HomeMy WebLinkAbout04082015 Agenda Packet
SEBASTIAN CITY COUNCIL
AGENDA
REGULAR MEETING
WEDNESDAY, APRIL 8, 2015 - 6:30 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
ALL AGENDA ITEMS MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK
1225 MAIN STREET, SEBASTIAN, FLORIDA OR ON THE CITY WEBSITE
Procedures for Public Input are on Back of Agenda
1. CALL TO ORDER
2. INVOCATION – Pastor Norm Holm, Calvary Chapel Melbourne-Sebastian Campus
3. PLEDGE OF ALLEGIANCE – Led by Council Member McPartlan
4. ROLL CALL
5. AGENDA MODIFICATIONS
Modifications and additions require unanimous vote of City Council members
6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS
Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Staff.
No public input or action under this heading.
15.069 A. Proclamation – Guardian Ad-Litem Month - Accepted by H.L. “Vern” Melvin, Circuit
5 Director, 19th Circuit Guardian ad Litem Program
15.070 B. Proclamation – Child Abuse and Neglect Awareness and Prevention Month – April –
6 Accepted by Kathleen Cain, Executive Director of the Healthy Start Coalition -
Robyn Hjalmbey, Vice President, Giving Kidz A Chance - Nancy Gollnick,
representing the Five Exchange Clubs Elizabeth Swann, Whole Child – Beth Dingee,
Healthy Families - Boys & Girls Clubs of Indian River County, CASTLE, Tobacco
Free Partnership, and Childcare Resources
15.049 C. Proclamation – American Cancer Society North Indian River County Relay for Life
7 Event in Riverview Park – April 25, 2015 – 11 am to 11 pm – Accepted by Doy
Demsick, American Cancer Society
15.071 D. Proclamation – Mayors’ Day of Recognition for National Service – April 7, 2015 –
8 Accepted by Julie Boswell, Americorp Volunteer at Pelican Island Elementary
15.072 E. Proclamation – National Volunteer Week – April 12 -18, 2015 – Accepted by City of
9 Sebastian Police and Administrative Volunteers
15.073 F. Proclamation – National Public Safety Telecommunicators’ Week – April 12 -18,
10 2015 – Accepted by Sebastian Police Department Dispatchers
15.074 G. Presentation by Himanshu Mehta, Indian River County Solid Waste Disposal District
15.075 H. Presentation by Alexis Thomas, Indian River County Environmental Specialist – New
Fertilizer Ordinances and Compliance
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I. Brief Announcements
4/10/15 – Chamber Concert in Riverview Park – SRHS Jazz Ensemble and Steel Drum Band – 5:30 pm
to 8 pm
4/11/15 – Sebastian River Art Club in Riverview Park – 10 am to 4 pm
4/18/15 - Earth Day in Riverview Park Sponsored by Natural Resources Board - Community Paper
Shredding and Electronic Destruction Day in Riverview Park Parking Lot and Community Cleanup in
Barber Street Sports Complex and Schumann Park - 9 am to Noon all locations
4/25/15 – Relay for Life in Riverview Park – 11 am to 11 pm
7. CONSENT AGENDA
All items on the consent agenda are considered routine and will be enacted by one motion. There will be no
separate discussion of consent agenda items unless a member City Council so requests; in which event, the
item will be removed and acted upon separately. If a member of the public wishes to provide input on a consent
agenda item, he/she should request a Council Member to remove the item for discussion prior to start of the
meeting or by raising his/her hand to be recognized.
11-22 A. Approval of Minutes – March 25, 2015 Regular Meeting
15.076 B. Approve Craft Club Annual Shows 2015-2016 and Reduce Fees by 50% - 10/3/15,
23-27 11/14/15, 12/5/15, 12/6/15, 1/2/16, 2/6/16, 3/5/16, 3/6/16, 4/2/16, 5/7/16 with
raindates – 10 am to 3 pm (Transmittal, Permit Application)
15.040 C. Approve Resolution No. R-15-08 – FIND Waterway Assistance Grant Application for
28-53 Phase 2A Working Waterfront (Transmittal, Application, Site Plan, R-15-08)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, INDIAN RIVER
COUNTY, SUPPORTING THE CITY’S FIND GRANT APPLICATION SEEKING FUNDS TO
CONSTRUCT PHASE 2A OF THE WORKING WATERFRONT PROJECT AT FISHERMAN’S
LANDING SEBASTIAN, PROVIDING FOR SEVERABILITY; PROVIDING FOR CONFLICT; AND
PROVIDING FOR AN EFFECTIVE DATE.
15.064 D. Approve Change Order #1 to Timothy Rose Contract for Fleming Street
54-55 Reconstruction to Add Main Street Paving Between Fleming Street and South
Wimbrow Drive in the Amount of $82,966.40 (Transmittal, Quote)
15.077 E. Approved Purchase of Three Servers for MIS from Dell, Inc. Under Florida
56-104 Department of Management Services Contract # 250-WSCA-10-ACS in the Amount
of $34,949.43 from DST Funds (Transmittal, Dell Quote)
15.078 F. Award Bid/Contract for Drainage Ditch Cleaning to Florida Site Contracting in the
105-160 Amount of $182,044 and Authorize City Manager to Execute Contract (Transmittal,
Bid Summary List and Contract)
15.079 G. Purchase of Special Response Team Equipment with Law Enforcement Trust Fund
161-169 (forfeiture account) in the Amount of $12,087.16 in Accordance with FS 932.7055
(Transmittal, FS Sec. 932.7055, Quotes)
15.080 H. Approve Alcoholic Beverage for Wedding Anniversary Party at Yacht Club April 19,
170-172 2015 – 1 pm to 5 pm – Permittee DOB Verified (Transmittal, Rental Permit
Application, Receipt)
8. COMMITTEE REPORTS & APPOINTMENTS
City committee reports and Council Member regional committee reports. No public input or action except for City
committee member nominations and appointments under this heading.
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9. PUBLIC HEARING (Quasi-Judicial)
Quasi-Judicial Public Hearing Procedures:
• Mayor opens hearing
• Attorney reads ordinance or resolution or title
• City Council Members disclose ex-parte communication
• City Clerk swears in all who intend to provide testimony
• Applicant or applicant’s agent makes presentation
• Staff presents findings and analysis
• Council asks questions of the applicant and staff
• Mayor opens the floor for anyone in favor of the request (anyone presenting factual information
• shall be sworn but anyone merely advocating approval need not be sworn in)
• Mayor opens the floor for anyone opposing the request
• Applicant provided opportunity to respond to issues raised by staff or public
• Staff provided opportunity to summarize request
• City Council deliberation and questions
• Mayor calls for a motion
• City Council Action
15.058 A. Second Reading & Public Hearing for Ordinance No. O-15-05 – PUD-R Conceptual
173-212 Rezoning Sandcrest (Transmittal, Staff Reports, PZ Minutes, Applications, Additional
Renderings from Applicant)
AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, REZONING APPROXIMATELY 13.01
ACRES LOCATED SOUTHWEST OF THE INTERSECTION OF MAIN STREET POWERLINE ROAD
FROM RESIDENTIAL MEDIUM DENSITY (RM-8) AND SINGLE FAMILY RESIDENTIAL (RS-10) TO
PLANNED UNITY DEVELOPMENT RESIDENTIAL (PUD-R), IN ACCORDANCE WITH A
CONCEPTUAL DEVELOPMENT PLAN KNOWN AS SANDCREST SUBDIVISION; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR AN EFFECTIVE DATE.
10. UNFINISHED BUSINESS
15.081 A. Consider Response to City Manager Letter to Ed Dodd, PZ Chairman (Transmittal,
213-215 Letters)
11. PUBLIC INPUT
New information or requests to city council not otherwise on the prepared agenda
12. NEW BUSINESS
13. CITY ATTORNEY MATTERS
14. CITY MANAGER MATTERS
15. CITY CLERK MATTERS
16. CITY COUNCIL MATTERS
A. Council Member McPartlan
B. Mayor Gillmor
C. Vice Mayor Adams
D. Council Member Coy
E. Council Member Hill
17. ADJOURN (All meetings shall adjourn at 10:00 p.m. unless extended for up to one half hour by a majority
vote of City Council)
HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT
MEETINGS.
All City Council Meetings are Aired Live on Comcast Channel 25.
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ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED
AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A
VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND
EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (F.S.286.0105)
IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL
ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY’S ADA COORDINATOR AT 589-5330 AT
LEAST 48 HOURS IN ADVANCE OF THIS MEETING.
Future Council Meeting Dates:
4/15/15 City Council/City Committees Workshop/Seminar – 6 pm
4/22/15 Regular City Council Meeting
5/13/15 Regular City Council Meeting
5/27/15 Regular City Council Meeting
PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION R-13-18
Regular City Council Meetings
Public input is ALLOWED under the headings:
Consent Agenda
Public Hearings
Unfinished Business
New Business
Public Input
Public input is NOT ALLOWED under the headings:
Proclamations, Awards, Brief Announcements (except for individuals giving or accepting
proclamations or awards);
Committee Reports and Appointments (except for committee members giving reports and
applicants being interviewed for committee appointments);
City Council Matters
Charter Officer Matters
Council may, by majority vote, call upon an individual to provide input if desired.
Workshops and Special Meetings.
Public input is limited to the item on the agenda
Time Limit
Input on agenda items where public input is permitted on agendas is FIVE MINUTES; however, City
Council may extend or terminate an individual’s time by majority vote of Council members present.
Input Directed to Chair
Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL DELIBERATION of
the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR, unless answering a question of
a member of City Council or City staff. Individuals shall not address City Council after commencement of
City Council deliberation on an agenda item after public input has concluded, provided, however, the
Mayor and members of City Council may recall an individual to provide additional information or to answer
questions.
Certain Remarks Prohibited
Personal, impertinent, and slanderous remarks, political campaigning and applauding are not permitted
and may result in expulsion from the meeting. The Chair shall make determinations on such remarks,
subject to the repeal provisions below.
Appealing Decisions of Chair
Any member of Council may appeal the decision of the Chair to the entire Council. A majority vote of City
Council shall overrule any decision of the Chair.
Public Input Heading on Agenda
The heading on Regular Meeting agendas “Public Input” provides an opportunity for individuals to bring
NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED
AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are
asked to provide copies of material for Council one week prior to the meeting if they intend to refer to
specific material. City Council will not debate an issue during Public Input but may by consensus direct a
Charter Officer in regard to the item if necessary or place a requested item on a future agenda.
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SEBASTIAN CITY COUNCIL
MINUTES
REGULAR MEETING
WEDNESDAY, MARCH 25, 2015 - 6:30 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
1. Mayor Gillmor called the City Council meeting to order at 6:30 p.m.
2. Invocation was given by Pastor Jeff Woods, Presbyterian Church.
3. The Pledge of Allegiance was led by Council Member McPartlan.
4. ROLL CALL
City Council Present:
Mayor Richard Gillmor
Vice Mayor Jerome Adams
Council Member Andrea Coy
Council Member Bob McPartlan
City Council Absent:
Council Member Jim Hill (excused)
City Staff Present:
City Manager, Joe Griffin
City Attorney, Robert Ginsburg
City Clerk, Sally Maio
Administrative Services Director, Ken Killgore
Golf Course Manager, Greg Gardner
Deputy Police Chief, Greg Witt
E-Records & Information Manager, Barbara Brooke-Reese
5. AGENDA MODIFICATIONS
Modifications and additions require unanimous vote of City Council members
None.
6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS
15.060 A. Proclamation – Children’s Week April 12-17, 2015 – Accepted by Jacki Johnson,
Executive Director and John Locke, Board Member, Early Learning Coalition of
Indian River, Martin and Okeechobee Counties
Mayor Gillmor read and presented the proclamation. Ms. Johnson discussed Children’s
Week activities, presented Council with a banner created by pre-school children, and said
one is going to Tallahassee. John Locke thanked Council, said all help is greatly
appreciated and that children will be our future leaders.
15.061 B. Proclamation – Lauren’s Walk 2015 –Walk to Raise Awareness of Child Abuse
Mayor Gillmor read the proclamation, announced that Lauren Book will be walking through
Indian River County on April 3, and people are welcome to come out and walk with them as
they arrive in Riverview Park at approximately 12:30 pm.
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15.062 C. Rehman, Robson – City Auditors - Presentation of Fiscal Year 2014 Comprehensive
Annual Financial Report (CAFR) and Annual City Audit (Administrative Services
Transmittal, RR Letter, CAFR Under Separate Cover)
Ross Cotherman, Rehman, Robson, formally presented the CAFR which wraps up the fiscal
year 2014 audit, which, he said, exceeds the governmental reporting standards minimal
required general purpose statement. He also noted that the City of Sebastian has submitted
for and received, through the Florida Government Finance Officers Association a certificate
of excellence in financial reporting and will most likely do so again for this report, and said
this shows that the commitment of the City of Sebastian, by doing extra steps, ensures that
the financial statements are prepared at the highest level. Mr. Cotherman gave a brief
overview of the document and offered to meet individually with any member of Council if
there are specific questions. He cited specific sections of the report: the audit report on
pages 13-15 including their clean unmodified opinion of the City’s financial statements; a
financial conditions summary and highlights on page 18; City financial statements starting
on page 31; on page 74 an enhanced financial disclosure of pension and health plan offered
to retirees which is a new accounting standard requirement; additional reports on internal
controls and compliance on page 107, noting there is nothing they need to report that was
significant weaknesses or deficiencies; and on page 119 is statistical trend 5 and 10 year
history which is a nice summary of information, and includes a post communication letter as
a separate correspondence and states there were no disagreements and nothing of
significance to report. He noted an attachment, page Attachment A1, a comment made in
regard to internal controls to remind Council to be mindful that the City has a small finance
department and make sure they continue to do all they can to segregate duties, which they
are aware of, and noting that Council has responsibility of oversight of management and
review of financial information. He said no problems were found and that policies and
procedures in place are performing adequately and there is nothing that causes alarm. He
thanked the department and said they always look at the tone at the top, and the Finance
Department and City Manager are making sure things are done appropriately.
D. Brief Announcements
3/27/15 – Sebastian River Area Chamber of Commerce Concert in Riverview Park –
Cheyenne Band – 5:30 pm to 8 pm
4/4/15 – Easter Egg Hunt in Riverview Park East – 10 am
4/4/15 – Craft Club Show in Riverview Park – 10 am to 3 pm
Mayor Gillmor announced the activities listed above, and the Rotary Golf Tournament at
Sebastian Municipal Golf Course on Saturday.
Ms. Coy announced the Earth Day/Recycling event on April 18th at Riverview Park for paper
shredding, electronics and household goods for Sebastian residents. There will also be two
other sites for household good pickup at Barber Street Sports Complex and Schumann
Park.
7. CONSENT AGENDA
18-27 A. Approval of Minutes – March 11, 2015 Regular Meeting
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15.063 B. Approve Contract with Advanced Roofing in the Amount of $52,111.50 Based on
28-81 Piggy Back Price from Orange County Contract No. Y12-149 and Authorize City
Manager to Execute (Transmittal, Advanced Letter & Bid, Orange BCC Contract,
Agreement, Orlando Bid Package On File)
15.064 C. Award Bid for Fleming Street Construction to Timothy Rose Contracting in the
82-131 Amount of $322,023 and Authorize City Manager to Execute the Contract and
Appropriate/Transfer Funds from Delayed Tulip Project in the Amount of $127,023
(Transmittal, Bid Tabulation, Timothy Rose Bid, Construction Services Contract)
15.065 D. Approve Second Amendment to Lease Agreement Between Sebastian Aero
132-159 Services and City of Sebastian to Assign Airport West “Tie-Downs” for Ten Years
(Transmittal, 2/23/11 Transmittal, 1st Amendment and 2nd Amendment to Lease)
15.066 E. Authorize Mayor to Execute Sovereign Submerged Lands Lease Renewal – BOT
160-173 File No. 310343953 – Sebastian Municipal Yacht Club (Transmittal, Lease)
MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve the consent agenda.
Roll Call: Ayes: Gillmor, Adams, Coy, McPartlan Nays: None Absent: Hill Passed: 4-0
8. COMMITTEE REPORTS & APPOINTMENTS
City committee reports and Council Member regional committee reports. No public input or action except for City
committee member nominations and appointments under this heading.
Mr. Adams reported on his attendance at the Florida League of Cities sponsored Legislative
Action Day on March 17th in Tallahassee, said there was a small delegation from our area
but he was the only one from Indian River County, did not get to meet personally with any of
our legislators but did attend a meeting with Florida Legislators who assured them that they
will try not to burden local government with new legislation. Mr. Adams also announced he
met with the Treasure Coast Regional League of Cities Executive Director and accepted her
request to become a member of their Advocacy Team, which will meet to go over pending
bills that may adversely affect cities; reported that a bill introduced by Senator Simpson to
do away with regional planning councils had been revised to reduce the number of planning
councils from eleven to ten, noting that Representative Mayfield had introduced a mirror bill
to his original bill and Treasure Coast Council Regional Planning Council will support
Senator Simpson’s revised bill and request that Representative Mayfield amend her bill.
Mayor Gillmor reported that Treasure Coast Regional League of Cities met last Monday and
passed a resolution to support membership on the Indian River Lagoon Council for Indian
River municipalities which is in this meeting packet. He asked if Vice Mayor Adams would
take the resolution to TCCLG, and Mr. Adams responded he would send it to the Chair for
next Wednesday’s meeting to see if there is interest.
Ms. Coy reported on attendance at the Friends of the St. Sebastian River meeting at the
North County Library where IRC Environmental Specialist Alexis Thomas spoke on the
County’s new fertilizer code, and provided a list of compliant fertilizers available in local
stores. Ms. Coy suggested inviting Ms. Thomas to do a ten minute presentation to City
Council. Mayor Gillmor suggested we could post the list of fertilizers on Ch 25 and Ms. Coy
said we would have to obtain her permission. She asked the City Manager if we can get
some copies of the list and fertilizer bumper stickers to put in the lobby.
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9. PUBLIC HEARINGS (Legislative)
Procedures for legislative public hearings:
Mayor opens hearing
Attorney reads ordinance or resolution
Staff presentation
Public input (Anyone wishing to speak is asked to raise hand and when called, go to the podium and state
name for the record)
Staff summation
Mayor closes hearing
Council deliberation and action
15.053 A. Second Reading and Public Hearing of Ordinance No. O-15-04 – Repealing Sec. 74-
174-176 33 - Establishing Golf Course Rates (Transmittal, O-15-04)
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, REPEALING
SECTION 74-33 ARTICLE II OF THE CODE OF ORDINANCES PERTAINING TO MUNICIPAL GOLF
COURSE RATES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE. (1st Reading 2/25/15, Legal Ad 3/11/15)
The City Attorney read Ordinance No. O-15-4 by title.
The City Manager said this is the second reading of the ordinance, and if adopted, would
remove the requirement for Council to adopt a resolution to set rates for the Golf Course,
and instead have rates set by the Golf Course Director with approval of the City Manager.
He recommend approval.
Mayor Gillmor opened the hearing at 7:00 p.m. No one requested to give input, so the
hearing was closed.
Mayor Gillmor said he would defer to the Golf Course Director for his input, but stated this is
a more efficient way of setting rates in a competitive market.
The Golf Course Director said he agreed and that it becomes a price war during the summer
and rates are very competitive. He said he will monitor rates and check on our immediate
competition to the north and south and try to stay competitive.
MOTION by Ms. Coy and SECOND by Mr. McPartlan to adopt Ordinance No. O-15-14
repealing Section 74-33 establishing golf course rates.
Roll Call: Ayes: Adams, Coy, McPartlan, Gillmor Nays: None Absent: Hill Passed: 4-0
10. UNFINISHED BUSINESS
None.
11. PUBLIC INPUT
New information or requests to city council not otherwise on the prepared agenda
Andrea Ring, 407 Quarry Lane, Sebastian, said she has had problems with Waste
Management in that at least five times they forgot to pick up her trash on Tuesday, and she
calls and it gets better for a while then happens again. She said when they do pick it up yard
waste it goes into a big trash truck with yard waste and goes to the landfill.
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Ms. Coy and Mayor Gillmor explained to Ms. Ring that large trash trucks pick up yard waste.
Ms. Ring said again they are taking it to the landfill. Mayor Gillmor said the only way she can
truthfully say that is if she follows the truck to the landfill. Ms. Ring said she sees them take
yard waste on Wednesday and if they don’t finish their regular trash pickup they pick it up on
Wednesday and put it in the same truck. Ms. Coy said she should meet with the City
Manager.
Mayor Gillmor said he delivered meals on wheels and a woman complained her 65 gallon
bin was too large, called Mr. Griffin and he called Waste Management and they delivered a
new can right away.
12. NEW BUSINESS
15.067 A. Accept Community Redevelopment Agency (CRA) Annual Report of Activities for FY
177-192 2014 as Required by FS and Announce Availability of Document to Public (Finance
Director Transmittal, Annual CRA Report)
The City Manager noted that acceptance of the CRA report now has to be announced by the
Clerk’s office (by legal ad 3/26/15 in TCPalm).
MOTION by Mr. Adams and SECOND by Mr. McPartlan to accept the report.
Roll Call: Ayes: Coy, McPartlan, Gillmor, Adams Nays: None Absent: Hill Passed: 4-0
15.041 B. Consider Draft IRC Lagoon Coalition Interlocal Agreement Between the Cities of
193-224 Fellsmere, Vero Beach, Indian River Shores and Sebastian for Representation on
the Indian River Lagoon Council (Transmittal, Mayor Letter to Commissioner
Fielding, IRC Lagoon Coalition Interlocal Agreement)
The City Manager said for the past couple of meetings City Council has discussed the
establishment of a council comprised of the cities within Indian River County to seek a seat
on the Indian River Lagoon Council, after the County Commission voted not to sit on the
Council. He said he had provided to them tonight a draft agreement to review and tell him
what they like and don’t like. He said he will then get with the other City Managers to finalize
it and bring back in final form.
MOTION by Ms. Coy to approve the substantive content. Mayor Gillmor agreed and said he
thought the bulk and body of it was good. Mr. Adams said he agreed. Mr. McPartlan said he
was fine with it and SECONDED the motion.
The City Attorney advised that one revision will be that it will be an interlocal agreement not
under FS 163.01 but rather under 163.02 and said the motion should be to accept it in
substantially the form presented. Ms. Coy modified her motion.
Roll Call: Ayes: McPartlan, Gillmor, Adams, Coy Nays: None Absent: Hill Passed: 4-0
15.053 C. Resolution No. R-15-07 – Contingent Upon Adoption of O-15-04 - Repeal Golf
225-232 Course Rates Resolution R-12-04 (Transmittal, R-15-07, R-12-04)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, REPEALING
RESOLUTION R-12-04 PERTAINING TO RATES AND FEES AT THE SEBASTIAN MUNICIPAL GOLF
COURSE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
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The City Manager said now that Council had adopted the ordinance which repeals the
process of setting golf course rates by resolution, they are asked to repeal the current rate
resolution R-15-07.
MOTION by Mr. McPartlan and SECOND by Mr. Adams to approve Resolution No. R-15-07.
The City Attorney read the Resolution by title.
Roll Call: Ayes: Gillmor, Adams, Coy, McPartlan Nays: None Absent: Hill Passed: 4-0
15.068 D. City Clerk Request for Council Input on Certain Audio-Visual FY 2016 CIP and
233-243 Staffing Issues (Transmittal)
1) Acoustical Treatments for Improved Council Chambers Sound
The City Clerk said a tech with Vero Home Audio met with Ms. Brooke-Reese and
determined that the audio problem in the room is the north curved wall but would contact a
sound engineer to meet with us to make a final determination and suggest a solution which
could be a wall covering. She noted that Mr. McPartlan had mentioned a city seal on the back
wall and perhaps that could be incorporated into the sound solution. She said it is time to fix
the problem and asked for Council comments on what it would be willing to spend to fix it and
whether it was a priority to them.
Mayor Gillmor said he and his wife visit the County jail once per month, and in the room they
use there is a high ceiling, all concrete and steel and has an echo, and it was cured by using
foam panels on each side wall which canceled out the reverberation, and perhaps mounting
some of those on this wall may cure it. He said another church in Miami used a foam called
T7 or T10 sprayed on a wall, is inexpensive but it may not look great. He said getting an
acoustic engineer in here is the way to go.
Ms. Brooke-Reese said it could be something as simple as getting panels up on that wall or
placing them in other strategic locations.
Mayor Gillmor said it definitely must be done.
Ms. Coy said she agreed and without a speaker set up by Ms. Brooke-Reese she would not
be able to hear in the room. She said it is a very high priority for her and asked Council to
make it a big priority. She said she would like to see a big seal, noting Curt Oxford had given
a proposal at one time for a big wood seal. Mayor Gillmor said that would be great.
Mr. Adams asked about the idea of moving the speakers down, and the City Clerk said it
was the ceiling speakers and would involve time and when we can get the equipment in to
get up to the ceiling. Ms. Brooke-Reese said this is a priority and there is a plan to separate
speakers in the ceiling for better control without risk of feedback, and when we can get the
time and equipment in the room to be able to do this it will be done.
Ms. Coy reiterated high priority. The City Clerk said we will include in the CIP and try to get a
good price.
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2) ATT U-Verse Connection to Channel 25 Productions
The City Clerk’s office said this has been in the CIP before, was moved up and is scheduled
to be in the CIP again, said recent discussions between Ms. Brooke-Reese and ATT have
resulted in a cost of approximately $10K. She asked for Council input on whether they are
being asked by their constituents for ATT U-Verse connection to City broadcasts, and if the
connection is a priority to them, and if so, would pursue it.
Mr. Adams said he had no one approach him, that $10K seemed high and asked if this was
the initial output or if it included maintenance. Ms. Brooke-Reese said this is a CISCO
device, which is the only one ATT supports and knowingly has knowledge of, you have to
buy directly from CISCO, it has one year full support and then an annual maintenance cost
of $870. She said the only other way to get your hands on the device is to go through e-bay
and then you forego software and support. She said e-bay is half price but she prefers not to
run it without support. Mr. Adams said again he had no requests for UVerse, we already run
on Channel 25 and UStream and suggested we wait another year to see what happens.
Ms. Coy said she would be disappointed if we keep putting it off, has had people contact her
and she has ATT. It was confirmed to her that Comcast has no cost, and UStream costs $99
per month to remove advertising. Ms. Coy said it would be interesting to see the difference
in Comcast and ATT use, because ATT use has increased because of cost. She said she is
amazed at how many people watch on Comcast and would be in favor of the investment.
Mayor Gillmor asked what St. Lucie County does. Mr. Adams said they use just the cable
company.
Mr. Adams said he is not opposed to $870 for maintenance but the $10K seems high.
Mayor Gillmor said he was quoted $5,000, and the Clerk said it was and is still listed in the
CIP for $4995, but that is through e-bay and without any support. He asked about the
designated T1 line, and Ms. Brooke-Reese said once the AV and MIS Divisions separated,
AV picked up an internet connection which is sufficient according to ATT and we have
enough to be able to stream to them.
Ms. Coy said there are two government channels on ATT UVerse right now and it may be a
school board and another. Ms. Brooke-Reese said St. Lucie County has a very expensive
piece of equipment that we do not have that allows them to get a signal out to ATT.
Mayor Gillmor asked if we do digital, and Ms. Brooke-Reese said we are completely analog
in the back and convert through an encoder to stream. The City Clerk said most of the
system goes back to 2004 and it is in a future CIP to go completely digital. Mayor Gillmor
asked if we go digital, would we need this equipment and Ms. Brooke-Reese said we would
need a way to send out the encoded stream to ATT.
The City Clerk said we can give Council a comprehensive list of what is needed and the
costs, and asked again does Council want an ATT connection.
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Mayor Gillmor said it sounds to him that on one hand it is more expensive and on the other
hand it is less, because if we needed a T1 line before it would cost us $500 per month
forever and now what, and Ms. Brooke-Reese said we don’t need that anymore because we
have our own internet line now, and now the initial cost is $10K and $870 per year
maintenance.
Ms. Coy said she is curious how many customers we are dealing with.
Mayor Gillmor asked if ATT would supply us with the equipment and Ms. Brooke-Reese said
even asking the County to combine with us to ask them to provide equipment about two
years ago, they said no. Mayor Gillmor said they should help us out on that and maybe we
can lobby the new ATT representative.
The City Clerk said she is hearing we want to move forward to connect.
Mr. McPartlan asked what the cost benefit is, and do we get a franchise fee. He said he has
had a couple of people who have UVerse and cannot watch so come down here to the
meetings. He asked if we buy this equipment now, then switch over to digital down the road,
does this carry us over or will there be an additional cost two years from now. Ms. Brooke-
Reese said we should be able to adapt whatever we buy without any issues.
Mayor Gillmor said he is hearing consensus of Council that we will cautiously move forward.
Ms. Coy suggested we invite ATT to come here. Mayor Gillmor agreed.
The City Manager said there is a communications tax that is a pass through that customers
pay, that about ten years ago all franchise fees were done away with.
Mayor Gillmor again said he would ask them for help.
3) Social Media – Facebook, Twitter, Etc.
The City Clerk said there is a department that uses FB and one wants to use it, and asked
Council if they are ready for social media. She said it has risks and if we do start, we need to
have archiving software and support to retain records, and will need a social media policy in
place.
Mr. Adams said there is no way around it with younger people and the methods they use to
communicate and we need to be able to track and capture all of that, and capture texts if we
use that, noting there is software out there like Archive Social.
The City Manager said he worries about public records law, and misuse but if there are
safeguards we can put in place, and if it is the consensus of Council, we will do it.
Ms. Coy said maybe we can walk into this slowly and watch what is happening elsewhere,
would not be adverse to FB as long as it is one-way, no conversation, no comments,
because we don’t have the personnel to deal with it. Ms. Brooke-Reese said it is her plan to
set up FB with one way communication and use Archive Social to archive for us if we move
forward.
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The City Clerk said we do not allow texting on our city cell phones at this point. Ms. Brooke-
Reese said MIS would be the division that would deal with texting. The City Clerk said let’s
take baby steps and start with Facebook. Ms. Coy agreed and said we need education for
the public to understand the legalities of social media.
The City Clerk said we will get started, she would get with the City Attorney and bring back a
social media policy that will protect us.
4) Public Emails – Removal from Outlook to Barracuda Archive Software
The City Clerk said MIS is waiting for us to move our public emails out of Outlook to enable
them to do some upgrades that they cannot do until they are moved, that AV will purchase
Barracuda software to manage and retain public emails which have become the primary
source of communication and need to be managed better.
Ms. Brooke-Reese said the cost will be $1800 per year.
5) Live Broadcasts of all City Committee Meetings and Other CH Programming
Ideas
The City Clerk said we have a lot of committees, there is a lot of broadcast time and that the
governments to our south have their meetings during the day which makes it easier for staff
because they are here, and since we have primarily night meetings it creates strain on staff
and staff will need to be enhanced. She said she will be gone by February and wanted to be
sure that the City Clerk staff has the tools and people they need to do the job, and said
again, we need staff. She said there are currently only two staff doing City Clerk functions
and now we have AV and Ms. Brooke-Reese spends many hours, watches on weekends
and the City is lucky to have her, but she needs an assistant who can learn what she does
so they can troubleshoot when she is not here.
6) New Server for AV
The City Clerk said they split up MIS and AV in an effort to isolate AV and protect access to
MIS, but we need a new AV server and it is an absolute need.
Ms. Coy asked what version of Microsoft we are running. Ms. Brooke-Reese said Office is
2010 but the Exchange Server, which controls all emails is 2007 and we are stuck there
because of what Microsoft did to public folders and will no longer support them.
The City Clerk thanked them for their time.
Mr. Adams asked if there was the possibility that certain committees may be able to have
their meetings during daytime hours. The City Clerk said it is hard to say because everyone
has gotten so used to night meetings in Sebastian for many years, and we checked with
Vero and the County, their meetings are during the day, but our working people in Sebastian
appreciate the night meetings, and did not know what would be acceptable to the people in
Sebastian who are on committees.
Ms. Coy said it would limit it us to retirees.
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Mr. Adams asked if our committees are mostly retired people. The City Clerk said our
Veterans Advisory Committee meets during the day and primarily they are retired people,
our Disabilities Committee may meet during the day, and the Youth Advisory Council will
meet in the afternoons before Council meetings, so we are moving a little bit in that
direction, but not for all of them.
Ms. Coy said a lot of her appointees are working people, and would disagree that our
boards are mostly retired people.
Mr. McPartlan asked if it was necessary to televise all of our meetings. Ms. Coy and Mayor
Gillmor said that is a very good question.
Mayor Gillmor said Fellsmere Council does not even televise its Council meetings.
The City Clerk said this process has gone back and forth over the years, that in 2004 the
idea was to broadcast all meetings using Barbour Multimedia, then when the economy fell it
was limited to Council and PZ and then Council decided to broadcast all and we started
using AV Techs. She said it becomes difficult for the techs, who make little money and what
they do is quite difficult. She said she sometimes wonders if it is necessary to broadcast all
of the meetings, stating the City has been very good to the public with more out there than
anyone around and has done a good job of promoting what the City does through the
media.
Mayor Gillmor said the idea is how many people are watching it, how many are on Comcast
and how may are watching. Ms. Coy said she gets a lot of feedback and it is a lot and she
can’t believe how many are watching. She suggested agendizing this to get feedback, cited
what the County does and said she would be willing to consider that but would want
adequate feedback. She agreed we have been leading the way on this, and it is
commendable, but are we going too far and we should let the public comment.
Mr. McPartlan said we need to look at the cost too. The City Clerk said we are getting ready
to do a six month report and we were going to include that in there. She asked if a survey
could go in the newsletter. The City Clerk said this is nothing we need to change right away
but it would be nice to know who is watching, and get the word out to people to see. Ms.
Brook-Reese said we could do a web survey.
Mr. McPartlan said it would be nice to know who our audience is.
Mr. Adams said we are going contrary to our previous discussion regarding expanding to
UVerse to widen viewership and now talking about do we want to televise all of our
meetings, and why would we want to cut what we are showing.
Mr. McPartlan said you are looking at cost on staff and if it is going to raise the cost by
adding two boards, so we are looking at man hours, and some of those boards are not as
widely watched as other boards.
Ms. Coy said she looks at it as a prioritization, noting we have some boards who meet semi-
annually, some meet once a quarter, and their relative import to specific activities, and which
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one has more relevance to the public, so she sees it not as trying to take away audience but
being practical and prioritizing those most relevant to the public.
Mr. Adams said what might be relevant to one might not be relevant to another, and it is
about keeping citizens informed, and if you take one away you are going to upset
somebody.
Ms. Coy suggested these topics both deserve further discussion. Mayor Gillmor suggested
we agendize this at a later time and the City Clerk said she would put together some more
information, and run a website survey.
7) Laserfiche Imaging System – 5 New User Licenses
Not addressed.
13. CITY ATTORNEY MATTERS
The City Attorney noted despite information available on social media, Vero Beach
Magazine, which puts out guides for golf courses, and Vero Beach 32963, in articles about
local public courses, both failed to list the Sebastian Municipal Golf Course.
14. CITY MANAGER MATTERS
The City Manager requested and received approval for relocation of ducks from the Easy
Street Park. Ms. Coy said people need to be clear that this does not authorize anyone to
remove the ducks on their own and the focus is on the Muskogee ducks.
The City Manager reported on the scheduled City Council/City Boards and Committees
workshop on April 15th at 6 pm to hear a seminar by Marilyn Crotty, Director of Florida
Institute of Government at UCF by all members of boards and committees who have been
invited, followed by an opportunity for Council to give direction to boards and committee
members.
15. CITY CLERK MATTERS
None.
16. CITY COUNCIL MATTERS
A. Council Member Hill - Absent
B. Council Member McPartlan - None
C. Mayor Gillmor
Mayor Gillmor reported that Treasure Coast Regional League of Cities has awarded mini-
grants for schools, in much the same way we did in years past with FLC grants, a TCRLC
grant has been awarded to the Sebastian Charter JHS and 60 students will visit City Hall for
a tour and to conduct a mock meeting on April 22nd at 9 am. He said he presented in civics
classes yesterday at Storm Grove Middle School along with Mr. McPartlan and others and
they too were awarded a mini-grant to conduct a similar tour and mock meeting and will do
so in May. He noted that each year, each city will have two grants available.
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D. Vice Mayor Adams
Mr. Adams reported he is still working on the Youth Advisory Council, has been in contact
with the middle and high schools, and is advising them to have all forms filled out and sent
in to Clerk’s office so that the Council can have a first meeting in April. Mr. Adams reported
that some street name signs are faded and hard to read and asked if they can be looked
into. The City Manager said there is a plan in place to replace all signs over time, noting all
are on GIS, and if Mr. Adams had a list of some that are really bad to give him a call with the
locations.
E. Council Member Coy
Ms. Coy reported that Indian River County awarded a new agreement to Waste
Management and County customers will go to once per week pickup and this does not affect
the city’s franchise with Waste Management which is twice per week regular trash pickup.
She said she was pleased the County awarded to Waste Management and hope we get
natural gas discussions going and in regard to the new one stream recycling and asked if
the City Manager can get us the new recycle bins which will be only one wheeled bin
because she would like Sebastian to be first in line. She said if you are recycling there is no
reason to fill up a 64 gallon trash bin. Mr. McPartlan said he and his family recycle and only
fill up one trash bin per week.
17. Being no further business, Mayor Gillmor adjourned the Regular meeting at 8:14 p.m.
Approved at the ___________________________, Regular Meeting.
By: __________________________________
Richard H. Gillmor, Mayor
ATTEST:
__________________________________
Sally A. Maio, MMC - City Clerk
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