 3. Whether the holding of the special event as planned would create an undue burden upon the public and staff resources of the city. 4. The timing of the proposed special event. 5. Whether the applicant producing the special event is profit making or not for profit purpose only. 6. The historical experience,if any,of the special event in the past years. 7. The effect the proposed special event will have upon the City's resources and public health and safety,and frequency with which such events are held. 8. All City Department Heads affected by said event must review and confirm acceptance of the application prior to the application being approved by the City Manager or City Council. All relevant fire and life safety issues must be adequately addressed. 9. A Special Event permit may be refrained from issuance when the directors of city departments in good faith believe that the proposed special event will endanger the public health,safety,welfare,and/or damage property. W. A special events permit shall be revoked when the directors in good faith believe that allowing the continuations of the proposed special event may endanger the public health,safety,or welfare of property of others. 11. After reviewing the comments of all affected Departments of the City,based on the specifics of the event,approval or rejection of the application for a Special Event permit will be granted. Approval of Application: 1. The City Manager may at her/his discretion approve an event for up to 500 people. These events must meet the following criteria: exclusive use of city property;minimal impact on neighboring residents and businesses;small scale events with some special requirements;temporary use of public parks or public facilities,and no street closures. The City Manager may at her/his discretion approve an event exceeding 500 people if the event is on Private Property. 2. Events exceeding 500 people on Public property must be reviewed by City Council for approval. City Council may also review events that significantly impact residents and businesses,request use of city streets,parks,beach or other city facilities,extensive activities,and/or require alcohol permits.Special Event applications are considered by City Council during a regularly scheduled monthly meeting as the agenda allows. 3. Upon the issuance of a Special Event Permit from the City Council or the City Manager,the applicant shall obtain all other State,County,and City permits no later than thirty(30)days prior to the scheduled special event. 4. 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. 5. Nothing in this section shall be construed to prohibit the imposition necessary for the carrying out of the event. Application Denial and Process of Appeal: /. Any applicant denied a Special Event permit to conduct a special event shall be notified in writing prior to the proposed date of the special event. Said notification shall state the reason for the denial. The applicant has the right to appeal to the City Manager. 2. Appeals from the determination of the City Manager,as to the denial of a Special Event permit,shall be made to the City Council. These appeals shall have priority and shall be heard at a regularly scheduled monthly meeting as the agenda allows. Planning&Zoning Department 1. Building permits—an applicant shall obtain the applicable permits including,but not limited to,electrical,plumbing, mechanical,and structural from the City's Building Official at least thirty(30)days prior to the scheduled event. An applicant may be required to obtain other permits pursuant to state law,city ordinances and the International Building Code and the Georgia Amendments. The Building Official shall make inspections deemed necessary to insure that all building code standards are followed. Non-compliance of any building code standards may be cause to cancel the event. 2. Any person or organization which is granted a Special Event permit shall comply with all applicable laws,ordinances and building codes pertaining to said event. 3. The person or organization receiving a Special Event permit shall be responsible for ensuring that its contractors and subcontractors obtain all permits and comply with applicable laws,ordinances and building codes. Page 6 of 8 City Council Approved:Februosy 14,2013 20130523CityCouncilPacket Page 68 of 172 20130510/jrl SECTION 7: STANDARD EVENTAPPUCATION POLICIES AND PROCEDURES(CON'T.) ( Financial I. A proposed budget for the special event and a detailed explanation of how proceeds from the special event will be allocated shall also be provided at the time of application submittal. 2. The applicant shall be financially responsible for any cleaning,replacement and repair to municipal property or its accompanying articles requiring city clean-up after completion of the special event. 3. The applicant shall be financially responsible for extra personnel hours incurred by the city as a result of the use of municipal personnel. 4. The personnel hours shall include the Police Department,Fire Department, Department of Public Works, Parking Services and Lifeguard Services necessary to monitor,check,observe,control or otherwise regulate any phase of the special event, including without limitation to any planning,on-site management of the special event and support of any activities. 5. Waiver of fees for parking shall not be granted between Memorial Day Weekend through Labor Day. 6. In order for your organization to be eligible for any waiver of fees,that organization must have a contract with the City of Tybee Island. If your organization is one that has received funding from the City of Tybee Island for services provided to the City,you are eligible to request waiver of up to$2,000 worth of fees for the special event,which also includes fees associated with parades.The application fee is not permitted to be a part of any waiver of fees and must accompany the application or it will not be processed. No waived fees for alcoholic beverages,vendor fees and/or facilities will be considered. The City of Tybee Island reserves the right to request financial revenue and expenditure statements for review prior to or as a condition of any waiver of fees. Fire/Emergency Management Department 1. In the interest of public safety,the FEMD must review and approve aspects of events that may include,but not limited to, fireworks or pyrotechnics,emergency vehicle access,and use of open flame. The Fire Chief will determine whether or not FEMD personnel are needed and the event applicant shall pay for said services. Parking Services Division 1. Where public parking Is to be used or restricted,the Finance Director may require that permits are issued or reimbursement be made based on standard parking fees. 2. Request for use of parking lots or spaces must be submitted in detail for approval with the application. Police Department 1. Any person or organization shall comply with security and safety guidelines set by the Tybee Island Police Department. Department of Public Works 1. The site of the event must be left in its original condition or additional charges will apply. 2. If any event requires the use of the electrical service,equipment owned by the City of Tybee,and/or labor fees will be assessed on a per hour rate and determined by the city. If special electrical requirements are needed by vendors in which the city personnel and equipment is needed,an additional charge shall be passed on to the organizer for setup and breakdown. This is only applicable for specific areas and must be requested at the time of application submittal. 3. Streets may be closed in connection with a special event at the discretion of the City Council and/or City Manager having due regard to public safety and environmental effects of such closings. All reasonable steps are taken to minimize adverse impact upon the community. 4. Vendors must use grounded extension cords and lighting that does not exceed 30 amps per vendor space if permitted. Extension cords,hoses or other trip hazards in pedestrian walkways are not permitted. 5. It is the responsibility of the event organization to provide adequate toilet facilities during a parade and event appropriate for the anticipated attendance. Location(s)of said stations shall be indicated on provided site plan.One chemical toilet for every 200 people is recommended. 6. In the case of requested and approved permission for pole banner and/or flag hangings,the event applicant is financially responsible for costs incurred with the installation and/or dismantling. Sale of Alcohol 1. Events involving alcohol sales/distribution must complete an Alcohol License application for consideration. The application and information can be obtained at Tybee Island City Hall. 2. Upon TIPD review,alcohol license applications are considered by City Council at the first available Council meeting. Page 7 of 8 City Council Approved:February 14,2013 20130523CityCouncilPacket Page 69 of 172 20130510/jrl SECTION 7: STANDARD EVENT APPUCATION POLICIES AND PROCEDURES(CONT.)_ Sale of Food/Merchandise 1. The sale of food at special events requires a permit from the Chatham County Health Department. Food vendors that involve cooking require an inspection and permit by the Chatham County Fire Marshal. 2. Event organizers are responsible for obtaining Vendor Permits. Vendor permit applications are due with payment in accordance with City Code Sec.58-179 no later than two(2)weeks prior to the event. 3. A method must be established for the removal of used cooking oils,gray water or any other solvents from the event site. Event organizer will incur costs imposed by the city,county,and state if any solvents are left or discarded at the event site. 4. All debris in Vendor set up area must be contained at all times. The event applicant 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. Other 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 event applicant. Indemnification/Insurance I. The applicant must sign the Indemnification Agreement at time of submitting event application. Prior to the issuance of the Special Event Permit,the application shall maintain,at its sole expense,public liability insurance covering the City properties and resultant use thereof,naming the City as an additional insured,in the amount of$1 million. 2. The applicant shall pay the premiums of the public liability insurance before the issuance of the Special Events Permit. The applicant shall furnish and deliver to the Better Hometown Coordinator a certificate or certificates of insurance,as specified in Section 5,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,expiration to termination to public liability insurance. In the event that such insurance is cancelled,expired or terminated,the applicant shall be required to obtain insurance immediately and furnish proof to the Better Hometown Coordinator. If such valid insurance is not obtained within twenty-four(24)hours after cancellation or termination,the Coordinator shall revoke the Special Event Permit and the special event shall cease. The applicant shall be responsible for submitting all certificates or insurance of its contractors and subcontractors. Page 8 of 8 City Council Approved:February 14,2013 20130523CityCouncilPacket Page 70 of 172 20130510/jrl 2013 Tybee Island Pirate Fest Special Event Application Supplement A. Additional Information 2 A-1: Dates and Times 2 A-2: Parking Arrangements 2 A-3: Street Closures 2 A-4:Special Parking/Parking Pass Request 2 7-6: Financial 2 B. Site Plan 3 C. Non-Profit Status 7 D. Preliminary Budget.., 9 E. Parade Information 10 F. Banner Permit 11 G. Pier Reservation 12 H. Tybee Beach Derby 13 I. Anticipated Permits 16 J. Background on 2013 Site Plan Enhancements 17 2013 Tybee Island Pirate Fest 1 Special Event Application 20130523CityCouncilPacket Page 71 of 172 20130510/jrl A. Additional Information A-1: Dates and Times • Friday, October 11, 2013 o Festival Open 5pm- 11 pm • Saturday, October 12, 2013 o Festival Open 10am- 11 pm o Tybee Beach Derby 8am- 1 pm • See Attachment H for more info • Sunday, October 13, 2013 o Festival Open 11 am-4pm A-2: Parking Arrangements • TITC requests partial use of the 15th and 16th street parking lots. • TITC requests the use of the North Beach Parking Lot for parade set up during the following hours: o Saturday, October 12 11 am-4pm • TITC will operate a shuttle from areas around the island to the festival site throughout the weekend. • TITC requests that digital parking sign be placed before 141h Street to direct festival goers to available parking areas. A-3: Street Closures • TITC requests the closure of the parade route (see attachment F) from 2:45pm- 5pm, or until the end of the parade. • TITC requests partial closure of the Tybrisa Street roundabout (see attachment B). • TITC requests the closure of parking area on far side of 15th Street parking lot for use as part of emergency vehicle lane. A-4: Special Parking/Parking Pass Request • TITC requests full day parking passes for crew vehicles for the following: o (10) Monday, October 7- Friday, October 11 o (10) Friday, October 11 -Sunday, October 13 o (6) Sunday, October 13-Tuesday, October 15 • TITC requests to pre-purchase 3-day parking passes for festival vendors to be distributed in vendor packets. Estimated 30 passes needed. • TITC requests complimentary parking passes for off-island event volunteers as needed. 7-6: Financial • TITC requests to be released from the following fees (previously requested in City Services Grant Application)*: o Building and Zoning permitting fees 2013 Tybee Island Pirate Fest 2 Special Event Application 20130523CityCouncilPacket Page 72 of 172 20130510/jrl o Parking fees as listed in A-4 o Parking lot usage fee o DPW o Tybee Police-standard parade * It is understood that all waivers are contingent on grant approvals from city. B. Site Plan [Illustration on next page] In addition to the provided illustration,TITC requests permission to have roving performers utilize Tybrisa Street and the Strand as well. 2013 Tybee Island Pirate Fest 3 Special Event Application 20130523CityCouncilPacket Page 73 of 172 20130510/jrl 15th Stia.t r \ I la-' it t !; I . 1 1i . N I I 11 MA 1 1 - x - H M 1 I i LE E is f lit lizaer.1._ _____ 7". g ;n AIL X 1yee�Street 0 Iiiii i h 1) I I I 'll I ill i J i I 1 ti i I 'll T. 1 1 I1! iIifl1Iij 11 i l x St SlMfarAvenue - 1 e i E it C 7 f .1 1 it, 1 ' - g ! li 01 f MEL.t.' I 1 1 i i I 1 i 1 i , i .1 -. • i it i I hi 11 i It i 17th Street sci • • :, • E 5 2013 Tybee Island Pirate Fest 4 Special Event Application 20130523CityCouncilPacket Page 74 of 172 20130510/jrl Proposed Pirate Fest Layout Inventory Mainstage: Portable Stage 24ff x 20ft Budweiser Beer Trailer: (1) 50ft x 12ft Mainstage Tent: (1) 15m x 30m Vendor Tents: 10ft x 10ft-Maximum 72 Gate Tent: (1) 15ft x 15ft Blackbeard's Pirate Ship: (1) 22ft x 15ff Ship will be in loading zone. Food Tents: (3) 15ft x 15ff Beer Tents: (2) 10ft x 10ft Kids Stage: Mobile Stage 34ff x 15ff Portable Restrooms: (20) Approx. 3.5ff x Off (4) ADA Approved 5ft x 5ft Shade Zones: 10ft x 10ft tents-Maximum 7 Inflatable Bounce Houses: (1) 20ff x 20 ft (1) 40ft x 14 ft Green Room Tent: (1) 10ft x 20ft (backstage) Dressing Room Tents: (2) 10ft x 10ft (backstage) Dumpsters: (2) 12ff x 8ff Pirate Encampment The pirate encampment is being contracted through The Pirates of the Treasure Coast (POTC).The encampment will include two tents representing historic pirate life.The area is staffed by POTC re-enactors that will conduct demonstrations, talks, and other activities.TITC will request appropriate beach permits following approval from the city. Two to three tents and one or two tent flies for the pirate encampment which consist of either wall tents, baker tents, or a combination of both. 2013 Tybee Island Pirate Fest 5 Special Event Application 20130523CityCouncilPacket Page 75 of 172 20130510/jrl Each of these tent styles are made up of a natural canvas with pine or bamboo supports, sisal rope, and iron stakes. Base Foot Print Wall Tent- approx. 10'x 12' Baker Tent-approx.8' x 10' Tent Fly-approx. 10'x 12' Foot Print/with stakes Wall Tent-approx. 16'x 18' Baker Tent- approx. 14' x 16' Tent Fly-approx. 16'x 15' Notes on the encampment: • The encampment has been reviewed and approved in a meeting with DNR with the following restrictions: o Free and open to the public o Encampment must fall below the dune line and above the water line. • There will be no live fire. • There will be no black powder weapons demonstrations. • POTC requires overnight security.TITC will be hiring officers for overnight security. Additionally, POTC requests to have one staff member on-site overnight to stay with valuable props with the permission of the city.This POTC staff member will not be sleeping on site. • The encampment uses sand-specific staking. • POTC has experience with encampments throughout the southeast. Sample Photos _al • i pru • fill!, s � .. • . ii . - r . LIM t �P a; Clockwise from top left: ; 4 • Sample set up _ik' • Large encampment ariel l, ., • Prop samples 2013 Tybee Island Pirate Fest 6 Special Event Application 20130523CityCouncilPacket Page 76 of 172 20130510/jrl C. Non-Profit Status 1 276 PNOhoes Si NI.tAtlanta aa, 30303 4 220 e,Aeha 61.,GreensbOro,N.C. 17401 1 400 W.Bay IN..Jacksonville,yin. 32202 0 2121111h Ave, .m,All 0J�9 s 101 N.Lamar Si.,Jackson.Mlle. 10202 7 101 Broad 111.,Nashville,Tenn. 07202 Mg3 Unman' D® ®two®nu4 Address sny reply to DISTRICT DIRECTOR at onto No. YY.Vc.°cn 20 o°C:o 3o v oo Oslo In ropy afar to, April 30, 1968 ( 233 t • Mr. 6. D. Guthrie, Executive Vioe-Preaideut 9avam eh Area Obamber of Camera 100 East Bay Street Savannah, Georgia 31401 Dear Mr. Guthbtog Tel,rem Number 990 The Information return which you filed should be used only by an organisation that has estab- lished an exempt status under the provisions of the Inteafai•Revenue Code, Our records Indicate that you have not been ruled exempt from Federal income tax. If you hays been ruled exempt, please tell us the name under which exemption was granted and the dote. Otherwise, your organization is required to tile Form 1120, Corporation Income Tax Return.You may apply for exemption by filling out and submitUng the enclosed forms in duplicate. Please return the requested infonnaUon or forms with this letter attached. Very truly yours, District Director Enclosures-2: Forms 1120 2013 Tybee Island Pirate Fest 7 Special Event Application 20130523CityCouncilPacket Page 77 of 172 20130510/jrl HANCOCK, MAZO & ASKEW CERTIFIED PUBLIC ACCOUNTANTS 300 EAST MY JAM$ WNANOOCN,JR.C.RA• SAVANNAH,GEORGIA. 31401 MUMSSIIS IRWIN MALO,C.I.A. WALTER ASKEW III,C.P.A. AMERICAN INSTITUTE OT CSSTINIED PUBLIC ACCOUNTANTS CLAUDL NODDSS DONALD L.JAMES,O.r.A. May 8, 1968 TAA lfl 51C-0417cr 30 District Director Internal Revenue Service Atlaeta, 0eorwia 1 1 Dear Sir: i Your Form FL-67 (copy attached) ed to the Savannah Chamber of Commerce has been referred to me fo \reply. We prepared for the Chamber of Commerce the For,t� 0 referre to in your letter. This being the first year that we,ftinverforsed this service for the Chamber, X discussed the matfer of he exemption letter with the Certified Public Accountant ut epared the Form 990 for several prior years and his recoil: cx on is that an exemption letter is somewhere in the at he Chamber. The Chamber has been in existence since 61 and Ina be annually filing Form's 990 since that date. We therefor assumed that had an exemption letter not been on file,`the Chnmb r would have been notified years ago. If a further search o your files does not find the letter, please adv the' nderpigned so that we may re-apply for an exemption let r. Yours truly, ZZ. Walter C. Askew III WCA:yks Enclosure cc: Mr. S.D. Guthrie, Executive Vice-President Savannah Area Chamber of Commerce 2013 Tybee Island Pirate Fest 8 Special Event Application 20130523CityCouncilPacket Page 78 of 172 20130510/jrl D. Preliminary Budget 2013 2013 Revenue '- Personnel Costs !ud°eL Alcohol/Beer Soles 22,000 Salaries Coca-Colo Sales 3,000 Payroll Taxes Merchandise/T Shirt Sales 10,037 Fringe-Group Insurance Event Specific Advertising Fringe-Retirement Parade Entry Fee 1,100 Contract Help/Mist.Personnel Costs 5,000 Promotional Sponsorship Total Personnel 5,000 Shipping income 200 Sponsorships 47,000 ADMINISTRATIVE COSTS Ticket Sales 67,000 Postage&Delivery 200 Vendor Booth/Food 1,000 Printing a Reproduction 500 Vendor booth/Merchandise 11,000 Processing Fees Vendors Compensation Professional Fees-Legal Total Event Revenue 162,337 Professional Fees er - Repairs&Maintenance 500 Additional Event Funding CIty Services 5,000 TITC Advertising Revenue Ins wan s Expense 1,500 Total Alternate Revenue • Licenses 6 Psrmlts 500 Office Expense - Total Revenue 162,337 Operating Supplies 3,000 Credit Card Processing Fees 100 Cost of Goods Sold Bank Fees Cost of Alcohol/Beer 13,000 Soles tax expense 6,200 Cost of Concessions Meals and Hospllofity 1,000 Cost of SCAD 8,800 Total Adtrin 18,500 T-Shkis]Hals/Kooiles 8 000 Total Cost of Merchandise 800D SITE PREP Security ITY 2,000 Total Cod of Goods Sold 29,500 y Pier Rental 1,000 Gross Profit 132,637 Communication Rentals 500 Expenses Lighting 3,000 FAMILY ACTIVITIES Audio Rentals 4,000 Children's Entertainment 7,000 Stage-Projector/Video 1,500 Restrooms 2,000 Decorations 300 Site Materials 2,500 Prizes and Giveaways 500 Table And Chair Rental 1,000 Total Children's Events 7,800 Tents 18,000 ENTERTAINMENT Staging 7,000 Contest Expenses 200 Electrical 10,000 Decorations 1,500 Total Site Proparallon 52,500 Event Entertainment 30,000 MISC Accommodations/Food 200 Storage - Fireworks Telephone . Total Event Entertainment 31,900 Trolley 1,000 Vold Check - Contingency 10,000 Parade Total Miss Exp 11,000 oat Rental,Repairs&Decorations 750 Give-away Merchandise 750 Total Expenses 157700' Total Parade 1,500 Surplus/Deficit 4,687 2013 Tybee Island Pirate Fest 9 Special Event Application 20130523CityCouncilPacket Page 79 of 172 20130510/jrl E. Parade Information Pirate Victory Parade Fing f la Staging't 4�P, .North gaLont Date:Saturday, October 12 } �z Time: 3pm '."' Lineup begins: 12:30pm t ' /` Lineup , North Beach Parking Lot-Vehicles Memorial Park—Walkers Plrate t. '"* 41 �t�``'.- colds Route-same as previous years Prn I Y 11X 6,.. 1- Start: NB Lot `�" '' ' Plr®te plods South on Meddin Drive Y+►alktng Krowoe tiar A *IA, d1h St.61 B � , +' k #kr .! F. Banner Permit RECEIVED SEP 17 X. „co.~ CITY OF TYBEE ISLAND {�i ' PARKS AND RECREATION DEPARTMENT ._ .ra 141)`)e-- P.O.Box 2749 • 403 Butler Ave. Tybee Island,GA 31328 Phone(912)472-5045 • Fax(912)786.5832 BANNER PERMIT APPLICATION Name of Organization Tybee Island Tourism Council Person Responsible for Banner Permit Casey Slone Person's Street Address,City and State PO Box 491 Tybee Island,GA 31328 Telephone Number(s) 912-433-0129 Name of Event Tybee Island Pirate Fest Event Location Southend Parking Lot Event Description „ .. ..- u•,. •u .. . . .. - Date(s)and Duration of Event: Begin Date Fri,October 11.2013 From ;� am r pro To 11 am/p End Date Sunday,October 13.2013 From 12 am/pa To 4 am/pa Requested Banner Location: ❑ Memorial Park ❑ Tybee Sign Requested Banner Display Dates: f '�'S � �•inN (Le.c SA-- Begin Date Fr,Sept.27,Z End Date Tue.October 15,2013 I have read , -r., rstand Section 6-080(I)of the Municipal Code and agree to abide by It.The organ' a•rev to hold harmless the City of Tybee Island from all liability whatsoever. Signtourc 41, , . Today's Date 8/27/12 .r• - Printed Name Casey Slone Section 6-080 Design Standards;(I)Signs in Parks—Conservation Districts:The City shall identify an area located near the Intersection of Highway 80 and Old Highway 80,and between the Library and Filth Street in Memorial Park along Butler Avenue,where banners advertising Special Events may be located upon application to the Zoning Administrator.These banners shall not exceed thirty-two(32)square feet and can not be erected earlier than 15 days before an event and must be removed within 2 days of completion of the event.Permits will be Issued on a first come Mt serve basis. Approval: Zia! re pare Zoning Administrator - 2013 Tybee Island Pirate Fest 11 Special Event Application 20130523CityCouncilPacket Page 81 of 172 20130510/jrl G. Pier Reservation O hobs m Oounty•Publlo Works and Perk Sarvloas P.0.Boc8161 Sate nosh,OA 31618 1, Pho emi(912)6664>n00 Face(612)6024192 Sr:hyaena Invoice Cre11OnD1te: Tue Jun 15,2013 invoice N: 7131 PA4!! Casey 6bne TOt1I AM Mint Due 01900.00 Tybee shntl Tourism Council AMOuntPiid: 0100,00 P.O.Box 01 Boleros Doer *MAO Tybee bird,(143132! CllentM: 4801 ACCOuntM: !mill: alone 0tlbecisltaom Phone 1: (912y144•3472 Phone 2: (912)433.0120 Fix: (r112y7e8.eee5 event: 'Pirate Four Facility 15111 Remo Doeeription DMA Tina Prito 11444 r•Piero•Mole Pkr 10•HourNon•proltRente1•cam PItIkt rd oath 9010 04:00PM•CIAOPM 0100.00 15•Hour Non•preltRent l•;CO AO MItFat Out Oat 12,2013 00700PM•11AOPM Coto r llliy subtotei: 91,000.00 lbbl: 91,000.0) Payments It!a Payment Tone Amount 's s 21,2013 Chtak•wow 010o.00 Oo mmonlo Subtntr l: 01,000.0) Yourtthrlae k cue 2111113.GeaurIyaonteetletrmdon given,Think you l TOOT: _ 91,000.00 R ept e:103509.N01e:Al Pep Paid Pro Non•retnarble. Amount Pei G; 910100 Balaoro.Owr $IN POIM red eyeookKing Comte Pd Jul 25,201300221PMQO1y 2013 Tybee Island Pirate Fest 12 Special Event Application 20130523CityCouncilPacket Page 82 of 172 20130510/jrl H. Tybee Beach Derby The Tybee Island Tourism Council is contracting Stafford Promotions to organize and facilitate the Tybee Beach Derby as part of the Tybee Island Pirate Fest.Stafford Promotions is an independent contractor. All required permitting and additional requests of the city would be facilitated through Stafford Promotions. Proceeds from the derby will benefit local non-profit organizations. Please find details below: Primary Contact: Stafford Promotions Brian Stafford 912-660-9001 StaffordutQmos @gmfil.com Date and Time: Saturday, October 12, 2013 Set Up: 7am-9am Breakdown: 12pm-2pm Location: Beach-North Beach to Pier Staging: North Beach Description: 5K beach obstacle course designed to raise money for local non-profits. Estimated Attendance: Goal 2000 Admission: Spectators-Free Participants-$49.99 (includes race and entry to Pirate Fest on Saturday) Parking: Participants are encouraged to park on the South End.The North Beach Parking lot will be closed for Pirate Fest parade lineup.The derby will utilize the Pirate Fest trolleys to shuttle participants from the south end to the starting line from 7:30 -9:30 am. Clean Up: Each obstacle will be manned by a volunteer cleanup crew The first wave of the Tybee Island Beach Derby will take off from North Beach jetties at 0930am sharp and we will send 200 person waves every 15 minutes.The last wave will take off at 11 am so the last participant should cross the finish line at The Pier by 12pm. All obstacles will be off the beach by 1 pm. 2013 Tybee Island Pirate Fest 13 Special Event Application 20130523CityCouncilPacket Page 83 of 172 20130510/jrl Stafford Promotions advises that approval has been received from DNR. Site Plan: US Cant Guard Station Iytroe Strut line-North Beach(Jetty) jiakil fort PstNaki National tMOnunNM i le m714, 7't7le (4112171647187 ,, y s ,.�,�- `- :. ./ Obstacle 1 (Iullick Street l i b7 ems" Obstacle 2-Entrance to Ft.Scresen a \ a 'f •' . . Obstacle 3-3rd Street(Desoto) \a \. I sll ..4. Obstacle 4-Center Street(Marlin Monrae'a) f obstacle S-7th Strut i A ) 1/ ( l ° Obstacle 6-9th Street i a y Obstacle 7-I l th Stmt S NI'r t ! Obstacle 8- 14th Street Finish Line-South Beach(Pier Obstacle 9-16th Street Lt(tS -° ` F.. : Obstacle 12.16th Street(Finish Line) Obstacle 10. 17th Street(Funnies) Obstacle 11 18th Street(Jetty) Pirate Fest 20213 Beach Derby FINAL Pending City Council Approval—5.13.13 Any changes due to unforeseen circumstances to be approved by City Manager 2013 Tybee Island Pirate Fest 14 Special Event Application 20130523CityCouncilPacket Page 84 of 172 20130510/jrl Obstacle Descriptions: Obstacle 1: "Captain Jack Sparrow's High Knee Extravaganza"Inner-tubes will be blown up and staked in the sand to resemble tires. Runners will have to high knee through the inner-tubes. Obstacle 2: "Jacob's Ladder"We will put 4x4's sticking out of the sand 2 ft. and drape a net across so the participants can crawl under the ladder. Obstacle 3: 'The Jolly Roger" Build Hurdles out of 4x4's so the runners can hurdle over. Obstacle 4: 'The Scalleywag" Bust through the noodles to find the hidden treasure on the other side. Stake Noodles in the sand so runners can't see the other side. Obstacle 5: "Captain Hook's Rope Climb" Because wouldn't we all like to see Captain Hook attempt a rope climb?There will be a 45-degree angle with a net of rope to climb up and over. Max height of 4 feet. Obstacle 6: "Man 0 War Dizzy Spell"Spin around on a baseball bat 5 times. Obstacle 7: "Blackbeard's Secret"Crawl through tunnels where Blackbeard hid all of his treasure! We will install tubes that are 3 ft.x 3 ft. for the runners to crawl through. Obstacle 8: 'The Black Pearl"The runners will have to avoid being attacked by our pirates waiting to attack. Obstacle 9: 'The Neptune"Cones will be set up so the runners will have to zig zag through the sand. Obstacle 10: "Ahoy Matey" A wall will be built that the runners must go up and over.This wall will be no higher than four feet tall. Obstacle 11: "Walk the Plank" Runners will balance their way across a 4x4 placed two feet in the air. Fall off and you get eaten by the alligators. Obstacle 12: "Pirate's Booty Finish Line" Finish this race by crawling into the gates of the Pirate's Fest to retrieve your booty. 2013 Tybee Island Pirate Fest 15 Special Event Application 20130523CityCouncilPacket Page 85 of 172 20130510/jrl I. Anticipated Permits Further to this application,TITC anticipates needing to pursue permits for: - Food Tents - Encampment Tents - Mainstage Tent - Inflatable Bounce Houses - Mainstage - Children's Stage - Ticket Entry Tent - Green Room Tent - Electrical - No Parking posting for 15th Street spots 2013 Tybee Island Pirate Fest 16 Special Event Application 20130523CityCouncilPacket Page 86 of 172 20130510/jrl J. 2013 Site Plan Enhancement Background TITC has designed a new site plan layout for the 2013 Pirate Fest. For Pirate Fest to be sustainable and grow, the festival must evolve.The proposed plan accommodates feedback from festival attendees through the 2012 TouchPoll survey, local business owners, vendors, and organizers. Among the advantages of the new layout include: • Making more parking spots available for use in the South End parking lots (approximately 50 spots added) • Bringing more foot traffic along Tybrisa by directing all attendees down that street towards entrance enhancing business opportunities and exposure • Allows for more children's activities • Allows for additional shade/seating areas • Moves the children's area away from bars while keeping adult activities in front of Strand bars • Directs sound from the speakers on the mainstage towards the commercial district and away from residential properties • Improves traffic flow and increases safety along the Strand by dividing up the area and decreasing the backlog along the sidewalk at the entrance • Adds a free area with food vendors, atmosphere, entertainment • Improves night-time experience by separating closed children's area from the part of the event that is still active • Improves entrance experience by featuring roundabout, ocean, atmosphere • Enhances pirate atmosphere for festival and surrounding area 2013 Tybee Island Pirate Fest 17 Special Event Application 20130523CityCouncilPacket Page 87 of 172 20130510/jrl MAYOR CITY MANAGER Jason Buelterman ak Diane Schleicher CLERK OF COUNCIL CITY COUNCIL Wanda Doyle,Mayor Pro Tern } Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Tom Groover y,�' Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 WastePro: Proposal for change in service levels and costs—switching from twice weekly garbage pickup to once weekly and/or side door garbage and recycling service. Staff recommends city council approval of a rate change depending on service level decision to reflect recent 1.6% rate contractual increase and a$1.94 charge per customer garbage cart to recover administrative solid waste fund costs and complementary senior recycling expense. Budget Line Item Number(if applicable): Paper Work: _X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to ilevinerAcityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 5.16.13 P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of www.cityoftybee.orghic$ 20130523CityCouncilPacket Page 88 of 172 204060 � O O - ,•+ Z G S p T m .-I. o rn m z Cr O-J I— ,3•f NJ h NJ ex-. N C 3 rD N X m X y X -% X 3 rr rD N ,-,. Z v n CO 3 D n < flJ O� O T. Q. 7 0 T. a T. rn DJ 3 n 0 -a .-r rD Q. NJ .G 0. rD 3 rZ r-r CG n 0 rnD• Q Q- Gl G) ro K rD v v (D v v n n -s n n O n O p aa)) aa)) n v 0) 0 0 MI rro r�D CD rrDD r�D 0 rt 3 `�° o o � 0 0 3 0 rD n = = — —_ D y' S co rD (D N rD N & ,--r ,--r rt. rn+ rnr CD N N _ _ _ C a) (D CX O o O O O o_ <. G 0 0 p z 0 C. Q n rD W. � . -. A o 3 -9 -- Up LID lip 3 * • rD CO 01 O1 0f Ql '+ y rr 3 n Q v 0) ate) v v (-D (n a, 3 "s — — — — (n o (ND ,-r 0 o 0 0 0 �' 0 v n g m t/� n in W < v). i/)- i/? DSJ 0 0_ �D 0 F. 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Q1 Lo 20130523CityCouncilPacket Page 90 of 172 20130510/y1 MAYOR ii CITY MANAGER Jason Buelterman ak Diane Schleicher CLERK OF COUNCIL CITY COUNCIL I At-ii Wanda Doyle,Mayor Pro Tern } Janet LeViner w Barry Bron Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Tom Groover ,." Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Additional Costs for WWII Memorial Restoration and Re-Conditioning of Bronze Plaque Explanation: Requires budget adjustment of$505 from 100-9000-61-1000 (Contingency) to 100-6110-54-1200 (Cultural/Recreational Site Improvements)—Current Contingency Balance $173,774.72 Budget Line Item Number(if applicable): Paper Work: _X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to i leviner(a,cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 5.15.13 P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified of (866) 786-4573—FAX(866) 786-5737 City th ic$ Ethics www.cityoftybee.org 20130523CityCouncilPacket Page 91 of 172 204060 Jan LeViner From: Diane Schleicher Sent: Thursday, May 09, 2013 4:53 PM To: Mayor Hotmail; 'Wanda Doyle'; babrowncityoftybee@gmail.com; Bill Garbett (bgarbett@bellsouth.net); 'Tom Groover';Jan Fox (janwfox@comcast.net); Paul Wolff Cc: Sharon Shaver Subject: WWII Plaques Mayor and City Council, I just spoke with Jim Forgery with DePue Monument to get an update on the WWII plaques for the WWil monument.Jim says that the new ship date for the large plaque is May 23, 2013. He already has the small plaque and he says it looks marvelous. The foundry had to reconstruct the eagle portion and added a lot more bronze to both plaques due to the condition they were in, so the foundry is charging him an additional $505 over the original quote. His first quote was$1,065. With your permission, I will need to do a budget amendment for May 23, 2013. Mr. Forgery's goal is to get the plaques installed by Memorial Day—Monday, May 27, 2013 if he gets the large plaque in time. Thanks, Diane 1 20130523o|tyoounonpuoxot Page 92 of 172 20130510qn MAYOR voTikti CITY MANAGER Jason Buelterman ak * Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern ' } Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Tom Groover r y �' Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Ally 3: Proposed improvement by DPW of road surface area, parking spaces in city right of way and creation of a turnaround area. Estimated cost is $70,000. Parking Committee recommended plan 2-1 Budget Line Item Number(if applicable): TBD in FY 13 Budget Paper Work: X Attached* Audio/Video Presentation** Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 5.15.13 P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 Cary of www.cityoftybee.orghic$ 20130523CityCouncilPacket Page 93 of 172 204060 W N -117 > A m X)Z p p � 0(/) m m,m m D r r- r m rn o� o o m o -� D D 0 DD DOD ZDZ> -Ii > (7 • 0 • m 0 m m .. 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A VE (3 owER Po ° RD D NUE 6�' p ) 6» D/q WOOD Po " l`/N ST 20130523CityCouncilPacket Page 94 of 172 20130510/jrl You created this PDF from an application that is not licensed to print to novaPDF printer(http://www.novapdf.com) MAYOR CITY MANAGER Jason Buelterman ak Diane Schleicher CLERK OF COUNCIL CITY COUNCIL Wanda Doyle,Mayor Pro Tern } Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Tom Groover r y �' Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Recommend Thomas &Hutton to engineering services of$45,000 for Jones Avenue Water Line Project pending approval of project in FY 14 budget. Infrastructure Committee recommended 3-0. Budget Line Item Number(if applicable): TBD in FY 14 Budget Paper Work: X Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to j levin er(a,cityoftybee.o rg. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:OOPM on the Thursday prior to the scheduled meeting. Submitted by: Diane D. Schleicher Phone/Email: dsch @cityoftybee.org Comments: Date given to Clerk of Council 5.15.13 P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 Cary of www.cityoftybee.orghic$ 20130523CityCouncilPacket Page 95 of 172 204060 THOMAS & HUTTON 50 PARK OF COMMERCE WAY I POST OFFICE BOX 2727 SAVANNAH, GA 31402-2727 912.234.5300 WWW.THOMASANDHUTTON.COM March 25, 2013 Ms. Diane Schleicher City Manager City of Tybee Island 403 Butler Avenue Tybee Island, GA 31328 Re: City of Tybee Island Engineering Services for the Design, Contract Bidding, and Inspections with As-Built Drawings for the Installation of a New 8-inch Water Main Dear Ms. Schleicher: Thank you for informing us of the infrastructure committee's recommendation of our firm to provide the engineering services on the upcoming water main project. We hope to continue furthering our relationship with the community through this important project. We understand that the project won't start until the fiscal year begins in July 2013. We have no problem with this arrangement and agree that our proposal/fee is effective until that time. Again,we appreciate the opportunity and look forward to working with you and your staff. Please call if you require any additional information. Sincerely, THOMAS & HUTTON Pc4-17iNtigtA-- Chris Stovall, P.E., LEED®AP ACS/kts CHARLESTON, SC I MYRTLE BEACH, SC I WILMINGTON, NC I BRUNSWICK, GA 20130523CityCouncilPacket Page 96 of 172 20130510/jrl E mm .x —i = f"Y iA '17 fl. a m = m O 'O H Ca 75 Cu 73 = G) r) m +sn VI C"? s 'C 71 Ill fp s 3 , _ _ 90 m co -t ro Iu m 17 m 3 m0 3 rr fl1 m m on I0 3 3' 3 Gam] a al -I. m = V 0 20 s s 12 a ro Ca MI 2 XI Ler -n - s _ = a 0 Q $ w w 3 1 Q- m o Z C,../ o o a rN.i c°�r, uu, CREDENTIALS G7 G1 Z m G m C a 1.4.1 toU 1-, t...1 CD , i EXPERTISE OF DESIGNATED STAF E cm n - v O T 0,3 LTI o �4'„ ,�; PAST PERFORMANCE G1 Z . -n 0 0 0 0 0 000 0 0 ,, MANAGERIAL CAPABILITIES n 2 a CA Vi a o o a D REFERENCES 2 w A r u, LA. t p ; . tNn CAPAPBILITY TO PERFORM SOW 2 c u o °; Linl Ln oo PRICE PROPOSALS -I i 2 14 IA'4o Ln�� .1 �A �,~, O�v TOTAL PAINTS ASSIGNER C "Uy D 2 tel. ill. in- ilk i/ Fes+ tl� il} rrn w Q crl Lin N W BID I•n C'+ W Cs 0 N N O7 I-■ m in Viii w 0 0 0 0 11 0 a XI - ni , g Al x -r,' z A P1 -0 -9+ °, In '-0 CD R —I m Al t➢ Al of I'D 0 m fD re 02' ? ^C f�6 D �D co D -1 fa fa 0 mo v n T. m 2 G a C0 T ihi to i� r_ -a D 7 K Scl 20130523CityCouncilPacket ge 97 of ILL �" ° 0 20130510/jrl STATE OF GEORGIA ) COUNTY OF CHATHAM ) ENGINEERING/CONSULTING/INDEPENDENT CONTRACTOR AGREEMENT THIS AGREEMENT made and entered into this day of , 2013 by and between the CITY OF TYBEE ISLAND, GEORGIA (hereinafter the "City") and DOWNER DAVIS, Individually and for DAVIS ENGINEERING, INC. (hereinafter collectively "Davis"). WITNESSETH : WHEREAS, the City is a municipal corporation in the State of Georgia desiring services in the nature of engineering review of site plans and other projects at the request of the City; and WHEREAS, Davis is duly licensed to provide engineering services; and WHEREAS, the parties wish to enter into an agreement whereby Davis will work with the City to provide engineering services as an independent contractor; and WHEREAS, the parties wish to reduce their agreement to writing. NOW, THEREFORE, in consideration of the mutual promises and undertakings contained herein, and other good and valuable consideration, the parties agree as follows: 1. Davis will make his engineering consulting services available to the City and consult with City staff, management, elected officials and counsel as appropriate in connection with projects as identified by the City through its authorized agents including most frequently the zoning official or his or her designee. 2. Davis will maintain all appropriate levels of qualifications and licensure in the State of Georgia in order to perform all services requested or will notify the City of the absence of any appropriate license or authorization throughout the term of this Agreement. 20130523CityCouncilPacket Page 98 of 172 20130510/jrl 3. Davis will respond within a reasonable period of time to inquiries from authorized representatives of the City on issues relating to projects identified by the City or assigned to Davis and will provide plan review, advice, comments, drainage evaluations, sewer, erosion control, vegetation and impact assessments, as well as construction observation or supervision as requested. Davis shall also prepare written reports as requested by the City. Plans, reports, evaluations, etc. prepared by Davis shall become the property of the City. 4. In consideration of the undertakings of Davis on behalf of the City and the services rendered by Davis to the City, the City agrees to compensate Davis on an hourly basis for all work and consulting at the following rates: (a) CAD operator/designer $130.00 per hour (b) Construction observation $120.00 per hour (c) Professional engineer $175.00 per hour (d) Soil and erosion control $ 90.00 per hour 5. The rates established above shall remain in effect unless otherwise changed by written agreement of the parties. 6. Payment of any invoice by the City to Davis shall be taken to mean that the City is satisfied with Davis' services and is not aware of any deficiencies in those services. If the City objects to any portion of an invoice, the City shall so notify Davis in writing within ten(10) days of receipt of the invoice. The City shall identify the specific cause of the disagreement and shall pay when due that portion of the invoice not in dispute. If the City for any reason fails to pay the undisputed portion Davis' invoices within thirty(30) days of presentation, Davis has the right to cease work on the project. 20130523CityCouncilPacket Page 99 of 172 20130510/jrl 7. During the term hereof, when Davis is not acting on behalf of the City or working on its behalf in the performance of his responsibilities hereunder all of which when performed are as an independent contractor, Davis is free to engage in personal or professional activities and other professional pursuits. Davis agrees not to engage in civil engineering work for entities or individuals on projects with the City. 8. The term of this agreement shall be for the period from May , 2013 and terminating on December 31, 2013; however, this Agreement shall automatically renew for additional calendar years in the absence of a notice of intention not to renew at least forty-five (45) days prior to the expiration hereof or any automatic renewal hereof; provided, however, that this Agreement may be terminated by either party at any time upon providing forty-five (45) days written notice of intention to terminate. In the event of termination not the fault of Davis, Davis shall be compensated for services performed prior to termination. 9. It is understood between the parties that the City shall make all decisions concerning City personnel, City funds and budgeting and no expense chargeable to the City may be incurred by Davis without express prior authorization from the city manager and/or zoning representative. Davis shall be authorized to hire other consultants, professionals, engineers, or other agents; however, any such person or entity shall be Davis' sole expense. 10. Specifically authorized representatives of the City, including the manager, city attorney, elected officials and zoning representative, may initiate contact with Davis regarding inquiries in connection with pending projects. Confirmation of any request for Davis' services shall be made by Davis in writing with a copy to the zoning representative and manager indicating that the request is made pursuant to this Agreement. 20130523CityCouncilPacket Page 100 of 172 20130510/jrl 11. Davis agrees to maintain appropriate errors and omissions coverage with limits of not less than$1,000,000.00 and to provide proof thereof to the City by way of a declaration page or certificate of insurance. 12. Davis is retained only for the purpose and to the extent set forth in this Agreement and his relationship and that of his firm to the City shall be that of independent contractor. As such, Davis shall not be entitled to any retirement, health or similar benefits which are available only to City employees. 13. Any notices hereunder, including notices regarding any parties ability to terminate for any reason whatsoever or for no reason at all, as the party may determine in its own discretion,upon 45 days notice in writing to the other party. Notice as required in this paragraph or any other notice as required or called for under this Agreement shall be directed as follows: To City: Mayor Jason Buelterman Or his successor in Office City of Tybee Island P.O. Box 2749 Tybee Island, GA 31328 With a copy to: City Manager P.O. Box 2749 Tybee Island, GA 31328 To Davis: Downer Davis Davis Engineering, Inc. P.O. Box 1663 Tybee Island, GA 31328 14. The scope or nature of services Davis shall provide are generally provided on the attached Exhibit A hereto. 15. The City may, from time to time, establish such other terms and conditions of this engagement provided that such terms and conditions are not inconsistent with or in conflict with the provisions of this Agreement. 20130523CityCouncilPacket Page 101 of 172 20130510/jrl 16. This Agreement contains the entire agreement of the parties and may be modified only in writing signed by both parties. IN WITNESS WEHREOF, the parties have hereunto set their hands and seals the day and year first above written. CITY OF TYBEE ISLAND, GEORGIA By: Jason Buelterman, Mayor Attest: Jan LeViner DAVIS ENGINEERING, INC. By: Downer Davis, for Davis Engineering, Inc. Witness: Downer Davis, Individually Approved as to form: Edward M. Hughes Attorney for the City of Tybee Island, GA 20130523CityCouncilPacket Page 102 of 172 20130510/jrl MAYOR CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL z i' CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown Jan Fox P CITY ATTORNEY Bill Garbett `fn 4f. Edward M.Hughes Torn Groover ,,! lg,' Paul Wolff °'�0 CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Public Hearing Explanation: Ordinance 16-2013; Text Amendment—Section 14-060(E),Historic Preservation— Second Reading(see COMMENTS below) Budget Line Item Number(if applicable): N/A Paper Work: L Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: 03/19/2013 Planning Commission approved 4-1 04/11/2013 First Reading- City Council approved 4-2; Staff to modify to direct applicants to HPC and to clarify the types of permits this effects Date given to Clerk of Council: May 14, 2013 * * * P.O. Box 2749 —403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 i City of , Ethics f www.cityoftybee.org �?? ��L�Yy 20130523CityCouncilPacket Page 103 of 172 2013-05 jrT ORDINANCE NO. 16-2013-C AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND,GEORGIA RELATING TO SECTION 14-060(E)REGARDING HISTORIC PRESERVATION 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 ordinances 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, zoning, and home rule powers, and WHEREAS, the City of Tybee Island desires to amend the Code of Ordinances for the City of Tybee Island to create Section 14-060(E)pertaining to historic preservation; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island: SECTION 1 that Section 14-060(E)is hereby created and shall read as follows: Sec. 14-060. Historic preservation. (E.) When a permit application is submitted for any building aged 50 years or greater, the designated city official shall notify the applicant to contact the Tybee Island Historic Preservation Commission (HPC) Chairperson and/or HPC Advisor. This includes applications for interior and exterior work at commercial and residential buildings for discovery/tearout, modification, rehabilitation, and alteration. The permit application shall include construction plans showing front and side elevations. The HPC Chairperson and/or HPC Advisor has the authority to determine whether the request is in accordance with the intent of this article and issue a report of findings to the applicant based on this article and the Secretary of Interior Standards. Should the HPC Chairperson and/or HPC Advisor deem necessary, a meeting with the applicant(s), designated city official(s), and the Tybee Island Historic Preservation Commission will be held prior to permit approval. 20130523CityCouncilPacket Page 104 of 172 20130510/jrl Any written report of fmdings shall include a determination of whether or not a change to the scope of work will require further review by the Historic Preservation Commission. At any time should the scope of work change and require further permitting, all work on side shall cease. The owner or his/her representative is required to immediately notify the designated city official about the change to scope of work. If the written report of fmdings requires further review by the Historic Preservation Commission for a change to the scope of work, the designated city official will notify the HPC Chairperson and/or HPC Advisor of the change to the scope of work. Work shall not resume until the HPC Chairperson and/or HPC Advisor has reviewed and reported the findings in writing. In addition, the building permit shall be updated to include the change to the scope of work prior to work resuming. At no time will this permit application review and written review of fmdings process take more than thirty days from submission of the request to the Historic Preservation Commission Chairperson and/or HPC Advisor. SECTION 2 The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence,paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 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 Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intent. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. 20130523CityCouncilPacket Page 105 of 172 20130510/jrl ADOPTED THIS DAY OF , 2013. MAYOR ATTEST: CLERK OF COUNCIL FIRST READING: 04.11.13 SECOND READING: ENACTED: Tybee/Ordinances/2013/16-2013—Sec 4-060E historic preservation 04.04.13 Tybee/Ordinances/2013/16-2013-A—Sec 14-060E historic preservation 04.11.13 chgd at council Tybee/Ordinances/2013/16-2013-B—Sec 14-060E historic preservation 05.08.13 chgd by HPC Tybee/Ordinances/2013/16-2013-C—Sec 14-060E historic preservation 05.14.13 chgd by EMH 20130523CityCouncilPacket Page 106 of 172 20130510/jrl YE Guidance for Section 14-060(E) • This is a consulting process only. The purpose is awareness of options. � In general, if the work occurs but could be reversed, it is not problematic. NO REVIEW • Standalone electrical, plumbing, mechanical, solar power, or geothermal except on an historic outbuilding. • Shutters, awning, fence, lattice under, driveway, sidewalk, shed, carport, accessory structure, dock work, dune crossover, dumpster enclosure, exterior lighting, shallow well, tree removal, or clearing and grading.This applies to attached to structure and detached from structure projects. • Window repair. • Interior door. Garage door. • Elevator or lift installation. • Replace rotten wood. • Siding/soffit/fascia—no review if covering existing. • Sheetrock—no review if covering existing sheetrock or wood. • Repair or replace footings/foundation. • Repair water damage. • Replace existing deck/stairs/ramp in same or new footprint. Replace guarding/handrails. • Screen in porch/deck. • Outdoor shower enclosure attached to building—no review if not on public side(s) of structure. • Swimming pool/spa/hot tub install or repair with or without decking attached to structure. • Kitchen and/or bath remodel. Replace cabinets. • Add closet. REVIEW • Standalone electrical, plumbing, mechanical, solar power, or geothermal on an historic outbuilding. • Window replacement.Add a window opening. • Exterior door replacement.Add an exterior door opening. • Roof repair or replacement. • Sheetrock—review if removing wood. • Siding/soffit/fascia—review if removing existing. • Outdoor shower enclosure attached to building—review if on public side(s)of structure. • Sign attached or not attached to structure (commercial only). • Addition to structure, patio, and/or deck. • Enclose porch/deck/patio to convert to heated/cooled space. • General interior and/or exterior renovation and/or repair. • Floor plan change. • Convert single unit to multi-family or multi-business, or vice versa. 04/18/2013 20130523CityCouncilPacket Page 107 of 172 20130510/jrl Sec. 14-060. Historic preservation. (E.) When a permit application is submitted for any building aged 50 years or greater, the designated city perming-official shall notify the applicant to contact the Tybee Island Historic Preservation Commission (HPC) Chairperson and/or HPC Advisor. This includes permits-applications for interior and exterior work at commercial and residential buildings for discovery/tearout, modification, rehabilitation, and alterations. The permit application shall include construction plans showing front and side elevations. The HPC Chairperson and/or HPC Advisor has the authority to determine whether the request is in accordance with the intent of this article and issue a report of fmdings to the applicant based on this article and the Secretary of Interior Standards_t a-the . Should the HPC Chairperson and/or HPC Advisor deem necessary, a meeting with the applicant(s), designated city official(s), and the Tybee Island Historic Preservation Commission will be held prior to permit approval. Any written report of fmdings shall include a determination of whether or not a change to the scope of work will require further review by the Historic Preservation Commission. At any time;should the scope of work change and require further permitting, • . , ', . • . , • •• • . • • • ', . . .. . . . • •. •, all work on side shall cease. The owner or his/her representative is required to immediately notify the designated city permitting-official about the change in-to scope of work-wherin-turnrwill • • • ; • • • • • _ . If the written report of fmdings requires further review by the Historic Preservation Commission for a change to the scope of work,the designated city official will notify the HPC Chairperson and/or HPC Advisor of the change to the scope of work. Work shall not resume until the HPC Chairperson and/or HPC Advisor has reviewed and reported the findings in writing. In addition,the building permit shall be updated to include the change to the scope of work prior to work resuming. At no time will this permit application review and written review of fmdings process take more than thirty days from submission of the permit-request to the Historic Preservation Commission Chairperson and/or HPC Advisor. 20130523CityCouncilPacket Page 108 of 172 20130510/jrl MAYOR , CITY MANAGER Jason Buelterman 4 Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle, Mayor Pro Tern 4 :. I Janet LeViner Barry Brown r'•' Jan Fox CITY ATTORNEY Bill Garbett 'rr Edward M.Hughes Tom Groover Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline,the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Public Hearing Explanation: Text Amendment—Section 9-050 Technical Codes Adopted—Second Reading Budget Line Item Number(if applicable): N/A Paper Work: -V Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to j leviner @cityoftybee.org, ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912)472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: May 15, 2013 * * * P.O.Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified* (866) 786-4573—FAX(866)786-5737 City of www.citvoftybee.org 1,yEthics �ALF 20130523CityCouncilPacket Page 109 of 172 2013%014 ORDINANCE NO. 17-2013 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND, GEORGIA ESTABLISHING SECTION 9-050(D)RELATING TO FOOTINGS 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 ordinances 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, zoning, and home rule powers,and WHEREAS, the City of Tybee Island desires to establish Section 9-050(D) regarding the Code requirements for footings; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island: SECTION 1 That Section 9-050(D)is hereby created and shall read as follows: Sec. 9-050. Technical codes adopted. (D) Adopted in addition to the technical codes of section 9-050(A) is a local requirement that all pier footings shall be a minimum of 36-inches wide by 36-inches wide by 36-inches deep with concrete being a minimum of 20-inches thick. The bottom of the concrete is to be a minimum of 36-inches below natural grade. All stemwall footings and monolithic slab footings shall be a minimum of 20-inches wide by 24-inches thick. The bottom of the concrete is to be a minimum of 24-inches below natural grade. All footings shall have reinforcing steel as required. 20130523CityCouncilPacket Page 110 of 172 20130510/jrl SECTION 2 The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 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 Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2013. MAYOR ATTEST: CLERK OF COUNCIL 20130523CityCouncilPacket Page 111 of 172 20130510/jrl FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2013/17-2013—Sec 9-050(D)footings 04.30.13 20130523CityCouncilPacket Page 112 of 172 20130510/jrl &vett.rev Feld,637 coo, z�rt;\ ,rc., W -� MEMORANDUM �h�, 1777 , yft* oa � e DATE: April 2, 2007 TO: All Code Inspectors FROM: Clifford A. Bascombe SUBJECT: Foundations at Tybee For your information we will enforce the following for foundations at Tybee: A. For interior piers the foundation will be 3 feet by 3 feet,with concrete being 20 inches thick and the bottom of the concrete must be 36 inches below grade. B. Footings for stern wall footing will be 20 inches wide by 20 inches thick with the bottom of the concrete 24 inches below grade. C. Monolithic slabs will be 20 inches wide by 24 inches thick minimum with the bottom of the concrete 24 inches below grade. 20130523CityCouncilPacket Page 113 of 172 20130510/jrl Erosion, Scour, and 4r Foundation Design FEMA FNDSE http://www.fema.gov HURRICANE IKE RECOVERY ADVISORY Purpose: To discuss how any lowering of the ground surface can affect the ability of a building foundation to resist design loads, and to provide additional guidance for coastal foundation design. Key Issues • Coastal buildings are often subject to flood loads Erosion refers to a general lowering of the and conditions that do not affect inland buildings. ground surface over a wide area. These include waves, high velocity storm surge flow,floodborne debris, and erosion and scour. This Scour refers to a localized loss of soil, often Recovery Advisory will focus on erosion and scour. around a foundation element. See FEMA 499, Home Builder's Guide to Coastal Construction (2005), Fact Sheets 11 through 15 at: http://www.fema.gov/library/viewRecord.do?id=1570, and FEMA 55, Coastal Construction Manual (2000) at: http://www.fema.gov/library/viewRecord.do?id=1671 for discussion of other foundation issues. • Foundations must transfer all loads imposed on the building into the ground. If the foundation is not strong enough or deep enough to do this,the building will be destroyed. If the foundation embedment into the ground is not sufficient to account for erosion and scour that may occur over the life of the building,the building is vulnerable to collapse under design flood and wind conditions. • Predicting the incidence, location, and magnitude of coastal erosion and scour is difficult, and present-day building codes and standards do not prescribe clear-cut solutions for designers. Therefore, designers should be conservative with their foundation designs. This means foundations may need to be stronger, deeper, and higher than what has historically been used. Lessons learned from Hurricane Ike and other recent coastal storm events should be incorporated into foundation designs. Erosion and Scour Basics Erosion is defined by the International Building Code® (ICC, 2006) as the "wearing away of the ground surface as a result of the movement of wind, water or ice." Section 7.5 of FEMA's Coastal Construction Manual describes erosion as "the wearing or washing away of coastal lands." Since the exact configuration of the soil loss is important for foundation design purposes, a more specific definition is used in this Recovery Advisory (see text box and Figure 1). Original Original Ground Ground `w —c47 Erosion Erosion Scour and Scour Figure 1.Distinguishing between coastal erosion and scour.A building maybe subject to either or both,depending on the building location, soil characteristics,and flood conditions. Erosion,Scour,and Foundation Design January 2009 Page 1 of 8 20130523CityCouncilPacket Page 114 of 172 20130510/jrl Erosion can occur across a wide range of timeframes 4 - • _ : ° - - - it can be gradual, .occurring over a long period of time ' - * • ., 1 (many years); more rapid, occurring over a relatively short „ t period of time (weeks or months); or episodic, occurring '_ ,, "--. " _ni a 4 during a single coastal storm event over a short period of -- --1z--- time (hours or days). Figure 2 shows the result of erosion ag occurring over a long timeframe- buildings that were ;___.-4..---.-- � '. R ib' `, formerly on upland property, but now stand on the active • �+'' '� A- Er ' . . -,. r : W -1' 's` r, beach. Figure 3 shows episodic erosion that occurred - during Hurricane Ike. In both cases,the recession of the -"" ---- •- ^•--- shoreline resulted in a horizontal translation of the beach profile and a lowering of the ground elevation under and near the affected buildings. The closer a building is to the shoreline,the more likely erosion will occur and the greater the erosion depth will be. Figure 2.Long-term erosion has caused the shoreline to retreat and has left homes standing on the beach(Surfside Scour occurs when floodwater passes around Beach,Tx).July 2007 Texas General Land Office photo. obstructions in the water column. As the water flows around an object, it must change direction and ii,o - accelerate. Soil can be loosened and suspended by this I! -=-- _ process or by waves striking the object, and be carried away. Pilings, pile caps, columns, walls,footings, slabs, i and other objects found under a coastal building can lead t I to localized scour. Scour effects increase with increasing . 1 . '; flow velocity and turbulence, and with increasing soil 11 erodibility. I T H Scour effects are generally localized, ranging from small, �+ r �� - p M I M shallow conical depressions in the sand around individual piles (Figure 4)to larger and deeper depressions around _ individual piles (Figure 5),to a building-sized shallow - - ' _ depression around a group of piles (Figure 6),to a large r and deep depression around a building foundation Figure 3.Storm-Induced erosion beneath an elevated coastal (Figure 7). Scour depressions like that shown in Figure building(Galveston Island,Tx,Hurricane Ike). 7 were observed frequently following Hurricane Ike, and many of these reportedly were 6 to 10' deep and F E.� required hundreds of cubic yards of soil to fill. The - a presence of large, non-frangible concrete slabs and deep �' a grade beams under the buildings may be a contributing r" :` factor to the large local scour depressions observed. In some cases, buildings may settle due to inadequate `i A• pile embedment, coupled with some combination of erosion, scour, and soil liquefaction that leads to loss of t x r., bearing. This type of failure was observed by the Huricane s' � + -- ' ``` Ike FEMA Mitigation Assessment Team (MAT) at Surfside Beach,TX (Figure 8) and Holly Beach, LA. f T , ;r 1 1 u ti ..2. Figure 4.Local scour around foundation plies(Pensacola Beach,FL,Hurricane Ivan). - .-� J } Figure 5.Local scour around foundation piles(Holly Beach, LA,Hurricane Ike). Erosion,Scour,and Foundation Design January 2009 Page 2 of 8 20130523CityCouncilPacket Page 115 of 172 20130510/jrl ii • r i 1'�` - 01 t I ti ll- = � i 'i ;am _ I .� ' _ _ - - Figure 6.Local scour around a 3rd row house's pile foundation Figure 7.Extreme local scour around a Gulf-front pile (Bolivar Peninsula,TX,Hurricane Ike). foundation(Bolivar Peninsula,TX,Hurricane Ike). - 1 41141: 1 -,. - �� ,l � i ! I 0 Ill � { ���� � �1���.� ,�, --. �-_ ":1i I !1 !.+-a.aIIiw °tom IF• Figure 8.Differential settlement of buildings thought to be Figure 9.Linear scour and erosion patterns aligning with a result of inadequate foundation embedment coupled with canals and roads(Bolivar Peninsula,TX,Hurricane Ike). erosion,scour,and/or soil liquefaction(Surfside Beach,TX, Hurricane Ike). There is one other erosion and scour scenario to consider in foundation design —the loss of soil around or under a building as a result of storm surge flow being channeled or directed across a building site. This process usually takes place where storm surge flow is constrained between large buildings or gaps in shore protection, or when return flow to the sea follows paths of least resistance, such as along canals and roads (Figure 9). Erosion and Scour - Impacts on Foundations Erosion and scour have several adverse impacts on coastal foundations: • Erosion and scour reduce the embedment of the foundation into the soil, causing shallow foundations to collapse and making buildings on deep foundations more susceptible to settlement, lateral movement, or overturning from lateral loads. • Erosion and scour increase the unbraced length of pile foundations, increase the bending moment to which they are subjected, and can overstress piles. • Erosion over a large area between a foundation and a flood source exposes the foundation to increased lateral flood loads (i.e., greater stillwater depths, possible higher wave heights, and higher flow velocities). • Local scour around individual piles or a building foundation will not generally expose foundations to greater flood loads, but linear scour across a building site may do so. Erosion,Scour,and Foundation Design January 2009 Page 3 of 8 20130523CityCouncilPacket Page 116 of 172 20130510/jrl Resisting higher bending moments brought about by erosion and scour may necessitate a larger pile cross- section or decreased pile spacing(i.e., more piles) or,in some cases, use of a different pile material (e.g., concrete or steel instead of wood). Resisting increased lateral flood loads brought about by erosion (and possibly by linear scour)would necessitate a similar approach. However, designers must remember that increasing the number of piles or increasing the pile diameter will, in turn,also increase lateral flood loads on the foundation. Resisting increased unbraced lengths brought about by erosion and scour will require additional embedment of the foundation into the ground. To illustrate these points, calculations were made to examine the effects of erosion and scour on foundation design for a simple case—a 32' x 32',two-story house (10' story height), situated away from the shoreline and elevated 8' above grade on 25 square timber piles (spaced 8' apart), on medium dense sand. The house was subjected to a design wind event with a 130-mph (3-second gust) wind speed and a 4' stillwater depth above the uneroded grade, with storm surge and broken waves passing under the elevated building. Lateral wind and flood loads were calculated in accordance with ASCE/SEI 7-05 Minimum Design Loads for Buildings and Other Structures (model codes and related prescriptive standards, such as the International Building Code (IBC),the International Residential Code® (IRC®), and ICC-600 Standard for Residential Construction in High Wind Areas,are based on ASCE 7 loads). For this illustration,the piles were analyzed under lateral wind and flood loads only; dead, live and wind uplift loads were neglected. If these neglected loads are included in the analysis, deeper pile embedment and possibly larger piles may be needed. Three different timber pile sizes (8" square, 10" square, and 12" square) were evaluated using pre-storm embedment depths of 10', 15', and 20', and five different erosion and scour conditions (Erosion = 0' or 1'; Scour ranges from 2.0 times the pile diameter to 4.0 times the pile diameter). The results of the analysis are shown in Table 1. A shaded cell indicates the combination of pile size, pre-storm embedment, and erosion/ scour does not provide the bending resistance and/or embedment required to resist lateral loads. The reason(s) for a foundation failure is indicated in each shaded cell, using "P" for failure due to bending and overstress within the pile and "E" for an embedment failure from the pile/soil interaction. An unshaded cell with "OK" indicates bending and foundation embedment criteria are both satisfied by the particular pile size/ pile embedment/erosion-scour combination. Table 1.Example foundation adequacy calculations for a two-story house supported on square timber piles and situated away from the shoreline,storm surge and broken waves passing under the building,130-mph wind zone,soil=medium dense sand.Shaded cells Indicate the foundation fails to meet bending(P)and/or embedment(E)requirements. Pile Embedment Erosion and Scour Conditions Pile Diameter, a Before Erosion and Scour 8 inch 10 inch 12 inch Erosion =0,Scour= 0 P, E E OK Erosion = 1 foot,Scour= 2.0 a P, E E E 10 feet Erosion = 1 foot,Scour= 2.5 a P, E E E Erosion = 1 foot,Scour=3.0 a P, E E E Erosion = 1 foot,Scour= 4.0 a P,E P, E E Erosion = 0,Scour= 0 P OK OK Erosion = 1 foot,Scour= 2.0 a P OK OK 15 feet Erosion = 1 foot,Scour=2.5 a P OK OK Erosion = 1 foot,Scour=3.0 a P ^4 OK OK Erosion = 1 foot,Scour= 4.0 a P, E s P, E E Erosion = 0,Scour= 0 P OK OK Erosion = 1 foot,Scour= 2.0 a P OK OK 20 feet Erosion = 1 foot,Scour= 2.5 a P OK OK Erosion = 1 foot,Scour= 3.0 a P OK OK 1 , Erosion = 1 foot,Scour=4.0 a P P OK Erosion,Scour,and Foundation Design January 2009 Page 4 of 8 20130523CityCouncilPacket Page 117 of 172 20130510/jrl Review of the table shows several key points: • Increasing pile embedment will not offset foundation inadequacy (bending failure) resulting from too small a pile cross-section or too weak a pile material. WARNING • Increasing pile cross-section (or material strength) will not compensate for inadequate pile embedment The results in Table 1 should not be used In lieu of building-and site-specific engineering • Given the building and foundation configuration used analyses and foundation design. The table in the example,the 8" square pile is not strong is for Illustrative purposes only and Is based enough to resist the lateral loads resulting from the upon certain assumptions and simplifications, 130-mph design wind speed under any of the erosion and for the combinations of building and scour conditions evaluated, even if there is no characteristics,soil conditions,and wind and erosion or scour. Homes supported by 8" square flood conditions described above. Registered timber piles,with embedment depths of 10' or less, design professionals should be consulted for will likely fail in large numbers when subjected to foundations designs. design or near-design loads and conditions. Homes supported by deeper 8" piles may still be lost during a design event due to pile (bending) failures • The 10" square pile is strong enough to resist bending under all but the most severe erosion and scour conditions analyzed. • The 12" pile is the only pile size evaluated that satisfies bending requirements under all erosion and scour conditions analyzed. The 12" pile works with 10' of embedment under the no erosion and scour condition. However, introducing as little as 1' of erosion, and scour equal to twice the pile diameter, was enough to render the foundation too shallow. • 15' of pile embedment is adequate for both 10" and 12" piles subject to 1' of erosion and scour up to three times the pile diameter. However, when the scour is increased to four times the pile diameter (frequently observed following Hurricane Ike), 15' of embedment is inadequate for both piles. In general terms, approximately 11' of embedment is required in this example house to resist the loads and conditions after erosion and scour are imposed. • The 12" pile with 20' of embedment was the only foundation that worked under all erosion and scour conditions analyzed. This pile design may be justified for the sample house analyzed when expected erosion and scour conditions are unknown or uncertain. NFIP and Building Code Requirements One of the requirements of Section 60.3(a)(3) of the NFIP regulations that applies to all flood hazard zones (V, VE,V1-30, A, AE, A1-30,AO,AH, etc.) within the Special Flood Hazard Area (SFHA) is: "If a proposed building site is in a flood-prone area, all new construction and substantial improvements shall be designed (or modified) and adequately anchored to prevent flotation, collapse, or lateral movement of the structure resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy." A requirement in Section 60.3(e)(4) states that all new construction and substantial improvements in V zones must be elevated on pilings and columns so that: "(i) the bottom of the lowest horizontal structural member of the lowest floor(excluding the pilings or columns) is elevated to or above the base flood level; and (ii)the pile or column foundation and structure attached thereto is anchored to resist flotation, collapse and lateral movement due to the effects of wind and water loads acting simultaneously on all building components. Water loading values used shall be those associated with the base flood. Wind loading values used shall be those required by applicable State or local building standards. A registered professional engineer or architect shall develop or review the structural design, specifications and plans for the construction, and shall certify that the design and methods of construction to be used are in accordance with accepted standards of practice for meeting the provisions of paragraphs (e)(4)(i) and (ii) of this section." Erosion,Scour,and Foundation Design January 2009 Page 5 of 8 20130523CityCouncilPacket Page 118 of 172 20130510/jrl The International Residential Code (2006) has similar requirements: "R324.1.1 [Flood Resistant Construction] Structural systems. All structural systems of all buildings and structures shall be designed, connected and anchored to resist flotation, collapse or permanent lateral movement due to structural loads and stresses from flooding equal to the design flood elevation. R324.3.3 [Coastal high-hazard areas] Foundations. All buildings and structures erected in coastal high- hazard areas shall be supported on pilings or columns and shall be adequately anchored to such pilings or columns. Pilings shall have adequate soil penetration to resist the combined wave and wind loads (lateral and uplift). Water loading values used shall be those associated with the design flood. Wind loading values used shall be those required by this code. Pile embedment shall include consideration of decreased resistance capacity caused by scour of soil strata surrounding the piling. Pile systems design and installation shall be certified in accordance with Section R324.3.6. Mat, raft or other foundations that support columns shall not be permitted where soils investigations that are required in accordance with Section R4O1.4 indicate that soil material under the mat, raft or other foundation is subject to scour or erosion from wave-velocity flow conditions. Buildings and structures, and all parts thereof, shall be constructed to support safely all loads, including dead loads, live loads, roof loads,flood loads, snow loads,wind loads and seismic loads as prescribed in this code. The construction of buildings and structures shall result in a system that provides a complete load path capable of transferring all loads from their point of origin through the load-resisting elements of the foundation." Thus, designers are responsible for ensuring that a foundation for a building in any flood hazard area must be adequate to support a building under applicable design loads and load combinations. Designers must consider the effects of erosion and scour when foundations are designed. Designers must certify the foundations. There may also be other (State or local) foundation design and certification requirements. Erosion and Scour Design Guidance Given that the design requirements listed above are performance requirements, designers must translate those into practice. This can be difficult with respect to estimating erosion and scour conditions at a particular site, since definitive guidance for estimating coastal erosion and scour is not present in building codes and standards. FEMA's Coastal Construction Manual (FEMA, 2000) provides some information and guidance, but even this should be considered preliminary and subject to improvement as we learn more from post-storm investigations. The pertinent CCM sections and guidance are summarized below: CCM Section 7.5: this section summarizes the causes of erosion, its impacts on coastal lands and buildings, and how it is measured. Section 7.5.2.5 discusses local scour. One key point is a procedure outlined in the note on page 7-28 and illustrated in CCM Figure 7-66—three steps that a designer should use to estimate future ground elevations and flood conditions at a site: Step 1: determine the most landward shoreline location expected during the life of the building Step 2: define the lowest expected ground elevation during the life of the building Designers in Texas and Louisiana can obtain Step 3: define the highest expected BFE during erosion data and other related information from the life of the building various state agencies (see References). CCM Section 7.8.1.4 discusses FEMA's current procedures for estimating storm-induced erosion. CCM Section 7.9.2 discusses how designers can update an obsolete flood hazard description for a site by accounting for long-term (Step 1 above) and storm-induced erosion (Step 2 above). CCM Figure 7- 67 (Figure 10) provides an example, illustrating the use of published long-term erosion information and simple storm erosion calculations to estimate future ground elevations at a building site. CCM Section 11.6.11 discusses local scour and presents a simple method for calculating erosion around a single pile. The method predicts the depth of a scour depression below the eroded ground elevation Erosion,Scour,and Foundation Design January 2009 Page 6 of 8 20130523CityCouncilPacket Page 119 of 172 20130510/jrl is equal to 2.0 times the pile diameter, unless non-erodible soil lies beneath the ground surface 25 150 feet(9 feet/year x50years) (Figure 11). erosion�e sse o° e io Designers should use the CCM scour depth relationship (Smax = 2.0 a) with caution. 15 Observations after Hurricane Ike showed scour z_ /� 100-Year Stillwater Level exceeded twice the pile diameter at many locations. X10 This could have been due to deeper scour depths g around entire pile foundations (Figures 6 and 7), 5 — or to the presence of concrete slabs and deep W — Today — grade beams that channeled flow between the 0 50-Year bottom of the slab and the soil, or to other factors. --- "°" °'"' Given the uncertainty over the exact cause of local -5 scour during Hurricane Ike, foundation designs for 0 100 200 300 400 500 600 700 600 reconstruction along the Gulf shoreline should be Distance(feet) very conservative, and an assumed scour depth of 6 to 8' would not be unreasonable. Designers Figure 10.CCM Figure 7-67 Illustrating a simple procedure to should investigate local soils and Hurricane Ike- account for long-term erosion and storm erosion. induced scour at nearby locations before selecting a scour depth. Post-hurricane aerial photographs, Flood Elevation a such as those obtained after Hurricane Ike by NOAH Eroded Ground Surface and USGS (see References) will provide a good Pile source of data for designers. --� The CCM mentions linear scour channels occurring of Flow between large buildings or in-line with roads, d —� With Terminating Stratum canals, and drainage features (see CCM Section ,, 8.3.2), but does not provide design guidance for , estimating linear scour depths. As w as the case ;:.: °\::`:;`..: .=r.:::.:... :: ::......:.�.,1...:�:.:::.....=:.:..:.:.;..:.=•°`:.-:°`::_..:•.:.`•:::••...:.°:?•:°::°.:.�:..:.;.;, with local scour, designers should utilize post hurricane data when they estimate linear scour max':::; "> :°:c•: ':. ::;::;: ;::.•:;:":Non-Erodable Soli or Bedrock::;: likelihood and depth. withoutTerminetin ••• ='' °` ' •.• •Stratum; Existing Homes:Are the Pile Foundations Figure 11.CCM Figure 11-12 Illustrating scour estimate Adequate? around a single pile-Hurricane Ike showed this method may underestimate local scour. The owner of an existing home may wonder whether the pile foundation is adequate to withstand erosion and scour during a design event. The builder or building official may have permit records, building plans, or foundation design information for the house, or may be able to provide information about typical design requirements, construction practices, and probable pile embedment depths for houses of the same age. A licensed engineer can perform an inspection of the foundation, provide information about non-destructive testing methods to determine pile embedment depth, review available foundation data, and analyze the foundation. References ASCE. 2005. Minimum Design Loads for Buildings and Other Structures. ASCE/SEI 7-05. FEMA. 2000. Coastal Construction Manual, 3rd ed. FEMA 55. FEMA. 2005. Home Builder's Guide to Coastal Construction. FEMA 499. See http://www.fema.gov/library/ viewRecord.do?id=1570 ICC 2006. International Building Code. ICC 2006. International Residential Code with 2007 Supplement. ICC 2008. Standard for Residential Construction in High Wind Areas. ICC 600. Louisiana Department of Natural Resources. 2008. Coastal Restoration and Management data and reports. See http://dnr.louisiana.gov/crm/ Erosion,Scour,and Foundation Design January 2009 Page 7 of 8 20130523CityCouncilPacket Page 120 of 172 20130510/jrl NOAA. 2008. Post-Ike aerial photographs. See http://ngs.woc.noaa.gov/ike/index.html Texas Bureau of Economic Geology. 2008. Coastal Studies Program data and reports. See http://www.beg. utexas.edu/coastal/coasta101.htm USGS. 2008. Post-Ike aerial photographs and data. See http://coastal.er.usgs.gov/hurricanes/ike/ Erosion,Scour,and Foundation Design January 2009 Page 8 of 8 20130523CityCouncilPacket Page 121 of 172 20130510/jrl MAYOR in CITY MANAGER Jason Buelterman Diane Schleicher CITY COUNCIL CLERK OF COUNCIL Wanda Doyle,Mayor Pro Tern Janet LeViner Barry Brown i 4A, I Jan Fox "` CITY ATTORNEY Bill Garbett Edward M.Hughes Torn Groover ?,; l"ti Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Public Hearing Explanation: Text Amendment–Section 3-080(E), Off-street Parking Requirements (angled parking)– Second Reading Budget Line Item Number(if applicable): N/A Paper Work: L Attached* Audio/Video Presentation** — * Electronic submissions are requested but not required. Please email to jleviner@cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: May 15, 2013 * * * P.O. Box 2749—403 Butler Avenue, Tybee Island, Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of 7 www.cityoftybee.org Ethics�y 20130523CityCouncilPacket Page 122 of 172 2013t�Ufj r ORDINANCE NO. 18-2013 AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND, GEORGIA AMENDING SECTION 3-080(E)PERTAINING TO OFF-STREET PARKING 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 ordinances 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, zoning, and home rule powers, and WHEREAS,the City of Tybee Island desires to amend the Code of Ordinances as to Section 3-080(E) regarding off-street parking to address angled parking spaces and dimensions required; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island: SECTION 1 That the following diagram shall be added at the end of Section 3-080(E) as follows: Dimensions of angle parking spaces: Angle Distance from curb Curb distance Offset 45 15' 12'7" 15' 60 16' 10'4" 9' 75 17' 9'4" 4' 6". 90 18' 9' 0 Curb distance -E ro Offset 20130523CityCouncilPacket Page 123 of 172 20130510/jrl SECTION 2 The sections,paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence,paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 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 Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS _DAY OF ,2013. MAYOR ATTEST: CLERK OF COUNCIL 20130523CityCouncilPacket Page 124 of 172 20130510/jrl FIRST READING: 05.09.13 SECOND READING: ENACTED: Tybee/Ordinances/2013/I8-2013—Sec 3-080(E)angled parking 04.30.13 • • 20130523CityCouncilPacket Page 125 of 172 20130510/jrl Common dimensions for straight and angled parking. http://www.parkinglotplanet.corn/parkinglotplanet/index.php?... Note to Council: I suggest that we include a diagram such as this one in our parking ordinance. Bill Garbett Common dimensions for straight and angled parking. Dimensions of angle parking spaces These dimensions are standard for most of the US.They are designed to yield a parking space that is 0X18'with adequate room for maneuvering in and out of the space. Angle From base line Along curb Offset Backout 90 18 9 0 24 75 17 9'4" 4'6" 22 60 16 10'4" 9 20 45 15 12'7" 15 19 Desired angle urb distance Tybee requires only 18' 0 15'for one way on Tybee Et Offset 0 c.) parapet r, r:fnq:space may be 20'if CO unencumberd:gym one end. I read it sarnew,aaeIII 0111st-w se parallel spaces are 8'by 22'. 20130523CityCouncilPacket Page 126 of 172 0/'rl 1 of 1 201305 4/1/12012 10:06 AM MAYOR iu CITY MANAGER Jason Buclterman �! Diane Schleicher I iv CITY COUNCIL CLERK OF COUNCIL Wanda Doyle.Mayor Pro Fein Janet LeViner Barry Brown Jan Fox CITY ATTORNEY Bill Garbett Edward M.Hughes Torn Groover ocrotoo.... Paul Wolff CITY OF TYBEE ISLAND City Council Agenda Item Request Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by 4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the deadline, the item will be listed on the next scheduled agenda. Council Meeting Date for Request: May 23, 2013 Item: Public Hearing Explanation: Text Amendment—Article 2, Definitions (kitchen)— Second Reading Budget Line Item Number(if applicable): N/A Paper Work: 4 Attached* Audio/Video Presentation** * Electronic submissions are requested but not required. Please email to jleviner @cityoftybee.org. ** Audio/video presentations must be submitted to the IT department at City Hall by 4:00PM on the Thursday prior to the scheduled meeting. Submitted by: Dianne Otto Phone/Email: (912) 472-5031 /dotto @cityoftybee.org Comments: Date given to Clerk of Council: May 15, 2013 * * * * P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749 *Certified (866) 786-4573—FAX(866) 786-5737 City of , 5 Ethics Af www.cityoftybee.org �►�� 20130523CityCouncilPacket Page 127 of 172 2013�Uj ORDINANCE NO. 19-2013-A AN ORDINANCE TO AMEND THE CODE OF ORDINANCES FOR THE CITY OF TYBEE ISLAND,GEORGIA AMENDING ARTICLE 2 REGARDING DEFINITIONS 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 ordinances 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, zoning, and home rule powers,and WHEREAS, the City of Tybee Island desires to amend the Code of Ordinances as to Article 2 to add the definition of kitchen; NOW, THEREFORE, it is hereby ordained by the governing authority of the City of Tybee Island: SECTION 1 That the following definition be added to Article 2 and read as follows: Kitchen means an area used for preparation of food,which contains: 1. a sink, 2. a refrigerator, 3. a stove or range top,and 4. an oven or utility connections suitable for servicing a range or oven. If all of the above components are present, the area shall be considered a kitchen. 20130523CityCouncilPacket Page 128 of 172 20130510/jrl SECTION 2 The sections, paragraphs, sentences, clauses and phrases of this ordinance are severable and, if any phrase, clause, sentence, paragraph, or section of this ordinance shall be declared illegal or invalid by the valid judgment or decree of any court of competent jurisdiction, such illegality shall not affect any of the remaining phrases, clauses, sentences, paragraphs and sections of this ordinance. SECTION 3 All ordinances and parts of ordinances in conflict herewith are expressly repealed. SECTION 4 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 Ordinances, City of Tybee Island, Georgia, and the sections of this ordinance may be renumbered to accomplish such intention. SECTION 5 This ordinance shall be effective upon its adoption by the Mayor and Council pursuant to the ordinances of the City. ADOPTED THIS DAY OF , 2013. MAYOR ATTEST: CLERK OF COUNCIL 20130523CityCouncilPacket Page 129 of 172 20130510/jrl FIRST READING: SECOND READING: ENACTED: Tybee/Ordinances/2013/19-2013—Art 2 definition of kitchen 04.30.13 Con't to 05.23.13 mtg for 1St reading Tybee/Ordinances/2013/19-2013-A—Art 2 definition of kitchen chgd by DO 05.15.13 20130523CityCouncilPacket Page 130 of 172 20130510/jrl Municode Page 1 of 1 Sec. 66-148. - Rules for cofiection cf ccons; TesponsHoMaw parknng v�oUe2nons. (a) The city manager or parking director shall designate employees to collect the coins deposited in parking meters. (b) In collecting ooine, the persons so designated shall abide by the following rules: (1) The person collecting, counting and transporting the money from the meters must be accompanied by two other persons, one of which shall be a supervisor. (2) All collections from parking meters will be made during regular working hours (designated hours). (3) The police department will be notified when collections are being made for security. (c) Any violations of these regulations will be cause for immediate dismissal. (d) The control of parking violations will be the responsibility of the city manager or parking services director. (Code 1983, § 10-1-34) 20130523mtyoounonpuoxot Page 131 of 172 20130510qn http://library.municode.com/print.aspx?h=&clientID=14104&HTMRequest=http%3a%2f... 05/16/2013 Jan LeViner From: Jan <janwfox @comcast.net> Sent: Wednesday, May 15, 2013 3:57 PM To: Jan LeViner Subject: Agenda Item - Discussion of Finance Committee Jan, please include this in agenda packet, thanks, Jan A city council committee to consider financial policy issues facing the city and make recommendations. Comprised of 3 council members, appointed by Mayor, city manager and audit committee representative to meet once a month. Duties may include: • monitor the budget and financial activities through periodic review and discussion of monthly and annual reports. • monitor financial policies are in keeping with the city's charter • analyze trends in income sources • monitor changes in types and reliability of income • review new GASB and other authoritative stands and oversee implementation • assist with development of financial policies and make recommendations to city council • monitor the city's debt and debt capacity and assist with issues relating to issuance of new debt • assist with the development of rate structures and fee schedules for city services 1 20130523CityCouncilPacket Page 132 of 172 20130510/jrl Probation Services Agreement This Agreement is made by and between Southeast Corrections, LLC, a limited liability company,organized under the laws of the State of Georgia, with its principal place of business at 7216 Skidaway Road, Ste.A, Savannah,Georgia 31406,hereinafter called"Contractor"or "Southeast"and the Municipal Court of Tybee Island, Georgia hereinafter called"Court". This Agreement is governed by Article 6 of Chapter S of Title 42 of the Official Code of Georgia,Annotated. The parties enter into the Agreement under the specific authority of O.C.G.A. §§42-8-100, et seq., and all other applicable provisions of Georgia law. NOW,THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: SCOPE OF SERVICES AND RESPONSIBILITIES OF CONTRACTOR In consideration of the obligations of the Court or governing authority, Contractor shall provide the following services. A. Responsibilities of Probation Services Contractor 1.) Compliance with Statutes and Rules. Contractor shall comply with Article 6 of Title 42 Chapter 8 of the Official Code of Georgia and all standards,rules and regulations promulgated by the County and Municipal Probation Advisory Council. 2.) Records and Confidentiality. Contractor shall create and maintain individual files for each offender receiving services from Contractor in accordance with this Agreement. Contractor shall maintain the confidentiality of all files,records and papers relative to supervision of probationers under this Agreement. These records,files and papers shall be available only to the judge of the court handling the case,the Department of Audits and Accounts,the County and Municipal Probation Advisory Council and upon transfer of probation supervision to the State,to the Georgia Department of Corrections as to any subsequent provider of probation services. 3) Financial Records. Contractor shall maintain financial records according to generally accepted accounting practices. 4.) Officer Qualifications and Training. Contractor shall employ competent and able personnel to provide the services to be rendered hereunder and to appropriately administer the caseload.All probation officers shall be at least twenty-one(21)years of age and have the educational qualifications as required by Section 42-8-102 of the Official Code of Georgia Annotated. All probation officers shall also comply with the orientation and continuing education training required per annum under the same Code Section.No person who has been convicted of a felony will be employed by Contractor as a probation officer. 20130523CityCouncilPacket Page 133 of 172 20130510/jrl 5.) Criminal History Check. Contractor shall have a criminal history records check made of all probation officers and certify the results to the County and Municipal Probation Advisory Council. 6.) Officer per Probationer Ratio. . Contractor shall manage caseload limits so as not to exceed a reasonable amount of probationers per probation officer for both basic supervision and intensive supervision purposes. 7.) Location Place of Business. Contractor shall maintain a local satellite office in Chatham County for meeting with and providing the services to probationers. B. Reports to Court Contractor shall provide written reports monthly to the Court listing the services rendered and provide such other reports as may be requested by the Court during the period of this Agreement which may include but are not limited to statistical reports, caseload data,and other records documenting the identity of the probationer,the status of each probationer's case,the services provided,and the monies collected.Monthly reports will be delivered to the Court on or before the tenth(10th)day of the following month or at such other times as might be agreed upon. Contractor shall provide personal history,employment data, and Iocation information to Court and law enforcement as necessary in tracking probation violators. C. Tender of Collections. Contractor shall tender to the Clerk of the Court a report of collections and all fines and costs collected during the month from probationers on a monthly basis. Restitution shall also be paid on a monthly basis unless otherwise agreed to by Contractor and the Clerk of the Court. In the event Contractor cannot locate the victim,payment shall be made to the Clerk of the Court. Contractor shall credit payments of funds in the following order of priority: 1)funds paid by the probationer for drug and alcohol screening test fees,2)restitution, 3)fines,4)court costs and surcharges, 5)program costs,and 6)probation fees. Contractor shall not retain or profit from any fines,restitution, fees or cost collected from probationers except the probation fee authorized by this Agreement. D. Access to Contractor Records. 1.) Upon ten(10) days written notice, Contractor shall provide to the Court access to all books, records, correspondence, receipts, vouchers, memoranda, and financial information pertaining to the services rendered under this Agreement for any purpose including but not limited to a conducting or reviewing a complete fiscal or program audit for any fiscal or calendar year. 2.) All records initiated, maintained, kept, generated or reviewed by Contractor on, or relating to, or regarding offenders sentenced by the Court and/or referred to Contractor, shall be the sole and exclusive property of the Court, and upon termination of this contract Contractor shall immediately transfer all such records to the Court, including all written records and computer stored records, regardless of the providing or generating source. All computer stored records shall either be provided on a disc or flash drive or in such other form as to be compatible with a 20130523CityCouncilPacket Page 134 of 172 20130510/jrl computer program and computer system used by the Court so that the stored information can be retrieved or recalled by the Court, or alternatively, Contractor may provide the Court with a print out of all such computer stored records. 3.) Fiscal Audit: Contractor shall employ an independent auditor to annually audit its records and books pertaining to the services rendered to the court.A written copy of this audit shall be _ E provided to the Court and(City of Tybee Island within two (2)months of the close of the year audited. 4.) Good Business Practices. Contractor shall not engage in any other employment,business or activity that interferes or conflicts with the duties and responsibilities under this Agreement and shall not allow its employees to do so. Furthermore,neither Contractor nor any of its officers, employees or agents shall lend any monies nor have personal business dealings with a probationer under the supervision of Contractor. E. Scope of Services to Probationers by Contractor Contractor shall provide the following services to probationers referred to the Contractor by the Court. 1.) Court Attendance and Probationer Case History. During all court sessions, Contractor shall have a probation officer attend and interview each offender to complete a case and personal history and to provide orientation and instruction regarding compliance with the Court's ordered conditions of probation.At orientation,the probation officer shall provide a list of all service fees to the probationer. 2.) Supervision. Contractor shall monitor and supervise probationers to ensure compliance with the Court's order of probation. Contractor shall make a supervision assessment of the offender and determine the probationer's reporting schedule. Offenders determined by the court to be indigent shall be supervised at no cost to the probationer or the Court or governing body. 3.) Restitution,Fine and Fee Collection. Contractor shall collect restitution,fines,court costs and fees,program fees, and probation fees as ordered by the Court. Contractor shall provide an itemized bill prepared in accordance with accepted accounting practices for each month for s each probationer. 4.) Community Service._Contractor shall coordinate, monitor,and ensure compliance with community service by each probationer as ordered by the Court. Contractor will maintain records of service participation. To the fullest extent possible, Contractor shall ensure that community service by probationers is conducted on Tybee Island. 5.) Employment Assistance. Contractor shall prepare referrals and lend reasonable assistance to probationers either to the extent ordered by the Court or to the extent available for probationers desiring employment assistance or counseling. 6.) Drug/Alcohol Screening Contractor shall coordinate with local authorities and facilities, evaluation and assessment of probationers for drug/alcohol rehabilitation,mental health or 20130523CityCouncilPacket Page 135 of 172 20130510/jrl psychological counseling,or educational programs mandated by the Court and shalt require probationer's compliance. Contractor shall conduct drug and alcohol screens as determined necessary by the Court. The probationer shall be responsible for the costs of all drug or alcohol screens and testing. • 7.) .Electronic Monitoring._Contractor when so ordered shall provide and operate a system of electronic home detention monitoring as specified in Exhibit_at the expense of the probationer. 8.) Reports of Violations Probation. Contractor shall recommend revocation of probation whenever the probationer has failed to substantially comply with the terms and conditions of • probation. The Court shall provide Contractor with direction of what constitutes a substantial failure to comply with probation terms and conditions. Contractor shall prepare probation violation warrants and orders for submission to the Court. Contractor shall have probation • officers available to testify at probation revocation hearings,sentencing hearings and such other • hearings as deemed reasonable and necessary by the Court. Minor violations of probation • • although not cause for revocation shall be included in the regular reports made to the Court • • under this Agreement. The Court shall provide Contractor direction as to what curative • measures should be taken in the case of minor violations. • • 9.)Pre-sentence investigations. When directed by the Court, Contractor shall conduct pre- sentence investigations for the Court as requested.A written report shall be prepared and delivered to the Court. A pre-sentence investigation shall include: 1)a report on the circumstances of the offense, 2)a social and family background examination, 3) a criminal • history check through Georgia Crime Information Center and the National Crime Information Center,and 4)a report of current circumstances and conditions of the defendant. 10.) Contractor shall follow all rules,regulations and policies set forth by the City of Tybee Island and the Municipal Probation Advisory Council of Georgia. OBLIGATIONS OF THE COURT OR GOVERNING AUTHORITY In consideration for the services of Southeast Corrections, LLC, Contractor,the Court shall provide the following: Referral. Refer appropriate cases to Contractor for community supervision. Order each probationer to remit to Southeast Corrections, LLC, Contractor,payment according to the services ordered by the Court according to the services noted in this Agreement. The Court shall, in its discretion, enforce payment and failure to pay shall be a violation of probation that may result in revocation. ` Utilize pre-trial supervision program,EM and programs if and when appropriate. Such conditions may be ordered by the Court through the initial Court order or as a result of an • amended order of the Court. • • • Payment from Probationers. Any payments for specified services herein shall be the sole responsibility of probationer unless otherwise agreed to by the Court. Further,there may • • • 20130523CityCouncilPacket Page 136 of 172 20130510/jrl • • be additional amounts that the Court may instruct Southeast Corrections to collect(such as restitution,court fines and fees). As used in the Agreement,the term"probationer"shall mean the person actually receiving the services or meaning the person actually being supervised,or participating in a Program or directly receiving or using any other Southeast Corrections' service or equipment. Southeast Corrections shall collect such probation fee for each month or portion of a month a probationer is under Southeast Corrections' supervision. Pre-sentence Investigations. When ordered by the Court, Contractor shall provide a pre-sentence investigation report and Court shall pay to Contractor an agreed upon sum set at the time such request is made. Access to Criminal Histories. The Court shall assist Contractor in obtaining access to criminal histories in the Georgia Crime Information Center and National Crime Information Center through local law enforcement in order for Contractor to conduct pre-sentence or probationer investigations as may be requested by the Court. TERM Period of Service. Contractor shall commence performance on April 1,2013. This agreement shall terminate at the end of the current calendar year and at the end of each calendar year-thereafter for which the contract is renewed. The contract will automatically renew for the next calendar year unless notice of intention not to renew is given by the court to the contractor at least sixty (60)days prior to the end of the then calendar year Termination. Either party may terminate this Agreement upon thirty(30)days written notice. The Court may terminate this Agreement immediately for cause, including without limitation material breach of this Agreement,insolvency of Contractor, filing of a voluntary or involuntary case in bankruptcy. Within ten (10)working days of termination, Contractor shall peacefully surrender to the Court all records and documents generated by Contractor in connection with this Agreement and the services thereunder and any equipment or supplies assigned to Contractor by the Court.Contractor shall turn over to the Clerk of Court any moneys collected or received less supervision fees validly incurred and duly owing to Contractor through the termination date. Any fines,costs,fees or restitution received by Contractor from probationers of this Court after termination of this Agreement shall be forwarded to the Clerk of Court,other than fees earned by Contractor.The Court shall provide Contractor a receipt for all property surrendered under this provision. 20130523CityCouncilPacket Page 137 of 172 20130510/jrl REPRESENTATIONS AND WARRANTIES OF CONTRACTOR INDEMNITY,INSURANCE,AND BONDING OBLIGATIONS OF CONTRACTOR Insurance. Southeast shall maintain comprehensive general liability insurance, including acts, errors,or omissions and contractual liability insurance, in an amount of not less than$1,000,000.00. Prior to commencing services under this Agreement, Southeast shall furnish to the Court a Certificate of Insurance or other evidence that the required insurance is in effect,and shall provide the Court with Certificates of Insurance for all new or renewal policies. The Court shall be named as an additional insured on all policies other than the errors and omissions,worker's compensation, contractual portions issued to satisfy the above requirements. Certificates shall be mailed to the Court. Further, Southeast shall maintain surety bonding for all employees in the amount of $25,000.00. Indemnification. Neither the Court nor the City of Tybee Island shall be liable to Contractor nor to anyone who may claim a right resulting from any relationship with Contractor, for any acts of Contractor,its employees,agents or participants in the performance of services conducted on the property of the City of Tybee Island as provided in Appendix A. Contractor agrees that Appendix A is expressly made a part of this agreement. Contractor shall indemnify and hold harmless the Court and the City of Tybee Island from any claims,demands,actions,proceedings, expenses,damages,liabilities or losses(including but not limited to attorney's fees and courts costs) and any causes of action arising from any acts or omissions arising out of or in connection with the services performed by Contractor or its employees and agents under the terms of this Agreement. DEFAULT Deficiency in Service by Contractor In the event that the court determines that there are deficiencies in the services provided by Contractor hereunder,the Court may terminate this Agreement in accordance with the provisions hereof or notify the Contractor in writing as to the exact nature of such deficiency. Within ten(10) days of receipt of such notice,the Contractor shall cure or take reasonable steps to cure the deficiencies.In the event the company fails to cure or take reasonable steps to cure the deficiencies to the Court's satisfaction,the Court may declare the Contractor in default and the Court may terminate this Agreement. 20130523CityCouncilPacket Page 138 of 172 20130510/jrl • MISCELLANEOUS Time is of the Essence of this Agreement. Compliance with the Law. The Contractor shall comply with all federal,state and local laws statutes,regulations and ordinances arising out of or in connection with the performance of its services pursuant to '. this Agreement. Independent Contractor Contractor is an independent contractor and is not an agent,joint venturer or other affiliate of the City of Tybee Island or Court in any way. Contractor shall use its own employees and agents to perform this Contract. It is agreed that Contractor is solely responsible for payment of all federal, state,and local income taxes, self-employed Social Security taxes, and any other similar obligations arising from the performance of this Agreement or receipt of compensation therefore. The Contractor agrees to indemnify and hold harmless the Court and the City of Tybee Island from and against any and all federal, state,or local tax liability or penalties that may arise from the payments made to the Contractor pursuant to this Agreement.The Contractor acknowledges that neither it nor its employees are eligible for any benefits provided by the Court or the City of f Tybee Island to their respective employees. Special Provisions. The Exhibits A,B and C attached hereto are incorporated herein and are made a part hereof • Entire Agreement. This Agreement,including all exhibits attached hereto and incorporated herein by reference, constitutes the entire agreement between the parties hereto and supersedes any and all agreements,whether written or oral,that may exist between the parties regarding the same.No representations,inducements,promises, or agreements between the parties not embodied herein shall be of any force and effect.No amendment or modification to this Agreement or any waiver of any provision hereto shall be effective unless in writing and signed by both parties. Binding Agreement. This Agreement shall not be binding upon any successor to the undersigned Judge of the Municipal Court of the City of Tybee Island, Georgia unless ratified by the successor in office. If a successor attains the position of undersigned judge,and this Agreement is not ratified by such successor,then Contractor shall be permitted a reasonable time period,no less than ninety (90) days,in which to wind up its activities.The Court will be deemed not to have ratified the Agreement unless Court gives written notice of ratification within 30 days of taking the oath of office. - 20130523CityCouncilPacket Page 139 of 172 20130510/jrl Assignment. The Court has entered into this Agreement in part on the basis of personal reliance in the integrity and qualifications of the staff of Contractor. Contractor may not delegate,assign or subcontract any obligation of Contractors performance under the Contract and may not assign any right under this Contract,in either case without Court's written approval. The Court's discretion in this regard shall be absolute. Notice. • . i Any notices made in accordance with this Agreement except as otherwise set out in Item J, shall be in writing and shall be made by registered or certified mail,return receipt requested,to: • • Notification for Southeast Corrections is: Roy Harrell CEO/President 771 Mill Road McDonough, GA 30253 Phone: (678)575-8751 Fax: (770) 957-7333 Notification for the Court is: The Honorable Steven Scheer Chief Judge P.O.Box 1340 Tybee Island, GA 31328 Phone: (912)472-5081 Fax: (912) 786-5737 With a copy to: Edward M. Hughes, Esq. P.O. Box 9150 Savannah, GA 31412 Phone: (912)238-2750 Fax: (912)238-2767 • • 20130523CityCouncilPacket Page 140 of 172 20130510/jrl • IN WITNESS WBEREOF,the parties have executed this Agreement as of the day and year first above written. SERVICE PROVIDER: SOUTHEAS •)' '. CTIONS L z TYBEE ISLAND,GEORGIA TYBEE ISLAND, GEORGIA dir I 'F A `1 J A: IN BUELTERMAN,MAYOR STEVE SOWER,JUDGE TYBEE ISLAND,GEORGIA ATTEST: f , EDWARD M.HUGH CLERK CITY ATTORNEY TYBEE ISLAND, GEORGIA } 20130523CityCouncilPacket Page 141 of 172 20130510/jrl EXHIBIT A: ELECTRONIC MONITORING SERVICES CORRECTIONAL SERVICES AGREEMENT BETWEEN SOUTHEAST CORRECTIONS, LLC.(SOUTHEAST CORRECTIONS)AND THE MUNICIPAL COURT OF TYBEE ISLAND,GEORGIA 1 In addition to the terms and provisions set forth in the above referenced Agreement, the following terms shall apply to all electronic monitoring services provided under the Agreement. SERVICES AND RESPONSIBILITIES OF SOUTHEAST CORRECTIONS Monitoring Services. Southeast Corrections will provide the following monitoring services to the Court for the Courts'operation of an electronic monitoring program. The monitoring services provided hereunder are specifically designed to determine by electronic means the presence of a person at a specified location(typically that person's place of residence). Southeast Corrections will perform the functions of data entry and data storage for all properly enrolled Probationers. The data entry function consists of the input of all required demographic, curfew, and system configuration information on each case into the central host computer system. - • Southeast Corrections will maintain twenty-four(24)hour, seven (7)days per week management of Probationer data enrolled hereunder. Southeast Corrections will provide notification of Alert conditions to authorized and identified Courts'staff. Alert notification will be in accordance with Section (Standard Monitoring Program Level) herein or as agreed upon in writing by the Court and Southeast Corrections. Alert Condition and Equipment status information for each Probationer will be documented and maintained by Southeast Corrections. Notification Options. Standard Monitoring Program Level. The Standard Monitoring Program has as its primary intent the non-immediate monitoring of compliance to ordered conditions. This program does NOT provide 24-hour - enforcement of conditions. This program is NOT recommended for high-risk probation cases. At this level of monitoring, the Court determines that next business day(or later as determined by the Court) notification is acceptable on any and all violations incurred during the monitoring period. Other Notification Levels. Because certain electronic monitoring equipment provides round-the-clock monitoring, it is possible to increase the notification frequency for higher-risk cases. In such cases the Court may desire more immediate notification; Southeast Corrections will increase the level of notification provided appropriate Court personnel can be made available for response. In the absence of written notification procedures to the contrary,the Standard Monitoring Level will apply. Maintenance. Southeast Corrections shall maintain the Equipment at its expense. The Probationer shall be responsible for lost or missing Equipment and/or the cost of required repairs necessitated by the Probationer's negligence or the damage or destruction of.the Equipment.by parties other than Southeast Corrections. The Court will assist Southeast Corrections in enforcement of this policy. Southeast Corrections LLC 2013SUCSAidoletpKgki,Suite A,Savannah,GA, e 2912-388-2470 Fax: 912-777-4661 20130510/jr1 Version:Southeast Corrections April,2013 _,-'1,011:1:kliti7g n8 EQUIPMENT. Southeast Corrections shall supply a sufficient quantity of Units to meet the Courts' need subject to forty-eight(48) hour notice prior to shipment. MONITORING SYSTEM Description. The monitoring system utilized hereunder is an active monitoring system consisting of a Transmitter, an FMD and a central computer system. The Units communicate with the host computer system through the Probationer's standard telephone service. System Maintenance. Tlie Court acknowledges that periodic maintenance on the host computer system is required. During the performance of this maintenance, the system may be required to be temporarily "off-line". The Court will be notified in advance of any such situation. SOUTHEAST CORRECTIONS expressly disclaims any warranty that any equipment provided hereunder is impervious to tampering. THE COURTS'OBLIGATIONS. The Court shall have the responsibility to: Refer appropriate cases to Southeast Corrections for supervision. Identify authorized personnel to which Southeast Corrections may report violations. Provide to Southeast Corrections required Probationer case and curfew information and Court Order. Identify and make available the Courts'staff and/or Equipment(fax, pager)for the purposes of notification by Southeast Corrections to the Court of alerts and equipment status problems. Southeast Corrections LLC 20136ZtriliftkU@I Suite A,Savannah,GA,3 1ffbrr1:72912-388-2970 Fax:9I2-777-4661 20130510/jrl Version:Southeast Corrections—April,2013 cJ jj!t t Lttffsf r t'is '.. �,. pi - EXHIBIT B: PROGRAM SERVICES CORRECTIONAL SERVICES AGREEMENT BETWEEN SOUTHEAST CORRECTIONS, LLC.(SOUTHEAST CORRECTIONS)AND THE MUNICIPAL.COURT OF TYBEE ISLAND, GEORGIA E' r FS.,. ._."--'-''< NK° v"YC 1-.._.t !l-.f.k.-ry..*.. „�.st z;s.V3 1`..--.i.- '' i7--,,,_-t � .""..,:y":� ' s„�..`�? ' CLt.. --�ti T e A i T4e « 3'' sr 1 t g � � 0- >-Vx S� 3 kJlek x r*:,� zT�t Y x -&--tV S f'; '4.ryo r �y}- {C hk '�ardetkt aratal/_ -4 x` Y T-rregr • i l54; S VOST �k!s l Yr 1 €ii- z »,. ,, a ti i `;. -e,a,-.M--r r',: � ,r�x i G --. 4;:4 I ,.4`_;'_ , . �----cl iZ =a tzt , .x�e:* ��',.� xc2 ��-"�.1. ' + :s, n .6-:ut- r-:;.�g.F.aZA Anger Designed for use with adults A cognitive-behavioral program that helps (Non-domestic I Management who have been involved in the client to understand and manage violence) j assault or violence in non- feelings and behaviors that triggers anger. $22.00 per group 8 modules domestic situations and/or session I anyone who has exhibited $30.00 workbook i anger control l problems. I Standard Developed for chronic, as A cognitive-behavioral program designed $22.00 per group ' .Cognitive Program well as multiple alcohol/drug to enhance social, moral and positive session i offenders, particularly those behavioral growth in a progressive, ladder $30.00 workbook I 12 steps who have been resistant and manner.This program addresses criminal 26 modules unsuccessful in various thinking patterns, relationship issues,. other treatment programs. values, attitudes and cognitive processes. . New Directions First time shoplifting The course forces offenders.to make an $100 includes the Theft/Shoplifting offenders or shoplifting honest assessment of the cost of their cost of workbook I Lifeskills Course offenders who have not crime both personally and for society, been ordered to complete while challenging the moral ethos of the programming for prior offense in a cognitive environment. shoplifting offenses. New Directions First time offenders or The course forces offenders to,challenge $100 includes the i Offender 'offenders who have not ' themselves and the thought processes cost of workbook Correction been ordered to complete that have lead them to their present Lifeskills Course programming for prior situation. The course uses cognitive criminal offenses. rehabilitative principles to incorporate' English and right-thinking into the offender's normal 1 1 Spanish versions decision-making process. available. Southeast Corrections LLC • - 2013C73/13k8Kaiswarlioad,Suite A,Savannah,GA,_3 13¢1At cc2912-388-2470 Fax:912-777-4661 20130510/0 Version:Southeast Corrections—April,2013 ns Under The Program designed for / Evidence based program to reduce $85,00 Influence minors in possession of harmful drinking behavior-Course provided (Course can be f i alcohol-education about by 3'd Millennium Classrooms-proctored repeated at no cost 9 modules-4 hour effects and decision making exam given in office by Probation Officer —parents have online course to verify completion FREE access) Marijuana 101 Program designed for first Personalized feedback through self- $85.00 time offenders-on-going assessment. Specific info to each State- (Course can be 7 modules-3 hours updates as usage trends Course provided by 3rd Millennium repeated at no cost online course change Classrooms-proctored exam given in —parents have office by Probation Officer to verify FREE completion access) Thinking Outside Appropriate for first-time A cognitive program which draws from a $100.00 The Box offenders. number of resources to establish a broad. Includes workbook introduction into appropriate thinking and moral-based decision-making. • 6 #�;�t Southeast Corrections LLC 2013072C.SkktWPARad'Suite A,Savannah,GA,11 4g06149 ce 912-388-2470 Fax:912-777-4661 20130510/jrl Version:Southeast Corrections—April,2013 EXHIBIT,. z ' ) SrFrSJJ_3CI�! FF ! y PAYMENT/PRICING Payment from Probationers. Any payments for specified services herein will be the sole responsibility of Probationer unless otherwise agreed by the Court. Further, there may be additional amounts that the Court may instruct Southeast Corrections to collect(such as restitution, Court fines and fees). As used in the Agreement, the term 'Probationer"shall mean the person actually receiving the services or meaning the person actually being supervised, or participating in a Program or directly receiving or using any other Southeast Corrections service or equipment. Southeast Corrections shall collect such probation fee for each month or portion of a month a probationer is under Southeast Corrections' supervision. PRICING TABLE Service - Period/Unit Rate Note Supervision Fee Monthly $40.00 Digital Photo Fee - As required for warrants $ 4.00 Drug Testing-5-panel lab test Per Test $25.00 Drug Testing -7-panel lab test Per Test $30.00 • At request of GC/MS Confirmation Testing Per drug confirmed $25.00 probationer On-Site Urine Analysis 5-panel Per Test $15.00 Group Program or Educational Services Per Session or Class As shown Detailed Table Exhibit B Electronic Monitoring RF Per Day $10.00 Hook-up fee for disposable components EM One time $50.00 Alcohol breath testing-on-site Per Test $ 5.00 Electronic Monitoring–GPS Per Day $12.00 •— Discounted when Electronic Remote Alcohol Monitoring Per Day $ 5.00 coupled with RF/GPS Electronic Remote Alcohol Monitoring Per Day $12.00 No RF/GPS Monies collected $1 00.00-or' by SEC and paid Warrant Processing Administrative Cost . Per Warrant Served as prescribed to City of Tybee Island- 20130523CityCouncilPacket Page 146 of 172 20130510/jr1 A DRUG FREE WORKPLACE CERTIFICATION The undersigned that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official • Code of Georgia Annotated related to the drug free workplace have been complied with in full, The undersigned further certifies that: • • 1. A drug free workplace will be provided for employees during the performance of the contract; and 2. Each subcontractor under the direction of contractor shall secure the following written certification: Southeast Correction, LLC certifies to the Municipal Court of the City of Tybee Island that a drug free workplace will be provided for the employees during the perfoimance of the contract known as Probation Services for Municipal Court("Project")pursuant to O.C.G.A. §50- 24-3(7)(b). • Also,the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale, distribution,possession, or use of a controlled substance or marijuana during • the performance of the contract. it !r'` • • • 20130523CityCouncilPacket Page 147 of 172 20130510/jrl • • • G.G.G.A. §50-36-1(e)(2)Affidavit By executing this affidavit under oath, as an applicant for a Probation Services contract for a public benefit as referenced in O.C.G.A. § 50-36-1, from the City of Tybee Island, Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit: 1) X I am a United States citizen. 2) I am a legal permanent resident of the United States. 3) I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency. My alien number issued by the Department of Homeland Security or other federal immigration agency is: The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(I), with this affidavit. The secure and verifiable document provided with this affidavit can best be classified as: In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such criminal statute. . Executed in 4t,14 0 (city), 6-22.4. (state). ign..r - • • • can .•-- • 7 /1.-,41-/4. -- : ..• Printed Nae off Applicant SUBSCRIBED AND SWORN BEFORE ME O. THIS T} .i,: tAY OF & - � ;r NOT 'Y PUBLIC GEt ■;i a My Commission pi'deRnL _ .13 1 BLl.0 ,i Al CO' \ s, 20130523CityCouncilPacket Page 148 of 172 20130510/jrl ! / j7 e -_�� y«/ .m, e < ;m 2 «/ \\\\ m_zoq1�7 /`,\ 06-11-2019 \ % ) § p yy) HARRELL ROY NELSON " 1W&n . « o H.G 80153-6466 r> wx« © i e _ _ _ U, . % 0652«1 3 , \\• + . ml ^ 3w 2 ! G / / CLASS . . «_ : | _ } CM \6 '} . \ } % _ y y®®'z. � �j v ; 1» [ � , P �� � \ �� \ \2:O nli { �\® « « �. 2 Op « ; : «& \ .£?T } 20l30523C 6cu lPa wm Page 149 7172 20130510/y1 (R LC) 22 April 2013 City of Tybee Island Attn: Ms. Diane Schleicher 403 Butler Avenue Tybee Island,GA 31328 RE: Proposal to Conduct Environmental Services Salt Meadows Road Improvements Tybee Island,Chatham County,Georgia Dear Ms.Schleicher: At your request, Resource & Land Consultants provides this letter agreement to complete environmental consulting services in association with the subject project located in Chatham County,Georgia. This letter agreement is hereby offered between City of Tybee Island c/o Ms. Diane Schleicher (CLIENT) and Resource & Land Consultants (CONSULTANT) in accordance with the provisions contained herein. Our services are detailed in Section 1 of this document. Terms and conditions for services rendered will be executed in accordance with Section 2 of this document. The Standard Terms and Conditions of the City of Tybee Island, attached hereto and incorporated herein, are made a part of this Agreement and will control in the event of any inconsistency. SECTION 1: SCOPE OF SERVICES A. Permit Coordination: CONSULTANT will complete the following tasks in association with Salt Meadows Road Improvements. Response to Public Notice Comments: CONSULTANT will finalize a response to public notice comments, coordinate with CLIENT on any additional revisions, and provide any additional information requested by the USACE. 401 Certification Coordination: CONSULTANT will coordinate with the GADNR-EPD as necessary to obtain the 401 certification for the project. Coastal Marshlands Protection Meeting: CONSULTANT will coordinate with the GADNR, provide any additional information requested by the GADNR, attend the CMPC meeting and present the project to the CMPC committee USACE Permit Coordination: Following receipt of the CMPC permit, CONSULTANT will provide additional services as requested by the USACE prior to issuance of the USACE permit. CONSULTANT proposes to provide services on a time and expense basis not to exceed Three thousand five hundred dollars($3,500.00)in accordance with the attached Fee schedule. R E S 0 U R C E +LAND 41 Park of Commerce Way,Ste.303 I Savannah,Georgia 31405 C O N S i130523CityCouncilPacket 7 912.443.5896 ,Oag"-.4"3.5899, www.rlandc.com 20130510/jrl SECTION 2:TERMS&CONDITIONS A. Commencement of Work: Upon written notice to proceed via approval of this letter agreement by CLIENT, CONSULTANT will begin work within fourteen (14) calendar days of receipt of executed letter agreement. CONSULTANT will complete work in a timely and customary manner. However, federal and state agencies and their review practices vary greatly, and no guarantees on final completion dates of authorized tasks can be given by CONSULTANT. B. Payment Schedule: Invoices for services rendered will be sent monthly for hourly contracts for work completed within the previous thirty days in accordance with the attached fee schedule. Invoices for fee- based contracts will be billed at the completion of the specified task or at other intervals as specified in Section 1. Payment will be considered due upon receipt. Payments received after thirty(30) days of the invoice date will be considered overdue,and interest charges will be added on unpaid balances at the rate of eighteen percent (18%) per annum. Work will automatically cease on any projects where unpaid balances exceed sixty(60) days. Special billing and payment schedules may be arranged at the request of the CLIENT. CLIENT agrees to pay any and all costs incurred by CONSULTANT in the collection of any amount due and unpaid by CLIENT, including reasonable attorney's fees. C. CLIENT's Responsibilities: Execution of this letter agreement serves as authorization for right of entry to subject property. CLIENT insures that CONSULTANT has permission to enter subject properties to perform duties associated with the completion of the scope of work specified in Section 1. CLIENT hereby indemnifies CONSULTANT and agrees to assume all liability associated with any disputes or legal actions that may result from CONSULTANT performing authorized work at the designated project site. D. CONSULTANT's Responsibilities: The professional services performed in association with this letter agreement shall be conducted in accordance with sound customary environmental consulting practices and will incorporate federal, state, and local regulations and standards that are applicable at the time the CONSULTANT rendered those services. CONSULTANT will strive to perform services authorized by this letter agreement in a manner consistent with the level of skill ordinarily exercised by members of the profession currently practicing in the area under similar conditions. No other representation, expressed or implied, and no warranty or guarantee is included or intended as part of this letter agreement, or in any report,opinion, document, or otherwise. E. Choice of Law/Jurisdiction: CLIENT and CONSULTANT hereby agree that this agreement and their respective rights and obligations arising hereunder is to be governed by the laws of the State of Georgia, without reference to the choice of law principles thereof. CLIENT and CONSULTANT hereby further agree that the state or federal courts sitting in Chatham County,Georgia shall have exclusive jurisdiction to hear any dispute arising under this agreement, and CLIENT hereby submits itself to personal jurisdiction of such courts. F. Cancellation or Suspension of Agreement: Either CLIENT or CONSULTANT may cancel this letter agreement by notification in writing at least seven (7) days prior to termination. CLIENT may suspend work by notifying CONSULTANT in writing at which time all services provided by CONSULTANT will cease. Within (10) days of cancellation of letter agreement or suspension of services, all outstanding fees and reimbursable expenses will be paid in full. 20130523CityCouncilPacket Page 151 of 172 20130510/jrl SECTION 3: EXECUTION This letter agreement in its entirety, including Section 1, Section 2, Section 3, and attached Fee Schedule dated January 1, 2013, represent the entire understanding between CLIENT and CONSULTANT with respect to the project and may only be modified by written agreement signed by both parties. If the terms and conditions of this letter agreement are acceptable, please sign and date in the spaces provided and return the original to CONSULTANT. Please retain a copy for your records. The services and fees specified in this proposal can be relied upon for a period of ninety(90) days from the date of the letter, unless changed by CONSULTANT in writing. We are pleased that you have inquired about our services and we look forward to helping you with your project. Sincerely, / _ .r_r Alton Brow ,Jr. Principal Resource&Land Consultants ACCEPTED: THIS DAY OF ,2013 BY: TITLE: 20130523CityCouncilPacket Page 152 of 172 20130510/jrl • SUMMARY: Salt Meadows Road Improvement Proposed Task Company Amount Time&Expense/Lump Sum A. Permit Coordination RLC $3,500.00 Time&Expense TOTAL PROPOSED CONTRACT: $3,500.00 • RLC RATES: All time,including travel hours,spent on the project by professional,technical,and clerical personnel will be billed.The following approximate ranges of hourly rates for various categories of personnel are in effect from January 1, 2013 to December 31,2013: Category Hourly Rate Principal $155 Project Manager $105 Project Biologist $95 Field Technician $70 Clerical $55 Hourly rates will be adjusted annually to reflect changes in the cost-of-living index as published. Any contracts or work in progress at such time will be billed at the new effective rate for all work yet to be performed. Unless otherwise stated,any cost estimate presented in a proposal is for budgetary purposes only,and is not a fixed price. If it appears that due to factors beyond the control of the CONSULTANT that the specified budget will be exceeded, the CLIENT will be notified prior to conducting further work. Representation by CONSULTANT employees for judicial proceedings will be billed at 1.5 times standard published rate. • EXPENSES: Travel expenses necessary for the execution of the project, including highway mileage in company or personal vehicles,will be charged at the published IRS standard allowable rate. Additionally, it may at times become necessary for the execution of this agreement for CONSULTANT to hire certain third party subcontractors because of a need for special expertise or skills they may possess. CLIENT hereby acknowledges that this may become necessary and agrees to pay CONSULTANT, in addition to other fees and costs outlined herein, any fees associated with the hiring and retention of such subcontractors deemed necessary in the sole judgment of CONSULTANT. The following expenses will be billed at direct cost: • Accommodations,meals. • Postage and shipping/courier services. • In-house printing and reproduction. • Out-sourced printing,copying,reproductions. • Equipment and supplies necessary to complete specific project,including rental fees. 20130523CityCouncilPacket Page 153 of 172 20130510/jrl City of Tybee Island TERMS AND CONDITIONS DEFINITIONS. As used herein, the following terms shall have the meanings set forth below, whether or not capitalized. (a)"Purchase Order" or "Order" means this purchase order. (b)"Buyer" means The City of Tybee Island. (c) "Seller" or "Vendor" means the party furnishing the supplies under this order. (d)"Supplies" means what the Seller furnishes the Buyer under this order and includes with limitation, the following; (1) the work; materials; articles; deliverable items, items, data and services, whether tangible or intangible or any combination thereof; and (2) what is leased or licensed, pursuant to the lease(s) or license(s) signed by both the Buyer and the lessor or licensor if attached to and made a part of this order. (e)"Loss" means any or all the following: claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees and expenses and other legal costs). ACCEPTANCE. This order constitutes an offer which shall become a binding contract upon the terms and conditions herein set forth upon acceptance by Seller either by acknowledgement of this order or commencement of performance. Buyer objects to any difference, conflicting or additional terms proposed by Seller in the acceptance of this order, and no such terms shall be effective unless expressly accepted by Buyer in writing. Each shipment received by Buyer from Seller shall be deemed to be only upon the terms and conditions contained in this order, except by such written instrument modifying the order, signed by Buyer, notwithstanding any terms and conditions that may be contained in any acknowledgment, invoice, or other form issued by Seller and notwithstanding Buyer's act of accepting or paying for any shipment, or similar act by Buyer. PRICES. Seller represents that the prices, terms, warranties, and benefits contained in this order are comparable to or better than those offered to any other customer of Seller for items which are the same or substantially similar. Buyer shall receive the benefit prospectively or retrospectively if Seller offers any item or service included in this order to any other customer at a lower price, more favorable terms, more favorable warranties, or more favorable benefits up to one year after completion of this order. PACKING AND SHIPPING. All items shall be suitable packed and prepared for shipment to insure their safe transportation, to secure the lowest transportation cost, and to comply with the requirements of carriers. Buyer's order number shall appear on all documents and correspondence relating to these items. Packing lists shall accompany the items and shall include the order number, Buyer's part number, Seller model number, description of items shipped and any other information called for in the order. Buyer's count or weight shall be final and conclusive on shipments not accompanied by a packing list. Seller shall be liable for all excess transportation 20130523CityCouncilPacket Page 154 of 172 p491;r4 or other charges resulting from Seller's failure to comply with Buyer's packing, shipping, routing and delivery instructions. DELIVERY. Any delivery schedule made a part of this order is an important, material condition; time is of the essence of the order. Unless otherwise agreed to in writing. Seller shall not make material commitments or production arrangements in excess of the amount or in advance of the time necessary to meet Buyer's delivery schedule. It is Seller's responsibility to comply with this schedule, but not to anticipate Buyer's requirements. In addition to any other rights or remedies, Buyer may cancel all or any part of this order for Seller's failure to deliver in strict accordance with the delivery terms set forth herein. Seller shall promptly notify Buyer of any anticipated delay in the delivery date and Buyer may require Seller to ship by alternate means in order to expedite delivery. Any additional costs shall be paid by Seller and Seller shall be liable for all resulting damages to Buyer occasioned by the delay. Delivery shall not be deemed to be complete until the items have been received and accepted by Buyer. Advance and excess shipments may at Buyer's option be rejected and returned to Seller at Seller's expense. TRANSPORTATION. Except as otherwise provided on the face of this order, transportation charges on Supplies shall be f.o.b. destination, at Seller's sole cost and expense. Risk of loss from any casualty to supplies ordered hereunder, regardless of cause, shall be Seller's responsibility until goods have been delivered to Buyer's designated delivery post. No insurance or premium transportation costs beyond the price listed in this order will be allowed unless authorized by Buyer in writing. If Seller does not comply with Buyer's delivery schedule, Buyer may, in addition to any other rights that Buyer may have under this order, require delivery by fastest way, and charges resulting from the premium transportation must be fully prepaid and absorbed by Seller. WARRANTY. Seller warrants that all supplies delivered pursuant to this order shall strictly conform to the applicable specifications (including without limitation information or functional performance, material content, size, appearance, response time, etc.), shall be free from all defects and workmanship in materials including latent defects, shall be free from defects in design and suitable for their intended purpose, and shall be free from all claims, encumbrances, and liens. This warranty shall survive inspection, delivery and payments shall run to Buyer, its successors, assigns and the users of the items and shall not be deemed to be exclusive. Seller agrees to indemnify, defend and hold Buyer, Buyer's employees, and those for whom Buyer may act as agent, harmless from all damages, including consequential and incidental damages, incurred or sustained by Buyer by reason of any breach of any warranty with respect to the supplies purchased. Buyer shall be promptly reimbursed for all expenses incurred in the handling, inspection and return of defective items, and Seller shall bear the risk of loss on all such items. If any of the supplies are found at any time prior to acceptance to be defective in material or workmanship, or otherwise not in conformity with the requirements of this order, Buyer (in addition to any other rights which it may have under warranties or otherwise) may at its option (1) correct or have corrected the nonconformity at Seller's expense, or (2) reject and return such supplies or other deliverable items at 20130523CityCouncilPacket Page 155 of 172 20 65210 j(1 Seller's expense, such supplies or other deliverable items not to be replaced without suitable written authorization from Buyer. CHANGES. Buyer may at any time request in writing changes to this order in the specifications, packing, shipment, quantities, delivery schedules, and other matters. If any such change causes an increase or decrease in the costs of or the time required for performance, Seller shall immediately notify Buyer. Any request for an equitable adjustment must be made in writing with 30 days from the date of the written request for the change. No additional charge or change in the specifications, packing, shipment, quantities, delivery schedules, and other matters will be allowed unless authorized by Buyer in writing. TAXES. The Buyer, a municipality in the State of Georgia, is exempt from Georgia Sales Tax under the Sales and Use Tax ID # 302 526 178. All sales and use tax due on materials purchased by the city for installation by the seller under this contract are the responsibility of the contractor. ASSIGNMENT. Neither this order nor any interest herein may be assigned, in whole or in part, by Seller without the prior written consent of Buyer. Notwithstanding the above, Seller may assign any monies due or to become due to him hereunder, provided that such assignment shall not be binding upon Buyer until receipt of a copy of the assignment agreement is acknowledged and approved by Buyer in writing. SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order, including completed or substantially completed items or major components thereof, with Buyer's written consent. Nothing in this order shall be seen as prohibiting Seller's purchase of standard commercial articles, raw materials, or other supplies specified in this order if these are typically purchased by Seller in the normal course of business. TERMINATION. Buyer may terminate or suspend performance under this order in whole or in part from time to time by sending written notice to Seller. Upon receiving notice of such action by Buyer, Seller shall immediately comply with its terms and take all reasonable steps to avoid incurring any additional costs under this order. Buyer's sole liability to Seller shall be for items completed and delivered to Buyer in accordance with this order and for Seller's reasonable costs to the date of termination, such costs being solely attributable to this order and not being recoverable from other sources. INDEMNIFICATION. Seller agrees to indemnify, defend and hold Buyer, Buyer's employees, and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities for injuries or death of persons or damages to or destruction of property; (2) any other Loss caused by or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers or employees in the performance of this order; (3) any Loss caused by or resulting from the supplies purchased under this order, (4) any intended use of products or materials provided by Seller; (5) any defective products or materials provided by Seller, including without limitation the use or disposal of hazardous and/or toxic materials, such materials to include at 20130523CityCouncilPacket Page 156 of 172 ZWb1(0 minimum all materials recognized by the Environmental Protection Agency as hazardous; or (6) any breach by Seller of any express or implied warranties. If Seller's work hereunder involves operations by Seller's agents, subcontractors, suppliers or employees on Buyer's premises or any place where Buyer conducts operations, Seller shall take all necessary precautions to prevent the occurrence of any injury or damage to persons or property during the progress of such work. Further, Seller shall indemnify, defend and hold Buyer, Buyer's employees, and those for whom Buyer may act as agent harmless for any injuries occurring to Seller's agents, subcontractors, suppliers or employees and Seller shall maintain public liability, property damage and employee's liability and compensation insurance sufficient to protect Buyer from any claims under any applicable law, statute, or regulation. MODIFICATION; WAIVER. No waiver or modification of this order shall be effective unless in writing and signed by both of the parties hereto. Failure of either party to enforce its rights under this order shall not constitute a waiver of such rights or any other rights. ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their agreement and also as a complete and exclusive statement of the terms thereof, any prior or contemporaneous oral or written agreements as to the same subject matter notwithstanding. INVALIDITY. In the event that any provision of this order is declared invalid, illegal, or otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall be valid and shall be enforced to the fullest extent permitted by law. DRUG FREE WORKPLACE. By accepting this order, the Seller certifies that he shall provide a drug free workplace for his employees in accordance with the laws of the State of Georgia. SPECIFICATIONS, PROPOSALS, BID DOCUMENTS. The documents which form the basis for this order shall include the plans and specifications and proposal documents as attached hereto, together with any other documents so listed and enumerated, if any, and it is expressly understood that any special conditions listed and attached hereto are specifically made a part of this contract. APPLICABLE LAW. The provisions and performance of this purchase order shall be governed by the laws of the State of Georgia and applicable federal law. Seller agrees to bring any and all actions relating to this purchase order only in the state and federal courts located within Chatham County in the State of Georgia. APPROPRIATION. Notwithstanding, any other provision hereof , this agreement shall terminate at the end of each calendar year without liability or obligation on the part of the city in any calendar year where the City has not appropriated funds for the obligations hereunder for the next calendar year. 20130523CityCouncilPacket Page 157 of 172 i:.SA46 N n n m m C D 0 m 3 m 5 0 m CD * D 0 -o c n 0 m y). -a 7) CD * '7 U) 0 o D o 0 CD 0 a, F c o < o -0 o a, <CD o <, o < o v c m m O ° < `.. y - <cp (n <, 3 C C N 0 CD a 0 -a C N N ,n. 6 x n <-,, CD at a)W CD o a CD O ? O'06 co CD N 'oa N• �• ,<''00 �' N N 0 CD N 3 7.. 5' N.'p0 �. -°o ct 2 m m o v 7 CD o 3 CD m 7 CD 0 3 °' v, 3 m -0 a 0 CD 3 < _ N 0 0 ° O Cll N a O O N 6 N a 7 3 Cn Cn CD N O p CD G N O 0 s ° 7 CD 3 0 -o m p m o v m 0 c o CD m 0 �. 0, co °'ea T 0 co C7Q N a n. 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ATTENDEES: Paul Wolff, Angela Hudson, Diane Schleicher, Wanda Doyle, Joe Wilson, Torn Groover, Barry Brown, George Reese and John Giordano. Approve the minutes of the previous meetings—Paul Wolff called the meeting to order; asked for a motion to approve the minutes from 3.14.13 meeting. Barry Brown moved to approve; Tom Groover seconded. New Business: I. Review 4.2.13 EPD Letter Requesting for additional Reductions in Upper Floridan Aquifer, Red Zone, Coastal Georgia—Paul Wolff states, let me hit the highlights of the letter; they were pretty adamant about everybody doing this, regardless if we have a reliable alternative; we are tasked with doing everything we can to reduce water withdrawals, further; what they're looking for primarily is ideas to reduce the use of the Upper Floridian aquifer; for us to provide the costs associated with making additional reductions in our water system and the timeframe for putting them into effect. a. Proposed Draft Outline for Response from City of Tybee—Paul states that he recommends we say we will do our best not to increase our usage; I think we need to be working property management companies to help educate visitors on how to conserve water; also encourage or require vacation rentals to install low flow fixtures; Diane Schleicher states,what if we say the City Council could require short term rentals to install low flow fixtures, subject to legal restrictions. Old Business: I. Public Safety Building Update—Mayor Pro Tem Doyle—Wanda Doyle states that when we met with Greenline, they had made visitation to the Police Department; they have talked to different departments within the TIPD; checked about the number of staff; administrative, courts,judge, etc.; if they haven't visited the 911 system yet, they will be; they have communicated with the TIFD via email; they're moving things along; making some progress; we went to Richmond Hill and walked through their building; their Police Chief was very helpful; I think Greenline got a lot of information out of that, which helped them to move towards the design; everybody should have received a schedule; tonight on our agenda is the contract; we went through the contract at the called Public Safety Meeting on Monday; we only made one change, which had to do with the square footage of the Fire Bay; it was 420; we bumped it up to 520 because Skip Sasser didn't think the square footage was quite enough for the Fire Bay; the contract looks really good; the Public 20130523CityCouncilPacket Page 164 of 172 20130510/jrl Safety Committee recommends that we approve the contract; there's an addendum that you should have gotten via email; because we decided to go with the construction manager at risk, we felt like after talking to Greenline, Diane S. and everybody that we needed to let them help us with that, they will help write the qualifications; you should have received a sheet that has everything they're going to do; there's 39 hours that they are going to put into that; they are going to charge us, not to exceed $7000; so that is an addendum to the contract; II. Tiered Water Rate Review—Proposed High Consumption Change—Diane discusses the handout with the Water Tiered Rate Comparison (2012)with the Consumption Only Rate Change Proposal; discussed the revenue from the proposal rates on the handouts; these handouts are in Excel, so you can play with the numbers on the proposal side (the green)to see what the revenue will be with different scenarios; then maybe you can come up with a proposal; what we need to do is come up with a consumption amount that will hopefully change behavior patterns. Paul Wolff states that we all need to take it upon ourselves, between now and the next meeting, to play with that green side; and look at maybe jacking that 10-20,000 residential from $3.50 to $5.00; the next tier to $6.00. III.Update on Ally 3 Project—Drainage improvements scheduled for May 2013 —Joe Wilson states he has the LOP's from DNR; I'm doing improvements to existing structures so I don't have to do a permit; we'll go 90 days for public input; they're in the hands of them; I'm hoping to hear back from them any day now; I'd like to start on this in May but it depends of the LOP's. IV.Update on Jaycee Park Fields—Scheduled for May 2013 —Paul Wolff states this quote seems a little high; does it really have to be laser graded. Joe Wilson states, there's a lot of undulation out there, in and out; the biggest thing I need is irrigation and the laser grading to fill it in; we'll take care of the bags of seed, the straw and the Mil organite. Diane Schleicher asked if the irrigation is coming from a shallow well. Joe states, no, it's coming off of 2 inch line; George Reese states, I don't think that's going to happen; you don't allow anyone else to do it; are you going to bend the rules for the City. Paul asked about re-use water. George states it's too expense; it would cost me a fortune. Joe states, the problem you run into with the shallow well is, you never know when you're going to hit into the clay under that ground out there; Barry Brown states, I can't see putting in a$7000 sprinkler system into a ball diamond field, when your trying to cut back water usage from residents. Paul states, I wonder if we have to put in 3-4 shallow wells that would be a better long term solution, I think. George states, you can go down 100 ft., as long as you don't pull more than 100,000 gallons/day, then after that, it's permitted; I've already talked to the State. Joe states, if you don't want to put the irrigation in, I would like to get it laser leveled,just to fill in the holes; I will lay out the lines I have; I've ran it out there before; I can set it up, to where when you turn it on, we run one station at a time; we can keep water on there from what I've got, if that's what you guys want to do; I'm running off of City water right now. Paul asked if we can get in touch with Jim McClain that does 20130523CityCouncilPacket Page 165 of 172 20130510/jrl shallow wells; let's get him out here to look at it and to see what he thinks the possibility is for irrigating with shallow well water; then we can go forward with the whole thing. V. Update on Solomon Avenue Improvements between Byers and McKenzie— Submitting Cost in FY 14 DPW CIP Budget - $23,750 VI.Jones Avenue: a. RFP for Engineering Services—Rating will be on April 25, 2013 City Council Agenda for FY14 W& S Budget b. Paving Estimate Cost for FY14 DPW CIP Budget - $178,000 VII. New AMR System: a. RFP—Rating will be on the April 25, 2013 City Council Agenda for FY14 W& S Budget or for GEFA Loan—Paul Wolff states,between now and the next meeting,we go ahead and approve this loan for the AMR equipment; we see how we need to generate revenue, through the Water Department, to make the payments on that loan specifically; during the Budget Workshops,we look at doing the whole Jones Ave. project, (water lines) and coming right back and do the paving. VIII. TRAILS PROJECT: a. Project update - The Concept Report submitted by Thomas and Hutton to GDOT—John Giordano states that the concept report has moved out of Moreland Altobelli's hands; it is now circulating up in Atlanta for final signatures; it is up there to be approved; we do not foresee any issues at this point; we have gone ahead and started the environmental assessment studies; so we are working on the environmental process; yesterday, Diane Schleicher and I met with some residents from North Waves and Sandy Shores; they had some concerns about the project; they had the impression that it was going to be running through their neighborhood; Diane and I met with them and walked the sight, starting at Byers, up to where we cross off of Hwy 80, over to the actual rail bed; I think it was a good meeting; we answered a lot of questions; everyone seemed to have a good feeling about the project; I sent some minutes over to Diane, today. Diane states she will send the minutes out on the next Infrastructure Committee Meeting. IX.Update on Beach Rake & Tractor Replacement a. Submitting Budget Cost in FY 14 DPW CIP Budget b. Beach Rake - $54,000 c. Larger Tractor- $40,000 With no further business to discuss, Paul Wolff asked for a motion to adjourn; Tom Groover 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 05/08/2013 20130523CityCouncilPacket Page 166 of 172 20130510/jrl BETTER HOMETOWN BOARD OF DIRECTORS Meeting Minutes: February 20, 2013 Directors Present: Katie Addis, Bill Garbett, Vicki Hammons,Ted Lynch, Monty Parks, Kelly Partridge, Peggy Stone Directors Absent: Jim Glass,Amy Kagan,John Yarbrough Guest(s): N/A CALL TO ORDER Monty called the meeting to order at 6:06pm. BETTER HOMETOWN BOARD OF DIRECTORS MINUTES: JANUARY 16, 2013 Katie made a motion to approve the Better Hometown Board of Directors January 16, 2013 minutes. Vicki seconded the motion. Chantel confirmed Jim approved the minutes via email. The minutes were approved unanimously. WELCOME DIRECTORS APPOINTED FOR THE 2013—15 TERM Chantel confirmed at the February 14 City Council meeting Jim,John and Katie were re-appointed and Kelly Partridge with the Tybee Island Marine Science Center was appointed to serve on the Better Hometown Board of Directors. Monty welcomed Kelly to the Better Hometown Board of Directors. Kellie expressed her pleasure of being on the board and desire to be more involved. Her Executive Director is encouraging staff to be more involved with organizations on the Island. COMMITTEE REVIEWS Design Chantel reported that the Butler Avenue Sidewalk Improvement Project between 14th Street and Tybrisa Street went well. The signage the Board funded was a benefit and the progress pictures she posted throughout the project were helpful. Chantel confirmed that the commercial recycling compactor downtown is now in operation. Economic Restructuring Ted reported that the Financial Workshop in February went well. Tony O'Reilly with the SBAC, Alfie and he were able to share information with attendees about accounting,taxes and loan programs. Katie expressed that the information was helpful. Organization Chantel reviewed the 2012—13 budget for the BHT Program and asked Directors if any changes were recommended prior to her submitting the program's 2013-14 budget. Directors expressed that additional money for staging would help if possible. Bill commented that monies need to be well spent. Chantel reminded the Directors that the pre-season business meeting is February 27 at 6pm at the Guard House. She has forwarded topics she has received to the City Manager. The topics thus far deal with rental trash pickup, H/M taxes, and parking concerns. Peggy expressed interest in hearing from the Police Department regarding ticketing for speeders. 20130523CityCouncilPacket Page 167 of 172 20130510/jrl Directors reviewed the Tybee Island Information Providers program,which is starting again Memorial Day weekend. Kelly made a motion that community service hours be offered for residents that are college freshmen age and that they train with Jim. Peggy seconded the motion. The motion passed unanimously. Discussion among Directors ensued regarding having the Annual Community Visioning Workshop versus a Board Retreat/Work Planning Session. Attendance over the last three years has tapered off and more focus is needed specific to work plans for the corridor in accordance with the mission of the program. Vicki made a motion to have a retreat from 5:30pm—7pm in place of the May 15 Better Hometown Board of Directors meeting with a planning session to follow from 7pm—8pm. Ted seconded the motion. The motion passed unanimously. Chantel will contact a local facilitator that works with Main Street/BHT Communities to check her availability. Peggy offered to have Doc's cater. Directors will reach out to stakeholders to participate in the planning session from 7pm—8pm. Chantel reported that October weekends at Memorial Park are not available for Community Day. Directors requested Chantel reserve Memorial Park one weekend in mid to late September. Promotions Chantel reviewed the lineup for the 2013 Third Thursdays on Tybee series. The judges reviewed submissions February 14. There were sixteen submissions this year. The judges based their selection on originality, diversity, quality, experience, and first time performers. Following is the lineup: March—Ogeechee River Rounders,April—Cecilia Witt, May—Alice and Albert, September -Jamison Murphy, October—Roy Swindelle, November—Roger Moss and Eric Jones. Ted confirmed he is working with Wet Willies regarding sponsorship. Monty requested that Chantel resend the sponsorship package information to Directors. OTHER BUSINESS N/A ADJOURN The meeting adjourned at 7:14pm. 20130523CityCouncilPacket Page 168 of 172 20130510/jrl BETTER HOMETOWN BOARD OF DIRECTORS Meeting Minutes: March 20, 2013 Vision: To improve the quality of life for those that live, work and visit Tybee Island through a healthy business corridor and enhance the cultural experience while preserving the community's barrier island heritage. Directors Present: Katie Addis, Bill Garbett,Jim Glass, Vicki Hammons,Amy Kagan, Monty Parks, Kelly Partridge, Peggy Stone,John Yarbrough Directors Absent: Ted Lynch Guest(s): Sean and Wen McNally CALL TO ORDER Monty called the meeting to order at 6:05pm. BETTER HOMETOWN BOARD OF DIRECTORS MINUTES: FEBRUARY 20,2013 Amy made a motion to approve the Better Hometown Board of Directors February 20, 2013 minutes. Katie seconded the motion. The minutes were approved unanimously. COMMITTEE REVIEWS Design Chantel reported that a Savannah College of Art and Design graduate student has been in communication with the Historic Preservation Commission (HPC) Advisor, Cullen Chambers, regarding doing a template for Design Guidelines for the Design Committee and HPC to use. The guidelines would assist the committee/ program with having one concise document detailing such items as: historic background, economic benefits of historic preservation, historic fabric of downtown, and good design practices. Currently, Chantel works with businesses/property owners in the corridor that express interest in façade improvements by providing color samples and/or design elements applicable to downtown and/or conceptual drawings from Georgia Trust design partners. The guidelines would assist the HPC with a concise document detailing the above noted, as well as, good design practices for the island. Vicki commented that the guidelines should not be so restrictive to the point of Tybee losing its character. Chantel confirmed the guidelines would take into account the character of the island and be "Tybee-fied" accordingly. Bill reported that the HPC has proposed a text amendment to review building permits submitted for building 50 years of age or older in order to ensure the existing historic fabric/ character of Tybee remains intact. Years ago,there was an attempt to establish local historic districts, but it was denied. This may be a necessary option in light of recent activity on Tybrisa. Economic Restructuring Chantel reminded Directors of the ribbon cutting ceremony at Tybrisa at the Beach April 22 at 5:30pm. Tybrisa at the Beach is a timeshare condo property. Their association has invested heavily in making improvements to their property which has a positive impact on the downtown area. 20130523CityCouncilPacket Page 169 of 172 20130510/jrl Organization Chantel reviewed the Organization action plan item of having a presentation video for the Better Hometown Program. John and Peggy confirmed that the video project has been on the work plan for a couple of years. Chantel introduced Sean and Wen McNally with Island Photo and Video. She met with them a few weeks ago to discuss the video project outline. Sean expressed his willingness to do five videos because he understands the benefits of explaining the program visually and verbally while highlighting accomplishments of the program. The videos will consist of the following: a two to three minute overview of the program, a three- four minutes about the focus and accomplishments of the Design Committee, a three -four minutes about the focus and accomplishments of Economic Restructuring Committee, a three -four minutes about the focus and accomplishments of Organizational elements, and a three- four minutes about the focus and accomplishments of the Promotions Committee. These videos will be used to highlight why Tybee is a BHT and provide overall information about and highlight successes of the program. The committee vignettes will be used for people to better understand how and why the four points are used locally for economic development within the context of historic preservation. The videos will be posted on the BHT webpage, Channel 7, and distributed through BHT Social Media outlets. Monty expressed the need for City Council to be shown the videos. Bill agreed that now is the time. Sean expressed his enthusiasm to help "sell" the program to those that still do not understand or know about it. Directors reviewed the list of items for the videos. Chantel will email the list of items to Directors for comments. Sean explained to Directors that a project like this one would normally be costly, but upon talking with Chantel and because of their passion for Tybee,they are discounting the overall cost to $400. Any revisions/changes will need to be additional charges. Bill suggested capping the total at$500. John made a motion to do the Better Hometown Video Project as discussed and spend no more than $500. Katie seconded the motion. The motion passed unanimously, Chantel reported that the pre-season business meeting on February 27 was well attended. Main discussion topics were regarding trash containers, pressure washing and police presence. The Tybee Island Information Providers program begins Memorial Day weekend. Amy will forward the contact information of an individual from Savannah Law School that contacted her regarding volunteering at the Tybee Wine Festival. Chantel confirmed that the need for college aged and older adults was included in the Better Hometown article submitted for this month's Tybee Breeze. Directors reviewed September dates for Community Day in Memorial Park. Vicki made a motion to for BHT to host Tybee Community Day Sunday, September 29. John seconded the motion. The motion passed unanimously. All agreed that 1pm until 5pm will be the time of the event. Chantel reminded Directors of the Better Hometown Board of Directors Organizational Workshop/2013—14 Planning Session on April 17 from 5:30pm until 8:00pm. Peggy confirmed Doc's will provide refreshments. Directors were emailed the facilitator's (Peggy Jolley) bio information. Chantel asked that Directors confirm RSVPs they receive from stakeholders prior to April 15. 20130523CityCouncilPacket Page 170 of 172 20130510/jrl Promotions Third Thursdays on Tybee is tomorrow with the Ogeechee River Rounders beginning at 5:30pm. She has received highlights from a few businesses which she has posted on facebook and will announce tomorrow. Monty will post the signs in the morning. Chantel confirmed Ted has been in contact with Wet Willies, but she has not received any more information. NEWS FROM DIRECTORS Directors discussed weekend sales the weekend of St. Patrick's Day. Sunday was better than other days. OTHER BUSINESS N/A ADJOURN The meeting adjourned at 7:16pm. 20130523CityCouncilPacket Page 171 of 172 20130510/jrl TYBEE ISLAND HISTORIC PRESERVATION COMMISSION Minutes of the Meeting of March 18, 2013 Members Present: Sue Bentley; Monti Parks; Dottie Kluttz; Chantel Morton; Bill Garbett; Cullen Chambers. Members Absent: Necca Stoller; Lea Prestenbach. Meeting was called to order by Chairperson Bentley at 6:io pm. Motion to approve minutes from January 21st; February 22nd; and March 5th was made by Monti and seconded by Sue. All in favor. Cullen discussed issues with Diane Otto's recommendations to Planning Commission regarding HPC's recommendation for changes to Article 14 of the Land Development Code (such as using the County Office to verify dates of construction on Tybee buildings). Members discussed recommendations for presentation to Planning Commission. Meeting adjourned at 7:1o. Submitted by: Cullen Chambers Historic Preservation Advisor. 20130523CityCouncilPacket Page 172 of 172 20130510/jrl