3-14-19 Infrastructure Committee

INFRASTRUCTURE COMMITTEE MEETING NOTES CITY OF TYBEE ISLAND Burke Day Public Safety Building Conference Room 78 Van Horne March 14, 2019 5:30 pm Attendees: Barry Brown, Monty Parks, Shirley Sessions, Shawn Gillen, George Shaw, Stanley Bearden, John Giordano, Janis Hayden, Ruth McKay and Michael Coon with EOM Barry made a motion to approve the notes from the February 14, 2019 meeting. Shirley seconded. The notes were approved. Old Business: Updates on Projects: Backflow Preventers/ Storm Outfalls & Backflow Shawn stated there is really no update and we have to do some engineering. We have it in CIP to do some additional ones. Shawn stated that he and John Giordano (Thomas and Hutton) will sit down with George and Angela in a CIP meeting next week and get the plan outline for which ones are recommended to look at. Barry asked if we had started with engineering on these special ones. Shawn replied no because we haven’t budgeted for the engineering. He stated we will know more after we get together next week. Gym Roof Shawn stated that the Gym Roof is underway but uncertain of the completion date. He stated it should not be much longer. Storm Water Modeling at Bright Street/N. Campbell Shawn stated the project is designed and he and John met with Mr. Baker today. He stated the project is funded in CIP and we can move towards bid if the committee wants to make the recommendation to council. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.  Barry asked if this also included North Campbell. Shawn replied it does not. John advised the committee that they presented an exhibit and sent it over to Ricky with a proposed solution that did not include engineering. It was a solution to get the Infrastructure Committee’s take on whether or not they wanted to pursue the additional work. He stated that he can resend. Barry requested John to resend to Shawn. He stated that we need to get something going with North Campbell. Shawn stated they will meet next week and bring the recommended solution back to this committee. Marsh Hen Trail Grant Shawn advised the committee that the grant was denied. The grant was turned down by the previous City Manager and requested to be taken off of the TIP (transportation improvement plan) through the metropolitan planning organization. Shawn stated he was at the meeting and asked why and they said because it was requested. He stated we would have to get that “reprogrammed” The committee discussed. John stated that the reason the previous City Manager made the decision to not move forward with the TIP grant was because at that time it was for approximately $150k but it was going to require the city to readvertise and redo all of the special studies. They met with DOT along with the MPO (metropolitan planning organization) and tried to see if they would allow them to reuse all the special studies that had been completed for the TIP grant and they said no. All of that documentation was going to have to be duplicated and resent to Atlanta. The reason she made decision to not pursue it was due to the amount of additional cost to go in to the reengineering and redoing all of the special studies which would have cost approximately $100k. Monty stated that now there is somewhere around $1 million on the table. Shawn stated we asked $1.2 million. Monty stated he thinks we should back up and try again if the money is out there. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.  The committee discussed. Barry asked how much it would cost to reapply. Shawn stated they would find out what it takes to get back on TIP. Sewer Line Under House on 17th Street Terrace Stanley stated they are in the process of getting an RFP out. He has Southern Civil and BRW coming out tomorrow to look at it. Shawn stated they would get the bid specs together and it will go out for a formal bid and get underway. He stated parallel to that he is going to work with John and Chris with Thomas and Hutton to get the bid for the paving underway and then get going after the season on Old HWY 80 and all the other paving we are going to do including the milling of Lovell. Barry asked Stanley if he was getting the contractors out there to give a scope of work detail. Stanley replied yes and that he did not want to go across the lot, he wants to go around the road. They are going to see if they can do that without having to redraw everything. The committee discussed. Status of Bid on Water Lines on East Side of Butler Shawn stated there is no bid, we are doing it in house and it is underway. Stanley advised the committee of the status. He stated 8th Terrace is finished and they are working on 8th Place now. The committee discussed the progress being made. South End Showers Shawn stated that it is underway. He introduce Mike from EOM. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.  Mike stated that they are almost finished with the building on the south end. Well drillers are supposed to be here the beginning of next week. Showers are ordered and expected to be delivered within two weeks. He stated that they will start Monday (3/18) on the building south of 14th Street. The committee discussed. Dune Restoration Project Shawn referred to an email from Alan on the current status of the Dune Project:  The status remains Green. All 20,000 CY of sand have been placed and the dunes, as I'm sure you've seen, have been groomed. Williams pulled their equipment for the St Patrick's Day weekend.  I am meeting with them on Monday, 10am to review the project. They will repair the seaward toe of all crossovers from 19th to Tybrisa.  Once complete, DPW will replace the fabric and geogrid to support vehicular traffic so 19th will be opened to vehicles and pedestrians. Mobimat will be placed at 18th Street for the duration of the season pending beach re- nourishment. Approximately 25' of Mobimat will be placed at the seaward side of both 17th Street and Tybrisa, all pending beach re-nourishment this fall. This allows us to pull it up in the event of high tides.  We can expect deterioration of all crossovers following the Spring high tides the third week of March and April. We will repair any damage and maintain access at each crossover. We have budgeted for these repairs in the DCA grant budget. The comments we have seen on social media about "wasting" sand is unfounded.  We expect the crossovers to last through the Summer unless we get a major storm or significantly higher tides.  Seeds for hydro seeding are not available. We have 2,000 plugs of American Beach Grass ordered and expect delivery late April. I am working with Deb and Danny on a plan of installation. I am looking for more availability but summer is not a good time to plant. DPW will place wrack on the dunes to help hold sand in place until we can plant, probably early fall.  The dune construction is now estimated to be complete by Friday, March 22nd, a full two weeks earlier than our project plan. We benefited from fair weather and the availability of dump trucks. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.  Barry asked about wind affects. Shawn stated that Alan is working with the engineers on coming up with a way to deal with the wind affects. Shirley asked if there were any plans for putting signs up for people to stay off the sand especially with all of the activities coming up. Shawn replied that we have additional signage beachside for that dune area. We will have sand fencing up beachside the entire length of it. He stated it has been ordered. The higher chain link fencing is being put up on the landward side along strand and is estimated to be complete by March 25. The committee discussed additional signage. LMIG Paving Schedule Shawn advised that will be happening in the fall to correlate with the sewer project. He stated it can happen during the season but we have to see how long this bid will take and getting them mobilized. We will go ahead and bid out the paving and they will have to time that around paving Old Hwy 80. We want to have the sewer project complete before we pave, we want to get the paving done on Lovell before school starts if possible. Fencing/Landscaping Buffer at DPW – Planting Funding Shawn stated we need to put that in the budget for the coming year if the committee wants to do additional planting. He stated that he did not know if a large fence would be possible because of the in and out traffic. Barry recommended Cedar trees. The committee discussed tree options to use as a buffer. Shawn stated that he will get with Danny and figure out how many trees it will take. Shirley asked what type of herbicides are used. Shawn will find out and report back. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.  Traffic Study Update Shawn stated that he would like to take the information from Thomas and Hutton and hone that down to the more realistic options. He stated he would like to go and have another public meeting like we did before and get the public input and show how we have taken the list of concerns they had into the plan and come back with some short term and long term solutions. The committee discussed timing of any additional traffic studies. Shawn stated that with the Committee’s approval he will move forward in getting a meeting scheduled sometime in April to get some ideas to bring back to the committee for recommendations to council on how to proceed. The committee agreed. City Manager Comments Shawn advised the committee of the speed humps being placed at the curve of Meddin and Taylor and talking to the landowner about trimming back more. He stated he is going to talk with Danny about getting a schedule for trimming back trees away from stop signs. Monty made a motion to adjourn. Shirley seconded. The meeting was adjourned. A quorum of city council members may be present which would constitute a meeting. Individuals with disabilities who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities are required to contact Jan LeViner at 912-472-5080 promptly to allow the City to make reasonable accommodations for those persons.